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Workflow, Content Management, and Version Control

The Content Management System (CMS) includes an approval process for managing website content and version control to manage the various iterations of a page throughout its lifecycle.

The approval process is based on user roles within the CMS. For unit websites there are three main roles:

Site Administrator – Responsible for all user administration, advanced site setup and configuration items. It is recommended that site administrators be professional web developers who are comfortable with the technical aspects of managing website technology. In addition, site dministrators ideally should be comfortable with coding HTML, CSS, JavaScript and PHP programming. For more information, see the How to Guide: Site Administrators.

Editors – Content and information managers of a unit site. Editors are responsible for approving content and publishing to make it “live” on a unit website.  Editors can add/edit/delete and publish content to sites they are authorized to manage. For more information, see the How to Guide: Editors.

Contributors – Typically non-technical personnel who are responsible for specific sections of a unit website.  Contributors may be office personnel, faculty or even student employees. All content created or edited by a contributor must be approved by an Editor or Administrator before it goes “live” on a unit website. For more information, see the How to Guide: Contributors.

Managing Content – High Level Overview

When a contributor needs to edit a page, he/she would simply navigate to the page via a web browser and simply log into the site to make changes.  

New Draft Bar

Click the New Draft button to begin making changes to the content on a page, including editing text, applying hyperlinks, providing a document download, updating images or embedding media files.

Once changes are made, the page remains in “Draft” status awaiting approval.

For pages awaiting approval, an Editor (or Administrator) must log into the CMS and access the Workbench. From the Workbench, editors see documents in a moderation “queue” showing which ones are ready for review.

The Editor/Administrator should review the content and changes made by the Contributor. Once the Editor is satisfied with the content, he/she changes the status of a page to “Published’ to make the updated page “live” on the website.

Needs review

In addition to editing existing pages, Contributors can create new pages in the CMS and the approval process is exactly the same.

Editors and Site Administrators and editors can add or update pages and immediately approve their own changes and make those pages “live.”

Version Control

Version Control

Contributors, Editors and Administrators can revert to a previous version of a page at any time. The CMS saves previous versions automatically as new drafts are created. To view previous versions of a page, log into the CMS, click the Workbench button and navigate to the Moderate tab for the page.


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CMS Help

If you are experiencing a critical issue with your live website, please contact the IT Customer Service Center at 864-8080 or itcsc@ku.edu.

For questions on CMS policy, look & feel, and all other issues, please visit our help page.

Please contact web services at 864-6415 or webservices@ku.edu for help with your site

Online help can be found under the How-To's section of this website.