User Manual Sitecore Content Manager

User Manual
Sitecore Content Manager
Author:
Sitecore A/S
Date:
October 2004
Release:
Revision 4.3.2
Language:
English
Sitecore is a trademark of Sitecore A/S. All other brand and product names are the property
of their respective holders.
The contents of this document are the property of Sitecore A/S. Copyright © 2001-2004
Sitecore A/S. All rights reserved.
Sitecore USA Inc.
58 Mitchell Blvd.
San Rafael, CA 94903
Sitecore.
Content Delivery
www.sitecore.net
info@sitecore.net
T: +1 415 444 0600
F: +1 415 444 0730
Contents:
Structure of the User Manual
3
1
Introduction to Sitecore
4
2
Getting Started with Sitecore
6
3
The HTML Editor
7
4
Content Markers
10
5
Sitecore Client
13
6
Saving Records
17
7
Internationalization (Translation)
18
8
Insert Link
19
9
Working with Images and Other Media
22
10
Uploading to the Media Library
24
11
Working with Tables
25
12
Creating Records
28
13
Publication
30
14
Content Approval
31
15
Shortcuts
32
16
Content Search
33
17
Sitecore Users
34
18
Rights
39
19
Database Administration
42
20
Sitecore User Interface Controls
43
21
Tree Structure
48
22
Status Bar
49
23
Tabs
50
24
The Tool Bar
56
25
Language Version
58
26
Context (Right-Click) Menus
59
27
Task Interfaces
63
28
HTML Editor Details
64
29
Terms and Definitions
67
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The contents of this document are the property of Sitecore A/S. Copyright © 2001-2004 Sitecore A/S. All rights reserved
Structure of the User Manual
0.1
Formatting of This Document
Orange indicates systematic instructions.
Critical information is displayed in blue.
Helpful advice is displayed in green.
0.2
Using This Document
Sections 1 through 16 of this document describe how to use the capabilities of Sitecore.
Sections 17 through 28 provide detailed explanations of the system. Section 29 provides a
glossary of terms and definitions.
This User Manual supports different Sitecore roles:
•
Content Maintenance-oriented Users typically use Sitecore’s Content Markers
which provide a highly intuitive mode of access. Sections 1 through 6 and 20
through 28 should be most relevant to this group of Users.
•
Approval- and Publish-oriented Users generally work in the Sitecore Client, a
browser-based User Interface providing a superset of the functions provided by
Content Markers. Descriptions of these utilities appear in sections 1 through 16 and
20 through 28.
•
Development- and Administration-Oriented Users should be familiar with all
functionality including Database Tasks and User access configuration.
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The contents of this document are the property of Sitecore A/S. Copyright © 2001-2004 Sitecore A/S. All rights reserved
1
Introduction to Sitecore
Sitecore is a software program running on an IIS web server allowing Sitecore Users in
various roles full control of the information and organization of any number of published
websites available (read-only) to a larger audience or the internet. Sitecore tools are not
visible to ordinary web browsers; administrators explicitly and specifically granted access to
Sitecore affect the site’s content.
Most websites consist of content in the form of text, images and binary media such as PDF
and Flash. The structure of any textual information can be broken into fields such as title
and body to facilitate its maintenance and reuse, such as dynamically generating navigation
based on the “link title” fields associated with various records or generating multiple views
for print, PDA, Wireless and other implementations.
As opposed to early attempts at web development and content management, Sitecore
considerably simplifies the process of maintaining this content, providing a great degree of
control. There are a variety of advantages to the Sitecore approach that reduce time-to-web
and total cost of ownership while increasing business value and return on investment.
Sitecore leverages the latest web technologies to separate the various roles involved in site
maintenance including content (xml), layout (aspx/ascx), presentation (xsl), style (css) and
application (C#/JavaScript) developers. Non-technical Sitecore Users should be able to
perform most common content maintenance functions without any specific web development
training and only minimal Sitecore training (such as this document or an even smaller “cheat
sheet”).
In many cases, there is a direct correspondence between the view provided through the
Sitecore browser-based client User Interface and the published site, as demonstrated in the
following example:
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In this example, the site structure shown in the left-hand pane of the Sitecore Client directly
matches the left-navigation of the site itself, and the content fields in the right-hand pane
map directly to the content items on an individual page.
Distribution of Ownership
One major advantage of Sitecore is that administrators can easily manage profiles such that
each content contributor in the organization has access only to relevant content structures
and records.
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2
Getting Started with Sitecore
An administrator configures the Sitecore software which is accessed through a URL (a web
address such as http://server.domain.tld/Sitecore), then associate User IDs with groups
controlling access to specific functionality and site components. Developers may choose to
access some components using the site’s file system directly. Microsoft Internet Explorer
6.0 (IE) or higher is required to use this interface.
Microsoft Internet Explorer 6.0 Required
To determine the browser version before logging into
Sitecore, Select “Help->About Internet Explorer”. Free
browser upgrades are available at
http://www.windowsupdate.com, or an administrator may
need to upgrade the browser.
Accessing Sitecore:
1. Start Microsoft Internet Explorer.
2. For convenience, bookmark the URL
provided by a CMS administrator.
3. Enter the User ID and password
provided by a CMS administrator.
For most convenient access to the greatest range of functionality, maximize the Sitecore
client or using F11 to toggle between full-screen and standard views.
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The contents of this document are the property of Sitecore A/S. Copyright © 2001-2004 Sitecore A/S. All rights reserved
3
The HTML Editor
First locate the record for edit, then use the editing tools provided with Sitecore. Large
sections of content generally allow an HTML Editor accessed using the blue arrow next to
one of the text fields in the record:
Working with the content of the website is quite similar to working with Word. Insert tables
and images, make bulleted lists, apply text styling such as italics and perform various other
content maintenance tasks. The HTML Editor provides a few buttons unfamiliar to Sitecore
Users who have not previously managed web sites; descriptions appear in the last section of
the User Manual. The following section explains the most common functions.
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The contents of this document are the property of Sitecore A/S. Copyright © 2001-2004 Sitecore A/S. All rights reserved
3.1
Copying Text from Word
1. Open the document in Word.
2. Navigate to the record in Sitecore. There
is no need to close either application
before accessing the other – open both at
once and use ALT-TAB, the Windows
bask tar and other facilities to move back
and forth between the two windows.
3. In the Word document, select the text to
copy and choose Edit->Copy.
4. In the appropriate field of the intended
Sitecore record, use the Paste function of
the HTML Editor to insert the copied
content.
5. Automatically remove Microsoft styling codes not relevant to web content using the
“Clean HTML” button. This function is typically automatic.
6. Approve or reject the code changes suggested by the system. It is generally
advisable to accept the changes.
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HTML Editor Buttons
Delete text
Remove all formatting and text from the
current field.
Accept
Close the HTML Editor to complete
maintenance of a field’s content. The data is
updated but the record will not be saved until
Save is selected.
Cancel
Discard any changes made since the last
“Accept” and return to record view.
See the Sitecore Glossary & Reference for explanations of all buttons in the HTML
Editor.
Working with Media
It is not possible to copy images directly into the HTML Editor; they must be uploaded to the
server using the Media Library (see Section 10, “Uploading to the Media Library”).
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4
Content Markers
Some Sitecore Users access Sitecore using Content Markers, which provide a facility for
navigating to content requiring maintenance by simply browsing the site rather than
navigating through the Sitecore Client. This is generally preferable and can reduce the
workload and learning curve for non-technical business Users. Selecting the small green
Content Markers on the page will edit the content closest to the marker. “Right-clicking” the
marker will provide a context menu providing additional actions such as the creation of a
new item. The content editor exposed using Content Markers is a greatly simplified version
of the Sitecore Client.
Starting Directly in Preview
Section 17 (User Configuration) contains information on configuring Sitecore Users to start
in Preview Mode so they do not need training on the Sitecore Client.
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“Right-clicking” the Content Marker exposes a menu allowing additional functions:
Web Preview Mode (Content Markers Interface)
1. From within the Sitecore Client select “Start preview” from the
“Publishing” menu on the top menu bar, or use the shortcut
key F7.
2. Select a date to view the website as it appeared at any point in
the past, or view content scheduled for publication by
specifying a date in the future.
3. If a date is specified, it may take some time for the system to build the preview site.
Acknowledged the dialog box indicating that this process is complete and a new
browser window loads that version of the site including Content Markers and the
Preview Tool Bar.
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4. After viewing the preview site,
select “End preview” from the
Preview Tool Bar to close the
window.
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5
Sitecore Client
The Tree Structure pane of the User Interface shows the Sitecore Area in which the User is
working. Since most Sitecore Users work primarily with content, this is the section shown by
default after logging in. This User Manual contains an index covering all of the Sitecore
Areas.
Content Area
Sitecore Users work with content records and fields in this area.
Tree
Structure
Drop-Down
Menu Bars
Tool Bars
Tree
Structure
Version
Language
Content
Tree
Status Bar
Tabs
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Records are selected by selecting in the Content Tree which appears in the Tree Structure
in the left-hand pane of the Sitecore Client, similar to that found in Windows Explorer.
Field Area
Sitecore Templates are configured such that different fields will appear when working with
the various records. The Template that was used to create the record determines which
fields will appear. For example, a news article may have the following fields:
•
Title
•
Date
•
Content (or Text)
Most content maintenance occurs in the Content/Text field, which is typically configured to
use the HTML Editor initiated by selecting the green arrow next to the field. See Sections 3
(The HTML Editor) and 29 (HTML Editor Details) for further documentation of this tool.
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Records
The published site generally contains navigation and/or lists based on the titles of records in
corresponding locations in the Content Tree:
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Each component of each content item generally corresponds to a field in the record:
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6
Saving Records
Save Content Records regularly as when working with any computer application. Use the
“Save” button or the shortcut key CTRL+S. Only the current record is saved with this
function.
A prompt confirms that the changes were intentional. To save the change, select Yes;
revert the change by selecting No; return to the User Interface for further editing by selecting
Cancel.
Modifications are only visible after publishing
When modifying content in Sitecore, changes are not visible on the published site until
publication of that record. This provides Users with a great deal of freedom, as they need
not be concerned with incomplete content and errors on the site during the editorial process;
a content approval and publication process avoids changes until they are complete.
Additional information is available in the section on “Publishing to the Published Site”.
Save Regularly
To reduce the risk of unauthorized Sitecore access, the CMS editorial session expires if no
action is taken for an extended period, usually 20 minutes. In this case, any unsaved
changes are lost and the User must log in again. For this and other reasons, Users should
develop a habit of saving data at least every 15 minutes.
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7
Internationalization (Translation)
A company may choose to publish the same website in several languages. Each change to
a record variant creates a new version for that language.
Translation
1. In the Content Tree, select the record requiring translation.
2. Change the language drop-down to the variant. Content not previously translated
into the selected variant will appear as empty fields.
3. Create or maintain the language variant.
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8
Insert Link
HTML allows for a number of link types appear on a website:
•
other Sitecore records
•
binary media files within the site
•
other websites using an external URL
•
an email address
•
almost any other type of web resource
Developers may create JavaScript links, but this is best avoided as it can defeat site
crawlers such as search engines.
Working with Links
1. Highlight the text that should link to another resource, or select an existing link to
see or change the resource to which it links.
2. Select “Insert link”.
3. In the dialog, use the drop down to select the type of link to create. Most
commonly, Sitecore document is the appropriate selection. Depending on the
chosen type, different fields will appear as explained below.
4. Select OK to set the link. Select “Cancel” to avoid creating the link or changing an
existing link. “Clear” resets the fields to start the process again.
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8.1
Link Types
Select the appropriate link type and specify to what resource the link will direct viewers.
Sitecore Document
Use this type to link to another record on the
website.
1. Select the “Path” field. A dialog box
appears with the tree structure of the
entire site.
2. Select the appropriate record.
3. Select “Link”.
Sitecore Media
Use this type to link to PDFs, images and other
binary media files. This is not the same as
inserting an image into a record: for clients
browsing the published site, a Sitecore Media
link will load the media resource as new content
into the current window. Set the “Target window”
to open a link in a new browser window instead
of the current window.
1. Select the icon next to the “Path” field.
The Media Library appears.
2. Navigate to and select the appropriate media resource. Use Upload to import
a new image (navigate to the appropriate directory first). Choose “Preview” to
open a pane at the right for previewing the image.
3. Select “OK” to close the Media Library, then “Link”.
External URL
Use this type to link to another website or page.
1. Enter the web address of the page to which the link should point in the URL field.
For instance, to link to the Sitecore website, enter http://www.Sitecore.net.
JavaScript
Developers use this type to activate a JavaScript function rather than an explicit link.
Mail
Use this type to link to an email address. The link will open a new mail message addressed
to the specified address using an email client such as Microsoft Outlook. Enter the email
address in the “Mail to” field. It is generally advisable to use an alias or other distribution list
feature of the email system to route the message to a group instead of to an individual;
otherwise email links may need updating in case a recipient goes on vacation or leaves the
organization.
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Anchor
1. This type creates an anchor at the current location in the current record. Reference
the anchor in links elsewhere to navigate to that specific section of the record.
Anchors are not “clickable”; they are targets of other links.
Removing Links
1. Select the linked text and select the “Remove link” button. The text will remain in the
record but will no longer link.
Link Dialog Fields
The fields presented depend on the selected “Type of link”.
Target
window
By default, most types of links load resources into the browser’s current
window. Links can optionally create new browser windows, which can
help keep visitors on the site, since when they close the created window
the first remains open. Opening a PDF in a new window without closing
the “parent” window containing the link can also be convenient for clients,
who often come to expect this type of behavior. Otherwise, new windows
should be used sparingly to avoid the sensation of “pop-ups” or an
inconsistent client experience. They are generally best used for external
sites. Since the target window has a name, all links specifying the target
name will open in the same window – the first link with that target name
will open the new window; any subsequent links chosen by the client will
load the resource into that existing window.
Anchor
Link to a named anchor; this feature is not widely used. Very long pages
should contain anchors, but in general these are best avoided as clients
typically read only the first screen of content, and it can be hard to find
the relevant section of a long page. Developers can also configure the
system to create anchors and links to them automatically, for instance in
a long record with a structured table of contents.
Style Class
Alternate text
Visual style class name applied to the link text.
In addition to providing “hover/mouse-over/tool tip” text for the link,
content entered here is also visible to clients with disabilities, which can
help those clients in navigating the site.
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9
Working with Images and Other Media
Images can be included in content using either the HTML Editor or fields specially created
for images. It is generally advisable to structure content as much as possible using
Templates; attempt to minimize the use of images in the HTML Editor.
Insert Image
1. Select the “Insert Image” icon in the
HTML Editor, or select “Click to specify
image” next to the image field in a record.
2. Select “Media browser” to choose an
image.
3. Navigate to the appropriate folder and
upload any new images required.
Choose “Preview” to open a pane on the
right for previewing images within the
Media Library.
4. Select the image to insert and choose
“OK”.
5. Set properties on the image such as
height and width as needed. Always
enter Alternate text for clients with
disabilities, which is also visible to people
on slow connections until the image loads
or if image processing has been disabled
in the browser.
6. Select “OK” to embed the image in the
content. “Cancel” cancels the image
insertion. “Clear” reverses the changes
and returns to step 3 above.
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Media File Properties
Alternate text
In addition to providing “hover/mouse-over/tool tip” text for the link,
content entered here is also visible to clients with disabilities,
which can help those clients in navigating the site.
Display width
Number of horizontal pixels the image should consume. Clear this
field to revert to the default image width.
Display height
Number of vertical pixels the image should consume. Clear this
field to revert to the default image height.
Horizontal space
Number of pixels creating a horizontal margin to the left and right
of the image.
Vertical space
Number of pixels creating a vertical margin above and below the
image.
Show image in
Sitecore Client
For image fields, controls whether the image appears when
Sitecore Users work with content referencing that image.
Disabling this option can increase performance and make content
easier to work with.
Display thumbnail
image
A thumbnail (preview) of the image will be displayed when
Sitecore Users work with content referencing the image. This is
generally preferable to displaying the entire image.
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10
Uploading to the Media Library
Upload resources other than textual content (images, PDFs, etc.) using the Media Library,
where they are accessible to all records.
Media Upload (Import)
1. In Media Library, navigate to the
appropriate folder and select the
“Upload” button.
2. Select the “Browse” button to locate
a file for upload.
3. Select “Open” to select the file.
4. Set properties on the
image such as the name
and description.
5. Select “Upload” to import
the file.
Media Import Fields
File
Path to the file in Media Library.
Browse button
Select file to import.
Name
User-friendly name associated with the file.
Description
Alternate text and mouse-over description.
Preview button
Open a pane at the right-hand side of the media browser for
previewing assets.
Upload button
Upload the selected file to the current location in Media Library.
Close
Cancel import.
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11
Working with Tables
1. Open the record.
2. In the text, set the cursor at the point of
desired table insertion.
3. Use the tasks interface to “Insert a
table”.
4. On the Tables Tool Bar, select the
“Insert table” button; use the grid to size
the table (Columns and rows can be
added or removed later)
5. Add content to the table. Note that the
left-hand pane of the user interface
provides tools for manipulating the table,
its rows and cells.
Table, Row and Cell Properties
Table
Width
Horizontal size of the entire table in pixels or percentage
(generally a value such as 100%).
Height
Height of the entire table, generally in pixels.
Color
Background color for the entire table. The value is in
hexadecimal, but no # character is required. Selecting
the ellipses (“…”) activates the color picker.
Class
Visual style class name applied to the table.
Border
Border other than 0 will result in lines of the specified
thickness (in pixels) around the table and its cells.
Tables that control layout generally have their border set
to 0; data tables such as pricing charts generally use
other values.
Padding
Spacing, in pixels, for the margins around the text within
the cell.
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Row
Cell
Spacing
Thickness of the line between the cells, or if this is not
shown, the distance between the cell contents.
Color
Row Color defines the background color for an entire
row.
Class
Visual style class name applied to the row.
Color
Cell Color defines the background color of the selected
cell.
Width
Cell Width defines the width of a particular cell using
either a percentage (for instance, 25%) or a number of
pixels.
Height
Height of a particular cell in pixels or percentage.
Class
Visual style class name applied to the cell.
Horizontal
Cell Horizontal alignment can be set to left, center or
right.
Vertical
Cell Vertical alignment can be set to top, middle, bottom
or baseline.
No wrap
Selecting this option prevents the text within the cell from
wrapping, causing the cell to widen as needed
regardless of the Cell Width specification.
Column Span
Each Cell can span multiple table columns, similar to
merging cells in Word or Excel. Use this function with
Delete Cell, which removes the cell to be “spanned”.
See the graphic below for an example of Column Span.
Row span
Each Cell can span multiple table rows, similar to
merging cells in Word or Excel. Use this function with
Delete Cell, which removes the cell to be “spanned”.
See the graphic below for an example of Row Span.
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Other Table Functions
Additional table functions further customize the appearance of a table, for instance the
entire table may have a background image.
Table Background Image
1. Ensure the “Properties” Tool Bar is showing (place the cursor inside the table, then
select “Properties” from the Tree Structure Drop-Down).
2. In the Style field, select the ellipses (“…”) following “Click to set styles”.
3. Specify the background image in the “Style” box.
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12
Creating Records
There are several ways to create new records:
•
Duplicate an existing record
•
Copy an existing record
•
Create an empty record
To create a new record based on an existing record, copy or duplicate the existing record.
Duplicate Existing Record
1. Select the record which needs to be
duplicated.
2. Select “Duplicate”. A dialog box will
appear.
3. Enter the name of the new record and
select “OK”
4. The new record has been created.
When duplicating a record, the new record
will be located on the same level in the tree
structure as the one that is duplicated.
Copy Existing Record
1. Select the record which needs to be
copied.
2. Select “Copy to...”
The following dialog box with the
content tree will appear.
3. Select where the new record should
be located in the content tree.
4. Select “Copy”.
5. The new record has been created.
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Create an Empty Record
1. Place the cursor on the location on the content tree where the new record is to be
created.
2. Select the “New” icon and a drop down menu appears if the settings allow the
creation of new records at that location.
3. Enter the name of the new record and select “OK”.
4. The new record has been created.
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13
Publication
Changes made in Sitecore must be published to the published site.
Publish
1. Create new record, insert new content,
images etc. and save.
2. Select “Publish”.
3. The new changes are now visible on the
website.
See the changes before they appear on the Published website
To see how changes will look on the website, select “Start preview”. A new interface will
open where the new version of the record can be viewed before it has been published.
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14
Content Approval
Depending on how the system is configured, not all Users may be authorized to publish
changes to the website. If this is the case, content must be approved before publishing. A
change made by a user without the right of approval will only be published after getting
approval from a user with such rights. This will generally be an administrator or a
webmaster.
There are two ways of seeing if there are changes or additions to the content that have not
yet been approved. The Approve button will appear on unapproved records, or select the
Approvals menu for all records ready for approval.
The Approvals menu lists changed records requiring approval.
Each document may show an Approve button.
Approval
1. Select “Approvals” in the menu bar.
2. The Tree Structure includes a menu bar and a list of
records needing approval by the current user.
3. Select the record(s) and then “Approve”.
4. A dialog appears to confirm approval of the record(s).
5. To close the “Approvals” menu, select the “X” in the
upper right corner of the menu.
Approve the Selected Record(s)
When one or more selections in the Content Tree require approval, an “Approve” button
appears to the right.
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15
Shortcuts
Sitecore Favorites provide shortcuts to frequently used sections of the CMS.
Working with Favorites
1. Select “Favorites” in the menu bar.
2. To add a record to the list, select a record.
3. Select “Add” under Favorites.
4. Deleting Favorites will not delete the records.
5. Select the “X” in the upper right corner of the Favorites pane to close the menu.
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16
Content Search
A search may be carried out based on various criteria in Sitecore. Search for records by
name of words in their content.
1. Open the search area by selecting “Search”
in the menu bar.
2. Enter the search text and select the green
arrow.
3. A list of records matching the specified criteria will
appear.
4. Additional options may be specified by selecting
the icon next to Search options.
5. In order to search for words occurring in content,
enter the specific word and select the “Include
fields” check box below.
6. Then select the green arrow.
7. To close the “Search” menu, select the “X” in the
upper right corner of the menu.
Search Options
Include fields
Search record content.
Exact phrase
Search for an exact phrase.
Case-sensitive
Return matches capitalized exactly as the search text entered.
Use XPath expression
Searching records matching an XPath specification.
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17
Sitecore Users
Security permissions can be configured on each section or even record in Sitecore for read,
write, approval, publication and other actions. As Sitecore supports inheritance of security
settings, an organization may specify responsibilities to any level of granularity. Security
considerations should be defined before configuring Sitecore Users; then an administrator
grants access to the system, sets Users’ options and specifies which roles they are allowed
to fulfill.
The following table provides an example of how the rights could be configured:
Members
Rights
1
Contributor
Read and update news records.
2
Editor
Create, read, update and delete any record.
3
Administrator
Full rights on all records. In this configuration, the
administrator is the only Sitecore User who can publish
updated records to the website.
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17.1
Creating a User
1. Select the menu item “System”,
then “New…” A dialog box
appears.
2. Select “Sitecore User” and select
“Create”. Another dialog box
appears.
3. Enter the User ID of the new
Sitecore User.
4. Fill in the fields to set options for the
new User.
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Alternatively:
1. Select “Security” from the Tree Structure Drop-Down.
2. Create and configure CMS and Extranet Users and
groups by selecting “Show manager”, green ‘tick’ icon.
3. Select “Create a new Sitecore User”.
Another dialog box appears.
4. Enter the User ID of the new User.
5. Fill in the fields to set options for the new
User.
17.2
Creating a Group
To create a new group, proceed as with the new User, but select “Create a new Sitecore
security group” instead.
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17.3
The User “Data” tab
User options including roles are specified on the “Data” tab when the user’s node is selected
in the Tree Structure.
User “Data” Fields
Full name
The full name of this User, which will appear in the Status
Bar when logged in.
Password
This User’s password.
Blank Password
If selected, this User has no password.
Email
This User’s email address.
Membership
Roles are configured by associating Users with any number
of groups.
Administrator
If selected, this User can perform any task in the system.
Developer
If selected, this User can perform development tasks in the
system.
Can preview
If selected, this User can use the web previewing
environment.
Can publish
If selected, this User may publish to the website.
Can boost
If selected, this User may boost the number of allowed
simultaneous Sitecore Users for a limited period of time.
Default rights
Further information on this field is available to developers at
http://sdn.Sitecore.net.
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17.4
The “Settings” Tab
User preferences are specified on the “Settings” tab when the User’s node is selected in the
Tree Structure.
User “Settings” Tab
Default language
Default content language for this User.
Client language
The User Interface client language for this Sitecore User.
Start in preview/webedit
Sitecore will open directly in preview mode for this User.
My work
Records configured for access by the current User.
Theme
Developers have the option of configuring colors and icons
for Sitecore Users. The administrator may then select the
view for each User.
Desktop
By default, all CMS Users access the CMS through the
Sitecore User Interface. An organization can develop a
custom user interface, which would be specified here.
Default item
The default selection upon login to Sitecore.
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18
Rights
18.1
Sitecore Users
For flexibility, groups associated with sections and records control User rights rather than
associating Users with content directly. Groups are created in a manner similar to Users.
Before creating groups and assigning rights, determine:
How many different groups are needed?
What access do the various groups need to the various sections
and records?
After answering these questions, create the groups and associate
them with the appropriate roles on sections and records, then assign
specific members to these groups.
Assignment of rights on content
The fastest way to assign rights is to start from the top section of
Content Tree that pertains to the group and use permissions
inheritance to copy rights to all descendant records, working
down the structure.
Transfer of rights to underlying records
General rights may be applied to the home record with all the
underlying records assigned the same rights by default. More
specific rights would then be assigned to those descendants
that require special rights, which can be applied at any level in
the Content Tree. Records can either inherit rights from their
parent or set rights explicitly; rights associated with two
records at the same level do not affect each other. For
instance, rights on “Activities” in the diagrams will not be
affected by rights assigned to the “Club” folder.
Select “Apply to children” to configure new child items to inherit permissions from the current
node. The resulting dialog even allows different configurations to be applied based on which
Template is used to create the new record.
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Assigning Rights
1. Select a record in the Content Tree.
2. Select the “Security” tab.
3. Select the arrow next to the
“Security” field. A dialog box
appears.
4. Select the rights for each group
associated with the current record.
5. To apply the same rights to
descendants, select “Apply to
children”. A new dialog box
appears in which rights can be
assigned to new records or new
records of specific types.
Explanation of Rights
Admin
View rights associated with an item.
Approve
Approve items.
Create
Create new items.
Delete
Delete items.
Publish
Publish an item and its descendants, such as a sub-site.
Read
View items.
Rename
Rename items.
Write
Edit content associated with items.
None
No permissions on items.
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18.2
Extranet Users
Sitecore Users are allowed to work with content in the CMS. Sitecore also allows Extranet
Users on the published site with specific rights to view that content. Access configuration for
Extranet Users is conducted as for Sitecore Users; see the step-by-step instructions in
Section 17 (User Configuration). Extranet Users must log in to see the generally restricted
content to which only they are allowed access.
1. By default, everyone has
read access to all items.
Select the item or section
where rights must be
restricted.
2. Select the “Security” tab.
3. Select the arrow next to the
“Extranet security” field. A
dialog appears.
4. Select the groups that need
access to the item or
section.
5. To configure a section,
select “Apply to children”.
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19
Database Administration
Use the “Database tasks” interface to periodically archive the Sitecore database. Small
reversions and restorations of accidentally deleted content should be performed manually,
but backups should also be available to restore the entire site to a previous state.
Database tasks
Save database
Archive the database.
Backup database
Backup the database.
Compact database
Consolidate space in the database.
Reload database from the latest file
Restore the last saved version of the database.
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20
Sitecore User Interface Controls
Sitecore attempts to provide an intuitive User Interface similar to Microsoft Word, Windows
Explorer and other common tools. The screenshot below is a view of the Content area,
which provides controls such as menus and button bars for creating and maintaining
content.
Tree
Structure
Drop-Down
Menu Bar
Tool Bars
Tree
Structure
Version
Language
Content
Tree
Status Bar
Tabs
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Sitecore User Interface Controls
Menu bars
The Menu Bar provides functions for working with the entire content
of the site, such as “Backup” and “Publish to website”.
Tree Structure /
Content Tree
The Tree Structure displays the items existing beneath the current
selection, much like Windows Explorer. In the Content Area, this
will contain the hierarchy of folders and content records comprising
the site.
Status Bar
Contains informational messages from Sitecore regarding current
activity.
Tabs
The tabs allow access to different groups of data elements (fields)
in the item selected in the Content Tree.
Tool Bar
Contains action buttons relevant to the item selected in the Content
Tree, such as “Save”, “Delete” and “Create”.
Version
Displays the current version of the selected record. Use this dropdown to view previous versions of the record.
Language
The Language element displays the language of the selected
content. Use this drop-down to work with other languages of the
current record.
Each element will be explained more thoroughly in subsequent sections of this document.
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20.1
Top Menu Bar
The Top Menu Bar contains various menus concerning all existing content in the Sitecore
system.
Below there are explanations to the Menu Bar items.
System Menu
New...
Opens the interface for creating
new items such as Users and
groups.
Save database
Exports the entire database to a
file, for backup or replication to
another system.
Backup database
Makes a backup copy of the
entire database.
Compact database
Condenses the space used by
the database.
Logout
Logs the User out of the CMS
system, returning to the login
screen.
View Menu
Opens the various interfaces for accomplishing
various tasks in Sitecore. More information on
different task activities will be provided in subsequent
sections of this document.
Publishing Menu
Publish
Publish modified content to the
published website.
Start preview
Opens up a browser window
with Content Markers for
validating content changes
before publication.
End preview
Closes the preview window
opened with “Start preview”.
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Tools Menu
Install Package
Used mainly by administrators
to install Sitecore modules,
import content, etc.
Media library
Create folders, uploading and
renaming images and other
binary assets in the Media
Library.
Packager
Used by developers to maintain
Packages or export items from
Sitecore as a compressed
Package. Refer to developer
documentation for additional
details.
Additional functions and new menus may appear if
modules such as “InfoPath” or “LDAP” have been
implemented.
Help Menu
User manual
Opens a window with the online
User Manual.
Developer manual
Opens the Sitecore Developer
Network at
http://sdn.Sitecore.net, where
authenticated Sitecore
developers access technical
information about the product.
Sitecore on the net
Opens http://www.Sitecore.net,
Sitecore’s primary website.
Licenses
Information concerning license
agreements for Sitecore and
the various modules.
About Sitecore
Information about the Sitecore
instance.
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20.2
Underlying Menu Bar
This Underlying Menu Bar provides shortcuts for various Sitecore activities such as
accessing Sitecore “Favorites” or “Search” functionality. Close items which render in the
Tree Structure by selecting the “X” icon in the upper right corner of the pane.
Underlying Menu Bar
Back/Forward
Similar to Internet Explorer but with previously
viewed Sitecore items.
Home
Similar to Internet Explorer but to the User’s Sitecore
home record.
Content
Load the Content Tree if another item has been
opened in the Tree Structure.
Search
Search Sitecore records and/or their content for
specific terms.
Favorites
Similar to Internet Explorer but with Sitecore
Favorites as defined by the user.
Approvals
Load the Content Tree with a list of the records
requiring approval before publication to the site.
My work
An administrator or developer will typically configure
My Work for Users.
WebEdit
Will open Sitecore in WebEdit/content marker mode
Publish
Publish content to the website.
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21
Tree Structure
Select a category of Sitecore items using the Tree
Structure Drop-Down. Not all Users have
permission to view all of the item types shown, but
typically at least Content and the Media Library
appear.
Select “Content” to view all records and their
content.
Open the
Manager.
Refresh
Content
Tree.
Select “Media library” to work with images, PDFs
and other binary assets available on the website.
Select Security to configure Users and groups.
The Manager button provides a menu of wizards
for quickly managing the tasks relevant to the
current selection in the Tree Structure.
Content Tree
The Content Tree, visible when Content is selected in
the Tree Structure Drop-Down, provides access to
content records. The structure in which these records
are saved commonly resembles the structure and
navigation of the published site. Different types of
records may be represented by different icons. In
addition to records there may also be folders which
simply contain records and subfolders. Unlike
operating system file systems, in Sitecore it is possible
to create records as children of other records – there is
not always a need to create a folder to contain the
children, and no special file names are needed (it is
best to use letters and numbers). Use the plus (+) and
minus (-) symbols to expand and collapse the tree
below each item.
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22
Status Bar
The Status Bar contains messages from the Sitecore system. This tool is divided into four
sections:
Information (or
error message)
concerning the
current action
Document
Status
User
Title
The Status Bar
Information
The Information section may indicate that the system is “Ready” for
activity, that it is busy publishing to the site or various other status and
error messages.
Document
Status
The Document Status section may be blank or “Modified” if changes
have been made to content since the record was last saved.
Title
The name of the current record, often useful after scrolling away from
the active record in the Content Tree.
User
The User section indicates the ID of the User currently logged in to
Sitecore.
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23
Tabs
In addition to the structured data fields making up the records, all items have various control
options such as specifying when the record should be published to or expired from the site.
Rather than placing these all on a single “page” of the User Interface, these items are split
across logical tabs. The list of tabs visible is limited by the User’s configuration. For
relatively complex record types, additional tabs may be used to further subdivide the
interface for maintaining records.
23.1
The “Data” Tab
To maintain the record content, such as images and text, select the “Data” tab or any of the
custom tabs implemented for your solution. The specific fields that appear depend on the
organization’s implementation of Sitecore – below is a general example:
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23.2
“Publishing” Tab
Use the Publishing Tab to set publishing options for the record, such as when it should
appear on or be removed from the published site, or to indicate that a record is not to be
published.
Though an organization may choose to automate the publication process, by default
publication requires that the User select the “Publish” button before changes will take effect
on the site.
Publishing groups are used to control batches of content which are deployed simultaneously
– this will typically be configured by the Sitecore administrator. By default there is one
logical publishing group for all content.
Publishing
groups
Publishing group(s) to which the current selected record belongs.
Publish date
Date and time when the selected record is to be published to the site.
The arrow icon next to this field provides a calendar for selection of
date and time for publication.
Un-publish date
Date and time for removing the record from the published site.
Do not publish
Prevent the item from being published to the site.
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23.3
“Layout” Tab
The “Layout” tab is typically for developers and can be used to control how the selected
record should be displayed on the published site. In general, it is preferable to set layout
options on a Template (described separately) rather than individual records. Further
information may be found on http://sdn.Sitecore.net.
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23.4
“Masters” Tab
A Master can be used to control the default values inserted when a new record is created. A
Master Hierarchy can be used to configure any child records which should be created
automatically beneath a new record. These are typically configured by the Sitecore
administrator.
The “Masters” tab specifies which Masters can be used to create records beneath the
current item.
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23.5
“Security” Tab
Use the Security tab to control access to the record.
Copy parent
rights
This item is applicable to Masters. If this item is selected, children
created below the current record will have the same security settings as
the parent record.
Security
Use the Security field to control which Sitecore Users have which rights
on the record, such as who is allowed to edit, approve or publish the
selected record. In the dialog that appears when this item is selected,
use “Apply to children”, to apply the specified security rights to the
children of the current record.
Extranet
security
The term Extranet can be somewhat confusing. This field is used to
control which clients on the published site will have permission to view
the current record when it is published. The interface for specifying
Extranet security is the same as the interface for specifying Sitecore
security.
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23.6
“System” Tab
The System tab contains various options primarily relevant to developers, such as specifying
which Template is associated with the record.
Name
The name of the record. This is the same name as can be seen in the
Content Tree.
ID
All records have a unique ID, which may be viewed here.
Template
This item presents/controls the Template associated with the record, which
defines the data structure and possibly presentation options. Navigate
directly to the Template using this field (for instance, to add a field), or to
change the Template associated with the record.
Master
This field is reserved for future versions of Sitecore. The Master associated
with the record may be visible here.
Sort order
Depending on the implementation, this field can be used to control the
sorting (such as in navigation) of the records on the published site.
Icon
The Icon field can be used to override the default icon associated with
records in the Content Tree, which can make it easier to identify content
using this interface.
Style
This field can be used to control the presentation of the field in the Content
Tree, such as highlighting certain record names using red text (“color=red;”).
Editor
A reference to an ASP.NET URL can be placed here to use an HTML editor
other than the default shipped with Sitecore. The insertion will be shown on
an additional tab named “editor”.
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24
The Tool Bar
Depending on the configuration of permissions in the Sitecore system, various buttons from
the list below are exposed in the Tool Bar. Many of these buttons open additional dialog
boxes for specifying action options, such as the new name for a record in the “Rename”
function.
Note that if record content contains links to other records, renaming, moving and deleting
can cause broken links on the site and should be handled carefully. It is best for links to be
generated dynamically.
New
Use the “New” button to create new records under the selected
record. Based on the configuration of the selected record, a
different list of the possible child record types will be presented (the
drop-down menu shown under the button). This list is typically
configured by the Sitecore administrator.
The “New item from template” option allows a Template to be
selected for creating a new record.
Save
Save changes to the current record.
Rename
Rename a record.
Duplicate
Duplicates the current record to the same level in the Content Tree.
Move to...
Moves the selected record to another level in the Content Tree.
Copy to...
Copies the selected record and any children to another level in the
Content Tree.
Delete
Deletes the selected record. A warning box appears before the
record is actually deleted.
Clipboard
Functionality for developers.
Copy
Paste
Use Copy and Paste to copy items, for instance to another website.
Delete all sub-items
Deletes the current record and all descendants.
Re-sort all sub-items
Deletes the “sort order” value from all child records.
Deactivate linked
databases
Deactivates all linked databases, such as file system plug-ins.
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Item tasks
Shows an interface providing wizards for the most common actions
for the selected record (see the image below for an example).
Many of the wizards duplicate functionality in the Tool Bar.
Save any changes to this item in
the database
Save changes to the selected record.
Rename this item
Rename the selected record.
Delete this item
Delete the selected record.
View version of this item
Show previous versions of the selected record; optionally create
new versions.
Publish this item and any sub
items
Publish the selected record and its children.
Duplicate this item
Duplicate the record at the same level in the Content Tree.
Copy this item to another
location
Copy the selected record to another location in the Content Tree.
Move this item from this location
to another
Move the selected record to another location in the Content Tree.
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25
Language Version
Depending on User permissions and Sitecore configuration, the Language item can be used
to edit content (including image and other references) in other languages. The location in
the Content Tree, record structure, name, ID, sort order and other properties of the record
remain unchanged, but a view of the translated content will appear.
Change
language
here
25.1
Versions
Keep any number of versions of a single
record. The versions may be viewed and new
versions created using the
Version item.
Change
version here
Select “View list” at the
bottom of the dropdown
menu to view, create and
delete versions, or if the list
of versions is so long that it
is hard to work with.
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26
Context (Right-Click) Menus
Different Context Menus appear when “right-clicking” items in Sitecore.
Record context menu
Tree structure
context menu
Field context menu
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26.1
Record Context Menu
Context Menu Items for Records
Back
Forward
These function in the same manner as the back and
forward buttons of the Internet Explorer, but only within the
Sitecore User Interface.
Move first
Move the selected record to the top of the current list in the
Content Tree. In some implementations this can affect the
sorting of navigation; otherwise it can be used to move
most frequently used records to the top of the list.
Move up
Similar to “Move first”, but only moves the record one step
up in the list.
Move down
Opposite of “Move up”, moves the selected record down
one step in the list.
Move last
Opposite of “Move first”, moves the selected record to last
place in the list.
Move to...
Move the selected record to another level in the Content
Tree.
Copy to...
Copy the selected record and any child items to another
location in the Content Tree.
Delete
Delete the selected record. A warning dialog allows
cancellation in case the menu item was selected by
accident.
Rename
Rename the selected record.
New item...
Presents a dialog which allows the User to select a
Template for creating a new item under the current record.
Refresh
Refresh the Tree Structure.
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26.2
Tree Structure Context Menu
Tree Structure Context Menu items
Back
Forward
These function in the same manner as the back and
forward buttons of the Internet Explorer, but only within the
Sitecore User Interface.
New item...
Create a new record using a Template.
Content
Show the Content Tree in the Tree Structure, in case the
User has navigated to another Sitecore location.
Media library
Show the Media Library in the Tree Structure.
Masters
Show the Masters Tree in the Tree Structure, for creating
and maintaining Masters. This is generally used by
developers.
Templates
Show the Templates Tree in the Tree Structure, for creating
and maintaining Templates. This is generally used by
developers.
Layout
Show the Layout Tree in the Tree Structure, for creating
and maintaining Layouts. This is generally used by
developers.
Security
Show the Security Tree in the Tree Structure.
Administrators typically use this to configure Sitecore
security.
System
Show the System Tree in the Tree Structure.
Administrators typically use this to configure the Sitecore
system.
Refresh
Refresh the data in the Tree Structure. This is not the same
as the browser’s refresh button, which typically is not
needed within Sitecore.
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26.3
Field Context Menu
Field Context Menu Items
Save
Save the current record.
Save as a new
version
Store the current record as a new version.
Publish this
item
Publish the current record and all of its children.
Move to...
Move the selected record to another location in the Tree
Structure.
Copy to...
Copy the selected record and all children to another
location in the Tree Structure.
Tasks
Show the Tasks interface with options relevant to the
current item.
Delete
Delete the current record. A confirmation dialog is
presented to avoid accidental deletion.
Rename
Rename the record.
Add to
favorites
Add the record to “Favorites” within Sitecore.
Refresh
Refresh the field area.
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27
Task Interfaces
Task interfaces, or wizards, are provided to make it easy performing various tasks through
out the system. The tasks are related to either an area or an item. The task interface can be
opened for an area by clicking the Show manager button in the Tree structure menu, or in
the Tool bar menu for a selected item.
The task list appears with a blue background and contains a list of tasks for the selected
item or area. The list contains wizards for performing typical tasks, where the selection
opens the appropriate wizard or dialog for completing that task. E.g. this could be creating or
finding a user in the Security area or go back to the last selected item in the content section.
The content of the task list will change depending on the position in the tree structure.
Where alternative task lists exists these will be displayed. If there are no related task lists
only the task list are presented.
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28
HTML Editor Details
Because it operates in the browser, an HTML editor behaves slightly differently from other
tools such as Microsoft Word. Most icons resemble those known from Word and work in the
same way. Some functions not available in Word are available as well.
HTML Editor icons
Accept
Saves changes and close the HTML editor. This is
different from saving the record; it simply updates a field
in the record before save.
Cancel
Lose changes made in the HTML editor since it was
opened.
Save
Saves all changes to the record since the last save.
Tasks
Open additional menus. Menus may be closed using
the “X” icon in the upper right corner.
Styles
Format text using predefined text styles as configured
by a developer or administrator.
Bold
Bold font
Italic
Italic font
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Underline
Underline font
Color
By clicking on this icon, a color palette appears from
which a color for the text may be selected.
Justify left
Aligns the text to the left.
Justify center
Centers the text.
Justify right
Aligns the text to the right.
Undo
Undo the last typing.
Cut
Cuts
Copy
Copies
Paste
Inserts the copied or cut section.
Show all tags
Shows the tags in the text area. This icon contains an
extra feature which needs installing by the user. This is
very simple, the only thing required is to be especially
attentive to close the Internet Explorer, and reopen it
before being able to use the newly installed
functionality.
To fully benefit from this functionality, knowledge of
HTML is necessary.
Numbered list
Creates a numbered list.
Bulleted list
Creates a bulleted list.
Increase
indent
Makes an indent in the text.
Decrease
indent
Moves back the text.
Insert table
Opens a side menu bar from where you may insert
tables. You may also select various properties for the
tables. This icon may also be used if you want to edit an
existing table.
Toggle design
Is used by developers.
Insert image
Inserts an image. A dialogue box opens from where you
may insert an image and then select various properties
applying to the image.
Align image
left
Aligns the image to the left. If you mark an inserted
image you may then select to align the image to the left
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or to the right.
Align image
right
Aligns the image to the right.
Remove
image
alignment
Ensure the selected text or image is not linked.
Insert link
Insert a link, or make the selected text or image a link.
Remove link
Removes previous created links.
Insert anchor
Inserts an anchor. An input box appears where you may
enter the name of the anchor.
Remove
anchor
Removes a previously created anchor
Clear all
content
Deletes everything in the text field. By using this icon
you ensure that all text and previous formats have been
erased.
Remove
formatting
tags
Deletes formats to text (bold, italic and underlined).
Clean HTML
If you copy from Word, this icon may be used to “clean”
the text. It ensures that all superfluous is deleted in
order to leave a clean HTML.
Text/HTML
code tab
You may choose to view the code of the text by
changing the editor to HTML code.
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29
Terms and Definitions
Approval - In many Sitecore implementations, content created or updated by one CMS
User must be approved by another User before Publication.
Content Management System (CMS) - CMS technology has a variety of intentions
including:
• Simplified website maintenance for CMS Users
• Publication checkpoints to ensure site integrity
• Consistent Published Site User experience
CMS Administrators - CMS Administrators are Developers with additional responsibility
and access such as ensuring reliable operation, creating User IDs for new CMS Users and
granting permissions.
CMS Developers - CMS Developers are Users with additional privileges to maintain code.
CMS (Sitecore) User - CMS Users who are given rights to create, edit, approve, delete,
rename, copy, move, approve, publish and otherwise “maintain” the content comprising the
Published Site.
Content Markers - Content Markers are the colored discs that appear over content, which
supports its maintenance in an intuitive Web Preview mode.
Content Tree - The Content Tree is the section Sitecore displays in the Tree Structure by
default. It contains the hierarchy of folders and content records comprising the site.
Current Item/Record - By selecting an icon in the Content Tree, that icon becomes the
Current or Selected Item. When a User selects a Record, the main pane will load its content
using Fields associated with the Template originally used to create that Record.
Extranet (Authenticated) Published Site User - An Authenticated User of the Published
Site provides credentials authorizing access not granted to all Published Site Users.
Sitecore refers to Authenticated Users of the Published Site as Extranet Users.
Field - Templates employ different types of Fields to collect data.
Item - Item refers to any icon appearing in the content tree, which may or may not contain
other Items.
Master - Masters specify default configurations when CMS Users create new Records.
They also control where Users can create different types of records, the default content of
those records, and whether records are created with specific children by default.
Media Library (Media Browser) - The Media Library, accessed with the Media Browser, is
used to manage media files such as images and PDFs.
Publication - Once new or changed content has been approved, it can be published,
making it available to Published Site Users.
Published Site (Live Site) - The Published Site or Live Site is an internet or intranet site
which uses content and other resources managed by the CMS.
Published Site User (Client) - A Published Site User or Client browses the Published Site.
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Record (Document) - Records are created when CMS Users save data entered into a
template. Sitecore sometimes refers to Records as Documents.
Section - A Section is typically an Item which contains other Items at a relatively high level
of the Content Tree, such as /home, /home/hr, /global, etc. A section is commonly a
Record, but may be a folder or other type with no content fields.
Template - CMS Developers create Templates to structure content into fields (e.g.
Headline, Date, Location, Body and other fields for a news article).
Tree Structure - The left-hand pane of the Sitecore User Interface is referred to as the Tree
Structure, working much like a tool palette in windows applications.
Tree Structure Drop-Down - The main Drop-Down menu at the top of the Tree Structure
controls which section of Sitecore is visible in the Tree Structure.
Selected Item/Record - See Current Item/Record.
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