A web CMS is a very common way to deploy and manage websites. It provides us with a lot of functionalities. If you are planning to deploy a website using a web CMS then you should check out if the following expectations are fulfilled.
Let us discuss the top 10 expectations from a Web-Based CMS
Top 10 Expectations from a Web-Based CMS
1. Ease of Use
A CMS should have an intuitive and user-friendly interface, allowing users to manage content without needing deep technical knowledge. Key features include:
- WYSIWYG (What You See Is What You Get) Editor – Users can format text, insert images, and create links without writing HTML.
- Drag-and-Drop Builders – Some CMSs provide visual page builders to design layouts without coding.
- Dashboard & Navigation – A clear and easy-to-navigate admin panel to manage content, users, and settings efficiently.
- Inline Editing – The ability to edit content directly on the live page instead of switching to the admin panel.
Example: WordPress offers a simple interface with Gutenberg editor, while Drupal allows customizable admin experiences with modules like Admin Toolbar.
2. Customizability & Extensibility
A CMS should be adaptable to different use cases through themes, templates, and plugins/extensions.
- Themes & Templates – Allow users to change the look and feel of their site without modifying the core code.
- Plugins & Modules – Extend functionality without requiring custom development (e.g., SEO tools, forms, analytics).
- Custom Content Types & Fields – Users should be able to define their own content types beyond standard posts and pages.
Example: Drupal 10 provides extensive customization through custom content types and modules, whereas WordPress relies heavily on plugins for extending functionality.
3. Robust Content Management
The core function of a CMS is managing content effectively. This includes:
- Rich Media Management – Upload and organize images, videos, and documents easily.
- Revision History & Versioning – Track content changes and restore previous versions if needed.
- Content Scheduling – Set publishing dates in advance.
- Content Taxonomy & Categorization – Organize content using tags, categories, and hierarchical structures.
- Multi-Format Support – Manage different content types such as articles, blogs, FAQs, galleries, and documents.
Example: Drupal excels in structured content management with its Taxonomy module and Entity API for custom fields.
4. User Roles & Permissions (Access Control)
A CMS must allow different levels of access to different users to maintain security and workflow efficiency. Key access control features include:
- Predefined User Roles (Admin, Editor, Author, Subscriber, etc.).
- Granular Permissions (Restrict access to certain pages, media files, or sections).
- Workflow Approval Processes (Content can go through review stages before publishing).
- Single Sign-On (SSO) & Authentication (LDAP, OAuth, Active Directory integration).
Example: Drupal 10 offers advanced access control with custom user roles, while WordPress supports user roles with plugins like Members.
5. SEO & Marketing Features
A CMS should help optimize websites for search engines and provide marketing tools for better visibility. Important features include:
- SEO-Friendly URLs (Clean, readable URLs instead of long query strings).
- Metadata Management (Title tags, meta descriptions, and schema markup for search engines).
- XML Sitemaps & Robots.txt (Auto-generated to improve indexing).
- Social Media Integration (Easily share content on platforms like Facebook, Twitter, LinkedIn).
- Google Analytics Integration (Track visitor behavior and site performance).
- Marketing Automation Support (Email marketing, A/B testing, lead generation tools).
Example: Drupal provides Metatag module for SEO customization, while WordPress has Yoast SEO and Rank Math plugins.
6. Security & Compliance
Since CMS-driven websites are common targets for attacks, strong security measures are crucial. Essential security features include:
- Role-Based Access Control – Restricts user access to specific areas.
- Regular Software Updates – Frequent security patches to prevent vulnerabilities.
- SSL & HTTPS Support – Ensures encrypted communication.
- Two-Factor Authentication (2FA) – Adds an extra security layer.
- Firewall & DDoS Protection – Prevents unauthorized access and attacks.
- Data Privacy Compliance – GDPR, HIPAA, and other data protection regulations compliance.
Example: Drupal 10 is known for its enterprise-grade security, whereas WordPress security depends on plugins like Wordfence.
7. Performance & Scalability
A CMS should be able to handle high traffic loads without slowing down. Performance optimization includes:
- Caching Mechanisms – Reduce load times with page, database, and object caching.
- CDN (Content Delivery Network) Support – Serve assets from multiple locations worldwide for faster delivery.
- Efficient Database Queries – Optimize content retrieval and indexing.
- Scalable Infrastructure – Cloud-based deployment support for auto-scaling under heavy traffic.
- Lazy Loading for Images & Videos – Improves page speed by loading media only when needed.
Example: Drupal is highly scalable with tools like Varnish cache and BigPipe, while WordPress can scale using plugins like WP Rocket.
8. Multilingual & Multisite Support
For businesses operating in multiple regions, a CMS should support:
- Multilingual Content Management – Translate content into different languages.
- Right-to-Left (RTL) Language Support – For Arabic, Hebrew, etc.
- Multisite Functionality – Manage multiple websites from a single CMS installation.
- Language-Based User Roles – Assign specific users to handle content for certain languages only.
Example: Drupal 10 has built-in multilingual support, while WordPress requires plugins like WPML or Polylang.
9. API & Integration Support
A modern CMS should allow integrations with third-party services and support headless CMS architectures. Key API features:
- RESTful API & GraphQL – Enables front-end frameworks (React, Vue.js) to fetch content dynamically.
- Webhooks & Automation – Trigger actions based on content updates.
- E-commerce Integration – Connect with payment gateways like Stripe, PayPal, and WooCommerce.
- CRM & ERP Integration – Sync with platforms like Salesforce, HubSpot, or Microsoft Dynamics.
Example: Drupal 10 provides JSON:API and GraphQL module, making it a strong choice for headless CMS applications.
10. Strong Community & Support
A CMS should have an active community for continuous improvements and troubleshooting. Expect:
- Official Documentation – Well-maintained guides and API references.
- Large Developer Community – A network of contributors developing new features and plugins.
- Forums & Support Channels – Stack Overflow, Reddit, Discord, and official support forums.
- Professional Support Options – Enterprise clients should have access to paid support plans.
Example: Drupal has a large community and enterprise support through Acquia, while WordPress offers community-driven forums and premium support via WordPress VIP.
Conclusion
When choosing a CMS, you should consider if the above features are available in your CMS that you are planning to use. Having these in a CMS will help you in long run.