System Administrator Help
Global system variables affect all of your web sites so we recommend that you set these before creating your site(s). There are other types of variables that affect individual sites but you set those as you create each site.
To set the global system variables:
Log into the ACM using your administrator username and password
From the System menu, select Global System Variables.
Complete each of the tasks outlined below.
The questions you create on the User Profile tab appear on users' My Page as well as on all user records in the User Manager. Note that these questions appear for every user on every web site. Be careful that you do not create so many questions that it makes adding users a difficult and time consuming task. Try to keep the questions to the minimum number to meet your required information needs.
Create user profile questions, referring to the following topics for assistance where required:
When you have finished adding user profile questions, proceed with configuring the global Email settings.
The emails listed on this tab are the default set of automatic notification emails that get installed with your Active CM. Each email is configured with default text that you can edit. You can also choose to inactivate certain emails here so they do not get sent. To edit the contents of the emails, see Editing workflow emails.
This is the default name for the email. This name appears as the Subject line of the email when it is sent to users. The brackets at the end of the name show which users will receive the email.
For example, when it says (Monitors, Approvers) in brackets after the email name, this indicates that any users assigned to the monitor or approver groups will automatically receive this email when a page is changed.
The Description column explains what triggers the email to be sent to users.
The Active checkbox indicates whether or not the email is currently in use throughout your sites. You can inactivate an email if you don't want it to be sent when the corresponding action is taken, however, use caution when inactivating them. You want to ensure that the appropriate parties are still notified of important changes and events.
The system variables come with a set of recommended default values but you can change them if you wish. For more information on each item, click on the links below.
This defaults as checked. If you uncheck this box, user accounts will be active when they are first created.
If your site allows the public to apply for a user account but you don't want those users to be able to login right away, check this box. This way new users will have to wait until you activate them manually before they can access your site.
If your site allows the public to apply for a user account and you want them to be automatically logged into the system upon completion of the application form, be sure to uncheck this checkbox.
This is the number of times a user can attempt to login before they locked out.
Place a checkmark in this checkbox if you wish to disable (turn off) follow-up tasks across all sites within the ACM installation. Once selected, the Workflow tabs displayed in the page editor will indicate that follow-up tasks have been disabled. To turn follow-up tasks back on simply uncheck this checkbox and click Save.
When you create a page you can require that the page be reviewed within a certain amount of time after it is published. This review is referred to as a follow-up task. You can set the default number of days after which time users will receive notification that the page needs to be reviewed.
If a scheduled follow-up task is not completed, an escalation email is sent to notify the appropriate individuals that the task is outstanding. The escalation emails are sent until the follow-up task is completed.
If you want to limit the size of text, image and other files that users upload into your Digital Assets Library, you can do so here.
There is also a maximum asset size setting in the web.config file. The asset size setting in this file identifies IIS' acceptable input stream. If both are set properly, uploads are handled correctly. In some cases, the time-out period needs to be adjusted, such that users trying to upload particularly large files aren't timed out before the file completes uploading.
This setting controls how many levels of your web site hierarchy are displayed on the Site Menu on the Admin toolbar. If you do not set enough levels here, users will not be able to navigate to your lower level pages from the Site Menu.
Users can schedule web pages to be archived. The number you enter here dictates when a "notification of archiving" email is sent. It is the number of days before getting archived that the email is sent. So if you enter a 5 here, a warning email is sent 5 days before the page is scheduled to be archived.
The items listed in this drop-down represent the different types of messages created by the system. They are ranked in order of criticality with CriticalInfo being the most critical and Verbose being the least critical.
The setting you choose here determines how much information is collected in the database log files. If the setting is too high, you will not log enough information for troubleshooting. If you set it too low you will have enormous log files with too much information.
The default recommended level is Err - indicating that the log files will track system errors and other more critical events.
Every time a system event occurs at the level indicated in the drop-down box, an email will be sent to the site administrator.
The email address entered here receives emails when items are escalated to the highest level - the site administrator.
Type the name of the person whose email you entered in the System-wide administration email address field above.
Check this checkbox if you want to use Workflow
notes throughout the sites in the ACM installation. When workflow notes
are enabled, each time a user submits a page for publication, a workflow
note window pops up and allows the user to enter notes about the changes
made to the page. The notes can be read by approvers and monitors but
are deleted each time the page is published.
This setting is also available on the Site Variables tab in the Sites Manager so that you can override this global setting on a per site basis.
Selecting this checkbox locks pages to prevent
more than one user at a time from editing a page. When checked, if a user
is editing a page, other users will not be able to gain access to the
page. The edit mode buttons will be greyed out to keep other users from
editing the page. Once the page is submitted to the workflow, published,
or the user exits the session, the page will revert to an editable status.
While in View Mode, users can add a child page to the page while it is being edited by another user.
This setting is also available in the Site Variables so that you can override the global setting on a per site basis.
Check this checkbox if you want to enable the page owner feature. This feature allows you to assign users as owners of specific pages or groups of pages within a site. See Setting up the page owner feature for further information.
Use this option to enforce password creation restrictions. Once you have checked this option, the 5 "Strong password..." fields are activated and you can set each option to enforce restrictions on the passwords users can create.
Strong password minimum length and maximum length - Enter the minimum and maximum length allowed for the passwords. Keep these limits in mind as you specify the values for the remaining fields.
Strong password minimum alphabetic characters - Enter the number of characters that must be alphabetic.
Strong password minimum numeric characters - Enter the number of characters that must be numeric.
Strong password minimum special characters - if you want users to add special characters (e.g. !, - @), enter the minimum number of these characters you require.
Use this option to control which tabs are displayed when users edit pages using the Page Editor.
Check the checkbox for each tab you want enabled in Page Edit mode. The default is to have all tabs checked. Removing unnecessary tabs speeds page load times in edit mode.
When this option is checked, all child pages are loaded when a page is edited. However, if there is a large number of child pages, page loading times can be significant.
Unchecking this checkbox stops all child pages from being loaded when a page is edited. The person editing the page then has the option of retrieving one or more of the child pages as required.
The items on this tab allow you to control application variables on a global level for all sites within your ACM installation. You can set global Email, Cache, Shared Folder, Multiserver, and Sessions and Authentication settings.
The settings on this tab allow you to control the user welcome information dispalyed on the Admin toolbar.
These settings produce the image shown on the right.
The questions you create here are displayed on the Metadata tab of the page editor when users are editing their content. When users answer the questions, metadata tags are automatically inserted into the HTML code of their pages.
To create metadata questions, refer to the following topics:
The Support tab is used for customizing the support contact information displayed on the Help - About ACM page. When you change the support contact information here, it is set for all sites within your ACM installation with the exception of those sites where you have set the support contact information at the Site level.
For more information on how to customize support contact information see:
Customizing support contact information
The Digital Asset Tags tab is used for defining how meta tags will be applied to digital asset files in the Digital Asset Manager.
In the Add new tags by field, selection Text or List. If you select Text, users editing digital assets in the Digital Asset Manager will be able to type in anything they want as the meta tag. If you select List, users must select meta tags from your predefined tags entered here.
If you decide to switch from one type of meta tags to the other, the system will display a warning message stating that all existing tags will be removed.