OpenText Web Site Management - Content editing made easyTips and Tricks for Editors

We devise new web projects based on OpenText Web Site Management, but we also assist our customers in actually using this highly capable web content management system (CMS). Here are some of their most frequently asked questions.

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First Steps - Logging in

At first, you have to choose a project - the tab on the top right side gives you a choice of those your user has access rights for. With your next login, this choice will be preset.

Languages

The bar at the bottom left side shows you user name, the project chosen as well as the currently active language variant.

The drop-down "Select Language" in the top right-hand corner will show a list of all language variants that exist for your active project - the currently active variant has a check mark, you can choose another one with a click.


Your administrator might have integrated relevant tooltips for your language at certain places. Those might only be available for a certain user interface language. You can change it in the top right corner under "Settings" - "User Settings".

If your project has several language versions, some global elements might only be editable in the main language. Consequently, those cannot be edited if another language version has been chosen.

Ideally, you would NOT use the link or anchor elements. Those can be used cross-language, but if they are, they link from all the different language variants to one and the same target URL. In case you want to direct from the English variant to a .com and from the German variant to a .de URL for example, you'd rather use the standard field for that. It is specific to each language variant. Alternatively, you have to create one link or anchor element for each language and then cannot use the "Submit for Translation" option. If you make changes, always double-check the other language version in order to avoid negative side effects.

Tasks in the workflow

Mandatory fields may not have been edited - the system then prevents the page from being released. Mandatory fields are marked with a little exclamation point on the RedDot in SmartEdit.

Supposedly, the tabs "My Pages", "Corrections" and "Releases" are closed. Click on the plus sign!

There are a variety of possible reasons - in many cases, though, a particular release workflow has been defined and another editor, possibly your boss, has to release the page you edited. You can see that particular page under "My Pages in Workflow".

They are located under "Pages Waiting for Correction". Your boss might have left a comment for you - you can view it as a tooltip by moving your cursor over the page. Plus, you'll receive an e-mail notification in case of a rejected page if your administrator has designed it that way.

This can be done in SmartEdit mode as well as in the "Tasks" list, in both cases using the RedDot "Open Page", then right button click and "Delete Page" or "Undo Changes".

RedDots

Another editor is working on this page. It's not possible for more than one person to work on a page at the same time. Move the cursor over the RedDot in question. You should see a tooltip with the user name belonging to the editor currently working on the page. If you do have to edit a page that is being blocked by another editor, please ask your administrator. He'll be able to assign locked pages to a different user or release them.

Yes, by switching from "Editing Mode" to "Preview" in the bottom right corner in SmartEdit; alternatively, you can open the page and click "Page Preview" in the right mouse button menu.

Browser

OpenText Web Site Management versions prior to 11 don't support browser zoom in certain Windows updates; try "Ctrl.+0".

Depending on the CMS version, different browsers and browser versions are being supported. All CMS versions support Microsoft Internet Explorer, but still, problems might occur when using an older CMS version with a more recent Internet Explorer or vice versa. Other Browsers like Firefox, Chrome or Safari are supported only rudimentarily by older OTWSM versions. Recent CMS versions, meanwhile, offer extensive support for those browsers, as well. Additionally, project-specific settings like the chosen text editor may influence which browsers are supported. Ask your contact for an authoritative list of browsers supported within your project.

Editing texts

Particularly when copying from Microsoft Word documents, for example, formatting can cause trouble. Here, the functionality "Paste as Text" (Ctrl.+Shift+V instead of just Ctrl.+V) can help. Alternatively, you could first copy your texts into mere text editing programs like WordPad or the Windows editor and from there into the CMS. Additionally, make sure that after the text, there are no unnecessary line breaks - they will be invisible in the editing mode, but they can cause problems on the page itself.

Instead of "Enter", simply use "Shift+Enter" to create paragraphs and line breaks.

Tips and Tricks

Yes, the fastest way to every page within the CMS is searching the Management Server for the page ID - this number is attributed once upon creation of the page and, therefore, is unique to each page. Just type "ID: [page ID]", for example "ID: 516", into the search field in the top right corner. "Enter" takes you directly to the page in question.

In many cases, there are tooltips for that. They appear when you move your cursor over the respective RedDot.

Asset Manager

By searching with an asterisk: put * before and/or after the keyword that you remember, e.g. *convention; should your assets be organized in sub directories, make sure the checkbox "Subfolders" is activated.

The user has been deleted in the meantime or the project has been imported from another server without user data. Up to version 11.2, Service Pack 2, when exporting projects, users with an external account system (LDAP, Active Directory) generally were not exported.

Sorting

Generally, two kinds of pages have to be distinguished: pages that are linked within the content section, for example in teaser lists, and pages that appear in the navigation structure. Sorting pages within the content section can be done automatically (e.g. by date or alphabetically) or manually - depending on how the list has been configured. If manual sorting applies, newly created pages always appear as the first item in the list and can be re-sorted afterward. For pages relevant to the navigation, older CMS versions have two ways of sorting: First, they can be sorted just like the previously described content section pages (manually or automatically). This sorting, though, does not apply to the navigation order sorting. That, again, is to be edited through "Edit Navigation Order". Newly created pages - other than with content section lists - appear at the bottom of the navigation sorting. Starting with Management Server version 11.2 Service Pack 2 (11.2.2.593), navigation order setting is no longer relevant. Instead, navigation order automatically equals the regular page order.

When further objects (sites) are created in the content section, such as text-image-elements, link or download elements, videos or similar content, the new object is inserted as the topmost one. If you know in advance what your new site is supposed to look like, simply create the lowermost one first and work your way up.

You have to "Open Page" and "Edit Page Order" via the RedDot "Add/Edit Page". Here, you'll find a list of existing pages/elements that can be moved up and down.

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