Not everyone will create content for your website and other digital properties, but it's important to identify all those across the company that can create content and ensure you train them to use your CMS properly. It's rare that a content author will create a piece of content and publish it live without anyone else looking at it.
A big part of the content planning and development process is identifying what content you want to create, who will create it in the CMS administration tool, and who will have review and approval of that content before it goes live.
This is a key part of your web governance plan, and it includes identifying roles and responsibilities and defining the appropriate workflow rules. In some instances, workflow may be as simple as create-review-approve. It could also be more complex with multiple levels of review and final approval by a web manager who ensures the final details of the content are completed correctly (e.g., tagging, metadata, structure).
Try not to have too many workflow processes as it makes management of your content too complex. Instead, define one to three workflows that meet the needs of most, if not all, of your content.
A few ways to get started:
- Identify a list of authors, editors, reviewers, and approvers for each section of the website, or department in your company who will have content on the website. Group the authors, editors, and reviewers into groups as you should apply permissions by group, not person. Note that a person may fit into more than one group and that's fine. For example, group all the authors of the About Us section into a group called 'CompanyUpdates.'
- Define one to three workflow processes. Create a spreadsheet listing the web pages on the website (categorized by section), the content those pages will contain, the content authors, Reviewer and Approver group and what type of workflow to apply. This also includes your blog, if you have one.
Now you have a complete understanding of who will create and manage website content and what workflow processes and permissions to apply.
Ingeniux provides a number of features to support content development standards for your website. These include capabilities to ensure the web experience is consistent across the website and tools to automate the process of content creation and publishing:
- Page Types: Ingeniux Page Types define content structure and layout, ensuring that your content meets the brand requirements for your website.
- Page Builder: With Ingeniux Page Builder trusted users can create new layouts or modify existing layouts using approved content blocks.
- Smart Paste: Smart Paste allows website managers to define content import rules that validate XHTML, clean up content to remove artifacts such as SPAN or MSO formatting from Microsoft Office, and other invalid formatting.
- Workflow: Create multiple types of workflow and apply them as needed to your content.
- Content scheduling: Always ensure your content is available at the right time and that stale content is removed automatically using Publish and Perish Dates.
- Role-based security: Define groups or roles and add users to these roles. Apply permissions to each role.
- Robust Permissions: Permission based on user type, department, skill level, etc.
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