Content Migration Checklist

There are two parts to the Content Migration Review process. Please contact Rachael Taft with any questions, issues or concerns at [email protected] or extension 3779.

  • Review Basic Setup of the page – This covers the basic look, feel and functionality of the page. 
  • Review the Page Content – All page content should be reviewed and rewritten as needed to meet Style Guide Standards and Content Best Practices.

Download a printable version of the Content Migration Checklist

Before you start

You should know exactly which pages you are responsible for and if any of them are considered "priority" pages. If you don’t, please contact your Department Content Manager.

All of your pages should have a black toolbar at the top when you are logged into the CMS.

  • Don't see a black toolbar? You may be seeing an old version of the toolbar. If you see a light gray toolbar instead, navigate to where it says Help (green question mark) and click Switch Toolbar.

You should be the Page Owner of all of your pages. (You will need to do this yourself - instructions are in the checklist below.)

Some pages may say Locked by [name]. Click this to break the lock and you will be able to edit your page. If you are unable to break the lock, contact Rachael Taft.

We recommend reviewing our basic guide to editing a page before completing this checklist.


Basic Setup


  • Rachael Taft, Site Administrator
  • Ext. 3779
  • Email Us

Page Properties

Go to Page Options > Page Properties in the black toolbar at the top of the page. A window will pop up, and you should review the following fields: 

Image of Page Properties popup

Title and Name

Does the page title accurately describe what this page is about? If not, now is the time to change it.

The page title should be descriptive of what information is on the page or what can be accomplished on the page (actionable, if possible). Don’t promise what you don’t deliver. 

We recommend keeping page titles to four words or less.


  • Schedule an Inspection, not Automated Inspection Processing System
  • Adopt a Pet, not Pet Adoption Central

Page Type

Should be Content Space Page (or Department Page).


Brief 1-2 sentences about the page. This will show up in search results on the internal search.


Should be Inherit (or Subpage if you have a custom featured hero image). If you do not have or do not want to have a featured hero image, the theme should be Subpage (no Featured Image).

Featured Image 

Should be blank unless you have a custom featured hero image.

Page Owner 

This should be you or whoever is going to be maintaining the page. (Most likely it currently has the name of someone on CivicLive's migration team.) There can only be one page owner. 

  • Click the icon next to the current page owner's name.
  • In the popup, search for your name, then click the Add button. Select the exiting name below and click the Remove button. Then click OK.
  • Propagate the Change of Ownership to all Subpages - Check this if all subpages under this page will have the same Page Owner.

How to change the Page Owner

Featured Hero Image

Once you’ve updated your Page Properties, there should be an image across the top under the Mega Menu.

This defaults to your parent page’s image (usually department or division). These images are still being updated. If you have questions or concerns about the image, contact Rachael Taft.

Read more about Featured Hero Image requirements.

Contact Us

Is there a Contact Us box under the sidebar navigation? 

Contact Us box

Every page should have a Contact Us box, including at least one of the following:

  • Context Header (optional) - You can use this field to add context to who the contact information is for (a person's name, division, etc.)
  • Location URL (optional) - Link to a page with your location(s) information (address, hours) or a map to your location
  • Phone number (recommended) - Your department/division phone number
    • Use parentheses for the area code, following the format (941) 123-4567 or (941) 123-4567 ext. 890
  • Email (recommended) - General department/division email recommended
  • Social media links (optional)
    • Facebook
    • YouTube
    • Twitter
    • Flickr - you may want to link to a relevant album within the County's Flickr account
    • Instagram
    • LinkedIn


Do all the links work?

  • No – If it’s a broken external link, update it or remove it. If it’s an internal link to a page that isn’t working, contact Rachael Taft

More on links

Link copy should be descriptive of the destination page — ideally, similar to the page title. Never use “Click here” or “Read more” as link text.

Any link that takes a user out of the County’s main website, should open in a new window by editing the Target (see below).


Internal links within our website

To add a link to another page within our website, select the text you want to turn into a link and click the pageLink icon (last icon on the last row, with a green plus sign).

Here you can search for the page name you want to link to. Click Preview to make sure it's the right page. Then click Insert. Your selected text will now link to that page.


External links to other websites

Highlight the text you want to make a link and click the Hyperlink Manager icon (globe with link in top row).  

How to insert a hyperlink to an external page

  • URL - Enter the URL you want the link to go to (Note: http:// is already filled in)
  • Link Text - This should populate with the text you selected. If you did not select text, type the copy you want to appear as the link.
  • Target - Select New Window from the dropdown. All links outside our website should open in a new tab/window.
  • Existing Anchor - Leave blank
  • Tooltip - Required for accessibility. An explanation of the link (ex: "Click here to visit Manatee County's Facebook page.")
  • CSS Class - Leave blank

Click OK. Your selected text will now link to that page.

External link policy

Only add links to external websites if they add significant value to the user. Is it something they can easily Google? Don’t include it.

We usually can’t vouch for the information on that page, and links can break or change. However, it is preferable to link to an external page rather than post content from that page that could change.

Long lists of external links or “additional resources” are discouraged. A long list of links rarely adds value, and these are links that you will have to regularly check and maintain.

Email links

To make a link open an email in the visitor's email client, click the same Hyperlink Manager icon (globe with link in top row).  Then click the Email tab at the top.

How to insert a link to an email

  • Address - The email address you want to send to
  • Link Text - How you want the link to appear (could be the email address, "Email [Department Name]", etc.)
  • Subject (optional) - You can enter text that will pre-populate in the subject link when someone clicks this link to send an email. (They can still change the subject line in their email client.)
  • CSS Class - Leave blank

Click OK. Your selected text will now link to that email.


Photos & Video (if applicable)

Is media (photos, videos, etc.) displaying properly? Does it meet our multimedia standards?

  • No – Remove unnecessary photos or video that don’t meet our standards. Contact Rachael Taft if you have questions.

Read more about adding images and video.


Are there additional portlets on the page?

  • Yes – If you want to change them or don’t know how to use them, contact Rachael Taft.
  • No – If there are portlets you want to use, contact Rachael Taft.

Most pages contain just one content portlet.  content portlet can contain any or all of the following:

  • Text (including headers)
  • Links
  • Documents (links to documents)
  • Images
  • Video

Additional portlets you may want to use include:

  • Quick links (four orange buttons with icons)
  • Accordions (list of expandable content)
  • Upcoming Events/Calendars

Read more about inserting and editing portlets.

Mobile View

Does the page display correctly in mobile and tablet views? The CMS makes it easy to preview your page in different views.

Click the "Page Preview" button (looks like a computer icon) in the black toolbar.

Screenshot of Page Preview button in toolbar

Scroll through and interact with your entire page in all three modes (Desktop, Tablet, and Mobile) to make sure it appears and functions correctly. 

Screenshot of Page Preview mode

Pay particular attention to:

  • Images
  • Video
  • Tables
  • Portlets



Page Content

  • Make sure you have a clear idea of who the audience is for your page and what information they’re looking for.
  • Read the Web Content Cheat Sheet before reviewing your page’s content.

First paragraph

Does the first paragraph make it clear what the page is about?

Does the content quickly and easily provide the information the user is looking for?

  • Remember the inverted pyramid – most important information first, “nice to know” information later.


Do you have header and subheads within the content of the page?

  • Yes – Are heading sizes within the content consistent?

Heading 2

Section headers within the body copy should be Heading 2 (H2) size.

Heading 3

If using additional subheads within that section, use Heading 3 (H3).


Is the information correct? Is there anything outdated that needs to be updated?


Can a visitor accomplish the task they’d expect to on this page?

  • No – What are the next steps they need to take? Does the page lead them there or clearly explain these next steps?
  • Is there something we could do to enable them to complete their task online? If yes, contact Rachael Taft.

Web Content Standards

Does the copy meet our website standards and guidelines?

Does it speak your audience’s language?

Pages should be written differently for the general public than for a specialist or professional with specific knowledge and vocabulary. 

Is it conversational?

Write in first and second person. (“We will get back to you in two days.”)

Does it use plain language?

Use common words. Remove jargon and acronyms.

Is it easy to skim?

Break up large blocks of text into shorter paragraphs.

  • Use headers to break into sections.
  • Reorganize to use bullets.
  • Consider cutting and rewriting the content. 

Is the content well-organized? Does it answer the questions a visitor would have in the order they would have them?

If the answer is no, you need to rewrite the content to address these issues or set better expectations.