Presence User Guide

This user guide has been designed to help everyday users navigate through Presence’s system. The following chapters are divided into individual modules and contain important information in the form of Reminders, Tips, Notes and Pitfalls. Pay attention to these alerts as they can prevent you from making common mistakes.

Depending on the package your district/school purchased from Presence, some of these modules may not apply to you. Nonetheless, individual chapters in this guide can be taken as standalone units and will not affect the overall performance of the tools and your ability to learn about them.

Who Should Use this Guide

The contents of this guide are written to be readable by users of all technical backgrounds. Primarily, this guide will be used by teachers and content authors who are responsible for managing or creating some or all pages of the organization’s site.

If you have been given a training site, it is a good idea to practice the steps covered in this guide before working on your real sites. This eliminates the risk of you accidentally deleting or ruining anything on your real site.

About Presence

Presence is SchoolMessenger’s Content Management System (CMS). This system offers a typical, non-technical web user all the tools needed to create, edit and maintain content on websites. We will go into greater detail on these tools later in the manual.

Accessing your Website

In order to use Presence, you must first log into your website. The login page to your school or district site will contain fields for username and password. The location of the login button will vary according to your website’s design; however, login buttons are typically available on the upper-right corner of your website.

Vital Information

After logging into your website, you will be taken back to the homepage. Before continuing there are a few things to keep in mind:

The Administrative Toolbar

After logging into the website, you will notice an Administrative Toolbar floating on the top of your page. This bar contains the tools you will need to maintain your website; it is specific to your user permissions and the page you are viewing. i.e. If you only have limited rights to edit a page, the toolbar will display fewer options.

Permissions

Some of the tools mentioned in this guide may not be available on your screen. This is due to the permission settings applied to the page you are viewing. If you are not an administrator, the Administrative Toolbar will only be visible to you on pages that you are authorized to work on.

Understanding Page Types

Throughout this manual, we will keep returning to the concept of page types. A Page Type in Presence refers to a specific webpage with a specific module embedded in it, i.e. the Calendar Page Type will add a page with a calendar embedded in it to your website. We will go into greater detail on adding page types and modules in following chapters.

Understanding Portlets

Portlets are another unique component of the system. A portlet is a web-part that divides a single webpage into unique areas of content. For instance, in the corresponding picture, each arrow refers to a specific portlet on the page. Presence users can create multiple portlets on a page to show different information. We will go into detail on defining and designing portlets later in this user guide.

Understanding Hierarchies: Parent, Sibling and Child Pages

Throughout this user guide you will come across terms such as Parent Page, Sibling Page and Child Page. Understanding these terms is an essential component when creating the subpage hierarchy of your site.

• Parent Page: A page which precedes a particular subpage. For example, if all the teacher pages of a school were published under the Staff Directory page, the Parent Page for those teacher pages would be the Staff Directory page.

• Sibling Page: A page that is available on the same hierarchical tier as your current page. Let’s continue the example used in the Parent Page above. If all the teacher pages are listed under the Staff Directory, then those teacher pages will be referenced as Sibling Pages to one another.

• Child Page: A subpage published under your current page. Therefore, in this scenario, all the teacher pages will be considered Child Pages in reference to the Staff Directory Page.

The Administrative Toolbar

The Administrative Toolbar contains many different components. Some features highlighted in this section will not be available to all users or on all sites. Site configuration, user permissions and page permissions of the current page will determine the specific options you see when using the toolbar:

Shortcuts

Some commonly used features can be accessed under our new Shortcuts interface. These include links to the System Administration and the What’s New. You will only see the shortcuts that your account is able to access.

Switching to Design Mode

You can toggle between Design Mode and View Mode by clicking the On/Off button to the right of Design Mode.

Page Preview

To preview what the page will look like on a desktop, tablet or mobile device, you can click the eye icon.

Creating Pages

To create a new subpage under your current page, hover over Page and choose the type of page you wish to create.

Editing Page Settings and Managing Subpages

To access page settings, such as Check-out & Edit Page, Page Layout or Page Permissions, hover over Page Options and choose the option you wish to use.

If you wish to make changes to subpages, such as changing the Page Order or changing the Page Status, hover over Page Options and choose the option you wish to use within the Manage Subpages section.

Setting a Teacher Page Theme, Moving Pages and Other Advanced Options

To access more advanced options, such as setting a teacher Page Theme, moving pages or managing the approval process, hover over Advanced Options and select the option you wish to use.

Running Tasks and Viewing Reports

To access common tasks and reports such as Check Links and Checked-Out Page Report, hover over Tools and choose the report or task you wish to access.

Accessing the Administrator Interface

In order to gain access to administrative options like Site Properties and File Administration, hover over Site Admin and select the option you wish to access.

You can find a link to the System Administration page under the Shortcuts.

Getting Help

If you click on question tag icon in the menu, a new tab will open. Within this tab, you be able to access all the Presence documentation.

Updating Profile Information

On the right side of the toolbar, if you hover over profile icon you can change your Account Settings and User Preferences.

Switching to Design Mode

This option reveals the different portlets currently on your page. We briefly discussed portlets under the Vital Information section of this user manual. A portlet is a web-part that is used to divide an existing webpage into different content areas. It is important to remember that not all portlets are content (or text) portlets. We will describe the different portlet types later in this manual.

There are several different types of portlets available through the Presence system. We will detail some of the most commonly used portlets in this manual as many portlets apply mainly to technical IT personnel at organizations.

To edit portlets on an existing page, toggle on the Design Mode option.

When you switch to design mode, a dotted box will surround the editable regions on the page. Each portlet will be visible, as well as the editing options available for that portlet.

Along the top of the portlet, you will see a number of editing options. If you hover over a portlet that supports it, such as a content portlet, you will be able to access inline editing.

Depending on the type of portlet you will have some or all of the following options to edit a portlet:

• Inline Edit: By clicking anywhere in the main content area, you can bring up the inline editor. Here you can make edits to the portlet directly on the page, with the portlet at the same size as when it is displayed on the page in View Mode.  

• Edit: By clicking the pencil icon on the content portlet, you can create and edit content to display within the portlet. You can also click pencil icon on most other types of portlets to change the configuration settings or the content of that portlet.

• History: By clicking the clock icon on the portlet, you can change the version of the content being displayed. This option is only available for portlets that have version control.

• Minimize: Clicking the dash icon you can minimize the portlet and hide it from view.

• Maximize: If a portlet is already minimized, clicking the square icon you can make the portlet visible again.

• Delete: Clicking the cross button will delete the portlet from your page. Be aware that this is a permanent and irreversible decision. As such, when you attempt to delete a portlet, you will be presented with a message informing you that once a portlet has been deleted there is no way to undo this action.

Note: If there is even a chance you may need something from the portlet later, we recommend you choose Cancel. If you are certain you will never have need for the content again, choose No, delete this content.

You will now need to type the code from the left box into the Enter Code box. Once you have done so, you will be able to click Delete Now and complete the deletion process.

Adding Portlets to a Page

When you switch to design mode, you will be presented with a new toolbar. This toolbar will allow you to access both the Portlet Library and the Local Portlets by clicking between the two tabs. You can then choose the Portlet Category by selecting it along the top. Click and drag the type of portlet you want to use into the desired region on the page. The page will refresh and your new portlet will be in place.

Note: While you can drag and drop portlets in to any region on your site, you cannot drag and drop portlets on to pageset (the area of the page where you generally see the side navigation). For pagesets, which can only be modified by Administrators, you will still use the Add Portlet to Pageset link and add portlets that way.

To move portlets within regions or between regions, click the four-sided arrow icon in the top-left corner of the portlet and drag the portlet from its current location to wherever you would like to place it.

Portlet Types

By default when a user wishes to add a portlet to a page, they are given access to a wide range of portlets via the Portlet Library. Most sites also have a large number of Local Portlets they can select as well. The exact portlets available and the categories they are placed under may vary depending on your site; this is particularly true for any portlets found within the Local Portlets area. If you do not see a portlet in the Portlet Library, check the Local Portlets area.

Page Preview

The Page Preview feature allows you to preview what your page will look like when viewed on a desktop, tablet or mobile device.

To preview a page, click the desktop icon in the Administrative Toolbar.

This will bring up the Page Preview so that you can see what the page will look long other various devices.

Note: If the page is not public (or the site is not live), you will be prompted to enter your username and password on the page.

You can choose to view the page on a Desktop, Tablet or Mobile view.

For the Tablet and Mobile options, you can also click rotate icon to rotate between a horizontal and vertical device orientation.

You can also navigate the site as usual when in Page Preview, so you are able to check a number of pages at once.

Note:

• While the Tablet and Mobile options look like a tablet and a mobile device, they are not touch-enabled so you will need to use the scroll bar to scroll up or down the page.  

• There is a nearly endless number of possible screen sizes and resolutions that can be used on desktops, tablets or mobile devices. The Page Preview will give you a good idea of what the page will look like on each type of device, but the exact appearance will vary based on the device and the settings it is using.

Adding a New Page

The Page menu is perhaps one of the most important features in the Presence solution. This menu allows you to create a page based around many of the modules that are available within the system.

These pages and their associated modules are known as a Page Type.

Page Types

The different page types are:

Adding a New Webpage

To create a new page, navigate to the page where you wish to add a page and then go to Page in the Administrative Toolbar and select the type of page you wish to create.

1. Fill in the Page Name field for your new page.

2. The Page URL field will automatically be filled in. The Page URL is used to build the Friendly URL used to access the page. If you wish to make modifications to the Page URL, click the gear icon and then you can change the text. Keep in mind that only alphanumeric characters, underscores and dashes can be used. Any other characters will be automatically removed.

3. By default, you will be assigned as the Page Owner. If you wish to set someone else as the owner, click the person icon.

4. When the User Picker opens, choose the user you wish to make the owner, and click Add then click OK.

5. If you want to set the page as the user's homepage in their user profile, click Replace Page Owner's website with this page.

6. Once you have finished configuring the new page, click Create Page.

Note: On some sites, you may also have a Category drop-down that you can use to select a category for the page.

You will then be routed to the page you created.

You will then be routed to the WYSIWYG editor. For more information on how to save or publish your page, refer to Editing a Page section of this manual.

Import New XML Page

Only administrators have the ability to Import New XML Pages. Therefore, a detailed description has been included in the Presence Administrator Manual.

Page Options

The Page Options menu contains a series of system specific tools. These tools are the core of the Presence system and it is essential that users learn how to navigate through them in order to use the solution:

Editing a Page

In order to edit the content of existing pages on your website you can use Design Mode and click Edit on the content portlet. Alternatively, you can click on Check-out & Edit Page under Page Options. You will be routed to another page that is divided into three main headings:

Page Properties

The Page Properties section allows you to change the title of a page on the website. Simply type in the new name of your page in the Title field and the system will automatically update the Name on the page.

Page Content

The Page Content section contains Presence’s WYSIWYG (What You See Is What You Get) Editor. The buttons in this editor are similar to the buttons in Microsoft Word®. A detailed overview of the editor has been included as an appendix to this user guide. Refer to Appendix A for more information.

Page Administration

The Page Administration section contains user specific information on the page. This section is divided into 6 main components:

Page Owner

In institutions, the task of maintaining and updating content on websites is often distributed between different resources. The Page Owner field states the ownership of a page.

Users and administrators also have the ability to change the ownership of a page to another user. To do so, click the user group icon and select the user or group who you wish to grant ownership to.

Last Modified

The Last Modified section displays when the page was last edited.

Release Schedule

The Release Date and Expiry Date fields allow you to schedule when the page will be visible to users. The Release Date determines when the page will be made public and the Expiry Date determines when the page will no longer be public. By default, the Release Date will be set to Now and the Expiry Date will be set to Never.

Follow-up Tasks

Page Owners can keep track of their pages by simply scheduling reminders for specific pages. By clicking on the Review option in the drop-down menu and selecting a date from the embedded calendar, page owners can ensure that their pages are never out of date. On the scheduled date the system triggers an email to the page owner, reminding the owner of their scheduled task.

Similarly, by clicking on Archive in the drop-down menu page owners can schedule specific pages to be archived on the site on a specific date.

The Move option allows Page Owners to move the page to a new location. You can select to move the current page and all the subpages or just the subpages. For the move date you can specify a date using the calendar to select or schedule the move for when the page is a certain number of days old.

Approval Notes

Administrators at your organization may choose to apply approval workflows to the page you are editing. In such a scenario, changes made by the content author, or page owner, are not made live on the site unless it is approved by a designated individual or individuals. Under the Approval Notes section, you, the page owner, can include notes on the changes made which will then be routed to the approver.

Publishing Your Page

After editing your page using the WYSIWYG editor, you will have three options available to you: Save, Publish and Cancel.

Check-in Page

Pages are automatically checked in when you Publish your page or Cancel. Pages that are checked out will be locked to other authors of the page. Only users with full control on the page have the ability to override a page lock and check-in a page that is currently checked-out by another user.

A page does not get checked in if you do not click Publish or Cancel, or if you navigate to a different page while still in the editor.

Check-out & Edit Page

Pages that have been checked-in will be made available to other users through the Check- out & Edit Page option. When you see this option, click on it to access the WYSIWYG editor.

Page Properties

The Page Properties section under the Page Options menu contains key information about the page you are viewing. This section is divided into two main headings: Page Properties and Page Administration.

Page Properties

This section is divided into six main headings:

Page Name

You can change the title of your web page by simply typing the new name here.

Page URL

The Page URL field will automatically be filled in. The Page URL is used to build the Friendly URL used to access the page. If you wish to make modifications to the Page URL, click on the padlock icon and then you can change the text. Keep in mind that only alphanumeric characters, underscores and dashes can be used. Any other characters will be automatically removed.

Page Type

Displays the page type of the current page.

Summary

A description of the page.

Page Theme

This determines the appearance of the page. It is recommended not to change this setting as it is controlled and maintained by the administrators at your organization. The notable exception would be if teacher page themes have been enabled for your site and you wish to pick a teacher page theme. If you ever wish to revert back from a teacher page theme to theme used by the parent page of your page (in most cases, this will be the site theme) then you can change the theme to Inherit. More information on using teacher page themes will be provided when we talk about the Page Theme option.

Icon

Click Select Icon to choose an icon to be associated with your page. In certain templates, this icon will appear beside the page in the menu. In many other templates, this icon will not be used.

Page Administration

This component is similar to the Page Administration section we covered in the Editing a Page section of this manual.

The Page Administration section contains user specific information on the page. This section is divided into 4 main headings:

Page Owner

The Page Owner field lists who is the owner of the page. That user has full control over the page. Here users and administrators also have the ability to change the ownership of a page to another user.

To do so, simply click on Choose User/Group icon then remove the current owner and select the user or group you wish to grant ownership to.

If you check the option Propagate the Change of Ownership to All Sub-Pages this will make the page owner of the current page, the page owner of all the subpages as well.

Last Modified

The Last Modified section informs a page owner on when that page was last edited.

Release Schedule

The Release Date and Expiry Date fields allow you to schedule when the page will be visible to users. The Release Date determines when the page will be made public and the Expiry Date determines when the page will no longer be public. By default, the Release Date will be set to Now and the Expiry Date will be set to Never.

Follow-up Tasks

Page owners can keep track of their pages by simply scheduling reminders for specific pages. By clicking on the Review option in the drop-down menu and selecting a date from the embedded calendar, page owners can ensure that their pages are never out of date. On the scheduled date the system triggers an email to the page owner, reminding him/her of the due task.

You may also choose to Move the page to another location. Once you select the Move task click Browse to select a Target Location. This target location will be the new parent page of the page you are moving. You can also choose to move the current page and all its subpages or move just the subpages of the current page (this option can be useful if you would like to move all your news stories from recent news to an older news area at the end of the school year). You also have the option make the move happen on a specific date or when the page is a specific number of days old.

Similarly, by clicking on Archive in the drop-down menu page owners can schedule specific pages to be archived on the site.

Once you have completed your configuration changes, click Update Page to save those changes.

Page Permissions

Assigning the correct page permissions is often one of the most critical steps in ensuring consistency and accountability of content on websites. Using the Page Permissions console administrators have the ability to assign and remove permissions for groups and users, while individual users have the ability to see who else has access to their pages.

The Page Permissions component is broken into two main categories: Direct Permissions and Actual Permissions.

Understanding Direct Permissions

The Direct Permissions tab lists the groups and/or users who have been assigned permissions to the page you are currently viewing. Here, you have the ability to Add and Remove permissions, and also inherit permissions from parent pages as well.

Add Permissions

In order to grant permissions to a group or individual user on a specific page:

1. Click on the Add button under the group/user list.

2. In the following window click on the groups and users and click Add.

3. Click OK to include permissions.

Remove Permissions

To remove permissions from a group or user simply click on the checkbox next to the name and click on Remove.

Define Permissions

When users are added into the permissions box, they are given Read permission by default. The definition of each permission is included below:

To configure a group or user’s permissions click on the plus icon next to the user or group’s name. Check the appropriate permission boxes and click on Apply in the list to enable the permission.

Understanding Inheritable Permissions

By checking the Allow Inheritable Permissions From Parent to Propagate to This Object box under the Page Permissions window individuals with access to the parent page will also have access to the page you are viewing. This will now be considered an Actual Permission of the child pages.

Understanding Actual Permissions

The Actual Permissions tab lists the individuals and groups who have inherited access to the page you are viewing. These are often administrators or users assigned to monitor all the child pages under a parent page.

Page Layout

By default, the layout of a Content Space Page is single large area for you to enter text via a content portlet. If you want to have other elements on the page such as a mini-calendar, or a news area, you may want to consider changing the page layout to one that allows for multiple regions. 

The Page Layout option allows you to select from a range of standard layout themes in the system. Simply click on the corresponding radio button to select a particular template. You can also create a custom layout, however this requires coding the layout yourself.

Note: All the preset Page Types are set to the first Layout Style by default.

Page Layout: A Scenario

There are many templates that you can select from, therefore we are going to select one template and apply it to a hypothetical scenario. In this scenario we are setting up a page for a monthly book club and we have decided we want multiple regions for portlets.

We have already added a Content Space Page under a specific parent page. Now we must go to Page Options in the Administrative Toolbar and click on Page Layout to select the skeleton structure of the page.

At first, the Page Layout window contains a single blank page layout.

We then select the 7th layout by clicking on the corresponding radio button. This will give you a region with 100% width at the top, with two regions in a row below it with 50% width each.

So far we have established the skeletal structure of our page, but we have yet to add any portlets. The first region has a portlet in it as that is the original content area that was available with the Content Space Page. We have to add portlets into Region 2 and Region 3 as they are still empty. At this point, click Update Page to apply the layout changes to the page.

We are now routed back to the content space page where we switch to Design Mode in order to add more portlets to the page. The page will look something like this:

In the view above, the Content portlet is part of Region 1 of the Page Layout. Region 2 and Region 3 are still empty, but now we have the ability to add portlets by dragging new portlets into those regions.

It is decided to add a portlet into Region 2. We select Content and drag it in to the dotted box on the left. We can then edit the content portlet to add whatever content we wish.

We then decide to add another portlet, this time within Region 3. For Region 3 we decide to add an Upcoming Events portlet. We can then configure the portlet to point to a calendar.

Once we configure everything, our page will have 3 portlets on it in 3 different regions.

Changing the Order of Portlets

We can still alter the layout of portlets on the page by dragging and dropping the portlets from within one region or between one region and another.

Custom Layout

If you would rather use a custom layout, choose Custom.

When creating a custom template for your page layout, you can use divs or tables to determine the layout of the page. Within these divs or tables use <column order=“[column number]” /> to determine where your regions will be placed on the page. Each column represents its own region where you may place portlets.

When you have finished working with your layout, click Update Page to save your layout. The template will be checked to ensure validation and the new layout will be saved.

Metadata

Metadata holds specific attributes of a webpage. You can help boost your SEO by filling out the Description and Keywords fields on a page.

You can access the metadata by going to Page Properties -> Metadata.

• Description: The Description field allows you to provide a description of the page. This can make it easier for users to find your site.

• Keywords: The Keywords field allows you to enter keywords relevant to the current page.

• Rating: The Rating field allows you to rate the quality of the page.  

• Header Line 1: Used as the primary header for pages using one of the Teacher Page Themes.

• Header Line 2: Used as the secondary header for pages using one of the Teacher Page Themes.

Note: Depending on your site configuration, some of these fields may not appear. Also, it is possible that additional fields will be available.  

This component of the Presence tool is applicable to web experts; regular users will not be required to use this tool.

Release Schedule

Specifically designed to ease the workload for users who are responsible for maintaining multiple pages, the Release Schedule allows you to schedule the live date of created subpages on the system. This feature ensures that you do not have to create and complete pages in a hurry, instead you can plan ahead and release pages only when you are ready to make them live. For instance, teachers have the ability to create their teacher pages during the summer break and schedule them to go live on the website at the beginning of the semester.

When using the Release Schedule it is important to remember that it is available in the Administrative Toolbar and therefore the subpages listed within it are specific to the page you are currently viewing.

Once you have decided which subpages you wish to release, simply click on Release Schedule under Page Properties and select the Release On and Release Until time and date from the drop-downs provided.

Note: You can also set the release schedule for an individual page by navigating to the page in question and then hovering over Page Options and clicking Page Properties in the Administrative Toolbar.

Adding a Page to the Release Schedule

1. Using the Select a Page drop-down, choose the page you want to set a release schedule for.

2. Click the Release On field to set when you want the page to first be available.

3. Click Submit to save the desired date/time.

4. Click the Release Until field to set when you want the page to no longer be available.

5. Click Submit to save the desired date/time.

6. Click the Add button to add the page to your schedule.

Note: For pages that are scheduled to be released on a certain date and time, but are meant to remain on the website indefinitely, simply define the Release On field in the Release Schedule and leave the Release Until field blank.

Managing your Release Schedule

Below the Add Release section of the release schedule, you will see a list of all the subpages that are currently scheduled for release.

1. To update the times set for a specific page, click the pencil icon to the right of that page.

2. Click in the Release On and Release Until fields to update your desired date and time.

3. After updating the times, click the tick icon to confirm your change.

4. If you wish to remove an item from the Release Schedule, click the trash can icon to the right of the event.

5. A message will pop-up letting you know that by removing a page from the Release Schedule, you are making it available to visitors to the site.

6. Click Delete to confirm the removal.

Page Order

When you first create a new page, it will automatically be added to the bottom of the list of subpages for the page you are on. This is the case both for the horizontal menu across the top and the vertical sidebar menu.

1. To change the order that subpages appear, go to Page Options and click Page Order.

2. Click and drag the move icon to rearrange the pages to your liking.

3. You can also sort the pages by creation date or name (in ascending or descending order) by clicking on the Sort by creation date and Sort by name buttons.

4. When you have finished rearranging the pages, click Update Page Order to save your changes.

Page Status

After creating pages you have the ability to show or hide them on your site. Hidden pages are different than archived pages; users who have a direct URL will still be able to access a hidden page as it is still live on your website. As mentioned earlier, archived pages are essentially saved pages that you can make live at any time.

To archive or change the status of a page, navigate to the parent page of the page you wish to update and then in the Administrative Toolbar, hover over Page Options and click Page Status.

Changing Page Status

Hiding and showing pages is easy: click on the Show, Hide from Menu or Hide All Content option next to the title of the page. The key point to understand how the visibility of a page can be used to enhance the impact of your website.

Often content authors make the mistake of adding too many subpages to their website. These pages negatively impact the readability of the site as nobody likes being confronted with an unwieldy menu. To avoid this common pitfall, content authors can create hidden subpages and simply link to them from another area of the website.

• Hide All Content allows you to hide your subpages, as well as hide the page from top menu bar and the side menu bar. If there is a calendar within your hidden section, it will not be visible from other calendars on your site. You will not be able to see any subpages of the page from the side menu bar.

• Hide from Menu allows you to remove a page from the top menu bar and sidebar menu, without hiding the items that are contained within. The calendars under the hidden page will be visible to other calendars and the side menu bar will display any subpages of the current page.

Archiving Pages

Archived pages are those pages that are saved and cannot be accessed by anyone except page owners and administrators.

To archive a subpage select the checkbox next to the name of the page(s) you want to archive and click Archive.

When prompted, click OK to confirm that you wish to archive the selected pages.

Viewing Pages

From the Page Status page, you can view each of the listed pages by clicking the view icon.

Archived Subpages

The Archived Subpages choice under Page Options displays any archived subpages of the current page. Here you have the ability to view, restore and delete these archived pages.

Viewing Archived Pages

To view an archived page, click the view icon next to the page you wish to view. The page will be displayed in a new tab.

Deleting Archived Pages

In Presence, pages must be archived before they can be deleted. This two-step process ensures that pages are not deleted mistakenly. Deleted pages are lost permanently and may not be retrievable; therefore before a page is deleted it must first be archived. As there is no limit to the number of pages you can have archived on a site, we strongly urge you to not delete a page unless you are fully confident you will never need the page, or any the data contained on the page (or its subpages), again in the future.

1. To delete pages from the system, click the trash can icon next to the page you wish to delete.

2. A prompt will appear asking you to confirm that you wish to permanently delete the page.

3. Click Delete to confirm that you wish to remove the page.

4. If you wish to delete multiple pages at once, place a check for each page you wish to delete.

5. Click Delete Forever.

Warning

• When you delete a page, all sub-pages will be deleted as well.

• Once you delete a page, the only way it can be restored is restoring it from a back-up. The back-ups are run each night, so if the page was created the day it was deleted, it won't be possible to restore it. For pages that can be restored, there may be a cost to do so.

Restoring Archived Pages

1. If you wish to retrieve am archived page, that is, if you wish to make it accessible to users on your website again, place a check for each page you wish to restore.

2. Click the Restore button.

Note: In the Presence system, pages must be archived before they can be deleted. This two-step process ensures that pages are not deleted mistakenly. Deleted pages are lost permanently and may not be retrievable.

Edit External Link Subpages

An External Link Page allows you to create links on your website that route to either an external website or a page within your current website or a document. Details on how to add and maintain an External Link Page have been included in the External Link Page manual.

View Subpages

This menu lists all the subpages, including hidden and not yet released pages, currently under the parent page. This menu allows content authors to easily access and edit hidden or unreleased pages.

Advanced Options

The Advanced Options menu is the third row of menus found on the Administrative Toolbar. This menu features the more complex tools of the system. Although intuitive enough to learn on your own, it is recommended that users first become familiar with the Page Options menu before delving in to the Advanced Options menu.

The options that are available in the Advanced Options menu vary according to your permissions on a site. Therefore, several features mentioned in this section will refer to the Administrator Manual and will not be detailed in this user guide.

Page Theme

The Page Theme option can be a great way to give your page its own look and feel.

Note: In order to set a page theme for a page, you must be the page owner or a member of the Administrators group.

To set a page theme, go to the page you want to set and then click on Advanced Options -> Page Theme. You will now be brought to the Design Portfolio.

From here you have the option to browse through all of the themes. On the left side of the page you can help to narrow your search. You can use the search bar to search for a specific theme. You also have the option to view pages for specific categories such as Nature or Holidays or you can view themes that match a specific color by using Filter By Color.

Once you have found a page theme that you like, you can hover your mouse over the theme and click the Preview button to get a better idea of how the theme will look. If you are happy with the theme, click on the theme (but outside of the Preview button).

Click Publish Theme to confirm your selection.

Because of the way inheritance works, by default all subpages of this page will also bear this new theme. If you do not wish that to be the case, you will need to set the theme(s) on the subpages as well.

Once you have set your new page theme, you can also set a header for the page. To do so, go to Metadata under the Page Properties tab and select General Metadata. At or near the bottom of the window that comes up you will see two fields, Header Line 1 and Header Line 2. Any text you type in these two fields will be made part of the header.

Once you have completed your change, click Submit, close the Metadata window and refresh your page to see the change. Any subpages that are inherited this theme will also inherit your new header.

Move Page

Only administrators have the ability to move pages. Therefore, a detailed description has been included in the Presence Administrator Guide.

Copy Page

Only administrators have the ability to copy pages. Therefore, a detailed description has been included in the Presence Administrator Guide.

Save as Page Type

After creating a page with a particular range of portlets, administrators have the ability to save it as a page type. This page type will then be available to all users on the system. This tool allows you to save the page you have open as a page type or template for use later on. Only administrators have the ability to create page types. Therefore, a detailed description on how to create and add custom page types has been included in the Presence Administrator Manual.

Manage Approval Process

Although the responsibility of maintaining pages may be distributed among different groups of users in an organization, pages of critical importance are often sent to an approver before being published on the website. Using the system’s Manage Approval Process, changes made by a page owner are routed to a designated approver via email.

You must perform the following steps in order to initiate an approval:

1. Click on Add Rule.

2. In the following window Name the rule and define the Parties (i.e. the approvers) who will be approving the page.

3. Select the approving Parties by clicking on the Choose User/Group button.

4. Select the Logical Operation that will apply to your Rule.

5. Require that ALL Party members approve current step to advance workflow indicates that all Parties that you enter in the step above must approve the change(s) made to the page.

6. Require that ANY single Party member approve current step to advance workflow allows any one that you add in the Parties to approve any change(s) made to the page.

7. The Propagate rule to subpages allows you to apply the rule on your subpages.

8. You have the option to include a Description of the approval workflow.

9. Click Create Rule.

Excluding Pages

The Manage Approval Rules allows you to exclude particular child pages from being included in a rule.

1. Click on the name of the rule from the Rules page.

2. Click on the Add Page button.

3. From the list click on Select beside the name of the page.

4. If you want to delete a page from the Excluded Pages list simply click on the cross button beside the name of the page.

Multiple Approval Processes

You have the ability to create multiple approval rules on a page. This step allows changes to critical pages to be filtered through more than one user or group of users before being published on the website.

• To add multiple approval processes simply create rules by clicking Add Rule.

• Use the arrow keys to move the order of rules.

• To delete approval processes simply click on the cross icon.

Propagating Page Approvals to Subpages

Administrators have the ability to take a single rule and push it to all subpages underneath a page. To do so, simply check off the Propagate rule to subpages option. This will allow you to set up approval rules to cover a whole section.

How to Approve or Reject Pages

There are several ways in which an approver can approve or reject pages.

When a page owner attempts to publish a page that already has a page approval rule applied to it, it will trigger an email to be sent to the approver(s). This email contains a link to the page that requires approval and here the approver can click on the link and approve the page online.

Approvers also have the ability to view all their outstanding approvals throughout the system. We will cover this feature in detail under the Tasks section of this user guide.

View Local Portlets

Only administrators have the ability to View Local Portlets. Therefore, a detailed description has been included in the Presence Administrator Manual.

Tools

The Tools menu comes fourth in the row of menus in the Administrative Toolbar. This menu is considered the housekeeping component of the solution and offers useful reminders and information on maintaining your pages.

Check Links

Often, page owners on websites have no easy way of verifying when a hyperlink link is broken. The Check Links option allows users on the Presence system to check whether links on the site are working properly. This tool produces a table of all the links on a page and the corresponding status of each link (i.e. whether or not it is valid). Clicking on a link will take you to its target destination.

Checked-Out Page Report

The Checked-Out Page report provides a list of pages that have been checked out and have not been checked in. You can search for pages Checked-out longer than a certain number of days, search for pages checked-out by a specific user, or you can search for all checked-out pages on the site. Once you have set your specifications, to see the report, click View Report. You can export the report by selecting Select a format from the drop-down menu and then click Export. To view the page that is checked out, simply click on the Page Name. You will also see who the page is Checked Out By and the date and time the page has been Checked Out Since. This report is only available to administrators.

Expiring Content Report

The Expiring Content report provides a list of pages that are expiring. That is, pages that are or were visible and that have set to be hidden after a certain date (via the release schedule). You can search by pages Expiring in certain number of days, Page Owner, and to see the entire report click View Report. You can export the report by selecting Select a format from the drop-down menu and then click Export. To view the page that is expiring, simply click on the Page Name. You will also see who the Page Owner is and the Expiry Date.

Outstanding Approval Report

In the Manage Approval Process section, we cover how to apply approval workflows to pages on your site. The premise of approval workflows is to route changes made by a content author to designated individual(s) or groups who will then be responsible to approve or reject those changes.

Notifications of pages pending approval are sent to the approver via email. However, the Outstanding Approval Report serves as an extension to the emails and offers the approver a list of all the pages in one comprehensive location. Approvers have the ability to click on the title of the page directly from the report and approve or reject the changes. This report is only available to administrators.

Export the Approval Report

Users have the ability to export the approval reports for their site. This tool is often used by administrators to keep track of how often pages are pending approval.

To export information simple click on the drop-down menu and select the format of the exported document (Excel, PDF or Word) and click on Export. This will open the exported document in the format you selected.

Stale Content Report

The Stale Content Report ties into the Follow-up Tasks feature we covered under the Page Properties section. If you recall, this is where users have the ability to set up scheduled reminders on their pages. This report is only available to administrators.

In addition to sending an email reminder, the system also tabulates all pages that missed their review date under the Stale Content Report. This ensures that even if page owners are unable to update their pages on a specific date, administrators can still easily track which pages have been updated or reviewed and which have not.

Using the Stale Content Report

This report contains a table with key information about pages on your system:

• Page Name: This column lists the name of the specific page that missed its review date. These titles are clickable; therefore page owners can directly access the page and make content changes to it.

• Page Owner: This column shows the page owner who missed the review date. For administrators, this column will show the review status of all the page owners on the system.

• Follow-up Task: This column defines the task that was assigned to the specific page.

• Follow-up Date: This column displays the date the follow-up task was scheduled to be completed.

• Publish Status: This column displays the current publish status for the page.

Export Information

Users have the ability to export the Stale Content Reports for their site. This tool is often used by administrators to keep track of how often pages on a site are updated.

To export information, click on the drop-down to select the format of the exported document (Excel, PDF or Word) and click on Export. This will open the exported document in the format you selected.

Site Administration

The site administration tasks, such as Site Properties and File Administration, can be found by hovering over Site Admin and choosing the option you wish to access.

These options are generally only available to administrators and will be detailed in the Presence Administrator Guide.

Getting Help

If you click on the question tag icon in the menu, a new tab will open. Within this tab, you will find extensive information on Presence as well as the option to contact support by phone or chat.

Updating Profile Information

On the right side of the toolbar, if you hover over the profile icon you can change your Account Settings and User Preferences.

The Account Settings option in the User Menu allows you to update your user information in a number of tabs.

User Account

The User Account tab allows you to view Username, First Name and Last Name. You can also view and update your Email Address and Password. If you change your password, you will need to enter the password into the Password and Re-enter Password fields.

Note:

• Depending on your site's configuration and how your user account was created, you may not be able to update the email address or password through the Presence site.

• Depending on your site's configuration and how your user account was created, you may see two additional fields for Secret Question and Secret Answer. Filling these out will allow you to reset your password in the future. After making any changes to your User Details, click Update User.

User Profile

The User Profile tab allows you to fill in additional information about your account, such as your Job Title, your Website or your Facebook account.

User Photo

The User Photo tab allows you to set a photo for your user account. This photo will appear in the User Menu and on the Staff Directory portlet.

1. To set or update a photo, click Choose File.

2. Select your photo and then click Upload to set the photo as your profile image.

Preferences

The Preferences tab shows a number of options. However most of these options should be left on their default setting (Use Server Default). The only setting that you might want to change is the Time Zone.

1. If you are in a different time zone than the site itself, you can specify your time zone by clicking the Time Zone drop-down and choose your desired time zone. This will be used when creating calendar events, setting release schedules, and so on.

2. After setting the time zone, click Update Preferences.