Authoring

Editors

Uses only industry standard plain text or HTML script in the body of documents.  No proprietary scripting language or protocol to learn.

 Abstracts are automatically generated

 Templates are used to create documents.   This is not done directly but by placing the content information into a record in the article database, using a simple form.  This method of entry of the data is independent of the template being used. 

 Articles can be produced by dragging and dropping text, graphics and other objects onto the article.

 Boilerplate can be inserted into articles to build documents such as agendas and minutes.  The boilerplate text is stored as articles on the system.

 A simple browser based editing suite is supplied with an alternative WSYWYG editor for more advanced users.  The system can be customised so that users can be prevented from entering HTML to ensure that the site style is not impaired.

 The template contains enough information to retrieve the content from the database automatically, position the information, set the style and format the data.

Content types supported in Templates include HTML, text, GIF, JPEG.

 Content types supported in database include HTML, text, JPEG, PDF, XML, variant data types.  In addition, objects such as sound and video clips and proprietary documents from Microsoft Office can be stored in the database.

 The system is designed for line department staff to use with minimal training.  Access can be controlled so that users can only access the intended target web server.

 The system is inherently sound for multiple users.  If required, a document check-out rule can be set up to ensure that only one user can edit an article over a period of time.  Document check-in will be required to return the article into general use.

 Whenever an article is changed, the change is logged and a copy of the data made.  Any author can view the article history and can view the article as it was at any point in time.

 Every article has a release and withdrawal date set up by the article creators and reviewers.  The system automatically takes these dates into account when dynamically constructing the content. 

 Documents can be arranged into sets with a simple forward and back navigation to support multi-chapter reports.

 Support for XML document display using XSLT style sheet.

WSYWYG

Commands

Each of the icons controlling editing can be controlled to limit editing capabilities of contributors to an agreed standard.

 The following editing facilities can be made available to users:

 Font

Font Size

Class

Bold, Italic, Underline, Strikethrough, Subscript, Superscript

Copy, cut, paste

Paragraph alignment

Order list, bulleted list

Font colour, Background colour

Horizontal Rule, Hyperlink

Insert and edit table

View as HTML

Enlarge (Full screen view)

Insert COMS controls

Insert managed hyperlink

Insert images

Any  features can be suppressed by system administrator

Access Control

Different levels of access to identified users to each feature within the product.

 User can set own password,

Initial issue of password by administrator

Password is encrypted

 System Administrator can set password expiry parameters

Users cannot be deleted to ensure future auditability.

System can prevent users cycling between two passwords.

 User can only upload material to the system after authorisation by user-id and password.

 Authorised content owners are able to add, update and remove content whether they are within or outside the local network.

Such arrangements are controlled by a System Administrator.

Authorisation

It is possible to post content which is to be displayed from a future date / time for a finite period.  All articles have a release and a withdrawal date.

 Articles will not be visible on site until authorised by a qualified person. 

 Separate authorization for the translation can be required

 Authors and their supervisors can be grouped into teams.

The management of the object and image libraries is a separate permission that could be limited to nominated persons at the discretion of the administrator.

Audit /History

The system maintains an audit trail of user changes to the system. The old versions can be viewed and reinstated with a single click.

 Pages which are replaced, or pass their ‘display until’ date are stored in an archive which can be viewed and restored if required.

Content

Users may post text, pictures, graphics or files into the database for display as a part of pages or as downloads.

Hyperlinks

In general, it should not be possible to create broken links within the document database. However, tools are supplied to scan and report on the existence of ‘dead links’ within the site.

Tools

Using an optional macro, Microsoft Word contributors can add articles directly to the database, incorporating the required metadata.  The original .DOC file and an HTML equivalent are held within the database to facilitate revision.  The full security of the system is maintained throughout this process.

Interactive applications

Information retrieved from external databases can be easily displayed on the site, usually though the addition of an ASP (or any other web technology) program to retrieve and format the data.  The output from such a program is placed on the page using the site style so that it appears seamless. 

 Access to external databases can use ODBC, XML/SOAP, COM+ and other emerging Microsoft based technologies. 

 The SQL Server publishing features can be used to move and synchronise data between instances of SQL Server.  This can make back office systems available on the web site.

 ASP.NET controls can be used in Interactive applications embedded within COMS articles.

Workflow

A system of workflow is provided within the COMS product to route articles to the correct people to edit and authorise and publish and ensure that all of this is done to an overall time schedule.

 The workflow system can be customised with business rules to implement local practice.  An interface is available to import and export workflow items.

 An intuitive web based wizard is provided that enables a  workflow job to be set up

 Unlimited workflow templates can be saved defining projects with many task with their typical durations and persons responsible

 This streamlined publishing process empowers authors and administrators.

 Authors are individually configured with a range of permissions which control the type of article that they can create.  For example it is unlikely that the same person would produce job vacancy adverts as would specify planning requirements. If authors are given “publishing” rights, they will be able to position their work in particular areas of the site as configured.  This enables the administrator to control who can place a job advert on the employment opportunities page.

 Authors can post their documents to an approver with a recommended time to respond.  The approver will be notified by email with the tasks details and some quick links to enter the editing site and open the document and view it, edit it if permitted, and either authorise or return the article for further work by the author.

 Authors and approvers can be grouped into departments to streamline the process.

 Load balancing will be achieved through the workflow templates mechanism by automatically allocating work to the person with the least outstanding work.

 Workflow jobs can include unlimited attachments which can be transferred with the workflow between authors and which is available to authors with a single click. 

 All movement of articles is logged in the system including the people involved, comments and the times taken to respond.  Authors will always be advised of pending workflow items at log in time.  Emails will be automatically send to workflow originators when jobs fall behind schedule.

 System reports are run at intervals to identify outstanding workflow issues and trigger escalation. 

 Escalation of delayed tasks is automated and can be adjusted subject to local work practices