Content management systems

Most content management systems (CMS) share a core set of features and functions to enable the creation and modification of digital content, documents and data.

What does a content management system do?

A typical CMS aims to help users manage information efficiently. The key functions of most CMS applications include:

• storing
• indexing
• search and retrieval
• format management
• revision control
• access control
• publishing
• reporting

For a more basic introduction to CMS, see what is a content management system.

While some CMS are available as basic 'off the shelves' packages, other types of content management systems can be customised and enhanced with advanced add-ons, plug-ins and other features.

Popular web CMS features

Beyond the core CMS functions mentioned above, some web CMS platforms offer additional features, including:

• SEO-friendly URLs and content optimisation
• customisable templates for consistent design and content presentation
• user permissions and group access
• content organisation (eg hierarchy and taxonomy)
• content virtualisation
• version control and workflow management
• collaboration tools and delegation
• multi-language or user support
• integrated file management for images and media
• integrated audit logs to track changes
• automatic install and upgrade tools
• compliance with website and accessibility standards

User-friendly editing 

Most CMS include a WYSIWYG ('what you see is what you get') editor. This works like Microsoft Word, letting you format content without knowing HTML code.

Advanced functions

Beyond the creation and publishing of HTML content, you can also set up a CMS to:

• support your online marketing campaigns and automation
• connect to the customer relationship management (CRM) system
• improve search engine optimisation
• handle e-commerce, user logins or dynamic content

Match CMS to your business needs

As with any software, the key to choosing a CMS is to thoroughly understand your requirements and limitations before you decide on the solution. Pick a CMS with the right features for your website size, team and goals. Ensure it supports accessibility, security and mobile responsiveness.

See our CMS requirements checklist and tips to help you choose the best CMS for your business.