Content Management System (CMS) Training

How to get started with the Gettysburg College CMS (Content Management System).

Send questions about the website or the CMS to webmaster@gettysburg.edu or use the Web Update Request Form:

Submit a request

On this page:

Accessing CMS

  1. Supervisors should send a request to webmaster@gettysburg.edu so that employee can be signed up for the next CMS training. Please include the office or department you work in.

  2. To gain access to CMS, an employee must attend CMS training and complete the CMS evaluation.

  3. At the end of CMS training, an evaluation of short answer questions will be administered. The evaluation will be self-graded and is meant to be a learning tool. Our goal is for everyone to pass.

The evaluation is available here: https://forms.gle/vUYp1ZriQdJXAGb18

Creating a new page

  1. Login to the CMS at https://www.gettysburg.edu/dotAdmin/

  2. Click the button on the right hand side of the screen titled “site.” Once the “site” button expands it will reveal a “browse” button beneath. Click the “browse” button.

  3. Navigate to the folder in the folder structure that you would like to create a page inside of.

  4. Inside of the folder click the blue circular button in the upper right hand corner. The button will reveal a list of options. Select “page.”

  5. A dialogue box will appear that asks you what page asset type you would prefer to use. Select 0 Gettysburg Page Asset

  6. In the Title field enter the name of the page. This will autopopulate the URL path name with the same language separated by dashes. Please avoid using dates in the URL path name. Please do not use numbers such as 1, 2, 3, etc. to give your URLs unique names either.

  7. In the “Site or Folder” field please navigate to the folder where you would like your page to be created and select it.

  8. Please select a template from the drop down menu.

  9. Click Save and Publish on the menu located on the right hand side.

  10. Your page will open and you will be able to start adding content to your page.

  11. If your edits are time sensitive, please email webmaster@gettysburg.edu once you have sent your content for review.

Editing content

  1. Login to the CMS at https://www.gettysburg.edu/dotAdmin/

  2. Navigate to the page you would like to edit. Double click on the page.

  3. On the right side of the screen, select the “Lock for Editing” option. Click on this button to access the content and prevent anyone from editing the content while you are making changes.

  4. Update the title of the content to include the department/office name, a brief description of the page, and the month/year that the content is being edited.
    Example: Library Staff Listing April 2019

  5. Make sure the Host field is updated. You can do this by clicking the dropdown and navigating through to the folder where your content is currently stored.
    This needs to be a folder you have permissions to - if it is not, you will receive an error message when you try to save the content.
    The default is www.gettysburg.edu- this needs to be changed.

  6. Make the desired changed to the body of your content.
    Note: This can be done through WYSIWIG view (with options displayed at the top similar to Microsoft Word), Code view (with code appearing in colors) or
    Plain view (just the code). Note that your closing tags will autopopulate if you make changes in Code view.These options are located at the lower left hand corner of the body section.

  7. Click the “Save” button on the right side of the screen to save your changes.

  8. To publish your changes, you need to open the content again, and select “Send for Review”
    The content will then be reviewed by someone in the Communications and Marketing office and either be published as is, edited and published, or we may content you if there are any other issues.

  9. If your edits are time sensitive, please email webmaster@gettysburg.edu once you have sent your content for review.

  1. Open the content you wish to edit. Highlight the text you want to link. Note that the text should be descriptive of where the link will take the user. Do not use general terms like click here or read more. More information on creating link text: https://www.nngroup.com/articles/better-link-labels/

  2. Click on the link icon on the top menu of the WYSIWYG

  3. You now have two options:

    1. Option 1: For internal links, you can browse for the page you want to link within the site tree of CMS

      1. Click on the icon indicated in the screenshot below to open up the site browser tree

      2. Browse on the left hand side through the folders to where the page you want to link is stored

      3. Select the page you want to link from the middle/right hand side of the screen

      4. Select “Save / Publish” on the right hand side on the screen. Your page is now linked.

    2. Option 2: For external links, or if you know the internal link, you can paste the link within the window that opens.
      1. Paste the external or internal link within the URL field of thewindow that opens.

      2. For internal links, you can leave off https://www.gettysburg.edu and include all that follows, for example: /about/offices/ees/adding_a_hyperlink

      3. For external links, enter the full URL: https://www.example.com/. Select “Save / Publish” on the right hand side of the screen. Your page is now linked.

Inserting images

See the section on Uploading assets to add images to the CMS so that they are available to add to your pages.

  1. Resize and upload your image to the appropriate folder (each office and department has an images folder - in the folder, you will find a folder labeled by year).

  2. Open or create the content that you wish to edit.

  3. Place your cursor where you want the image to be.

  4. Select Insert from the WYSIWYG menu and click on “Insert Image”

  5. Click the browse button to the right of the source field.

  6. Locate your image and select it.

  7. Update the image selection field with text that accurately describes the image.

  8. Use the advanced to add styles, horizontal, and vertical space. Do not add borders.

  9. Select OK

  10. Make the image responsive:

    1. Switch to Code view mode in the WYSIWYG.

    2. Locate the code for your image, it will look like this:

      <img src="/about/images/2012/13.jpg" 
      	alt="Image Description" width="729" height="900" />

    3. Remove the width and height attributes.

    4. Add the width, float, and margin as part of the style.

      <img src="/about/images/2012/13.jpg" 
      	alt="Image Description" 
      	style="width:40%; float:right; margin:1em;" />

      This aligns the image to the right, makes the image 40% the width of its container and creates a 1 em margin around the entire image. Read more about the use of percentages and ems in web design.

Linking to PDFs

See the section on Uploading assets to add PDFs to the CMS so that they are available to link from your pages.

  1. Open or create the content that you wish to edit.

  2. Highlight the text you wish to link. Make sure it is an accurate reflection of the PDF you are linking to.

  3. Select insert from the WYSIWYG menu and click on “Insert Link”

  4. Click the browse button to the right of the URL field.

  5. Locate your PDF and select it.

  6. Update the title field with text that accurately describes the PDF.

  7. Select OK

Working with tables

Tables can be copied to the visual (WYSIWYG) editor either from a correctly structured Word document or from UNL’s Responsive Table Generator, or they can be created by hand in the code editor.

Uploading assets

Uploading images

  1. Resize your image so that it is the maximum size that it will display, typically no wider than 800px.

  2. Do not upload full size images. Use one of several online image editors if you do not have a program on your computer. Photopea functions similarly to Photoshop. Get started with a Photopea tutorial.

  3. Navigate to the images folder in your main folder and then to the current year folder in that folder.

  4. Right click on the folder to reveal the menu.

  5. Select new ”Image or File” OR “Multiple Files”

  6. When the pop-up window loads, make sure it says 0 - Gettysburg File Asset and then click on “select” - this should be the default.

  7. When the next screen loads, click on the “Browse” button and find your image on your computer.

  8. The Title and File Name fields should fill automatically.

  9. Click on “Save/Publish’ in the right column.

  10. To return to the folder view, click on “browser” in the left navigation.

Uploading PDFs

  1. Ensure that your PDF has been saved in a manner that makes it accessible.

    • Use this resource from Adobe: Create and verify PDF accessibility

    • Use this resource from Microsoft: Create accessible PDFs

  2. Navigate to the folder where your PDFs are kept using the tree on the left side of the page. This is usually in the images folder, in the current year.

  3. Right click on the folder to reveal the menu.

  4. Select new “Image or File” OR “Multiple Files”

  5. When the pop-up window loads, click on “select”

  6. When the next screen loads, click on the “Browse” button and find your PDF on your computer.

  7. The Title and File Name fields should fill automatically. You should edit the title to make sure it is accurate.

  8. Click on “Save/Publish’ in the right column.

  9. Return to the folder view by clicking on “browser” in the left navigation.

Editing navigation

Adding a folder to the left navigation menu

  1. Locate the folder in CMS.

  2. Right-click on the folder, select “Edit folder”

  3. Select “Show on menu.” Add a Sort Order number. The sort order determines where on the menu the folder will appear, with 0 being first.

  4. Click Save.

Adding a page to the left navigation menu

  1. Locate the page in CMS.

  2. Right-click on the page, select “Page Properties”

  3. Select “Lock for Editing” on the right side of the screen.

  4. Go to the “Advance Properties” tab.

  5. Select the “Show on Menu” checkbox. Add a Menu Sort Order number (i.e. the menu sort order determines where the page will appear on the left hand navigation, with 0 being the first listed). Make sure you look to see what other pages are already on the left hand navigation menu and what they are numbered.

  6. Click “Save/Publish” on the right side of the screen.