CONTRIBUTE 3 Deploying Contribute Trademarks Add Life to the Web, Afterburner, Aftershock, Andromedia, Allaire, Animation PowerPack, Aria, Attain, Authorware, Authorware Star, Backstage, Bright Tiger, Clustercats, ColdFusion, Contribute, Design In Motion, Director, Dream Templates, Dreamweaver, Drumbeat 2000, EDJE, EJIPT, Extreme 3D, Fireworks, Flash, Flash Lite, Flex, Fontographer, FreeHand, Generator, HomeSite, JFusion, JRun, Kawa, Know Your Site, Knowledge Objects, Knowledge Stream, Knowledge Track, LikeMinds, Lingo, Live Effects, MacRecorder Logo and Design, Macromedia, Macromedia Action!, Macromedia Breeze, Macromedia Flash, Macromedia M Logo and Design, Macromedia Spectra, Macromedia xRes Logo and Design, MacroModel, Made with Macromedia, Made with Macromedia Logo and Design, MAGIC Logo and Design, Mediamaker, Movie Critic, Open Sesame!, Roundtrip, Roundtrip HTML, Shockwave, Sitespring, SoundEdit, Titlemaker, UltraDev, Web Design 101, what the web can be, and Xtra are either registered trademarks or trademarks of Macromedia, Inc. and may be registered in the United States or in other jurisdictions including internationally. Other product names, logos, designs, titles, words, or phrases mentioned within this publication may be trademarks, service marks, or trade names of Macromedia, Inc. or other entities and may be registered in certain jurisdictions including internationally. Third-Party Information This guide contains links to third-party websites that are not under the control of Macromedia, and Macromedia is not responsible for the content on any linked site. If you access a third-party website mentioned in this guide, then you do so at your own risk. Macromedia provides these links only as a convenience, and the inclusion of the link does not imply that Macromedia endorses or accepts any responsibility for the content on those third-party sites. Apple Disclaimer APPLE COMPUTER, INC. MAKES NO WARRANTIES, EITHER EXPRESS OR IMPLIED, REGARDING THE ENCLOSED COMPUTER SOFTWARE PACKAGE, ITS MERCHANTABILITY OR ITS FITNESS FOR ANY PARTICULAR PURPOSE. THE EXCLUSION OF IMPLIED WARRANTIES IS NOT PERMITTED BY SOME STATES. THE ABOVE EXCLUSION MAY NOT APPLY TO YOU. THIS WARRANTY PROVIDES YOU WITH SPECIFIC LEGAL RIGHTS. THERE MAY BE OTHER RIGHTS THAT YOU MAY HAVE WHICH VARY FROM STATE TO STATE. Copyright © 2002-2004 Macromedia, Inc. All rights reserved. This manual may not be copied, photocopied, reproduced, translated, or converted to any electronic or machine-readable form in whole or in part without prior written approval of Macromedia, Inc. Acknowledgments Project Management: Jennifer Rowe Writing: Chris Bedford, Jennifer Rowe Managing Editor: Rosana Francescato Editing: Mary Kraemer, Barbara Milligan, Lisa Stanziano, Anne Szabla Production Management: Patrice O'Neill Media Design and Production: Adam Barnett, Christopher Basmajian, Aaron Begley, John Francis Special thanks to Ken Sundermeyer, Eric Lerner, Chris Denend, Joel Huff, Lawson Hancock, Erik Larson, Sheila McGinn, Emilio Passi, Yoko Bayer, Scott Richards, Melissa Baerwald, Deb Galdes, Kimberly Oslob, Dennis Griffin, Jon Varese, Brady Kroupa, Josh Margulis, Gavin Anderson, Deeje Cooley, Vickie Chapman, Kaori McLister, and the Contribute engineering and QA teams. First Edition: July 2004 Macromedia, Inc. 600 Townsend St. San Francisco, CA 94103 CONTENTS Deploying Contribute to Departments and Enterprises ....................... 5 Contribute deployment responsibilities . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6 Deployment tasks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7 Deployment issues. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8 User management models . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16 Contribute user roles . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17 Contribute and website security . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18 Website connection distribution . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21 Deploying Contribute across an organization . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22 Approvals and site structure. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22 Content design considerations. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24 Contribute Publishing Services . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29 Contribute case studies . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29 Resources . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 36 3 4 Contents Deploying Contribute to Departments and Enterprises Macromedia Contribute is a website editor that lets people connect to departmental and other websites so that they can update web page content. Administrative assistants, product managers, human resource managers, and other people in an organization can use Contribute to update their workgroup's web pages without having to contact a web team or other departmental resources. The following examples show how Contribute might be used in an organization: · · · · · Updating schedules Posting job requisitions Updating an employer's work-related policies and guidelines Editing organizational charts Sharing information among team members through a departmental intranet This chapter, which is intended for website administrators and IT professionals, describes the best practices for deploying Contribute within an organization. It explains how to set up Contribute in a variety of IT environments so that content editors and website administrators can enjoy the power and flexibility of this application. This chapter contains the following sections: "Contribute deployment responsibilities" on page 6 "Deployment tasks" on page 7 "Deployment issues" on page 8 "User management models" on page 16 "Contribute user roles" on page 17 "Contribute and website security" on page 18 "Content design considerations" on page 24 "Contribute Publishing Services" on page 29 "Contribute case studies" on page 29 5 Contribute deployment responsibilities As a system or website administrator, you play a large part in deploying Contribute. The deployment responsibilities include the following tasks: · Installing the Contribute software. · Creating connections to websites that users of Contribute (called content editors) access. · Defining roles (a collection of privileges that you assign to a specific user or group of users). Roles determine which users have, or are denied, access to a specific website. · Installing Contribute on individual computers throughout your organization. · (Optional) Integrating Contribute with Contribute Publishing Services. The size of your organization and the job roles associated with your organization's websites determine who assumes responsibility for deployment. A single system administrator may be responsible for all deployment, or other members of the organization's web team or IT staff may be involved. Administrators manage Contribute websites by controlling who has access to the site and by specifying what kinds of changes content editors can make to a website. Administrators, web masters, and web designers If you are a system administrator, this might be your first time to work with web pages and web content. Your role as a system administrator may intersect with the role of web designer. A web designer can help you determine the editing and access requirements of your site and help you construct the site so that users with limited web-design skills can easily update content. Contribute gives you a great deal of power and flexibility in determining who can edit web pages on a website and what types of changes they can make. For example, you might decide that all Contribute users, with the exception of the web-design staff, are limited to editing text on web pages, and that the web-design staff can edit text, apply new text styles (for example, change the type font), and insert new images. Contribute job functions The following table describes the function of each role that relates to Contribute: Role Function Contribute administrator Responsible for installing Contribute, setting up user roles and privileges, and determining the degree to which users can access and update websites. Contribute administrators are often members of an organization's IT staff, responsible for maintaining server and network infrastructure, managing user and file permissions across an organization's network. System administrator Maintains web servers and web server access. This role often overlaps with that of the Contribute administrator and may be handled by the same person in smaller organizations. Designs websites, determining their look and feel, and creates and maintains the site's content. Web designer 6 Deploying Contribute to Departments and Enterprises Role Web developer Contribute user Function Develops web-based applications, such as for absence reporting and financial reporting, distributed to users over the web. Contribute users range widely in their job tasks and computer experience. What they have is common is the need to update web page content quickly and easily. Using Contribute, they can easily connect to a website and safely update its content without inadvertently introducing malfunctions. These roles vary from organization to organization. In smaller organizations and workgroups, a single person may handle the job of administering Contribute and determining the design of the website. Larger workgroups and departments may have a team of people involved in maintaining their website. Deployment tasks The following table describes the tasks you need to perform to successfully deploy Contribute. Task Gather website information Configure network and server permissions Description Gather information about your website's infrastructure. You'll need this information to properly install and configure Contribute. For more information, see "Information about your website" on page 8. Ensure that the network and server permissions allow read, write, and modify access so that Contribute users can connect to the site and update pages. For more information, see "Understanding network and server permissions" on page 9. Install Contribute on the computer from which you'll administer the site, create a connection to the website using Contribute, and establish yourself as the Contribute administrator for the site. To learn more about creating an administrative connection, see "Contribute administrative connections" on page 9. Contribute Publishing Services (CPS) is a suite of Java server applications that lets you integrate Contribute with Lightweight Directory Access Protocol (LDAP) or Active Directory services, and implement email notifications to keep Contribute users informed about the status of their drafts in progress. If you want to use the CPS, you must install and configure the Publishing Service server on a Java application server. For more information, see "Contribute Publishing Services" on page 29. After you establish yourself as an administrator of a site, you can configure the administrative settings so that Contribute works more efficiently with your website. For more information, see "About Contribute administrative settings" on page 10. Install Contribute Install Contribute Publishing Services (optional) Configure Contribute to work with your website Deployment tasks 7 Task Create Contribute roles Description Create Contribute roles based on the privileges and restrictions you want to place on a user's ability to access and edit pages within the site. For more information, see "Contribute user roles" on page 17. Deploy Contribute to your users, and send them connection key files so they can access the website. To learn more about distributing website connections, see "Website connection distribution" on page 21. Deploy Contribute to your user base In addition to the basic tasks described in the preceding table, you might want to further enhance your website by designing it to be more easily maintainable or by adding additional functionality by using CPS. Deployment issues The following sections describe issues you should be aware of when deploying Contribute in your organization. As with all client software that provides access to centralized servers on a network, Contribute requires that certain network and server file permissions be appropriately configured for users. Before installing Contribute and deploying it to users, ensure that you have considered the following issues and have appropriately configured ...