| CMS, a newest and hottest technology in Web | | | | content sensibly organized and accessible. |
| Hosting World Content management is the | | | | Most CMS use a relational database; the point |
| organizing, categorizing, and structuring of | | | | is to store the content in one place and in a |
| information resources (text, images, | | | | consistent fashion. Publication Management: |
| documents etc.) so that they can be stored, | | | | This allows you to organize your content with |
| published, and edited with ease and | | | | metadata and formatting. CMS have different |
| flexibility. A content management system | | | | ways of approaching this, but the better ones |
| (CMS) is used to collect, manage, and publish | | | | allow you to define and manage your metadata |
| content, storing the content either as | | | | and your templates. |
| components or whole documents, while | | | | |
| maintaining dynamic links between components. | | | | Publishing: Publishing allows you to merge |
| Content management is the organizing, | | | | the content data and the content formatting |
| categorizing, and structuring of information | | | | and move it from the repository to your |
| resources (text, images, documents etc.) so | | | | publication. Different methods exist, but |
| that they can be stored, published, and | | | | they all allow you to push the content out to |
| edited with ease and flexibility. A content | | | | some publicly accessible place without the |
| management system (CMS) is used to collect, | | | | help of your tech team. Content portability: |
| manage, and publish content, storing the | | | | Since the CMS stores content as data, that |
| content either as components or whole | | | | data can be inserted into any appropriate |
| documents, while maintaining dynamic links | | | | output format or template. If you want your |
| between components. | | | | article to appear with a blue background in |
| | | | your Members section, but with a yellow |
| CMSs allow end-users (typically authors of | | | | background in your General Information |
| some sort) to provide new content in the form | | | | section, you don't need to write your article |
| of articles. The articles are typically | | | | twice. Instead, you write it once and assign |
| entered as plain text, perhaps with markup to | | | | it to the blue template and the yellow |
| indicate where other resources (such as | | | | template. |
| pictures) should be placed. The system then | | | | |
| uses rules to style the article, which | | | | Design flexibility: Similarly, since the CMS |
| separates the display from the content, which | | | | stores the templates separate from the |
| has a number of advantages when trying to get | | | | content data, if you want to make a design |
| many articles to conform to a consistent | | | | change, however small (such as changing the |
| "look and feel". The system then adds the | | | | font color on a particular type of page) or |
| articles to a larger collection for | | | | sweeping (such as changing the font color, |
| publishing. | | | | type, and size throughout your site), you |
| | | | only need to change the template; the CMS |
| The systems also often include some sort of | | | | handles the rest. Single Storage in a Single |
| concept of the workflow for the target users, | | | | Place: In a CMS, all the content data is |
| which defines how the new content is to be | | | | stored in one place, in a consistent way and |
| routed around the system. | | | | perhaps most importantly, only once. If |
| | | | you've ever suffered because you have nine |
| A good example of a CMS would be a system for | | | | different versions of an article and you |
| managing a newspaper. In such a system the | | | | can't figure out which one to use, you'll be |
| reporters type articles into the system, | | | | happier with a CMS. The system maintains one |
| which stores them in a database. Along with | | | | copy of the content, regardless of how you |
| the article the system stores attributes, | | | | plan to use it. |
| including keywords, the date and time of | | | | |
| filing, the reporter's name, etc. The system | | | | If, for example, you have a press release |
| then uses these attributes to find out, given | | | | that's displayed in your Press Release |
| its workflow rules, who should proofread the | | | | section, your News Section, and your Archives |
| article, approve it for publication, edit it, | | | | section, and a mistake is discovered, the |
| etc. Later the editors can choose which | | | | process for fixing it will be easier. Without |
| articles to include (or ignore) in an edition | | | | a CMS, you would probably have to fix the |
| of the newspaper, which is then laid out and | | | | mistake in three files; with a CMS, you would |
| printed automatically. | | | | fix it in one file (because there's only one |
| | | | data file anyway), and the change appears in |
| How Content Management System Work | | | | all three locations. Because your content is |
| | | | stored consistently in one system, it's much |
| 1. A professional web developer designs a web | | | | easier to create relationships (usually |
| page format - typically with a logo at the | | | | hyperlinks) between content pieces and |
| top, and standard navigation options across | | | | maintain them. For example, if you have |
| the top, down the left hand side, and/or at | | | | several pieces that link to each other, and |
| the foot of the page. 2. This new format is | | | | you move one, the CMS will make the necessary |
| used to create a master template. 3. All the | | | | changes to keep the links working. |
| web developers in the organization get to use | | | | |
| special software that lets them add text and | | | | It's also simpler to create a new piece of |
| images to web pages, automatically using the | | | | content by aggregating other pieces. For |
| master template. 4. A professional web | | | | example, let's say you have a collection of |
| developer designs a web page format - | | | | Internet tips, each stored as a separate |
| typically with a logo at the top, and | | | | Piece of content, but all united by the same |
| standard navigation options across the top, | | | | metadata. A CMS makes it easy to present all |
| down the left hand side, and/or at the foot | | | | those pieces together by creating a template |
| of the page. 5. This new format is used to | | | | that shows all content that had the metadata, |
| create a master template. 6. All the web | | | | in this case, "type: tip" and "subject: |
| developers in the organization get to use | | | | internet". It's also much easier to survey |
| special software that lets them add text and | | | | what you have Finally, should you decide to |
| images to web pages, automatically using the | | | | take all your content and migrate it to some |
| master template. 7. Each completed page is | | | | new format, the process should be much |
| submitted to an editor, who might make | | | | easier. |
| changes or send it back to the writer for | | | | |
| revision. When the page is OK, the editor | | | | This entire means more time and money saved: |
| clicks an on-screen PUBLISH button and | | | | you don't duplicate work, you don't lose |
| uploads the page to the web server, so that | | | | content, and you spend less time managing |
| the world can read it. 8. Each page is | | | | content. Workflow Management: Any good CMS |
| usually saved on a text database. Most web | | | | will have some sort of workflow management |
| pages have file names that end in .htm or | | | | scheme. This usually involves defining |
| .html, but sometimes you will see pages | | | | certain roles -- such as author, editor, and |
| ending in other file extensions, such as | | | | publisher -- and giving each of those roles |
| .php. These are often generated by content | | | | some abilities and responsibilities. |
| management systems. However, some CMSs will | | | | |
| generate plain .html pages, which are more | | | | Likewise, content can exist in a number of |
| easily found by search engines. 9. The CMS | | | | states, such as draft, final, published, or |
| also generates indexes, showing what files | | | | archive, and each state has certain |
| have been changed when, who updated which | | | | characteristics. Combine the roles and the |
| file, and so on. 10. The more elaborate CMS | | | | states, wrap some logic around it, and you |
| perform a lot more functions (such as | | | | have a workflow system. The author is |
| archives, built-in search engines, permission | | | | assigned to create the draft, the editor is |
| control, and workflow management), but the | | | | notified that the draft is ready to be |
| above ones are basic. 11. Giving control back | | | | edited, etc. |
| to content owners, allowing them to user | | | | |
| their web browser to add and edit content on | | | | Workflow management facilitates better |
| the site with no special knowledge required. | | | | communication, progress tracking, and more |
| 12. Separating page content from format and | | | | efficient content transitions. Even a basic |
| design, creating a more consistent look and | | | | system will notify the appropriate role that |
| feel across the site. 13. Faster publication | | | | a piece of content has reached a state where |
| of content and updates as well as immediate | | | | it needs attention. More advanced systems |
| site-wide changes. 14. Automation of all | | | | allow all sorts of triggers and controls to |
| navigation, internal links, and other site | | | | be put into place. None of these features are |
| sections where rules can be imposed on | | | | going to do the work of managing your |
| content, eliminating internal broken links or | | | | processes; rather, they give you better |
| orphaned pages . 15. The ability to schedule | | | | visibility into the process and better tools |
| the publication or expiration of a page and | | | | to do the work. |
| all links to that page. 16. Development of | | | | |
| workflow and approval processes; turning | | | | The major gain here is control, which saves |
| management of your website into a business | | | | time and money by speeding communication and |
| process. 17. The ability to customize the | | | | preventing mistakes. The workflow system |
| level of design and formatting control given | | | | handles much of the communication, tracking, |
| to site authors. 18. Development of user | | | | and measuring so your authors, editors, and |
| templates for content delivery using existing | | | | publishers can concentrate on writing, |
| site design or in conjunction with a site | | | | reviewing, and publishing, instead of walking |
| redesign. 19. Development of customized | | | | around checking on things, looking for lost |
| approval workflow. 20. Creation of user | | | | drafts, and trying to figure out where all |
| accounts and roles to fit your desired level | | | | the time has gone. |
| of control and access. 21. Integration with | | | | |
| existing applications and databases. 22. User | | | | Automated Publishing: When it comes to |
| training to assist content authors in | | | | freeing technical resources from publishing |
| becoming familiar with the system | | | | tasks, almost any CMS shines. The CMS allows |
| | | | non-technical people to schedule, trigger, |
| Benefits of Content Management System • | | | | and otherwise manage the process of moving |
| Content Authoring: This allows your content | | | | the content to the production environment. |
| contributors to create content and store it | | | | |
| in the repository. There are many tools and | | | | If your valuable technical people are |
| styles. • Workflow Management: This | | | | constantly distracted by pushing out small |
| allows you to monitor, adjust, and maintain | | | | text changes, regularly releasing new |
| the process through which the creation and | | | | articles, or fixing layout issues, the CMS |
| publishing tasks are done in your | | | | will change their worlds. With a CMS in |
| organization. Systems range from highly | | | | place, these tasks become things that |
| complex to quite simple, but all give you a | | | | publishers and editors can do, usually with a |
| set of tools to manage the activities of | | | | powerful set of tools available within the |
| authors and the progress of content. • | | | | CMS. The technical people maintain the CMS, |
| Content Storage: This feature keeps the | | | | but it's at much higher level, and their time |
| content sensibly organized and accessible. | | | | is greatly freed to handle more technical |
| Most CMS use a relational database; the point | | | | issues throughout your organization. |
| is to store the content in one place and in a | | | | |
| consistent fashion. | | | | Usually, the actual time required to publish |
| | | | your content is reduced. More importantly, |
| Content Authoring: This allows your content | | | | the time it does take is spent by the most |
| contributors to create content and store it | | | | appropriate people (authors, editors, |
| in the repository. There are many tools and | | | | publishers), and not by people who are |
| styles. Workflow Management: This allows you | | | | probably supposed to be working on a new Web |
| to monitor, adjust, and maintain the process | | | | site feature or tuning up the network. |
| through which the creation and publishing | | | | Hopefully, you have a more specific idea of |
| tasks are done in your organization. Systems | | | | what a CMS does, and how a CMS might save |
| range from highly complex to quite simple, | | | | your organization time, effort, and therefore |
| but all give you a set of tools to manage the | | | | money. On top of that, a CMS will enable you |
| activities of authors and the progress of | | | | to better manage your content, therefore |
| content. | | | | making it more usable for you and your |
| | | | constituency. |
| Content Storage: This feature keeps the | | | | |