Introduction
This support guide outlines the use of the FIAC content management system (CMS) that operates the back end of the FIAC OVR 2021 website. This guide will detail how the FIAC fair team can use the CMS and how it is connected to the Exhibitor Databases.
Key Dates & Deadlines
- 6 January, Noon CET: Holding Page 1 Launch
- 13 January, Noon CET: Holding Page 2 Launch
- 21 January, Noon CET: Holding Page 3 Launch
- 21 January, Noon CET: FIAC to share list of exhibitors with Artlogic
- 27 January, Noon CET: Exhibitor Database Logins Distributed
- 17 February, Noon CET: Exhibitor Content Deadline
- 2 March, 10am CET: VIP Launch
- 4 March, 10am CET: Public Launch
- 7 March, Midnight CET: Holding Page 4 Launch (Post-Event)
Reporting Technical Issues
To contact the Artlogic team during office hours contact fiac.support@artlogic.net, for out of hours support with technical issues please contact outofhours@artlogic.net - when reporting technical issues please include the screenshot and time stamp of the issue, and any relevant details of the issue to help us solve it.
CMS Log In & Users
Logging In
The FIAC Fair CMS is accessible via the following URL [https://website-fiaconline2021.artlogic.net/admin/] and is hosted online, this means that you are not required to download any software.
We recommend that you bookmark this address for easy access to your login page.
Steps
- To login, follow the FIAC dedicated CMS link: https://website-fiaconline2021.artlogic.net/admin/
- You'll arrive on the Login page;
- Enter your Username and Password.
- Sign In.
You can use the 'forgot password' link below to reset your password. Equally an Admin user on the CMS can also adjust this for you.
Adding a User
As fair organisers you can add, set up, and manage user accounts for your team in the CMS by going to Admin > Users. We recommend that you appoint one person to be the dedicated Admin user for setting up the rest of your teams users.
This Admin tab will only be seen by users who have Admin permissions. Users who are not Admins, will not be able to add or edit other users on the account.
Steps
- Go to Admin > Users
- Click 'New record'
- Fill out the fields: Username (Email address, New password, First name, Last name)
- Select wether this user should be an Admin (giving them full access to the CMS) OR select the relevant permissions for this user.
- Click the toggle to enable each user account;
- Save & Close.
Using the System Collaboratively
For large organisations with over 5 users, we recommend outlining a formal process for adding and editing content within the CMS. If more than one user is editing a page or record at the same time on different devices, they will overwrite each others changes and content will be lost. It will be important to ensure you have a process for who is editing each page and at what time to avoid this.
Editing CMS Records
Exhibitor Records
This section is updated by Artlogic once Artlogic has received the full list of exhibitors from FIAC on the 21 January 2021.
FIAC will be able to access these exhibitor records in the CMS by going to Records > Exhibitors > Exhibitors.
These exhibitor records will all be set up by Artlogic.
However, once they have been set up by Artlogic, the FIAC will need to set up the gallery Categories and Locations for each exhibitor, so that they can be filtered on the website.
Gallery Filters
Steps
FIAC will need to do this for all exhibitors before the launch of the event.
- Do do this, go to Records > Exhibitors.
- Click the 'pencil' icon next to an exhibitor record.
- Scroll down to the section called 'Exhibitor Category' and 'Exhibitor Locations'.
- Select the relevant Category for this exhibitor from the list of Categories.
- Select the location of the Exhibitor by searching for it using the search, then selecting it so it appears in the section above with a 'tick.'
Gallery/Exhibitor Name
Should an exhibitor contact the team and ask for their name to be adjusted on the site, this is where you'll be able to adjust this for them.
To change an exhibitor name go to Records > Exhibitors > Exhibitors, use the search to find the exhibitor in question > click the pencil icon to the far right of the exhibitor record > adjust the 'Title' field > Save.
You should not adjust any other settings in these exhibitor records.
Curator Records
This section can be updated by FIAC. Curators names, profile images, biographies and additional details all should be uploaded here. As the curator profiles appear on multiple sections of the website, it will be key that these records are comprehensive and accurate to allow for data to pull from here across to multiple pages on the site.
To add and edit the curators, go to Records > Curators.
Click 'New Record' at the bottom to set up a new Curator record. Or click the pencil edit icon to the right of a record to edit that curator.
You'll also be able to edit the Colour scheme (hex code) for each Curator record should you wish to. This is the colour that will represent this curator across the site;
This colour codes have already been added by Artlogic for you, and so you do not need to change them if you're happy with the colours that have been chosen. If however, you would like to change them, simply go into the Curator Record and add in the hex code of your choice to the field;
How to share Artworks with the Curators
Steps
- Set the curator up with a user. By going to Admin > Users > New Record.
- Set up their username, password and user profile details.
- Do not give them any permissions for the site;
- Make sure their user is enabled;
- Send them the link to the CMS so that they can log in: https://website-fiaconline2021.artlogic.net/admin. Without permissions, when they login they'll only be able to access the preview of the front end of the website;
- Direct them to go the Artworks page in the website navigation menu to make their selection.
Adding Artworks to a Curators page
This should only be done once the Content deadline for exhibitors has past on the 17 February, Noon CET and the curators have sent you their chosen selection. This is important, because before this time not all of the artworks for your exhibitors will have been shared through from their databases.
Go into the Curator record > Scroll to the section called 'Artwork Selection' > Click to 'Select Artworks'.
A pop up will appear from which you'll be able to search all of the artworks added to the site. Click the '+' to add artworks for this curators selection, then click Done.
Once added, they'll appear on the curators page like so;
Partner Records
This section can be updated by FIAC. Here you can upload each of the partners who are associated with the fair. This record will form the basis for the placement of partner details on the holding page, homepage, and the order of partners on the partner page.
To set up your Partners go to Records > Partners. Click 'New Record' at the bottom to create a new partner.
These are divided by category:
- Institutions
- Media
- Sponsors
When you create a Partner record, you'll be able to select which category they should appear under on the main Partners page.
Adding Artworks to Partner Pages
As the artworks being included in your Partner pages will likely not be artworks added by exhibitors, they will not appear in the 'select artworks' list. You'll add these works using Feature Panels. You can find out more about Feature panels here.
To add these to the partner page follow these steps;
- Go to Records > Partners
- Click to edit the Partner page you'd like to add artworks to.
- Scroll to the section called 'Feature panels' and click 'Start with blank template'.
- Select the feature panel 'Image/Artwork grid'
- Choose a layout for this panel [this will dictate how these artworks are laid out on this partner page.
- Click the 'pencil' edit icon next to your new feature panel.
- Scroll to the Content section, and click the button to 'Upload Images'. This will open up your computers finder folder, from which you can add the images for this Partners' artworks.
Partner Category Records
This section can be updated by FIAC. Here you will be able to create different categories for your partners. These can be added and edited by FIAC at any time and allows you the flexibility to create multiple types of partners.
You can set these up by going to Records > Partners > Partner Categories.
Once added here, you'll be able to assign Partners to the correct category in the Partner records.
These will then be automatically sorted into these categories on the front end of the site.
Event Records
This section can be updated by FIAC. Here you will be able to add the conversation room event details from the title of the event to the event participants. The event records will be used in multiple sections of the site including the holding page and homepage, as well as the conversation room page, so it is key that the records are comprehensive and up to date to ensure content is correct across the site.
To add your event records, go to Records > Program > Program Events.
Click 'New Record' to open up a blank Event record. Use the fields to add content, images, videos, and logos.
Translation Records
This section can be updated by FIAC. This section is where key headers (including the dynamic moving headers that appear across the top of pages) and page titles are translated from English to French. All the content is English by default and can be translated to French by the visitor by clicking the toggle button. Under every field you can add the French text. This section has been pre-loaded by Artlogic, however FIAC will be required to go through and edit these and add the translations.
Where to start
There is no automated way to populate your translations, so once this feature has been enabled for you, you will need to manually enter in the translated text for your website.
There are two places to enter these translations.
- The first is by making edits to the pre-entered translations for the general fields of the website (i.e enquire, next, previous). These are text fields that can be found across all of our Artlogic websites.
- The second is translating content specific to your website.
Translating general text fields
E.g. Artworks, Available,and Back to Homepage
Steps
- Log in to your website CMS.
- Go to Records.
- Translations.
- Click the pencil (edit) icon to the left of a specific translation.
- Enter your translation.
- Save changes.
Translating specific content fields
E.g. Partners page, About section and Program events.
If you need to translate the text you’ve entered yourself within your pages and records, you’ll want to navigate to the individual page in question. For example e.g. Pages > Exhibitions > Select the ‘pencil’ (edit) tool for your selected record.
For simple fields like ‘Title’ and ‘Subtitle’ you’ll need to hover your cursor over the field to activate the ‘Translate’ button:
For more complex fields that have a grey toolbar incorporated, you’ll find the ‘Translate’ button below the field itself. Click on the translate button to enter in your translation of the content.
Editing CMS Pages
Holding Page
The holding page has multiple versions that will be published throughout the duration of the build-up to the opening of the fair. The holding pages are catalogued by number i.e preview 1, preview 2 and preview 3. FIAC can update these pages with content as it becomes available, for instance when the curators are finalised and you would like to announce them, then you can publish a new holding page with these details. In addition to this, the post-event holding page will go live at the end of the event will be created in this section. Please note that the holding pages are changed from preview to ‘go live’ by the Artlogic team on the set dates and times agreed to by FIAC, this is not done by the FIAC team.
To add content to the Holding page, simply follow the steps above for setting up Partner, Events, and Curator records. These can then be previewed on the 'next' version of the holding page by going to Pages > Holding page > Preview.
Home Page
This is different to the holding page however they do look similar, so it is important to understand which page you are editing. The main differentiator is that on the homepage the navigation appears, and links become clickable, whereas on the holding page, these are not visible.
The majority of your Home page will also be populated automatically as you create your Partner, Event and Curator records.
To edit and preview the homepage go to Pages > Home
Artworks Page
This will populate automatically from exhibitor databases. FIAC does not need to enter anything here in order for this page to be populated.
The sorting categories on this page have been pre assigned by FIAC and cannot be changed. This is due to the fact that filters have been assigned by exhibitors in their individual databases, as well as being automatically set by the website.
Artworks will only appear here once exhibitors have shared their page through from their database.
Recently added
The 'Recently Added' button will appear over an artwork when it has been added within the event. This will happen automatically, and will start to populate within the first few days of the event.
Selected by Curator
The selected by Curator icon will begin appearing on the Artworks page automatically after the site has gone live. It will only appear over artworks that have been added to a curator records selection.
Galleries Page & Exhibitors
The Galleries page is populated automatically from the Exhibitors Records.
FIAC does not need to enter anything here in order for this page to be populated.
You can preview this page by going to Pages > Galleries > Preview
Images will pop up as you hover over an Exhibitors name. This Image is pulling through from the representative image that the exhibitor has uploaded in their database. This cannot be changed by FIAC, and can only be adjusted by the individual exhibitor in their database. Find out how to help an exhibitor adjust this image here.
Curator Pages
The Curator page will be populated by the Curator records as you create them.
You can edit the introduction text at the top of this page by going to Pages > Curators.
Add the introduction text to the 'Main Page Content' field;
Conversation Room Page
The Conversation Room Page will be populated by the Program Events records as you create them.
You can edit the introduction text at the top of this page by going to Pages > Conversation Room. Add the introduction text to the 'Main Page Content' field;
Partners Page
The Partner page will be populated by the Partner records as you create them. The page will be divided into partner categories.
The categories are created under Records > Partners > Partner Categories and then assign to each Partner in the individual Partner record.
About Page
This page is not populated by records and is edited directly in the About page.
To build this page, go to Pages > About.
Complete the fields within the About edit page;
You can use Feature panels to customise this page, adding artworks, images and video.
VIP Access
The VIP access section of the website is not managed via the CMS.
Prior to the event, Artlogic will provide a generic code that can be distributed by FIAC to all VIPs. The generic code can be defined by FIAC in advance of the event. FIAC will be responsible for distributing this generic access code to VIP’s. When VIP’s enter the site, this will be logged in the CMS as a record, and the FIAC team will be able to reference this – more about how to access data records is outlined in this guide here. Should a visitor want to request access to become a VIP, they can click the ‘request'.
Types of Content
Image specifications
For more information about Image specification, resolution, sizes, and colour inconsistencies, take a look at our guide here.
Adding Video Content
Please note: Your Artlogic account does not directly host your videos. You will need to get a Vimeo or Youtube account from which you will then be able to copy a video's embed code, so that your video can be displayed on your website.
You are able to copy and paste your video embed code from either YouTube or Vimeo using the designated 'Video embed code' fields that exist throughout the Records in your CMS.
These include Records such as: Program Events, Curator pages, and Partner pages.
No 'Video embed code' field?
You can embed videos in your pages via text fields like 'Main Page Content' or 'Overview', or within a Feature Panel.
Click here to learn how to embed your video into a text field: Add video or audio to a body of text in your website.
Adding Audio
Steps
- Find the record/page that you wish to add your audio file too.
- Go to the record's/page's main content field, where you'll find a Text Editor Toolbar; select 'Embed code'.
- Go to your media hosting platform [such as soundcloud] and copy the embed code.
- Next, paste this embed code into the Embed code field and click 'Embed' and 'Save'.
- Make sure you preview the front end of the record or page to ensure it has been added correctly.
Feature Panels
Find out more about how to add and edit feature panels in our guide here.
Content Review & Going Live
Exhibitor Progress Dashboard
The dashboard on the fair CMS will show you the progress of the content upload from the exhibitor databases. Allowing you to understand in real time, which exhibitor has completed their content upload, and which exhibitor still needs to do this. This will support your gallery relations team when following up with exhibitors to encourage them to complete their upload.
Previewing Pages
As content begins to be uploaded in the exhibitor databases, you will begin to see content on both the artworks page and the exhibitor dedicated pages.
Previewing a particular page
To preview a specific page on the website, go to Pages > click the pencil icon next to the page you wish to preview > Click the 'preview' button in the Visibility box;
This will take you through to preview that page on the website.
Previewing the whole site
To preview the website as a whole as if it were live, simply click the 'website' button in the top navigation of the CMS;
This will take you through to view the website with all of the content you have already added. You'll be able to click through to events and records, as well as use the main navigation and menu.
Going Live
The go live dates can be found in the key dates and deadlines section of this support guide, and these have been scheduled in with the Artlogic team. Should FIAC wish to set pages live before these dates and times, or to change the go live dates and times, please contact the Artlogic team on fiac.support@artlogic.com.
Data Capture
Email Sign Up Pre-Event
Email Capture During Event
To export data go to the bottom of the page and click 'Export Data', this will download the data into an excel spreadsheet.
Exhibitor Enquiries Email log
- The email of the sender
- The email of the recipient
- The message sent
- If the enquiry button was clicked on a specific artwork, it will also include the artwork details.
Please note that all enquiry forms are submitted directly to the exhibitor via email and no action is need by FIAC. The enquiry forms are private to the exhibitors, however FIAC has full oversight of all the emails via this email log.
Google Analytics
- Number or users visiting the site
- Breakdown of new visitors vs. returning visitors
- Location of users
- Acquisitions channels including direct, social or organic
- Views per page
- Content drill down - views of exhibitor pages
- Banner advertisement KPI's
Exhibitor Databases
Exhibitor Database Login Distribution
The login details for exhibitor databases will be distributed by Artlogic on the 27 January, Noon CET.
This email will provide exhibitors with a link to their dedicated database, their login details, and a link to the exhibitor support guide.
Exhibitors will only have access to their own database.
FIAC will not have access to these exhibitor databases. You will be provided with the exhibitor support guide, so that you have visibility on how exhibitors will use their databases to upload and share content with the CMS.
Artlogic will have access to all exhibitor databases. If at any point, the FIAC team cannot triage a question coming from exhibitors because they do not have visibility of the account, the Artlogic team can be copied into the email correspondence at fiac.support@artlogic.net, and assist the exhibitor directly.
Exhibitor Support Guide
This guide outlines how exhibitors can use their databases to upload and share content with the FIAC CMS. For FIAC teams liaising with exhibitors on how to upload their content, please reference the exhibitor database set up, distribution and support section of this guide here.
The exhibitor support guide will also be distributed to all exhibitors in their database login email, and will be easily accessible to them on the homepage of their database.
FIAC Exhibitor Database Demo
We have set up a demo database for FIAC to use to provide visibility of exactly how the exhibitors will experience the platform.
You can access this FIAC Demo database here: https://app.artlogic.net/fiacdemo/admin
Exhibitor Support
FIAC will act as the first point of contact for exhibitors sending in enquiries following the receipt of their exhibitor database login details on the 27th January. All enquiries will be sent to exhibitors@fiac.net. If the FIAC team cannot triage the questions coming from exhibitors using the exhibitor support guide and demo database, the Artlogic team can be copied into the email correspondence with the exhibitor, at fiac.support@artlogic.net and the Artlogic team will respond directly to the exhibitor to resolve the issue.
Live Webinars
Three live webinars will be hosted by Artlogic. These will be divided into three distinct groups and held at the following dates and times;
- Webinar 1 - Existing Artlogic Clients - 4 pm GMT
- Webinar 2 - New Clients (EU + Rest of World) - 10 am GMT
- Webinar 3 - New Clients (US) - 5 pm GMT
Each webinar will include an overview of the exhibitor database and a walk-through of the process for uploading, curating and sharing their artworks and gallery details through to the FIAC website.
They will also include a short Q&A section at the end, for any exhibitors who wish to reach out with specific questions.
Technical Issues & Reporting
To contact the Artlogic team during office hours contact fiac.support@artlogic.net, for out of hours support with technical issues please contact outofhours@artlogic.net - when reporting technical issues please include the screenshot and time stamp of the issue, and any relevant details of the issue to help us solve the issue.