Adido Solutions Ltd – – Dub3 Content Management System Training Ridge Construction - 08/08/05

What we’ll cover today: About Adido Solutions Adido Solutions Ltd – – Why have an Intranet? Introduction to Dub3 Advanced Dub3 features Conclusion Dub3 – The Basics

The aim of today - To educate Ridge staff on how to build an easy to use Intranet which can be used by all staff and improves their work lives Adido Solutions Ltd – –

About Adido Solutions Ltd Allow businesses to use the Internet Adido Solutions Ltd – – What do we do? Build relationships online Allow you to control your own site Generate traffic to your website Reduce business costs

Why have an Intranet? Find/search internal documents easily Adido Solutions Ltd – – Reduce workload/bottlenecks Improve efficiency/productivity Logical and easy to use Central resource, accessible from anywhere so can share knowledge Can apply skills to website

Issues with current Intranet Hard to find documents Adido Solutions Ltd – – No management workflow Links/documents out of date Maintained by few staff Little/no consistency And more? Not a valuable tool to the business

Intranets are… Electronic filing cabinets!? Adido Solutions Ltd – – (Insert image here) Store lots of information Needs to be organised properly Accessed by a number of users Can become quickly unorganised Structure is important

Dub3 allows you to… Adido Solutions Ltd – – Store lots of information Organise information properly Users to access information in a number of ways Structure and search information as you want

Any questions? Adido Solutions Ltd – –

The basics of Dub3 Adido Solutions Ltd – –

Login to Dub3 Adido Solutions Ltd – – Normally - Today only – Enter username and password and login

Dub3 Main Menu Adido Solutions Ltd – –

Dub3 Components Sitemap Adido Solutions Ltd – – Controls structure Detail page Controls detail/content

Dub3 Sitemap Adido Solutions Ltd – – Add/edit/delete pages/folders Set default pages Cut & paste pages/folders Change order of pages/folders View development site Access Recycle/Publish/ Broken link folders Controls Intranet structure

Dub3 Detail Page Adido Solutions Ltd – – Changes depending on sitemap action Folder options View pages, properties and access rights in selected folder Page options View pages details, editor area and preview window

Dub3 Sitemap – Add folder Adido Solutions Ltd – – Select folder (see highlighted) 2. Press Folder page button 3. Enter folder name, press OK 4. Folder added

Folder options Adido Solutions Ltd – – Page listing View pages, modify dates & sequence Folder properties Change folder name & page templates Access rights Change folder setting so that only specific users have access (admin only)

Notes on folders… They allow pages to be grouped logically Adido Solutions Ltd – – They add structure to the Intranet Information can be presented so that it is easy to know where you are Multiple pages can be moved in one go Over to you!

Dub3 Sitemap – Add page Adido Solutions Ltd – – Select folder (see highlighted) 2. Press Add page button 3. Enter page name, press OK 4. Page added

Page options Adido Solutions Ltd – – Page properties View all page information (name, title etc) Page editor Edit all page content, images and links Page preview View changes before going live

Page properties Adido Solutions Ltd – – Change page name Change page template Edit text for search functionality Select from five versions Show in Menu (yes/no) Update page

Page editor Adido Solutions Ltd – – Edit all page content View older versions & comments Save pages (with comments) Select from multiple text styles Insert images/docs/PDFs Link to other pages/websites And much more…

Page preview Adido Solutions Ltd – – Preview changes before committing to live updates

Notes on pages… They contain all content and links Adido Solutions Ltd – – Page look can be changed by selecting a variety of templates Each page must have a unique name for its folder Over to you!

Adding a page example: Need to add a new document titled “How to use the Intranet” -IT, Handbook, Library… Adido Solutions Ltd – – Over to you! Where would you put it?

Adido Solutions Ltd – – In the past… Multiple copies in each area Versions get overwritten (no consistency) Now… One document linked to from various pages Selected users can update documents

Adido Solutions Ltd – – When building pages… Check to see if it hasn’t already been created Adido Solutions Ltd – – Keep to the structure in use unless you are adding something new Link to information, don’t copy it

Dub3 Editor – Add content Adido Solutions Ltd – – Select page 2. Select editor tab 3. Enter text into this area 4. Press Save button 5. Enter a comment, press OK

Notes on the editor… Adido Solutions Ltd – – Most of what you know about MS Word can be applied here Images, PDFs etc can be uploaded Over to you! You can copy & paste from any document or web pages and text/images will be copied

Dub3 Editor – More editor controls Adido Solutions Ltd – – Text can be resized using styles Buttons act the same as they do in Word Styles are predefined to keep consistency. Use where appropriate Formatting Layout Lists Content control

Dub3 Editor – Add image Adido Solutions Ltd – – Select page 2. Select editor tab 4. Press Image button 3. Select where the image needs to be added

Dub3 Editor – Add image Adido Solutions Ltd – – Select image from online library or on local machine, press OK 6. Add a relevant description to the image (needed for DDA), press OK 7. Image is added! Image can be resized in the same way as Word

Notes on images… Adido Solutions Ltd – – They can be VERY large to view and download. Edit them if necessary Always add relevant ALTerative text Over to you! Can be edited at a later date (right click) Once uploaded they are added to library so double check before uploading!

Dub3 Editor – Add link to resource Adido Solutions Ltd – – Select page 2. Select editor tab 3. Highlight some text (double click mouse) 4. Press Attachment button

Dub3 Editor – Add link to resource Adido Solutions Ltd – – Select resource from online library or on local machine, press OK 6. Highlighted text will now be underlined and will open document when clicked 7. Press Save and add a comment

Notes on resources… Adido Solutions Ltd – – You can upload almost anything! Word, Excel, PDF, JPEG, Powerpoint… Over to you! The larger the attachment, the longer is takes to load. Shouldn’t be more than 1MB Check the library to see it’s already available before uploading (don’t duplicate)

Dub3 Editor – Link to web page Adido Solutions Ltd – – Select page 2. Select editor tab 3. Highlight some text (double click mouse) 4. Press Hyperlink button (wont turn gold unless text is highlighted)

Dub3 Editor – Link to web page Adido Solutions Ltd – – Select between external link or from Intranet. For Intranet page press Grey box (…), for external simply enter web address Press OK, once selected 7. Highlighted text will now be underlined and will open link when clicked 6. Press OK

Notes on links… Adido Solutions Ltd – – You can link to any page on the web or Intranet. Make sure the link is correct Over to you! Links will always open in same window unless you set it otherwise (see manual) When pages are moved, links will can break! Dub3 will inform you of this

Dub3 Sitemap – Publish page Adido Solutions Ltd – – Select publish bin 2. Select page(s) to publish 3. Press Publish Selected or Publish All to publish all pages listed 4. Pages put live onto Intranet

Notes on publishing… Adido Solutions Ltd – – The more pages to publish, the longer it will take Over to you! Pages which are deleted must be published. Then put into Recycle Bin Icons show what type of action is to be published (add, edit, del., move, sequence)

Dub3 Sitemap – Delete page Adido Solutions Ltd – – Select page (see highlighted) 2. Press Delete button 3. Press OK to confirm 4. Page placed into Publish Bin

Notes on deleting… Adido Solutions Ltd – – You can only delete a folder once it is empty Over to you! Deleting default pages will have a knock on effect on other pages Deleted pages can be restored from the recycle bin Folders do not get put into Recycle Bin

Dub3 Sitemap – Other controls Adido Solutions Ltd – – Default page – First page user sees for selected folder Cut & Paste – Move folders/pages to other locations Change order of folders/pages on the front of site View dev site – See how site looks before publishing pages Refresh – Reloads the sitemap

Lets recap… Adido Solutions Ltd – – Dub3 is made up of two parts; the sitemap and the detail window Will know how to add and delete pages/folders and how to add content This will perform 90% of what you need to do in Dub3

Adido Solutions Ltd – – Any questions? Let’s have lunch!

Advanced features of Dub3 Adido Solutions Ltd – –

Before lunch… Adido Solutions Ltd – – We covered the basics of Dub3 and we all understood how to use Dub3!? Now we’ll look at the more advanced features Here we go…

Users section Adido Solutions Ltd – – View all users by grouping View, edit all users in a group or add a new user Dictate who can use Dub3 within your company

Users section Adido Solutions Ltd – – It’s important a hierarchy is in place! Admin user Department publisher Department contributor Manage user accounts and access all areas Add/edit/delete all content and publish Add/edit/delete content but can’t publish This will require careful consideration from the Intranet team as to who has what roles

Notes on users… Adido Solutions Ltd – – User groups will be allocated certain access rights, make sure they are set up correctly! Over to you! Accounts will be locked when there are three unsuccessful attempts to login As each Ridge have multiple departments, there will be multiple user groups

Folder options Adido Solutions Ltd – – Access right set up on per folder basis Can be changed at any time by admin users Changes can be ‘rippled’ down to all folders underneath or just for selected folder

Sitemap – Cut and paste pages Adido Solutions Ltd – – Select page 2. Press Cut button. Paste button will be highlighted and icon will fade 3. Select folder to move to 4. Press Paste button 5. Page moved to selected folder

Notes on cut & paste… Adido Solutions Ltd – – Can only paste into folders or root folder Over to you! Cutting default page will select next page in folder as default automatically When folders are cut, all pages and folder are cut as well

Dub3 Editor - Table layouts Adido Solutions Ltd – – Layout table – Used for presentation of pages Data table – Used for presentation of information There are differences in code generation so be sure to use correct table where necessary (DDA laws)

Dub3 Editor – Adding a table Adido Solutions Ltd – – Select page 3. Select where to add table 2. Select editor tab 4. Select no. rows, columns, width and add summary, press OK

Dub3 Editor – Adding a table Adido Solutions Ltd – – Table will be added and can be populated with information 6. Press Save and add comment

Notes on tables… Adido Solutions Ltd – – Tables can be altered by right clicking on them with the mouse (add rows, columns, change width etc) Over to you! Data tables are for information, presentation tables are for layout

Other editor features Adido Solutions Ltd – – Check spelling - Online content checker Directory- Add special characters to pages View source of page (don’t do this unless you know what you’re doing)

Good Vs Bad Adido Solutions Ltd – – Linking to other web pages Good - ‘Ericsson Office Telephone DBC273’ (e.g. Ericsson Office Telephone DBC273 ) - Describes product and use Bad - ‘Ericsson Telephone’ (e.g. Ericsson Telephone ) - Could be any type of phone, not specific enough You need to link to a page which has information on a model of Ericsson phone for use in an office.

Good Vs Bad Adido Solutions Ltd – – Page titles Good - ‘Property consultancy and property surveying including asset management, planning and development’ - Uses keyword rich text, repetition of words used on page and covers detail of the page Bad - ‘Consultancy’ - No description of content, no keywords, could mean a variety of things You need to title a page about property consultancy.

Potential pitfalls Adido Solutions Ltd – – Awareness – will staff keep on using the Intranet as a central resource? Management – who will have overall responsibility? Old habits – need to get into a new way of thinking Lack of technical knowledge – people forget!

Potential pitfalls Adido Solutions Ltd – – Lack of consistency with design and structure Pages not marked up with keywords/titles correctly Low usage – needs to be used everyday

Conclusion Adido Solutions Ltd – – Your Intranet WILL improve using Dub3 We aim to support you all the way - if you have a question, let us know! Content management is important We will review your progress over the coming months and years… Build your site for everyone else, not you

Adido Solutions Ltd Any questions? Please ask!!! Adido Solutions Ltd – – Thank you for coming and listening!