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Setting Up Your CMS Folder Structure
Folders are containers for contenttypes of content include HTML, XML Smart Forms, forms, polls, surveys, DMS documents, Office documents, multimedia, blogs, Web calandars, discussion boards, assets, and content imported from Sharepoint.. Ektron provides the following types of folders:
At their core, all Web content management systems serve the same purpose: to manage content. The only real difference among systems is the way in which that content is used. You can divide content into 3 categories:
The following base CMS folder structure uses the 3 categories to organize your content to provide sufficient separation of roles, search scopes, and content purpose to satisfy most Ektron implementations. You can further sub-divide the structure. The structure may be your root architecture in a single-site instance, or developed within site folders in a multi-site environment.
This structure lets you clearly identify configuration roles, resource roles and content versus page layout roles with user groups and setup permissions accordingly. The folder structure gives you an easy means of keeping unwanted content from showing up in the site search results by having clearly defined locations for the various content types and functions.
By dividing the content data into categories that are based on how the content is used in the application, everything else falls into place more easily.
The following menus and button appear across the top of the View Contents of Folder screen. Depending on your permissions, you may not see all menu options.
For information on Add Asset (), see Working with Assets in the Document Management System.
Lets you create and upload new items into a folder.
Lets you display information about content in a folder.
Lets you delete folder or content within folder.
Lets you perform actions on the folder or content within the folder.
The View Contents of Folder screen features a context-sensitive, drop-down menu of options you can perform for content.
The options depend on several factors, such as
To see any content item's menu options:
The View Contents of Folder screen lists the following information about each content item.
To view a folder, follow these steps.
NOTE: You can only view folders for which your system administrator has granted permission. See also: Managing Folder and Content Permissions
NOTE: The View menu option lets you filter content by type. For example, you can set it to view only HTML content. Therefore, you may only see content of a selected type in the folder.
To organize content on your website, create folders to store related content. See also: Planning Your CMS Folder Structure
You can modify the folder’s properties, permissions, workflowa core element of Ektron, workflow lets you set up a sequence of approvers who control the publication of content to your website., and so on.
The folder properties screen lets you set permissions and
Only members of the Administrator Group and those assigned to the Folder User Admin role can view, add, or edit folder properties. (See also: Defining Roles).
In addition, if a user is not a member of the Administrators Group, the user must be given permission on the View Permissions for Folder screen. (See also: Managing Folder and Content Permissions).
NOTE: If you are using an eCommerceAs of Ektron version 9.10, Ektron has discontinued new development on its eCommerce module. If you have a license to eCommerce, you will continue to receive support, but if you need to upgrade, contact your account manager for options. catalog, see Creating Product Types and Catalogs for a description of the Product Types screen. If you are using a Web Calendar folder, see Viewing System Calendar Properties.
The Properties screen lets you set the following folder properties, arranged by tab:
This style sheet affects content being edited. It does not necessarily affect the content’s appearance on your website. To set or edit the style sheet that determines your Web pages’ appearance, open the page’s Web form and place a
<link rel=”stylesheet”...tag within its
<HEAD>tags. If desired, you can identify the same style sheet in both locations. To include user-selectable styles, they must be generic classes.
The Ektron editor ignores the CSS custom properties
visible. To address this problem for Internet Explorer, replace them with the custom CSS properties
localeRef, caption and
visible. For other browsers, use the custom CSS selectors
unselectable (same as
visible: false). To achieve cross-browser compatibility, use both approaches. Non-IE browsers have no equivalent for
Taxonomy tab—See Assigning Categories to a Folder
Templates tab—See Working with Templates
Flagging tab—See Assigning a Flagging Definition to a Folder
Metadata tab—See Working with Metadata.
Product Types tab—See Creating Product Types.
Breadcrumb tab—See Creating a Sitemap Breadcrumb Trail
Site Alias tab—See Creating a URL Alias for a Site
Aliasing tab—See Creating User-Friendly URLs with Aliasing
You can copy a folder and paste it into another folder. Or you can cut and paste one folder into another. Cut and paste is synonymous with move.
These users can copy or move folders.
See also: Defining Roles
You can delete obsolete folders from the Ektron website.
NOTE: The top-level folder, Root, cannot be deleted nor renamed.
WARNING! Deleting a folder permanently deletes the content and Quicklinks that belong to the folder and all of its subfolders. You cannot retrieve deleted content.
NOTE: Only certain users are allowed to delete Ektron folders. See Change Auditing.
WARNING! Purging permanently deletes content. You cannot retrieve purged content.
The Purge History option lets you delete historical versions of content in a folder. For more information on content versioning, see Managing Versions of Content.
Purging is generally performed due to storage space concerns or to clear away obsolete versions before going live or migrating a site. Before purging, make sure you are aware of any organizational or legal data retention policies.
When purging, you can:
Only members of the administrators group and users identified on the Manage Members for Role: Folder User Admin screen can purge history.
To purge the history for a folder:
Permissions determine which actions Ektron users and user group members can perform on content, library items, and content folders. For example, you let your Webmaster perform advanced actions, such as adding folders, editing folder properties, and deleting folders. At the same time, you let content contributors only view, edit, and add content.
You can set permissions for a folder or content item. Content item permissions override the associated folder permissions. When you assign permissions to a folder, they affect all of its subfolders and content unless you break inheritance for a subfolder or content item.
Unlike some folder properties (such as workflow), permissions are not language-specific. They apply to all language versions of a content item.
Only Ektron administrators and users identified on the Manage Members for Role: Folder User Admin screen can set permissions. See also: Using the Roles Screens
NOTE: Use the Roles screens to assign permissions not defined in the Permissions screen, such as the ability to create tasks. See also: Defining Roles
NOTE: You can view and update permissions for membership users by selecting Membership users from the User Type drop-down menu; see Assigning Membership Permissions.
IMPORTANT: Members of the administrators group have all permissions for all Ektron folders, whether or not they appear on a folder’s permissions screen.
You manage the following permissions through the Permissions screen.
To access the Permissions screen:
The Permissions screen displays each user or group’s abilities to act 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
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.
By default, folders and content items inherit permissions from their parent folder. You have 2 options for modifying folder or content permissions.
IMPORTANT: You cannot break inheritance if you are using advanced workflow, and any content in the folder is in Submitted status.
IMPORTANT: You cannot restore inheritance if you are using advanced workflow, and any content in the folder is in Submitted status.
* 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 assign only Read Only permission to a Membership user or group. See also: Membership Users and Groups.
NOTE: Check Enable All to assign all permissions on the screen.
IMPORTANT: If a user or group is assigned to an advanced workflow, before you can delete the user or group, you must remove it from all workflows. See also: Editing an Advanced Workflow for a Folder, Editing an Advanced Workflow for Content
NOTE: When you delete the permissions of a user or user group, that change is propagated to all subfolders and content that inherit the permissions. Also, if the user or group was part of a workflow, they are removed from it.
IMPORTANT: If a user or group is assigned to an advanced workflow, before you can edit the user or group, you must remove it from all workflows. See also: Editing an Advanced Workflow for a Folder, Editing an Advanced Workflow for Content
NOTE: Remember to toggle between standard and advanced permissions.
For an overview of permissions, see Managing Folder and Content Permissions.
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 user Traverse Folder permission for the 2 folders above Book Store: CMS400Demo and Folders (root folder).
- Traverse permission to the folder containing the content, and all folders above it
- Edit permission for the content
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.
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