WCMS Contributor's Handbook - ILO

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INTERNATIONAL LABOUR ORGANIZATION

WCMS Contributor’s Handbook

Version 3.2 18/09/2013

The WCMS Contributor’s Handbook has been written to act as a guide to for those who are contributing content for the ILO’s CMS based websites. For further help, the contributor should contact the Web team at ILO HQ, Geneva or send an email to : [email protected]

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Contents

1 Introduction to the WCMS......................................................................................... 5

2 The WCMS Structure ................................................................................................ 6

2.1 Checking content into UCM’s Content Server 6

2.1.1 CONTENT SERVER................................................................................... 6

2.2 The Browser Interface 8

2.2.1 THE QUICK SEARCH ............................................................................... 8

2.2.2 THE HOME PAGE SEARCH ..................................................................... 8

2.2.3 THE NAVIGATION MENUS .................................................................... 9

2.2.4 UCM TOP NAVIGATION MENU ........................................................... 10

2.2.5 ADVANCED SEARCH ............................................................................ 11

2.2.6 MY PROFILE ............................................................................................ 13

2.3 Glossary of Metadata Fields for Content Check In 14

2.3.1 METADATA (DATA about DATA) ........................................................ 14

2.3.2 KEY INFORMATION – Explanation of Search as a concept .................. 15

2.4 The Metadata fields 16

2.4.1 TYPE (a.k.a. CONTENT TYPE) ............................................................... 16

2.4.2 TITLE ........................................................................................................ 18

2.4.3 AUTHOR ................................................................................................... 18

2.4.4 SECURITY GROUP ................................................................................. 18

2.4.5 ACCOUNT ................................................................................................ 19

2.4.6 PRIMARY FILE ........................................................................................ 19

2.4.7 CONTENT ID ............................................................................................ 19

2.4.8 ALTERNATIVE TITLE ............................................................................ 20

2.4.9 CONTENT SUBTYPE .............................................................................. 20

2.4.10 SHORT DESCRIPTION (BRIEF DESCRIPTION) ............................... 20

2.4.11 LANGUAGE ........................................................................................... 20

2.4.12 REFERENCE ........................................................................................... 22

2.4.13 SUBJECT ................................................................................................. 24

2.4.14 ADDITIONAL SUBJECT KEYWORDS ............................................... 25

2.4.15 ILO LOCAL CLASSIFICATION ........................................................... 25

2.4.16 ABSTRACT ............................................................................................. 25

2.4.17 LIST OF CONTENT UNITS................................................................... 26

2.4.18 REGION .................................................................................................. 26

2.4.19 BEGINNING OF THE PERIOD COVERED, THE END OF THE PERIOD COVERED ............................................................................................. 27

2.4.20 AVAILABLE FROM, AVAILABLE UNTIL ........................................ 27 2.4.21 VALID FROM, VALID UNTIL ............................................................. 27

2.4.22 TARGET AUDIENCE ............................................................................ 27

2.4.23 DATE OF PUBLICATION ..................................................................... 28

2.4.24 DATE OF CREATION............................................................................ 28

2.4.25 CREATOR ............................................................................................... 28

2.4.26 PUBLISHER ............................................................................................ 28

2.4.27 OWNER ................................................................................................... 28

2.4.28 RIGHTS HELD OVER THE RESOURCE ............................................. 28

2.4.29 SCOPE ..................................................................................................... 28

2.4.30 PUBLISH ................................................................................................. 29

2.4.31 FORMAT ................................................................................................. 29

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2.4.32 SIZE ......................................................................................................... 29

2.4.33 WEBSITES .............................................................................................. 29

2.4.34 WEBSITE OBJECT TYPE...................................................................... 29

2.4.35 WEBSITE SECTION .............................................................................. 30

2.4.36 DISPLAY PRIMARY FILE .................................................................... 30

2.5 Regulations concerning the types of files being checked into UCM 30

2.5.1 ADOBE PDF FILES .................................................................................. 30

2.5.2 AUDIO FILES ........................................................................................... 30

2.5.3 IMAGES AND PHOTOS .......................................................................... 30

2.5.4 POWERPOINT PRESENTATIONS ......................................................... 31

2.5.5 URLS ......................................................................................................... 31

2.5.6 VIDEO FILES ........................................................................................... 31

2.5.7 WORD DOCUMENTS ............................................................................. 31

2.6 The Check In Similar 31

2.7 My Content Server 32

2.8 Updating Checked in Content inside UCM 33

2.8.1 Checking Out ............................................................................................. 33

2.8.2 Updating Metadata ..................................................................................... 33

2.8.3 Adding Relationships ................................................................................. 34

2.8.4 Version Control .......................................................................................... 37

2.9 Creating Links in WCMS Sites 39

3 Updating Websites Using Contribution’s Mode in Internet Explorer ..................... 40

3.1 Furniture Elements 44

3.2 UCM Contributor’s Row Controls 46

3.3 Item Edit Controls 47

3.4 Hyperlink Wizard 48

3.5 Understanding and using the Word Document Templates 49

4 Explanation of Furniture Elements and their usage ................................................. 50

4.1 Feature Rich 50

4.1.1 Adding Contents to Feature Rich ............................................................... 53

4.1.2 Adding Image to Feature Rich Row .......................................................... 58

4.1.3 Adding Links to Feature Rich Row ........................................................... 58

4.2 Links 64

4.2.1 Steps to Add “LINKS list” on a page ........................................................ 64

4.3 Freeform 79

4.3.1 Freeform Insert Youtube Video ................................................................. 85

4.4 Quote 96

4.5 Image 99

4.5.1 Adding Contents to IMAGES .................................................................. 101

4.6 New Youtube Video Furniture Implementation 105

4.7 Freeform Template for Secondary/Detail Pages 116

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4.7.1 Check-in Similar directly from Secondary/Detail page: .......................... 118

4.7.2 Youtube Video Embedding on Secondary page Freeform: ..................... 119

4.7.3 Possibility of offering Excel (xls, xlsx) and Powerpoint (ppt, pptx) files for download. ............................................................................................................. 123

4.7.4 Introduction of headings on secondary pages .......................................... 123

4.7.5 Possibility to pull and reuse content from other sites on your site .......... 124

4.7.6 Allow choice of language for subtitles in the Youtube video template ... 125

4.7.7 Display Image copyrights in secondary page and dynamic lists ............. 127

4.7.8 Possibility to have multiple formats of the same document .................... 128

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1 Introduction to the WCMS The Web Content Management System (aka WCMS) is a computer application

used to create, edit, manage and publish content onto a website in an organized

manner. The ILO mainly uses the WCMS for storing, controlling, versioning and

publishing documents, files, images plus other types of Information in various

forms for its websites which are built upon the Oracle UCM architecture.

By using the WCMS, the ILO is able to simplify the task of maintaining websites,

manage content and standardization of content layout.

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2 The WCMS Structure 2.1 Checking content into UCM’s Content Server 2.1.1 CONTENT SERVER A Content Server is akin to set of file cabinets which contains files and

documents organized by Name, Subject, Title, Topic, other groupings and

perhaps arranged alphabetically.

The Content Server used by the ILO is part of a system called Oracle UCM.

UCM is the environment for content contribution and management. Its location

and login point is

http://staging.ilo.org/wcmsp1/ (for contributors who already have a website in

Production)

Logging into UCM is simple, simply open the web browser (i.e. Internet Explorer

or Firefox) and enter the above URL into the address field and click ‘Enter’.

The browser should open a page which looks like Figure 1.

Figure 1 UCM login page on browser

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Move the mouse and click on ‘Login’ and when the Username/Password dialog

appears, enter the username and password assigned to you.

Figure 2 UCM Login Dialog

After entering the correct username and password, UCM will now verify and

bring up the home page of its interface.

Figure 3 UCM Homepage

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2.2 The Browser Interface The visual interface of UCM on your browser will depend on the settings in your

profile. For the purpose of this documentation the interface will be explained.

2.2.1 THE QUICK SEARCH UCM’s Quick Search feature is a generic search function which enables you to

search for content inside the Content Server. The keywords used can be the ID

of the content, the title, topic, or any other keyword you consider relevant.

Figure 4 UCM's Quick Search 2.2.2 THE HOME PAGE SEARCH By default, the home page of UCM right after you login displays a search

feature. This search feature is a little more flexible than the Quick Search as it

allows you to perform the search for content by certain types of keywords.

Figure 5 UCM Home Page's search feature

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2.2.3 THE NAVIGATION MENUS The Navigation Menus on UCM are

Figure 6 UCM's Menu

• Home

o Clicking on this will take you back to the Home Page of UCM

• Search

o Clicking here will take you to a more advanced search feature. You

can also search for particular type of contents. The Advanced

Search will be explained later

• New Check In

o This will allow you to check in new documents. You can select

which type of document you want to check in or you can go for

the standard check in.

• My Profile

o This will allow you to modify your user information such as Full

Name, password, UCM’s display skins.

• Help

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2.2.4 UCM TOP NAVIGATION MENU The UCM menu can be aligned on the left side or top depending on you profile

settings. Navigation Menu of UCM gives you a tree structure of what is

available to you in UCM. What is listed in this navigation menu will depend on

your access rights.

Figure 7 UCM TOP Navigation Menu

• My Content Server (My UCM)

o This tree contains items related to your profile and custom saved

features in UCM such as searches you have saved, content you

have checked out, etc

o It also contains standard templates you can use to check in

content which you can use

• Web Sites

o This item displays the list of Websites which are inside the UCM

• Browse Content

o Allows you to browse the folders inside UCM database

• Content Management

o Displays ways to manage content being worked on

• Administration

o Allows you to do the Administration tasks which include managing

websites, managing users etc.

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2.2.5 ADVANCED SEARCH

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Figure 8 UCM Advanced Search

Contains Searching for a keyword using this option looks for

any string of text which has the keyword inside.

e.g. If the searched keyword is “publication” any

string which has the word publication in it will be

returned: such as “ILO publication for documents”

Matches Searching with this option will return results which

exactly matches the keyword character for

character

Has Prefix Searching with this option will return results where

the keyword is the prefix of the string.

e.g. if keyword is “publ” results will return such as

publication”

Starts Searching with this option will look for any string

which has its first word(s) which are the keyword(s)

Ends Searching with this option will look for any string

which ends with the keyword(s)

Substring Searching by this option will return results where

the keyword is part of a set of characters in the

sentence.

e.g. if the keyword is “blica” results may be such as

“publication” where the characters in the keyword

are part of a text

Not Substring Searching by this option will return results where

the keyword is not in the text anywhere

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Not Matches Searching by this option will return results where

the results do not match the keyword

(TIPS: The best way to get good results for file searching is to remember the

Content ID of your documents. Many users of UCM have found this to be very

efficient and time saving.)

2.2.6 MY PROFILE

Figure 9 UCM My Profile Page

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2.3 Glossary of Metadata Fields for Content Check I n

This section of the handbook will provide a detailed explanation of the various

metadata fields which are required to be filled when checking a document or

file into the document repository.

Before explaining the different metadata fields which are used during content

check in, it is important to understand why these fields are necessary and the

roles they play in website accessibility and usability.

No amount of emphasis will ever truly reflect the importance of having a

complete and proper metadata for content.

2.3.1 METADATA (DATA about DATA)

Metadata is used to facilitate the understanding, characteristics, and

management usage of data. The metadata required for effective data

management varies with the type of data and context of use. In a library, where

the data is the content of the titles stocked, metadata about a title would

typically include a description of the content, the author, the publication date

and the physical location.

Imagine yourself in the situation where you are given the task of writing a very

thorough report and the necessary information resources are all available on

the ILO website. However you have no clue as to what those resources are and

where they can be found. Now here you might think to yourself “That’s no

problem, I’ll just use the search feature on the website and look for what I

want.”

True, this solution will work…BUT only if the information resource you seek had

been entered into the database with the appropriate metadata. The person

who entered the document into the database may just have named the file as

“ilomwr2009.pdf” and provided some meaningless title, left the brief

description, subject, keywords, region, etc blank. And this is only just one file,

what if all the files you needed were all checked in by the same person. So how

will you find a document or documents which had been checked into the

database as such?

You can’t. So you will just have to accept the fact that the report you write will

be incomplete.

So how can you, as the Content Contributor, prevent this from happening to

others? By providing good information and carefully checking in your

documents and files. (In the context of this Handbook, the term document and files include various file

types such as MS Word’s *.doc, MS Excel’s *.xls, *.pdf, *.ppt, *.jpg, *.gif, *.mp3, and

website URLs, because all of these items can be checked into UCM.)

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2.3.2 KEY INFORMATION – Explanation of Search as a concept Before moving on to the explanation of each metadata field, an understanding

of the Search concept is needed.

The Search feature of any website, including all web based search engines such

as Google, Yahoo, Alta Vista, etc, all originated from the concept of keeping a

crossed referenced card catalog in a library. Cross referencing is a time

consuming task for search engines, every time a new website appears, or a

webpage is updated, automatic crawlers created by these search engines will

have to go through the new site or updated page, looking for keywords which

could help identify the purpose of the site and update their index database so

that when visitors go to Google.com or Yahoo.com and enter a phrase or

keyword in the search box and click enter the most relevant websites and pages

appear first in the long list of results.

The WCMS of the ILO too uses cross indexing and an index database to cross

reference all the content (which are in the tens of thousands) uploaded by

content contributors such as yourself. And the quality of the index is only as

good as the quality of the metadata the contributor has provided. Even with the

capability of computers being a hundred times better than what it was half a

century ago, a computer cannot open a document and read the content to

understand what it talks about, or open an audio file and understand what is

being said, or open a video file and understand what is being shown. So for our

WCMS, the index database relies on the metadata which has been provided.

Metadata which indicates that the title of the document is “ILO against children

being forced into labour in developing countries”, the type of document being a

“official report”, written by “John/Jane Doe”, on this date “99/99/9999” and

covers subjects such as “child labour, forced labour, poverty, safety and health

at work”, etc.

Remember the situation in the previous page when a content contributor

checked in a document with meaningless metadata, how would the index

database of the WCMS enable a visitor to find this document if this official

report on ILO and forced child labour had been checked in by the same

contributor?

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2.4 The Metadata fields 2.4.1 TYPE (a.k.a. CONTENT TYPE)

This field defines the type of content you are checking into UCM.

The field is a drop down selection box allowing the contributor to specify

the type of document or file being checked into the document

repository. Several options are available however not all of them are for

you. The table below shows the types that you will most likely be using

for the duration of your duty as a content contributor.

Normally, this field should already be set for you when you use the

recommended method of checking in a document using the Check in

Similar or My Check Ins methods.

ARTICLE

BRIEFING NOTE

CONTENT

INFORMATION

CORRESPONDENCE

EVENT

GENERIC DOCUMENT

IMAGE It is recommended that if possible the images should be

placed in the ILO Photo Gallery; however this also means

that the image being placed into the gallery has to fit

certain standards.

It is also recommended that if you prefer to check the

image into the Content Server instead of the ILO Photo

Gallery, you should try to meet certain standards

concerning image size and quality.

LEGAL DOCUMENT

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MEETING

DOCUMENT

MISSION REPORT

MOVING IMAGE

(VIDEO)

Not the actual video files itself but a profile of the video file

(URL, title, length, description, etc) which is in the

Streaming server.

Sometimes the video file may be on the Streaming server of

another site or may be located in the directory of a web

server. Even then only the profile is entered into UCM,

under no circumstances should you ever check in a video

file into UCM.

MUSIC (AUDIO) MP3 format only, the file size must be as small as possible.

NEWS ITEM

POSTER

PRESENTATION

PRESS RELEASE

PROJECT

PROJECT

DOCUMENTATION

PUBLICATION

STATEMENT

WEB PAGE

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2.4.2 TITLE This field is important and necessary. The title of the document or file being

checked in must be provided here. The text entered here must be descriptive

and reflect the content being checked in. It must not be unrelated abstract text

which does not provide the visitor with a clear understanding of the context of

the content. The best text to enter here would be the title of the document file

or a short sentence reflecting the main topic, especially if the content is an

audio or video file.

The best titles are brief and straight to the point, long winded titles can be

confusing and inefficient.

2.4.3 AUTHOR This field is automatically set with the username of the content contributor who

has logged into

UCM and is now checking in a document. The field cannot be modified

manually.

The Author field identifies the Content Contributor who checked in or updated

the content. It is not used to identify the actual Author of the content. If you

wish to mention the person(s) or group(s) responsible for creating/writing the

content, please use the field called Creator.

However this field will change values whenever the file is checked out and

updated by someone other than the original contributor. As UCM maintains

version control of all content, this field has the secondary purpose of displaying

the last user who edited the content.

2.4.4 SECURITY GROUP The Security Group defines the domain of visitors who have access to view the

document. Depending on your access rights to UCM, you may not have the

ability to choose between the three available options.

Public Select this if the document is to be made available for anyone

to view.

Private Select this if the document is to be viewed only by an internal

group of users. (This value can also be used if there is a

document which was for the Public however for certain

reasons needed to be hidden from the Public.)

Secure

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2.4.5 ACCOUNT This field is used to define which group of users has the rights to modify the

document being checked in. By default this field is automatically set to the

account group you belong to already.

Depending on your access rights, you may or may not be able to change the

value of this field or only allowed to change to certain values.

2.4.6 PRIMARY FILE This field has two parts. The first part is a check box marked Metadata Only and

the second is a text field and a button beside it called Browse.

Metadata Only Select this if you are entering content which does not contain a

physical document or file.

e.g. you are entering an external URL into UCM as a reference

Browse Click Browse and select the file you need to check into UCM.

2.4.7 CONTENT ID This field is important if you are checking in a document without using the

Check in Similar method. When entering the Content ID it is important to

provide a hierarchical ID format which describes where the content belongs in

the website. The letters in the ID must all be capitalized, if spacing is needed

the underscore must be used (blank spaces are not allowed) and the character

limit is 30.

For example, if you are checking in a word document which should appear in

the About Us section of the ILO Governing Body website, you may perhaps give

the Content ID as:

WCMS_CON_TXT_GB_ABO_EN (which indicates that the document is being

checked into the

WCMS, Content, Text, GB site, About Us section, English language. Sometimes

for certain content All is used instead of the EN, ES, FR, language indicators to

mark that the content is generic).

If you are using the Check in Similar method this field will not be visible to you

and will be automatically filled in for you when click “Submit”.

(By now you have seen the term Check in Similar several times. This is an

important topic which you will read about later in the Handbook.)

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2.4.8 ALTERNATIVE TITLE If possible you should provide an alternative title for the document or file being

checked into UCM. An Alternative Title can provide additional information

about the document, especially if there is another title which is applicable to

the document. As Shakespeare once wrote “A rose by any other name…”

The same rules given for Title will also apply for this field.

2.4.9 CONTENT SUBTYPE Certain content Types have an additional subtype available. It is important that

you specify the subtype of a document being checked in if applicable.

Always check whether the content type you have selected has a subtype or not,

and if a selection of subtypes are available then choose the one that is most

appropriate. However sometimes you may be checking in a document of a

certain type which has subtypes but the document is considered too generic to

be assigned a subtype.

Some subtypes: CAMPAIGN When adding a campaign choose 'event' as content type and

'campaign' as subtype. The web site section to use is "what

we do: events and campaigns: campaigns".

A campaign can comprise one or more events. Each of the

individual events should be checked in with 'event' as content

type and an appropriate subtype. If an event is part of a

campaign the relationships can be expressed using 'is part

of/contains' relationship type ‐ that way all events that are

part of the campaign will be displayed along with the

campaign and individual events will point back to the

campaign context.

2.4.10 SHORT DESCRIPTION (BRIEF DESCRIPTION) This field is used to provide a brief summary or short introductory text to the

document or file being checked in. This field is important in order to provide

visitors a clear idea of what the document or file will contain.

If you are checking in a document using the contribution MS Word document

templates, this field is not necessary as long as the appropriate styles have been

applied in the MS Word document file.

2.4.11 LANGUAGE

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This field must be selected in order to specify the language in the content of the

document or file.

Currently the supported languages are:

Arabic Korean

Armenian Lao

Bengali Macedonian

Bosnian Malay

Bulgarian Moldovan

Chinese Mongolian

Croatian Myanmar

Czech Nepali

Danish Pashto

Indonesian Polish

English Portuguese

Filipino Romanian

Finnish Russian

French Serbian

Georgian Sinhala

German Spanish

Hindi Swahili

Hungarian Tamil

Indonesian Tetun

Italian Thai

Japanese Ukrainian

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Khmer Vietnamese

N/A (Only used if the content being checked in is generic for all. E.g. A

photograph of the ILO HQ in Geneva)

(Note: The ILO has three working languages which are English, French and

Spanish and four additional official languages which are Arabic, Chinese,

German and Russian. Almost all documents and files are translated into the

three working languages, a wide selection are translated into the official

languages and a few selected are provided in the other languages depending on

availability and at the discretion of the office or department involved.)

2.4.12 REFERENCE The Reference is a very important field. Contributors must fully understand

where and when to use this field.

ILO_THUMB Indicates that the reference used is a reference number of a

picture from the ILO Photo Library. Reference to the ID of

the image will be appended by the system to the end of ILO

Photo gallery URL in order to link to the image in the ILO

Photo Library that offers additional image information and

additional image sizes for different purposes. If the image

file was checked into the Content Server this field must be

left blank.

Used for the content types:

• Image

URL Reference to external resources that do not reside in the

Content Server. The resource is fetched for display from the

URL specified. We strongly recommend entering absolute

addresses and starting them with “http://”.


• Database

• Normative Instruments

• Publication/Report

• Web Pages

ISBN The system accepts both 130 and 13 characters ISBN codes

and they must be in the format: “XXXXXXXXX” without any

spaces or hyphens. When the original ISBN is assigned to a

multiple language publication but one entry is checked‐in for

each language, then it is necessary to specify to add an

additional reference, with the [ISBN_LANG_EXT] qualifier

and set the code of the language in the format “‐X” as the

value of the reference. These two references will be

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concatenated to create the link to ARIES database and

provide the visitor with the possibility of buying the

publication, if available (publications for which “mark this

item” field is set to “yes”).



• Publication/Working Paper

• Publication/Periodical

• Publication/Book

• Publication/Brochure

ISSN Same as ISBN

ILO_REF Indicates that the encoding scheme is one of ILO’s internal

schemas.


• Press Release (in general), format ILO/YY/XX,

OIT/YY/XX or BIT/YY/XX

• Press Release (Feature stories), format FTR/YY/XX

• Meeting Document

• Publication/Working Paper

• Vacancy Notice

• Videos (MovingImage) – if a moving image has an

[ILO_REF] type reference, the detail page will be

displayed and a link to the video on the streaming

server will be available on the detail page. The URL is

constructed from the reference by prefixing it with

‘http://audio.ilo.org/ramgen/ilo/dcomm/’ and

appending ‘.rm?usehostname’

NB: This list of usage is not comprehensive.

ISBN_LANG_EXT See ISBN

URL_ON_DETAIL_PAGE Reference to external resources that do not reside in the

Content Server. The resource is fetched for display from the

URL specified. We strongly recommend entering absolute

addressees and starting them with “http://”.

Note: this qualifier is different from [URL]. The external

resources referenced using this qualifier is displayed on a

page which also contains a brief description and some details

about the resource along with some related links (if any).

The brief description and details about the reference will be

contained in a word document which will be loaded onto the

Content Server.

(Please see section concerning Word Document Templates.)

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• Database

• Normative Instruments


• Web Pages

2.4.13 SUBJECT The purpose of assigning subject terms from the ILO Taxonomy (indexing) is to

describe a resource so that it will be found when it is relevant to a query. The

use of controlled vocabulary to represent concepts when describing the subject

matter of the resource helps reduce the variety of words and phrases that can

be used to express a concept.

1. Use the most specific term from the ILO Taxonomy that is available for the

concept. Do no assign the broader terms since these terms are implied

automatically by the structure of the ILO Taxonomy and will be available for

searching either through automatic assignment of the broader terms or

through query expansion in the user interface.

2. When indexing an object with broad coverage of many topics, index at a high

level of specificity. Do not try to enter terms for every topic included. Ask

yourself the question: “Would it be appropriate for a user to retrieve this

resource by this topic?” before assigning a term. If the topic is only covered

briefly, then the answer is usually “no”.

3. You will sometimes have to select either one term (e.g. employment) or

several of this term’s narrower terms (e.g. clandestine employment, precarious

employment, temporary employment). The choice usually depends on the

focus of the resource and on whether you judge that a user might miss

significant information if only the more general term is used. If the more

specific terms are selected, the resource will still be searchable by employment.

If instead only the more general term is selected, then the object will not be

found when the user searches using the more specific terms. A general rule is

that if three or more terms from a set of sub‐terms have to be used to index an

item, then use the more general term instead (i.e., the Broader Term of this

subset).

4. You can look for similar resources in the system by using free‐text search and

then review the indexing used for those resources in order to enhance

consistency. For publications, you might want to review indexing done in

Labordoc and reuse the subject classification from there.

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2.4.14 ADDITIONAL SUBJECT KEYWORDS If there are more keywords applicable to the content but are not available in

the list of subjects, you can enter the keywords in this field. These keywords

add value to the subjects selected which would broaden the search capabilities

on the website for the visitor.

2.4.15 ILO LOCAL CLASSIFICATION This field is used when a particular website has its own local taxonomy. These

local taxonomies may sometimes be more specific than the ILO’s standard list

of taxonomies. You are only required to fill this field if the content is for one of

the six websites/sections which use their own taxonomies in addition to the

ILO’s standard list.

ASIA Areas of work

Fundamental Principles and rights

Governing body sessions

ILC Classification

INDIGENOUS local classification

STAT Classification

2.4.16 ABSTRACT The Abstract field is a summary of the document or file being checked into

UCM. It is longer than the short description and provides more information. On

detailed pages, the text in the body of the page is the Abstract.

The Abstract field should be filled in UCM when checking in PDFs or any other

check in where you selected ‘metadata only’ or where the content is not a word

document.

However when using the word templates to check in content, the text for the

Abstract can be extracted from the word document and displayed (if the

document has been formatted with the correct styles.)

Another method for having text for the Abstract field when checking in content

of non MS Word format is to check in a separate MS Word document with the

text for the Abstract field. Then through the use of relationships set the MS

- 26 -

Word document to provide the text for Abstract of the initial checked in

content. (See section on Adding Relationships for more details)

In UCM content check in, the Abstract field has a limit of maximum 2000

characters and only allows line break formatting. With word documents,

applying the proper styles and formatting to sentences and paragraphs will

allow for more elaborate formatted text to be displayed on the detailed page.

Figure 10 Example of a detailed page showing some metadata and Abstract

2.4.17 LIST OF CONTENT UNITS Mainly used when the document to be checked in is of type Publication or

similar where it has chapters, sections, sub‐sections, etc.

2.4.18 REGION This field is used to specify the region and if applicable the country related to

the content of the document or file being checked in. You are required to

specify a thorough selection of regions and countries related to the document,

if the selection is incomplete the availability of the document to visitors may

become restricted.

The Regions available for selection are

- 27 -

• Africa

• Americas

• Asia

• Europe

• Global

2.4.19 BEGINNING OF THE PERIOD COVERED, THE END OF THE PERIOD COVERED

These two fields are date/time fields which are to be filled in if the document or

file being checked in has content relevant to a particular timeframe.

E.g. you may be entering a project document which has a time schedule

between a start and end date.

2.4.20 AVAILABLE FROM, AVAILABLE UNTIL These two date/time fields can be used to specify the duration for the

availability of the document or file.

E.g. the content may be a limited time release of an important press release.

2.4.21 VALID FROM, VALID UNTIL These two date/time fields can be used to specify the duration for the validity

of the content.

E.g. the content may be an event.

(Beginning/End of the Period Covered, Available From/Until and Valid

From/Until are not always used simultaneously during the checking in of the

same content. Depending on the type of content being checked in, one or more

of these metadata fields may not be used.)

2.4.22 TARGET AUDIENCE This field is used to specify for whom the checked in content is aimed at.

All

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ILO Constituents

Researchers

Job seekers

Journalists

Youth

2.4.23 DATE OF PUBLICATION By default this field is already set to the current date when the content is being

checked into UCM.

2.4.24 DATE OF CREATION This is a date/time field which you can use to specify when the content of the

document or file was created.

2.4.25 CREATOR This field can be used to manually enter the list of person(s), group(s),

organization(s), etc who are responsible for the creation of the content. In

other words, this field lists the actual Author of the content, not the person

who is checking in the content into the server.

2.4.26 PUBLISHER This field is used mainly if the checked in content is a publication, a report or

other which was published by a department, group, office, organization, etc.

2.4.27 OWNER Normally this field should be preset to the same value as Account. This field

specifies which office or department is the owner of the content. Here, the

contributor can set the value to any inside the drop down box.

2.4.28 RIGHTS HELD OVER THE RESOURCE This field is used to specify if the rights to the content is held by an individual,

group or organization.

2.4.29 SCOPE

- 29 -

In UCM, the value entered in this field defines the relevance of the content

pertaining to a certain area.

Local The content of the checked in document or file is relevant

only to a local area.

Regional/Sectorial The content of the checked in document or file is relevant

only to a certain regional or work sector.

Global The content of the checked in document or file is relevant at

a global level.

2.4.30 PUBLISH This field has two options, YES or NO, which is used to specify whether the

content is ready for publishing onto the website or not.

2.4.31 FORMAT To specify the format of the document or file.

2.4.32 SIZE To specify the file size, mainly in Kilobytes (kb), of the document or file.

2.4.33 WEBSITES This field is used to specify in which WCMS websites the document or file being

checked in will appear.

2.4.34 WEBSITE OBJECT TYPE This is an internal field of the UCM system.

This field should be automatically set by UCM when the content is checked in so

the user should not have to worry about what to choose here. However if the

initial check in was Metadata only and later the user updates the content with a

physical primary file then the value for this field may need to be manually

changed.

Native Document For PDFs, DOCs, mp3s

Data File If the content is XML for the regions

Image

- 30 -

Other If the check in is metadata only

Project

Layout File

Fragment

Script

Stylesheet

Custom Element Form

Properties Form

Validation Script

2.4.35 WEBSITE SECTION This field defines in which websites or sections of a website the content will

appear. If the website or section is not set, the catalogue lists of that particular

site or section will not display the content.

2.4.36 DISPLAY PRIMARY FILE 2.5 Regulations concerning the types of files being checked

into UCM 2.5.1 ADOBE PDF FILES Adobe PDF files are one of the most common files to be checked into UCM.

File size limit: As small as possible, if you plan to check in PDF files over 25

megabytes please confirm with the Web Team at ILO HQ, Geneva.

2.5.2 AUDIO FILES MP3 file type, size should be as small as possible.

2.5.3 IMAGES AND PHOTOS

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Image files to be checked into UCM must either be JPEG (*.jpg) or GIFF (*.gif)

formats. Their file size generally depends on the resolution of the image or

photo. However if the image or photo being checked in is to be used as a

thumbnail, the ILO has a height/width restriction measured in terms of pixels.

Thumbnail

Blurb image • 115 x 76

Image in feature single • 75 x 75 (Image is a square)

• 130 x 85 (image is horizontally wider)

• 85 x 130 (image is vertically taller)

2.5.4 POWERPOINT PRESENTATIONS Same regulation as PDF files.

2.5.5 URLS All URLs must be profiled into UCM using the regulations defined for the

Metadata field Reference.

2.5.6 VIDEO FILES Video files should be of Real Media video format and placed on the Streaming

Server.

In UCM, when we check in Content Type (Moving images ‐ Videos) we are

actually checking in the profile for the video from the streaming server.

2.5.7 WORD DOCUMENTS Same regulation as PDF files, however if the word document is larger than 300

kilobytes UCM will automatically convert it to PDF and the system will not be

able to automatically extract an abstract from the document itself to be

displayed on a detailed page.

2.6 The Check In Similar The Check In Similar function allows you to check in a new content which

shares similar metadata to content previously existing in the content server.

This saves time in not having to fill in all the metadata fields all over again.

- 32 -

However this does not imply that you should not double check to make sure

that the metadata is correct. Though content may share similar metadata, there

will also be differences such as Title, Short Description, etc.

This function is accessed by selecting an already existing content inside the

server and clicking in the drop down field for Actions.

Figure 11 Check In Similar

2.7 My Content Server This feature is located under My Content Server in the Top UCM Menu of UCM.

My Content Server is a set of content types with standard metadata fields’ pre‐

selected for the content contributor in order to save the time of having to

browse through the entire list of available metadata fields to be filled.

Notice Content Contributors should use Check In Similar and My Content

Server as much as possible.

Figure 12 My Content Server and list of available templates

- 33 -

2.8 Updating Checked in Content inside UCM

Figure 13 Actions which can be performed to a Checked In Content 2.8.1 Checking Out Checking out a content means reserving the right to open and edit the content

and prevent others from making any modifications to the file until you have

checked the content back in/released the content from your control.

There are two ways to check out a document.

CHECK OUT This method allows you to check out the document and hold it for an indefinite

period of time, especially if you plan to be working on the document for an

extended period of time.

With this option the server side connection is lost; UCM marks the content as

being checked out until it has been checked back into the system after an

update. Only an administrator or the person who checked out the document

can either Cancel check out or check in the new version.

CHECK OUT AND OPEN This method is best used if you need to quickly check out the document and

make a quick modification. This method retains the server side connection to

the document while it is checked out.

(This method is mainly used for editing content which are MS Word documents.

Will only retain the server connection for MS Word XP and MS Word 2003

versions)

2.8.2 Updating Metadata Selecting the option Update allows you to update the metadata of the content

which is in the Content Server.

- 34 -

(Depending on your access rights you may not be able to change every

metadata.)

2.8.3 Adding Relationships A set of services implementing a framework that defines the relationship

among content items inside the Content Server. Document relationship can be

defined in terms of relevance (namely Relation) or language versioning (namely

Language Versions).

Figure 14 Adding Relationships and Language Versions

(see “Implementing relationships between items in the WCMS relationship”

id:WCMS_091111 and “WCMS Contributor's Handbook”, id: WEBDEV_TRAINING)

1. Add new Relations

Adding new Relations mean creating a link between different content

items inside the Content Server in order to display the relations as items

on the webpage. Contents that are linked via relations can appear on the

webpage as one of the following items:

• An image (Thumbnail, cover image)

• A related link

• A link which provides further information

• A link which provides essential information

• Caption for an item

• A what’s new item

- 35 -

Figure 15 Content with 2 Relations which are related to the document

In Figure 21 you can see an example of 2 items in the content server which has

been selected as related to a particular content. You can also see options for

sorting the added relationships, the option to delete the relationship

completely, add or remove qualifications and link back the qualification.

‘Link back’ functionality For optionally bidirectional relationships, a facility is offered that allows the

relationship to be established in the other direction once one direction has

been established. In the display above, a one way relationship is displayed with

a ‘>’ indication and a ‘Link back’ link. If a ‘Link back’ is clicked, the relationship is

established in the opposite direction and the indication changes to ‘<>’.

Deleting a relationship ‐ the specified relationship is deleted;

‐ all qualifications for the specified relationship are deleted;

Deleting a qualification ‐ the specified relationship is deleted.

2. Select other Language Version

This allows you to link the content to any other available language

version of the content. An example would be a speech given by an envoy

to a group of delegates which must then be available in more than one

language on a website.

The procedure for adding relationships for both categories is the same.

1) Select whether the relationship you want to add is for another

language version of the content or for other types of relations.

2) When the search page appears, use the available search criteria

for the content you wish to link to.

- 36 -

Figure 16 Content Search for adding relationships

3. UCM will display a list of items found which match your criteria.

Figure 17 Search Results selection page

4. Select the item(s) that you want to link and click on ‘Save the selected

documents’.

- 37 -

5. If you are adding an Another Language Version relationship, UCM will

take you back to the metadata page of the content you were updating

and show that the language version relationship has been added.

6. If you are adding a different type of relationship, UCM will take you to a

page where you can select the different qualifications of relations you

can add.

Figure 18 Add Qualifications for Add New Relations

Figure 19 List of Qualifications for Relations 2.8.4 Version Control

Figure 20 Version Control in UCM

UCM allows you to keep track of changes to any content which has been

checked in via Version

- 38 -

Control (Revision History). On the metadata page of any content, you can find

the revision history near the bottom of the page in UCM.

As you can see in Figure 20, UCM keeps track of the revision histories by

Release Date, Expiration Date, Status and Actions which you can perform.

This is especially important when there are major changes to the content. For

example, the content is an Excel spreadsheet containing important information.

You check the content out to make edits and save it back into UCM. Later you

realize that the changes you made to the document are incorrect and you need

to recover the information before the changes. UCM version control will allow

you to move back to previous versions of the content.

(UCM’s version control does not allow you to go back and forth between

different versions of content, it only allows you to roll back to previous versions

and any later version which you selected Delete will be lost forever.)

- 39 -

2.9 Creating Links in WCMS Sites When creating links, it is always recommended to provide descriptive names to

the links instead of using the URL as the link.

e.g. Making a link this way: The ILO Website is much better than The ILO

Website is http://www.ilo.org

In Contribution Mode

The Link Wizard is used in Primary Pages of UCM 10gR4. For Word

Documents in UCM 10gR4 please use the syntax below:

If linking to a section of another WCMS site, select text and then create

HyperLink using the following format:

ss://ssNODELINK/siteID/sectionID as URL

If linking to a checked in item select text and then create HyperLink using

the following format:

ss://ssLINK/contentID as URL

If linking to an external item, provide the full URL starting with http://...

Figure 21 MS Word's Hyperlink Dialog Box

- 40 -

3 Updating Websites Using Contribution’s Mode in Internet Explorer

Getting into Contribution’s Mode in Internet Explorer is a simple task. Open

Internet Explorer and navigate to the website or webpage you wish to update.

(Contribution’s Mode work best with Firefox and Internet Explorer. Freeform

works best with Internet Explorer.)

Figure 22 ILO Global Home Page

- 41 -

Figure 23 Asia Regional Portal Home Page

Notice that the URL is http://staging.ilo.org... Instead of http://www.ilo.org...

The staging prefix is used to access the UCM server where the website is

located so that the contributor will be able to edit the site.

To enter Contribution’s Mode you need to enter a simple key combination on

your keyboard: CTRL+SHIFT+F5. If this is your first time entering Contribution’s

Mode, IE will ask you to install the browser plug‐in for UCM Contribution.

(CTRL+SHIFT+F5 is a toggle that allows you to enter and exit Contribution’s

Mode)

- 42 -

Figure 24 ILO Global Home Page in Contribution’s Mode

Figure 25 Asia Regional Portal Home Page in Contribution’s Mode

- 43 -

Notice that the Global Home Page and the Asia Regional Portal Home Page

appears different when viewed in Contribution’s Mode. The Asia Regional

Portal page displays

Figure 26 Furniture Elements

The small icons and the text which appears are the furniture items and

documents relating to the content being displayed on the website.

When editing this type of element, Contribution’s Mode will open the Word

Document where you will be able to make the change and save the document.

The browser will open the document on the Content Server in MS Word of your

computer. Any saves you made will be directly upon the document in the

Content Server.

(With the current version of Oracle UCM this will only be possible with

Microsoft Office XP and Office 2003 versions. The compatibility with Office

2007 has not been added yet.)

Figure 27 Checking Out the TXT element document to edit

- 44 -

3.1 Furniture Elements

• Feature Rich

• Links

• Freeform

• Calendar

• Quote

• Etc

Figure 28 A Quick Link Side

Figure 29 Editing a Feature rich highlight item

- 45 -

Figure 30 UCM Contributor Dialog for Links

Figure 31 UCM Contributor Dialog for Feature Rich

- 46 -

3.2 UCM Contributor’s Row Controls

Figure 32 UCM Contributor's Row controls

1. Add New Row

2. Remove Row

3. Edit Row (This can also be done by quickly double clicking on

the row you wish to edit)

4. Move Row Up

5. Move Row Down

Figure 33 Editing a row inside UCM Contributor Dialog for Quick Links

- 47 -

Figure 34 editing a row inside UCM Contributor Dialog for feature Rich

3.3 Item Edit Controls

Figure 35 Item Edit Controls

1) View Source

2) Paste

3) Spell Check

4) Find

5) Replace

6) Select All

7) Erase

8) Create Hyperlink

9) Remove Hyperlink

10) Select target

- 48 -

3.4 Hyperlink Wizard

Figure 36 Hyperlink Wizard

- 49 -

3.5 Understanding and using the Word Document Templ ates For the WCMS sites, there are two standard MS Word Templates which have

been designed for use by content contributors.

• Template for detail and editorial pages

• Template for pages containing a list of links

(These two Templates have been designed for use with Microsoft Office XP and

Office 2003 versions. If you have other versions of Office please contact the

Web Team at ILO HQ for assistance.)

The core of these two Templates relies on the usage of Styles in MS Word. By

default the Template files themselves should contain the explanation of where

and when to apply these particular styles.

- 50 -

4 Explanation of Furniture Elements and their usage 4.1 Feature Rich The Feature Rich is used to display boxes containing various elements which can be

linked to items anywhere in the site and to external resources. A feature rich box can

contain the following elements

• Highlight

• Item Heading

• Item Title

• Item text

• Item info

• Image

• Credit

• Caption

• Links

The figure 37 below shows how Feature Rich will appear in the central column of

primary page

- 51 -

Figure 37 Feature Rich in the Central Column

The figure 38 below shows how Feature Rich will appear in the Left or Right column of

a primary page

- 52 -

Figure 38 Feature Rich in Right or Left Column

The figure 39 below shows the difference between a Highlighted and Normal row

- 53 -

Figure 39 Feature Rich Highlighted row and Normal row

The figure 40 below shows the Description of Feature Rich Row

Figure 40 Feature Rich Item (row) Description

4.1.1 Adding Contents to Feature Rich 1. The first step is to assign the Region Content to the empty placeholder.

- 54 -

Figure 41 Assign Region Content to empty Placeholder

2. Next step is to select the region content from the drop down list

Figure 42 Select ‘FEATURE RICH (RGDEF_ITEMS’ from the drop down list

3. Repeat the steps from page 65 to 68.

4. When you click on Edit Content button a new Contributor Dialogue will popup

where you can add/edit the contents of Feature rich. See figure 43 for details

- 55 -

Figure 43 Feature rich Contributor’s Dialogue

4. Next step is to add Rows/Items to the Feature Rich Element. See the figure 44 for

details

Figure 44 Feature rich Adding New Row

- 56 -

5. Next step is to add contents to Row/Item. See the figure 45a and 45b for details

Figure 45 Feature rich Contributor Dialogue for Row

- 57 -

Figure 46 Feature rich Contributor Dialogue for Row

- 58 -

4.1.2 Adding Image to Feature Rich Row There are two ways in which you can add an image to feature rich row

1. Clicking on the red button (See Figure 46 for details) will open a popup window see

the figure 47 below for details

Figure 47 Adding an Image from Photo gallery

In the Image Id textbox you have to give the Image Id which you can get from ILO

Photo gallery, and then you can select the size of the Image. There are two sizes

available Thumbnail and Medium you can select the required size of the image. In the

Image Alt Tag textbox you can enter the text which is the alternate text for an image,

if the image cannot be displayed.

2. Clicking on the Image button (See Figure 61b for details) will open a popup window

where you can search for an image in the content server by giving content ID for the

Image.

4.1.3 Adding Links to Feature Rich Row See page 84 – 87 for details in order to add links.

Region templates for Feature Rich: There are 4 different Region templates for LINKS furniture which you can select.

Following is the list of all the region templates available in UCM 10gR4:

FEATURE RICH, one heading for all (RGTPL_ITEMS_01)

FEATURE RICH, each its own heading (RGTPL_ITEMS_02)

FEATURE RICH, one heading for all, border (RGTPL_ITEMS_04)

- 59 -

FEATURE RICH, item titles only (RGTPL_ITEMS_07)

By default first template (FEATURE RICH, one heading for all (RGTPL_ITEMS_01)

) is selected but you can change the region template. See the Figures below for

details.

Figure 48 Click on arrow to popup region template window

Figure 49 Region template window

- 60 -

1. FEATURE RICH, one heading for all (RGTPL_ITEMS_01)

Figure 50 Region templates for Feature Rich Example 1

- 61 -

2. FEATURE RICH, each its own heading (RGTPL_ITEMS_02)


- 62 -

3. FEATURE RICH, one heading for all, border (RGTPL_ITEMS_04)


4. FEATURE RICH, 4 per row (RGTPL_ITEMS_05)

- 63 -

Figure 53 Region templates for Feature Rich Example 4 5. FEATURE RICH, item titles only (RGTPL_ITEMS_07)


6. FEATURE RICH, ad boxes, one heading for all (RGTPL_ITEMS_10)

- 64 -


4.2 Links The LINKS list furniture element on WCMS sites are used do display an item or

list of items which act in the form of fast direct links to important items within

the same site or section or to external sites and sections. This allows for visitors

to quickly navigate vertically down to information resources which may be

several levels below the current content being viewed. LINKS list allows user to

categorise the links under different sections unlike in Feature Rich.

Figure 56 Example of a LINKS list labelled as “Quick Links”

4.2.1 Steps to Add “LINKS list” on a page 1. First step is to assign a placeholder with Region Definition (Furniture

Element).

- 65 -

Figure 57 Example of Assigning content to an empty Placeholder.

2. Next step is to select Region Content form the drop down list, means which

type to content you want to assign to a place holder. In this case it will be “LINKS list, titles only (RGDEF_QUICK_LINKS)”. After selecting the Region

content and click next.

Figure 58 Example of Assigning content from a List of available Content types

- 66 -

3. Next step is to choose a content file. If it’s a new file then select the first

option if the file already exists in the content server then select the second

option. See the figure below.

Figure 59 Example of choosing content file.

If you select the first option which is “New Contributor data file” and click next

then the next window will be like this

Figure 60 Example of Checking-in new data file

- 67 -

Here you have to add the appropriate title of the new data file which is

mandatory field. Choose a title that describes the content bearing in mind that

this box can be reused on another page and in another position. Thus avoid

embedding information about the position of the box in the title.

‘Security Group’ by default is public which means that this data file can be

viewed by everyone. You can change the Security group to private or secure.

‘Account’ by default this field is automatically set to the account group you

belong to already.

‘Create Language Versions’ by default selected value is Yes, this means that the

same data file will be created in different languages depending on the website

languages to which it belongs. For Example if the website exists in three

languages (EN, FR, ES) the data file will also be created in three languages.

If in Figure 59 you select the second option which is ‘Existing file from server’

and click next a new window will pop‐up to search the file in content server.

See Figure 61.

Figure 61 Example of searching existing file from content server.

After selecting the file content server click next and the existing file will be

assigned to the Place holder.

4. Next step is to add contents to the placeholders. For this click on the icon in

the place holder, see Figure 62

- 68 -

Figure 62 Arrow showing the icon to click to Add/Edit Contents

5. By clicking the icon a Contributor Dialogue will open where you can Add new

contents and Edit the existing contents.

Figure 63 Contributor Dialogue to Add/Edit Contents

Click on the Add new row button, a new row will be added. Double click that

empty row to add contents. A new window will open where you can add

contents to that row. See Figure 64.

- 69 -

Figure 64 Contributor Dialogue to Add/Edit Contents in a Row

- 70 -

Creating Links:

Write the text for the links in the Links sections, select all the text by pressing Ctrl+A

and then press the button Bullets and numbers in the top to get the bulleted text.

These bullets will appear like small red arrows on the website. See the Figure 65 and

Figure 66 below

Figure 65 Creating Links

Figure 66 Creating Bullets for links

- 71 -

Next step is to create the hyper link for selected text, Select the text for which you

want to add the link and click on Create hyperlink button in the top toolbar. See Figure 67 below.

Figure 67 Creating Hyperlinks

When you click on create Hyperlink button it will open the linking Wizard, in Linking

wizard you can create the link in three ways

Link to a website section

Link to a file Link to the Following URL

See the Figure 68 below for more details

Figure 68 Choose type of link in Linking Wizard

- 72 -

If you select the first option (in Figure 68) and click next it will take you to a new

window where you will be able to see all the website sections of all the websites to

create the link. See the Figure 69 below for details.

Figure 69 Choosing website section to create the link

If you select the second option in Figure 68 and click next it will take you to a new

window where you will search the file in content server (if the file already exists) to

create the link. If you want to link it to a new file (means the file does not exist in the

content server) then you have to select the first option which is ‘New Contributor’s

Data file’ and click next. See the Figure 70 below for details.

Figure 70 Choosing Content file

If you select the First option in the above figure (figure 83) then a new window open

which will be same as when you do a new Check in and if you select the second option

then you have to search the file with the content Id in the content server (Standard

search).

- 73 -

If you select the 3rd option in Figure 68 the textbox next to it will be enabled and you

have to copy the URL in that text box. See the Figure 71 below for more details.

Figure 71 Linking to a URL

You have to follow the same procedure to create all the Hyperlinks. After creating all

the links, adding Heading or Categories click on the save button in the tool bar and

your placeholder will be updated with the contents you added using Contributor’s

dialogue.

Region templates for LINKS: There are 6 different Region templates for LINKS furniture which you can select.

Following is the list of all the region templates available in UCM 10gR4:

LINKS list, standard display (RGTPL_QUICK_LINKS_01)

LINKS list, button‐like display, heading w. background

(RGTPL_QUICK_LINKS_02)

LINKS list, feed icon display (RGTPL_QUICK_LINKS_03)

LINKS list, standard display, heading w. background (RGTPL_QUICK_LINKS_04)

LINKS list,block view (RGTPL_QUICK_LINKS_05)

LINKS list, links on one line (RGTPL_QUICK_LINKS_06) By default first template (LINKS list, standard display (RGTPL_QUICK_LINKS_01)

) is selected but you can change the region template. See the Figures below for

details.

- 74 -

Figure 72 Click on arrow button to popup up region template window

Figure 73 Select Region Template from drop down list

- 75 -

1. LINKS list, standard display (RGTPL_QUICK_LINKS_01):

This is the default region template for links

Figure 74 LINKS Region templates Example 1

2. LINKS list, button-like display, heading w. background


- 76 -

Figure 75 LINKS Region templates Example 2 3. LINKS list, feed icon display (RGTPL_QUICK_LINKS_03)

Figure 76 LINKS Region template Example 3

- 77 -

4. LINKS list, standard display, heading w. background



5. LINKS list,block view (RGTPL_QUICK_LINKS_05)

- 78 -


6. LINKS list, links on one line (RGTPL_QUICK_LINKS_06)


- 79 -

4.3 Freeform Freeform is an element in which you can design your own layout by using the

table structure similar to table structure in HTML. It is used on primary pages

for complex contents instead of using word files.

FREEFORM Examples:

Figure 80 FREEFORM Example 1


- 80 -


FREEFORM Description:

In freeform you can add following things

Table

Image

Flash/Youtube Video

Horizontal Line

Adding Contents to FREEFORM 1. The first step is to assign the Region Content to the empty placeholder.


- 81 -


Figure 84 Select Region Content

3. Repeat the steps from page 65 to 68. 4. When you click on Edit Content button a new Contributor Dialogue will

popup where you can add/edit the contents of Feature rich. See figure 82 for

details

- 82 -

Figure 85 Freeform Contributor’s Dialogue

There are two different toolbars which you can use. See Fig 83 for Details

Figure 86 Freeform Toolbar Overview

- 83 -

Standard Toolbar

See Figure below for details

Figure 87 Freeform Standard Toolbar

Formatting Toolbar

See Figure below for details

Figure 88 Freeform Formatting Toolbar

- 84 -

Details of Formatting Toolbar

In order to understand the formatting toolbar see the pictures below for details

Insert/Edit Table:

Figure 89 Freeform Formatting Toolbar Insert/Edit Table

Figure 90 Freeform Table Inserted

- 85 -

4.3.1 Freeform Insert Youtube Video

Important Terms:

Aspect Ratio: The aspect ratio describes the proportional relationship between

the width of a video image and its height. There are two aspect ratios for

Videos one is 16:9 and other is 4:3. For a video with 16:9 aspect ratios, think of

the dimensions of the screen in HD films or "wide screen". 16:9 is becoming

more and more common, and 4:3, which is more of a square‐ish rectangular

shape, is becoming less common. If you are having trouble identifying whether

a video has a 16:9 or 4:3 aspect ratio please contact [email protected]

Aspect Ratio also depends where you are adding video on the page. If you are

adding video in Right or Left column then you should always use 4:3 ratios while

in central column you can use either 4:3 or 16:9.

Youtube Video Parameters: There is a set of parameters which we can use to

customize the playback experience of the video.

Insert Table:

First you have to insert a table by clicking on table button in freeform tool bar

(see figure 85 above for more details). When you click on table a popup window

appears asking for table properties. Provide attributes as following

Rows = 1 (if you want to add links or text under video then add two rows and in

the 2nd

row you can add links, text etc)

Columns = 1

Header = none

Border Size = 0

Alignment = center

Width = (depends on aspect ratio and size you selected for video)

Height = (depends on aspect ratio and size you selected for video)

Cell spacing = empty

Cell padding = empty

Caption and Summary should be empty

See the image below for more details

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Figure 91 Table properties for Youtube Video

Get URL for Youtube Video:

In order to embed Youtube video in freeform you need the Youtube video URL,

for that go to following URL www.youtube.com/ilotv

Figure 92 Showing ILO Youtube channel

Select the video which you want to embed. Click on share button (see figure

above for details)

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When you click on share you will see the following part (see figure below) just

underneath share button

Figure 93 After clicking share button

Copy the URL which you see in the above figure. The last part of the URL is the

youtube video ID.

For example in the following URL

http://youtu.be/TUFswO0HRw8

This is the youtube Video ID

TUFswO0HRw8

Copy this Video Id and paste it at the end of the following URL

http://www.youtube.com/v/

After copying the video ID your URL will become

http://www.youtube.com/v/TUFswO0HRw8

Addition of Youtube Video Parameters:

In order to add the Video parameters you have to use the following code and

attach it at the end of the URL which you get from above step

?hl=en&feature=player_embedded&version=3&showinfo=0&a

mp;cc_load_policy=0&fs=0&autohide=1&rel=0&modestb

randing=1

After adding the parameters your Final URL for video to embed in freeform will

be like this


http://www.youtube.com/v/TUFswO0HRw8?hl=en&feature=player_emb

edded&version=3&showinfo=0&cc_load_policy=0&fs=0&

amp;autohide=1&rel=0&modestbranding=1

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Paste this URL in the Free form (see image below).

Figure 94 Freeform Formatting Toolbar Insert/Edit Flash/Youtube Video

Embedding Youtube video in Primary page:

If the page layout is of three columns i.e. left navigation, central column and

right column, then follow the following standards to embed youtube video

Total Width Maximum Width

Allowed

Video Ratio

Left Column 145 140 4:3

width = 140

height = 105

16:9

width = 140

height = 79

Centre Column

Central Column

1+1+2+2+2+1+1

layout

575

278

550

272

4:3

width = 550

height = 413

16:9

width = 550

height = 310

4:3

width = 272

height = 204

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16:9

width = 272

height = 153

Right Column 190 180 4:3

width = 180

height = 135

16:9

width = 180

height = 101

NOTE: Because the size of the video screen in the left and right‐hand columns is

very small, it is advisable to only use videos interviews in these columns where

the image shows a person talking and the person is framed from the chest up

(i.e. a head and shoulders image). Videos with more detail that show action

shots should only be embedded in the central column, where the video screen

is large enough to show the details of the video image.

By using the width and height in the above table you can embed videos in right

column, centre or left column. The aspect ratio of the video is very important.

The aspect ratios calculated in the above table are maximum values. You

cannot give more width or height to the youtube video box. If you want to put a

small sized video then you can calculate width and height using the following

formula

Calculating custom Width and height:

Width will remain the same whether or not the aspect ratio is 4:3 or 16:9. If you

want to embed a video of width 150px then you have to calculate the height

Formula to calculate height:

For 4:3 Aspect ratios:

Total width / 4 * 3 = height of the box

150/4 * 3 = 112.5



150/16 * 9 = 84

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Embedding Youtube video in Secondary page:

Follow all the steps which are needed to get the Youtube video URL for

embedding (see the pages above for details).

Go to the content server and check in a new item and select Video from as your

check in file. Fill all the required Metadata fields, in the reference field paste

the Youtube URL which you want to embed and choose ILO_REF from the

dropdownlist. See the image below for more details

Figure 95 Youtube embedding on Secondary page

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Freeform Image with Text Wrapped Note: The following tutorial only works with Internet explorer.

Figure 96 Freeform Image with text wrapped sample

In order add an image in freeform with text wrapped around it you have to

follow the following steps:

1. In freeform add a table with following properties

Rows = 1

Columns = 1

Header = none

Border Size = 0

Alignment = none

Width = 50 pixels (so that you can see the table layout)

Height = empty




See figure below for more details

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Figure 97 Freeform table properties for image

2. Next step is to add select the table and apply style on that table. See

following two figures for more details

Figure 98 Select table which you just created in freeform

Figure 99 Select a style table.pictureCaption-left from the Style dropdown

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2. Next step is to add image. Click anywhere outside the table and insert image.

You can either add image from content server or from ILO Photo gallery (Details

explained in feature rich template for adding image see page 58 for further

details)

3. After inserting image next step is to drag that image inside the table which

you created in above steps. Click on the Image and drag it inside the table. See

figure below for details.

Figure 100 Drag image inside the table

4. You will have the image inside the table after step 3. Next is to add text click

anywhere outside the table and start writing/copying text. See figure below for

details.

Figure 101 Adding text outside the table

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Insert Special Characters in FREEFORM:

Figure 102 Freeform Formatting Toolbar Insert Special Characters

Add Style to Text in FREEFORM:

- 95 -

Figure 103 Freeform Formatting Toolbar Add Style to Text

Add Format to Text in FREEFORM:

Figure 104 Freeform Formatting Toolbar Add Format to Text

Adding Image Freeform: See page 58 for details

Adding Links Freeform: See page 58 for details

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4.4 Quote Quote control enables you to add the Quotation on a page.

QUOTE Examples:

Figure 105 Quote Example

QUOTE Description:

- 97 -

In calendar you can add following things

Quote Text

Quote Cite (Signatures)

Adding Contents to QUOTE 1. The first step is to assign the Region Content to the empty placeholder.




3. Repeat the steps from page 65 to 68.

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4. When you click on Edit Content button a new Contributor Dialogue will

popup where you can add/edit the contents of Quote. See figures below for

details



When you double click on a row a new dialogue box will popup where you can

add the contents of a particular row. There are two sections against each row

one is Quote and the other is Cite. In the Quote section you can add the Text

for the quote and in Cite you can add Signatures for the Quote.

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4.5 Image Image control lets you add images on a page.

- 100 -

QUOTE Examples:

There are three different region templates which you can choose. For details

see the image below:

Figure 111 Switch Region Templates for Images

There are three different region templates

Horizontal Layout

Vertical Layout

Rotating Images

Horizontal Layout Example:

Figure 112 Image Example 1 (Horizontal layout)

The above example is Images with Horizontal layout. This template can only be

used in the central column of a page. You can add as many images as per your

requirement.

Vertical Layout Example:

- 101 -


The above example is Images with Vertical layout. This template can only be

used either in the right column or left column of a page. You can add as many

images as per your requirement.

Rotating Image Example:


The above example is Images with Rotating Images. This template can only be

used either in the right column or left column of a page. This template will

rotate (change) the image after every 4 seconds. You can add as many images

as per your requirement.

4.5.1 Adding Contents to IMAGES

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1. The first step is to assign the Region Content to the empty placeholder.




3. Repeat the steps from page 65 to 68. 4. When you click on Edit Content button a new Contributor Dialogue will

popup where you can add/edit the contents of IMAGE. See figure below for

details

- 103 -

Figure 117 IMAGE dialogue descriptions

Figure 118 IMAGE dialogue descriptions

- 104 -

Double click on the row will popup a row dialogue where you can add contents

to a particular row.

Figure 119 Row Dialogue descriptions

In the above figure there are three sections in row edit dialogue.

Image: You can add images by searching it in content server or by searching it in

Photo gallery

Credit: Through this option you can add credits to the image.

Caption: through this option you can add caption to the image.

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4.6 New Youtube Video Furniture Implementation Contributors were having problems in embedding Youtube videos in the ILO websites. The main problem was the size of the video, which size would be suitable for the central column, the right column, the left column, etc. We have now simplified this and it is super easy for contributors to embed Youtube videos in ILO websites. The following are the necessary steps needed to be followed to embed Youtube videos: Assign a template as FEATURE RICH to an empty place holder

Figure 120 Assign template as feature rich

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Next step, change the region template

Figure 121 Change the region template Select region template for Youtube video which is “YOUTUBE FURNITURE - embed youtube videos (RGTPL_ITEMS_13)”

Figure 122 Select the region template

- 107 -

Get the Youtube Video ID from youtube ILO Channel (http://www.youtube.com/ILOTV ) by clicking on share button under the video

Get the complete URL, paste it in notepad or in any text editor and extract the Video ID from that URL

The URL will appear like this http://youtu.be/NbkuRkPtQMc The last part is the Video ID which is “NbkuRkPtQMc ”. You only need this ID to embed the video.

- 108 -

Edit the contents of the template which you assigned to an empty placeholder in the step 1 and Add contents to the row.

Figure 123 Adding contents to feature rich template dialogue box

- 109 -

You will see different sections in the Row like Highlight, Item Heading etc. scroll to the end to get to the Youtube section

- 110 -

Paste the Video ID which you got from step 5 in this section

- 111 -

Last step is to select the aspect ratio which depends on the video aspect ratio (to avoid the black portion which appears on the sides or on the top, bottom)

- 112 -

Update the template by clicking save button and the video will appear like this on the page

You don’t have to worry about the size of the video it will be setup automatically depending on the column where you are embedding the video. I added the video in central column that is why it is big. You can also add contents to all other fields in the feature rich row except for the Image.

- 113 -

Examples:

Example 1 showing all the Possible contents which you can add with a Video e.g., Main heading, item heading, Item Title, Item Caption etc.

- 114 -

Example 2 showing all the possibilities of embedding videos on a page using 16:9 Ratios

- 115 -

Example 3 showing all the possibilities of embedding videos on a page using 4:3 Ratios

- 116 -

4.7 Freeform Template for Secondary/Detail Pages Contributors can also assign Freeform template to the secondary/detail pages instead of using word document by following the steps given below:

1. While checking in a new document in Content server you don’t have to upload any word document. In metadata form ‘Primary File’ field, check the box which says freeform. See the figure below for more details

2. Fill all the necessary fields in the metadata without uploading any file

and submit the form.

3. Next step is to go to the file on website in contribution mode to edit the

contents. If you are checking in an item that will appear in the dynamic

list (Event, Publication, Instructional Material) then you have to go to

that page, locate that file and go to the detail page of that file. There you

will see the placeholder with the name ‘pl_replaceable_content’ in the

central column after pl_furniture_02. Click on the edit button to edit the

contents if that file.

If you are checking‐in a generic document which you will appear in any

dynamic list then after checking‐in the file you will get the WCMS ID of

that file. In the website create the link to that file using linking wizard in

freeform/feature rich/links template and then by clicking on that link you

will go to the detail page of that file where you can edit the contents of

that file.

See figure below for more details.

- 117 -

4. You will see a popup window like this

Here you can add text, images, Youtube videos, quotes, table structure

and also format the text with the available set of styles. This freeform

- 118 -

template works in the same way as it works for primary pages. When

you are done editing contents click on update to save the contents.

4.7.1 Check-in Similar directly from Secondary/Detail page: With the freeform functionality added to the WCMS there is a new functionality

which is check‐in similar directly from secondary/detail pages. In order to do a

check in similar from secondary page you have to go to the detail page of that

file in contributions mode. Click on the options button and then select the

option check‐in similar to perform a check.in similar of that file. See the image

below for more details.

- 119 -

4.7.2 Youtube Video Embedding on Secondary page Freeform: In order to embed youtube videos on secondary/detail pages freeform you

have to follow the given steps:

Important Terms:

Aspect Ratio: The aspect ratio describes the proportional relationship between

the width of a video image and its height. There are two aspect ratios for

Videos one is 16:9 and other is 4:3. For a video with 16:9 aspect ratios, think of

the dimensions of the screen in HD films or "wide screen". 16:9 is becoming

more and more common, and 4:3, which is more of a square‐ish rectangular

shape, is becoming less common. If you are having trouble identifying whether

a video has a 16:9 or 4:3 aspect ratio please contact [email protected]

Aspect Ratio also depends where you are adding video on the page. If you are

adding video in Right or Left column then you should always use 4:3 ratios while

in central column you can use either 4:3 or 16:9.

Youtube Video Parameters: There is a set of parameters which we can use to

customize the playback experience of the video.

Insert Table:

First you have to insert a table by clicking on table button in freeform tool bar

(see figure 85 above for more details). When you click on table a popup window

appears asking for table properties. Provide attributes as following

Rows = 1 (if you want to add links or text under video then add two rows and in

the 2nd

row you can add links, text etc)

Columns = 1

Header = none

Border Size = 0

Alignment = center

Width = (depends on aspect ratio and size you selected for video)

Height = (depends on aspect ratio and size you selected for video)




See the image below for more details

- 120 -

Table properties for Youtube Video

Get URL for Youtube Video:

In order to embed Youtube video in freeform you need the Youtube video URL,

for that go to following URL www.youtube.com/ilotv

Showing ILO Youtube channel

Select the video which you want to embed. Click on share button (see figure

above for details)

- 121 -

When you click on share you will see the following part (see figure below) just

underneath share button

After clicking share button

Copy the URL which you see in the above figure. The last part of the URL is the

youtube video ID.

For example in the following URL

http://youtu.be/TUFswO0HRw8

This is the youtube Video ID

TUFswO0HRw8

Copy this Video Id and paste it at the end of the following URL

http://www.youtube.com/v/

After copying the video ID your URL will become


Addition of Youtube Video Parameters:

In order to add the Video parameters you have to use the following code and

attach it at the end of the URL which you get from above step

?hl=en&feature=player_embedded&version=3&showinfo=0&a

mp;cc_load_policy=0&fs=0&autohide=1&rel=0&modestb

randing=1

After adding the parameters your Final URL for video to embed in freeform will

be like this


http://www.youtube.com/v/TUFswO0HRw8?hl=en&feature=player_emb

edded&version=3&showinfo=0&cc_load_policy=0&fs=0&

amp;autohide=1&rel=0&modestbranding=1

- 122 -

Paste this URL in the Free form (see image below).

Freeform Formatting Toolbar Insert/Edit Flash/Youtube Video

Calculation of video Sizes (Wdith and Height):

If the page layout is of three columns i.e. left navigation, central column and

right column, then follow the following standards to embed youtube video

Total Width Maximum Width

Allowed

Video Ratio

Centre Column

540

525

4:3

width = 525

height = 394

16:9

width = 525

height = 295

NOTE: Because the size of the video screen in the left and right‐hand columns is

very small, it is advisable to only use videos interviews in these columns where

the image shows a person talking and the person is framed from the chest up

(i.e. a head and shoulders image). Videos with more detail that show action

shots should only be embedded in the central column, where the video screen

is large enough to show the details of the video image.

- 123 -

By using the width and height in the above table you can embed videos in right

column, centre or left column. The aspect ratio of the video is very important.

The aspect ratios calculated in the above table are maximum values. You

cannot give more width or height to the youtube video box. If you want to put a

small sized video then you can calculate width and height using the following

formula

Calculating custom Width and height:

Width will remain the same whether or not the aspect ratio is 4:3 or 16:9. If you

want to embed a video of width 150px then you have to calculate the height

Formula to calculate height:



150/4 * 3 = 112.5



150/16 * 9 = 84

4.7.3 Possibility of offering Excel (xls, xlsx) and Powerpoint (ppt, pptx) files for download.

If you upload Excel or Powerpoint files as primary files they will now be offered for download in their original format and not converted to PDF any more. If you wish to offer them as PDFs convert them to PDF offline and upload the resulting PDF as a primary file. 4.7.4 Introduction of headings on secondary pages To provide context and clarity for the title you can use a heading that will be displayed above the title on the secondary page and also in the lists. This heading can be entered in the Description Heading metadata of the check-in form. You can also use it when you have multiple content items that are part of a larger collection, e.g. “International Labour Conference 2013”, “9th European Regional Meeting” etc. – the title will be specific to that content but you can use the heading to set it in context.

- 124 -

4.7.5 Possibility to pull and reuse content from other sites on your site When you see content (news, events, etc.) from other contributors that you would like to include in your site you normally had to ask the original owner to add your website to the Websites metadata field. This has now changed and whenever you see content that you like, you can go to the Content Information page in the Content Server and choose ‘Manage websites’ from the Content Actions dropdown.

- 125 -

You will then see a pop-up window with a list of websites – a checkbox will be available next to the sites you manage. Check or uncheck your website and click ‘Update website’ – the content will now appear in your site. 4.7.6 Allow choice of language for subtitles in the Youtube video template For YouTube video embeds, you can now choose which sub-title language you want to have displayed when the video plays. You use the Feature Rich furniture: “YOUTUBE FURNITURE – embed youtube videos (RGTPL_ITEMS_13)” and choose the desired language from a dropdown list appearing under 'Subtitles language' in the video furniture form.

- 126 -

- 127 -

4.7.7 Display Image copyrights in secondary page and dynamic lists If you enter copyright information for the image in the ‘Rights held over the resource’ field, it will be displayed under the image on the detail page and in the dynamic lists. You only need to enter the name of the copyright owner, the © symbol and current year will be added automatically.

- 128 -

4.7.8 Possibility to have multiple formats of the same document It is now possible to offer more than one file format of the same content for download. In practice, it means that you can offer a PDF and an EPUB format of the same publication. The steps to follow are:

1. After checking in the primary format, use Check‐in similar to check the same content

in each of the additional format. You can leave the metadata as it is – the only

difference will be the primary file you are uploading.

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2. Before submitting the ‘Check in similar’ form make sure you select ‘Yes’ in the ‘Is

Format’ field on the form. This will prevent this specific item from appearing in the

dynamic lists; otherwise, there would be one entry for each format in your list of

publications.

3. Go back to the original item and establish a relationships to all the additional format

items by using the ‘is format of’ qualification that is now available.

We have also reviewed the display of the Download box to accommodate the new functionalities. The languages are now listed on separate rows, with the available formats for each language, and the filesize is now displayed in megabytes.

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