Web Content Management Overview

Content management refers to activities and work flow used to create and manage content on a website. Examples of activities associated with content management include:

• Creating new web pages
• Updating text, images and links on existing web pages
• Review and approve content for publication
• Image and document file uploading

Note: The ability to perform content management tasks in the system is directly related to privileges assigned to the administrative user. For example, some administrative users may have the privilege to edit pages but may not publish them.

The xCatalyst Web Content Management System (WCMS) provides tools and automated work flow that enable administrative users to systematically create and maintain website pages and content. The ability to perform content management tasks in the system is directly related to privileges assigned to the administrative user. For example, some administrative users may have the privilege to edit pages but may not publish them.

The system automatically creates a Workspace for individual content editors. The workspace is a web page that lists all pages that are checked out by a specific content editor. As pages move through the work flow links automatically appear for the next step in the work flow.

Content Management Work Flow

The content management system allows two types of work flow paths for editing and maintaining content on the website.

1. work flow with Approvals (up to three levels of approvals may be assigned)
2. work flow Bypassing Approvals.

The work flow path can be changed by a site administrator.

Content management work flow with approvals.

Checkout >> Edit >> Rebuild >> Check In >> Approval (1,2 or 3) >> Publish

1. Checkout - A page is checked out when the Edit link is clicked. During checkout the page is unavailable to other content editors to prevent two editors from making changes to the same page at the same time.

2. Edit - Changes are made to the page content or meta data. Each time a page is saved the page checkout history is updated. The History link on the Workspace enables rollback to previous saved version of the page.

3. Rebuild- Caches content and pre-processes tags. Once a page is rebuilt the Check In and Approve (with privileges) actions are available.

4. Check In - When a page is checked in it enters the queue for Approval. The approval assignee receives an email notification and the page status is "pending approval".

5. Approve - When the page is approved, the page is archived and is in the queue for publication. Up to three levels of approvals can be assigned.

6. Publish - When the page changes are published they become available on the public website.

Content management work flow without approvals.

Work flow stages when approvals are bypassed include:

Checkout >> Edit >> Rebuild >> Check In >> Publish

When approvals are bypassed all work flow associated with the approval process is deactivated. This includes:

1. Ability to set default assignees

2. Approval email notifications

3. Ability to request reworks

4. Page changes are archived when pages are checked in (not on approval).

Rebuild and Publish from the Menus and Independent Page Listings

The menus and independent page listing have check boxes for each line item that flag the page for rebuilding or publishing (if privilege is assigned). This capability allows the content editor to manually select pages for rebuilding and publishing without having to check out individual pages. To use this feature the content editor checks pages for rebuild or publish  then clicks on the Process Checked Items button. A popup window will open called the Cache Queue. In this window you can view the status of the caching process. Closing the window will not interrupt the process.