Content Management System (CMS) - ??Content Management System (CMS) By Mahesh Ugale CMS, a newest and hottest technology in Web Hosting World Content management is

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