Idea Transcript
SiteExecutive Version 2013 EP1
Site Administrator User Guide Revised January 2014
Contact: Systems Alliance, Inc. Executive Plaza III 11350 McCormick Road, Suite 1203 Hunt Valley, MD 21031
Phone: 410.584.0595 / 877.SYSALLI Fax: 410.584.0594 http://www.systemsalliance.com http://www.siteexecutive.com
Table of Contents 1. Introduction ...................................................................................................................... 1 2. Administrative Users Actions ......................................................................................... 2 2.1 User Management ................................................................................................................... 4 2.1.1 Create User ........................................................................................................................... 4 2.1.2 Edit User ................................................................................................................................ 5 2.1.3 View User Membership ........................................................................................................ 6 2.1.4 Inactive User ......................................................................................................................... 6 2.1.5 Search Users ......................................................................................................................... 8 2.2 Group Management ................................................................................................................ 9 2.2.1 Create Group ........................................................................................................................ 9 2.2.2 Edit Group ...........................................................................................................................10 2.2.3 View/Assign Group Membership ......................................................................................10 2.2.4 Send Email ..........................................................................................................................13 2.2.5 Delete Group .......................................................................................................................14 2.3 Notifications........................................................................................................................... 15 2.3.1 Create Notification .............................................................................................................16 2.3.2 Edit Notification..................................................................................................................17 2.3.3 Delete Notification .............................................................................................................17 2.3.4 Purge Notifications ............................................................................................................18 2.4 User Security Settings .......................................................................................................... 19 2.4.1 General Security Settings...................................................................................................19 2.4.2 Password Enforcement Settings .......................................................................................20 2.4.3 Active Directory Settings ....................................................................................................21 2.4.4 Custom Security..................................................................................................................21 2.5 Send Email to Users .............................................................................................................. 22 2.6 Export User List ..................................................................................................................... 23 3. Permissions ..................................................................................................................... 25 3.1 Grant Permissions ................................................................................................................ 25 SiteExecutive 2013 EP1 Site Administrator User Guide
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3.1.1 Editor Permissions .............................................................................................................28 3.2 View Permissions .................................................................................................................. 31 3.3 Edit Permissions .................................................................................................................... 32 4. Workflow ......................................................................................................................... 33 4.1 Folder Workflow .................................................................................................................... 33 4.1.1 Setup Workflow ..................................................................................................................33 4.1.2 Edit Workflow Step .............................................................................................................36 4.1.3 Delete Workflow Step .........................................................................................................37 4.1.4 Insert Workflow Steps ........................................................................................................37 4.1.5 Workflow Process ...............................................................................................................39 4.2 Content Collections Workflow .......................................................................................... 42 4.2.1 Setup Workflow ..................................................................................................................43 4.2.2 Edit Workflow Step .............................................................................................................45 4.2.3 Delete Workflow Step .........................................................................................................47 4.2.4 Reorder Workflow Steps ....................................................................................................47 4.2.5 Workflow Process ...............................................................................................................48 5. Website Security............................................................................................................. 51 5.1 Create Login Page ................................................................................................................. 51 5.1.1 Insert Login/Registration Module .....................................................................................52 5.1.2 Access Module Properties .................................................................................................54 5.2 Create Group ......................................................................................................................... 55 5.2.1 Edit Groups .........................................................................................................................57 5.2.2 Delete Groups .....................................................................................................................57 5.2.3 Adding Users to Group ......................................................................................................58 5.3 User Administration: Website Security .............................................................................. 61 5.3.1 Edit Users ............................................................................................................................61 5.3.2 Delete Users ........................................................................................................................62 5.3.3 Search Users .......................................................................................................................62 5.4 Enable Site Security .............................................................................................................. 64
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5.5 Enable Folder Security .......................................................................................................... 67 5.6 Login & Registration ............................................................................................................. 69 5.6.1 Login ....................................................................................................................................69 5.6.2 Register for Access ..............................................................................................................71 5.6.3 Update User Information ..................................................................................................72 5.6.4 Forgot Password.................................................................................................................72 5.7 Approve Registration ............................................................................................................ 74 6. Main Level Tools ............................................................................................................. 76 6.1 Desktop Tab ........................................................................................................................... 77 6.1.1 System Options ...................................................................................................................77 6.1.2 User Options .......................................................................................................................80 6.1.3 Featured Content ...............................................................................................................82 6.1.4 Dictionary Options .............................................................................................................82 6.1.5 Utilities .................................................................................................................................87 6.2 Link Validation Tab................................................................................................................ 93 6.2.1 Schedule Link Validation ...................................................................................................93 6.2.2 Check Broken Links ............................................................................................................94 6.3 Search Index Tab................................................................................................................... 96 6.3.1 Manual Indexing ................................................................................................................97 6.3.2 Scheduled Indexing ............................................................................................................97 6.4 Utilities Tab ............................................................................................................................ 98 6.5 Properties Tab ....................................................................................................................... 99 6.5.1 Edit Properties ....................................................................................................................99 6.5.2 SSL Support ...................................................................................................................... 102 6.6 Audit Log Tab ....................................................................................................................... 103 6.6.1 Filter Log ........................................................................................................................... 104 6.6.2 Truncate Log .................................................................................................................... 104 7. Redirects Tab ................................................................................................................ 106 7.1 Internal Redirects ................................................................................................................ 106
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7.2 External Redirects ............................................................................................................... 107 8. Revisions Tab ................................................................................................................ 109 8.1 Preview a Revision .............................................................................................................. 109 8.2 Compare Revision Properties ........................................................................................... 110 8.3 Revert a Revision ................................................................................................................. 111 8.4 Purge File Revisions ............................................................................................................ 112 9. Meta Tag Administration ............................................................................................ 114 9.1 Create Meta Tags ................................................................................................................ 115 9.2 Edit Meta Tags ..................................................................................................................... 116 9.3 Delete Meta Tags ................................................................................................................ 117 9.4 Meta Tag Content Administration .................................................................................... 118 9.4.1 Establish Meta Tag Content ........................................................................................... 118 9.4.2 Edit Meta Tag Content .................................................................................................... 121 9.4.3 Delete Meta Tag Content ................................................................................................ 122 10. Static Caching ................................................................................................................ 123 10.1 Set Page Cache Interval ................................................................................................... 123 10.2 Object Inclusion Module Cache ...................................................................................... 124 10.3 HTTP Passthrough Module Cache .................................................................................. 126 10.4 Force Clear Cache ............................................................................................................. 127 10.5 Force Global Clear Cache ................................................................................................. 128 11. Reports ........................................................................................................................... 129 11.1 Report Types...................................................................................................................... 129 11.1.1 Object Types .................................................................................................................. 129 11.1.2 Pending Action............................................................................................................... 131 11.1.3 User Activity ................................................................................................................... 131 11.1.4 User Last Logged In ....................................................................................................... 132 11.1.5 Web Publishing .............................................................................................................. 133 11.2 Print Report ....................................................................................................................... 133 11.3 Customize Report ............................................................................................................. 134
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11.4 Save/Export Report........................................................................................................... 136 11.4.1 Export as .csv file........................................................................................................... 136 11.4.2 Save to MySE .................................................................................................................. 136 11.5 View MySE Reports ........................................................................................................... 138 11.6 Delete MySE Reports ........................................................................................................ 139 11.7 Change Default Homepage ............................................................................................. 140 12. SiteExecutive 2013 Permissions .................................................................................. 141
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1. Introduction This guide is designed to outline the numerous actions available to site administrators for site management in SiteExecutive. Site administrators are users who maintain site structure, control user access, and perform maintenance within SiteExecutive. Some of the topics covered in this guide include: Managing user permissions Adding and modifying SiteExecutive users and user groups Establishing secure areas within sites and folders Reverting content to previous versions Managing notifications for the SiteExecutive login screen Setting up internal and external redirects for sites Establishing workflow for folders and content collections Managing meta tag content Viewing audit logs and reviewing changes made by users to content Running internal reports Running SiteExecutive utilities This guide does not cover content creation. For information on content creation, see the End User Guide and the Template and Style Sheet User Guide. For information on the use of specific modules and applications, see the Core Modules User Guide, the Add-On Modules User Guide and the application user guides.
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2. Administrative Users Actions Users with Administrator permissions to SiteExecutive have access to all actions under Administrative Users. From the Administrative Users section, users are able to manage users and groups, create notifications, set custom security, send emails to users, and export a list of SiteExecutive users. To access the Administrative Users section: 1. Select Administration in the Explorer.
2. Select Administrative Users.
The Administrative Users screen appears:
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The tabs available at the Administrative Users level are: Desktop: This tab gives users access to:
Permissions icon: Allows a user to specify which users are able to access the Administrative Users level.
Send Email icon: Generates a list of email addresses of all users in SiteExecutive.
Export User List icon: Generates a list of all users in SiteExecutive. Provides username, first name, last name, and email for each user. A link at the bottom of the dialog allows the user to download the list as a CSV file.
Object Viewer icon: Grants users direct access to a debugging tool often used by developers. (For more information, see section 2.2.5 Object Viewer.)
Users: SiteExecutive users are located on this tab. An Administrator can create and manage users here. Groups: SiteExecutive groups are located on this tab. An Administrator can create and manage groups here. Notifications: Notifications are managed on this tab. Notifications can be added, edited, deleted, and purged here. Security: Formerly Custom Security. Administrators can apply custom security on this tab. Audit Log: This tab logs information about user actions, such as when users log in and out, and when users are deactivated and activated. It provides the time, action, description, and user for each entry.
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2.1 User Management Administrative users can manage users on the Users tab at the Administrative Users level.
2.1.1 Create User To create a user: 1. Select Administration in the Explorer. 2. Select Administrative Users. 3. Select the Users tab. 4. Click the Create User button. The Create User dialog appears:
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The fields available are: “«” = required field User Name«: Username used to log into SiteExecutive. First Name«: First name of the user. Last Name«: Last name of user. Email Address«: Email address of user. Phone Number: Phone number of user. Password«: User password used to log into SiteExecutive. Notes: Optional notes for the user. Copy Perms From: Option to copy permissions from a user that already exists. Force Password Change on Next Login: Option to force the user to change their password the next time they login. 5. Fill in all desired information and click Save. The user is created.
2.1.2 Edit User To edit a user: 1. Select Administration in the Explorer. 2. Select Administrative Users. 3. Select the Users tab. 4. Click the Edit icon beside a user.
The Edit User dialog is opened. Editable options are the same options as when the user was created. NOTE: All options are editable for the Administrative user (‘admin’ username) except the User Name field. 5. Update all desired information and click Save.
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The user information is updated.
2.1.3 View User Membership Administrative users are able to view which groups a user belongs to on the Users tab. To view a user’s group membership: 1. Select Administration in the Explorer. 2. Select Administrative Users. 3. Select the Users tab. 4. Click the Membership icon beside a user.
The Edit Group Membership dialog appears:
If the user is a member of groups, the dialog will list the groups. If the user is not a member of any groups, the Member Of column will reflect this.
2.1.4 Inactive User SiteExecutive users can be deactivated and activated on the Users tab. Deactivating a user locks the account so the user cannot log in or perform any actions in SiteExecutive. Users cannot be deleted; they can only be deactivated. SiteExecutive 2013 EP1 Site Administrator User Guide
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This allows the user’s history to remain in SiteExecutive. When a user is activated, all previous functions are returned.
2.1.4.1 Deactivate User To deactivate a user: 1. Select Administration in the Explorer. 2. Select Administrative Users. 3. Select the Users tab. 4. Click the Deactivate User icon beside a user.
The user is deactivated. NOTE: The ‘admin’ user cannot be deactivated.
2.1.4.2 Activate User The list of inactive users is located below the active users on the Users tab. To activate a user: 1. Select Administration in the Explorer. 2. Select Administrative Users. 3. Select the Users tab. 4. Expand the Inactive Users section on the Users tab.
5. Click the Activate User icon beside a user.
The user is activated. SiteExecutive 2013 EP1 Site Administrator User Guide
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2.1.5 Search Users The Users tab contains a search bar for administrative users to find other users quickly. Users can be searched by their name, username or email address. To search for a user: 1. Select Administration in the Explorer. 2. Select Administrative Users. 3. Select the Users tab. The Administrative Users screen appears:
By default, the Active users tab is selected. To search for inactive users, click the Inactive users tab. 4. Enter a name, username or email address into the search box and click Search. Search results appear:
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2.2 Group Management Administrative users can manage user groups on the Groups tab at the Administrative Users level.
2.2.1 Create Group To create a group: 1. Select Administration in the Explorer. 2. Select Administrative Users. 3. Select the Groups tab. 4. Click the Create Group button. The Create Group dialog appears:
The fields available are: “«” = required field SiteExecutive 2013 EP1 Site Administrator User Guide
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Name«: Name of the group. Description: Optional description for the group. 5. Fill in desired information and click Save. The group is created.
2.2.2 Edit Group To edit a group: 1. Select Administration in the Explorer. 2. Select Administrative Users. 3. Select the Groups tab. 4. Click the Edit icon beside a group.
The Edit Group dialog is opened. Editable options are the same options as when the group was created. 5. Update all desired information and click Save. The group information is updated.
2.2.3 View/Assign Group Membership Administrative users can view group membership and assign users to groups on the Groups tab. To view group membership: 1. Select Administration in the Explorer. 2. Select Administrative Users. 3. Select the Groups tab. 4. Click the Membership icon beside a group.
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The Update Group Membership dialog appears:
The fields available are: Group Name: Name of the group being viewed. Show Inactive Users: When selected, inactive users will display with [inactive] following their username. Current Members: SiteExecutive users that are members of the selected group. Export button: Gives user the ability to export a list of group members. The exported file includes the Username, First Name, Last Name, Email Address, Phone Number, Notes, and Last Logged In for each user in the list. To remove users from groups: 1. Follow the steps listed above for viewing group membership. 2. Click the Remove User icon beside a user.
3. Click Save. The user is removed. To add users to a group: 1. Follow the steps listed above for viewing group membership. 2. Click the Add Users button. The Add Users dialog appears:
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3. Click the Add User icon beside a user. 4. Click Save. The user is added.
2.2.3.1 Modify Group Membership for Single User To modify a single user’s group membership: 1. Select Administration in the Explorer. 2. Select Administrative Users. 3. Select the Users tab. 4. In the Administrative Users menu, click the Membership icon next to the desired user.
The Edit Group Membership dialog appears:
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5. To add the user to a group, click the small arrow beside the desired group or click Add All. To remove the user form a group, click the Remove icon All.
or click Remove
6. Add or remove the desired groups and click Save. The user’s group membership is modified.
2.2.4 Send Email Administrative users can generate a list of email addresses for users in a specific group using the Groups tab. To generate a list of email addresses: 1. Select Administration in the Explorer. 2. Select Administrative Users. 3. Select the Groups tab. 4. Click the Send Email icon beside a group.
The Send Email dialog appears:
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Users can choose to have a comma or semi-colon delimited list of email addresses. To send an email, copy the list of addresses and paste them into an email client.
2.2.5 Delete Group To delete a group: 1. Select Administration in the Explorer. 2. Select Administrative Users. 3. Select the Groups tab. 4. Click the Delete Group icon beside a group.
The delete group warning message appears:
5. Click OK.
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2.3 Notifications Administrative users can create notifications that are displayed on the login screen of a SiteExecutive instance. Notifications are used to display messages for all users to see.
Notifications can be created, edited, deleted, and purged on the Notifications tab.
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2.3.1 Create Notification To create a notification: 1. Select Administration in the Explorer. 2. Select Administrative Users. 3. Select the Notifications tab. 4. Click the Create button. The Create Notification Message dialog appears:
The fields available are: “«” = required field Title«:The title of the notification, which displays over the notification message. Message«: The text of the notification. Active Date & Time: Determines when the notification begins to appear. If left blank, the notification displays immediately. Expiration Date & Time: Determines when the notification expires. If left blank, the notification displays indefinitely. 5. Fill in desired information and click Save.
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The notification displays and expires at the assigned time with the assigned message.
2.3.2 Edit Notification To edit a notification: 1. Select Administration in the Explorer. 2. Select Administrative Users. 3. Select the Notifications tab. 4. Click the Edit Notification icon beside a notification.
The Edit Notification Message dialog is opened. Editable options are the same options as when the notification was created. 5. Update all desired information and click Save. The notification information is updated.
2.3.3 Delete Notification To delete a notification: 1. Select Administration in the Explorer. 2. Select Administrative Users. 3. Select the Notifications tab. 4. Click the Delete Notification icon beside a notification.
The delete notification warning message appears:
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5. Click OK. The notification is deleted.
2.3.4 Purge Notifications Inactive notifications can be purged on the Notifications tab. Purging the inactive notifications deletes them from the system. To purge notifications: 1. Select Administration in the Explorer. 2. Select Administrative Users. 3. Select the Notifications tab. 4. Click the Purge button. The Purge Notification Message dialog appears:
The fields available are: Start Date: Provides a date selector to select a start date. All inactive notifications after the start date are purged. End Date: Provides a date selector to select an end date. All inactive notifications before the end date are purged. NOTE: If both start and end date fields are left blank, all inactive notifications will be purged. 5. Select dates or leave the date fields blank and click Purge. SiteExecutive 2013 EP1 Site Administrator User Guide
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6. Click OK on the warning message. Inactive notifications fitting the specified criteria are purged.
2.4 User Security Settings Administrative users are able to specify a variety of security settings for SiteExecutive, such as password requirements, login error messages, and custom security.
2.4.1 General Security Settings To edit general administrative security settings: 1. Select Administration in the Explorer. 2. Select Administrative Users. 3. Select the Security tab. The Security: Administrative Users menu appears:
By default, the General tab is selected. The options available in the General tab are: Login Timeout: Specifies the period of time (in seconds) before an idle user’s session times out and prompts the user for a password. Allow Session Override? Specifies whether or not the user can override their current session by logging in again. The options are From Same IP Only and From Any IP.
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‘Invalid Username/Password’ Error Message: Message to display when a user enters an invalid username/password combo. ‘User Locked’ Error Message: Message to display when a user is locked out after too many failed login attempts. Notification Email: Email address to be notified when a user is locked. 4. Click Edit, update the desired information, then click Save.
2.4.2 Password Enforcement Settings Clicking the Passwords tab brings up the Passwords Enforcement menu:
To edit password enforcement settings, click Edit, update the desired information, and click Save.
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2.4.3 Active Directory Settings Clicking on the Active Directory tab brings up the Active Directory configuration menu. See the Custom Security Framework Guide for more information on configuring the settings in this tab.
2.4.4 Custom Security Administrative users are able to assign custom security on the Custom Security tab. See the Custom Security Framework Guide for more information about creating custom security frameworks for use in SiteExecutive. To assign custom security: 1. Select Administration in the Explorer. 2. Select Administrative Users. 3. Select the Security tab. 4. Select the Custom Security tab on the left.
5. Click the Edit button. 6. Select Yes for the Enable Custom Security? field.
7. Enter the path of the authentication module. 8. Click Save.
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Custom security is assigned.
2.5 Send Email to Users Administrative users can generate a list of email addresses for all users in SiteExecutive using the Send Email icon on the Desktop tab. To generate a list of email addresses: 1. Select Administration in the Explorer. 2. Select Administrative Users. 3. Select the Desktop tab. 4. Double-click the Send Email icon.
The Send Email dialog appears:
Users can choose to have a comma or semi-colon delimited list of email addresses. To send an email, copy the list of addresses and paste them into an email client.
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2.6 Export User List Administrative users can export a list of all active users in SiteExecutive using the Export User List icon on the Desktop tab. The list provides the username, first name, last name, and email address for each user. The list can be copied and pasted into an external document or downloaded as a CSV file. To export a list of all users: 1. Select Administration in the Explorer. 2. Select Administrative Users. 3. Select the Desktop tab. 4. Click the Export User List icon.
The Export User List dialog appears:
The list can be copied and pasted into an external document. To download the list as a CSV file: 5. Click the Download as a csv file link below the list. The download dialog displays: SiteExecutive 2013 EP1 Site Administrator User Guide
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6. Click OK. The list is saved as a CSV file.
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3. Permissions Permissions are applied for users and groups to control access as needed. Permissions should be established starting from the highest level in SiteExecutive Explorer. Permissions may be set up to cascade down to the folder and subfolder level to restrict or grant access.
3.1 Grant Permissions To grant permissions: 1. Select the area in the Site Explorer to apply permissions (i.e. root of a site, a specific folder, subfolder, page, application, object, node, or module.) 2. Select the Desktop tab. 3. Select Site Administration in the Actions panel.
4. Select Permissions.
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The Permissions dialog appears:
5. Click Add to establish permissions for users and groups.
The Add Permissions dialog appears:
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The fields available are: Group/User: Select list of all users and groups in SiteExecutive. Permissions: Determines the level of access a user has to an area. Options include:
Read: Allows user/group to view items stored directly in the selected object.
Write: Allows user/group to view and modify items stored directly in the selected object. Write automatically grants Read access.
Admin: Allows user/group to view and modify items stored directly in the selected object. Admin automatically grants Read and Write access.
Apply to this object and all child objects: Grants desired permissions to the selected object, items stored directly in the selected object, and permissions cascade to the child objects (sub-objects and stored sub-items). Example: Granting read access to Group A at the Site Level with this box checked gives Group A read access to everything on the site - to the Site level and its direct items and to all sub-folders and their sub-items. 6. Enter information in the available fields. 7. Click Save. The selected user or group appears in the Permissions dialog.
8. Repeat all steps to establish permissions for additional users or groups. 9. Click Close to close the Permissions dialog.
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NOTE: Permissions may have to be established in multiple folders or areas of SiteExecutive Explorer. Administrators should ensure that all levels of permissions are established as needed.
3.1.1 Editor Permissions By specifying Editor Permissions, Administrators can control which users have access to which features of the Page and Template Editors. Users can be granted access to or restricted from features such as the Source button, inserting images, and inserting HTML Snippets. When a new user is created, it will not have access to many of the editor features by default. This is an example of how the editor screen will appear to a user without editor permissions:
Conversely, this is an example of how the editor screen will appear to a user with full editor permissions:
Note the presence of the additional icons in the second image. Each additional icon visible in the second image is an editor feature that can be set for individual users by administrators. To set editor permissions: 1. In the Explorer, select Administration. 2. Select Administrative Users.
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3. Select the Users tab. 4. Select the Perms icon next to the desired user.
The Set Permissions dialogue appears:
The available editor permissions are: [Editor] Div Container: Allows the user to add and modify containers in the Page, Template, and Layout Editors. [Editor] Export Layout: Allows the user to export layouts from the Layouts tab in a deployed application instance or Structured Content collection. The layout is exported in XML format.
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[Editor] HTML Snippet: Allows the user to add and modify HTML Snippets in the Page, Template, and Layout Editors. HTML Snippets can be used to embed HTML code and custom JavaScript in a page. [Editor] Import Layout: Allows the user to import custom XML layouts into the Layouts tab of a deployed application or Structured Content collection. [Editor] Insert Hyperlink: Allows the user to add and modify hyperlinks in the Page, Template, and Layout Editors. [Editor] Insert Image: Allows the user to add and modify images in the Page, Template, and Layout Editors. [Editor] Insert Module: Allows the user to add and modify modules in the Page and Template Editors. See the Core Modules User Guide for information about the various modules available in SiteExecutive. [Editor] Insert Video: Allows the user to add and modify videos in the Page, Template, and Layout Editors. [Editor] Page Source: Allows the user to access the Source button in the Page Editor. NOTE: The Page Source button is a feature used to debug HTML content created in the Page Editor and should NOT be used for page creation. [Editor] Spell Check: Allows the user to use Spell Check in the Page, Template, and Layout Editors. [Editor] Table: Allows the user to add and modify tables in the Page, Template, and Layout Editors. [Editor] Tag Properties: Allows the user to modify Tag Properties in the Page, Template, and Layout Editors. This permission enables users to specify classes and IDs for elements on pages and templates. [Editor] Template Source: Allows the user to access the Source button in the Template and Layout Editors. NOTE: The Template Source button is a feature used to debug HTML content created in the Template & Layout Editors and should NOT be used for template or layout creation. [Page] Edit Head Section: Allows the user to edit the HEAD section of a page in its Properties tab. This enables the user to add external stylesheets and JavaScript libraries to a page and specify custom meta information. SiteExecutive 2013 EP1 Site Administrator User Guide
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[Stylesheet] Edit Dynamic Stylesheet Head Section: Allows the user to edit the HEAD section of a template’s Dynamic Style Sheet in a folder or application’s Dynamic Style Sheet tab. [Template] Edit Head Section: Allows the user to edit the HEAD section of a template in its Properties tab. This enables the user to add external stylesheets and JavaScript libraries to a template and specify custom meta information. 5. To add editor permissions, click the small arrow next to the desired permission or click Add All. To remove permissions, either select the Remove Permission icon
or click
Remove All. 6. Set the desired editor permissions and click Save. Editor permissions are defined for the user.
3.2 View Permissions To view a user’s permissions: 1. In the Permissions dialog, click on the View Effective Permissions icon for the desired user.
The Effective User Permissions dialog appears:
2. Click Close when finished viewing user’s permissions.
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3.3 Edit Permissions To edit permissions: 1. In the Permissions dialog, click on the Edit icon for the desired user.
The Modify Permissions dialog appears:
2. Make the desired modifications to the permissions and click Save. The user’s permissions are updated. NOTE: In order for the change to take effect for the user, the user must log out of SiteExecutive and then log back in again.
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4. Workflow Workflow routes pages, templates and Structured Content to individual users or groups for review prior to publication. All users/group members receive an email notification that the selected item is awaiting their approval. NOTE: Assigning a workflow policy at the folder level will cascade the policy down to all pages and subfolders created under that folder.
4.1 Folder Workflow 4.1.1 Setup Workflow To establish workflow for a folder: 1. Select the desired folder from the Site Explorer to assign a workflow policy.
2. Select the Desktop tab. 3. Select Folder Administration in the Actions panel.
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4. Select Workflow.
The Workflow dialog appears:
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5. Click the Add Policy Step icon.
The New Workflow Step dialog appears:
6. Select a user or group from the Select: dropdown list. 7. Click Save. The Workflow dialog displays the users or groups that have been added to the workflow process. Users and/or groups in workflow will appear in a numbered list. The policy flows in the order they are listed, starting at Step 1.
NOTE: Best practices for implementing workflow include:
Limit to three steps, including inherited steps to keep workflow simple.
Use groups instead of users to avoid bottlenecks.
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There is no limit to the number of steps, users, or groups added to the workflow. However, too many users/groups may affect performance and efficiency.
4.1.2 Edit Workflow Step To edit a workflow step: 1. Select the location where workflow is applied. 2. Select Folder Administration in the Actions panel. 3. Select Workflow. The Workflow dialog appears:
4. Click the Edit Policy Step icon beside a workflow step.
The Edit Workflow Step dialog appears:
5. Select a different user or group from the Select: dropdown. SiteExecutive 2013 EP1 Site Administrator User Guide
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6. Click Save. The original user/group is replaced with the new user/group.
4.1.3 Delete Workflow Step To delete a workflow step: 1. Select the location where workflow is applied. 2. Select Folder Administration in the Actions panel. 3. Select Workflow. The Workflow dialog appears:
4. Click the Delete Policy Step icon beside a workflow step.
The policy step is deleted.
4.1.4 Insert Workflow Steps Workflow steps can be inserted before and after existing workflow steps. To insert a workflow step before an existing step: 1. Select the location where workflow is applied. 2. Select Folder Administration in the Actions panel. 3. Select Workflow. The Workflow dialog appears:
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4. Click the Insert Step Before icon beside a workflow step.
The New Workflow Step dialog appears:
5. Select a user or group from the dropdown and click Save. To insert a workflow step after an existing step: 1. Select the location where workflow is applied. 2. Select Folder Administration in the Actions panel. 3. Select Workflow. The Workflow dialog appears:
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4. Click the Insert Step After icon beside a workflow step.
The New Workflow Step dialog appears:
5. Select a user or group from the dropdown and click Save.
4.1.5 Workflow Process Once workflow policies are established for a site/folder, all pages within that site/folder are subject to approval before they are published. NOTE: The selected page will lock until the workflow process is completed (approved and published or disapproved) or canceled. To begin the workflow process for a page or template: 1. Select the desired page or template for publication.
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2. Select the Approval tab.
The Begin Workflow button replaces the Publish button since a workflow process is in place.
3. Click Begin Workflow. The Begin Workflow dialog box appears to provide details about tasks that occur when the approval process is initiated.
4. Enter comments in the Comments: field if desired. The field’s character maximum is unlimited. 5. Click OK. The Begin Workflow dialog box appears to confirm the approval process has begun and email notifications were sent to designated workflow approvers.
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6. Click OK. An ordered list of workflow approvers appear in the information area of the Approval tab.
The approver receives an email notification with a link to the selected page for review and approval. (User will need to login to SiteExecutive to be taken directed to the linked page.)
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Workflow continues until either:
anyone rejects the page
the initiator cancels the workflow process for the page or
the final approver approves or publishes the page.
NOTE: For the sake of efficiency, the final approver has the ability to publish the page instantly instead of merely approving it. If the final approver approves the page, then the workflow initiator will receive a notification to publish the page.
4.2 Content Collections Workflow Workflow can be established for Structured Content Collections. Structured Content workflow enables reviewers to edit the content that they are reviewing. Additionally, multiple users and groups can be configured for each step, and each step has multiple configuration options that are not available in folder workflow.
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4.2.1 Setup Workflow To establish workflow for a Structured Content Collection: 1. Select the desired Structured Content Collection in the Site Explorer. 2. On the Desktop tab, double click the Workflow icon.
The Workflow dialog appears:
3. Click Add Step. The Edit Step dialog appears:
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The available fields are: Step Name«: The name of the workflow step. This can be used to identify which task in the content review process is to be completed at this step (e.g. Spell Check, Editorial Review, Final Approval). This name carries throughout the collection and is used in workflow notifications to users. Editable: Specifies whether or not reviewers in this step can make edits to the content while they are reviewing it. If enabled, an Edit button will appear during the content review process for all reviewers at this step. Users: Specifies which users are designated as reviewers at this step. These users will receive a notification when content that is entered into workflow reaches this step. To add a user to the workflow step, select the desired user in the Available column and click the button with the double arrows facing to the left («). To remove a user from the workflow step, select the desired user in the Current column and click the button with the double arrows facing to the right (»). Groups: Specifies which groups are designated as reviewers at this step. All users within the designated group(s) will receive a notification when content that is entered into workflow reaches this step. NOTE: Any user within the designated group(s) can approve content at this step. To add a group to the workflow step, select the desired group in the Available column and click the button with the double arrows facing to the left («). To remove a group from the workflow step, select the desired group in the Current column and click the button with the double arrows facing to the right (»). 4. Fill in the information and add the desired users/groups, then click Save Step. The workflow step is created, and the Workflow dialog is updated. Users and/or groups in workflow will appear in a numbered list. The policy flows in the order they are listed, starting at Step 1.
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The Workflow dialog contains the required Note Configuration option. This option designates whether workflow comments by reviewers are Required, Optional or not shown at all (None). 5. Select the desired Note Configuration option from the dropdown and click Save. The Note Configuration option is updated. 6. When finished configuring workflow steps, cilck the X in the top right corner of the dialog box to close out of the Workflow dialog.
4.2.2 Edit Workflow Step To edit a workflow step: 1. Select a Structured Content Collection with workflow defined in the Site Explorer. 2. On the Desktop tab, double click the Workflow icon.
The Workflow dialog appears:
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3. Click the Edit icon beside the desired workflow step.
The Edit Step dialog appears:
4. Update the information and click Save Step. The workflow step is updated.
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4.2.3 Delete Workflow Step To delete a workflow step: 1. Select a Structured Content Collection with workflow defined in the Site Explorer. 2. On the Desktop tab, double click the Workflow icon.
The Workflow dialog appears:
3. Click the Delete icon beside the desired workflow step.
4. Click OK. The workflow step is deleted.
4.2.4 Reorder Workflow Steps Workflow steps can be reordered by clicking & dragging the steps in the Workflow dialog box. To reorder workflow steps: 1. Select a Structured Content Collection with multiple workflow steps defined in the Site Explorer. SiteExecutive 2013 EP1 Site Administrator User Guide
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2. On the Desktop tab, double click the Workflow icon.
The Workflow dialog appears:
3. Click and drag the workflow steps into the desired order. 4. Click Save. The workflow steps are reordered and saved.
4.2.5 Workflow Process Once workflow policies are established for a Structured Content Collection, all content within that collection is subject to approval before it can be published. NOTE: The selected content will be locked until the workflow process is completed (approved and published or disapproved) or canceled. To begin the workflow process for Structured Content: 1. Select the desired Structured Content collection in the Site Explorer. 2. Under the Content tab, click the Drafts tab.
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3. Select the Edit icon next to the desired draft.
4. Click Save and Preview. 5. In the Preview menu, click Submit for Review. NOTE: For the sake of efficiency, final approvers will have the ability to Force Publish a draft from the Preview menu. 6. Enter notes about the draft for the reviewers to read and click Save & Continue. The draft is submitted into workflow. Users defined at the first workflow step will receive an email notification that the draft has been submitted for review:
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Content drafts that are in workflow can be viewed in the Items in Workflow tab under the content collection’s Content tab.
Workflow continues until either:
anyone rejects the content
the initiator cancels the workflow process for the content or
the final approver approves or publishes the content.
NOTE: If the final approver approves the content rather than publishing it, then the workflow initiator will receive a notification to publish the content. For more information about publishing content and establishing workflow in Structured Content collections, see the Structured Content User Guide.
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5. Website Security Website Security enables users to set up secure areas that require public visitors to have a username and password in order to gain access. Visitors may be allowed to register for access and Administrators may determine how to handle the visitors’ requests for access. The following steps are necessary to enable Website Security: 1. Create a Login Page 2. Create a Group/Users 3. Enable Folder Security 4. Create Users/Enable Registration 5. Approve New User Registration
5.1 Create Login Page Before Website Security can be set up, a login page must be created. The login page will allow users to log in for access or register for access appropriately. The login page must be created outside the desired secured folder; otherwise, the default login will appear.
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The Login/Registration module is used to secure areas within a site. When a visitor clicks on a secured area within the site, they will see the page with the Login/Registration module displayed, requiring them to submit a Username and Password.
5.1.1 Insert Login/Registration Module To insert a login/registration module on a page: 1. Select the desired page in the Site Explorer. 2. Select the Preview/Edit tab. 3. Click Edit Page. 4. Click in the page where the module will be inserted. 5. Click the Insert a Module tool. The Insert Module dialog appears. 6. Select Login/Registration from the Module: dropdown list.
7. Click OK. The Module Properties dialog appears:
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The fields available are: Module Width: Defines width of login/registration module (%). Text Class: Selects font type for Username and Password fields. Background Color: Defines background color of module. Outline Color: Defines color of module outline. Outline Width: Defines width of module outline (px). Default Page On Login: Specifies the default page where the user will be taken after accessing the login page directly (as opposed to being redirected to the login page when trying to access a secure area). 8. Fill in desired information and click Save. The Login/Registration module appears on the page. NOTE: Saving and closing the page will display a preview of the module. The page must be published for site visitors to view this page.
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5.1.2 Access Module Properties To access a login/registration module’s properties: 1. Select the desired module while the page is in edit mode. 2. Right-click on the module. 3. Select Login/Registration.
The Module Properties dialog appears. Update the information and click Save.
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5.2 Create Group When users register, their usernames are assigned to a specific website security group with access rights to a specific portion of the website. Therefore, a group must be created to contain those users and manage access before they register. To create a website security group: 1. Select Administration in the Explorer.
2. Select Website Security.
3. Select the Desktop tab. 4. Double-click the Create Group icon in the information area.
The Create Group dialog appears:
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The fields available are: “«” = required field Group Name«: Name of the website security group. Description: Allows descriptive text for the group. Email Reply To«: From/Reply address for approval/rejection email notifications. Admin Email: Email address(es) to alert when new users register for the group. Approval Type«: Determines the approval type for the website security group. Options include:
No Approval: Grants access to secured website automatically once the user registers.
Administrative Approval: Grants access to secured website after administrator approval.
Email Verification: Grants access to secured website after confirmation email response.
Acknowledgement Text: Message displayed after registration to indicate account is awaiting Administrative approval. 5. Enter desired information and click Save. SiteExecutive Explorer will refresh with the created group selected.
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Repeat all steps until desired groups are added.
5.2.1 Edit Groups To edit a website security group: 1. Select Administration in the Explorer. 2. Select Web Security. 3. Select the desired web security group. 4. Select the Properties tab. The Website Security Group Properties screen appears:
5. Click Edit. The Website Security Group Properties screen becomes editable. 6. Make necessary changes and click Save.
5.2.2 Delete Groups To delete a website security group: 1. Select Administration in the Explorer. 2. Select Web Security. 3. Select the desired web security group.
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4. Select the Desktop tab. 5. Double-click Delete Group in the information area.
The Delete Group dialog appears:
6. Click OK.
5.2.3 Adding Users to Group Once the Website Security Groups have been established, Administrators can add users to the groups. Users added to the Website Security Group will be granted access to the secured websites upon login. If registration is enabled, users are added to the group upon registration and, if applicable, approval/confirmation. To create users for a Website Security group: 1. Select Administration in the Explorer. 2. Select Web Security. 3. Select the desired web security group. 4. Select the Users tab. The User Administration screen appears:
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5. Click Create User.
The Create User dialog appears:
The fields available are: “«” = required field Username«: Login username added to group to grant access to secured site area. Must be a valid email address. First Name: First name of user. Last Name: Last name of user. Password«: Login password to access SiteExecutive. Email Address«: Email address of user. 6. Enter information in the available fields and click Save. The added user will appear in the list of records.
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To add existing users to a Website Security group: 1. Select Administration in the Explorer. 2. Select Web Security. 3. Select the desired web security group. 4. Select the Users tab. The User Administration screen appears:
5. Click Add Existing User.
The Add Users To Group dialog appears:
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6. Click the Add User icon next to users to be added to the group.
The Add User icon will be replaced by the Remove User icon next to each added user’s name. Click on this icon to remove the user from the group.
7. Add all desired users and click Save.
5.3 User Administration: Website Security Users of all Website Security groups can be edited, deleted and searched at the Website Security level. Their Primary Group setting can be defined at this level as well.
5.3.1 Edit Users To edit a Website Security user’s properties: 1. Select Administration in the Explorer. 2. Select Web Security. 3. Select the Users tab. The User Administration screen appears:
4. Click the Edit icon beside the desired user.
The Edit User dialog appears:
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NOTE: The “Primary Group” field denotes the main group to which a user belongs. 5. Update the user’s information and click Save. The user’s information is updated.
5.3.2 Delete Users To delete a user from Website Security: 1. Select Administration in the Explorer. 2. Select Web Security. 3. Select the Users tab. 4. Click the Delete icon next to the desired user.
5. Click OK. The user is deleted from Website Security.
5.3.3 Search Users Users can be searched in all website security groups or in individual groups. To search for a user in all website security groups: 1. Select Administration in the Explorer.
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2. Select Web Security. 3. Select the Users tab. The User Administration screen appears:
The options for searching users are: Search: The search criteria. Users can be searched by username, first or last name, and email address. Primary Group: Defines the primary group in which users will be searched. Users who are members of this group but have a different primary group defined will not be returned. This option takes precedence over the “Member Of” option. Member Of: Specifies a group in which users will be searched. If no Primary Group is defined, all members of this group will be returned. Users Per Page: Specifies the number of users to display per page in search results. 4. Fill in the search information and click Search. Search results appear:
To search for a user in a single website security group: 1. Select Administration in the Explorer. 2. Select Web Security. 3. Select the desired web security group. 4. Select the Users tab.
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The User Administration screen appears:
5. Enter a username, first or last name, or email address into the search box, specify the number of users per page to display, and click Search. Search results appear:
5.4 Enable Site Security To enable site security: 1. Select the desired site to apply site security to in the Site Explorer. 2. Select the Desktop tab. 3. Select Site Administration in the Actions panel. 4. Select Site Security.
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The Site Security dialog appears.
The available security models to choose from are: Standard: The default SiteExecutive website security model, which draws from users and groups defined in Website Security. Legacy: Uses an existing ColdFusion security configuration file placed on the server prior to the installation/upgrade to SiteExecutive 2013. NOTE: Any custom security models specified in the Security tab in Website Security will be available in the dropdown. See the Custom Security Framework Guide for more information. 5. Choose a security model from the dropdown. The Site Security dialog updates:
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NOTE: When selecting Legacy from the dropdown, the “Allow Registrations” option will not appear. The available options are: Login Page: Specifies the page where users are required to log in before they can access the site with Site Security applied. Users can either type a search term into the box and select a page from the search results, or use the link selector to the right and choose a page. Only internal links are allowed. Allow Registrations (Standard only): Specifies whether guests can register for access to the secure area from the login page. Create Group: Users can create security groups from the Site Security dialog. See section 5.2 for directions on how to create a security group. Add Existing Group: Displays the Add Group dialog box, where users can add or remove existing security groups at the Site Security level:
6. Specify settings for Site Security and click Save. Site Security is defined, and the user is returned to the SiteExecutive explorer at the site level.
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5.5 Enable Folder Security To enable folder security: 1. Select the desired folder to apply folder security to in the Site Explorer.
2. Select Folder Administration in the Actions panel. 3. Select Folder Security.
The Folder Security dialog appears.
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NOTE: If security is defined for the site or the parent folder, the security settings will apply to the given folder as well. In this case, users will have the option to “Override Existing Security” in the Folder Security dialog box in order to define unique security settings. The available security models to choose from are: Standard: The default SiteExecutive website security model, which draws from users and groups defined in Website Security. Legacy: Uses an existing ColdFusion security configuration file placed on the server prior to the installation/upgrade to SiteExecutive 2013. NOTE: Any custom security models specified in the Security tab in Website Security will be available in the dropdown. See the Custom Security Framework Guide for more information. 4. Choose a security model from the dropdown. The Folder Security dialog updates:
The available options are: Login Page: Specifies the page where users are required to log in before they can access the folder with Folder Security applied. Users can either type a search term into the box and select a page from the search results, or use the link selector to the right and choose a page. Only internal links are allowed. Allow Registrations (Standard Security Model only): Specifies whether guests can register for access to the secure area from the login page. Create Group: Users can create security groups from the Folder Security dialog. See section 5.2 for directions on how to create a security group.
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Add Existing Group: Displays the Add Group dialog box, where users can add or remove existing security groups at the Folder Security level:
5. Specify settings for Folder Security and click Save. Folder Security is defined, and the user is returned to the SiteExecutive explorer at the folder level.
5.6 Login & Registration When visitors encounter a secured area of the website, they will be redirected to the login page designated in Folder or Site Security. See Template and Style Sheet Guide for information on how to style the login module.
5.6.1 Login Users who were added manually by an Administrator or who have successfully registered for the Website Security group can log in using the login form. To log in to a secured area: 1. Access the secured page. The Login/Registration form appears:
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2. Enter username and password. 3. Click Login. The secured website page appears. NOTE: Members of an Administrative Users group, such as web page authors, can log into a secure area using their existing SE username and password. However, the user must enter se/ before the username.
5.6.1.1 Invalid Username/Password Error If a site visitor is not an approved user, an Invalid Username/Password message will appear and provide a user with the opportunity to login again.
5.6.1.2 Failed Login Limit Error If the preset limit of failed login is reached, the designated error message will appear. For example:
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5.6.2 Register for Access New Users must register (and be approved, if applicable) to obtain access to a secured website area. To register for access: 1. Access the secured page. 2. Click the Register for Access link on the login form.
3. A registration form appears.
4. Enter a Username, First Name, Last Name and valid Email Address. 5. Enter and confirm a password. 6. Click Register.
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5.6.3 Update User Information To update user information: 1. Access the secured page. 2. Enter username and password in the login form. 3. Click the Login and Update User Info button.
4. Update the information in the update form.
5. Click the Update User Info button. Updates are made and the secured page appears.
5.6.4 Forgot Password To use the ‘forgot password’ link: 1. Access the secured page.
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2. Click the Forgot Your Password? link beneath the login form.
3. Enter username and email address and click Submit.
The confirmation message appears:
If the username and email address are valid, an email is sent with a new password.
4. Log in using the temporary password and click the Login and Update User Info button to change password.
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If username and/or email address are invalid, the user will receive the following error message and should contact their Site Administrator for guidance.
5.7 Approve Registration Once a site visitor has requested access to the Website, and if administrative approval is required, the request will appear on the Approval tab. To approve/reject registration: 1. Select the desired Website security group for which requests for access have been made. 2. Select the Approval tab. The User Approval screen appears. The screen will list the users that have requested access.
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3. Select Ignore, Approve or Reject in the dropdown beside a user.
Ignore: Keeps the user’s request pending until the request is either approved or rejected.
Approve: Adds registrant to the selected group. When approved, user receives approval notification via email.
Reject: Denies registrant’s request for access to pages in secure folder. Registrant receives rejection notification via email.
NOTE: The approval/rejection email message sent to registrants is a standard email message. This email message cannot be modified. 4. Click Update. The user’s request is either ignored, approved, or denied, depending on the selection.
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6. Main Level Tools The Main level in SiteExecutive contains many tools that site Administrators can use to maintain the site. To access the Main level: 1. Log into SiteExecutive. 2. Click Main in the top toolbar.
The ROOT level menu appears:
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The tabs at the main level are: Desktop: This tab provides access to many tools used to manage SiteExecutive. Link Validation: This tab allows the user to schedule link validation. Search Index: This tab allows the user to run indexing on the site. Utilities: This tab provides utilities that users can run in SiteExecutive. Properties: This tab displays the properties at the Main level. This tab can be edited to change the properties at any time. Audit Log: This tab logs information about the Main level. It provides the time, action, description, and user for each entry.
6.1 Desktop Tab The Desktop tab contains many tools that allow Administrative users to manage SiteExecutive.
6.1.1 System Options
6.1.1.1 Permissions See Section 3: Permissions for information about specifying permissions.
6.1.1.2 Create Site See Installation Guide for information about creating sites.
6.1.1.3 Extended Find & Replace SiteExecutive has an Extended Find and Replace feature, which allows text to be searched in specified sites or folders and replaced with other text. This facilitates updating global content.
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To perform an Extended Find and Replace: 1. Click Main. The Main screen appears. 2. Select the Desktop tab. 3. Double-click Extended Find & Replace.
The Extended Find & Replace dialog appears:
The fields available are: Find: The text to be searched for and replaced in all active and editable page and template content. Replace With: The “desired” text that will replace all occurrences of the text entered in the Find field within active and editable page and template content. Location – This fieldset specifies locations to find and replace the text. All Sites: Searches and replaces text in all available sites. In: Allows selection of a specific site or folder.
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Option – This fieldset specifies additional options for finding and replacing the text. Match case: Finds/matches text with exact case specifications. Match whole words: Finds/matches whole words specified. 4. Enter information in desired fields and click Replace. A warning message appears:
5. Click OK. Upon completion, a confirmation message appears. The message indicates the number of occurrences where the text was replaced.
6. Click OK. NOTE: Published pages in which text was replaced do not need to be republished.
6.1.1.4 Meta Tag Administration See Section 9: Meta Tag Administration for more information about the Meta Tag Administration utility and managing meta tag content.
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6.1.2 User Options
6.1.2.1 Change Password See the End User Guide for more information on changing the password.
6.1.2.2 Who The Who window provides information about each user logged onto SiteExecutive at the current time.
Information provided by the Who dialog includes: Kill Session icon: Provided for all users except the user of the current session. User: Name of all users logged into SiteExecutive. Idle Time: Time user has been idle. Object: Where in SiteExecutive the user is currently located/working. Tab: Which tab the user is on in the location. IP Address: IP address of the user.
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6.1.2.2.1 Cancel (Kill) Session Administrative users can cancel, or “kill” the session of other users. This is most commonly used when a user becomes locked out of SiteExecutive and cannot log in because they still have an active session. Killing a user’s session logs the user out of SiteExecutive and all of the user’s unsaved work is lost. To cancel a user’s session: 1. Click Main. 2. Select the Desktop tab. 3. Double-click Who in the information area.
The Who dialog appears:
4. Click the Cancel (Kill) Session icon.
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A warning message appears notifying the administrator that unsaved work will be lost.
5. Click OK.
6.1.3 Featured Content
For more information on Featured Content Tools, see the Core Modules User Guide. For more information on Managed Content Tools, see the Content Intelligence Modules User Guide.
6.1.4 Dictionary Options
The Manage User Dictionaries tool is available at both the Main level and the site level. At the Main level, the Administrator has the ability to manage user dictionaries and establish default options for spell checking. To access these features, the Administrator must be on the Main screen.
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6.1.4.1 Manage User Dictionaries Users can add, delete, and import words in the dictionary. To add words to the dictionary: 1. Click Main. 2. Select the Desktop tab. 3. Double-click Manage User Dictionaries in the information area.
The Manage User Dictionaries dialog appears:
4. Select the desired location from the Dictionary: dropdown list. 5. Type the desired word to add in the Add Word: field. 6. Click Add. 7. Click Close. To delete words from the dictionary: 1. Click Main. 2. Select the Desktop tab. 3. Double-click Manage User Dictionaries in the information area.
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4. Select the desired word for deletion and click Delete.
5. Click Close. To import words into the dictionary: 1. Click Main. 2. Select the Desktop tab. 3. Double-click Manage User Dictionaries in the information area. 4. Select the Import tab.
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5. Select the desired location from the Dictionary: dropdown list. 6. Click Browse in the Import File: field. 7. Select the text file from which words should be imported. 8. Click Open. The name and path of the file will appear in the Select Import File: field.
9. Click Import. Note: The words imported or added to the dictionaries are limited to 63 characters. The imported words will appear in the Add/Delete tab. Words or dictionaries imported at the Main level will be added to the default global dictionary. The Manage User Dictionary tool is also available at the site level. This provides Administrators the capability to modify dictionaries and import dictionaries or individual words at the site level.
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To assign default options: 1. Click Main. 2. Select the Desktop tab. 3. Double-click Default Options in the information area.
The Default Options dialog appears:
4. Select or deselect the desired options. 5. Click Save.
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6.1.5 Utilities
6.1.5.1 Purge Archives Archived versions of a specific page may be purged or deleted from the system. Content editors have the ability to determine which archived versions of a page may be deleted by specifying a date. NOTE: This tool should be used with caution, as it will cascade to the enclosed folders as well. Purge Archives can also be done at the template and style sheet levels. To purge the archives of a page: 1. Select the desired page in the Site Explorer. 2. Select the Desktop tab. 3. Double-click Purge Archives in the information area.
The Purge Archives dialog appears:
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The available options are: Select a date: Allows the selection of a date using calendar icon. Versions of the selected page older than the specified date will be purged. Purge Page Versions: Purge Style Sheet Versions: Purge Template Versions: 4. Select a date, check any applicable options and click Purge. A warning message appears confirming the results of the purge:
5. Click OK to continue. While the archive purge is taking place, a processing bar will appear.
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6.1.5.3 Lock Manager When pages are locked, the Edit Page button is inactive and the system indicates that the page is locked by another user. Pages are locked when a user is editing a page to maintain version control and modification history. Lock Manager allows Administrators to unlock a locked page so another user can access that page. However, this will kick out the current editor and return the user to the Desktop menu. Any changes the previous editor made, that were not saved, will be lost.
To unlock an object: 1. Click Main. 2. Select the Desktop tab. 3. Double-click Lock Manager in the information area.
The Lock Manager dialog appears. This dialog lists all pages that are locked and information pertaining to the author who is currently editing the page.
4. Click the Remove this Lock icon.
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A warning message appears to confirm the removal of the lock.
5. Click OK. The page becomes available for editing.
6.1.5.4 Process Monitor The Process Monitor tracks running processes in SiteExecutive. By default, the Link Validator and the site index processes, as well as object deletions, SECRON and SiteExecutive Utilities are linked for monitoring. Additional processes can be monitored if registered via a module (the module is available to developers). The start and stop of any process that is created or updated can be registered. This tool allows Administrators to track long-running processes. Web connectivity must be available; otherwise, all links will appear as broken. To monitor running SiteExecutive processes: 1. Click Main. 2. Select the Desktop tab. 3. Double-click Process Monitor.
The Process Monitor dialog appears. The dialog lists all running process, along with the start time, duration, and status of the process.
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4. When complete, click Close.
6.1.5.5 Object Viewer The Object Viewer grants users direct access to a debugging tool often used by developers. This tool provides users with essential information about a selected object and all objects the users have access to. The Object Viewer is only available to users with Administrative rights to the object. Once a user is using the Object Viewer, the user is able to navigate to any other object to which he/she has Administrative rights. Within the tool, the SiteExecutive permissions model applies. Example: users without read rights on an object will not be able to view that object in Object Viewer. To view an object’s properties in the Object Viewer: 1. Select the desired object in Site Explorer. 2. Select the Desktop tab. 3. Double-click Object Viewer in the information area.
The Object Viewer dialog appears:
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The window displays information about the selected object such the Object Properties, Page Properties, Child Objects, etc. Object Viewer will not by default list the Permissions information for the selected object. Users can click on the Show Permissions link to view the permissions information. To obtain more information about a particular property, the user may click on View to link to that property. The navigational trail at the top of the Object Viewer window can be used to see information about the higher-level parent objects.
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6.2 Link Validation Tab SiteExecutive has a link validation tool that checks for all broken links. The tool creates a global database of broken links that can be reviewed by users. The database is stored as a .csv file under the www root and can then be searched by users at any time without a significant performance impact. The .csv file can also be accessed via the Links Validation tab. The link validation may be set up to run on a daily or weekly basis at a specified time. NOTE: The Link Validator should only be run once a day. If the system recognizes that the Link Validator has already been run on a given day, it will not run again. Folders and objects may be checked individually for broken links. When a folder is selected and Validate Links is run, the list of broken links, for the selected objects within that folder, is retrieved from the .csv file. If broken links are found, a .csv file is generated and available at the folder level. If no broken links are found, no .csv file is generated and the Validate Links icon displays as inactive.
6.2.1 Schedule Link Validation To schedule Link Validation: 1. Click Main. 2. Select the Link Validation tab.
The Validation Scheduling screen appears:
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3. Select Enable Scheduled Validation. 4. Enter information in the available fields. Time: Time when link validation will occur. Interval: Determines frequency of link validation (Daily or Weekly). Enable Logging: Logs the actions performed by the Link Validator (stored on se-err.log file). 5. Click Save.
6.2.2 Check Broken Links To check for broken links: 1. Click Main. 2. Select the Desktop tab. 3. Double-click Validate Links.
The Validate Links dialog appears:
4. Click on the Select Link icon. The Explorer dialog appears:
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5. Select the desired object for which links should be checked and click Select. The selected folder or object appears in the Start Location: field. 6. Click Begin. The Validate Links dialog appears. The dialog will list all pages and templates that contain broken links.
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NOTE: Clicking on the name of the source will link to that source, allowing content editors to make necessary changes to the broken links. 7. Close the Validate Links dialog upon completion.
6.3 Search Index Tab When a new page or site is created, the site should be indexed so it will appear in the site’s search results. Running indexing for the first time registers the index collection with ColdFusion and allows the creation of Verity collections for search engines. Indexing the site after page creation places new data in the already existing collection of data without optimizing the site. Indexing does not have to be completed after each page is published. If Update Index on Page Publish is disabled in the Properties tab, the Verity collections are not updated and recently published content will not appear in search results. If this is disabled, indexing should be scheduled. If Update Index on Publish is selected, the Verity collections are updated when the page is published.
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NOTE: In multi-server environments, Verity collections will be stored on each server separately. Indexing will occur on each server and each server will be notified to update its index when pages are published, if the system is set up to index published pages.
6.3.1 Manual Indexing To run the search index on a site manually: 1. Click Main. 2. Select the Search Index tab.
The Search Index Options screen appears:
3. Select the desired site for indexing, optimization or repair by clicking in the check box for each site in the Immediate Collection Maintenance: section. 4. Enter an email address in the Notification Email Address: field. 5. Click Index.
6.3.2 Scheduled Indexing To schedule indexing for a site: 1. Click Main. 2. Select the Search Index tab. 3. Select the check box in the Enable Scheduled Indexing: field.
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4. Enter information in the available fields. Scheduled Time: Time that indexing will be run. (As a best practice, do not run indexing during peak hours.) Interval: Determines frequency of indexing (Daily or Weekly). Notification Email Address: Administrator’s email address is notified when indexing is complete. 5. Click Update. The search index is scheduled to run at the designated time.
6.4 Utilities Tab The Utilities tab provides access to System, Upgrade, and Custom utilities. Explanations of each utility and guidelines for its use are provided in the system. The utilities can be run to ensure integrity of the site and the associated database. Utilities may be registered to the system during the initialization phase of any custom module. When the module is initialized, if special code is included in the module’s mod_init.cfm file, Custom Utilities will appear in the Utilities tab. To run utilities: 1. Click Main.
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2. Select the Utilities tab.
The System Utilities appear. Custom Utilities will appear only if applicable. All utilities will appear listed with descriptions and time when each was last run.
3. Click the Run tool to run a specific utility.
A confirmation screen will appear. Click OK to run the utility.
6.5 Properties Tab The Properties Tab provides detailed information regarding the system properties.
6.5.1 Edit Properties To edit the Properties tab:
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1. Click Main. 2. Select the Properties tab.
The System Properties screen appears:
3. Click on the Edit button.
The fields available are: “«” = required field DOCTYPE«: Defines document type. DOCTYPE is an identifier telling the Web browser which HTML or XHTML specifications the site uses. SiteExecutive supports five DOCTYPEs:
HTML 4.0 Transitional
XHTML 1.0 Transitional
XHTML 1.0 Strict
XHTML 1.0 Mobile
HTML 5
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NOTE: The SiteExecutive Editor will not change SEML based on selected DOCTYPE. Site administrators should provide Web content policies that are aligned with the selected DOCTYPE to ensure the validity of source HTML. Error Page: Permits the designation of a custom error page for 404 Object Not Found error condition. Directory Index: Determines the name of the index page for a directory (usually index.html). Loads the index page within a folder by default, even if particular page is not selected. NOTE: Changes to Directory Index should also be reflected in IIS or Apache on the Webserver. Enforce SSL Redirection?: Determines if SSL redirection is enforced throughout the site. Page Cache Max: Maximum number of pages cached by ColdFusion on the Webserver. Update Index on Page Publish?: Determines if Search Index is run every time a page is published. NOTE: For sites with heavy authoring activity, set to No and schedule Search Indexing to run nightly (i.e. 3:00 AM). Force Image Alt Text: Determines whether the Alt Text for images and multimedia files should be required. For Section 508 Compliance, set to Yes. Save Messages?: (For multi-server configurations) Saves messages sent between servers. Enable Verbose Logging?: (For multi-server instances) Enables detailed logging of messages sent between servers. NOTE: For troubleshooting messaging related issues, change to Yes, then return to No when complete. 4. Enter information in desired fields and click Save.
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6.5.2 SSL Support Secure Sockets Layer (SSL) provides security and data integrity for communications over networks, such as the Internet. SSL can be enabled at the site, folder or page level, transmitted all objects through HTTPS Protocol (Hypertext Transfer Protocol Secure). SSL requires a configured Web Server with a security certificate.
6.5.2.1 Site SSL To enable SSL for a site: 1. Select a site in the Site Explorer. 2. Select the Properties tab. 3. Click Edit. 4. Select Yes for SSL Enabled?.
5. ClickSave. All objects within the site will now be redirected through HTTPS Protocol (Hypertext Transfer Protocol Secure). NOTE: When SSL is enabled at the site level, there is no way to exclude a specific folder or page. If the desired result is to enforce SSL at specific folders, SSL must be enabled at the folder level.
6.5.2.2 Folder SSL To enable SSL for a folder: 1. Select a folder in the Site Explorer. 2. Select the Properties tab. 3. Click Edit. 4. Select Yes for SSL Enabled?.
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5. Click Save. All objects within the folder will now be redirected through HTTPS. NOTE: If the desired result is to enforce SSL only to a specific page, SSL must be enabled at the page level.
6.5.2.3 Page SSL To enable SSL for a page: 1. Select a page in the Site Explorer. 2. Select the Properties tab. 3. Click Edit. 4. Select Yes for SSL Enabled?.
5. Click Save. The page must be republished for the new SSL setting to take effect.
6.6 Audit Log Tab The Audit Log is a function that allows an Administrative user to view the activity that has occurred with a selected object. The log tracks all actions performed at the root level. The log can be filtered by user and/or by date. The log can also be truncated. To view an object’s Audit Log: 1. Select the desired object in the Site Explorer. 2. Select the Audit Log tab.
The Audit Log screen appears:
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The Audit Log shows all activity performed for the selected object by date category.
6.6.1 Filter Log To filter the Audit Log: 1. Select the desired object in the Site Explorer. 2. Select the Audit Log tab. 3. Select a user, date and/or action from the dropdown menus. 4. Click Filter. The Audit Log displays entries filtered based on the specified options.
6.6.2 Truncate Log To truncate the Audit Log: 1. Select the desired object in the Site Explorer. 2. Select the Audit Log tab. 3. Click the Truncate Audit Log button. The Truncate Log dialog appears:
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4. Enter a date from which the log will be truncated. 5. Click OK. The Audit Log is truncated from the selected date.
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7. Redirects Tab The Uniform Resource Identifier (URI) Redirects feature allows a user to define relative URI redirects (HTTP Status Code 301) to both internal and external URI’s at the site and object level. SiteExecutive Redirects do not require knowledge of defining redirects at the web server level and access to the web server, so it’s simple and easy to define both internal or external redirects (internal – pages, folders, binary objects within SiteExecutive instance or external – outside SiteExecutive within an external domain). Possible applications of Redirects:
Create smaller URI for marketing campaigns
Improve Search Engine Optimization (SEO) on pages that may have been archived or inactive
Maintain PageRank values after a site restructure or redesign
Ensure when a site is restructured no pages return 404 and have been redirected appropriately
Ensure when site visitors have bookmarked pages, that no pages return 404 and have been redirected appropriately
Ability to create readable URIs for external pages, web applications (i.e. redirect to login)
7.1 Internal Redirects Internal Redirects are relative URIs to existing sites within the SiteExecutive instance. They can be defined at the object level: page, folder, and binary file. A relative URI can be defined for one object within the instance in both the internal and external redirect definitions. If a relative URI already exists, the user will receive an error message. NOTE: Users may define a relative URI that already exists as a SiteExecutive object. SiteExecutive will attempt to display the actual SiteExecutive object. If that object is not active, it will perform the redirect.
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To define an internal redirect: 1. Select the object (page, folder, binary) in the Site Explorer. 2. Select the Redirects tab.
3. Select the Site to which the URI will be added. 4. Define the relative URI in the URI field 5. Click Add. The URI is added to the Redirect table for the object.
7.2 External Redirects External Redirects are internal relative URIs redirected to an external URI (outside sites(s) within the SiteExecutive instance). External Redirects are defined at the site level, using the same rules as internal redirects. A relative URI can be defined once, verified across both internal and external redirect definitions. To define an external redirect: 1. Select a site in the Site Explorer. 2. Select the External Redirects tab.
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3. Define the URI. 4. Click Add. The definition is added to the External Redirects table.
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8. Revisions Tab SiteExecutive supports Version Control for uploaded files. SiteExecutive will create a copy of the current file when the file is changed. This copy becomes a revision available for preview and rollback. A revision is created for a SiteExecutive file when: files are renamed files are replaced files are rolled back to a previous version file properties are changed files are moved images are modified using Image Manipulation Prior revisions of a file are available under the Revisions tab when the file is selected within the Site Tree.
8.1 Preview a Revision To preview a revision: 1. Select the folder where the file lives in the Site Explorer. 2. Select the file in the information area. 3. Select the Revisions tab.
A list of existing revisions appears in the information area:
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4. Click on the Preview icon beside a revision.
The selected version of the image/file will appear in a new window. Users may receive a File Download window, based on the file type.
8.2 Compare Revision Properties To view a revision’s properties alongside those of the original: 1. Select the folder where the file lives in the Site Explorer. 2. Select the file in the information area. 3. Select the Revisions tab. A list of existing revisions will appear in the information area. 4. Click on the Display [file type] properties at revision [revision number] icon.
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The Revision Property Viewer dialog appears:
The window displays the file properties for the revision on the left and the original file on the right. The modified features are highlighted.
8.3 Revert a Revision To revert to a revision: 1. Select the folder where the file lives in the Site Explorer. 2. Select the file in the information area. 3. Select the Revisions tab. 4. A list of existing revisions appears in the information area.
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5. Click on the Revert to revision icon.
A warning message appears confirming reversion of image/file.
6. Click OK to continue. The original version will be replaced with the revision. A new revision will be created for the original file.
8.4 Purge File Revisions Archived revisions of a specific file may be purged or deleted from the system. Content editors have the ability to determine which archived revisions should be deleted by specifying a date. To purge revisions: 1. Select the desired file in Site Tree. 2. Select the Revisions tab.
A list of existing revisions appears in the information area. 3. Click on the Truncate History button.
The Truncate Revision History dialog appears:
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The fields available are: Purge all revisions of [file name]: Allows purging of all revisions of the selected file at once. From: Versions of the selected file created after the specified date will be purged. To: Versions of the selected file created before the specified date will be purged. 4. Enter information in the available fields. 5. Click OK. A processing bar will appear while the archive purge takes place. When it is finished, SiteExecutive will return to the Revisions tab.
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9. Meta Tag Administration Meta Tag Administration allows the Administrator to establish categories for Meta Tags at the Main level. Meta tags are used by search engines to categorize sites. In SiteExecutive, Meta Tags (associated with a page, folder or site) may be customized. Administrators can also associate parent customized Meta Tags, including keywords and descriptions, with the current object. Customized page Meta Tags may be incorporated into the Verity search. Important notes regarding Meta Tags:
Total number of characters allowed in a Meta Tag is 1023 (less 12 characters for the tag and spaces).
Characters associated with the more specific tags will be dropped first in the event that there are too many characters o
page tags dropped before folder tags
o
folder tags dropped before site tags
Keywords may be in lower case or capitalized
Keyword and Description Meta Tags
o
cannot be deleted
o
are provided with the product
Meta Tags automatically included within SiteExecutive: o
Content-type
o
Refresh (if specified on the page properties)
o
Expires (if an expiration date is specified)
o
Title
o
Description (page summary is used if none specified)
o
Date
o
Generator
At the main level, Meta Tags should be created to allow cascading. o
If Meta Tags are created to cascade to the site, folder and page levels, then owners of the site, folder and pages have the option of adding additional content to these Meta Tags, at each level.
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9.1 Create Meta Tags To create meta tags: 1. Click Main. 2. Select the Desktop tab. 3. Double-click Meta Tag Administration in the information area.
The Meta Tag Administration dialog appears:
4. Double-click Meta Tag Administration in the information area. The Meta Tag Administration dialog appears:
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The fields available are: “«” = required field Meta Tag«: Name for meta tag. Description: Optional description for meta tag. Cascade: Allows the Meta Tag to be applied to subsequent objects. Override rather than Append: Specifies that the meta tag set at the given level does not append meta tags set at previous levels, but instead replaces them. Enter information in desired fields and click Save. The new Meta Tag appears in the Meta Tag Administration dialog:
5. Click Close.
9.2 Edit Meta Tags To edit meta tags: 1. Click Main. 2. Select the Desktop tab. 3. Double-click Meta Tag Administration in the information area.
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4. Click the Modify Meta Tag icon next to a meta tag.
The Meta Tag Administration window will allow the Meta Tag to be modified. The cascading option and description may be modified at this level. The name cannot be changed.
5. Make necessary changes. 6. Click Save. 7. Click Close.
9.3 Delete Meta Tags To delete meta tags: 1. Click Main. 2. Select the Desktop tab. 3. Double-click Meta Tag Administration in the information area. 4. Click the Delete Meta Tag icon next to a meta tag.
The Delete Meta Tag dialog appears:
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5. Click OK to delete the Meta Tag. 6. Click Close.
9.4 Meta Tag Content Administration The Meta Tag Content Administration tool allows content managers to establish Meta Tags at the folder or page level.
9.4.1 Establish Meta Tag Content To establish meta tag content at the folder level: 1. Navigate to the desired folder for which a Meta Tag will be established. 2. Under Folder Administration, select Meta Tag Content Administration.
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The Meta Tag Content Administration dialog appears:
3. Click Add. The Add Meta Tag Content dialog will display all available Meta Tags.
The fields available are: Meta Tag