Frequently Asked Questions
Answers to common questions about CMS and the UC Davis Web Content Management Initiative.
Please feel free to submit a question to add to this FAQ.
Categories:
About Web CMS
Q. What is content management?
A. In the context of the Web CMS initiative, content management involves all aspects of the creation, publishing, sharing and storage of information that eventually appears in a UC Davis Web site.
Q. What is a content management system (CMS)?
A. CMS is software that stores and organizes content, and information about how it can be used and presented. CMS integrates and centralizes tools and mechanisms for accessing, editing and publishing information.
Q. How does a CMS work?
A. CMS is software that stores and organizes content, and information about how it can be used and presented. CMS integrates and centralizes tools and mechanisms for accessing, editing and publishing information.
Q. How will a CMS benefit my department or business unit?
A. At UC Davis, responsibility for Web site maintenance falls to many people in different locations and with varying skills. The CMS will greatly reduce the amount of technical knowledge required to create and maintain Web sites, and will empower staff who already author and manage content to do so directly without specialized technical training.
A CMS separates the Web creation and update processes from the design and technology needed to maintain a site. By making content management less dependent upon technical coding skills and local IT resources, the publication process is streamlined and the maintenance workload greatly reduced.
Additional benefits include:
- Speed and ease of content updates
- Content stays timely
- Permission-based publishing (improved security)
- Increased compliance with federal laws concerning access to information for people with disabilities
- Automated link maintenance and spell checking
- Design and branding consistency
- Version control
- Improved workflows and more efficient use of human resources
Function and usage
Q. How do I apply to use the Web CMS?
A. The specific processes associated with adopting and migrating sites into the Web CMS are currently being finalized. Adopters will be required to meet certain prerequisites, including compliance with campus Web, branding, communications and accessibility standards, attendance at Web CMS training sessions, and configure a secure transport connection between the CMS system and a target Web server that will serve as the publishing destination for content managed within the system. Prior to deployment, the Web CMS implementation committee will broadly publicize adoption procedures and provide the tools and information necessary to facilitate the process.
Q. How much flexibility will the system provide?
A. While CMS Web sites are template based, it is possible for different sites and site pages to be based upon different templates. Certain UC Davis branding, identity, and content requirements will need to be met for all sites, but the capacity for individuality in distinct Web sites will be retained.
Cascade Server employs a multifaceted system of templates, XSL stylesheets, CSS and modular components (called "blocks") to provide a significant degree of flexibility in the types of content that can be published to your Web sites, as well as in the presentation, layout and overall appearance of your site's pages. A number of color, page type and layout options will initially be provided, and the number of options will grow as the system is used on campus.
Q. Will everyone have to use the same template?
A. No. Yes, clients may develop new templates and other components that comply with all relevant campus policies, subject to the approval of the CMS Implementation Committee and administrator. For example, custom templates are currently being collaboratively developed for and with the School of Veterinary Medicine and the School of Law, and the School of Education will be following soon.
Our hope is that the community of CMS users and developers will share new modules and system components as they are developed and tested.
Q. Who decides what templates will be available in the system?
A. The first set of templates will be developed by a subgroup of the implementation committee that includes designers and technologists representing some of the schools, colleges, departments and units participating in the deployment process: College of Engineering, School of Veterinary Medicine, Academic Senate, Offices of the Chancellor and Provost, John Muir Institute for the Environment and University Communications. After deployment of the Web CMS, a formal mechanism for requesting, developing and implementing additional templates, page types, blocks and other components will be created and put in place. Decisions about new templates and components will be guided by consideration of utility, ease of use, compliance with federal accessibility laws, cybersecurity, campus design and branding consistency and ease of system management.
Q. How were the CMS templates chosen?
A. Over a period of several months, the template subcommittee evaluated representative campus sites, considered broad content and publishing needs and developed a flexible template system that supports site requirements while satisfying the goals and objectives of the Web CMS initiative. Due to time and human resource constraints, a core subset of the potential array of templates will be available initially. This set reflects the requirements of the first sites that will be migrated to the system. Eventually, a comprehensive suite that includes a broader range of color, style and page layout options will be made available within the CMS.
Q. Who can use the Web CMS?
A. The Web CMS will be offered campus-wide to academic and administrative units as part of the broad initiative to encourage use of more efficient, effective and accessible Web resources and practices. In general, entry will be provided on a “first come, first served” basis (exceptions will be made to meet strategic campus communications goals and objectives). The Implementation Committee will establish the order of priority, when necessary. Adopters will be asked to agree to the Web CMS terms of use, and to abide by certain requirements.
Q. Do I have to use the Web CMS?
A. No. We recognize that the Web CMS cannot meet the specific and individual functional, technical or publishing needs of every single unit and department on campus. Furthermore, it is understood that many site owners already have the resources, tools and capabilities required to publish and maintain standards-compliant, current Web content. Therefore, use of the CMS is not mandated.
Q. Will I be able to modify the HTML code of Web site pages that I manage?
A. Absolutely. While we imagine that most content managers will prefer to use the system's robust WYSIWYG content editor, the system also provides direct access to a page's underlying HTML code. If granted access to do so, a contributor may edit the markup directly.
Q. Will the system ensure compliance with accessibility standards?
A. The system provides validation tools and other mechanisms that facilitate the creation of standards-compliant Web content. However, no CMS can completely prevent users from creating and publishing Web pages that fail to meet Web and accessibility requirements. We strongly urge that CMS adopters familiarize themselves with current and broadly accepted Web publishing, accessibility and campus practices. To support this goal, CMS adopters will be provided with training.
Q. Will there be tools for reviewing, editing and approving Web content before it is published?
A. Yes. Content contributors (authors) have the capacity to preview site pages "inline" before they are submitted for review, approval and/or publishing to the Web server. Additionally, individuals with appropriate permissions are able to preview site pages throughout the review and approval processes that comprise CMS workflows. If necessary, site managers can also employ custom/enhanced workflows that include steps requiring that new or revised pages be published to a staging server for additional evaluation prior to going "live."
Q. Can I undo changes or revert to previous versions of pages on my site(s)?
A. Cascade Server maintains a full version history on each asset in the system similar to a multi-level undo whereby users can revert to a previous version at a later date. As changes are made to any asset in the system, Cascade Server keeps track of the changes in separate copies of the asset called Versions. Each version has a timestamp that allows users to see when the change was made. A version may be either previewed, which shows the user what the asset looked like at that point in time, or activated, which means that the current state of the asset takes on the content of the specified version. Activating a version does not wipe out the current version for an asset. The current version becomes versioned as well, allowing you to effectively "un-do" the activation.
Q. Can I pull dynamic content into the CMS? (Cold Fusion etc.)
A. Yes. Server-side scripting code such as JSP, ASP, .NET, etc. can be embedded into published files or pages. The system employs specialized XML comments, called "Code Sections," that go through string processing during the rewrite phase of file and page rendering, allowing for code to be executed on the server side at the target publishing destination. Code sections can be embedded in a block, template, stylesheet, the default region of a page or in the text of file.
In addition, content from the system can be published as files with any desired file extension. For example, from a single content repository, multiple sites can be managed, each with different scripting languages like ASP, ASPX, PHP, CFM, SSI, and JSP. The system supports managing content that is published to multiple servers in a distributed environment.
Management and administration
Q. How will Web sites be managed?
A. Cascade Server's flexible architecture and publishing model allows unlimited sites to be managed by a single interface. Within Cascade Server, individual sites are represented as folders in a hierarchical folder tree. Site managers designated by the unit or department that owns the site will be granted administrative control of their site folders - to create and manage content, or to grant access and content management permissions to other users (i.e., "Contributors," "Approvers" and "Publishers").
Cascade Server features a robust publishing engine designed to "bake" files out and synchronize those files with one or more production servers hosted and maintained at the departmental level. Assembled content is transformed into native XML files, standard HTML, and/or files of additional specific types defined within the system. When the content is published, the information is completely decoupled from the CMS, allowing it to operate independently in any standard Web hosting environment.
Q. How will users be managed?
A. Within their sites, site managers will have the ability to control user access at the site, folder or individual asset level. Roles assigned to each user in the system determine which tasks that user may perform. To facilitate user administration, site managers can define groups, to which roles can be applied.
Cascade Server has been adapted to employ CAS authentication for users with a campus identity. Users without campus identities can also participate in the use of the system, but must be added manually, and will sign in using Cascade Server's built-in authentication mechanism.
Q. What are the various user roles provided by the system?
A. In Cascade Server, the abilities of a user are defined by the role(s) that user is assigned. These roles may be assigned explicitly through the user management system, or they may be inherited from the groups to which that user currently belongs. Roles outline the access rights for individual users.
There are five basic roles in Cascade. Starting with the most basic user level, they are:
- Contributor: allows basic content management capabilities.
- Navigate through the site structure
- View content
- Edit content
- Create new content using Asset Factories
- Copy items
- Delete items
- Approver: allows the same actions as the Contributor, allows the user to take part in the workflow process and to review and approve (or reject) content that belongs to an active workflow.
- Navigate through the site structure
- View content
- Edit content
- Create new content using Asset Factories
- Copy items
- Delete items
- Approve or reject content in a workflow he/she is assigned to.
- Publisher: allows the same actions as the Contributor and Approver, allows the user to push content out to a live site, either by completing workflow that contains a publish trigger upon completion or by selecting assets he/she has access to and selecting to publish them.
- Navigate through the site structure
- View content
- Edit content
- Create new content using Asset Factories
- Copy items
- Delete items (write access only)
- Approve, Publish, or reject content in a workflow he/she is assigned to
- Bypass workflows to publish content directly upon editing
- Cancel publishing jobs he/she has initiated.
- Manager: used to assign administrator-level privileges to a site or sub-site. Since roles are cumulative, managers have all of the powers of the roles beneath them (publisher, approver, contributor) as well as the power to bypass workflow.
- Administrator: full, uninhibited access to any asset and/or area of the system.
Departments can exercise administrative-level control over their sites in the CMS, That level of control can be provided on a per-site basis, if departments require it and if they have the local technical expertise to make appropriate use of it. Not all departments will need this, of course.
Q. Will there be a charge to use the CMS system?
A. At this time, there are no fees to use the CMS to manage Web sites. Funding models to support ongoing Web CMS costs are currently under discussion. Information regarding adoption costs will be published as soon as it becomes available.
If, at some future date, fees are imposed for use of the CMS, clients who decide to opt out of the CMS at that time will still own and control the published site formerly managed within the CMS.
Q. I've heard some units on campus will be excluded from using this new software. Is that true?
A. No. The Web CMS will be made available to all departments and business units on campus that manage official UC Davis Web sites and pages. However, some units may opt not to use the system because it does not fully meet their specific and unique requirements, because of internal technical preferences or other conflicts, or for other technical or operational reasons.
Q. When will the system be available for broad campus use?
A. In June 2009, the CMS began allowing entry into the system, primarily by members of the CMS Implementation Committee, in what may be characterized as a “soft launch” in order to provide the maximum amount of concentrated effort toward insuring a successful full scale rollout. Sites are currently being managed and published from the production CMS server hosted by the Data Center with 24/7 support. A more formal, publicized rollout will occur beginning mid-September, once the terms of use have been finalized.
Please check the Web CMS project site for up-to-date information pertaining to the rollout of the system, or contact the initiative's project manager directly.
Q. What kind of training will be available?
A. A core component of the Web CMS initiative is the development and implementation of a comprehensive training program to prepare new Web CMS users prior to system adoption, to educate staff about Web standards, system capabilities, and usage requirements, and to promote the evolution of our use of CMS on campus. The implementation committee is developing a broad and multifaceted curriculum that will employ a variety of tools for ensuring that CMS training will be relevant, useful, accessible and current..
Q. What are the requirements for using the system?
A. Specific requirements and terms of use are currently being defined. In general, system adopters will be required to agree to Web CMS terms of use and to meet certain prerequisites, including compliance with campus Web, branding, communications and accessibility standards, attendance at Web CMS training sessions, and access to a target Web server that will serve as the publishing destination for content managed within the system.
Technical
Q. Is the system be secure?
A. Yes. A number of mechanisms will be available for securing Cascade Server. The Web front-end of the CMS can be deployed using HTTPS, and content publishing transports can be constrained to FTPS and other secure protocols. In addition, system access control lists can be integrated with the central campus CAS authentication standard to eliminate the need for independent user management methods.
Q. Do I need to use my own Web server?
A. Yes. Cascade Server serves only to manage Web content and does not provide hosting functionality. Because of the "decoupled" nature and the publishing paradigm employed by the system, sites managed within Cascade server are hosted independently of the CMS. As such, site owners will need to provide a target Web server that will serve as the destination for Web content and other assets that are published using the system. Your Web server can operate under any operating system and technology platform you choose, but must allow contents to be uploaded via a secure FTP transport.
Q. Does the system integrate with campus CAS authentication?
A. Yes. The CMS allows for custom authentication using the widely adopted CAS authentication plug-in (casclient.jar), enabling Cascade users to authenticate directly to central campus identity management systems. For non-UC Davis users, visitor ("Guest") accounts can be established via IET to provide access to the CMS as required.
Q. How do I report a bug?
A. Hannon Hill maintains a central (JIRA) bug tracking resource that client delegates can use to report and track bugs. When the system is deployed, CMS users will be able to contact UC Davis' delegates, who will coordinate the posting and tracking of problems and issues.
Q. How do I request new features?
A. Hannon Hill's product roadmap for Cascade Server is driven by feature requests that are identified and collaboratively voted upon by its clients. To request new features, contact UC Davis' product delegates, who will coordinate the posting of your request and submit votes on your behalf.
Q. How do I submit/request a new template?
A. After deployment of the Web CMS, a formal mechanism for requesting, developing and implementing additional templates, page types, blocks and other components will be created and put in place.
Q. What file transports are supported by the system?
A. Currently, the system supports content publishing via FTP, SFTP, file system and database transports. Under our implementation, SFTP will be supported. Additional transport types, including WebDav and FTP/S (SSL over FTP) are under evaluation.
Last updated: 6 October 2008