1. From global navigation bar, select: Content, then Pages
2. From page view, select: Upload
3. Either drag and drop an image or document from your desktop, then 'Start Upload' or 'Add' an image/document and select from a file on your computer then, 'Open' and 'Start Upload'.
4. After image/document has uploaded, publish it.

if you publish the page without the image/document being published first, the page may reflect a broken image or 404 error for an unpublished document. It is a good practice to publish them immediately after upload for this reason. Don't forget to publish the page you added the uploaded image or document to.

1. Put the cursor on the location where you want the image or document
2. Click the 'Insert/Edit Image' or 'Insert/Edit Link' button in the toolbar
3. Click the 'Browse' button to the right of the text box
4. Find where the image/doc is located and select it. Some accounts store them at OU home icon: Select _resources, images, then view the images by right clicking over an image and select open. You may either use back arrow to return to images or "Cancel".
5. Browse to the image/document you want, then click on it and click "Select File"
6. Enter an image description, which describes the image for non-sighted people using assistive technology. The image description must be greater than seven characters, and cannot contain the word "image" or "picture" in the description. If this is a decorative image, like a bullet icon, then check the "decorative image" box. This will assign a null value to the image description, and will be ignored by assistive technology, screen readers.
7. Click "Insert"
8. After image/document has uploaded, publish it.

Warning: if you publish the page without the document being published first, the page will reflect a 404 error (publish the document). It is a good practice to publish them immediately after upload for this reason.

1. Put the cursor on the location where you want the image/document
2. Click 'Upload'
3. Click in box next to 'Overwrite Existing' box
4. Either use 'Add' button and select an image/document then select 'Open' or drag a file from desktop
5. The filename and size of file will appear
6. Select 'Start Upload'.
7. It will inform you of successful completion
8. Click "Insert"
9. Once image/document is uploaded the window will close automatically

Decisions

Image size decisions must be made within each area, either on an account-wide basis or on a site-by-site basis. Occasionally there may be a reason to change the size for a section but it will only matter; if a low-resolution image is used or the images will go into a carousel (they must be the same size within the carousel). Consult with your OU Account Administrator regarding image sizes for your website(s).

Size Limit

1. There is a size limit of 1MB for uploaded images. If you receive this error message upon uploading it: 'Exceeds upload size limit (size of file here)', and the image size is under 1MB, the image was probably named incorrectly. Rename the image before uploading it again.

Naming Convention

• use lower case
• hyphens between words
• keep names brief but clear
• using an apostrophe is not allowed.

The recommendation is to only use the following characters:

• lowercase letters (a - z)
• numbers (0 - 9)
• hyphen (-), underscore (_), and period (.)

We recommend using hyphens as word separators because they are recognized as such by search engines. Use underscores only when there would be confusion otherwise such as a hyphenated last name (e.g newton_john). Periods should only be used for file extensions, as they can be confusing when used elsewhere in filenames, and some systems/applications don't support it.

In cases like O'Neil, use either oneil or o-neil. If this is for a particular site and there is a chance to document it, pick one and stick with it.

1. Publish images after uploading them to avoid broken images after you publish the page using the image.
2. Keep all images in an image folder.

Note: if the extension is missing from the file name (e.g. .jpg or .doc) you may receive a message indicating the file has exceeded the size limit. Try saving it again with the appropriate extension for a successful outcome.

LDP option is in the college template.

1. From page view; enable LDP through Properties option (user level 6 or higher).
2. Select LDP.

PNG format is recommend over JPG format to minimize seeing unwanted compression artifacts.

Note: LDP is meant for displaying multiple images, not a single image. For single image, from Properties, select Hidden instead of LDP Gallery and insert an image.

Internal page links references pages in OU websites.

Every page, document and image on OU websites are given a unique dependency tag identifier. By inserting the dependency tag in a link, content throughout the site will be automatically updated when the linked content is moved or renamed.

Example of a what this page’s dependency tag looks like:

• Within the Editor, select the text for the link.
• From the toolbar, click the Insert/Edit Link button.
• The Insert Link Modal will appear.
• If you know the dependency tag for the page you are linking to, type it into the text field next to URL.
• Most times you won’t know the dependency tag. To look it up, click the button with a folder and magnifying glass icon (to the right of the URL Text Field).
• The Select File Modal will appear.
• From the drop-down menu in the upper right corner, select Production.
• Using the folder structure in directory on the left, navigate to the page you wish to link to.
• You will automatically be in the same section of the page you are currently editing.
• If you wish to link to a page outside of the section you are currently in, use the blue breadcrumb links at the top of the modal to navigate to other sections of the site. Click on www to be taken to the root directory.
• If you’re not sure which folder the content is in, use the content page’s URL to help you figure it out.
• After you have found the file you wish to link to, you need to edit or add the text you wish the link to display.
• In the text box next to Text to Display, type how you would like the link to appear on the page.
• Note: If you highlighted text before clicking the Insert Link Button, the words you highlighted will automatically appear in the Text to Display text box. You can change this or leave it as is.
• Once you have the URL (dependency tag) and entered the Text to Display, click insert.
• You will be returned to the Editor for the page and the content you highlighted will now be a link.

You may also link to external websites. Use caution when doing this as you cannot control other websites. If the site you are linking to changes, moves, or closes, you will be left with broken and outdated links. If you choose to link to an external site, be sure to review your pages consistently to ensure links still work.

• Within the Editor, select the text for the link.
• From the toolbar, click the Insert/Edit Link tool.
• The Insert Link Modal will appear.
• Type the full URL into the text field next to URL. Be sure to start with http:// or https://.
• Next, you need to edit or add the text you wish the link to display.
• In the text box next to Text to Display, type how you would like the link to appear on the page.
• Note: If you highlighted text before clicking the Insert Link Button, the words you highlighted will automatically appear in the Text to Display text box. You can change this or leave it as is.
• Once you have the URL and entered the Text to Display, click OK.
• You will be returned to the Editor for the page and the content you highlighted will now be a link.

When inserting a link, it will be added as a default red hyperlink. But, you can also choose to insert the text as a button.

• Within the Editor, select the text for the link.
• From the toolbar, click the Insert/Edit Link tool.
• The Insert Link Modal will appear.
• Type the Dependency Tag or external URL into into the text field next to URL.
• In the text box next to Text to Display, edit or add the words you want the button to say.
• Use the drop-down button next to Class to select the type of button you want. Note: You will have to scroll down to get to the Button Style Options.
• The button styles will be displayed as is in the drop-down menu. You can also view the names and styles of buttons in our visual style guide.
• Once you have selected the class i.e. the style of the button, click OK.
• You will be returned to the Editor for the page and the content you highlighted will now be a link.

• From the Editor, click on the link you wish to edit. You do not need to highlight it, just make sure your cursor is somewhere inside the link.
• From the toolbar, click the Insert/Edit Link tool.
• Alternatively you can right-click on the link and select Insert/Edit Link.
• The Insert Link Modal will appear and show you the current link information.
• You can change the URL or the text to display or the button class.
• If the link is currently a button and you want it to just be a link, select (not set) from the drop-down menu.
• Once you have made your changes, click OK.
• You will be returned to the Editor for the page and the link will be edited.

Links to Internal and External Pages

If you want to remove the link and the text, simply highlight the entire link and click backspace or delete from your keyboard.

If you wish to remove the link, but keep the text you should:

• From the Editor, click on the link you wish to edit. You do not need to highlight it, just make sure your cursor is somewhere inside the link.
• From the toolbar, click the Remove Link tool.
• The link will be removed but the text will stay.

Removing a link to a PDF does not remove the PDF. Even once the link is gone, the PDF will remain live and thus searchable through Google or other search engines. If you wish to remove both the link and the PDF, you should:

• Follow the regular steps of removing a link.
• Contact your account administrator to have them delete the PDF file from the production server.

1. Open a web browser (e.g. Chrome, Mozilla Firefox, etc.)
2. Go to the web page to be edited then scroll to the bottom of the page.
3. In the footer, click on the “Last Updated (modified date)”
4. At the SDSU Shibboleth Login screen, enter your SDSUid username and password
5. Once logged in, the web page will open with edit screen but the appropriate green tab must be selected (there may be more than 1) to start editing.
6. Only after a green tab has been selected will the icons appear and editing may begin (notice the background will darken and the active editable region will lighten.)
7. Save and exit when editing is complete. View changes in Preview mode (this is how the page will appear when published) if everything looks as expected, either submit or publish the file (only 1 option will be available based on how your account is set up).
8. To update a different page in the website, select Content and/or Pages (Pages option will appear when mouse is placed on Content in the Global Navigation Bar) to see the structure of the website. Then navigate through file structure to get to the next page to be updated.

From the Global Navigation Bar, select: Content then Pages (from drop-down menu)

Page view will appear:

Select option: (template options will appear)
Choose: New Section - a New Section window will open, complete the fields as specified under each field:

• Folder Name - * all lowercase, use hyphen (-) between words, keep name brief (e.g. staff-events)
• Sectional Title (it can be removed afterwords if decided to do so)
• Template * (select: New Section)
• Page Title * (this appears in tab of rendered page)
• Description (optional)
• Tags (optional)
• Add Navigation Item - * (Yes or No)
• Overwrite Existing
• Access Group ('Inherit from Parent' is the default)
• When fields are finished, select: Create
• It will automatically open up the index.pcf of the new section: start populating your homepage with data.
• Save and exit the changes when done.
• Select: Preview to ensure it's ready to be tested through Publish option.
• Select: Publish option then 'Run All' test to check for spelling and accessibility errors. If errors are indicated, close window, don't publish yet.
• Go back into index.pcf file and correct errors, test again until it test successfully.
• Prior to publishing the index.pcf, note the 2 new files in page view that were created with the new section:
  • the nav.inc (navigation.include) if you specified navigation 'Yes' for this section, any new files you create in this section will automatically populate in the navigation (except props.pcf). You must publish nav.inc or a Server Error '/' in Application will appear when you publish the index.pcf without it.
  • props.pcf (property) this file manages the contact information that appears in left column if they were checked via the Properties option of the page.

• 
• Scroll down to Contact Info then select it and Save.
• Contact information will appear in left column under navigation area. Do not publish the props.pcf. Instead, the PCF files within this directory that are affected by this update must be republished for changes to appear in that section.

• Open a page to Edit View.
• Check out the Page.
• From the Page Actions Toolbar, click the Save Version icon.
• This will bring up a modal with a box for Version Description. Enter a description to document the version saved.
• Once finished, click Save Version.

The Versions screen of a page is where you go to manage the saved versions of the page. To access the Versions screen for a page:

• Open a Page in Omni CMS.
• Check out the page.
• While viewing the checked out page, click the Versions button from the Page Actions Toolbar. This displays the Versions screen.
• On the Versions screen you will see a list of all saved versions of the page.

From the Versions screen, a version of the page can be viewed. These views of a page version are provided in a separate browser window or tab.

• From the Versions screen, hover over the row for the version.
• While hovering over the row, find View from the options column (far right).
• From View, select Page.
• The version of the page is displayed.

The Versions screen includes the ability to revert to a previous version of a page.

• From the Versions screen, hover over the row for the version.
• While hovering over the row click Revert from under the options column (far right).
• A confirmation dialog will display.
• Click Revert.
• A success message shows to which version the page was reverted.

Note: Reverting to the Version will not make the page live (in a workflow). It will only be changed to edit view. In order to publish the version, you will need to submit the page for approval.

When you view a page in Omni CMS, you will see a Page Actions Toolbar at the top of the page. This toolbar gives you access to a variety of actions. Note that the available actions change once you Check Out the page.

Page Actions Toolbar When a Page is not Checked Out

Page Actions Toolbar When you Have the Page Checked Out

The Page Actions Toolbar includes the following functionality:

• Preview: Displays the page in preview mode. This is how you can see what your page will look like once it is published.
• Edit: Displays the page in edit mode, which includes editable regions. You will need to click Edit in order to access the WYSIWYG Editor for a page and begin making edits.
• Properties: From the Properties link you will be able to access a Log of all activity for that page. Additionally, you can set reminders for the page, i.e. Set a reminder to update your page, change content, etc.
• Versions: Used to see the saved versions of the page. Learn more about Page Versions.
• Page Check: Clicking the Page Check icon displays the Page Check modal with the ability to check your page for Spelling Errors, Broken Links, and Accessibility Errors.
• Save Version: Allows you to save a version of the current page, which is a useful action to perform before other actions such as a find and replace.
• Check Out/In pages.
• Submit: Allows you to submit your page for approval to publish.

• Click Save and Exit once your final edit is complete.
• From the Page Actions Toolbar, click Preview.
• This will allow you to view the page as it will be appear live.
• Design for mobile size to ensure layout remains good for all other devices. Shrink your screen down to phone size to ensure responsive web design remains in tact.
• From the Preview, review your page to make sure that everything is being displayed correctly and adheres to the Standards and Guidelines.
• If you notice any mistakes, return to the Edit View and use the WYSIWYG editor to fix mistakes. If there are no mistakes, move to Step 2 of the review process.

Accessibility Check

The Accessibility Check is somewhat more complicated than the rest. Use our Accessibility Check tutorial to learn more about using this feature of the page check. The Page Check runs through your page and identifies any spelling, link or accessibility errors.

• From the Page Actions Toolbar, click on the Page Check Button (look for the Check icon). Note: that the Page Check button is only available if you have the page checked out.
• Click the Page Check button.
• The Page Check modal will appear where your can choose which checks to run.
• Click the “Run All Button.” This will run all page checks (Links, Spelling, and Accessibility) simultaneously.
• After running each check, the item is shown in red if there were errors, warnings, or other issues in the results. The results can be viewed by clicking Show Results under the button. The item is shown in green and will indicate “No errors are found.”
• Click the blue “Done” button when finished reviewing the results.
• If there were errors, return to the Edit View and fix in the errors using the WYSIWYG editor.
• If there were no errors, you are done with the Page Check.

After previewing your page and completing the Page Check, you are now ready to submit the page for approval for publish.

• From the Page Actions Toolbar, click Submit.
• The Submit for Approval Modal will appear.
• Write a message with any necessary directions and click Submit.
• Your message will be sent to your assigned approver.
• Your assigned approver will then review the page and either submit for approval or return the page to you to make additional edits.
• While waiting for approval, you may continue to follow the status of your edits from your Workflows Screen (under Dashboard option).

1. View the page you wish to check in Omni CMS.
2. Make sure the page is checked out to you.
3. From the Page Actions toolbar, click the Page Check button.
4. This will display the Page Check modal.
5. Click the Accessibility button to run the check.

If after running an Accessibility Check errors were found, click the Show Results link (this will be displayed under the Accessibility button on the Page Check modal).

This will display the Accessibility Check Results modal. This modal displays a list view of all problems, including likely issues. Each item displayed in the Accessibility Check Results modal includes a reference to the exact line in which the errors were found and an explanation of the problem. View our list of most common accessibility errors.

Likely Problems are items that the Omni CMS system identifies as most likely being an error, but should be reviewed by a user to determine if the problem is real or not. If you receive Likely Problems, review the problem(s) and confirm whether or not any changes need to be made.

Once you review the Accessibility Check Results, return to the Page Edit View. Using the WYSIWYG editor, make the necessary changes to fix any accessibility problems.

Once you have fixed the error(s), re-run the accessibility check to confirm that the page is fixed.

When all Accessibility Errors have been fixed, you will see a Green Button indicating that it has passed the Accessibility Check.