The Vassar Content Management System (CMS) is used to update official websites at Vassar College managed by Communications. Each site is set up with access to update existing pages and documents, add new documents and pages, and post announcements. Send requests for access and questions to webupdates@vassar.edu. We typically set up only two people per site; most common are the chair/director and the administrative assistant. Faculty have access to update their own bios.

Before you begin

  • We assume your account is already set up for you.
  • We assume you have a computer with a modern web browser.
  • If you are off campus you need to first sign in to the VPN. Instructions are available at:
    http://computing.vassar.edu/guides/vpn/

What do you need to do?

You can update something that already exists on the site, or add something new – we’ll cover both of these in this guide. Here is what is covered in this tutorial:

CMS User Guide

Go to the CMS and log in

1. Open your web browser and go to:

http://cms.vassar.edu

If off campus, first sign in with VPN

2. Log in with your Vassar email username and password.

Logging in to the CMS

Find your site in the CMS

  • At the top of the screen click the drop down menu.
  • In the drop down menu, select your website.

The CMS Workspace

Your Website Windows

The CMS has a split screen.

  • The left sidebar shows the folders, pages, and files of your site
  • The main area is where the action is. When you first sign in you will see a dashboard/welcome page, but when you select a page from the left it will load that page in the main area. Whatever you click in the sidebar will appear in the main area.

Sidebar Tip: For faster navigating through folders clicking the plus (+) or minus (-) icon to the left of the folders expands and collapses them quickly (without having to reload the whole page.) When you find the folder or page you want to work with click on its name to load it in the main window.

The CMS Workspace

Folders in the CMS are the sections of your web site. Each contains pages and/or files.

Pages are the web pages in your site.

Files can be .pdf, .doc and images (.jpg, .png, .gif)

Folders

Notice that you now have one or two yellow folders in the left sidebar.

  • An announcements folder (depending on your permissions, you might not have this folder)
  • And a web folder

Click on the “web” folder. This is where the main content is located.

Notice: By clicking on the web folder, you will see the contents of the folder listed in the main window AND folders will appear under the web folder in the sidebar.

The CMS Workspace

Key

Finding a Page

  • In the sidebar navigation click on the “web” folder.
  • In the web folder are a list of folders and a page titled index.
  • Click on “index”. Figure A
  • In the main window notice it’s now showing the home page of the site.
  • In the main window is your site’s navigation just as it will appear on your website. Use the navigation links of the site to go to the page you want to edit. Figure B

The CMS Workspace

IMPORTANT: Every folder in your website must have an index page. It may have other pages, but it must always have an index page. The index page is the FIRST page that is seen when someone goes to a section/folder on your website.

Editing a Page

Edit a Page

  • Navigate to the page you want to edit. Click the “Edit” tab in the main area of the screen. Figure A
  • The page will show the content in a box with a toolbar for editing the content. Make changes as you would in Word. Figure B
  • Things to know:
    • Display Name is the heading on the page.
    • Title is a shorter version of the Display Name, used in the navigation.
    • Your work on this page is not saved until you click “Submit”. Figure C

Editing a Page

Review and Publish

After making adjustments to your page click the “Preview” link in the main window to review your changes. Figure A

Once you are happy with your changes click the “Publish” tab at the top of the main window. Figure B

On the next page click the “Submit” button to confirm and publish the page live to your website. Figure C

Important: Do not uncheck any of the checkboxes. They are pre-set for you.

Review Your Changes Live

After publishing your changes to the live website, it is best to review the live site to check your work.

  • In the CMS click the “Live” tab in the top navigation. This shows the live page in the CMS.
  • Below that, there is a link to the live page on the internet. Click the link to leave the CMS and review the page on your website.

Review Your Work

Creating a New Page

Placement of Your New Page

In the left sidebar, click to select the folder that you want to put your new page into. It should be highlighted in blue and the contents of the folder will be in the main window. Figure A

In the top navigation select “New” and then “Page”. Figure B

Creating a New Page

Fill in Your Content

  • Enter a System Name. This is the name of the new page and also will be its address on the web.
    See Rules Below
  • By selecting the folder at the beginning, this Parent Folder should already be set.
  • Display Name is the header at the top of the page.
  • Title is the short title used as the text in the navigation.
  • Main Content is where you write or copy & paste your text.
  • Click “Submit” when you are done. This saves your work, but does not publish it yet.

System Name Rules

  • No spaces
  • In place of spaces use hyphens (-)
  • All lowercase letters or numbers
  • No special characters
    (i.e. &, $, #,+, etc.)


Creating a New Page

Publishing a New Page

Click the “Preview” link in the main window to review your new page and edit as needed. Figure A

Click the “Publish” tab at the top of the main window and then click “Submit” on the next screen. Figure B

Before the new page will be visible on your website, you must also publish the navigation. In the left sidebar, click on the “assets” folder, click “Publish” in the main window and then click “Submit” on the next screen. Figure C

Adding a New File

Uploading the File

Like creating a page, you can upload files. Text files can be .pdf or .doc; image files can be .jpg, .png, or .gif.

To begin, click the “New” menu item and select “File”.

Adding a New File

Uploading the File

  • Leave System Name blank. It will populate itself.
  • Don’t edit the Parent Folder. The upload folder “docs” has been pre-set for you. All files will be stored in the folder “docs.”
  • Leave Display Name blank.
  • Leave Title blank.
  • Click the “Choose File” button in the main window. In the popup window find and select the file you want on your computer. Click “Choose”.
  • To complete the upload, click the “Submit” button.

Important: After creating the new file, click the Publish tab in the main window and then Submit again to upload the file to the website.

Updating/Replacing a File

Select the File to Replace

  • From the left sidebar click on the “docs” folder.
  • Click on the file you want to update or replace.
  • Once the file is selected click the “Edit” tab at the top of the screen.
  • On the next screen click the “Choose File” button and find the new file on your computer, select it, and click “Choose”.
  • Then click the “Submit” button in the main window.
  • After submitting the update, click the “Publish” tab in the main window and then “Submit” on the next screen to complete the upload.

Linking to a File

Select the Text to Link

Once you have uploaded a file a Link to the file should be made so people can find the file on your website. Links can be added to images or text.

  • Go to and select the page where you want to insert the link and click “Edit”.
  • In the Main Content highlight and select the text that you want to add the link to.
  • Click on the “Chain Link Icon”.

Linking to a File

Setting the Link

A window will overlay on your screen.

  • By default Internal is selected. External links are links that go off your website.
  • Click on the “Search” text or icon.
  • In the menu that drops down click “Browse”.

Note: In the drop down you will see a list of recent pages and files you have worked on. If you see your file in the list you can select it here and skip the next step.

Setting the Link

Once you’ve hit “Browse” another menu pops up to find and select the file you want to link to.

  • In the left sidebar find and select the file you want to link to.
  • Once selected the path and file name will appear in the main window.
  • Click “Confirm”.

Note: You can link to both files and pages.

Linking to a File

Setting the Link

  • Once you hit confirm you will see the file referenced in the “Link” field.
  • Click “Update”.
  • Notice the highlighted text is now blue and underlined.
  • Click “Submit” to save the changes.
  • Click “Publish” to make the changes live on the web.

Remember: Any time you make a change to a page, you must click the “Submit” button for the changes to be saved. To see the changes on the live website, you must click the “Publish” tab and “Submit” the Publish process.

Linking to a File

Creating an Announcement

Creating the Announcement

Log into the CMS.

Navigate to your website. Figure A

Select the “New” menu item and select “Announcement”. Figure B

Creating an Announcement

Announcement Overview

Here is a brief overview of a new announcement page.

  • System Name
  • Placement Folder
  • Display Name
  • Title
  • Summary
  • Start Date
  • End Date
  • Override URL
  • Lead Image
  • Content
  • Optional Sidebar

Creating an Announcement

B. Parent Folder

This should be preset for you and will list and the current school year folder. Nothing more needed.

If you choose to change this, click on the folder and choose another folder in the parent “announcements” folder.

A. System Name

This will be the URL for the announcement and should be formatted specifically.

  • The start of the System Name is the announcement date in the YYMMDD format.
  • The second part is a keyword relating to the announcement.
  • No spaces
  • In place of spaces use hyphens (-)
  • All lowercase letters or numbers
  • No special characters
    (i.e. &, $, #,+, etc.)

Example: 140626-happy-birthday

Creating an Announcement

Announcement Details

  • Display Name is the header that will appear at the top of the live announcement.
  • Title is a short title for the announcement that will be used in navigation links.
  • Summary is a short summary of the announcement and should only be a couple sentences long.
  • Start Date is the date you are adding the announcement unless you want to schedule the release in the future. The format must be YYYY-MM-DD
  • End Date is the date that it will no longer appear on the home page. The format must also be YYYY-MM-DD
  • Override URL is if you want an announcement on the website that links to a different website. Optional
  • Lead Image can be a Flickr Image ID, or a link to an image. Optional

Main Content

  • This is the Main Content area. You can type or copy and paste from your favorite word processing program. Edit with the text editor as needed. Often time much of your formatting will come through intact from MS Word.
  • Optional Sidebar is available if you want to include text in the sidebar of the announcement.
  • Submit button. Important! After you finish filling in the fields and entering in your content, you must click “Submit” to save the announcement.

Creating an Announcement

Creating an Announcement

Preview and Publish

  • After clicking submit you have saved the announcement and you can see its location in the left sidebar.
  • In the main window you can see the announcement. It is largely unstylized but it can be previewed.
  • If you want to edit the announcement click the “Edit” tab.
  • If you are ready to make the announcement live and publish it on your website, click the “Publish” tab.
  • After clicking “Publish” click “Submit” button on the next screen.

Note: Any time you make changes to an announcement, alway click the “Submit” button at the bottom of the screen. Then “Publish” the announcement to see the changes reflected on the website.

The Vassar Content Management System (CMS) is used to update official websites at Vassar College managed by Communications and allows faculty, administrators and staff to edit their own bios. Send requests for access and questions to webupdates@vassar.edu.

Before you begin

  • We assume your account is already set up for you.
  • We assume you have a computer with a modern web browser.
  • If you are off campus you need to first sign in to the VPN. Instructions are available at:
    http://computing.vassar.edu/guides/vpn/

Editing Faculty Bios

Go to the CMS and log in

1. Open your web browser and go to:

http://cms.vassar.edu

If off campus, first sign in with VPN

2. Log in with your Vassar username and password.

Logging in to the CMS

Finding the Bios Section
in the CMS

  • At the top of the screen click the drop down menu.
  • Under the drop down menu select “Bios” link.

Navigating To Your Bio

Navigating to Your Folder

  • In the left sidebar click on the “web” folder.
  • Click the Plus Sign to the left of the “faculty” folder. See tip below.

Navigating To Your Bio

Sidebar Tip: For faster navigating through folders clicking the plus (+) or minus (-) icon to the left of the folders expands and collapses them quickly (without having to reload the whole page.) When you find the folder or page you want to work with click on its name to load it in the main window.

Your Bio Page

  • Under the “faculty” folder, will be a folder labeled with your username. Click the “plus sign” to the left of your folder and then the same with “bio”. Under the “bio” folder is a page labeled “default”. Click to select the “default” page.
  • In the main window your bio will be displayed.
  • To edit your page click the “Edit” tab in the top navigation.

Navigating To Your Bio

Your Bio Page

  • Display Name - Do not edit
  • Title - Do not edit
  • Office Hours - Optional
  • Personal Website - Optional
  • Information - This is where you edit or add the details of your bio. It works just like your favorite text editor. Copy and paste directly from Word.
  • When you are done, click the “Submit” button to save your changes.

Tip: If you enter a personal website, be sure to include the http:// at the beginning of the address.

Editing Your Bio

Check Your Update and Publish

  • After clicking “Submit” to save the page you will notice the “Edit successful” message.
  • To make the changes live on the web, click the “Publish” tab in the top navigation.
  • On the next screen click “Submit” to complete the publish process. Do not uncheck and of the boxes. These have been pre-set for you.

Publishing Your Bio

CMS User Guide - Complete - Google Slides