Minimal Guide to ITS CMS SmartForms for Services and Implementations

First Things First

If you can log in to the CMS and start editing, then you're already part of the authorized enterprise group and can skip the next paragraph. If not, however, read on.

Before you can edit or add material in the CMS, you need to be added to your Ektron enterprise group's authorized list. For those in ITS, your team lead or manager or director will be able to do this. If you are a team lead, manager, or director, be sure to add yourself to any enterprise group that is authorized for a specific role in using the CMS for your web pages. This is done through the portal, Under the Directory Groups tab, the link named Enterprise Groups permits an authorized person to manage enterprise groups and their members. By convention within ITS, the pertinent group will be prefixed with "ITS-" followed by the group name, and then the particular function within the CMS.

Be sure that you're in edit mode by checking that the black bar near the top says "Edit Content in Folder ...'." If not, click the icon of a document with a pencil just below the black bar. This will put you in edit mode.



Here you'll find an explanation for the minimum requirements for approved publication of your new content in the ITS CMS. Spelling, grammar, punctuation, syntax, and meaning also all matter. Please proofread your work carefully.


Content Tab


The title should be as short as possible and as specific to the topic. If the service contains many implementations, create a title that generalizes them. 


Make the description similar to the structure of a newspaper article—the inverted pyramid—with the most important information at the top of the piece. You can include as much detail as you need, but imagine that your reader is trying to solve his or her problem as fast as possible. Does this page solve it? What are the links to other related solutions and learning resources? For those who are indeed interested in more background material, you can give them whatever they need in following paragraphs, but typically they will learn more by navigating to associated implementations, which are more specific, and associated learning resources which are the actual documentation for the service and its implementations.

If your description seems to be awfully long, it might help to use the other fields available on this page to organize the information: Availability, Location, How to Request, Service Homepage, Price/Cost, Eligibility, Support Information, and Image. Check the box by any field at the top, and it will appear so it can be filled out.

Additionally, you can use references to Learning Resources to go into more depth and with much more organization, since learning resources pages have sections and subsections with specific content areas that aid in navigation. They also permit tables of contents to be automatically generated.


Summary Tab

Keep this short and punchy—no longer than 30 or so words. The summary is what will show up in search results. Quite often you can simply extract it from your description, but shorten it as much as possible by eliminating modifiers and extraneous explanation. 


Metadata Tab

Related Content

Select all learning resources that support this service implementation. If this is a service, the associated learning resources should be tied to implementations, but a general supporting overview page for the service may fit here as well.

Related Service

For a Service Implementation only:

Select the related service or services that contain this implementation.

ITS Audience

By default, faculty, staff, and students are included. Remove those audiences who do not need this service. 


Keywords are absolutely vital for accurate search results. The rules for them are simple: separate keywords with semicolons, and delimit keyword phrases by double quotes. For example:

  • giraffe; wildebeest; lion; meal; meals; ”predatory targets”;”good eats”


Alias Tab


The convention for a service is:

  • ITS/services/nameofservice

without a closing or opening slash, which is automatically supplied


Schedule Tab



If you have a page that you wish to be reviewed periodically, select "Add to the CMS Refresh Report" and the page will be identified on the end date selected as a page that must be visited at least to change the end date. This is useful for pages that you know will require updates as time goes by, as well as a way to ensure that pages are reviewed by your contributors or editors on a regular basis.


Comment Tab

Not required, but this is useful to anyone who wishes to make notes on the page regarding content to be edited, or dates checked, or anything else. For example, an error in content may be noted here and, once corrected, the comment may be removed or annotated to track the changes.


Templates Tab

Be sure that ITS/ServiceDetail.aspx is selected. 


Category Tab

You have to select at least one taxonomic category and more than one if required. More than three might indicate that the service itself is too broad and may need subdividing.


How a Service Implementation Differs from a Service

Once a Service has been added, then the Implementations for that Service can be added through the same means listed above, but placed inside the “Implementations” folder. There are also a few steps more to link an implementation to its corresponding service, so for each implementation, repeat the preceding steps and then add the following to set up the association for each service to which the implementation belongs.


Implementation Only, Add Metadata


 Click the “Metadata” tab. In this window is a box labeled “Related ITS Service:” Click the “Edit” button.

A two-paned window will open. In the top window, select the Service to which this implementation belongs. Once the selection is highlighted, click the blue file cabinet with the green arrow icon just above it.

The selection(s) will be moved to the lower pane. Once satisfied with the associated Service selection, click the disk icon in the gray bar above the lower pane.

As with the Services created, click one of the three icons in the gray bar in the upper right of the page: disk for saving; icon with green up arrow for save and check-in; icon with right-pointing arrow for save and publish.


Training & Documentation

Quick and Dirty Minimal Guide to ITS CMS SmartForms for Learning Resources