Content Editor "How To" Guide

Editors can create new pages or edit existing pages on their site just as Contributors but have an expanded set of features for content creation. Like a Contributor, pages that are added or edited are saved in “Draft” status.

However, as the role of content Editor, not only are you capable creating content, you are also tasked with managing the information on a particular unit website or portion of a web site. As the Editor, you approve content created by Contributors as well as your own content.

This workflow approval process is managed through the content management system (CMS) using a feature called the Workbench. The Workbench displays pages which are in “draft” status and you make pages “live” by changing the status from “Draft” to “Published.” Detailed instructions for approving documents via the CMS are found in this document.

Log into the CMS

1. Click the Navigator Button

Navigator Link Screenshot

2. Click CMS Login link

CMS Login Link screenshot

3. KU Users will log into with their KU Online ID

Login Screenshot

4. After log in, you are presented with a menu at the top of page for the features available to you as an Editor.

Editor Navigation

If you already have a home page, you can click the “New draft” option to edit an existing page. Note: All pages are saved to Draft status when saved. However, as an editor, you may change the status to Published to make the changes “live” on your site.

Creating new content

Editors can use the following New Content types:

Contact Page – create a consistent “block” of content for the unit’s address, phone, email, etc.

Faculty profile – Is a CMS template to be used to create consistency across the various campus websites for faculty information.

General content – Most web pages will use the General content type. For example, an 'About' page would be created using the General content type.

Homepage – The first page that is presented to visitors of your site when they type (or click) the address for your website.

Webform – Create a form which allows information and to be entered, saved to the CMS and collected for reporting purposes.

Content Types

URL path settings

All of the pages in the CMS allow for the use of the URL path settings option. URL path settings allow for the creation of a custom web address (called URL or Uniform Resource Locator) for any page in the CMS. Common uses for this feature include; referencing specific pages from websites outside of your site, use on printed materials like business cards or simply used when a shorter address to a particular page is important.

Using My Workbench

The Workbench provides a view into all of the content you have created and/or edited in the CMS. One of the primary purposes of the Workbench to organize content into views that help locate the pages you are actively creating and/or editing.

Workbench Screenshot

Click on My Content to view pages that are currently published.
Click My Drafts to view pages in Drafts status.
You can also access the Create Content page from the Workbench page.
Contributors will not need to use the Needs Review option.

Additionally, you may use the sort feature by clicking on the column heading in the Workbench view. For example, you may want to sort by the Author column to see pages grouped by author.

Publishing Content

To publish content, click on the My Workbench menu and select “Needs Review.”

Next, locate the page you want to make “live” and click the Published link.

Publishing content


Training Calendar
CMS Help

If you are experiencing a critical issue with your live website, please contact the IT Customer Service Center at 864-8080 or itcsc@ku.edu.

For questions on CMS policy, look & feel, and all other issues, please visit our help page.

Please contact web services at 864-6415 or webservices@ku.edu for help with your site

Online help can be found under the How-To's section of this website.

Drupal Resources

In addition to the training resources available on this site from KU Information Technology, training, technical information and support is available through the Drupal user community.

  • Drupal Community - Main site for everything about Drupal
  • Forum - Q&A forum where you can post questions and get answers from other Drupal users
  • Documentation - Access helpful “how to” guides for using Drupal
  • Support - See and connect with all the ways you can get help with Drupal