The Workarea’s Reports > Contents folder contains reports to help you manage the workflow of Ektron content. In most cases, you choose a report that corresponds to a content status, then view content in that status. If appropriate, you can perform tasks on the content. For example, you can check in checked-out content.
This chapter explains how to access the Workarea’s reports folder, set criteria that determine the information on the reports, and actions you can perform on them.
You can generate the following reports:
Approvals
Each content item awaiting your approval appears on this report. Thus, you can quickly find all such content without searching through every folder.
- Title—Title of content.
- Request Type—Request made for the content. Either Publish or Delete.
- Start Date—Start date, if any, assigned to the content. Determines when approved content will go live on Web site.
- Date Modified—Date the content was most recently changed.
- Submitted By—User who submitted content for approval.
- ID—Content ID number.
- Language—Content language.
- Path—Path to folder where content resides.
From the approvals report, you can approve or decline content that was submitted to you.
- Go to the Workarea > Reports > Contents screen.
- Click the content you want to approve or decline. The View Content Awaiting Approval page appears.
- Perform an action.
- Publish—Accept changes to content and publish it to site.
If there is a subsequent approver in the content’s approval chain, a Submit button appears instead. If you click Publish but the content has an incomplete task assigned to another user, the content cannot be published. Instead, an error message appears.
- Decline—Reject changes and keep current content on Web site.
You are prompted to enter a comment for the decline. The author who made the change is notified by email.
- The content inserted by the last editor remains in the file. If you do not want it to remain, choose Edit.
- Edit—Check out content and change it if desired.
- View Published/Staged—Toggle between published and submitted versions of content. This can help you compare differences.
- Back—Go back to previous screen.
- Publish—Accept changes to content and publish it to site.
The selected content is either submitted to the next publisher, published immediately, or deleted, depending on the content’s approval chain.
Checked In Content Report
Displays all the content currently in a checked-in status.
- Title—Title of content.
- ID—ID number assigned to content by Ektron.
- Last Editor—Last user to edit the content.
- Date Modified—Date and time content was last edited.
- Path—Folder location of content in Ektron Web site.
Checked Out Content Report
Displays all content currently in a checked out status.
- Title—Title of content.
- ID—ID number assigned to content by Ektron.
- Last Editor—Last user to edit the content.
- Date Modified—Date and time content was last edited.
- Path—Folder location of content in Ektron Web site.
After selecting content, check it in using the Checkin button.
New Content Report
Displays content in a new state, that is, it was created and saved but never published.
- Title—Title of content.
- ID—ID number assigned to content by Ektron.
- Last Editor—Last user to edit the content.
- Date Modified—Date and time content was last edited.
- Path—Folder location of content in Ektron Web site.
Submitted Content Report
Displays all content in a submitted state. The report contains the following information.
- ID—ID number assigned to content by Ektron.
- Last Editor—Last user to edit the content.
- Date Modified—Date and time content was last edited.
- Path—Folder location of content in Ektron Web site.
While viewing the Submitted Content report, you can view the content’s position is its approval chain. Then, ask those individuals to complete their approval.
- From the Submitted Content Report, click the content’s title. The View Content page appears.
- Click the Properties tab. The Approvals line indicates (in red text ) the content’s position in the approval chain.
Content Pending Start Date Report
Displays all content that was approved, but whose start dates haven’t occurred. Each content item on the report contains the following information.
- Title—Title of content.
- ID—ID number assigned to content by Ektron.
- Last Editor—Last user to edit the content.
- Start Date—Date and time content will go live on Web site.
- Path—Folder location of content in Ektron Web site.
You may edit content on the Pending Start Date Content report by clicking the content you want to view and using the toolbar at the top of the page, perform any action available.
Refresh Reminder
Displays all content whose end date has passed and whose archive option is set to Refresh Report. This content is still visible on the Web site. Its appearance on this report indicates that it is due for review.
- Title—Title of content.
- ID—ID number assigned to content by Ektron.
- Last Editor—Last user to edit the content.
- Date Modified—Date and time the content was last updated.
- Path—Folder location of content in Ektron Web site.
If you review content and decide it should no longer appear on your site, follow these steps to remove it. The content will be visible if you browse to it through the Workarea, but won’t appear to site visitors.
- From the Refresh Reminder Report, click the content.
- From the View Content screen, click Edit (
). - Click the Schedule tab.
- Under Action on End Date:, click Archive and remove from site (expire).
See Also: Scheduling Content
Expired Content Report
Displays all content whose end date has passed. Such content is no longer visible on the Web site.
- Title—Title of content.
- ID—ID number assigned to content by Ektron.
- Last Editor—Last user to edit the content.
- End Date—Date and time the content expired.
- Path—Folder location of content in Ektron Web site.
You may edit any content on the Expired Content report by clicking the content you want to view and using the toolbar at the top of the page to perform any action available.
Content to Expire
Lists all content whose end date will occur between today and a number of days that you specify. For example, if today is January 1 and you select 10 days, the report lists all content whose end date is January 1 through January 10.
After viewing the report, you can click any content and proceed to the View Content screen for it. From there, you can edit information about it, including its end date if desired.
- Title—Title of content.
- ID—ID number assigned to content by Ektron.
- Last Editor—Last user to edit the content.
- End Date—Date and time the content expired.
- Path—Folder location of content in Ektron Web site.
To select the report’s date range, you have 2 options:
- Enter a number in the Days field. Then click View Reports (
). - Select a number from the drop-down list below the Days field
After selecting a number of days, click view () to see all content that will expire within that time frame.
Site Update Activity Content Report
Provides a snapshot of the freshness of your Web site content. Specifically, it lists how many content items were published within a folder and date range you select, organized by folder. For example:
To choose which content items appear on the report:
- Choose a Start Date by clicking the calendar icon. You also can choose an End Date using the same procedure. (Today is the default end date.)
- At the Select field, choose a folder. The Root folder is the default selection. (Only folders for which you have read-only or greater permission appear.) To change that selection, click the folder name. To select all folders on the screen, click the Select All checkbox. Otherwise, select folders by clicking the corresponding checkbox. There is also an option to Include Sub-folders of the selected folders.
- Choose the Report type, which determines the information you will see on the report. Options are explained below.
- Executive View
- name of each page that was published
- how many times it was published
- date it was last published
- users who published page
- total numbers are not provided
- Detail View Example
- Combined View—combination of Executive and Detail views
- Executive View
- To exclude users or user groups from the report, use the Exclude Users field. For example, you want to see all updates other than those you have completed. When you click Exclude Users, an alphabetical list of users appears, followed by user groups.
- Click Get Result.
Asynchronous Log File Reporting
When the Message Queuing and Asynchronous Process are set up and running, you can access a report of any problems with the Asynchronous Processor. You can also email it to any Ektron user.
Prerequisite: Define the path to your Web site's asynchronous processor service on the Settings > Configuration > Setup screen's Asynchronous Processor Location field.
To access the Asynchronous Process log:
- From the Workarea, click Reports.
- Click Contents > Asynchronous Log File Report.
- Any problems appear on the screen.
Search Phrase Report
Displays terms entered into a Search field within a selected date range. Use the report to discover the kind of information site visitors are searching for.
Narrow down the search results by selecting any combination of these criteria.
- language—the language of the search page (either Workarea or Web site search). The user performing the search can choose a language before searching. If the user does not choose a language, the search uses the default one. This report can show results from all languages or one that you select.
- a minimum number of occurrences of the word or phrase to return. For example, you only want words or phrases entered into the Search Text field at least 10 times during the last month.
- date range
The report shows the number of occurrences of each term. Terms are arranged in this order.
- words or phrases with the most occurrences appear first
- if several terms have the same number of occurrences, they are arranged alphabetically
Also, terms entered into the Web site or Workarea search are surrounded by parentheses (). Terms entered into the Advanced Workarea search have no parentheses. The Microsoft search engine uses this syntax to find content.
Preapproval Groups
Lists all preapproval groups assigned to folders within Ektron. To access it, go to Ektron Workarea > Reports > Contents > Preapproval Groups. See Also: Automatically Creating Tasks Associated with Content
Bad Link Report
Lists invalid links to external URLs within your content. (An invalid link returns an error code to your browser.) The report lists the following information about each item that contains a bad link.
- title
- error description
- Source, that is, item type followed by information about the item
- if the error is in a content block, you see Content followed by its id number and language locale id
- if the error is in a Smart Form, you see Smart Form followed by its ID number
- if the error is in a menu, you see Menu Item (11,0,1033). The parameters are: menu ID, menu item ID, and language ID.
- if URL Aliasing is on, you see ASPX Template followed by the template name
- the anchor (
<a>) tag to which the bad link is assigned - URL that cannot be resolved (labeled Invalid Link)
NOTE: The report does not check quicklinks embedded in the content.
The report scans the following types of content.
- published HTML content
- published XML content
- HTML forms
- XML Smart Forms
- menus
- active system templates
When the scan is complete, the report lists any item that includes an invalid URL. From the list, you can click a button to access the item, then update or remove the bad link.
To run the Bad Links Report, go to Reports > Contents > Bad link report. You immediately see its status, either Done or Running.
- To begin, click Check Links (
). As the report progresses, existing data is replaced by new data. - While the report scans content, you can work in other areas of Ektron and even sign off. These actions have no effect on the collection of data.
- After content is scanned, the report’s status changes to Done. If desired, print the report by clicking Print.
- To launch the broken link in a browser, move the cursor over it and click when the cursor turns into a hand.
Fixing a bad link
Fixing a Bad Link
- Click Edit (
). - Select the indicated text.
- Right-click and select Set Link Properties to access the hyperlink dialog.
- Update or remove the bad link.
- Save your changes.
Excluding pages from the Bad Link report process
Excluding Pages from the Bad Link Report Process
You can exclude links or pages from the Bad Link Report process because it is unnecessary or undesirable to test them. For example, you want to exclude pages with
- links that log out of the site or Workarea
- links that go to Pay-per-Click
- links that start another process or register an event
- links to new content you have not published
To exclude pages from this process:
- Edit the file
[siteroot] > Workarea > ekbadlinkrpt.excludes. - Enter a string to exclude—one per line. Any URL that contains this string is excluded.
Examples:- gif would exclude all links ending with .gif
- /commerce/cart excludes links to /commerce/cart.aspx and /commerce/mycart.aspx.
- Save the file.
The following shows an excluded URL on the Bad Link Checker status page.
Content Flags
Display a list of flags assigned to content. See Also: Defining Flags for Content
Content Reviews
Has pending reviews. See User-Ranking of Content for more information. See Also: Viewing Pending Reviews
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