IT Newsletter Process

1)  Create the new banner for the newsletter, using whatever graphic program you choose.  Save it as a .gif or .jpg image.  Guidelines for banner images can be found here.  Bill Duffy has a copy of the .png file for the newsletter logo, and if it needs to be recreated it uses Tekton Pro as a font.

2)  Gather the material for the newsletter, and save it as plain text files.

3)  Log into CMS.

4)  Create a new folder for the new newsletter edition.

  • Go to http://cmsauthor.skidmore.edu/it/newsletter/index.cfm. You will get a warning that the page is expired, click OK.
  • Get into Author mode.
  • Above the left navigation is an icon with a red starburst, click that to open the subsite dialog.
  • Enter your user name and password.
  • Enter the Subsite Folder Name, with no spaces, capitals or punctuation.  This should be indicative of the edition of the newsletter.  Past examples are spring2010, fall2009, spring2009.
  • Enter the Description, which is usually more information than the folder name.  "IT Newsletter Spring 2010" would be an example.
  • Enter the Display Name, which will appear on the top of the browser (where applicable). This should be shorter than the Description box, just a few words.  "IT Newsletter Spring '10" would work fine.
  • Click Create Subsite.
  • The page will refresh to a mostly white page, with a link for "createpage.cfm". 

5)  Create a new index page for that folder

  • Click the link for "createpage.cfm".  Click the Create New Page button.
  • In the next popup, choose the IT Templates, and then choose the Newsletter Template.
  • Fill in the metadata for your new page.
  • Name: index (required as the first page of your subsite, no capitals or spaces)
  • Title: IT Newsletter Main (in keeping with the standards of past newsletters)
  • Title Bar Caption: Month, year, volume and issue information (ex. February 2010 - Volume 4, Issue 2)
  • The rest you can fill out or leave with the defaults, as you chose.  Nothing else is required.  Scroll down and hit Next.
  • In the next popup, in the Skidmore_Nav tab, make sure that "include in nav" is checked on.  Enter "aaaa" (without quotes) as the sort order, to be sure that the index page is the top one in the newsletter navigation.  Click Finish.

6)  Put the banner onto that page.

  • At the top of the page, just under the blue navigation strip, you should see a gear wheel with the text "click here to define the Single Image (without header) element.  Click it, and select Image.  (If you don't see it, watch the video here for directions.)
  • In the next popup, click the "New" button in the top right, to search for your new banner image.
  • Click Browse, and go find it on your computer or datastor, double-click to bring it into CMS.
  • In the popup, you will need to fill out the Description field with a few words about the image you've uploaded (for ADA compliance/accessiblity reasons).  "IT Newsletter, Spring 2010" or something similar would be fine, something to describe what they would see if they could see your logo.  You don't need keywords, so you can click Next.
  • You will get a warning about image size, click OK. If your image is too large, you will get an error message in the next screen, but it should be fine, so keep following through.
  • Check your Alternate Image Text to be sure there are no spelling errors.  This is what a page reader would read aloud to a visually impaired visitor, so it's important to double-check the information.
  • Click Finish.

7) Add a text block, and put the text onto the page.

  • Below the banner image you will see a link for "click to insert new element".  Click there.
  • In the next popup window, select the Text Elements category, and then select "Formatted Text Block (without header).  The popup will close and your page will refresh.
  • Click the new text that says "Click here to define the Formatted Text Block (without header).  Maximize the text editor window that opens, so you can see all of your options.
  • Open your first text document, and copy/paste the text into the CMS text editor window. You may have to use keyboard controls if your mouse does not have access (CTRL-C for copy, CTRL-V for paste).  You will need to format your text however you want it to look, and insert any images, links etc. that you need (using the other tools on the text editor toolbars).
  • When you are done, click Finish.

8) Publish the page.

  • To make your changes live, click on any of the yellow icons and select "Submit Page".  Type in a comment, and click okay.

9)  Repeat the process for all of the other pages. The name of your page should be one word indicative of the topic of the article, no capitals or spaces, such as "software" or "upgrades".  The Title can be the full title of the article, with proper capitals and spacing.

Some tips:

  • Do not assign a sort order to the other pages you create (in the Skidmore_Nav tab).  Leaving that space blank will sort your articles into alphabetical order by title.  If you want to force a different order, you can use the Skidmore_nav tab to assign an alphabetical sequence (aaaa for index, bbbb for the next article, etc.)
  • For the banner image on additional pages, instead of uploading a new copy, use the existing uploaded one.  Click the same link to insert the image, but instead of clicking "New", click "Gallery".  In the next popup, click "Show Images".  Select the banner you just uploaded, and click Finish.
  • For repetitive pages in the same format, you can copy an existing page and edit it.  After you create the first article (not the index page, the first actual article), you can copy that page and rename it.  Starting on the page you wish to copy, under Properties and Actions choose "Copy/Move Page".  Make sure the selection is for Copy, and the subsite is for your current newsletter.  Change the name to be something indicative of your new article, put in the new title, and click Finish.  Then edit the text block with the text for that article, and publish your work.  This saves you the step of having to add in the banner image, as it will already be there.  Do not copy the index page, as that one has a sort order!

10) Edit /newsletter/index.cfm to expire to the new current newsletter index page.

The main newsletter page has been set up to redirect users to whichever newsletter is most current.  You need to go and specify which newsletter is the most current version.

  • Navigate to http://cmsauthor.skidmore.edu/it/newsletter/index.cfm. You will get a warning that this page has expired, click okay.
  • Get into Author mode on the page.
  • Under the Properties and Actions button, choose Standard Metadata.
  • Scroll down to the box that says "Redirect URL", and click "Gallery". Change the Subsite dropdown to the appropriate subsite folder (it/newsletter/spring2010, for example), and then click the "Update Results" button to see the list of pages in that folder.
  • Select the one with the title "IT Newsletter Main" (or whatever title you chose for your index page, if you didn't choose the standard), and click OK.  Then click Finish.
  • You shouldn't have to publish this change to the page, but if a yellow icon appears on the page, publish your change as above.

11)  Edit IT home page to update the link to the current newsletter.

  • Navigate to http://cmsauthor.skidmore.edu/it/and get into author mode.  Click on the gear wheel associated with the small text block in the bottom right colum, which holds the links to the IT Newsletter.  Open the Text block.
  • Highlight the text for the current issue link, and change the wording to match the current issue of the newsletter.  
  • Make sure the text is still highlighted fully, and click the link button (link icon).
  • Select "link to existing page, uploaded document or URL".  Click Next.
  • In the next popup, click Page Gallery.
  • In the next popup, use the Subsite dropdown to select the appropriate folder (/it/newsletter/spring2010 for example) and then click Update Results.
  • Select the IT Newsletter Main page (or whatever page is the index for your newsletter), and click OK.
  • Click Finish in the original popup box.
  • Click Finish to close the text window.
  • Click the yellow icon associated with that small text block.  This time, choose only to Submit your work (not Submit page).  This ensures that if anyone else has work in progress on the page, it's not published along with your own changes. 

12)  Double check the Newsletter Archive page to be sure that your new issue has appeared in the list.  If it has not, please contact the Web Team.  This archive page is fed off an automatic page index, and the usual cause of the item not appearing is that you've failed to publish it, or to include it in the navigation.  If it appears out of order, you may have copied the index page of an old newsletter instead of creating a brand new one for your new newsletter (which means that index will need to be re-created).