1. Web publishing training Introduction to the Tera text Web Content Management System (CMS) Learning Objective: Basic knowledge and skills required to publish web content on the RMIT web site. Materials from this session are available at http://www.rmit.edu.au/webpublishing/training/welcomehttp://www.rmit.edu.au/webpublishing/training/welcome

2. RMIT University©2014 Web Services and Information Policy 2 Objectives To enable you to modify web content using TERATEXT To gain basic knowledge and skills required to publish web content on the RMIT web site All notes and manuals in this workshop are available on the Web Publishing web site: http://www.rmit.edu.au/webpublishing http://www.rmit.edu.au/webpublishing

3. RMIT University©2014 Web Services and Information Policy 3 1. Introduction to the web publishing 2. Web publishing requirements 3. Using the system – Publishing a new page – Editing an existing page – Replacing media assets 4. Web page information Agenda

4. RMIT University©2014 Web Services and Information Policy 4 1.Introduction to the web publishing system Web publishing groups For more information on groups, see: http://www.rmit.edu.au/browse;ID=i3n2dif9avhf1http://www.rmit.edu.au/browse;ID=i3n2dif9avhf1 User rights and roles For more information on roles, see: http://www.rmit.edu.au/browse;ID=pan6dif9avhf1http://www.rmit.edu.au/browse;ID=pan6dif9avhf1 Document types For more information on each document type, see: http://www.rmit.edu.au/browse;ID=iho09gb2dlkyhttp://www.rmit.edu.au/browse;ID=iho09gb2dlky Document status For more information on how to change document statuses, see: http://www.rmit.edu.au/browse;ID=8u9p6xcwbg3xhttp://www.rmit.edu.au/browse;ID=8u9p6xcwbg3x

5. RMIT University©2014 Web Services and Information Policy 5 Web publishing groups The website is divided into web publishing groups. For example: Group can have child groups When we add all these groups together it equals our IA, IA stands for Information architecture or also referred to as a site map or paths in a website. So why it is separated into groups like this? –Access (so only HR staff are allowed to publish in the HR website.) –And also keeping all these same web pages together. For information on roles, see: http://www.rmit.edu.au/browse;ID=i3n2dif9avhf1http://www.rmit.edu.au/browse;ID=i3n2dif9avhf1 Staff / HR Student / Study Resources IA

6. RMIT University©2014 Web Services and Information Policy 6 User rights and roles For each of the web publishing group in the RMIT web site, group members are assigned a role, or a combination of roles. Roles may also be referred to as user rights, publishing rights or editing rights. For information on roles, see: http://www.rmit.edu.au/browse;ID=pan6dif9avhf1http://www.rmit.edu.au/browse;ID=pan6dif9avhf1

7. RMIT University©2014 Web Services and Information Policy 7 Web document types Homepage Every web publishing group may have only one home page that appears at the top level of its publishing group. Generic Used for content that does not fit into any of the other document types. This is the most widely used page type. News If you are creating any types of news for example the RMIT news, you can use the news template, it’ll put it in the new path automatically, you can also create dynamic queries. Staff Profile Used to store information about a staff member, consisting of contact details and additional information. Form Used for creating online forms. Media Asset Image, PDF, video etc that is not a web page.

8. RMIT University©2014 Web Services and Information Policy 8 Document status Web publishing lifecycle For more information and how to change document statuses, see: http://www.rmit.edu.au/browse;ID=8u9p6xcwbg3xhttp://www.rmit.edu.au/browse;ID=8u9p6xcwbg3x

9. Web publishing requirements Window 7 setup on a PC Microsoft word 2003 launch within a Citrix environment. W drive mapped as your web publishing folder. RMIT University©2014 Web Services and Information Policy 9

10. Web publishing process RMIT University©2014 Web Services and Information Policy 10 Using a generic template Create web page in word Upload page to system Add Metadata Save changes Submit Approve Creating a basic content page Download a generic template document from here: http://prodedit.rmit.edu.au/browse;ID=uec2dknkngzl

11. RMIT University©2014 Web Services and Information Policy 11 3. Publishing a new page Create and Upload ‘My first web page’ 1. Download your chosen template document (we’ll use generic as example) at prodedit.rmit.edu.au/browse;ID=uec2dknkngzl and save it to your desktop. 2. Copy the downloaded generic template into your W: drive 3. Open Word 2003 (Select start button > all programs> Web publishing>Word 2003). 4. Open the generic template document 5. There will be expansion pack dialogue boxes. Click ‘Yes’ then ‘No’ (you’ll need to do this each time you open a new file in Word 2003). This will give you access to the extra functions on the tool bar. 6. Edit the document in Word 2003 7. Save the file back in the W: drive 8. Go back into the web publishing system (‘My Home Page’). 9. Click ‘Upload’ 10. Check the box of the relevant record, then click ‘Upload file’ 11. Select the group you wish to publish it in (i.e. Training group #998) 12. Click ‘Apply’ 13. Enter required metadata/correct ‘errors’ 14. Click ‘Apply edits’ 15. Publish page via ‘Submit’ then ‘Approve’ (access dependent)

12. Web publishing process RMIT University©2014 Web Services and Information Policy 12 Download your page Edit web page in word Replace existing page on website Check Metadata Submit Approve Editing an existing page

13. RMIT University©2014 Web Services and Information Policy 13 4. Editing an existing page Download ‘My first web page’ Open the web page you wish to edit in the web publishing system. Click ‘Review’ (To edit, the status of the page must be ‘Draft’ [N]. Click ‘Review’ to create a draft version. If it’s in any other status, you’ll need to Approve or Reject the page to have the ‘Review’ button become available.) Click ‘Download’ Open Word 2003, go to File>open, then browse the W: drive web publishing folder for the file you just downloaded. Open the Draft document Edit the document in Microsoft Word 2003 Save the file back into your W: drive web publishing folder Go back into the web publishing system Click ‘Replace’ Draft version of the page Check the radio button of the file you’re replacing Click ‘Select file’ It will ask you if you’re sure you want to replace it. Click ‘Replace file’ Publish the Draft version page via ‘Submit’ then ‘Approve’ (access dependent) You can approve if the page is in pending or click ‘Review’ to create a draft version It’s just ‘Save As’ right? Does this just save over the existing file in there? I didn’t ask questions, it just seemed to work! You are editing an existing page, so all you need to do is just save over the existing file in there. For more information on how to edit an existing page, see: http://www.rmit.edu.au/browse;ID=ew7rarp66db3http://www.rmit.edu.au/browse;ID=ew7rarp66db3

14. 5. How to check if there are other status of the same page 1.Log into the website, select the ‘web publishing’ link 2.Navigate to the web page you would like to find out about 3.To check if there are other status of the same page, all you need to do is add the query ;STATUS= (D, N, S, OR P) to the end of the URL RMIT University©2014 Web Services and Information Policy 14

15. 6. How to find the last person who edited a page 1.Log into the website, select the ‘web publishing’ link 2.Navigate to the web page you would like to find out about 3.Scroll down to view the footer 4.Click on 'Document history’ 5.Click on 'Return to the document' to return to the page view. RMIT University©2014 Web Services and Information Policy 15

16. 7. View pages that are linking to a document 1.Log into the website, select the ‘web publishing’ link 2.Navigate to the web page you would like to find out about 3.Scroll down to view the footer 4.Click on ‘References made to this document’ RMIT University©2014 Web Services and Information Policy 16

17. 8. Identifying groups/owning group 1.Log into the website, select the ‘web publishing’ link 2.Navigate to the web page you would like to find out about 3.To identify the group name and/or number, select the ‘Edit’ button RMIT University©2014 Web Services and Information Policy 17

18. RMIT University©2014 Web Services and Information Policy 18 Questions? For all web publishing access and website related enquires: https://mytechsupport.rmit.edu.au/ Web publishing guide: http://www.rmit.edu.au/webpublishing Design module instructions: http://www.rmit.edu.au/browse;ID=c7f6q1pi09ruz