New Menu

Lets you create and upload new items into the folder.

• Folder—Add folder. See Also: Setting Up Your CMS Folder Structure
• Blog—Add blog. See Also: Working with Blogs
• Discussion Board—Add discussion board. See Also: Working with Discussion Boards
• Community Folder—Add folder whose content can be updated by membership as well as regular users. See Also: Community Folders
• Calendar—Add Web calendar. See Also: Working with Calendars
• Catalog—Add eCommerce catalog. See Also: Creating a Catalog Folder
• Site—Add website. (This option is only available in the context of the root folder.) See Also: Supporting Multi-Site Configurations
• HTML Content—Add HTML content. See Also: Creating New Content
• HTML Form/Survey—Add HTML form, poll, or survey. See Also: Creating Surveys and Polls
• Page Layout—Add page layout. (This option is only available in the context of the PageBuilder folder.) See Also: Developing Wireframe Templates
• Master Layout—Add master layout. (This option is only available in the context of the PageBuilder folder.) See Also: Creating a PageBuilder Master Layout
• Smart Form—Add Smart Form. (This option is only available if one or more Smart Forms are assigned to the folder.) See Also: Working with Smart Forms
• DMS Document—Add Office document, managed file, or multimedia file, any supported type. See Also: Managing Microsoft Office Assets, Managing Assets
• Multiple DMS Documents—Add several Office documents, managed files, multimedia files, any supported type. See Also: Adding Multiple DMS Documents
• Collection—Add collectionA list of Ektron content links for display on a Web page.. See Also: Working with Collections
• Menu—Add menu. See Also: Using Menus
• Add Calendar Event—Add calendar event. (This option is only available in the context of the WebCalendar folder.) See Also: Adding System Calendar Events

View Menu

Lets you display information about existing content in the folder.

• All types—Displays all content types of selected language.
• HTML content, HTML Form/Survey, Office Documents, Managed Files, Multimedia, or Image Assets—Limits folder display to selected content type. For example, choose View > Managed Files and see only managed files in the folder; other content types are suppressed. This is especially helpful if the folder has a lot of items, and you are looking for only one type of content. If a PageBuilder folder is selected, you can limit the display to Page Layouts or Master Layouts. For more information on specific types of content:
  • Creating New Content
  • Working with HTML Forms
  • Managing Microsoft Office Assets
  • Managing Assets
  • Managing Multimedia Assets
• Language—Limits display of content within folder to one language, or lets you display all languages. If set to one language, this also determines the language of new items you create or upload into the folder.
• Menu—Work with menus assigned to this folder. See Also: Adding a Menu Item via Content Folder
• Collection—Work with collectionA list of Ektron content links for display on a Web page.s assigned to this folder. See Also: Working with Collections
• Archived Content—View and work with content that passed its scheduled End Date and whose archivethe state of content upon reaching its end date. What happens next is determined by your choice at the content's Schedule tab > Action on End Date options field. Choices are * Archive and remove from site (expire) * Archive and remain on site * Add to CMS Refresh Report option is either Archive and remove from site or Archive and remain on Site. When a Web Calendar folder is selected, this menu item appears as Archived Events.
• Properties—Only members of the administrators group and those assigned to the Folder-Admin role see this option. It lets you assign folder properties, such as which users can edit a folder’s content. See Also: Defining Roles, Setting Folder Properties

Delete Menu

Lets you delete folders or content within a folder.

• This folder—Delete current folder and all of its content. If a Web Calendar is selected, the menu option appears as "This calendar." You cannot delete the Root folder. See Also: Deleting a Folder
• Content—Delete one or more content items in folder. See Also: Deleting Content

Action Menu

Lets you perform actions on the folder or content within the folder.

• Export For Translation—Prepare content for translation by a translation agency. See Also: Exporting Content to XLIFF
• Cut/Copy—Move or copy content to another folder. See Also: Moving or Copying Content.
• Search—Search content in the Workarea. See Also: Searching the Workarea.
• Synchronize Folder—Sync this folder on the current server with the same folder on another server. This option is only displayed if eSync has been set up, you have the required privileges, and content has changed. See Also: Synchronizing Content and Folders

Workarea Content Menu

The View Contents of Folder screen features a context-sensitive, drop-down menu of options you can perform for a content item.

The options displayed depend on several factors, such as

• your folder permissions
• your position in the approval chainA series of users or user groups who must approve content before it can be published. (if any)
• the content’s status
• whether the item is a Microsoft Office document

To see the menu options for any content item:

1. After signing in, navigate to the folder that contains the content.
   

   

2. Click on the triangle. A menu of options for that content item appears. For example, if you have permission to edit, Edit appears on the drop-down menu. The following items are available on the Workarea context menu:
   • Approve—Approve content that has been submitted for publishing. See Also: Approving or Declining Content
   • Check-In—Change status of selected content to checked in. Might use if you checked out and saved a document then it became lost or corrupted. This option changes original document’s status to checked in. However, it does not replace the version of the file inEktron. To replace content that was checked out and edited, drag and drop it into Ektron. See Also: Updating an Office Document
   • Check out and Save As—Change a content item’s status to checked out and save it to your local computer. When you finish editing the item, drag and drop it into Ektron. See Also: Updating an Office Document
   • Decline—Decline an approval request submitted to you. This option rejects the changes and keeps the current version live on website. You are prompted to enter a reason for the decline. After you decline, the author who made the change is notified by email and the content is removed from the approval chainA series of users or user groups who must approve content before it can be published.. If the author updated content then submitted it for approval, the updated content remains in the file. If you do not want it to remain, choose the Edit option. You may be asked to decline both a content change and a request to delete content. See Also: Approving or Declining Content
   • Delete—Submit content for deletion.
   • Edit—For HTML, HTML form, or XML Smart Form content, edit content within the editor. For assetan external file, such as a Microsoft Word document or image, stored in Ektron. It can be managed like native Ektron content.s, use Check out and Save As or Save As to save asset to your computer and edit it. Then, use Edit to replace version in Ektron. See Also:
     • Working with Ektron Content
     • Working with Smart Forms
   • Edit in Microsoft Office—Edit Office document within Ektron. See Also: Editing an Office Document
   • Edit Properties—Edit item’s Ektron information, such as Summary, Metadata, Schedule, and taxonomya content-level categorization system that uses one-to-many relationships to create a scalable organization of content. A taxonomy lets you create a navigation system that is independent of the folder structure.. After you complete the edit screen, you proceed to the View Content screen. From here, you can perform additional content activities, such as move/copy, delete, and view history.See Also:
     
     • Writing a Summary for Content
     • Working with Metadata
     • Scheduling Content
     • Using Taxonomies
   • Force Check In—Only appears if user is a member of the Administrator group or assigned the folder admin role and content is checked out. This option lets an administrator check in content even though the administrator did not check it out.
   • Publish—Accept changes to content and publish it to the site.
   • Request Check In—Allows either admin user or non-admin user with edit permission for the content’s folder to email the user who checked out content. The email asks the check-out user to check it in.
   • Save As—Save Office document or assetan external file, such as a Microsoft Word document or image, stored in Ektron. It can be managed like native Ektron content. to your computer. See Also: Saving an Office Document
   • Submit—Submit current version of content for publishing. When you do this, the next person in the approval chainA series of users or user groups who must approve content before it can be published. is notified that your content is ready for review.
   • Synchronize—Synchronize content or folders between 2 servers. See Also: Synchronizing Servers Using eSync
   • View—View item’s Ektron information, such as Summary, Metadata, Schedule, and taxonomya content-level categorization system that uses one-to-many relationships to create a scalable organization of content. A taxonomy lets you create a navigation system that is independent of the folder structure.. After viewing, you can also edit that information if you have permission
   • View in Microsoft Office—View Office document within Office application. Cannot change.
   • View Properties—View Office document’s Ektron information, such as Summary, Metadata, Schedule, and Taxonomy. After viewing, you can edit the information if you have permission.

Who Can Copy and Move Folders

These users can copy or move folders.

• users who have Add, Edit and Delete permissions for the folder being moved/copied and the destination folder See Also: Managing Folder Permissions
• members of the Administrators user group
• users assigned in the Roles > Folder Specific > Folder User Admins screen
• users assigned in the Roles > Folder Specific > Move or Copy screen

See Also: Defining Roles

Rules for Copying and Moving Folders

• When you copy or move a folder, you also copy/move all of its subfolders.
• All properties assigned to a folder (permissions, metadata, templates, and so on) remain assigned after the copy or move. You can edit the folder in its new location and adjust properties as needed.
• Inherit checkboxes (see example below) that were checked are now unchecked. After the copy/move, you can check them again as needed.
  

• You cannot copy or move the root folder
• You cannot copy or move a folder into its own subfolder
• You cannot move a folder to same level in the folder structure
• You can copy a folder to same level in the folder structure. If you do, a number is appended to the folder's name, such as calendar(1).
• If you move a folder, its content retains its status. That is, if content's status was checked out (O) before the move, it is checked out after the move.
• If you copy a folder, only Approved content is copied. Content in any other status is not copied.
• All folder content that follows the above rules is moved/copied. This includes all language versions of those items.

Which Folder Types Can be Moved and Copied

The following table describes which folder types can be copied/moved into other folder types.

	Destination Folder
Source Folder	Content	Blog	Forum	Comm- unity	Web Calendar	Catalog	Site	Root
Content
Blog
Discussion Board
Forum
Community
Web Calendar
Catalog	*					*	*	*
Site

* Although you can copy or move a catalog folder to a non-catalog folder, its content is not copied/moved; only the folder.

Accessing the Permissions Table

IMPORTANT: All members of the Administrators group have all permissions for all Ektron folders. Although these users do not appear when you view a folder’s permission settings, they have full permissions.

You manage the following permissions through the Permission Table.

NOTE: Use the Roles screens to assign permissions not defined in the Permissions Table, such as the ability to create tasks. See Also: Defining Roles

• Content management: view, add, edit, delete, restore
• Library File Management: view, add images, add other types of files, add hyperlinks, overwrite files
• Folder management: add, edit, delete, traverse
• Work with collectionA list of Ektron content links for display on a Web page.s and Menus

To accessing the permissions table:

1. From the left frame of the Workarea, select a content folder.
2. Choose View > Language.
3. Select the language whose folder properties you want to update. Some folder properties (such as metadata and taxonomy) are language-specific.
   

   
4. Choose View > Properties. The Folder Properties screen appears.
5. Click Permissions (). The Permissions Table appears.
   

   

The Permissions Table displays each user or group’s abilities to perform actions on content in the selected folder. Because all permissions cannot fit on one screen, click the Advanced tab to see additional actions.

NOTE: To let users copy or move content, assign the Move or Copy role. See Also: Defining Roles

Standard permissions

Standard permissions

• Read Only—View content
• Edit—Edit content
• Add—Add content
• Delete—Delete content
• Restore—Restore old versions of content
• Library Read Only—View items in the corresponding library folder See Also: Storing Files in the Library
• Add Images—Upload images to the corresponding library folder
• Add Files—Upload files to the corresponding library folder
• Add Hyperlinks—Add hyperlinks to the corresponding library folder
• Overwrite Library—Overwrite images and files to the corresponding library folder

Advanced permissions

Advanced permissions

• Collections—Manage collectionA list of Ektron content links for display on a Web page.s See Also: Working with Collections

  IMPORTANT: If a user is assigned any of the following roles, the user can create,edit, and delete collections regardless of the user's Collections folder permission: Collection and Menu Admin, Collection Admin, Collection Approver.

• Add Folders—Add sub folders See Also: Adding a Folder
• Edit Folders—Edit folder properties See Also: Setting Folder Properties
• Delete Folders—Delete the current folder or its subfolders See Also: Deleting a Folder
• Traverse Folders—Access folders under the root folder. By default, the Everyone user group has permission to view all subfolders. If you disable or modify the Everyone user group, and you want to grant users/groups permission to a folder other than the root folder, you must also assign Traverse permission. If you do not, the user cannot access the folder. In that case, the user cannot perform any other granted permissions.
• Modify Preapproval—Set or update a folder’s preapproval group. This permission is only displayed if preapproval groups are enabled. See Also: Setting Up an Automatic Task for Pre-approving Content

Inheriting Permissions

An approval chainA series of users or user groups who must approve content before it can be published.’s inheritance is determined by the corresponding permission table. If a folder’s permission table inherits settings from its parent folder, that folder’s approval chain also inherits.

The Approval Chain screen only displays its inheritance status; it does not let you set it.

By default, all content folders and items inherit permissions from their parent folder. You have 2 options for modifying permissions.

• Modify the permissions of the parent folder
• Break inheritance and add permissions to a folder

Breaking inheritance

Breaking Inheritance

1. Access the Permissions Table for a content folder or content.
2. Disable the Allow this object to inherit permissions check box. A confirmation message appears.
3. Click OK.

Restoring inheritance

Restoring Inheritance

1. Access the Permissions Table.
2. Check the box that says Allow this object to inherit permissions. A confirmation message appears.
3. Click OK.

Adding a User or User Group to the Permissions Table

NOTE: Before adding users or groups, you must break inheritance. See Breaking Inheritance. If a user and a user group to which that user belongs are both given permission to a folder, the user has all permissions to which he/she is assigned as well as permissions assigned to the group. You can only assign Read Only permission to a Membership user or group. See Also: Membership Users and Groups.

1. Access the Permissions Table for the content folder or content.
2. Select CMS users or Membership users from the User Type drop-down menu. Users and user groups of the selected type appear.
3. Click AddPermissions. The Add Permissions screen appears. Only users and groups not assigned to the Permissions Table appear.
4. Select users and groups to add to the Permissions Table.
5. Click Save. The Add Permissions screen appears.
6. Check the standard and advanced permissions for the user or group.

   NOTE: Check Enable All to assign all standard permissions. If you do, you still must assign advanced permissions by hand.

7. Click Save.

Deleting a User or User Group from the Permissions Table

1. Access the Permissions Table for the content folder or content.
2. Select CMS users or Membership users from the User Type drop-down menu. Users and user groups of the selected type appear.
3. Click Delete (). The Remove Permissions screen appears.
4. Select the user or group to remove from the Permissions Table.
5. Click Remove Permissions for folder. A confirmation message appears.
6. Click OK.

   NOTE: When you delete the permissions of a user or user group, that change is propagated to all subfolders and content. Also, if the user or group was part of an approval chainA series of users or user groups who must approve content before it can be published., they are removed from it.

Editing User or User Group Permissions

1. Access the Permissions Table for the content folder or content.
2. Select CMS users or Membership users from the User Type drop-down menu. Users and user groups of the selected type appear.
3. Click the user or group for which you want to edit permissions. The Edit Permissions screen appears.
4. To assign any permission, check the box. To remove any permission, uncheck the box.

   NOTE: Remember to toggle between standard and advanced permissions.

5. Click Update.

Setting Permissions for Content

Users can only add, edit, or delete content in folders if they have traverse permission for its parent folders all the way up to root. If the folder to which you assign permissions is not the root folder, you must grant the user the Traverse Folder permission to all folders above that folder. Otherwise, the user cannot navigate to the folder. For example, consider the following folder structure.

To let a user edit the Book Store folder only and no other folders, assign to the person Traverse Folder permission for the 2 folders above Book Store: CMS400Demo and Folders (root folder).

Prerequisites

• Traverse permission to the folder containing the content, and all folders above it
• Edit permission for the content

1. Access the content by navigating to its folder, selecting a language, and clicking on it.
2. Click View Permissions ().
3. Uncheck the box next to Allow this object to inherit permissions. A confirmation message appears.

   NOTE: If Allow this object to inherit permissions is already checked, you cannot uncheck this box. The content in this folder is private and can only be viewed by authorized users and members; see Making Content Private. In that case, this folder is inheriting this setting from its parent folder.

4. Click OK.
5. You can perform any action on the content that you can perform on a folder. These options are described in Managing Folder Permissions.

You can approve, edit, or decline content submitted to you or your user group. The following chart illustrates the approval process.

NOTE: An approver can edit the content and publish it, unless Force All Approvers is set, in which case an edit by any approver would cause the approval chain to start over.

You can create approval chains for a folder and content within a folder. If a content approval chain exists, it overrides the folder approval chain. You can also set up an approval chain for a language.

An approval chain can include any number of users or user groups.

NOTE: Only members of the Administrators group and users assigned to the Folder User Admin Role screen can modify the approval chain. See Also: Defining Roles

• Only users or user groups with read-only or higher permission to the folder or content can be added to the approval chain. See Also: Managing Folder Permissions
• If you assign a user group to an approval chain, only 1 member of the group needs to approve the content, not all members.
• If a user appears in an approval chain twice (both as a user and part of a user group), the approval chain skips the second approval because the user has already approved the content.
• An approval chain’s inheritance is determined by the corresponding permission table. So, if a folder’s permission table inherits settings from its parent folder, that folder’s approval chain also inherits. The Approval Chain screen only displays its inheritance status; you cannot set it.

  

Ektron can automatically send email notification, informing users that content work flow events have either taken place or are requested of them. For example:

• When 1 member of the approval chain approves content, the next user or group is notified that the content is ready for approval.
• A content contributor receives an email that the contributor's content was published.

The list of automatic emails and directions for customizing their content are described in Customizing Ektron email with Variables.

Finally, the Approval Method determines if content must be approved by all users in the chain, or only users higher up the chain than the one making the edits. See Setting the Approval Method.

Creating an Approval Chain for a Content Folder

Prerequisite

Only Administrators group members and users assigned to the Folder User Admin Role screen can modify the approval chain See Also: Defining Roles

Before you can create or edit an approval chain, you must access the View screen.

Viewing a folder's approval chain

Viewing a Folder’s Approval Chain

1. Click the Content tab.
2. From the left frame of the Workarea, select a folder.
3. Choose View > Language and select the language of the approval chain you want to view.
4. Choose View > Properties.
5. Click Approvals ().
   

   

   The screen shows the following information about the approval chain.

   • its language
   • every user and user group in the chain
   • the approval order
   • the approval method See Also: Setting the Approval Method
   • buttons for modifying the approval chain and method

Adding approvers

Adding Approvers

Best Practice

Assign user groups (and not individual users) to an approval chain. In this way, if someone is out of the office, any group member can approve the content.

1. Access the approval table, as described in Viewing a Folder’s Approval Chain.
2. Select the language of the approval chain. The chain only applies to content in this language.
3. Click Add. The Add Approvals screen appears.

   NOTE: Only users and user groups with permissions to the folder appear. See Adding a User or User Group to the Permissions Table for more information.

4. Click the user or user group to add to the approval chain. A confirmation message appears.
5. Click OK.

Editing the approval order

Editing the Approval Order

After you assign approvers to a folder, you may want to adjust the approval order. Place the user or group with final approval authority at the end of the approval chain (that is, the highest number). For example, if you have a content contributor whose edits must be approved by a department head, and the Webmaster has final review of all content, the approval order would look like this:

• Content contributor—1
• Department Head—2
• Webmaster—3

To edit the approval order:

1. Access the approval table as described in Viewing a Folder’s Approval Chain.
2. Select the language.
3. Click Reorder Items (). The Edit Approval Order screen appears.
4. Click the user or group whose approval order you want to change.
   

   

5. Click Up () or Down () to move the user or group to the desired order.
6. Click Update.

Deleting approvers

Deleting Approvers

WARNING! If a user is deleted from a folder's permissions table, the user is automatically deleted from the folder's approval chain.

1. Access the approval table as described in Viewing a Folder’s Approval Chain.
2. Select the language.
3. Click Delete (). The Remove Approval screen appears.
4. Click the user or group that you want to remove from the approval chain. A confirmation message appears.
5. Click OK.

Creating an Approval Chain For Content

You can change the approval chain for a specific content item. Use the View Content screen's Approvals button to do this.

Prerequisites 

• You must disable the inheritance of permissions for the content whose approval chain you want to edit. See Setting Permissions for Content.
• You must assign users or groups to the approval chain. Only users and user groups with permissions to the content may be assigned. See Managing Folder Permissions.

1. Go to the folder that contains the content.
2. Right click the content and choose View Properties.
3. Click View Approvals (). The content’s approval chain appears.
   

   

4. If the approval chain is inherited, you must break inheritance.
5. From this screen, you can perform these actions:
   • Add—Add approvers
   • —Remove approvers
   • —Change the order of users in the approval chain
   • —Change the approval method
   • Content language—Change the language of the approval chain

Approving or Declining Content

1. Workarea > Reports > Contents > Approvals. All content submitted to you appears. You can click the content to view it, the summary, metadata, and so on.

   NOTE: An approver can edit the content and publish it, unless Force All Approvers is set, in which case an edit by any approver would cause the approval chain to start over.

2. Check all content you want to approve or decline. To select all displayed content, check the box in the title row.
3. Click Approve All or click Decline All (). The applicable message appears.
   

   

4. To continue, click OK. The approved content is either submitted to the next publisher, published immediately to the website, or not published, depending on the approval chain set for the content.

Example Approval Chain

The following example follows a typical content block from creation to publication. Three users make up this approval chain.

• Sports Writer—creates sports content
• Sports Editor—edits and publishes all sports articles
• Editor In Chief—edits and publishes all articles

Each user has different permissions that correspond to their roles.

The approval chain begins when a content contributor submits a new or edited content. If email is enabled, an email is sent to the next approver in the approval chain.

First approver

First Approver

After the Sports Writer submits the content, the first user in the approval chain, Sports Editor, receives an email stating content needs approval. Sports Writer can change and approve the content or decline it.

Sports Editor logs into Ektron, navigates to the desktop, and sees the Content Awaiting Approval panel.

Sports Editor clicks the View All link and sees all content awaiting approval. The approvals folder window displays information such as title, who submitted it, go live date, and so on. Sports Editor clicks the submitted content.

The View Content Awaiting Approvals window appears listing all information necessary to decide whether to approve or decline the content. At the approval window, the Sports Editor has these options.

• Approve—Send content to next approver in approval chain.
• Decline ()—
  • Send email to creator, notifying him/her that content was declined.
  • Remove content from approval chain.
• Edit ()—Invokes the editor. From here, the approver can change the content.

  NOTE: An approver can edit the content and publish it, unless Force All Approvers is set, in which case an edit by any approver would cause the approval chain to start over.

For this example, choose Publish.

Second approver

Second Approver

After the content is approved, the next approver in the approval chain receives an email saying that the content is ready for approval.

EditorInChief logs in to Ektron and accesses the Workarea. The Workarea has an Approval folder with the content awaiting approval. EditorInChief navigates through the Approval folder to the content Red Sox win World Series.

From this window, EditorInChief can view information about the content, including title, go live date, user who created it, and so on. EditorinChief then clicks the content to be approved.

This window is similar to the previous approver’s but includes a Publish button at the top of the screen. The EditorInChief has a Publish button (instead of a Submit button) because this user is the last approver in the approval chain. When the EditorInChief approves the content, it is published to the website.

Like the Sports Editor, the EditorInChief has the following options:

• Publish—Publish the content.
• Decline
  • Sends an email to the creator, notifying him/her that content was declined.
  • Removes content from the approval chain.

• Edit —Invokes the editor. The approver changes the content.

  NOTE: An approver can edit the content and publish it, unless Force All Approvers is set, in which case an edit by any approver would cause the approval chain to start over.

After reviewing the content, the EditorInChief decides it is great and publishes it. At this point, the content becomes live on the website, and the approval chain is complete. The user who created the content receives an email notification that it was published.

Setting the Approval Method

The Approval Method determines if content must be approved by all users in the chain, or only users higher up in the chain than the user creating the content or making edits. The approval method affects the approval process only if the person submitting content for publishing is a member of the approval chain.

Two approval methods are available.

• Force All Approvers—All users in approval chain must approve the content, beginning with the first.
• Do Not Force All Approvers—Approvers after the user submitting content in the approval chain must approve the content.

For example, assume the approval chain order is set as follows:

1. Content contributor
2. Department Head
3. Web Master

If the Approval Method is Force All Approvers, and the Department Head submits content, the content must be approved by the content contributor, then the department head, and the Webmaster before it is published.

If the Approval Method is Do Not Force All Approvers, and the Department Head submits content, the content must only be approved the Webmaster before it is published.

Prerequisite

If the approval chain is inherited, you must break inheritance.

By default, the approval method is set to Do Not Force All Approvers. To change the approval method for a content folder or item:

1. Click the Content tab.
2. From the left frame of the Workarea, select a folder.
3. Choose View > Language and select the language of the approval chain you want to view.
4. Choose View > Properties.
5. Click Approvals ().
6. Click Edit (). The Edit Approval Method screen appears.
7. Select an approval method by clicking the applicable radio button.
8. Click Update.