1. Content Management System (CMS) Training
RCH Creative Studio
Updated: 22 June 2017

2. The CMS has two copies 1. www http://www.rch.org.au 2. webedit
We call this the “live server”
Changes cannot be made to the live server
Log in to webedit to make changes
Every hour, on-the-hour, the live server is synchronised with webedit. This is when all published changes will appear on the liver server
2. webedit
All changes you will make are done on webedit
You must log in to webedit before you can make changes
Changes viewable immediately
Please wait until 10 minutes past the hour to see
changes “go live” onto www

3. Chrome or Firefox only
Google Chrome should now be available on all RCH computers.
Firefox is ok too
IE is still required for clinical applications but should not be used when making changes to the CMS
If you don’t have Chrome, Call IT (56277) and give them your 5 digit IT number.

4. 26,846,337 page views in 2016 7,515,800 unique visitors
Everything on our website represents the whole hospital

5. Formatting is everything!!!!
The less you try to format your page, the better the website will look
Use heading hierarchy. This is a series of headings and sib-headings and should be utilised to denote the grouping of information, not for colour or size
Heading colours are set automatically – do not try to change the
Font is set automatically – do not try to change it
Dots point, numbered lists, red text are all styled automatically – do not try to change them
Don’t go over board with emphasis. If everything has emphasis then nothing stands out, ie, limit the use of:
Bold, underline, italics, red text, capitalisation
Please do not type in capital letters. Heading have 4 levels to chose from, H2, H3, H4, H5. Please select one of these depending on the heading’s importance within your text
Please do not centre align anything. If there is a serious need for this, please contact to explain the necessity and we can assist you.
Please do not use the ‘&’. The full word ‘and’ should always be spelled out in full
Please spell the full words Telephone and Facsimile on contact pages and do not use a colon after them
Please do not abbreviate other words such as ‘admin’, ‘info’, or ‘pgr’. Always spell out the full word
Use a lower case ‘t’ when abbreviating to ‘the RCH’
Use a capital ‘T’ when spelling out the full name ‘The Royal Children’s Hospital’.

6. Where to log in to webedit?
Look for the link ‘webedit’ in the footer of any page of the RCH website:
2. ‘CMS Login’ link in the footer of any page of the RCH website:
3. Enter your regular computer log in credentials:
For video tutorial – CMS Login

7. Sandbox website
Sandbox is a dummy department in the CMS that everyone can access to practice
You must be logged in to webedit

8. Page Page and content separation Content
Pages and content are separate pieces of the puzzle in the CMS
A ‘content block’ is everything inside the blue box. You can edit this using the editor.
A ‘page’ is everything else inside the red box. When you create a page you choose a title. The webteam are the only ones who can change anything else on the page such as the left-hand navigation items, template colour and department name in the aqua coloured banner.
Nothing else can be changed on a page. All pages on our website have the same header and the same footer
Page
Content

9. Page Assembly CMS Content
A ‘page’ and a ‘content block’ must be joined together to create a full website page

10. How to get to the ‘workarea’
The workarea is the backend of the website.
It is where new pages are created
It is where content is edited 18

11. Creating a content block1 3 2a 4
Locate your departments content folder from the list 2b
Give content block a sensible title

12. Creating a page 1 3 2a 2b
Locate your departments pages folder from the list and choose the correct sub-folder to create the page inside 4

13. It’s important to give pages a sensible title
It’s important to give pages a sensible title. This title forms part of the pages address and is hard to change.
Make sure the “Content Searchable” box is ticked.

14. 1. Joining a page and a content block2 1 3 4 5

15. 2. Joining a page and a content block
Locate your department folder
Select your content block by double clicking.
Create a new content block by clicking new
Give the new content block a sensible title (usually the same as the page name)
Click submit/publish 7 8 23

16. 3. Joining page and content block9 10
Page title is now visible
Page and content block are now joined

17. How to edit content Click switch to view slider Click ‘Content’ button
Hover your mouse over the content and click the three lines in the top-right corner
Content button should be highlighted

18. Format tab Bold Italics Hyperlink To page in CMS To external website
List:
Number lists
Dot point list
Right-align and left-align
Justify
Subscript and superscript
Text and heading:
Paragraph
Heading 2
Heading 3
Heading 4
Red text (Alert)
Remove space between paragraphs (No space)
*Remember to click the little double arrow for more options if you can’t see the option you are looking for (circled in red)

19. Insert tab Link to library items Email address link syntax:
Embed media (video)
Insert table
Special characters
Hyperlink
To page in CMS
To external website
address link syntax:
Horizontal line 13

20. Creating content Edit the content block with the following:
1 x Heading 2 – Your position at the hospital
A paragraph about your position and department, how long you’ve been there etc
1 x Heading 2 – Your family/friends
A paragraph about your family/friends
1 x Heading 3 –Your most recent family/friends holiday
A paragraph about your most recent holiday
1 x Heading 4 – The best meal you ate on your holiday
A paragraph about the meal, type, place, décor, expensive or not etc
1 x Heading 5 – You holiday activities
A dot point or numbered list of your holiday activities
1 x Heading 2 – Where you live
A paragraph about where you live

21. Save an image and a file to the library
Open Paint
Find an image in your computers filing system (ie. in pictures directory) and open it from Paint
Crop the image to 250px wide x 200px height
Save the image as your-name-image, ie “lucy-Anderson-image”, on to the Desktop
Open the ‘Workarea’ via the button in the editing menu in the top-right corner
Select ‘Library’ from the top level menu then expand the ‘menu’ folder and then the ‘content’ folder, and finally, open the ‘Sandbox’ folder
Click ‘Add’ button, then click ‘Browse’ button to locate your re-sized image. Double click the image.

22. In the Title input box, give your image the same name as the
In the Title input box, give your image the same name as the file name but without any hyphens.
Click ‘Save’ – Do you see your image in the list?
Open Word and create a file with your name as the title and save it to the Desktop as your name.
Back over to the CMS - From the dropdown list, select ‘Files’
Click ‘Add’, then click ‘Browse’, and locate your file on your Desktop. Double Click it and give it ‘Your Name file’ as the title, ie ‘Lucy Anderson file’
Click ‘Save’.

23. Using the library Overwrite. Delete Library items: Images
Word documents
Pdf documents
PowerPoint presentation
Library items are always saved into and access from the ‘content’ folder. Make sure you are on the ‘Library’ tab
Use overwrite to update files to new version
Must be same file type and have exactly the same name
Should never have version numbers of dates in the saved

24. To Link to a library item
Create the text you want to be the link to your library file – “Your name – library item file”
From the ‘Insert’ tab click the filing cabinet icon (first icon)
In the pop-up box, select ‘Files’ from the drop down list, locate your file and double click it. Your link should now be highlighted in blue. Click the link to remove the blue.
To embed your image, follow the same processes but ensure ‘images’ is selected in the drop down list. Double click your image to embed it.

25. Link to your image and file from within your content
Instructions on slide 25
Create a link to your word document
Insert your image

26. Submit/publish/save/check-in
Submit: will save changes and send them for approval to the publishers (the publish button in this picture will say Submit instead of Publish)
Publish: will publish changes (only publishers will see this option)
Save: will save changes. The content will remain in a checked-out state and is locked to the user
Check-in: will save changes and check-in the content
block to break the lock so other users can
make changes to it

27. Authors and Publishers
Can make changes to content, pages and to the library
Will see a ‘Submit’ button when in the editor
Changes WILL NOT automatically sync to the live server
Must use the ‘Submit’ button in the editor to send changes for approval to Publishers. Once approved, changes will go live in the next hourly sync
Publishers:
Will see a ‘Publish’ button when in the editor
Changes will automatically sync to the live server every hour

28. Pages and content should be in the “A” state
Document states
[A]pproved, Checked [I]n, Checked [O]ut, [S]ubmitted
If you do not see ‘Edit’ option in the content block or page menus then the page/content block
Must be in [O], thus locked to another user
The page/content block must be checked-in before anyone else can make changes
Pages and content should be in the “A” state

29. Getting help The fastest way to get help is to email us at:
there is also a link to the addressed in the footer of every page on the website
The is a ticketing system in which all webteam employees receive and respond to help requests. All requests and tracked by the system negating lost correspondence
Please DO NOT specific webteam personnel - results in response delays and lost s
When sending a webhelp ticket request please include:
The address of the page (URL)
Exact instructions as to what you need help with
If you don’t use an signature, please
include your phone extension number

30. More helpful stuff The next best source of helpful information is:
CMS training and help modules
CMS editor quick reference guide
RCH web content guidelines
Create a webhelp ticket request to get assistance from the webteam

31. Formatting is everything!!!!
The less you try to format your page, the better the website will look
Use heading hierarchy in order of importance
Heading colours are set automatically – do not try to change the
Font is set automatically – do not try to change it
Dots point, numbered lists, red text are all styled automatically – do not try to change them
Don’t go over board with emphasis. If everything has emphasis then nothing stands out, ie, limit the use of:
Bold, underline, italics, red text, capitalisation
Please do not type in capital letters. Heading have 4 levels to chose from, H2, H3, H4, H5. Please select one of these depending on the heading’s importance within your text
Please do not centre align anything. If there is a serious need for this, please contact to explain the necessity and we can assist you.
Please do not use the ‘&’. The full word ‘and’ should always be spelled out in full
Please spell the full words Telephone and Facsimile on contact pages and do not use a colon after them
Use a lower case ‘t’ when abbreviating to ‘the RCH’
Use a capital ‘T’ when spelling out the full name ‘The Royal Children’s Hospital’.

32. Questions...? ?
CMS