These days content management systems are more than just workflow tools—they can perform essential Web site functions.
With the increasing complexity of Web sites--multiple data sources, the need to publish to multiple channels, or in several languages--the point rapidly approaches when managing all these reams of information becomes far too complicated to be done manually.
Content management systems (CMSes) can help solve these problems, but which one is right for you?
CMSes fulfil seven basic functions to varying degrees:
Content creation--allowing non-technical users to enter new content into the site, categorise it and provide relevant metadata to improve searchability.
This is a vital step because it allows the people in the business who know the most about the subject matter to contribute their knowledge directly, rather than through intermediaries such as Web designers or IT staff.
Workflow management--mapping out the various stages that content must go through before it's finally published to the Web site.
This can include human processes such as content entry, fact checking and approval, as well as system processes such as automatic linking or spell checking.
Back-end integration--extracting information from a wide variety of sources such as current or legacy databases, ERP or CRM systems, e-mail, office documents, and more. This content must then be transformed through templates into a readable form.
Versioning and auditing--keeping track of all the changes made to the site, and who made them. This can be necessary for regulatory reasons, and can also be immensely useful if the site needs to be rolled back to a previous version for any reason.
Delivery to multiple channels--one of the key reasons many companies use CMSes is because they need to deliver similar content to different channels; anything from the Web to intranets and extranets to mobile devices. Also if they want a site that uses the same visual elements and navigation systems, but is published in multiple languages.
Customisation--another strong driver is the ability for end-users to customise the way a Web site appears based on their own preferences, or for the site to be customised based on information gathered about the customer, or on the customer's level of access--for instance whether or not they have paid membership fees to see a particular section of the site.
Reporting--tied in with customisation, is the ability to report on which pages users are looking at, how they traverse through the site, and many other aspects of how the site works.
