This page gives an overview of policies that will help workflow and procedures about how to meet these policies in the Marketing Department. Each section was created to reach out to each part of the Marketing body. It is encouraged to review the list and if something needs to be added, to bring it to the attention of the Steering Committee. This page, along with all pages on this Web site, will be updated regularly to make sure relevant issues are explained to maintain a smooth working environment for everyone. If you have a question about a procedure that is not listed, please contact us, so we may add it to the list for everyone to use.

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Content Management

This section is a quick reference list of all things that can be done in the Ektron Content Management system, and who can most efficiently complete that task.

EKTRON PRIVILEGES
Procedure	Definition	BU	KHE	IT
P001	Grant user access to the Ektron CMS
P002	Remove user access to the Ektron CMS
P003	Log in to the Ektron CMS
P004	Assign user to a user group in Ektron
P005	Move user from one group to another in Ektron
P006	Assign new workarea widget to a user
P007	Assign Super User (top-level administrator) privileges
P008	Assign user privileges to Business Unit groups
P009	Assign user privileges to individual Business Unit user
P010	Grant user access to Ektron to a Vendor
P011	Assign user privileges to Vendors
P012	Assign user privileges to add content in the DMS
P013	Assign user privileges to remove content in the DMS
P014	Assign user privileges to a Business Unit folder in the DMS
P015	Assign user privileges to a folder within a Business Unit folder in the DMS
P016	Add or remove allowed file types in the DMS
WEB CONTENT
Editing existing content
Procedure	Definition	BU	KHE	IT
P017	Edit Marketing Bucket text
P018	Change (Overwrite) a Marketing Bucket image
P019	Change (Overwrite) a Herospace image
P020	Translate text to another language
P021	Change call (800) number in masthead
P022	Edit footer text and/or hyperlinks (top footer)
P023	Update text in legal footer (bottom footer)
P024	Edit text with Smart Forms
P025	Edit text with a text editor
P026	Edit text in template (will change all websites using that template)
P027	Format text with text editor
P028	Format text with Stylesheet
Adding new content
Procedure	Definition	BU	KHE	IT
P029	Add menu link to website menu
P030	Create a new universal folder
P031	Add content to a universal folder
P032	Create a new business unit folder
P033	Add content to a business unit folder
P034	Insert hyperlinks into html content
P035	Insert hyperlinks into the DMS
P036	Add new image to content area (not in DMS, but within content paragraph, for example)
P037	Add global hyperlink to DMS
P038	Add image to the DMS
P039	Delete images, links, and documents in the DMS
P040	Create a new graphic image for a website
P041	Upload graphic images to the DMS
P042	Create a Taxonomy
P043	Add HTML to template
P044	Create a new form for a website
Organizing Content
Procedure	Definition	BU	KHE	IT
P045	Copy content from one folder to another
P046	Move content from one folder to another
P047	Merge two or more content folders
P048	Create a new content folder
P049	Delete a content folder
Content Collections
Procedure	Definition	BU	KHE	IT
P050	Create a new content collection
P051	Add a collection list to a website
P052	Delete a content collection from a website
P053	Create a new list summary
Content Version History
Procedure	Definition	BU	KHE	IT
P054	View and compare two or more pieces of content
P055	Restore Content to a previous version
Adding other information to content
Procedure	Definition	BU	KHE	IT
P056	Add a Summary to a piece of content
P057	Add Metadata to a piece of content
P058	Add Content Scheduling for a piece of content to appear on a website
P059	Add Content Scheduling for a piece of content to expire on a website
P060	Add comments to a piece of content
Adding Content with Smart Forms
Procedure	Definition	BU	KHE	IT
P061	Add website content via smart form
P062	Edit website content via smart form
P063	Create a smart form
P064	Add or remove fields in a smart form
P065	Delete a smart form
P066	Assign user privileges to a smart form
Links, Aliases, Menus, and List Summaries
Links
Procedure	Definition	BU	KHE	IT
P067	Add link to website through smart form
P068	Add link to another piece of content in Business Unit website
P069	Add link to website through smart form
P070	Add link to template (affects all pages using that look and feel template)
P071	Add link to footer element
P072	Remove link from footer element
URLs
Procedure	Definition	BU	KHE	IT
P073	Create URL aliases
P074	Edit URL aliases
P075	Delete URL aliases
Menus
Procedure	Definition	BU	KHE	IT
P076	Add new global navigation menu link in Business Unit Web site
P077	Remove global navigation menu link in Business Unit Web site
P078	Add new sub navigation menu link in Business Unit Web site
P079	Remove sub navigation menu link in Business Unit Web site
P080	Add custom navigation menus in Business Unit Web site
List Summaries
Procedure	Definition	BU	KHE	IT
P081	Create list summary for academic program page (check IT)
P082	Add or remove links from list summary for academic program page (check IT)
P083	Copy list summary from one folder to another folder
Workflow
Content Approval Chains
Procedure	Definition	BU	KHE	IT
P084	Create an approval chain
P085	Edit an approval chain
P086	Delete an approval chain
P087	Add a new user to an approval chain
P088	Remove a user from an approval chain
P089	Approve content within an approval chain
P090	Deny content within an approval chain
Tasks
Procedure	Definition	BU	KHE	IT
P091	Assign tasks to a content folder (same as content scheduling?)
P092	Assign tasks to an individual piece of content (same as content scheduling?)
P093	Assign tasks to a business unit
P094	Assign tasks to a user group within a business unit
P095	Assign tasks to an individual user
P096	Create General tasks
P097	Change task state (started, in process, complete)
Web Changes
Updating Graphics
Procedure	Definition	BU	KHE	IT
P098	Update Marketing Bucket text
P099	Update Marketing Bucket image
P100	Update Marketing Bucket functionality, placement, components or branding (i.e. colors, structure)
P101	Update Homepage Herospace image
P102	Update Homepage Herospace functionality
Changing Functionality
Procedure	Definition	BU	KHE	IT
P103	Change Herospace functionality
P104	Change Marketing Bucket functionality
P105	Change Backpack visuals or functionality
Updating Forms
Procedure	Definition	BU	KHE	IT
P106	Add form to display on website
P107	Add field to form that displays on website
P108	Change text on form that displays on website
P109	Add field to Smart Form
P110	Remove field from Smart Form
Adding/Removing Web Pages - see Links, Aliases, Menus, and List Summaries > Menus

Vendors

When Marketing works with a vendor, each side is working hard to meet the other's needs and get the job done. However, while the immediate need is met at the moment, there may be important things that are forgotten in haste of time, that is needed later down the road. To overcome these issues ahead of time, the following policies will help each side communicate clearly, and will ensure that Marketing gets exactly what they need each time.

Policy #	Name	Procedure	Comments
P111	Code Rules	Comments with basic rules and references must be included.
P112	Photoshop and Illustrator Files	Layers must be named and organized.
P113	Flash Files	All related FLAs must be included Local working version of deliverable; including final swfs and all final images in its proper folder structure Comments with basic rules and references.
P114	Compressed Image Files Files (GIF, JPG, PNG, PDF, or similar)	Must be delivered at highest resolution possible if raw files will not be included. (What should be highest resolution? Consult Paula for this rule)
P115	For all work submitted	Documentation must be provided with at LEAST the following: Project Overview File Types Used cLanguages Used (if applicable) Contact Information or reference for follow-up (1 year maximum requirement after project completion. See Elisa about this assumption)

Look and Feel (follows brand campaign? Follow up.)

This section should list procedures to make sure that visual images and content tone are consistent on each webpage. The brand campaign gives a good example of how to keep things consistent on each branded webpage. Marketing should have similar guidelines to always have on hand. This will improve communications throughout each business unit, since each one has their own creative department.

Policy #	Name	Procedure	Comments
P116	Herospace Banners (Home page animation)	Example: Includes one or more people in a school environment with empty space for a slogan if necessary. Static backup image for users who disable flash must be provided to IT	Dimensions: 671x292 pixels. Padding: 14 pixels on each side, with drop shadow(flash animation recommended)[Should we list drop shadow specs for creative?]
P117	Herospace Static Images	Example: Includes one or more people in a school environment with empty space for a slogan if necessary	Dimensions: 650x125 pixels, or 650x200 pixels(need actuals)
P118	Marketing Bucket Images	Example: Includes one person in a school environment looking towards user. For location image, google map must be integrated to follow existing marketing buckets.	Dimensions: 205x125 pixels (need actuals)
P119	Academic Program Main Listing Page	Example: No paragraphs allowed. List only program title, followed by a list of program degrees in a list summary.
P120	Marketing Bucket Text	Example: One sentence allowed. Sentence must fit within 150 characters to fit correctly on top of background image.	Character limit: 150 characters

Emergencies

The following section lists the most efficient procedures to handle emergencies related to Marketing-branded Web sites.

Policy #	Name	Procedure	Comments
P121	Marketing website crash procedures
P122	Severe Weather website procedures
P123	Security

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