Once you are satisfied with the content you have edited or created, you submit it for approval so that it can be published and made available on the public website.
When you click the Submit button, the Content Management System (CMS) workflow begins. This means that all content flows through an approval chain, with the following components:
Author: This is the person who creates the content (text, images, etc.) and/or page. When the author submits something, it goes to the website’s approver.
Approver: This is the person who approves or rejects the submission at the unit level. It may be the department chair, an office director, or whomever the website creator designated in this role. Once the approver approves the submission,
he or she submits it to the editor. Approvers may also create and submit new content and/or pages.
Editor: This is a member of the Digital Team. The editor may approve the content, with or without editing, or decline the submission. If the editor approves the content, it becomes published and will be available on the public website
by the next morning.
Note: If you are a content approver, clicking Submit (or Publish) sends content straight to the editor.
Important: Items submitted to the Digital Team by 2:00 p.m. will be published and appear on the live site by the following morning. Items submitted after 2:00 p.m. will probably also be published for the next day, but this is
not guaranteed. If something is submitted after 2:00 p.m. and it absolutely must be live by the next day, please send a message to the Digital Team at firstname.lastname@example.org explaining the urgency.
To update your website’s list of web maintainers, please submit an ihelp ticket with
details. Note that approvers can only be IUP faculty or staff members.
The CMS workflow system has the option to inform web authors and approvers by email when a submission has been approved or rejected.
If a submission has been rejected—either by the site approver or the editor—the reason should be included under the Comments tab of the item to explain why it was rejected and how it should be changed. Based on those comments, the author
should rework the item as necessary and resubmit it for approval.
In order to be notified by email when submissions have been approved or declined, you need to enable system notification email in
your user profile within the CMS. (This will also allow website approvers to be informed when items have been submitted for their approval.)
You can also see the current status of items by clicking on the folder where the item is located. Look for the Status column.
All of the editing and creating of website content takes place on the Staging server, not the “live” Production server. At 4:00 a.m. each morning, all published content on the Staging server goes live in a process called “eSync.” During eSync, the entire
published contents of the Staging server are copied to the Production server.
(This is why all editing must be done on the Staging server, never on the Production server. If content is edited or created on the Production server, it will be wiped out during eSync when the Staging server version
is copied to Production.)
You can view content you have submitted for approval, even before it is published, by choosing Content Preview Mode. After you have logged in to Ektron, the yellow “Enter Content Preview Mode” button will appear at the top right of all web pages.
By selecting Content Preview Mode, you can view unpublished content or changes on the web page. This is especially helpful when placing a new content item into a page layout. See Previewing a Page Layout.
Remember, content that has been submitted can still be edited by the submitter, even if it has not yet been approved. (Content that has never before been published will not be visible unless in Content Preview Mode.)
Only html content can be seen in Preview mode. PDF, Word, and other such uploaded files are not able to be viewed until they are published. The same applies to most metadata changes.
News posts are the only content item able to be previewed while being edited. Please see Previewing a News Post.
Any time you edit a content block, it is first checked out to you. This process ensures that only one person has access to edit that content at any one time, preventing accidental overwrites from occurring.
The content remains checked out to you until one of the following occurs:
Remember, IUP web pages are assembled from different content blocks. The check-in/check-out process works for individual content blocks, which means that two or more people can work on the same web page at the same time, but on different content blocks.
Please make sure to check in or submit your content when you are done working on it. If you are unavailable and someone else needs to make changes to a content block that is checked out, an administrator will need to be asked to forcibly check in the
content block to make it available. Nothing should be checked out unless it is actively being edited.