User Guide to Manage myAXis Content

This document serves as a resource for SE Region employees designated as content managers of their departments myAXis community.

5/28/2013

myAXis Guide Cox SE Region

Table of Contents: Editing Existing Content Page 1 Portlets. Pages 1-2 Links & Documents. Page 3-4 Pages. Page 4-5 Subcommunities.. Pages 5-6 Visual Standards.. Page 6 Term Glossary Page 6 Important Notes. Page 7

Editing Existing Content

Go to the page containing the content you would like to edit. Click the at the top right hand side of the page. Click on This Communitys Portlets located in top left column of the page. Click on the Portlet containing the information you would like to edit. Click Edit under the Web Service->Configure this Portlet: option. Make necessary edits. When edits are complete, click Finish->Finish->Finish. You must click through all of the screens in order to save the changes. Not Finishing each screen will result in changes not being saved and you may lose previous information as well. Do not close out any of the screens. You may minimize screens if needed.

PORTLETS
Adding a Portlet: Go to your department page. Click the at the top right hand side of the page. Go to the page you would like to add a portlet to. Click on the Page name. Click on Create Portlets under Page Content and Layout section. Select Portlet Template. o Announcement most common template. Used to house text and images. o Community Links used to house links to websites (internal and external) and documents. o News used to house news blurbs. Once template is selected, click Next >>. Portlet Type/Size o Narrow is used for narrow side columns. This is a good place to house link portlets. o Wide is used for one column or the larger of a two column template. o For Community pages only. should be selected. o Select Suppress Portlets title bar if a title bar is not necessary.

Click Edit under the Configure this Portlet: Name your portlet under Folder Name. Use a name that adequately describes the portlet as this will help you locate the correct portlet when making edits. Parent Folder: select Browse->Public Affairs->SE region header->SE myAXis content Select Next>> Enter content. *see portlet content info in Important Notes section* When complete, click Finish->Finish. In Save Object->Save In screen, enter a Save As name and a brief Description of page. Click Save Click Close Click Finish at top right corner of page. Click Finish at top right corner of page.

Deleting Portlets: Go to your department page. Click the at the top right hand side of the page. Click on This Communitys Portlets located under Edit Community Settings on left side column. Click the box next to the Portlet you would like to delete -> click the X next to the Create Portlet button above Community Portlet Names. Portlet will disappear from the Portlet Names list. Click Finish to complete the deletion. Please do not delete portlet created by Internal Communications (i.e. Vimeo players, department overviews, etc.).

Repositioning Portlets: Go to your department page. Click the at the top right hand side of the page. Click on the Page Name containing the portlets you want to reposition. You can move the portlets around by clicking on the portlet and dragging it to desired location. Note: moving a portlet from a narrow column to wide column or wide column to narrow column could cause issues. It is recommended that portlets only be moved within the column they reside in. Example, moving the top portlet to the bottom, making the second portlet now the first. Once portlets are arranged as desired, select Finish->Finish.

ADDING LINKS AND DOCUMENTS

Go to your department page. Click the at the top right hand side of the page. Go to the page you would like to add a links portlet to. Click on the Page name. Click on Create Portlets under Page Content and Layout section. Select Community Links Portlet Template. Once template is selected, click Next >>. Portlet Type/Size o Narrow column is best for a links portlet if you are using a two-column page template. If you are using a one column page template, use the wide portlet size. o For Community pages only. should be selected. o Select Suppress Portlets title bar if a title bar is not necessary. Click Finish. In Save Object->Save In screen, enter a Save As name and a brief Description of page. Click Save Click Close Click Finish at top right corner of page. Click Finish at top right corner of page. Go to the page containing the Links portlet. Click Edit Links Under Properties, change the name of the links portlet listed in Category Name. o If you want to show the descriptions of each link, click the Show Descriptions box. o If you dont want the links to appear alphabetically, unclick the box. o Determine the maximum number of links to display. Five links is recommended but its up to y ou depending on the purpose of the links and allotted space. Click Add Links to add a link. o Enter link name (this should be brief but descriptive) o Enter link description (if you want the description viewable to page visitors, make sure to click Show Description box on previous screen) o Enter the web address URL. This must be a valid URL. It can be linked to another part of myAXis, a SharePoint site (just make sure SharePoint site is open to all employees) or external website. o Click Add Link o You can continue to add links and/or documents. o Once all links are added, click Finish. To add a document: You will need to upload document(s) to the Southeast Knowledge Directory folder prior to adding to myAXis page. o Go to myAXis main page. o Go to Online Communities -> Browse Directory o Go to Field Locations folder -> Southeast o Locate your departments folder (SE your department documents) and click on the folder. o Click Edit, located about the Submit button on right side

From this screen you can Create a new folder (image of folder with red asterisk). This is helpful if you want to group specific types of information together. Move a document to another folder (image of folder with the red arrow). Copy a folder or document (image of two pages with green arrow). Secure a folder or document (image of lock). Delete a folder or document (red X) Add a document. On the right side under the Browse button, select Submit Document method from drop-down menu. Simply Submit allows you to submit a document located on an internal drive. Web Document allows you to submit a document with an URL. You may need to click the box next to the document and then click the APPROVE button. Same steps as above except you will click Add Documents Knowledge Directory will appear o Click on Knowledge Directory folder o Click on Field Locations folder o Click on Southeast folder o Locate your departments folder. o Locate the sub-folder housing your document (if applicable). o Place a check next to appropriate document -> Click OK. o Click Finish.

PAGES
Adding a New Page: Go to your department page. Click the at the top right hand side of the page. Under Community Pages, click New Page Select Cox Page Template. Click OK Uncheck Inherit the Template. Click OK New page is now created but you need to properly name it and select page layout. Click on New Page -> Click on Select Page Layout located under the Page Content and Layout area. Select the page layout you would like. Recommended page layouts: o Full page, no columns (top left option) this is good if you only need one column (no links or video) and require no header. o Page with one wide column, one narrow column on right side (top right option) this is good if you want to include a links section and/or video on the page. o One column with header (second row far left option) this is good is you want to include the Cox SE header. o Page with one wide column, one narrow column on right side, and header (second row far right option) this is good if you want to include a links section and/or video on the page and the Cox SE header.

o Once page layout is selected, click Finish. To change page name: Select Properties and Names located under the Edit Standard Settings area on left side of page. Replace New Page text in Name: box with actual page name. Add a page description. Click Finish -> Finish. Deleting Pages: Go to your department page. Click the at the top right hand side of the page. Click the box next to the Page Name you would like to delete -> click the X next to the New Page button above Page Name. Page will disappear from the Page Name list. Click Finish to complete the deletion. To Change Page Order: Go to your department page. Click the at the top right hand side of the page. Under Community Pages->Page Name, use the arrows on the far right to move pages. Note: Home Page should remain at the top please do not move this page.

SUBCOMMUNITIES
Adding a Sub-community: A sub-community should only be added to your departments community if you want to house several pag es under one topic/area. Adding a sub-community that only contains one page will cause unnecessary page clicks in order to reach content and clutter your departments community. Go to your department page. Click the at the top right hand side of the page. Check the box next to your departments (Home Page) under Community Pages->Page Names. Click on Subcommunities in Edit Community Settings column on left side of page. Click Create Subcommunity Click Select Community Template Select Cox Community Template -> OK Uncheck Inherit the Template. Click OK New (Home Page) for new subcommunity is now created but you need to properly name your new subcommunity. Click on New Page (Home Page) -> Select Properties and Names located under the Edit Standard Settings area on left side of page. Replace New Page text in Name: box with actual page name. Add a page description. Click Finish -> Finish. In Save Object->Save In screen, enter a Save As name (name of subcommunity) and a brief Description of subcommunity. Click Save

Click Close Click Finish at top right corner of page. To add pages to your new subcommunity, follow Adding New Pages instructions. To add portlets to your new subcommunity (Home Page) and pages, follow Adding a Portlet instructions.

Deleting Pages: Go to your department page. Click the at the top right hand side of the page. Click the box next to the Page Name you would like to delete -> click the X next to the New Page button above Page Name. Page will disappear from the Page Name list. Click Finish to complete the deletion.

VISUAL GUIDELINES
Visual Guidelines: Font Type Verdana Font Size o Page headers font #4 or #5 o Article/content headers font #3 o Text body content font #2 Font Colors o Page headers; Article/content headers Blue #0066BB o Text body Grey #444444

Term Glossary
Portlet holds content housed on myAXis pages. Content could include text, images, links, video, etc. All content you see on myAXis is placed there via a configured portlet. Pages pages are similar to a web-page. They hold content that was created in a portlet. Subcommunity a subcommunity features a home page with more than one page nestled beneath it. A subcommunity is a good way to feature a specific subject matter that has several components. For example, Government & Public Affairs consists of three distinct areas: External Communications; Internal Communications; Governmental Affairs. To properly highlight each area and the news and resources that fall within each area, a subcommunity was established for each. Pages were established under each area to highlight various key responsibilities.

IMPORTANT NOTES
In order to keep a constant look & feel for the SE myAXis page, we ask that you do not alter the look of your departments main page. Changes can be made to the text as needed. To keep the pages clean and readable, we recommend you use document links, SharePoint links, or separate pages for text heavy communication. If you are linking to a SharePoint site, please make sure the SharePoint site is accessible to all SE employees. To change out or add video content, please contact the Internal Communications Team to assist. Portal Text When adding content to a portal, it is highly recommended that you create your text content in a Notepad document and then copy into the portlet content field. Do not copy text directly from a Word document to a portal. When editing the text font size, type and color, you may have to highlight the text, click on another size, then re-click on the correct size, type, or color. Sometimes when you go to change the text, it indicates that it is already set to the desired size, type or color but it is not. Clicking on something different will allow you to go back and select the correct option. Portal Images When adding a photo, it may not appear at first (you may see a red X). If this happens, click Finish and then go back into Edit mode. Image should appear. You can alter an image by either right clicking on the image or clicking on the image and then going to the image button on the toolbar.

For assistance with myAXis, please contact the SE Region internal communications team: Primary myAXis contact: Devon Chestnut Devon.chestnut@cox.com Secondary myAXis contact: Mary Bowman Mary.bowman@cox.com Additional information regarding myAXis can be located at: myAXis (main page) -> Online Communities -> myAXis Help -> Guides -> Content Manger Manual or Admin Manual.