Legal notices : Introduction Where we're coming from...13 Conventions in this book...13 Finding instructions for your role...

Transcription

1 A Guide to QPS 7.4

2 CONTENTS Contents Legal notices...7 1: Introduction...13 Where we're coming from...13 Conventions in this book...13 Finding instructions for your role : The QPS user interface...15 Roles, views, and content structure overview...15 Quick Search...15 QPS Connect Client interface...16 Menus (Expanded View only)...17 QPS Connect Client menu (Mac OS only)...17 File menu...17 Edit menu (Administration pane selected)...18 Edit menu (Workspace pane selected)...18 View menu...18 Actions menu (Administration pane selected)...19 Actions menu (Workspace pane selected)...19 Go To menu (Administration pane selected)...19 Go To menu (Workspace pane selected)...19 Search menu...19 Window menu (Mac OS)...19 Help menu...20 QPS Connect Client Compact View...20 QPS Connect Client Expanded View: Workspace...20 View display options...21 Other Search Results Palette options...27 Workspace toolbar...27 Icon columns...31 Columns in List View and expanded views...32 Preview Pane...32 QPS Connect Client Expanded View: Administration...32 Customize Administration Workspace toolbar display...33 System area...33 ii A GUIDE TO QPS 7.4

3 CONTENTS Users and Groups area...33 Asset Information area...34 Workflow area...35 Monitoring Options area...35 Project Attachments palette (QXP only)...35 Project Attachments palette toolbar...36 Project Attachments palette columns...37 Menus (QCD)...37 QuarkCopyDesk menu (Mac OS only)...37 QPS menu...37 Menus (QXP)...38 QuarkXPress menu (Mac OS only)...38 Window menu...38 QPS menu : QPS Connect Client tasks...41 Understanding how QPS works...41 QPS Server and QPS client applications...41 Administering a QPS workflow...41 Assigning and managing assets from QXP...41 Routing and tracking...46 Automating output and export...46 Archiving and restoring...46 Logging on...47 Creating assets (QCD and QXP)...48 Checking in assets...48 Check In command...48 Check In Other command...50 Check in multiple assets...50 Check In Project With Pictures...51 Assigning assets: QPS Connect Client...52 Assigning assets: QXP...56 Performing a search...56 Performing full text search...59 Managing searches...60 Using the Quick Search feature...61 Checking out assets...62 Checking out an asset: QPS Connect Client...62 Checking out an asset: QCD...62 Checking out an article or project: QXP...62 Using the "Other" search: QCD and QXP...63 Cancelling a Checkout...63 A GUIDE TO QPS 7.4 iii

4 CONTENTS Using Read-Only to view an asset...63 Using Get to get copies of assets...63 Viewing and editing attribute information...64 Saving a revision of an asset...65 Customizing the Workspace window...65 Specifying search result display options...66 Privileged search results displays...66 Setting QPS Connect Client preferences...67 General pane...67 Workspace pane...70 Startup Mode pane...71 Archive pane...71 Replication pane...72 Setting QPS preferences: QCD...72 QCD preferences: General...73 QPS preferences in QCD: Notification...73 QPS preferences in QCD: Mouse Settings...74 QPS preferences in QCD: Display...75 QPS preferences in QCD: Search Palette Settings...75 QPS preferences in QCD: Auto Logoff...76 Setting QPS preferences: QXP...77 QXP preferences: General...77 QXP preferences: Notification...78 QXP preferences: Mouse Settings...79 QXP preferences: Display...80 QXP preferences: Search Palette Settings...80 QXP preferences: Auto Log Off : Configuring QPS Server...82 Displaying the Administration pane...82 Configuring storage options...82 Adding repositories...83 Deleting repositories...83 Establishing rules for repositories...83 Defining content structure...84 Defining Roles and Privileges...85 Roles and Privileges...85 Creating and deleting users...86 Assigning users to categories and subcategories...88 Managing User Lists with LDAP...88 Importing LDAP users...88 Creating and deleting groups...90 iv A GUIDE TO QPS 7.4

5 CONTENTS Defining attributes...91 Creating an attribute...91 Understanding attribute types...92 Understanding attribute constraints...98 Controlling attribute display Controlling asset revision handling Setting article measurement defaults : Setting up a QPS workflow Defining steps in your workflow Working with statuses Defining automatic routing Creating a routing rule Controlling QXP preferences with Job Jackets Optimizing Job Jackets for QPS Specifying Layout Evaluation parameters : QPS Server maintenance and asset management Monitoring user activity and logging off users Viewing QPS Server information and stopping the server Deleting assets Copying assets (Replication) Creating a mapping set Using the Automatic mapping set Using a custom mapping set Managing mapping sets Specifying Replication preferences Archiving Assets Restoring Assets : QPS Script Manager QPS Script Manager configuration Working with QPS Script Manager Logging on with QPS Script Manager Creating a script Importing a script Deleting and exporting scripts Writing, editing, and triggering a script Accessing QPS Server objects Triggering a script QPS event-based script example Executing a script manually A GUIDE TO QPS 7.4 v

6 CONTENTS 8: QPS Web Hub Logging on with QPS Web Hub Changing password Configure columns Searching for assets with QPS Web Hub Using Search display options Previewing assets with QPS Web Hub Using the Get features Editing asset attributes Editing articles Managing components Finding text in articles Adjusting background color for editing Changing text size for editing Checking In Other Files Check in new article Setting QPS Web Hub preferences : Redlining Enabling Redlining for users: Administration Configuring Redline: Administration Using Redline controls: QCD : QPS Privileges QPS Privileges controls General QPS Connect Client: Administration QPS Connect Client: Workspace QPS XTensions for QuarkCopyDesk QPS XTensions for QuarkXPress QPS Web Hub Glossary vi A GUIDE TO QPS 7.4

7 LEGAL NOTICES Legal notices 2008 Quark Inc. as to the content and arrangement of this material. All rights reserved Quark Inc. and its licensors as to the technology. All rights reserved. Protected by one or more of U.S. Patent Nos. 5,541,991, 5,907,704, 6,005,560, 6,052,514, 6,081,262, 6,947,959 B1, 6,940,518 B2, 7,116,843 and other patents pending. Quark Products and materials are subject to the copyright and other intellectual property protection of the United States and foreign countries. Unauthorized use or reproduction without Quark s written consent is prohibited. QUARK IS NOT THE MANUFACTURER OF THIRD PARTY SOFTWARE OR OTHER THIRD PARTY HARDWARE (HEREINAFTER "THIRD PARTY PRODUCTS") AND SUCH THIRD PARTY PRODUCTS HAVE NOT BEEN CREATED, REVIEWED, OR TESTED BY QUARK, THE QUARK AFFILIATED COMPANIES OR THEIR LICENSORS. (QUARK AFFILIATED COMPANIES SHALL MEAN ANY PERSON, BRANCH, OR ENTITY CONTROLLING, CONTROLLED BY OR UNDER COMMON CONTROL WITH QUARK OR ITS PARENT OR A MAJORITY OF THE QUARK SHAREHOLDERS, WHETHER NOW EXISTING OR FORMED IN THE FUTURE, TOGETHER WITH ANY PERSON, BRANCH, OR ENTITY WHICH MAY ACQUIRE SUCH STATUS IN THE FUTURE.) QUARK, THE QUARK AFFILIATED COMPANIES AND/OR THEIR LICENSORS MAKE NO WARRANTIES, EITHER EXPRESS OR IMPLIED, REGARDING THE QUARK PRODUCTS/SERVICES AND/OR THIRD PARTY PRODUCTS/SERVICES, THEIR MERCHANTABILITY, OR THEIR FITNESS FOR A PARTICULAR PURPOSE. QUARK, THE QUARK AFFILIATED COMPANIES AND THEIR LICENSORS DISCLAIM ALL WARRANTIES RELATING TO THE QUARK PRODUCTS/SERVICES AND ANY THIRD PARTY PRODUCTS/SERVICES. ALL OTHER WARRANTIES AND CONDITIONS, WHETHER EXPRESS, IMPLIED OR COLLATERAL, AND WHETHER OR NOT, MADE BY DISTRIBUTORS, RETAILERS, XTENSIONS DEVELOPERS OR OTHER THIRD PARTIES ARE DISCLAIMED BY QUARK, THE QUARK AFFILIATED COMPANIES AND THEIR LICENSORS, INCLUDING WITHOUT LIMITATION, ANY WARRANTY OF NON-INFRINGEMENT, COMPATIBILITY, OR THAT THE SOFTWARE IS ERROR-FREE OR THAT ERRORS CAN OR WILL BE CORRECTED. THIRD PARTIES MAY PROVIDE LIMITED WARRANTIES AS TO THEIR OWN PRODUCTS AND/OR SERVICES, AND USERS MUST LOOK TO SAID THIRD PARTIES FOR SUCH WARRANTIES, IF ANY. SOME JURISDICTIONS, STATES OR PROVINCES DO NOT ALLOW LIMITATIONS ON IMPLIED WARRANTIES, SO THE ABOVE LIMITATION MAY NOT APPLY TO PARTICULAR USERS. IN NO EVENT SHALL QUARK, THE QUARK AFFILIATED COMPANIES, AND/OR THEIR LICENSORS BE LIABLE FOR ANY SPECIAL, INDIRECT, INCIDENTAL, CONSEQUENTIAL OR PUNITIVE DAMAGES, INCLUDING, BUT NOT LIMITED TO, ANY LOST PROFITS, LOST TIME, LOST SAVINGS, LOST DATA, LOST FEES, OR EXPENSES OF ANY KIND ARISING FROM INSTALLATION OR USE OF THE QUARK PRODUCTS/SERVICES, IN ANY MANNER, HOWEVER CAUSED AND ON ANY THEORY OF LIABILITY. IF, NOTWITHSTANDING THE FOREGOING, QUARK, THE QUARK AFFILIATED COMPANIES AND/OR THEIR LICENSORS A GUIDE TO QPS 7.4 7

8 LEGAL NOTICES ARE FOUND TO HAVE LIABILITY RELATING TO THE QUARK PRODUCTS/SERVICES OR THIRD PARTY PRODUCTS/SERVICES, SUCH LIABILITY SHALL BE LIMITED TO THE AMOUNT PAID BY THE USER TO QUARK FOR THE SOFTWARE/SERVICES AT ISSUE (EXCLUDING THIRD PARTY PRODUCTS/SERVICES), IF ANY, OR THE LOWEST AMOUNT UNDER APPLICABLE LAW, WHICHEVER IS LESS. THESE LIMITATIONS WILL APPLY EVEN IF QUARK, THE QUARK AFFILIATED COMPANIES, THEIR LICENSORS AND/OR THEIR AGENTS HAVE BEEN ADVISED OF SUCH POSSIBLE DAMAGES. SOME JURISDICTIONS, STATES OR PROVINCES DO NOT ALLOW THE EXCLUSION OR LIMITATION OF INCIDENTAL OR CONSEQUENTIAL DAMAGES, SO THIS LIMITATION OR EXCLUSION MAY NOT APPLY. ALL OTHER LIMITATIONS PROVIDED UNDER APPLICABLE LAW, INCLUDING STATUTES OF LIMITATION, SHALL CONTINUE TO APPLY. IN THE EVENT ANY OF THESE PROVISIONS ARE OR BECOME UNENFORCEABLE UNDER APPLICABLE LAW, SUCH PROVISION SHALL BE MODIFIED OR LIMITED IN ITS EFFECT TO THE EXTENT NECESSARY TO CAUSE IT TO BE ENFORCEABLE. USE OF THE QUARK PRODUCTS IS SUBJECT TO THE TERMS OF THE END USER LICENSE AGREEMENT OR OTHER APPLICABLE AGREEMENTS FOR SUCH PRODUCT/SERVICE. IN THE EVENT OF A CONFLICT BETWEEN SUCH AGREEMENTS AND THESE PROVISIONS THE RELEVANT AGREEMENTS SHALL CONTROL. Quark, the Quark logo, QuarkXPress, Quark Publishing System, QPS, QuarkCopyDesk, XTensions and Job Jackets are trademarks or registered trademarks of Quark Inc. and its affiliates in the U.S. and/or other countries. Mac OS and Safari are trademarks or registered trademarks of Apple, Inc. registered in the U.S. and other countries. Sun, Sun Microsystems, the Sun Logo, all Sun based and all Java based trademarks are trademarks or registered trademarks of Sun Microsystems, Inc. in the U. S. and other countries. Microsoft, Windows, Internet Explorer and Excel are registered trademarks of Microsoft Corporation in the United States and/or other countries. Mozilla and Firefox are trademarks of the Mozilla Foundation. As to Apache technology, copyright The Apache Software Foundation. All rights reserved. Any Apache software which is distributed with this software is developed by the Apache Software Foundation ( Licensed under the Apache License, Version 2.0 (the "License"); you may not use these files except in compliance with the License. You may obtain a copy of the License at Unless required by applicable law or agreed to in writing, software distributed under the License is distributed on an "AS IS" BASIS, WITHOUT WARRANTIES OR CONDITIONS OF ANY KIND, either express or implied. See the License for the specific language governing permissions and limitations under the License. As to ImageMagick technology, Copyright ImageMagick Studio LLC, a non-profit organization dedicated to making software imaging solutions freely available. As to Microsoft technology, Microsoft Corporation. All rights reserved. As to Sun technology, Copyright , Sun Microsystems, Inc. All rights reserved. Use is subject to license terms. As to DOM4J software, Redistribution and use of this software and associated documentation ("Software"), with or without modification, are permitted provided that the following conditions are met: Redistributions of source code must retain copyright statements and notices. Redistributions must also contain a copy of this document. Redistributions in binary form must reproduce the above copyright notice, this list of conditions and the following disclaimer in the documentation and/or other materials provided with the distribution. 8 A GUIDE TO QPS 7.4

9 LEGAL NOTICES The name "DOM4J" must not be used to endorse or promote products derived from this Software without prior written permission of MetaStuff, Ltd. For written permission, please contact Products derived from this Software may not be called "DOM4J" nor may "DOM4J" appear in their names without prior written permission of MetaStuff, Ltd. DOM4J is a registered trademark of MetaStuff, Ltd. Due credit should be given to the DOM4J Project THIS SOFTWARE IS PROVIDED BY METASTUFF, LTD. AND CONTRIBUTORS ``AS IS'' AND ANY EXPRESSED OR IMPLIED WARRANTIES, INCLUDING, BUT NOT LIMITED TO, THE IMPLIED WARRANTIES OF MERCHANTABILITY AND FITNESS FOR A PARTICULAR PURPOSE ARE DISCLAIMED. IN NO EVENT SHALL METASTUFF, LTD. OR ITS CONTRIBUTORS BE LIABLE FOR ANY DIRECT, INDIRECT, INCIDENTAL, SPECIAL, EXEMPLARY, OR CONSEQUENTIAL DAMAGES (INCLUDING, BUT NOT LIMITED TO, PROCUREMENT OF SUBSTITUTE GOODS OR SERVICES; LOSS OF USE, DATA, OR PROFITS; OR BUSINESS INTERRUPTION) HOWEVER CAUSED AND ON ANY THEORY OF LIABILITY, WHETHER IN CONTRACT, STRICT LIABILITY, OR TORT (INCLUDING NEGLIGENCE OR OTHERWISE) ARISING IN ANY WAY OUT OF THE USE OF THIS SOFTWARE, EVEN IF ADVISED OF THE POSSIBILITY OF SUCH DAMAGE. Copyright (C) MetaStuff, Ltd. All Rights Reserved. As to Log4j technology, Copyright All rights reserved. Licensed under the Apache License, Version 2.0 (the"license"); you may not use this file except in compliance with the License. You may obtain a copy of the License at Unless required by applicable law or agreed to in writing, software distributed under the License is distributed on an "AS IS" BASIS, WITHOUT WARRANTIES OR CONDITIONS OF ANY KIND, either express or implied. See the License for the specific language governing permissions and limitations under the License. As to ICU4J technology, ICU4J license ICU4J and later, COPYRIGHT AND PERMISSION NOTICE, Copyright International Business Machines Corporation and others. All rights reserved. Permission is hereby granted, free of charge, to any person obtaining a copy of this software and associated documentation files (the "Software"), to deal in the Software without restriction, including without limitation the rights to use, copy, modify, merge, publish, distribute, and/or sell copies of the Software, and to permit persons to whom the Software is furnished to do so, provided that the above copyright notice(s) and this permission notice appear in all copies of the Software and that both the above copyright notice(s) and this permission notice appear in supporting documentation. THE SOFTWARE IS PROVIDED "AS IS", WITHOUT WARRANTY OF ANY KIND, EXPRESS OR IMPLIED, INCLUDING BUT NOT LIMITED TO THE WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE AND NONINFRINGEMENT OF THIRD PARTY RIGHTS. IN NO EVENT SHALL THE COPYRIGHT HOLDER OR HOLDERS INCLUDED IN THIS NOTICE BE LIABLE FOR ANY CLAIM, OR ANY SPECIAL INDIRECT OR CONSEQUENTIAL DAMAGES, OR ANY DAMAGES WHATSOEVER RESULTING FROM LOSS OF USE, DATA OR PROFITS, WHETHER IN AN ACTION OF CONTRACT, NEGLIGENCE OR OTHER TORTIOUS ACTION, ARISING OUT OF OR IN CONNECTION WITH THE USE OR PERFORMANCE OF THIS SOFTWARE. Except as contained in this notice, the name of a copyright holder shall not be used in advertising or otherwise to promote the sale, use or other dealings in this Software without prior written authorization of the copyright holder. As to jaxen software, copyright 2003 The Werken Company. All rights reserved Redistributions of source code must retain copyright statements and notices. Redistributions must also contain a copy of this document. 2. Redistributions in binary form must reproduce the above copyright notice, this list of A GUIDE TO QPS 7.4 9

10 LEGAL NOTICES conditions and the following disclaimer in the documentation and/or other materials provided with the distribution. 3. The name jaxen must not be used to endorse or promote products derived from this Software without prior written permission of the Werken Company. For written permission, please contact 4. Products derived from this Software may not be called jaxen nor may jaxen appear in their names without prior written permission of The Werken Company. jaxen is a registered trademark of The Werken Company. 5. Due credit should be given to The Werken Company. ( THIS SOFTWARE IS PROVIDED BY THE WERKEN COMPANY AND CONTRIBUTORS AS IS AND ANY EXPRESSED OR IMPLIED WARRANTIES, INCLUDING, BUT NOT LIMITED TO, THE IMPLIED WARRANTIES OF MERCHANTABILITY AND FITNESS FOR A PARTICULAR PURPOSE ARE DISCLAIMED. IN NO EVENT SHALL THE WERKEN COMPANY OR ITS CONTRIBUTORS BE LIABLE FOR ANY DIRECT, INDIRECT, INCIDENTAL, SPECIAL, EXEMPLARY, OR CONSEQUENTIAL DAMAGES (INCLUDING, BUT NOT LIMITED TO, PROCUREMENT OF SUBSTITUTE GOODS OR SERVICES; LOSS OF USE, DATA, OR PROFITS; OR BUSINESS INTERRUPTION) HOWEVER CAUSED AND ON ANY THEORY OF LIABILITY, WHETHER IN CONTRACT, STRICT LIABILITY, OR TORT (INCLUDING NEGLIGENCE OR OTHERWISE) ARISING IN ANY WAY OUT OF THE USE OF THIS SOFTWARE, EVEN IF ADVISED OF THE POSSIBILITY OF SUCH DAMAGE. As to STLport technology, Copyright 1999,2000 Boris Fomitchev. This material is provided as is, with absolutely no warranty expressed or implied. Any use is at your own risk. Permission to use or copy this software for any purpose is hereby granted without fee, provided the above notices are retained on all copies. Permission to modify the code and to distribute modified code is granted, provided the above notices are retained, and a notice that the code was modified is included with the above copyright notice. The Licensee may distribute binaries compiled with STLport (whether original or modified) without any royalties or restrictions. The Licensee may distribute original or modified STLport sources, provided that: The conditions indicated in the above permission notice are met; The following copyright notices are retained when present, and conditions provided in accompanying permission notices are met: Copyright 1994 Hewlett-Packard Company. Copyright 1996,97 Silicon Graphics Computer Systems, Inc. Copyright 1997 Moscow Center for SPARC Technology.Permission to use, copy, modify, distribute and sell this software and its documentation for any purpose is hereby granted without fee, provided that the above copyright notice appear in all copies and that both that copyright notice and this permission notice appear in supporting documentation. Hewlett-Packard Company makes no representations about the suitability of this software for any purpose. It is provided as is without express or implied warranty.permission to use, copy, modify, distribute and sell this software and its documentation for any purpose is hereby granted without fee, provided that the above copyright notice appear in all copies and that both that copyright notice and this permission notice appear in supporting documentation. Silicon Graphics makes no representations about the suitability of this software for any purpose. It is provided as is without express or implied warranty.permission to use, copy, modify, distribute and sell this software and its documentation for any purpose is hereby granted without fee, provided that the above copyright notice appear in all copies and that both that copyright notice and this permission notice appear in supporting documentation. Moscow Center for SPARC Technology makes no representations about the suitability of this software for any purpose. It is provided as is without express or implied warranty. Copyright , All rights reserved. Redistribution and use in source and binary forms, with or without modification, are permitted provided that the following conditions are met: 1. Redistributions of source code must retain the above copyright notice, this list of conditions and the following disclaimer. 10 A GUIDE TO QPS 7.4

11 LEGAL NOTICES 2. Redistributions in binary form must reproduce the above copyright notice, this list of conditions and the following disclaimer in the documentation and/or other materials provided with the distribution. 3. Neither the name of pdfbox; nor the names of its contributors may be used to endorse or promote products derived from this software without specific prior written permission. THIS SOFTWARE IS PROVIDED BY THE COPYRIGHT HOLDERS AND CONTRIBUTORS "AS IS"AND ANY EXPRESS OR IMPLIED WARRANTIES, INCLUDING, BUT NOT LIMITEDTO, THEIMPLIED WARRANTIES OF MERCHANTABILITY AND FITNESS FOR A PARTICULAR PURPOSE ARE DISCLAIMED. IN NO EVENT SHALL THE REGENTS OR CONTRIBUTORS BE LIABLE FOR ANY DIRECT, INDIRECT, INCIDENTAL, SPECIAL, EXEMPLARY, OR CONSEQUENTIAL DAMAGES(INCLUDING, BUT NOT LIMITED TO, PROCUREMENT OF SUBSTITUTE GOODS OR SERVICES;LOSS OF USE, DATA, OR PROFITS; OR BUSINESS INTERRUPTION) HOWEVER CAUSED AND ONANY THEORY OF LIABILITY, WHETHER IN CONTRACT, STRICT LIABILITY, OR TORT (INCLUDING NEGLIGENCE OR OTHERWISE) ARISING IN ANY WAY OUT OF THE USE OF THIS SOFTWARE, EVEN IF ADVISED OF THE POSSIBILITY OF SUCH DAMAGE. Portions of this product include technology used under license from Global Graphics. FontBox is licensed under the BSD License. Copyright , All rights reserved. Redistribution and use in source and binary forms, with or without modification, are permitted provided that the following conditions are met: 1. Redistributions of source code must retain the above copyright notice, this list of conditions and the following disclaimer. 2. Redistributions in binary form must reproduce the above copyright notice, this list of conditions and the following disclaimer in the documentation and/or other materials provided with the distribution. 3. Neither the name of pdfbox; nor the names of its contributors may be used to endorse or promote products derived from this software without specific prior written permission. THIS SOFTWARE IS PROVIDED BY THE COPYRIGHT HOLDERS AND CONTRIBUTORS "AS IS" AND ANY EXPRESS OR IMPLIED WARRANTIES, INCLUDING, BUT NOT LIMITED TO, THE IMPLIED WARRANTIES OF MERCHANTABILITY AND FITNESS FOR A PARTICULAR PURPOSE ARE DISCLAIMED. IN NO EVENT SHALL THE REGENTS OR CONTRIBUTORS BE LIABLE FOR ANY DIRECT, INDIRECT, INCIDENTAL, SPECIAL, EXEMPLARY, OR CONSEQUENTIAL DAMAGES (INCLUDING, BUT NOT LIMITED TO, PROCUREMENT OF SUBSTITUTE GOODS OR SERVICES; LOSS OF USE, DATA, OR PROFITS; OR BUSINESS INTERRUPTION) HOWEVER CAUSED AND ON ANY THEORY OF LIABILITY, WHETHER IN CONTRACT, STRICT LIABILITY, OR TORT (INCLUDING NEGLIGENCE OR OTHERWISE) ARISING IN ANY WAY OUT OF THE USE OF THIS SOFTWARE, EVEN IF ADVISED OF THE POSSIBILITY OF SUCH DAMAGE. Portions Copyright Apple, Inc. All Rights Reserved. This file contains Original Code and/or Modifications of Original Code as defined in and that are subject to the Apple Public Source License Version 2.0 (the 'License'). You may not use this file except in compliance with the License. Please obtain a copy of the License at and read it before using this file. The Original Code and all software distributed under the License are distributed on an 'AS IS' basis, WITHOUT WARRANTY OF ANY KIND, EITHER EXPRESS OR IMPLIED, AND APPLE HEREBY DISCLAIMS ALL SUCH WARRANTIES, INCLUDING WITHOUT LIMITATION, ANY WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, QUIET ENJOYMENT OR NON-INFRINGEMENT. Please see the License for the specific language governing rights and limitations under the License. A GUIDE TO QPS

12 LEGAL NOTICES All other marks are the property of their respective owners. 12 A GUIDE TO QPS 7.4

13 1: INTRODUCTION 1: Introduction Quark Publishing System (QPS ) 7 is a collection of networked applications for editorial and creative workgroups. This Guide provides a high-level introduction to the QPS 7 Client application and the functionality QPS adds to QuarkXPress and QuarkCopyDesk. You can use this Guide to learn what each feature is, what it's for, how you can put it to work for you, and where you can find it. WHERE WE'RE COMING FROM This book assumes you are familiar with your computer and know how to: Launch an application Open, save, and close files Use menus, dialog boxes, and palettes Use the mouse, keyboard commands, and modifier keys If you need help performing any of these tasks, consult the documentation resources (user or reference guides) provided with your computer. CONVENTIONS IN THIS BOOK Formatting conventions in this guide highlight information to help you quickly find what you need. Bold type style: The names of all dialog boxes, fields, and other controls are set in bold type. For example: "Click Storage in the Administration pane." References: In descriptions of features, parenthetical references guide you in accessing those features. For example: "The System Storage controls (Administration pane) let you designate asset storage." Arrows: You will often see arrows (>), which map out the path to a feature. For example: "Choose Administration > User Profiles to add a user." Icons: Although many tools and buttons are referenced by name, which you can see by displaying ToolTips, in some cases icons are shown for easy identification. Cross-platform issues: Some labels, buttons, key combinations, and other aspects of QPS client applications differ between Mac OS and Windows because of user interface conventions or other factors. In such cases, both the Mac OS and Windows versions are presented, separated by a slash, with the Mac OS version presented first. For example, if the Mac OS version of a button is labeled Select, and the Windows version is labeled A GUIDE TO QPS

14 1: INTRODUCTION Browse, you are directed to "Click Select/Browse." More complex cross-platform differences are mentioned in notes or parenthetical statements. Notes provide helpful information about particular features and general techniques for using QPS 7 software. FINDING INSTRUCTIONS FOR YOUR ROLE The first chapter of this guide is organized according to the interface. The following chapters cover tasks you can perform in QPS applications. Some tasks, such as checking out assets, work the same way in all QPS applications. Application-specific tasks are identified as such (for example, a task that applies only in QuarkXPress is labeled "QuarkXPress only"). 14 A GUIDE TO QPS 7.4

15 2: THE QPS USER INTERFACE 2: The QPS user interface Users can access their QPS workflow through the QPS Connect Client application, QPS Web Hub, and (using XTensions software) QuarkCopyDesk and QuarkXPress. This chapter provides an overview of the QPS user interface on both Mac OS and Windows. To learn how to perform application-specific tasks, see the other chapters in this document. ROLES, VIEWS, AND CONTENT STRUCTURE OVERVIEW Before you can use QPS, you must log on to the server. By default, the system includes an existing user named "Admin" with a case-sensitive password of "Admin." Administrators use this name and password to log on for the first time, and Quark recommends enhancing administrative security by changing the password the first time you log on. For all users, the name and password you use to log on are associated with a particular role. This role determines which privileges you have and which functions are available to you. Consequently, your view of the QPS user interface may be different from someone else's. See "10: QPS Privileges" to learn about specific privileges for a role. Regardless of your assigned role, you can display the QPS Connect Client application in Compact View or Expanded View. The Compact View minimizes the window size to provide QPS file management functions while you work in supported third-party applications. The Expanded View provides an expanded set of file management functions, organized into panes. The Expanded View also includes a menu bar with access to the same functions. In addition, if you belong to the Administration role, the Expanded View includes a separate pane for administrative functions. A QPS Server has a three-level hierarchy that includes a server level, a main category level, and a subcategory level. The default hierarchy uses "Main Category" as the name for the main category level and "Subcategory" for the subcategory level. However, QPS provides more than a dozen other combinations (such as "Book" and "Chapter"), as well as an "Other" option that allows administrators to specify their own terminology. This document refers to the lower two levels of the QPS hierarchy as "main category" and "subcategory." You can have multiple main categories, each of which can contain multiple subcategories. QUICK SEARCH Use the Quick Search field to search for QPS assets according to asset name, text within an asset, or a combination of asset name and text content. A GUIDE TO QPS

16 2: THE QPS USER INTERFACE The Quick Search feature See "Using the Quick Search feature" for more information. QPS CONNECT CLIENT INTERFACE The controls in the QPS Connect Client window vary depending on the active application, the user's role, and the pane selected on the left side of the window. When you log on to QPS Server with Administration privileges, the Administration pane displays controls for configuring your workflow. With the Administration pane selected, the QPS Connect Client interface includes graphic controls for administrative tasks. The QPS Connect Client Administration window includes the following: Administration toolbar: Displays tools for administration tasks. Task Pane: Displays shortcuts to the Administration and Workspace window. Administration window: Displays groups of administrative controls. The QPS Connect Client Workspace window includes the following: Workspace toolbar: Displays workflow tools. Task Pane: Displays shortcuts to the Administration and Workspace window. Workspace window: Displays search results and user assignments. 16 A GUIDE TO QPS 7.4

17 2: THE QPS USER INTERFACE With the Workspace pane selected, the QPS Connect Client interface includes graphic controls for workflow tasks. MENUS (EXPANDED VIEW ONLY) The commands in the QPS Connect Client application window's menus vary depending on the active application, the user's role, and the pane selected on the left side of the window. For example, the Actions menu provides administrative commands when the Administration pane is selected, but displays asset-related commands when the Workspace pane is selected. QPS CONNECT CLIENT MENU (MAC OS ONLY) The QPS Connect Client menu includes the following commands: About QPS Connect Client: Displays information about QPS Connect Client, including the version number. Preferences: Enables you to specify default settings and customize the way QPS Connect Client performs on your workstation. Hide QPS Connect Client: Keeps QPS Connect Client active but not displayed. Hide Others: Displays QPS Connect Client only. Other applications remain active but are not displayed. Log On/Log Off: The Log On command displays the Log On dialog box. The Log Off command logs off the user but does not exit the application. Quit QPS Connect Client: Exits the application. FILE MENU The File menu provides commands for printing the QPS Connect Client window on Mac OS and Windows, as well as the Quit and Log Off commands on Windows. Print Setup/Print Preview: Lets you preview and configure the printed version of the active window. Print: Prints the active window. Export Search Results: Lets you export the search results displayed in the Search Results palette as an HTML file, an XML file, a tab-delimited file, or a comma-delimited file. Quit (Windows only): Exits the application. A GUIDE TO QPS

18 2: THE QPS USER INTERFACE Log On/Log Off (Windows only): The Log On command displays the Log On dialog box. The Log Off command logs off the user from QPS Server but does not exit the application. EDIT MENU (ADMINISTRATION PANE SELECTED) When the Administration pane is selected, the Edit commands display according to the selected control. The following commands are always available when the Administration pane is selected: Program Language: Lets you change the language of the QPS interface. Special Characters: Displays the Character Palette with the character options for available fonts. The following commands vary according to the selected control: Select None: Deselects all the contents of the active field. Select All: Selects all the contents of the active field. Add <item>: Adds a new item. Edit <item>: Lets you edit the selected item. Duplicate Selection: Makes a copy of the selected item. Rename Selection: Lets you rename the selected item. Preferences (Windows only): Lets you specify default settings and customize the way QPS Connect Client performs on your workstation. Delete Selection: Removes the selected item. EDIT MENU (WORKSPACE PANE SELECTED) When the Workspace pane is selected, the Edit menu includes the following commands: Undo <Last Operation>: Reverses the last operation. Redo <Last Operation>: Reverses the last Undo command. Cut: Removes the selected content and stores it on the Clipboard. Copy: Copies the selected content and stores it on the Clipboard. Paste: Pastes the Clipboard content at the text insertion point. Select None: Deselects all the contents of the active document, Workspace window, or field. Select All: Selects all the contents of the active document, Workspace window, or field. Duplicate Selection: Makes a copy of the selected content. Program Language: Lets you change the language of the QPS interface. Preferences (Windows only): Lets you specify default settings and customize the way QPS Connect Client performs on your workstation. Delete Selection: Removes the selected content. Special Characters: Displays the Character Palette with the character options for available fonts. VIEW MENU The View menu includes commands that modify the window display or contents. This menu includes the following commands: Displays submenu: Choose Name to choose List View, Thumbnails, or Filmstrip. Name displays a list of file names. Thumbnails displays small thumbnail previews of assets with the status, attachment information, checked-out status, and asset type identified by icons below each preview. Filmstrip displays a sequence of asset previews. For users who have the "Enable Enhanced Search Displays in Search Results Palette" privilege, the Displays submenu includes seven additional options for displaying search 18 A GUIDE TO QPS 7.4

19 2: THE QPS USER INTERFACE results according to projects, main categories, a QPS attribute called "Issue," and a custom option that allows you to choose any four attributes for grouping search results. These options include Project, Project and Page, Issue, Issue and Page, <Main Category Name>, <Main Category Name> and Page, and Customize Current View. Preview Pane: Choose Preview Pane to show or hide the Preview pane on the right side of the Workspace window. See "QPS Connect Client Expanded View: Workspace" The Preview pane displays a preview of the selected asset, as well as controls in the Information and Revisions areas. Click Information to specify up to five attributes that display for any selected asset in the Information area. Click More Information to display the More Information dialog box, which lets you view all attributes of the selected asset. Click View Revisions at the bottom of the Preview pane to see the full list of revisions, view a read-only copy of a revision, revert to a previous revision, or print the asset revision list. Compact: Use this command to change the Workspace display from Expanded View to Compact View. Task Pane: Use this command to show or hide the Task Pane on the left side of the QPS Connect Client window. ACTIONS MENU (ADMINISTRATION PANE SELECTED) When the Administration pane is selected, the Actions menu includes the Assign and Replicate submenus. ACTIONS MENU (WORKSPACE PANE SELECTED) When the Workspace pane is selected, the Actions menu includes commands for assigning assets, checking assets in and out, opening copies of assets, opening read-only versions of assets, viewing asset information, viewing asset revisions, editing asset attributes, and checking in assets in third-party file formats that cannot be opened with File > Open in QuarkXPress or QuarkCopyDesk. GO TO MENU (ADMINISTRATION PANE SELECTED) When the Administration pane is selected, the Go To menu displays submenus with the same commands that are available as icon controls within the Administration window. GO TO MENU (WORKSPACE PANE SELECTED) When the Workspace pane is selected, the Go To menu displays Assignments. Use the Assignments command to display all assets routed to you. Choosing Go To > Assignments has the same effect as clicking the Assignments tab at the bottom of the Workspace window. SEARCH MENU The Search menu includes the following commands: New Search: Creates a new search. Saved Searches submenu: Choose a search from the Saved Searches submenu to perform a search with predefined criteria. Choose Manage to display the Manage Saved Searches dialog box. This dialog box lets you view and modify saved searches, as well as view and share searches. Shared Searches: Choose a search from the Shared Searches submenu to use searches that have been shared with you. WINDOW MENU (MAC OS) The Window menu includes the following commands: Minimize: Stores the active window in the dock. A GUIDE TO QPS

20 2: THE QPS USER INTERFACE Zoom: Displays the active window on your entire monitor. The area at the bottom of the Window menu identifies the active window with a checkmark and lists all other open windows. HELP MENU The Help menu displays the QPS Help file. QPS CONNECT CLIENT COMPACT VIEW The QPS Connect Client window displays in Expanded View or Compact View. Compact View displays a small window that identifies the active application and includes the following buttons: Assign, Check Out, Cancel Checkout, Check In, Save Revision, New Search, Saved Searches, and an overflow menu that lets you switch to Expanded View. The Compact View also displays tabs for accessing your assignments and specific search results. The Compact View provides access to multiple QPS commands in a smaller window. QPS CONNECT CLIENT EXPANDED VIEW: WORKSPACE The Expanded View displays a full window with separate panes that include functionality defined by the role of the logged-on user. The Task Pane area on the left displays icons for available panes. The area on the right displays the controls for the selected pane. If the user does not have privileges to perform administrative functions, for example, the Administration pane does not display. When the Workspace pane is selected, the area on the right lets you search for assets that have been checked in to QPS Server. Once you've executed a search, you can use the controls in this window to edit asset attributes, access asset revisions, and check assets in and out. 20 A GUIDE TO QPS 7.4

21 2: THE QPS USER INTERFACE When the Workspace pane is selected, the Expanded View provides access to assets and asset attributes, in this case in Display > Name > List View. VIEW DISPLAY OPTIONS You can view search results using one of the following options: If you choose View > Displays > Name, the Name submenu includes the List View, Thumbnails, and Filmstrip options. Choose Thumbnails to display small previews of assets. A GUIDE TO QPS

22 2: THE QPS USER INTERFACE Choose Filmstrip to display a large preview of the selected asset with all other assets below it. The four icon columns on the left side of the List View list display under each asset in Thumbnails View and Filmstrip View. If you have the Enable Enhanced Search Displays in Search Results Palette privilege, the Displays drop-down menu includes seven additional options for displaying search results according to projects, main categories, a QPS attribute called "Issue," and a custom option that allows you to choose any four attributes for grouping search results. These options include Project, Project and Page, Issue, Issue and Page, <Main Category Name>, <Main Category Name> and Page, and Custom. See "Privileged search results displays" for more information. Project: Choose this option to display search results in a hierarchical structure with QuarkXPress projects at the top. Articles and pictures attached to each project are listed under their respective projects. Choose Project display to view assets according to QuarkXPress projects. Project and Page: Choose this option to display search results in a hierarchical structure with QuarkXPress projects at the top. Each page is listed under its respective layout. Articles and pictures in the layout are listed under their respective pages. If one item attached to a layout matches the search, the project and all the other attachments of the project also display. 22 A GUIDE TO QPS 7.4

23 2: THE QPS USER INTERFACE An article or picture can display under more than one page if it is attached to multiple pages in a project. Choose Project and Page display to view assets according to pages in QuarkXPress projects. Issue: Choose this option to display search results in a hierarchical structure with issues at the top. The main categories are listed under each issue. Projects are listed under their respective main category. Articles and pictures attached to each project are listed under their respective projects. Choose Issue display to view assets according to the Issue attribute. Issue and Page: Choose this option to display search results in a hierarchical structure with issues at the top. The main categories are listed under each issue. Projects of a main category are listed under their respective main categories. Each page of each layout is listed under its respective layouts. Each layout of the project is listed under its respective project. Articles and pictures attached to each layout are listed under their respective pages. A GUIDE TO QPS

24 2: THE QPS USER INTERFACE Choose Issue and Page display to view assets according to the Issue attribute, subdivided according to QuarkXPress project pages. "Issue" is a system-defined server-level attribute. The Issue attribute can also display as a column in the Search Results Palette. <Main Category Name>: Choose this option to display search results in a hierarchical structure with the main category at the top. The issues are listed under each main category. Projects of each issue are listed under their respective issues. Each project attachment is listed under its respective project. Choose <Main Category> display to view assets according to main categories on your QPS Server. <Main Category Name> and Page: Choose this option to display search results in a hierarchical structure with the main category at the top. The issues are listed under each main category. Projects of each issue are listed under their respective issues. The layout pages are listed under their respective projects. Each layout attachment is listed under its respective pages. 24 A GUIDE TO QPS 7.4

25 2: THE QPS USER INTERFACE Choose <Main Category> and Page display to view assets according to main categories, subdivided according to QuarkXPress project pages. Custom: Choose this option to display search results in a hierarchical structure based on four levels of attributes you specify. Choosing Custom displays a window with three tabs: Configure Columns, Group By, and Show Attachments. Use the Configure Columns tab to specify the attributes you want to display as columns in the search result. A GUIDE TO QPS

26 2: THE QPS USER INTERFACE Use the Group By tab to specify up to four hierarchical groups within which you can group your search results. Use the Show Attachments tab to display project attachments in a list hierarchy, project hierarchy, or project and page hierarchy. 26 A GUIDE TO QPS 7.4

27 2: THE QPS USER INTERFACE This Custom display shows four hierarchical groups. In this example, Asset Type is the primary hierarchy. Last Content Updated By, Routed To, and Status are three lower levels of hierarchy. Other Search Result displays QPS assets that match your search criteria but are not attached to projects are listed under Unattached. QPS assets that match your search criteria but are attached to projects that have never been checked in to the system are listed under Attached to other projects. Attached assets can display under multiple projects if they are attached to multiple projects. Some articles, pictures, or layouts might not match the search criteria. Files that are listed but do not match the search display as unavailable. An article or picture can display more than once when it is attached to multiple pages. In the Search Results palette, click the disclosure icon next to an article to expand or collapse its components. If you have the copy tasting privilege, click the disclosure icon to view the first 255 characters of the article. OTHER SEARCH RESULTS PALETTE OPTIONS You can also show or hide the Preview pane, which displays detailed information about the selected asset. The Assignments tab at the bottom lets you access assets assigned to the logged-on user, and additional tabs at the bottom show the results of recent searches. Also, you can create Search Results Palette windows by selecting a tab and dragging it away from the Search Results Palette to peel if off the main window. WORKSPACE TOOLBAR The Workspace toolbar provides the commands listed in this section. The overflow menu on the right side of the toolbar includes many other commands. CUSTOMIZE WORKSPACE TOOLBAR DISPLAY You can customize your display by control-clicking/right-clicking the Workspace toolbar and choosing Customize Toolbar. A window displays that allows you to add an icon by dragging it to the toolbar or remove an icon by dragging it from the toolbar. You can add the Customize icon to more quickly access this window. You can also add spacing and dotted-line separators to the Workspace toolbar. A GUIDE TO QPS

28 2: THE QPS USER INTERFACE Use the Show drop-down list at the bottom of the window to display controls (such as the Check In button) with text and icons, text only, or icons only. You can also control the size of the icons. If you decrease the size of the Search Results palette, increase the size of icons, and display icons and text, the Workspace toolbar automatically generates an overflow menu that displays on the right side of the palette to include the controls that don't fit on the toolbar. ASSIGN Use the Assign drop-down menu to display six assignment options: Text File, Graphic, QuarkCopyDesk Article, QuarkCopyDesk ArticleTemplate, QuarkXPress Project, and QuarkXPress Project Template. QuarkCopyDesk Article displays a submenu with options to create an assignment based on an existing article or based on default specifications from your QPS Server. CHECK OUT, OPEN, OR DISPLAY Click Check Out, Open, or Display to open and display the asset selected in the Search Results palette. The button accommodates different conditions. When it displays Check Out, click it to check out an asset from QPS Server. When it displays Open, click it to open a checked-out asset from the folder you designate as your QPS Local Files folder. When it displays Display, click it to display an open but inactive asset on screen. When you check out a file, QPS Server automatically performs the following actions: Copies the asset to your computer Stores it in a folder that you have designated for storing checked-out assets (or, if this is your first checkout, prompts you to designate the folder) Opens the asset CANCEL CHECKOUT Click Cancel Checkout to cancel an asset checkout without updating QPS Server with a new revision. However, if you made any changes, an alert notifies you that your changes may be lost. If you saved a revision of the asset on QPS Server, the revision becomes the current version. CHECK IN (CURRENT FILE) Click Check In to check in a checked-out asset selected in the Search Results palette. CHECK IN (OTHER FILE) Click Check In Other to display the Check In Other File dialog box. This dialog box lets you navigate to an asset stored locally or on a network. You can specify the asset's attributes before checking it in to QPS. READ ONLY Click Read Only to display an asset with read-only access. You can view the asset's contents, but you cannot change the asset. GET Click Get to move a copy of the selected asset to your computer. If you have the privilege to check in new files, you can rename the asset and check it in. SAVE REVISION Click Save Revision to display the Save Revision dialog box and update QPS Server with the most current content from the selected asset. 28 A GUIDE TO QPS 7.4

29 2: THE QPS USER INTERFACE DISPLAY MODE Use the Displays > Name drop-down menu to switch between List View, Thumbnails View, and Filmstrip View. For users who have the Enable Enhanced Search Displays in Search Results Palette privilege, the Display drop-down menu also includes seven other options for displaying search results according to projects, main categories, and a QPS attribute called "Issue." These options include Project, Project and Page, <Main Category Name>, <Main Category Name> and Page, Issue, Issue and Page, and Custom. The four icon columns on the left side of the List View list display under each asset in Thumbnails View and Filmstrip View. NEW SEARCH Click New Search to create a search with new search criteria. SAVED SEARCHES Use the Saved Searches drop-down menu to execute saved searches. The Saved Searches list also includes shared searches from other users. Choose Manage to display the Manage Saved Searches dialog box, which lets you add, edit, share, duplicate, and delete search operations. PREVIEW PANE Click Preview Pane to display or hide the Preview Pane on the right side of the window. EDIT ATTRIBUTES Click Edit Attributes to display the Edit Attributes dialog box for the asset selected in the window. Attributes are known as metadata in other systems, and they were called "headers" in previous versions of QPS. If you have the privilege and an attribute is available, you can change the attribute value in this dialog box and click Update. SELECTION INFORMATION Click Selection Information to display the Selection Information dialog box. This dialog box contains information about the selected asset or assets, such as whether you can check out the assets or delete components. ATTACHMENT INFORMATION Click Attachment Information to view the primary attachments and secondary attachments (if any) for the asset selected in the window. The Attachment Information dialog box also displays the revision number for the attachment, as well as the number of the page to which it is attached. VIEW REVISIONS Click View Revisions to display the Revisions dialog box. This dialog box contains information about the revisions tracked by QPS Server for the selected asset. You can print a revision, open a read-only copy of a revision, or revert to an earlier version to make the revision become the current version. PRINT SEARCH RESULTS Click Print to display the Print dialog box and output the contents of the Search Results palette. A GUIDE TO QPS

30 2: THE QPS USER INTERFACE REFRESH When you click Refresh, QPS performs the active search again and refreshes the Search Results palette display. ARCHIVE Click Archive to display the Archive dialog box to choose the archive location for the selected asset. RESTORE Click Restore to display the Restore dialog box for restoring one or more archived assets. REPLICATE Replication is the process of copying one or more assets from one QPS location (the source) to another QPS location (the destination). When you replicate assets, you can also map the attribute values from the source location to the destination. You can use the default settings to replicate assets, or you can create mapping sets to copy assets and attributes according to rules you create. See "Copying assets (Replication)" for information about mapping sets and automatic replication. ASSET INFORMATION Click Asset Information to display the More Info window, which lists all the attributes and values for the selected asset. INDEX AGAIN Click Index Again to receive updated previews from QuarkXPress Server for articles and projects. DELETE Click Delete to remove the selected asset from QPS Server. DUPLICATE ITEM Click Duplicate Item to create a copy of the selected asset on QPS Server. PREVIEW Click Preview to display a large preview of the selected image, QuarkCopyDesk article, or QuarkXPress project. The preview window also displays navigation controls for previewing different pages of the asset. By default, QPS asset previews include the first five pages of a PDF and the first 20 pages of a QuarkXPress project or QuarkCopyDesk article. QPS adminstrators can adjust the number of pages in a preview by editing configuration files. See A Guide to Quark Publishing System Administration for details. QUICK SEARCH Use the Quick Search feature to search for assets based on the text string you enter. Choose Name, Content, or Name and Content to specify the context for the search. You can use wild card operators to further refine your QPS search. See "Performing full text search" for instructions. 30 A GUIDE TO QPS 7.4

31 2: THE QPS USER INTERFACE COMPACT VIEW Click Compact View to reduce the size of the Search Results palette and include fewer controls. Many of the other controls automatically move to the overflow menu, and the window identifies the name of the active application. For example, if you choose Compact View and then switch to TextEdit (Mac OS) or Notepad (Windows), the QPS Connect Client window displays the name of the active application and provides buttons for checking in assets, checking out assets, viewing revisions of assets, and searching for other assets. EXPORT SEARCH RESULTS You can export the results of a search as an HTML file, an XML file, a tab-delimited file, or a comma-delimited file. CUSTOMIZE (MAC OS) On Mac OS, click Customize to display the Workspace toolbar icon controls. Clicking Customize has the same effect as control-clicking the Workspace toolbar and choosing Customize Toolbar. ICON COLUMNS In QPS Connect Client and QuarkCopyDesk, the Search Results palette displays four icon columns that provide information about each asset. The Search Results palette in QuarkXPress displays a fifth icon column called Local Attachment. These icons display in columns on the left side of the Search Results list in all extended views and List View, as well as under each asset's icon in Thumbnails View and Filmstrip View. In order from left to right, the icons are as follows: Clear Diamonds: A diamond indicates each asset's status, relative to the last search performed in the Search Results palette. A black diamond indicates the asset has been added to the list since the current search was executed. A white diamond indicates that an asset's attributes have been updated since the current search was executed, but the asset still meets the search criteria. A gray diamond and gray shade to the line indicate that another user changed the asset's attributes and the attributes no longer match the search criteria. However, if you made the same change to the asset's attributes, the asset would simply be removed from the Search Results palette. If you click the Clear Diamonds icon at the top of the column, all diamonds are removed, the Search Results palette is updated, and the assets no longer matching the search are removed from the display. Status Color: A color-coded circle indicates the current QPS status for the selected asset. Your QPS administrator defines these statuses and associates a color with each status. Global Attachment: A symbol indicates whether each asset is attached to a QuarkXPress project as a primary or secondary attachment. Select an attachment in the Search Results palette and click Attachment Information to determine attachment status. You can also position your mouse over the Global Attachment icon for the asset to display a tooltip (for example, "Indirect Picture Attachment" and "Secondary Global Attachment"). Local Attachments Status (QuarkXPress only): A symbol indicates any local attachments for the active project (that is, "local" project). Select an attachment in the Search Results palette and click Attachment Information to determine attachment status. You can also position your mouse over the Local Attachment icon to display a tooltip (for example, "Unattached Secondary Attachment" and "Secondary Local Attachment"). Checked Out: A symbol indicates whether assets are checked out. If an asset is checked out by the logged-on user, a green checkmark displays. If an asset is checked out by another user, a red checkmark displays. If the logged-on user cannot check out the asset, a red X displays. A GUIDE TO QPS

32 2: THE QPS USER INTERFACE COLUMNS IN LIST VIEW AND EXPANDED VIEWS In the List View and all expanded views, you can show and hide all columns except the Name column. To sort (or reverse sort) the search results according to a column, click the column title. To show or hide a column, Control+click/right-click the column title and choose the attribute. To show or hide multiple attributes, Control+click/right-click the column title and choose Customize Current View. The Configure Columns tab includes all the attribute fields for you to show or hide. To reposition a column, click and drag the column title. To resize a column, click and drag the column edge. PREVIEW PANE When you click Preview Pane in the Search Results palette, the area on the right side of the Workspace window displays additional information about the selected asset. The Preview Pane displays a preview of the selected asset. The Information area displays five attributes, which you can configure by clicking the Ellipsis button. To display all attributes of an asset, click More Information. The Revisions area displays the number of asset revisions. Click View Revisions to display the Revisions dialog box. This dialog box allows you to see the full list of revisions, view a read-only copy of a revision, revert to a previous revision, or print the asset revision list. (Mac OS only) If articles or projects do not display in the Preview Pane, select the assets and click Index Again in the workspace toolbar to receive updated asset previews from QuarkXPress Server. QPS CONNECT CLIENT EXPANDED VIEW: ADMINISTRATION If you are a member of a role that includes Administration privileges, you can access the Administration pane to use administrative controls. 32 A GUIDE TO QPS 7.4

33 2: THE QPS USER INTERFACE The Administration pane provides tools for configuring the QPS system and managing assets, users, and workflow. CUSTOMIZE ADMINISTRATION WORKSPACE TOOLBAR DISPLAY On Mac OS, you can customize your display by control-clicking/right-clicking the Workspace toolbar and choosing Customize Toolbar. A window displays that allows you to add an icon by dragging it to the toolbar or remove an icon by dragging it from the toolbar. You can add the Customize icon to access this window more quickly. Use the Show drop-down list to display controls (such as the Edit Mapping Set button) with text and icons, text only, or icons only. You can also control the size of the icons. SYSTEM AREA The System area includes the following controls: Storage: Use this control to specify one or more storage folders for assets in your workflow and to establish rules for storing different file types. You can combine a standard file system and any content management system to store QPS assets. Contact your system integrator to combine QPS storage with a content management system. Define Content Structures: Use these controls to define the names and structure for the main category and subcategory levels of content in your workflow. You can also add, delete, duplicate, or rename main categories and subcategories. Replication: Use these controls to create "mapping sets" that specify how you can move copies of QPS assets from one QPS Server, main category, or subcategory to another. Mapping sets include criteria that map the assets and attributes from a source location to a destination. USERS AND GROUPS AREA The Users and Groups area includes the following controls: Roles and Privileges: Use these controls to create, delete, rename, and modify roles and their associated privileges. For details about setting privileges, see "10: QPS Privileges." For example, you can create a role called "Editorial," and include your writers and editors in A GUIDE TO QPS

34 2: THE QPS USER INTERFACE this role. All the users in this role will have the same privileges to perform editorial functions. User Profiles: Use these controls to create a user, assign the user to a role, assign a password, and enable or disable the user's ability to log on. You can also delete, rename, and modify user accounts. Groups: Use these controls to combine user profiles into groups to which assets can be routed. When you route an assignment to a group, the first person in the group who checks out the asset gains control of that asset. You can also delete, rename, and modify groups. ASSET INFORMATION AREA The File Information area includes the following controls: Attributes (also called "metadata" or "headers"): Use these controls to create and configure attributes that can be associated with assets. For example, you could create an attribute called "Image approved" for picture file types. When a user approves an image, he or she can check "Image approved" for the picture. When another user searches for approved pictures, the user can include the "Image approved" attribute in the search criteria and limit the search results to approved images. You can create eight kinds of attribute types: Text, Date, Time, Number, Measurement, Check Box, Drop-down Menu, and Date Time. Each attribute type can have a default value. For each attribute, you can limit access so that only users with the privileges to edit "limited-access" fields can edit the attribute values. You can also create constraints that prevent users from changing an attribute value, require users to change an attribute value, or prevent users from leaving an attribute field empty. In addition, you can create drop-down menu attributes, which are lists of menu items that can be added and modified for multiple drop-down menu attributes. You can create attributes at the server level and include them in main categories and subcategories. But attributes created at the main category or subcategory level cannot be elevated to the server level. Revisions: Use these controls to define how QPS Server automatically retains or deletes revisions of assets. Article Measurements: Use these controls to specify default page dimensions for newly created QuarkCopyDesk articles. These values are used when a user creates an article based on a QPS Server subcategory. Job Jackets: Use these controls to import a QuarkXPress Job Jackets file, which defines default parameters for QuarkXPress projects. You can use separate Job Jackets files at the server, main category, or subcategory levels, which allows QuarkXPress users to create projects with the specifications defined in the Job Jackets file for the selected main category or subcategory. Also, QuarkXPress Job Jackets allow QuarkXPress users to evaluate layouts to identify specifications that deviate from Job Jackets definitions (including any changes QuarkCopyDesk users make to attached articles). For more information about QuarkXPress Job Jackets, refer to the QuarkXPress documentation included with your copy of QuarkXPress. CREATING ATTRIBUTE FORMS Form Designer lets you design how asset attributes are presented to QPS users. To arrange and preview attribute controls in attribute forms, click Form Designer in the Administration: Attributes screen. To learn how to create and modify attribute forms, see "Controlling attribute display." 34 A GUIDE TO QPS 7.4

35 2: THE QPS USER INTERFACE WORKFLOW AREA The Workflow area includes the following controls: Status: Use these controls to define your workflow steps for each main category. For example, you might specify that assets begin with a status called "first draft," followed by "in progress," "in review," and "completed." Routing: Use these controls to establish automatic asset routing to a particular user or group when assets reach a certain status. You must create roles, users, groups, and statuses before you can specify routing rules. Redline: Use these controls to specify how users can track changes to text in QuarkCopyDesk articles. The Redline function tracks additions, deletions, and other changes. Changes can be accepted or rejected. You can specify Redline controls according to users or file status. Layout Evaluation: Use these controls to specify automatic layout evaluation when checking in a layout or outputting a layout. You can further specify these automatic evaluations according to QPS status. MONITORING OPTIONS AREA The Monitoring Options area includes the User Activity control, which displays information about QPS Server and the users logged on to it. User Activity: View the QPS Server name, status, and start time. You can also view the total number of logged-on users and the number of logged-on QPS Web Hub users relative to the number of users that can be logged on (for example, "25 out of 100" users). The list of all logged-on users includes each user's name, the time and date each user logged on, each user's machine name, and each user's application. If you need to log off a user, select the user's name in the list and click Log Off Users. You can also log off multiple users, send a message to logged-on users, and stop QPS Server. PROJECT ATTACHMENTS PALETTE (QXP ONLY) The Project Attachments palette (Window menu) lists the assets attached to the active QuarkXPress project. This palette provides many of the functions available in a Search Results palette, and also includes controls for managing project attachments. For example, you assign a text box to User A. If you resize the text box after making the assignment, the Project Attachments palette records the change. You can then click Update Geometry in the palette to inform User A of the change. User A can then update the article's geometry so that he or she can complete the assignment with accurate copyfit information. You can include the Project Attachments palette in palette sets and palette groups. All the commands available in the Project Attachments palette are also in the Search Results palette. A GUIDE TO QPS

36 2: THE QPS USER INTERFACE Use the Project Attachments palette to assign and manage assets attached to QuarkXPress projects. PROJECT ATTACHMENTS PALETTE TOOLBAR The buttons in the Project Attachments palette toolbar are as follows: Assign: Lets you create article assignments, picture assignments, or multiple-component assignments including articles and pictures. Detach: Breaks the link with QPS Server, yet the content remains in your QuarkXPress project. Update Geometry drop-down menu icon: Lets you update the geometry of the active article (Update Geometry), update the geometry of all articles in the active layout (Update All Geometry), and update all geometry and content for all articles in the active layout (Update All). Update Content drop-down menu icon: Lets you update the content of the selected item (Update Content), update all content in the active layout (Update All Content), and update all geometry and content for all articles in the active layout (Update All). Add Component: Lets you add a component to an existing article. You must have the privilege and check out an article before you can add a component. Delete Component: Deletes the selected component. Find Selection: Activates the text box or picture box that contains the asset selected in the Project Attachments palette. Check Out: Checks out the selected asset. Display View (Project View, Layout View, and Page View): Project View shows all assets attached to the active QuarkXPress project. Layout View shows all assets attached to the active QuarkXPress layout. Page View shows assets attached to the active page. Cancel Check Out: Cancels checkout of selected assets you have checked out and discards any changes you made. However, if you made any changes, an alert notifies you that your changes may be lost. You can continue or cancel the Cancel Check Out operation. If you saved a revision of the asset, the revision becomes the current version. Check In: Checks in the selected asset you have checked out. Save revision: Updates QPS Server with the most current content in the selected asset. Edit Attributes: Displays the Edit Attributes dialog box so that you can view and edit asset attributes. 36 A GUIDE TO QPS 7.4

37 2: THE QPS USER INTERFACE Selection Information: Displays the Selection Information dialog box, which contains information about the selected asset or assets, such as whether you can check out the selected asset or assets. Attachment Information: Displays the Attachment Information dialog box, which includes the QuarkXPress project names for primary and secondary attachments. You can view the primary attachments and secondary attachments (if any) for the asset selected in the window. The Attachment Information dialog box also displays the revision number for the attachment, as well as the number of the page to which it is attached. View Article Revisions: Displays the Revisions dialog box with attribute information for every revision of the selected article. Go to Assignments: Displays the Search Results palette and selects the active user's Assignments tab. PROJECT ATTACHMENTS PALETTE COLUMNS The Project Attachments palette offers many of the options available in the Search Results palette, as well as attachment-specific controls. The four icon columns include the following: Clear Diamonds: A diamond indicates each attachment's status. Global Attachment: A symbol indicates whether each asset is attached to a QuarkXPress project as a primary or secondary attachment. Select an attachment in the Project Attachments palette and click Attachment Information to determine attachment status. Local Attachments Status (QuarkXPress only): A symbol indicates any local attachments for the active project. Select an attachment in the Project Attachmentspalette and click Attachment Information to determine attachment status. Checked Out: A symbol indicates whether assets are checked out. If an asset is checked out by the logged-on user, a green checkmark displays. If an asset is checked out by another user, a red checkmark displays. If the logged-on user cannot check out the asset, a red X displays. The four icon columns and the Name, Update State, and Status columns in the Project Attachments palette can be resized, but cannot be rearranged or moved. By default, the More Information disclosure triangle at the bottom of the Project Attachments palette shows five static attributes: <Main Category name>, <Subcategory name>, Checked Out By, Routed To, and Due Date. MENUS (QCD) See A Guide to QuarkCopyDesk 7 for a detailed explanation of QuarkCopyDesk menu commands. The information below applies only to QuarkCopyDesk in a QPS environment. QUARKCOPYDESK MENU (MAC OS ONLY) The QuarkCopyDesk menu is a part of QuarkCopyDesk for Mac OS. This menu includes the following QPS related commands: Preferences > Quark Publishing System: Enables you to specify default settings and customize the way QuarkCopyDesk works on your computer. Use the Quark Publishing System area to specify QPS specific parameters. See "Setting QPS preferences QuarkCopyDesk" for more information. QPS MENU The QPS menu displays when you install the QPS XTensions software module in the "XTensions" folder in your QuarkCopyDesk application folder. This menu includes the following commands: A GUIDE TO QPS

38 2: THE QPS USER INTERFACE Check Out Article: Displays the Check Out dialog box. This dialog box allows you to check out a QuarkCopyDesk article. Check In Article: Displays the Check In dialog box. This dialog box allows you to check in a QuarkCopyDesk article. Cancel Article Checkout: Removes a checked-out asset from your computer and makes it available for others to check out. An alert displays, allowing you to save or discard any changes made since your checkout. Also, if you saved a revision on QPS Server, it becomes the current version when you cancel a checkout. Save Article Revision: Displays the Save Revision dialog box. This dialog box allows you to update QPS Server to reflect recent changes while leaving the article open for more editing. Edit Article Attributes: Displays the Edit Article Attributes dialog box. This dialog box allows you to view and change attribute information for the active QuarkCopyDesk article. View Article Revisions: If you have an article checked out and displayed on screen, this command displays the Revisions dialog box. This dialog box allows you to display a read-only version of the article, revert the article to an earlier revision, and print the contents of the Revisions dialog box. View Revisions for All Articles: If you have the privilege and no checked-out articles are displayed on screen, this command displays the Revisions dialog box. This dialog box allows you to view article names, display read-only versions of articles, revert an article to an earlier revision, and print the contents of the Revisions dialog box. Go to Assignments: Displays your Assignments tab in the Search Results palette. New Search: Displays a new Search Palette tab or window. Saved Searches: Displays the Saved Searches submenu, which includes access to the Managed Saved Searches dialog box and saved searches. Tile: Displays open Search Results palettes distributed equally on screen. Stack: Cascades the display of open Search Results palettes on screen. New Search Results Palette: Displays a new Search Results palette. Show Search Results Palettes: Displays hidden Search Results palettes. Hide Search Results Palettes: Hides displayed Search Results palettes. Help: Displays the QPS Help file. Log On/Log Off: Logs the user on to or off of a QPS Server. MENUS (QXP) See A Guide to QuarkXPress 7 for a detailed explanation of QuarkXPress menu commands. The information below applies only to QuarkXPress in a QPS environment QUARKXPRESS MENU (MAC OS ONLY) The QuarkXPress menu is a part of QuarkXPress for Mac OS. This menu includes the following QPS related commands: Preferences > Quark Publishing System: Enables you to specify default settings and customize the way with QPS related tasks are performed within QuarkXPress on your computer. Use the Quark Publishing System area to specify QPS specific parameters. WINDOW MENU If QPS XTensions software is installed in the "XTensions" folder in your QuarkXPress application folder, the Window menu includes the Project Attachments command. Choose Project Attachments to display the Project Attachments palette. This palette includes information about assets attached to the active project. 38 A GUIDE TO QPS 7.4

39 2: THE QPS USER INTERFACE QPS MENU If QPS XTensions software is installed in the "XTensions" folder in your QuarkXPress application folder, the QPS menu displays in QuarkXPress. The commands in the QPS menu vary according to the selected item. If you select a text box that contains a QuarkCopyDesk article, the commands pertain to articles. Otherwise, the commands pertain to QuarkXPress projects. This menu includes the following commands: Check Out Project: If you deselect all items or do not have any projects open, the command is Check Out Project. Check Out Project displays the Check Out dialog box. This dialog box allows you to search for and check out a QuarkXPress project. Check Out Article: If you select a text box or picture box that contains an attached article, the command is Check Out Article. Choosing Check Out Article unlocks the article for editing. Check In Project: Displays the Check In Project dialog box. This dialog box allows you to check in the active QuarkXPress project. Check In Project With Pictures: Displays the Check In Project dialog box with attached pictures displayed in a list on the left. This dialog box allows you to check in the active QuarkXPress project and its pictures. Check In Article: Displays the Check In dialog box, which allows you to check in the active QuarkCopyDesk article. Cancel Project Checkout/Cancel Article Checkout: Removes the asset from your computer and makes it available for others to check out. Changes made since checkout are discarded. An alert displays if you made changes since you checked out the article. Another alert displays if you saved a revision to QPS Server before canceling the checkout. In this case, the revision becomes the current version. Save Project Revision/Save Article Revision: Updates QPS Server with your most current changes while leaving the project or article open for more editing. Update All Content: Updates all the content in the active QuarkXPress project to include the current content of attached assets stored on QPS Server. This can include updated text and picture assets attached to the active QuarkXPress project. Update All Geometry: Updates QPS Server to include the current page geometry of the active QuarkXPress project. This enables a QuarkCopyDesk user who is working on an article attached to the active QuarkXPress project to have exact copyfit information for the assignment. Edit Project Attributes/Edit Article Attributes/Edit Picture Attributes: Displays the Edit <Project/Article/Picture> Attributes dialog box. This dialog box allows you to view and change attribute information for the active QuarkXPress project, QuarkCopyDesk article, or picture. View Revisions for All Projects/View Article Revisions: If you have the privilege, this command displays the Revisions dialog box. This dialog box allows you to view project names or article information, display read-only versions of projects or the active article, revert a project or article to an earlier revision, and print the contents of the Revisions dialog box. If you have an article selected in the project, the View Article Revisions command displays. If you do not select a text box or picture box, and no QPS projects are active, the View Revisions for All Projects command displays. Go to Assignments: Displays your Assignments tab in the Search Results palette. Go to Project Attachments: Displays your Attachments tab in the Search Results palette. New Search: Displays a new Search Palette tab or window. Saved Searches: Displays the Saved Searches submenu, which includes access to the Managed Saved Searches dialog box, the Depth search, and saved searches. Tile: Displays open Search Results palettes distributed equally on screen. Stack: Cascades the display of open Search Results palettes on screen. A GUIDE TO QPS

40 2: THE QPS USER INTERFACE New Search Results Palette: Displays a new Search Results palette. Show Search Results Palettes: Displays hidden Search Results palettes. Hide Search Results Palettes: Hides displayed Search Results palettes. Log On/Log Off: Logs the user on to or off of QPS. 40 A GUIDE TO QPS 7.4

41 3: QPS CONNECT CLIENT TASKS 3: QPS Connect Client tasks Many QPS operations work the same way in all QPS client applications (QPS Connect Client, QuarkCopyDesk, QuarkXPress, and QPS Web Hub). Following a brief overview of the QPS workflow concepts, this chapter explains how to log on to a QPS Server, change your password, check assets in and out, assign assets, search for assets, get read-only copies of assets, save revisions of assets, and set application preferences. UNDERSTANDING HOW QPS WORKS QPS provides the tools for teams of people to integrate their writing, designing, and editing skills and produce content for audiences to view and read. This section describes how QPS works in practice. An ideal publishing workflow looks like a linear progression from start to finish. But in truth, the process often requires changes, and QPS accommodates these changes. QPS SERVER AND QPS CLIENT APPLICATIONS The full QPS software suite includes a QPS Server that tracks all assets and a collection of client applications for writers, designers, artists, editors, and managers to work on assets. QPS users transfer assets to one another using client applications, and QPS Server dynamically maintains a record of this activity for all QPS users to see. ADMINISTERING A QPS WORKFLOW The QPS administrator defines the workflow configuration. The structure of the content might include project types (for example, advertisements and brochures), which can be further subdivided according to the clients for whom the group creates ads and brochures. The QPS administrator creates the list of workgroup users and assigns each user to a specific role that governs the privileges available to that user. The QPS administrator also controls where assets are stored, the progression of steps in the workflow, default specifications for new assets, and the attributes (descriptive metadata fields such as name and due date) that are attached to every asset in a QPS workflow. All QPS users can track assets based on these attributes. ASSIGNING AND MANAGING ASSETS FROM QXP A QPS workgroup for a brochure might include a QuarkXPress user responsible for page layout, a QuarkCopyDesk user who writes the brochure copy, a graphic artist who uses an image-editing application, and a remote editorial manager who uses QPS Web Hub to work on text through a Web browser. A GUIDE TO QPS

42 3: QPS CONNECT CLIENT TASKS QPS Server is the central repository of QPS. QPS users connect to QPS Server from QPS clients, which include QPS Connect Client, QuarkXPress (with QPS XTensions software), QuarkCopyDesk (with QPS XTensions software), and a Web browser with QPS Web Hub. Let's consider a sample workflow. Note that this is only a sample; different organizations set up their QPS workflows in different ways. In this workflow, the QuarkXPress user often works as the content manager through which all other work flows. The layout artist uses QuarkXPress to create the page layout by drawing boxes for text and graphics. Once the layout artist has created the page, he or she checks it in to QPS Server. The layout is now backed up on the server, and every time the layout artist checks it out and back in, a new revision is created. The layout artist checks in the layout. Using QPS, the layout artist assigns articles to QuarkCopyDesk users and picture boxes to artists working in image-editing applications. The writers and artists receive notification of these assignments, which can also include instructions and other useful information in the attributes for the asset. Here, a designer has been assigned to create a picture asset, and a writer has been assigned to write the brochure text. 42 A GUIDE TO QPS 7.4

43 3: QPS CONNECT CLIENT TASKS The designer receives the picture assignment, and the writer checks out the article in QuarkCopyDesk. It is important to note that an article created from a layout comes with geometry, which is a description of the article's size and shape within the layout. Geometry tells the writer exactly how much space he or she has to fill. Having received their assignments, writers and artists can now do their part to complete the layout. The designer creates the picture, and the writer writes the text. The designer creates a picture to the layout artist's specifications, and the writer writes an article of the appropriate length. Next, the designer and writer check in their work to update QPS Server. Now, like the layout, the picture and article are backed up in a central location, and revisions of the assets will be saved. When the layout artist refreshes the layout, the layout updates to show the work of the designer and the writer. A GUIDE TO QPS

44 3: QPS CONNECT CLIENT TASKS Once checked in, pictures and articles can be viewed in the layout with which they are associated. So far we've been looking at a linear workflow. However, workflows are not always linear. For example, what happens if the layout artist decides that the picture should be larger and the text should be shorter? If a layout artist changes the size of a text box in an assigned article, QPS can automatically update the page geometry to reflect the new size of the box. The writer can then add or remove text to fit the updated page design. The layout artist updates the layout in QPS. This automatically updates the geometry in the article. QPS notifies the writer of the change. The writer updates the text to fit the available space, checks in the article, and all is well. 44 A GUIDE TO QPS 7.4

45 3: QPS CONNECT CLIENT TASKS The writer updates the text to match the updated geometry and checks in the article. The layout updates to show the updated text. Now, let's assume the copyeditor assigned to fact checking is in another location, and does not have access to the network where QPS Server is running. The copyeditor can simply launch a Web browser, log in through QPS Web Hub, check out the story, and do the copyediting. And because QPS Web Hub is aware of article geometry, the copyeditor knows exactly how much space is available. The remote editor copyedits the article using QPS Web Hub. As mentioned above, this layout-driven workflow is only one option. An organization might instead choose to use a content-driven workflow, where the designer and writer do their work first, and the layout artist then designs the layout to fit the content. In such a workflow, the designer creates a picture and checks it in with QPS Connect Client, and the writer creates an article from scratch in QuarkCopyDesk and then checks it in with the QPS XTensions software. A GUIDE TO QPS

46 3: QPS CONNECT CLIENT TASKS When this is done, the layout artist creates a layout and attaches the picture to the layout by dragging the file icons from the Search Results palette to a picture box. The layout artist can use the same method to attach the text of the article to a text box. In addition, QuarkXPress users can attach the same article in separate QuarkXPress projects. The first attachment is called the "primary attachment," and all other attachments are "secondary attachments." If the article content changes, all instances are updated. While working on an assignment, a QPS user can update the entire workgroup with the current state of that assignment by using the Save Revision command. This command updates QPS Server with the most current version of the assignment. For example, if a QuarkCopyDesk user finishes four of five sections in a brochure assignment and then chooses Save Revision, the editor can open a read-only copy of the text and preview it before the assignment is complete. ROUTING AND TRACKING Many QPS workflows include a sequence of hand-offs from one team member to another. In QPS, this is called routing. For example, when a QuarkCopyDesk user completes an assignment, he or she might route the asset to an editor who reads first drafts. Using QPS Web Hub or QuarkCopyDesk, this first-draft editor might finish the job and route the asset to a copyeditor, who in turn might route it to a managing editor. As the asset moves from workgroup member to workgroup member, other team members can track the asset's movement using the QPS search interface. The QPS Copytasting feature lets users view the first 255 characters in a QuarkCopyDesk article in the Search Results palette. Users can also view a list of all revisions of an asset, open a read-only copy of any revision, open a read-only copy of any current asset, and Get (retrieve) a fully editable copy of any asset tracked by QPS. AUTOMATING OUTPUT AND EXPORT Organizations often report that the final step in the publishing process output requires too much time and money to accommodate last-minute changes. QPS users can streamline much of the output process by using the Quark Job Jackets controls within QuarkXPress and QPS Server to eliminate problems before the output stage. For final output, QPS provides three ways to automate tasks. Within QuarkXPress and QuarkCopyDesk, users can create output styles that specify every aspect of output. With an output style, a single action can trigger output for one or more assets. Working with the QPS Script Manager application for QPS Server, administrators can write scripts that automate output based on conditions within the QPS workflow. For example, when a user changes the status of a QuarkXPress project to "Ready for Output," an automated script can output or export the project in any of the supported formats (PostScript, PDF, PDF/X 1a,PDF/X 3, SWF, PPML, XML, or native QuarkXPress or QuarkCopyDesk format). If an organization requires more automation, the open architecture of QPS allows third-party developers to fine-tune the output process with XTensions software. ARCHIVING AND RESTORING When a project like the brochure described above is complete, all the assets can be gathered for archiving within QPS. If the designer needs to revise the brochure or create a similar project in the future, he or she can use the QPS Restore function to access the content. 46 A GUIDE TO QPS 7.4

47 3: QPS CONNECT CLIENT TASKS LOGGING ON You must log on to a QPS Server to access assets on that server. The Log On dialog box displays when you launch the QPS Connect Client application, QuarkCopyDesk, or QuarkXPress. QPS Web Hub users log on through the QPS Welcome screen that displays in the Internet browser window when the user enters the correct URL. If you do not log on at launch, note that Log On displays in the QPS Connect Client menu for QPS Connect Client, the QPS menu for QuarkXPress and QuarkCopyDesk, and the Welcome screen of the QPS Web Hub application. Use the Log On dialog box to access your QPS Server and, if necessary, change your password. The values in the User Name and Password field are defined for each user by the QPS administrator. For QPS sites that use Lightweight Directory Application Protocol (LDAP) to manage user lists, QPS users log on with their network user names and passwords. Log-on passwords may or may not be case-sensitive, depending on the QPS administrator's specifications. The Server Name drop-down menu displays Enter the Server Name by default. But after you have logged on to one or more QPS Servers, the Server Name drop-down menu displays the machine names and IP addresses of separate QPS Servers (if your site runs more than one QPS Server). Choose an option from the drop-down menu or enter the QPS Server's IP address and port number in the fields that display. To automatically enter your user name and password the next time you log on, check Remember Me. To bypass the Log On dialog box the next time you log on, check Do Not Show This Dialog Box Again and Remember Me. If you want the Log On dialog box to display again the next time you choose the command, choose QPS Connect Client/Edit > Preferences, click the Startup Mode icon, and uncheck Do Not Display Log On Dialog Box. A GUIDE TO QPS

48 3: QPS CONNECT CLIENT TASKS To change your password, click the Change Password button. Enter your old password, your new password, and confirmation of your new password. CREATING ASSETS (QCD AND QXP) In addition to creating QuarkCopyDesk articles and QuarkXPress projects according to application defaults (File > New), QuarkCopyDesk and QuarkXPress users who are logged on can create assets with default settings defined in QPS Server. For QuarkCopyDesk, the command is File > New > From <Subcategory>. For QuarkXPress, the command is File > New > <Main Category Project>. If a main category includes multiple Quark Job Jackets files, you can choose the ticket when you create a project. CHECKING IN ASSETS Although the fields in the Check In dialog box may vary, the check-in process is fundamentally the same for all QPS client applications. The steps vary slightly if you are checking in an asset you have checked out or if you are checking in an asset for the first time. You can also use the Check In Other command to check in files in third-party formats (not QuarkCopyDesk articles or QuarkXPress layouts). CHECK IN COMMAND The Check In command is available as a menu command and an icon. 1 Open the asset you want to check in to QPS Server. 2 Choose Actions > Check In or select the checked-out asset in the QPS Connect Client toolbar and click the Check In button. The Check In dialog box displays. 48 A GUIDE TO QPS 7.4

49 3: QPS CONNECT CLIENT TASKS Use the Check In dialog box to add an asset to QPS Server (or return a checked-out asset to QPS Server control). 3 Choose a target category from the <Main Category Name> drop-down menu and a target subcategory from the <Subcategory Name> drop-down menu. (<Main Category Name> and <Subcategory Name> refer to the levels in your QPS workflow. See "Defining content structure" for information about choosing terminology for your workflow.) If you change the main category or subcategory for an asset that has already been checked in to QPS Server, a confirmation alert displays. If a field in the source main category or subcategory does not exist in the target main category or subcategory, the information in that field is lost. 4 To indicate the asset's current status, choose an option from the Status drop-down menu. 5 To send the asset to a particular user or group, choose an option from the Route to drop-down menu. (Note that if your workflow relies on automatic status-based routing, the Route to drop-down menu value may change automatically when you choose an option from the Status drop-down menu.) If you do not choose any name from the Route to drop-down menu when you check in an asset for the first time, the asset is routed to No One. Assets are also routed to No One if you choose a main category or subcategory that does not contain the user to whom the asset was previously routed. 6 Use the Revision Comment field to enter a revision comment for the version of the asset you are checking in. The revision comment will be stored with the asset. 7 Modify any other available attribute fields as appropriate. Note that access to these attribute fields is determined by your privileges. A GUIDE TO QPS

50 3: QPS CONNECT CLIENT TASKS 8 Click OK. When the check-in process completes, QPS Server deletes the local copy of the asset. The Check In dialog box also contains a list of multiple assets when you choose Check In Other in QPS Connect Client or when you choose Check In Project With Pictures in QuarkXPress when a project contains at least one imported picture. CHECK IN OTHER COMMAND The Check In Other command lets you check in file types other than QuarkCopyDesk articles and QuarkXPress projects. To use the Check In Other command, click the Check In Other button. (QPS Connect Client users can also choose Actions > Check In Other). Then navigate to the target asset and follow the procedure in the "Check In command" section. The Last Modified and Last Modifier attributes indicate the name of the user who checks in a file, as well as the time and date the file is checked in. QPS Web Hub users can use the Check In Other command to check in QuarkXPress projects and QuarkCopyDesk articles that have not been checked in to QPS Server. QPS Connect Client users cannot check in QuarkXPress projects and QuarkCopyDesk articles. CHECK IN MULTIPLE ASSETS You can check in multiple assets in one check-in process with QPS Connect Client, QuarkXPress, and QuarkCopyDesk. The process is different if you are checking in assets you have checked out or if you are using the Check In Other command to check in new assets. You cannot check in QuarkXPress projects or QuarkCopyDesk articles from QPS Connect Client. 1 To check in new assets using QPS Connect Client, choose Actions > Check In Other. In QuarkCopyDesk and QuarkXPress, display a Search Results palette and click Check In Other. A directory dialog box displays for you to select one or more assets. QuarkXPress projects and QuarkCopyDesk articles are unavailable for QPS Connect Client users. 2 You can select a range of assets or non-consecutive assets in the list. To select a range of assets, press Shift, select the first asset in the range, select the last asset in the range, then click Open. To select non-consecutive assets in the list, press Command/Ctrl, select an asset, select one or more other assets you want to check in, then click Open. 50 A GUIDE TO QPS 7.4

51 3: QPS CONNECT CLIENT TASKS The Check In dialog box lists the assets on the left. Articles, pictures, and other files are listed in separate groups. 3 Select an asset in the list on the left, and modify the attribute information on the right. The asset selection on the left determines the attribute options on the right. You can specify attributes once for multiple assets in a group. 4 After you specify attributes for the assets, click OK. 5 To check in multiple assets you have checked out, select the assets in the Search Results palette and click Check In. The Check In dialog box displays sequentially for each asset. If QPS Connect Client users select checked-out QuarkXPress projects or QuarkCopyDesk articles in addition to other checked-out files, the articles and projects are not included in the sequence of Check In dialog box displays. See "Check In command" for more information about the Check In dialog box. CHECK IN PROJECT WITH PICTURES If a checked-out project contains imported pictures, you can attach the pictures and check them in when you check in the project by choosing QPS > Check In Project With Pictures. This command allows you to specify QPS attributes for each imported picture. See "Check in multiple assets" for more information about the Check In dialog box for multiple assets. 1 In QuarkXPress, open a project that contains at least one imported picture. 2 Choose QPS > Check In Project With Pictures. The Check In dialog box displays with the project name and picture names in separate groups on the left. If the project contains only one imported picture, the picture name displays below the project name. 3 Click the project name at the top of the list. The available attributes apply to the project. 4 Click one or more pictures in the Pictures group. The available attributes apply to the pictures. A GUIDE TO QPS

52 3: QPS CONNECT CLIENT TASKS 5 Follow the instructions in the "Check In command" section to check in the project and its imported pictures. ASSIGNING ASSETS: QPS CONNECT CLIENT QPS Connect Client users can make seven kinds of assignments from the Actions > Assign submenu. To make an assignment from QPS Connect Client: 1 Click Workspace in the QPS Connect Client window. 2 Choose an option from the Actions > Assign submenu. Use the Assign submenu to create article, graphic, and QuarkXPress project assignments. 3 To assign a text file, choose Text File. Use the Assign Text Article dialog box to create a text file assignment. 52 A GUIDE TO QPS 7.4

53 3: QPS CONNECT CLIENT TASKS 4 To assign a graphic file, choose Graphic. Use the Assign Graphic dialog box to create a graphic file assignment. 5 To assign a QuarkCopyDesk article based on QPS Server default settings, choose QuarkCopyDesk Article > From Defaults. A GUIDE TO QPS

54 3: QPS CONNECT CLIENT TASKS Use the Assign QuarkCopyDesk Article dialog box to create a text file assignment based on QPS Server article dimensions. 6 To assign a QuarkCopyDesk article based on an existing QuarkCopyDesk article, choose QuarkCopyDesk Article > From Article. Use the Assign QuarkCopyDesk Article dialog box to select a QuarkCopyDesk article for an assignment. 7 To assign a QuarkCopyDesk article based on a QuarkCopyDesk template, choose QuarkCopyDesk Article Template. 54 A GUIDE TO QPS 7.4

55 3: QPS CONNECT CLIENT TASKS Use the Assign QuarkCopyDesk Article Template dialog box to select a QuarkCopyDesk template for an assignment. 8 To assign a QuarkXPress project based on an existing QuarkXPress project, choose QuarkXPress Project. Use the Assign QuarkXPress Project dialog box to select a QuarkXPress project for an assignment. 9 To assign a QuarkXPress project based on an existing QuarkXPress template, choose QuarkXPress Project Template. Use the Assign QuarkXPress Project Template dialog box to select a QuarkXPress template for an assignment. You can click the Assign button in the Workspace toolbar to access the Assign submenu. A GUIDE TO QPS

56 3: QPS CONNECT CLIENT TASKS When you create a graphic assignment, QPS Connect Client checks in a placeholder image that can be opened in an image-editing application and replaced with picture content. The Content Creator field is empty when you check in a placeholder. ASSIGNING ASSETS: QXP When you route an asset to another user, you effectively assign it to that user. But Assign is also a specific command in the Project Attachments and Search Results palettes in QuarkXPress. To assign an asset from QuarkXPress: 1 Open or display a QuarkXPress project. 2 Draw a text box or picture box. 3 Display the Project Attachments palette (Window menu) or Search Results palette (QPS menu). 4 With the box selected, click the Project Attachments or Search Results palette and choose Assign. If you selected a picture box before choosing Assign, the Assign Picture Options dialog box displays with options to assign a picture asset or a picture component of a QuarkCopyDesk article. Choose an option and click OK. The Check In dialog box displays. If you selected a text box before choosing Assign, the Check In dialog box displays. Follow the instructions for "Check In command." When you drag an article from the Search Results palette to a text box in a QuarkXPress project, the Assign Article dialog box displays, which allows you to enter asset attribute information and specify a page picture. When you drag a picture from the Search Results palette to a picture box in a QuarkXPress project, the Assign Picture Options dialog box displays. If you choose Assign as Picture File, the Assign Picture dialog box displays, which allows you to enter asset attribute information. If you choose Assign as QCD Article, the Check In dialog box displays, which allows you to enter asset attribute information and specify a page picture. PERFORMING A SEARCH You can use a variety of methods to search for assets in QPS. You can click the Assignments tab to display all assets routed to you. You can click New Search to specify parameters for a new search. And you can choose from predefined search operations that you have created or that other users have shared with you. To create a new search: 1 In the QPS Connect Client, click the Workspace pane. 2 Click New Search in the toolbar. In QuarkXPress and QuarkCopyDesk, choose QPS > New Search Results Palette. In QPS Web Hub, click New Search in your browser window. For all QPS applications, search controls display, and a new tab displays at the bottom of the Search Results palette. 56 A GUIDE TO QPS 7.4

57 3: QPS CONNECT CLIENT TASKS Clicking New Search creates a new Search Results tab. 3 Use the drop-down menus at the top of the window to specify search criteria. Choose a file type, main category, and subcategory from the three drop-down menus in the Find Items search criteria row. This row should read like a sentence. For example, "Find items of all File Types in all <main category names> in all <subcategory names>" finds all assets on QPS Server. To narrow the search, click the Ellipsis button, then specify more specific search criteria in the Select Type dialog box (More Criteria dialog box in QPS Web Hub). The Name row displays by default. A GUIDE TO QPS

58 3: QPS CONNECT CLIENT TASKS Use the Select Type dialog box to create specific search criteria. To add a row of search options, click +. The Where row displays with a drop-down menu that includes all the attributes available in the main categories and subcategories selected in the Find Items parameter row. The attribute type you choose from the first drop-down menu determines which options are available in the other two controls in the row. To specify inclusive or exclusive criteria, choose And or Or. Choosing And narrows your search. Choosing Or widens your search. To make a search more specific, add rows to the search definition and choose and. To delete a row, click for that row. When you finish defining your search criteria, you can click Count to see how many assets match the criteria. If the Count value is too high, you can refine your search and save time by displaying a smaller search. 4 To execute the search, click Go. The search results display. 58 A GUIDE TO QPS 7.4

59 3: QPS CONNECT CLIENT TASKS The assets that meet your search criteria display in the Search Results area. To save a search for future use, click Save and specify a name for the search. The search name is added to the Manage Saved Searches dialog box and the Search drop-down menu. To execute the current search operation again, click Refresh in the workspace toolbar. PERFORMING FULL TEXT SEARCH When you add the Quick Search control to the Search Results palette, you can search according to asset names, the contents of assets, or a combination of asset names and content. 1 Add the Quick Search control to the Workspace toolbar. See "Customize Workspace toolbar display" for instructions. 2 Click the Quick Search control to display the Quick Search drop-down menu. Use the Quick Search control to search according to asset name, asset content, or asset name and content. 3 Choose an option from the drop-down menu. Choose Name to search according to asset name exclusively. Choose Content to search according to asset content exclusively. Choose Name and Content to search according to asset name and content. 4 Enter text in the Quick Search field and press Enter. The Search Results palette displays the results of your Quick Search. 5 To refine your full text search, you can use the following in the Quick Search field: Phrase search: You can specify exact wording for more than one word by enclosing your phrase in quotation marks, such as "Bike History." A space between words in a phrase functions like the "AND" operator. Proxmity search: Use "~<number of words>" after a phrase search to specify the number of words that can exist between the words in your phrase. For example, if you enter "Bike History" ~10, the search will find instances of "Bike" and "History" within 10 words of each other. A GUIDE TO QPS

60 3: QPS CONNECT CLIENT TASKS Wildcard search (single character): Use "?" to specify a search with a single wildcard character, such as "r?de" to find "ride" and "rode." Wildcard search (multiple characters): Use "*" to specify a search with multiple wildcard characters, such as "ride*" to find "rider" and "riders." Fuzzy search: Use "~" to specify a search with a range of possibitlies for a single word, such as "gearing~" to find "hearing," "gears," and "gearing." Boolean operators (AND): You can narrow a search by using the "AND," "&&," and "+" operators to search for exact word combinations. For example, you can search for "Bike" and "History" by entering Bike AND History in the Quick Search field. Use "+" before search terms to search for one mandatory term and another possible term. For example, use +Bike History to find instances where "Bike" exists and "History" might or might not exist. Boolean operators must be entered in ALL CAPS. Boolean operators (OR): You can expand a search by using the "OR" operator to search for one or more words. For example, if you enter "Bike" OR "History" in the Quick Search field, the results can include one or both words. By default, a space between search terms works like the "OR" operator. Boolean operators (NOT): You can limit a search by excluding certain words after "NOT" in the Quick Search field. For example, if you enter "Bike History" NOT "History of Skiing," the search results will not include the "History of Skiing" text string combinations. You can use "!" or "-" instead of "NOT." You cannot use the "NOT" operator with a single term, such as NOT "Bike History." MANAGING SEARCHES Use the Manage Saved Searches dialog box to create, edit, share, duplicate, rename, and delete searches. To display this dialog box, click Saved Searches in the Workspace toolbar and choose Manage or choose Search > Saved Searches > Manage. 60 A GUIDE TO QPS 7.4

61 3: QPS CONNECT CLIENT TASKS Use the Manage Saved Searches dialog box to create, modify, duplicate, share, and delete searches. To create a search, click New. The Edit Search dialog box displays. Enter a name in the Search Name field, and then specify search criteria according to the instructions for "Performing a search." Click Save, then click Done to close the Manage Saved Searches dialog box. To edit an existing search, select a search in the Manage Saved Searches dialog box and click Edit. The Edit Search dialog box displays. Update the criteria, then click Save. Click Done to close the Manage Saved Searches dialog box. To share a search with other members of your QPS workgroup, select the search name and click Share. Then use the controls in the Select the Users to share the saved searches with dialog box to choose the users with whom you want to share the search. To duplicate a search, select the search name and click Duplicate. A new search with the word "Copy" added to the name displays in the Saved Searches area. To rename a search, select the search name and click Rename. The search name becomes editable. To delete a search, select the search name and click Delete. Only the user who shares a search can modify it. Other users can delete the shared search from their lists, but they cannot edit the search. USING THE QUICK SEARCH FEATURE You can quickly find QPS assets with the Quick Search feature, regardless of the active application. To use the Quick Search feature on Mac OS, you can click the Quick Search magnifier icon on the right side of your menu bar. You can add the Quick Search icon to the Search Results palette toolbar in QPS Connect Client, QuarkCopyDesk, and QuarkXPress. The Quick Search icon does not display in your menu bar when QuarkXPress or QuarkCopyDesk is the active application. A GUIDE TO QPS

62 3: QPS CONNECT CLIENT TASKS CHECKING OUT ASSETS To check out an asset, use one of the following methods. CHECKING OUT AN ASSET: QPS CONNECT CLIENT To check out an asset in QPS Connect Client, click the Check Out icon in the QPS Connect Client Workspace toolbar or choose the Check Out command in the Actions menu. CHECKING OUT AN ASSET: QCD To check out an asset in QuarkCopyDesk, choose QPS > Check Out Article. The Check Out dialog box displays. Select the search and asset options in the Check Out dialog box. Select a saved search from the drop-down menu. Then select the asset in the list and click Check Out. You can select an article in the Search Results palette, and click Read-Only to open a read-only copy of the article. CHECKING OUT AN ARTICLE OR PROJECT: QXP To check out an article in QuarkXPress, select the text box in the project that contains the article and choose Check Out Article (QPS menu). You can also click the Check Out button in the Search Results palette. To check out a project in QuarkXPress, deselect all active items (or close all projects) and choose Check Out Project (QPS menu). Then select the target project asset in the Check Out dialog box and click Check Out. You can also click the Check Out, Open, or Display button in the Search Results palette. You can select a project and click Read-Only to open a read-only copy of the project. 62 A GUIDE TO QPS 7.4

63 3: QPS CONNECT CLIENT TASKS USING THE "OTHER" SEARCH: QCD AND QXP You can create a search by choosing Other from the drop-down menu at the top of the Check Out dialog box. You can use this search once, or you can save it with your other searches. 1 Choose Other. The Edit Search dialog box displays. Use the Edit Search dialog box to specify search criteria. 2 To save the search, enter a name in the Search Name field, specify search criteria, and click Save to execute and save the search. If you do not want to save the search, click Go after you specify criteria. 3 Select a file and click Check Out. CANCELLING A CHECKOUT To cancel a checkout of an asset, select the asset in the Workspace window and click Cancel Checkout. The asset is removed from your computer and any changes made since checkout are discarded. However, if you made any changes, an alert notifies you that your changes may be lost. If you saved a revision of the asset on QPS Server, the revision becomes the current version. USING READ-ONLY TO VIEW AN ASSET To open a read-only version of an asset, select it in the Workspace window and click Read-Only. The read-only asset is copied to your local files folder and the asset opens in read-only mode. If you want to create a file based on a read-only copy, choose File > Save As to create a new asset. If you want to check the asset in to QPS Server, you hust have the privilege to check in new files. In QuarkCopyDesk and QuarkXPress, you can click the Read-Only button in the Check Out dialog box to open an asset in read-only mode. USING GET TO GET COPIES OF ASSETS To create a copy of a QPS asset and move the copy to your workstation, select it in the Workspace window and click Get. The Save/Browse for Folder dialog box displays. Use this dialog box to specify where you want the file to be stored on your computer while you work on it. A copy of the asset with no ties to QPS is created in the folder you specify. A GUIDE TO QPS

64 3: QPS CONNECT CLIENT TASKS VIEWING AND EDITING ATTRIBUTE INFORMATION You can view and edit an asset's attributes in the Check In, Save Revision, and Edit Attribute dialog boxes. If you want to view and edit attributes without opening an asset, use the Edit Attribute command in the Search Results palette. To use Edit Attribute: 1 Select the asset in the Workspace window and click Edit Attribute. The Edit Attributes dialog box displays. Use the Edit Attributes dialog box to view and edit an asset's attributes without checking out the asset. Non-editable attributes are either automatically maintained by the application or restricted based on user privileges or status. You can view all attributes, but you might not be able to edit all of them. Changing an asset's status can change the Route to value if an automatic rule applies. A change in status can change the QPS constraints specified for the asset type. 2 When you finish editing attributes, click OK. This feature is particularly useful if you want to route an asset to a different user without checking out the asset and creating another revision. Five of the most important asset attributes display in the Information area of the Preview pane in the Search Results palette. You can click More Information to display the More Information dialog box, which includes all the visible asset attributes. 64 A GUIDE TO QPS 7.4

65 3: QPS CONNECT CLIENT TASKS SAVING A REVISION OF AN ASSET To update QPS Server with your most recent changes to an asset, use the Save Revision command. To save a revision of the active article in QuarkCopyDesk, choose QPS > Save Article Revision. To save a revision of the checked-out and active article or project in QuarkXPress, choose QPS > Save Article Revision or QPS > Save Project Revision. To save a revision of the active asset in QPS Connect Client, click Save Revision in the QPS Connect Client toolbar. Use the Save Revision dialog box to update QPS Server so other users can see current content while you continue to work on the asset. CUSTOMIZING THE WORKSPACE WINDOW To specify the columns you want to display in the Search Results palette, Control-click/right-click on any column header and choose Custom. The Configure Columns tab displays. A GUIDE TO QPS

66 3: QPS CONNECT CLIENT TASKS Use the Configure Columns tab to choose which attribute columns display in the QPS Connect Client window. Check the attribute columns you want to display, and uncheck the attribute columns you want to hide. You can check and uncheck the individual columns you want to show and hide, or use the Select All check box to select all or none of the attributes. Check Change Views in All Windows Immediately to update the QPS Connect Client display in all Search Results palette tabs and windows and show the attribute column configuration. Check Remember Column Changes to maintain the column display. SPECIFYING SEARCH RESULT DISPLAY OPTIONS Use the View > Displays submenu or the Display drop-down menu in the Workspace window to specify how search results display. The Name option includes List View (assets displayed by name only), Thumbnails View (assets displayed with thumbnail previews), and Filmstrip View (assets displayed with thumbnail previews and a large preview of the selected asset). PRIVILEGED SEARCH RESULTS DISPLAYS If you have the "Extended Server Data Retrieval" privilege, you can view search results with seven additional options: Choose Project to list search results in a hierarchical structure with QuarkXPress projects at the top and attached assets below the projects that contain them. Choose Project and Page to display search results in a hierarchical structure with QuarkXPress projects at the top. Each page of the project is listed under its project. Articles and pictures attached to the project are listed under their respective pages. If an item attached to a project matches the search, the project and all the other assets attached to the project also display. An article or picture can display under more than one page if it is attached to multiple pages in a project. "Issue" is a system-defined server-level attribute. The Issue attribute can also display as an attribute column in the search results window. 66 A GUIDE TO QPS 7.4

67 3: QPS CONNECT CLIENT TASKS Choose Issue to display search results in a hierarchical structure with issues at the top. The main categories are listed under each issue. QuarkXPress projects are listed under their respective main category. Article and picture assets attached to each project are listed under their respective projects. Choose Issue and Page to view search results in a hierarchical structure with issue at the top. The main categories are listed under each issue. QuarkXPress projects are listed under their respective main categories. Each page of each project is listed under its respective projects. Article and picture assets attached to each layout are listed under their respective pages. Choose Main Category to view search results in a hierarchical structure with main categories at the top. The issues are listed under each main category name. QuarkXPress projects in each issue are listed under their respective issue name. Attachments to each project are listed under their respective project name. Choose Main Category and Page to view search results in a hierarchical structure with main categories at the top. The issues are listed below each main category name. QuarkXPress projects in each issue are listed under their respective issue name. The project pages are listed under their respective project name. Attachments to each project page are listed under their respective pages. Choose Custom to display search results in a hierarchical structure based on four levels of attributes you specify. Choosing Custom displays a window with three tabs: Configure Columns, Group By, and Show Attachments. Specify the display hierarchy in the Group By tab. ATTACHED AND UNATTACHED ITEMS When you use the privileged search result displays, QPS assets that match your search criteria but are not attached to projects are listed under the Unattached Items attribute (within the Name attribute). QPS assets that match your search criteria but are attached to QuarkXPress projects that have never been checked in to the system are listed under the Attached to other projects attribute (in the Name attribute column). Attached assets can display under multiple projects if they are attached to multiple projects. SETTING QPS CONNECT CLIENT PREFERENCES To set QPS Connect Client preferences, choose QPS Connect Client/Edit > Preferences. Use the dialog box to specify Workspace and alert display options, file management rules, and other defaults. Most preferences are stored on QPS Server, so they apply to the user name you enter when you log on, regardless of the workstation settings. For example, if you specify a font to display in the Search Results palette and then log on from a different computer where the font is not installed, the Search Results palette displays the default system font for that computer instead. GENERAL PANE The General pane includes three tabs: Basic, Notification, and Mouse Settings. BASIC TAB The Basic tab of the General pane includes basic QPS Connect Client preferences. A GUIDE TO QPS

68 3: QPS CONNECT CLIENT TASKS Choose QPS Connect Client/Edit > Preferences > General and click Basic to specify defaults for handling asset deletions, storing files, and displaying measurements. Uncheck Delete the Asset Copy from Your Local System on Check-in to always retain original files when you use the Check In Other command. If you check Delete the Asset Copy from Your Local System on Check-in, a warning message displays every time you use the Check In Other command, enabling you to retain or delete the selected file. Check Global Warning: Always Warn Before Deleting Any Asset to display a warning each time you delete a QPS asset in QPS Connect Client. To specify how QPS Connect Client responds when you attempt to delete checked-out assets and assets attached to QuarkXPress projects, use the Checked-out Assets and Attached Assets drop-down menus in the Asset Deletion Options area. The controls are identical for both options. Choose Delete Asset Without Warning to delete checked-out or attached assets without displaying a warning. Choose Never Allow Deletion to prevent the deletion of checked-out or attached assets. Choose Ask Before Deleting to display an alert so you can decide each time you delete a checked-out or attached asset. To specify where checked-out and read-only assets are stored temporarily while you work on them, click Browse in the Location Options area and choose a location. The path will display in the Checked-out Assets field. To specify the horizontal and vertical measurements units used for your QPS workflow, choose options from the Horizontal Units and Vertical Units drop-down menus (Inches, Inches Decimal, Picas, Points, Millimeters, Centimeters, Ciceros, and Agates). Check Apply Status-based Privilege Changes to Subsequent Statuses to maintain privilege settings specified at the status level when subsequent statuses are selected for an asset. NOTIFICATION TAB The Notification tab of the General pane includes notification-related QPS Connect Client preferences. 68 A GUIDE TO QPS 7.4

69 3: QPS CONNECT CLIENT TASKS Choose QPS Connect Client/Edit > Preferences and click Notification to specify how you're notified of assignments. To specify how you want to be notified of assets routed to you while you're logged on, use the controls in the Assignment Notification area. Check Audio Alerts to hear a sound when an asset is routed to you. Check Dialog Box Alerts to display a dialog box that identifies the asset (or assets) routed to you. MOUSE SETTINGS TAB To specify what happens when you double-click an asset in the Workspace window, click the drop-down menu in the Double-click Options area and choose Check Out, Edit Attributes, or Read-Only. A GUIDE TO QPS

70 3: QPS CONNECT CLIENT TASKS Choose QPS Connect Client/Edit > Preferences and click Mouse Settings to specify what happens when you double-click an asset in the QPS Connect Client Workspace window. WORKSPACE PANE The Workspace pane includes controls for how revision comments, asset previews, and text in the Workspace window display. Choose QPS Connect Client/Edit > Preferences and click Workspace to specify how assets and revision comments display. 70 A GUIDE TO QPS 7.4

71 3: QPS CONNECT CLIENT TASKS To specify the font and font size displayed for assets in the Workspace window, choose options from the drop-down menus in the Font Options area. On Mac OS, if you choose a font that does not have a bold version, the enhanced search displays show all headings in plain text. For example, if you choose the Issue and Page display option, Unattached and <Main Category Name> do not display in bold. To add a search tab to your Workspace window or open a new search window when you perform a search, choose an option from the Choose Display drop-down menu in the Search Results area. To specify how revision comments are displayed when you check out an assignment, choose Always or Never from the drop-down menu in the Revision Comments area. To control the size of thumbnail previews of assets in the Workspace window, adjust the slider in the Thumbnail Size area. STARTUP MODE PANE The Startup Mode pane provides controls for logging on when you launch QPS Connect Client. Choose QPS Connect Client/Edit > Preferences and click Startup Mode to specify log-on procedures and the initial display of the QPS Connect Client window. If you checked Remember Me in the Log On dialog box, you can check Do Not Show Log On Dialog Box to automatically log on to QPS when you launch QPS Connect Client. This check box is also included at the bottom of the Log On dialog box. Choose an option in the Default Startup Mode area to specify how QPS Connect Client starts up the next time you launch the application. Options include Remember My Last Mode and Do Not Remember My Last Mode. ARCHIVE PANE The Archive pane provides controls for handling revisions and deleting assets when archiving assets. A GUIDE TO QPS

72 3: QPS CONNECT CLIENT TASKS Choose QPS Connect Client/Edit > Preferences and click Archive to specify default settings for archiving assets. REPLICATION PANE The Replication pane provides controls for handling revisions and deleting assets when replicating assets. Choose QPS Connect Client/Edit > Preferences and click Replication to specify default settings for replicating assets. SETTING QPS PREFERENCES: QCD You can use the Quark Publishing System pane in the Preferences dialog box (QuarkCopyDesk/Edit menu) to specify default behaviors for handling QPS assets, 72 A GUIDE TO QPS 7.4

73 3: QPS CONNECT CLIENT TASKS assignments, and search parameters. Except for the Use Default Path for Check out files and Do not show Log On Dialog preferences, all other QPS preferences are stored on QPS Server. Preference settings apply to the user name you enter when you log on, regardless of the workstation settings. QCD PREFERENCES: GENERAL To specify how QuarkCopyDesk responds when you attempt to delete checked-out assets and assets attached to QuarkXPress projects, use the controls in the Asset Deletion Options area. The controls are the same for checked-out assets and attached assets. Choose Always Warn Before Deleting to display an alert when you delete checked-out or attached assets. Choose Never Warn Before Deleting to delete checked-out or attached assets without displaying a warning. Click Ask Before Deleting to display an alert each time you delete a checked-out or attached asset. Uncheck Delete the Asset Copy from Your Local System on Check-in to always retain original files when you use the Check In Other command. If you check Delete the Asset Copy from Your Local System on Check-in, a warning message displays every time you use the Check In Other command, enabling you to retain or delete the selected file. Check Global Warning: Always Warn Before Deleting Any Asset to display a warning each time you delete a QPS asset in QuarkCopyDesk. To specify where you temporarily store QuarkCopyDesk articles while you work on them, click Browse in the Use Default Path for Check out Files area. Navigate to the folder and click Choose/OK. Use the General pane of the Preferences dialog box to specify local asset storage and default behavior when deleting assets. QPS PREFERENCES IN QCD: NOTIFICATION The Notification pane lets you determine how you want to be notified of assets routed to you while you're logged on. Check Audio Alerts to hear a sound when an asset is routed to you. Check Dialog Box Alerts to display a dialog box that identifies the asset (or assets) routed to you. A GUIDE TO QPS

74 3: QPS CONNECT CLIENT TASKS Use the Notification pane of the Preferences dialog box to specify how you are notified of assignments. QPS PREFERENCES IN QCD: MOUSE SETTINGS The Mouse Settings pane lets you specify what happens when you double-click an asset in the QuarkCopyDesk search palette. Click Edit Attribute, Check Out, or Read-only. Use the Mouse Settings pane of the Preferences dialog box to control what happens when you double-click an asset in the Workspace window. 74 A GUIDE TO QPS 7.4

75 3: QPS CONNECT CLIENT TASKS QPS PREFERENCES IN QCD: DISPLAY The Display pane lets you control the display of revision comments and articles. To control when revision comments display, click Always, New Assignments, or Never in the Revision Comments area. To specify the initial article view when you check out, open, or display a QuarkCopyDesk article, click Keep Last Setting, WYSIWYG, Galley View, or Full Screen. To automatically show invisible characters when you check out, open, or display a QuarkCopyDesk article, check Show Invisibles. To display a graphic representation of the QuarkXPress layout page to which a QuarkCopyDesk article is attached, check Retrieve Page Picture. Use the Display pane of the Preferences dialog box to specify how revision comments and checked-out articles display. QPS PREFERENCES IN QCD: SEARCH PALETTE SETTINGS The Search Palette Settings pane lets you choose the font and font size to display in the search palette and whether new search results display in a tab in a single search palette window or in a separate window. A GUIDE TO QPS

76 3: QPS CONNECT CLIENT TASKS Use the Search Palette Settings pane of the Preferences dialog box to specify default font and behavior for search palette displays. QPS PREFERENCES IN QCD: AUTO LOGOFF The Auto Logoff pane lets you specify the interval of inactivity that must pass before you are automatically logged off. Check Warn before logging off to receive a warning message before you are automatically logged off. If you want to bypass the Log On dialog box the next time you log on to a QPS Server, check Do Not Show this Dialog Box Again and Remember Me in the Log On dialog box. If you want the Log On dialog box to display again the next time you choose the command, choose QuarkCopyDesk/Edit > Preferences, click Auto Logoff in the Quark Publishing System area, and check Do Not Show Log On Dialog Box. 76 A GUIDE TO QPS 7.4

77 3: QPS CONNECT CLIENT TASKS Use the Auto Logoff pane of the Preferences dialog box to specify the interval of inactivity that must pass before you are automatically logged off. SETTING QPS PREFERENCES: QXP You can use the Quark Publishing System pane in the Preferences dialog box (QuarkXPress/Edit menu) to specify default behaviors for handling assets, assignments, and search parameters. Except for the Use Default Path for Check out files and Do not Show Log On Dialog preferences, all other QPS preferences are stored on QPS Server. Preference settings apply to the user name you enter when you log on, regardless of the workstation settings. QXP PREFERENCES: GENERAL To control what happens when you check out or open a QuarkXPress project that contains settings that do not match the Quark Job Jacket file resource settings for QPS Server, click Update, Don't update, Never, or Always in the Update Job Jacket resources area. To specify how QuarkXPress responds when you attempt to delete checked-out assets and assets attached to QuarkXPress projects, use the controls in the Asset Deletion Options area. The controls are the same for checked-out assets and attached assets. Choose Always Warn Before Deleting to display an alert when you delete checked-out or attached assets. Choose Never Warn Before Deleting to delete checked-out or attached assets without displaying a warning. Click Ask Before Deleting to display an alert each time you delete a checked-out or attached asset. Uncheck Delete the Asset Copy from Your Local System on Check-in to always retain original files when you use the Check In Other command. If you check Delete the Asset Copy from Your Local System on Check-in, a warning message displays every time you use the Check In Other command, enabling you to retain or delete the selected file. Check Global Warning: Always Warn Before Deleting Any Asset to display a warning each time you delete a QPS asset in QuarkXPress. To specify where you store checked-out assets while you work on them, click Browse in the Use default path for Check out files area. A GUIDE TO QPS

78 3: QPS CONNECT CLIENT TASKS To automatically align projects and asset attachments, check Change the issue of attached items to match the project. If you change the Issue attribute for a QuarkXPress project and Change the issue of attached items to match the project is checked, the Issue attribute will update accordingly for all the assets attached to the QuarkXPress project. Use the Preferences dialog box to specify QPS settings for QuarkXPress. QXP PREFERENCES: NOTIFICATION The Notification pane lets you determine how you want to be notified when content or geometry is updated and when assets are routed to you while you're logged on. Check Audio alert to hear a sound when an asset is routed to you. Check Dialog Box alert to display a dialog box that identifies the asset (or assets) routed to you. 78 A GUIDE TO QPS 7.4

79 3: QPS CONNECT CLIENT TASKS Use the Notification pane of the Preferences dialog box to specify how you are notified of assignments. QXP PREFERENCES: MOUSE SETTINGS The Mouse Settings pane lets you specify what happens when you double-click a QuarkXPress project or QuarkXPress template in the QuarkXPress Search palette. Click File Info Dialog, Check Out, or Read Only from the QuarkXPress Project and QuarkXPress Template areas. Use the Mouse Settings pane of the Preferences dialog box to specify default behavior when you double-click an asset in the Search Results palette. A GUIDE TO QPS

80 3: QPS CONNECT CLIENT TASKS QXP PREFERENCES: DISPLAY The Display pane lets you control the display of revision comments. To control when revision comments display, click Always, New Assignments, or Never in the Display Revision Comments area. Use the Display pane of the Preferences dialog box to specify how revision comments display. QXP PREFERENCES: SEARCH PALETTE SETTINGS The Search Palette Settings pane lets you choose the font and font size to display in the search palette and whether new search results display in a tab in a single search palette window or in a separate window. Use the fields in the Depth Search area to specify parameters for a default Fit to Text Box Depth search in QuarkXPress. When you select a text box and choose QPS > Saved Searches > Fit to Text Box Depth, QPS calculates the length of the entire text chain (which might include multiple linked text boxes) and then compares this available space with the values in the Longer By and Shorter By fields. Most preferences are stored on QPS Server, so they apply to the user name you entered when you logged on, regardless of the workstation settings. The value in the Longer By field and the available space in the selected text chain equal the maximum article length to be displayed in the Search Results palette when you choose the Depth search. For example, if the Longer By value is two inches and the text chain length is four inches, the search returns articles that are no longer than six inches (the combination of the Longer By setting and the available space). The available space in the selected text chain minus the value in the Shorter By field equals the minimum article length to be displayed in the Search Results palette when you choose the Depth search. For example, if the Shorter By value is two inches and the text chain length is four inches, the search returns articles that are no shorter than two inches (the available space value minus the Shorter By setting). 80 A GUIDE TO QPS 7.4

81 3: QPS CONNECT CLIENT TASKS Use the Search Palette Settings pane of the Preferences dialog box to specify default behavior for search palette displays. QXP PREFERENCES: AUTO LOG OFF The Auto Log Off pane lets you specify the interval of activity that must pass before you are automatically logged off. Check Warn before Logging Off to receive a warning message before you are automatically logged off. Use the Auto Log Off pane of the Preferences dialog box to specify the interval of inactivity that must pass before you are automatically logged off. A GUIDE TO QPS

82 4: CONFIGURING QPS SERVER 4: Configuring QPS Server Users with the Administration role can configure and maintain a QPS workgroup's workflow. In addition to establishing structure for users and the content they generate, Administrators control security, set defaults, specify storage locations, and customize the parameters for tracking every asset in their workflow. DISPLAYING THE ADMINISTRATION PANE If you have Administration privileges, the Administration pane displays when you log on to QPS. When you click the Administration pane, five categories of administrative tasks display on the right side of the Expanded View window. Click the Administration pane to access controls for configuring and maintaining your QPS Server. CONFIGURING STORAGE OPTIONS You can designate one location for all assets in your system, or you can create separate repositories for different file types (for example, one repository for articles and another 82 A GUIDE TO QPS 7.4

83 4: CONFIGURING QPS SERVER repository for pictures). To specify locations for storing your content, select the Administration pane and then click Storage. ADDING REPOSITORIES To add a storage repository: 1 Click the Repository tab in the Administration: Storage window. Use the Repository tab of the Administration: Storage area to view and manage the folders where QPS assets are stored. 2 Click + to display the New Repository dialog box. You can also display the New Repository dialog box by clicking the Add Repository icon at the top of the QPS Connect Client application window. 3 Enter a name for the repository in the Name field. 4 Choose filerepositoryadapter to specify a specific file system directory. 5 Enter the storage location path in the Location field, then click OK to close the New Repository dialog box. The storage location must include read/write permissions. DELETING REPOSITORIES To remove a storage repository, click the Repository tab in the Administration: Storage window, select the repository you want to remove, then click. A warning message prompts you to confirm the deletion. ESTABLISHING RULES FOR REPOSITORIES Rules let you limit each storage repository to a particular file type. To create a rule that associates a file type with a particular repository: 1 Click the Storage Rules tab. Notice the General file type. When you create your first storage repository, a storage rule specifies that all file types are stored in this repository, using the General classification. A GUIDE TO QPS

84 4: CONFIGURING QPS SERVER The Storage Rules tab displays controls for specifying storage repositories for Projects, Pictures, General, Articles, and Others. 2 Click +. The New Rule dialog box displays. 3 Choose Pictures, Projects, All, Articles, or Others from the Asset Type drop-down menu. 4 Choose a repository from the Repository drop-down menu. You can store all file types in a single repository, put two or three file types in a single repository, or designate separate repositories for each file type. DEFINING CONTENT STRUCTURE A QPS Server provides three levels of hierarchy: the server level, the main category level, and the subcategory level. To change the names of the main category and subcategory, select the Administration pane and then click Define Content Structures. 84 A GUIDE TO QPS 7.4

85 4: CONFIGURING QPS SERVER Use the Administration: Define Content Structures controls to name and categorize the content of your workflow. To choose from a set of predefined names, choose options from the Main Category and Subcategory drop-down menus. To use your own terminology, choose Other from one of these drop-down menus and enter your own names in the Define New Main Category or Define New Subcategory dialog boxes. If you delete a main category or subcategory, an alert enables you to switch assets from the deleted content structure to a different main category or subcategory. DEFINING ROLES AND PRIVILEGES All users must belong to a role. A role defines the QPS privileges for its members. ROLES AND PRIVILEGES A role specifies a set of privileges for working within QPS applications. Each QPS user belongs to at least one role. To create, delete, rename, and modify roles and their associated privileges, select the Administration pane and then click Roles and Privileges. A GUIDE TO QPS

86 4: CONFIGURING QPS SERVER Define classifications for different workgroup members in the Administration: Roles and Privileges area. To add a role, click +. A new role displays in the Roles column. The role's available privileges display in a tree in the Privileges area, grouped by application. Check privileges to enable them, and uncheck privileges to disable them. For detailed descriptions of the available resources, see "10: QPS Privileges." To change the name of a role, double-click it. You can also use the toolbar or the contextual menu to rename a role. To make a copy of a role, select the role, then choose Actions > Duplicate, click Duplicate in the QPS Connect Client toolbar, or choose Duplicate from the contextual menu. To delete a role, click. An alert asks you to confirm the deletion. If users are assigned to the role, you can assign them to a different role at this time. CREATING AND DELETING USERS To create and delete user profiles, select the Administration pane and then click User Profiles. The left column in the User Profiles screen displays the hierarchy of content structures. The right column displays the list of users defined for the server. 86 A GUIDE TO QPS 7.4

87 4: CONFIGURING QPS SERVER Use the Administration: User Profiles window to add and delete users and override user-role settings. To create a user profile, select the server level in the Content Structures column and then click +. In the Create User Profile dialog box, enter a user name and password, enter the user's last name and first name, choose a role, and enter the user's address and phone number. To prevent the user from logging on (for example, if the user is on extended leave), check Disable Log On. Specify a user's name, role, password, and access in the Edit User Profile dialog box. You can edit a user name by double-clicking it, using the toolbar, or using the contextual menu. When you add users, you can pull them from your Lightweight Directory Application Protocol (LDAP) list. See "Managing User Lists with LDAP" for instructions. You can add QPS users in addition to users you manage through the LDAP service. To delete a user profile, select the profile and click. An alert prompts you to confirm the deletion. If the user had assets routed to him or her, you can reroute the assets at this time. A GUIDE TO QPS

88 4: CONFIGURING QPS SERVER To duplicate a user profile, select the user profile and choose Duplicate from the contextual menu or the toolbar. ASSIGNING USERS TO CATEGORIES AND SUBCATEGORIES You must create users at the server level. After you do, you can assign them to main categories and subcategories. Users who are not assigned to a main category or subcategory cannot see or work with assets in that main category or subcategory. To add a user to a main category or subcategory, select the main category or subcategory in the Content Structures list and then check the user's box in the list on the right. If a main category includes two subcategories and you include a user in only one of the subcategories, the user name displays with a dash in a check box. MANAGING USER LISTS WITH LDAP Many system administrators use directory services to manage users on an enterprise network, such as Lightweight Directory Application Protocol (LDAP). The LDAP protocol provides global management over user names and passwords. QPS administrators are not required to use LDAP, but if they rely on LDAP for other systems, such as , then QPS users can log on to QPS Server with the same domain name and password they use for other systems on their enterprise network. Your LDAP service must exist within the same domain as your QPS Server. QPS Server is the only QPS application that maintains communication with the LDAP service. QPS Server works with LDAP v.3, and X.500 DAP is not required for this implementation. IMPORTING LDAP USERS To import users from your LDAP service: 1 Launch QPS Connect Client. 2 In the Administration pane, click User Profiles. 3 Select the QPS Server level at the top of the Content Structures list, and click Import Users From LDAP. The Import Users From LDAP button is not available at the main category and subcategory levels. 4 The Import Users From LDAP dialog box displays. 88 A GUIDE TO QPS 7.4

89 4: CONFIGURING QPS SERVER Use the Import Users From LDAP dialog box to add users to your QPS user list. 5 Select one or more names from the LDAP Users list on the left and click the right arrow to add selected users to the QPS Users list on the right. The Assign Role dialog box displays. Use the Assign Role dialog box to assign a QPS user to a role. 6 Make a selection from the Role drop-down list in the Assign Role dialog box. 7 When you are finished adding users, click OK. If you duplicate a QPS user that you imported from your LDAP service, the duplicated user is not connected to your LDAP service (that is, it's like creating a new user in QPS Connect Client). You cannot have two QPS users with the same name. If you attempt to add a user name that is the same as an existing user name, you will not be allowed to add the duplicate user name. A QPS administrator must have the Manage LDAP Users privilege for the Import Users from LDAP functionality to be available. A GUIDE TO QPS

90 4: CONFIGURING QPS SERVER CREATING AND DELETING GROUPS If you combine users into groups, you can route an asset to a group, and any user in that group can check out the asset and work on it. To create and delete groups, select the Administration pane and then click Groups. The left column in the Groups screen displays the hierarchy of content structures. The right column displays the list of groups defined for the server. Use the Administration: Groups screen to create, edit, and delete groups of users. To create a group, select the server level in the Content Structures column and then click +. In the resulting dialog box, enter a group name. Use the -> arrow to add users to the group and the <- arrow to delete users from the group. Specify group members through the Create Group dialog box. You can edit a group name by double-clicking it, using the toolbar, or using the contextual menu. To delete a group, select the group and click. An alert prompts you to confirm the deletion. To edit a group, select the group name and choose Actions > Edit Group. 90 A GUIDE TO QPS 7.4

91 4: CONFIGURING QPS SERVER DEFINING ATTRIBUTES Each asset in QPS has a corresponding set of attributes that describes the asset and its status in the QPS workflow. Each asset type can have its own set of attributes. These attributes include system-generated information such as the date and time of the last modification, default QPS attributes such as Checked Out By, and any custom attributes you create to meet the needs of your workflow. For example, you could create an attribute called Image approved for picture file types. When a user approves an image, he or she could check Image approved for the picture. When another user searches for approved pictures, the user could include the Image approved attribute in the search criteria and limit the search results to approved images. To create, delete, and modify attributes, select the Administration pane and click Attributes. The left column in the Attributes screen displays the hierarchy of content structures. The right column displays the list of attributes defined for the file type selected in the Asset Type drop-down menu. Use the Administration: Attributes screen to create, edit, and delete attributes that help identify QPS assets. CREATING AN ATTRIBUTE To create an attribute: 1 Indicate where you want that attribute to be available by clicking the server level, a category, or a subcategory in the list on the left. 2 Click + to display the Create Attribute dialog box. A GUIDE TO QPS

92 4: CONFIGURING QPS SERVER Specify the attribute name and type in the Create Attribute dialog box. 3 Enter a name for the attribute in the Name field. 4 Choose an attribute type from the Type drop-down menu. (For more information about attribute types, see "Understanding attribute types.") 5 To allow only users with the Edit normal- and limited-access fields privilege to access the attribute, check Limited Access. (For more information, see "Defining Roles and Privileges.") 6 Configure the remaining controls. These controls vary depending on which attribute type is selected (for more information, see "Understanding attribute types."). 7 To add constraints to the attribute, click Constraint. The Constraint controls allow you to prevent changes, require values, and require changes for the attribute. For more information, see "Understanding attribute constraints." UNDERSTANDING ATTRIBUTE TYPES There are eight kinds of attributes: Text, Date, Time, Number, Measurement, Check Box, Drop-down Menu, and Date Time. The Constraint area at the bottom of the Create Attribute dialog box is the same for all attribute types. See "Understanding attribute constraints" for more information. TEXT Use the Text attribute type to create text attributes. Enter a default value in the Default Text field. To indicate the maximum length of text in the field, enter a value from 1 to 255 in the Maximum Length field. 92 A GUIDE TO QPS 7.4

93 4: CONFIGURING QPS SERVER Select Text from the Type drop-down menu to create a Text attribute type. DATE Use the Date attribute type to create date attributes. Enter a default date in the Default Date field. To constrain users to a particular date range, enter a starting date in the Start Date field and an ending date in the End Date field. Select Date from the Type drop-down menu to create a Date attribute type. A GUIDE TO QPS

94 4: CONFIGURING QPS SERVER TIME Use the Time attribute type to create attributes where users can enter times. Enter a default time in the Default Time field. To constrain users to a particular time range, choose a starting time from the Start Time drop-down menu and an ending time from the End Time drop-down menu. Select Time from the Type drop-down menu to create a Time attribute type. Time values are determined by the QPS user's locale setting. NUMBER Use the Number attribute type to create attributes where users can enter only numbers. Enter a default number in the Default Value field. To constrain users to a particular numeric range, enter a minimum number in the Minimum Value field and a maximum value in the Maximum Value field. Select Number from the Type drop-down menu to create a Number attribute type. 94 A GUIDE TO QPS 7.4

95 4: CONFIGURING QPS SERVER MEASUREMENT Use the Measurement attribute type to create attributes where users can enter only measurements. Enter a default number in the Default Value field. Use the Units drop-down menu to specify the unified unit of measure (for example, Picas or Millimeters). To constrain users to a particular measurement range, enter a minimum value in the Minimum Value field and a maximum value in the Maximum Value field. Select Measurement from the Type drop-down menu to create a Measurement attribute type. CHECK BOX Use the Check Box attribute type to create check box attributes. To display the attribute with a checkmark by default, check Checked by Default. Select Check Box from the Type drop-down menu to create a Check Box attribute type. DROP-DOWN MENU Use the Drop-down Menu attribute type to create drop-down menu attributes. A GUIDE TO QPS

96 4: CONFIGURING QPS SERVER Select Drop-down Menu from the Type drop-down menu to create a Drop-down Menu attribute type. Drop-down menu attributes can display lists of values called attribute domains. For example, if you create a drop-down menu attribute that requires the list of users on your system, you can use the existing list of users with the attribute rather than entering all the names manually. 1 To assign an attribute domain to a drop-down menu attribute, select the attribute domain from the Select Domain drop-down menu. The attribute domain's contents display in the Menu Items list. 2 To create a custom attribute domain, click to the right of the Select Domain drop-down menu. The Attribute Domain dialog box displays. 96 A GUIDE TO QPS 7.4

97 4: CONFIGURING QPS SERVER Use the controls in the Attribute Domain dialog box to create and view lists that you can add to drop-down menu attributes. The Domain Name column lists the available attribute domains. The Domain Values column lists the values for the selected attribute domain. 3 To add an attribute domain, click + below the Domain Name column. 4 To enable users to add entries to the drop-down menu attribute, check the box in the Allow Expansion column. 5 To warn users when they add an entry to the drop-down menu attribute, check the box in the Display Warning column. 6 To alphabetically sort items in the drop-down menu attribute, check the box in the Sort Items column. 7 To rename the domain name, double-click its name. 8 To add values to the selected attribute domain, click + below the Domain Values column. 9 Click OK to close the Attribute Domain dialog box and continue creating your drop-down menu attribute. DATE TIME Use the Date Time attribute type to create attributes for tracking both dates and times. Enter a default date and time in the Default Date field. To constrain users to a particular date/time range, enter a starting date and time in the Start Date field and an ending date and time in the End Date field. A GUIDE TO QPS

98 4: CONFIGURING QPS SERVER Select Date Time from the Type drop-down menu to create a Date Time attribute type. Time values are determined by the QPS user's locale setting. UNDERSTANDING ATTRIBUTE CONSTRAINTS Users can edit asset attributes when they check in an asset, when they save a revision, and by selecting an asset and clicking Edit Attributes. Constraints let a QPS administrator place some controls on how users edit attributes at these times. For example, if you want users with the Editor role to explicitly approve an asset when it reaches Final status, you can use the Require Value constraint to require these users to indicate that the asset is approved or not approved. If a user does not enter a value, "Errors found" displays in red at the bottom of the Check In, Save Revision, or Edit Attribute dialog box. The attribute is also highlighted in red, and the user cannot proceed until he or she provides a value. 98 A GUIDE TO QPS 7.4

99 4: CONFIGURING QPS SERVER Use the Constraint area of the Create Attribute dialog box to add constraints to an attribute. To apply a constraint in the Create Attribute dialog box: 1 Choose a main category. 2 Choose an option from the View as drop-down menu. This value controls how the information in the list of statuses and roles displays while you establish a constraint. Options include: Status then Role: Displays a hierarchical list with statuses as main headings and roles as subheadings. You can apply the constraint to individual roles at specific statuses. Status Only (applies to all Roles): Displays the status only. You can apply the constraint to all or none of the roles at specific statuses. Role Only (applies to all Statuses): Displays the roles only. You can apply the constraint to all or none of the statuses for specific roles. Role then Status: Displays a hierarchical list with roles as main headings and statuses as subheadings. You can apply the constraint to individual roles at specific statuses. You will specify a constraint in step 3, and if you change the View as option, your setting will be retained, but will display according to the View as drop-down list hierarchy. 3 When you check a role or status in the list, the constraint types become available for the selected line in the list. There are three kinds of constraints: Prevent Change: Prevents users from altering the attribute's value. This is the default for newly checked options. Require Value: Prevents users from leaving an attribute's value unspecified. Require Change: Forces users to change the attribute value. A GUIDE TO QPS

100 4: CONFIGURING QPS SERVER Constraints are applied based on an asset's status at the time the Check in, Save Revision, or Edit Attribute dialog box is displayed. The constraints in effect in these dialog boxes remain the same even if you change the value of the Status drop-down menu. You can use constraints to enforce automatic routing according to status. For example, you can set up automatic routing at the subcategory level and use Prevent Change to disable modifications of the Route to drop-down menu in the Check In dialog box. This will cause assets to be rerouted when their status changes and prevent users from changing the routing of the asset. CONTROLLING ATTRIBUTE DISPLAY By default, the Check In File, Save Revision, and Edit Attribute dialog boxes display asset attributes alphabetically in a list. However, you can use the Form Designer dialog box to create forms that control which attributes are visible in these dialog boxes and specify the attributes' positioning and sizing. You can create a single form at the server level and use that form for all file types, or you can create separate forms for each file type. You can also create a different form for each file type at the main category and subcategory levels. To create a form: 1 Select the Administration pane and click Attributes in the Asset Information area. 2 To indicate where the form should be applied, select a level in the Content Structure list. Note that if you start by creating a form at the server level, you can create modified versions of that form for the main category and subcategory levels. 3 To create a single form for use with all file types, choose All from the Asset Type drop-down menu. To create a form for a single file type, choose that file type from the Asset Type drop-down menu. 4 Click Form Designer. The Form Designer dialog box displays. Use the Form Designer dialog box to lay out the attribute section that displays in the Check In File, Save Revision, and Edit Attribute dialog boxes. 5 Choose the basis for the form. 100 A GUIDE TO QPS 7.4

101 4: CONFIGURING QPS SERVER For server-level forms: To include all server-level attributes in the list, check Use the Default View for all Fields. To design the form from a blank grid, uncheck Use the Default View for all Fields. For main category-level and subcategory-level forms: To arrange attributes alphabetically with default attribute widths, check Use Default View for local Fields. You can check Based on to base your design on the higher-level form indicated (that is, server or main category). 6 Use each attribute's handles to move and resize the attribute in the grid. To add items, drag them from the Attribute Name list to the grid. To remove attributes, drag them to the Attribute Name column. To see how the form will display for users, click Preview Form. CONTROLLING ASSET REVISION HANDLING To control the number of asset revisions that QPS Server automatically retains, select the Administration pane and then click Revisions. The left column in the Attributes screen displays the hierarchy of content structures. The right side of the screen lets you configure the level that is selected in the Content Structures list. You can specify different parameters for different file types. For example, you might choose to retain all versions of text files because they have relatively small file sizes, but you might save only the original picture and the most recent revision for larger picture files. The Administration: Revisions screen displays Content Structures on the left and a list of rules for saving and deleting asset revisions on the right. To specify asset revision parameters: 1 To indicate the scope of the parameters, select the server name or a main category level in the Content Structures list. 2 Choose an option from the Asset Type drop-down menu. 3 Configure revision settings for the selected file type: To retain every revision of the selected file type, click Keep All. To limit automatic revision retention to a specific number of early and recent versions, click By Number and then enter values in the Keep first and keep last fields. A GUIDE TO QPS

102 4: CONFIGURING QPS SERVER To limit automatic revision retention to a specific number of days, click By Days and then enter values in the Keep first and keep last fields. When you specify revision settings at the main category level, you can check Use Server-level Revision Settings to use the server-level settings. SETTING ARTICLE MEASUREMENT DEFAULTS To access controls for defining the page size, margins, and column parameters for new QuarkCopyDesk articles, select the Administration pane and then click Article Measurements. The left column in the Attributes screen displays the hierarchy of content structures. The right side of the screen lets you configure the level that is selected in the Content Structures list. Use the Administration: Article Measurements window to specify system-wide default measurement units and default page parameters for new articles for each subcategory. To specify article measurement parameters: 1 To indicate the scope of the parameters, select the server level or a main category level in the Content Structures list. 2 Choose an option from each of the drop-down menus in the QuarkCopyDesk Article Measurements area. 102 A GUIDE TO QPS 7.4

103 5: SETTING UP A QPS WORKFLOW 5: Setting up a QPS workflow In QPS terminology, "workflow" refers to the asset status and routing protocols you specify in advance. DEFINING STEPS IN YOUR WORKFLOW To create a workflow, begin by defining the statuses that are available for assets in that workflow. Once you have done so, you can use those statuses to create automatic asset routing rules. For example, you might specify that assets begin with a status called "Assigned," followed by "In Progress," "In Review," and "Completed." You can also specify that an asset with the "Completed" status automatically routes to an editor for final approval. The workflow you define for a main category is applied to all subcategories within that main category. WORKING WITH STATUSES To define and edit statuses, select the Administration pane and then click Status in the Workflow area. The left column in the Administration: Status window displays the hierarchy of content structures. The right column lists the statuses available in the selected content structure. A GUIDE TO QPS

104 5: SETTING UP A QPS WORKFLOW Use the Administration: Status window to create and arrange statuses for the selected main category. CREATING A STATUS To create a status: 1 Select the main category from the Content Structures list. 2 Click + to display the Create Status dialog box. Use the Create Status dialog box to specify the name, color, and role privileges for a new status. 3 Enter a name for the status in the Name field. 4 Use the Color control to associate a color with the status. This color displays in the Status icon column in the Workspace window. 5 You can give a status an associated set of privileges based on the role privileges defined at the server level, or you can custom design a set of privileges for the status. 104 A GUIDE TO QPS 7.4

105 5: SETTING UP A QPS WORKFLOW You can specify that a status grants the privileges defined for a particular role by choosing an option from the User Role drop-down menu and checking Use Server-level Privileges. You can choose an option from the User Role drop-down menu and then modify the settings in the Privileges list. Modifying a role privilege automatically unchecks Use Server-level Privileges. This does not affect the role privileges settings at the server level; rather, it creates an exception for privileges when assets reach the chosen status. 6 Click OK to save the status and return to the Administration: Status screen. DELETING A STATUS To delete a status: 1 Select the status and click. A warning message prompts you to confirm the deletion. 2 If the status is applied to an asset in your workflow, the Reassign Status dialog box displays. Choose an option from the Reassign to Status drop-down menu. MODIFYING A STATUS To modify a status: Select the status and choose Actions > Edit Status or double-click the status. The Edit Status dialog box displays with the same controls available in the Create Status dialog box. DEFINING AUTOMATIC ROUTING Routing rules let you automatically route assets to a particular user or group when those assets reach a certain status. You must create roles, users, groups, and statuses before you can specify workflow routing. To set up automatic routing, select the Administration pane and then click Routing. The left column in the Administration: Routing screen displays the hierarchy of content structures. The right column lists the routing rules defined for the selected content structure. Specify automatic asset routing according to status in the Administration: Routing screen. A GUIDE TO QPS

106 5: SETTING UP A QPS WORKFLOW CREATING A ROUTING RULE To create a routing rule: 1 Select a subcategory in the Content Structures list. The subcategory's statuses display on the right. 2 Select a status and click the Destination column to choose the user to whom assets with this status are routed. To specify that these assets should not be routed to a specific user or group, choose No One. To specify that these assets should retain their current Route to value from the previous status, choose No Auto Routing. To specify that these assets should be routed to a specific group, choose the group name. To specify that these assets should be routed to a specific user, choose the user name. 3 Click Apply to save your changes. CONTROLLING QXP PREFERENCES WITH JOB JACKETS A Job Ticket is a package of QuarkXPress resources (preferences, style sheets, colors, and so forth). A Job Jackets file is a container for Job Tickets. In QuarkXPress, you can pre-configure a new project by creating that project from a Job Ticket that contains the desired resources. In QPS, you can use a Job Jackets file to define a collection of default resources at the main category or subcategory level. You can also use Job Tickets to assign default resources to new projects that users create at the subcategory level. Job Jackets files must be created in QuarkXPress. For more information, see A Guide to QuarkXPress. To assign Job Jackets: 1 Select the Administration pane, then click Job Jackets. The left column in the Administration: Job Jackets screen displays the hierarchy of content structures. The right column lists the available Job Jackets and Job Tickets for the selected content structure. 106 A GUIDE TO QPS 7.4

107 5: SETTING UP A QPS WORKFLOW Use the Administration: Job Jackets screen to standardize default QuarkXPress resources in QPS. 2 To import a Job Jackets file at the server or main category level, select the server or main category in the Content Structures list, then click Import Job Jacket (+). Then navigate to the target Job Jackets file and click Open. 3 To select which Job Jackets file should be used at the server level, select the server in the Content Structures list, then select the desired Job Jackets file in the list on the right. 4 To specify a different Job Jackets file at the main category level, select the main category, uncheck Use Server Level Settings, then select a Job Jackets file from the list. 5 To specify a different Job Jackets file at the subcategory level, select the subcategory, uncheck Use Main Category Settings, then select a Job Jackets file from the list. You can import multiple Job Jackets files for a server and its categories, but you can only use one Job Jackets file at a given level. A Job Jackets file can contain multiple Job Tickets. To assign a Job Ticket to a selected main category or subcategory, click to open the Job Jackets file name in the list, then select the Job Ticket you want. All new projects created in this main category or subcategory will use the resources defined in that Job Ticket. OPTIMIZING JOB JACKETS FOR QPS When you are configuring resources (for example, style sheets, colors, and H&Js) at the server level or main category level, make sure you do not have more than 80 resources per Job Ticket. A larger number of resources can hinder performance in QuarkCopyDesk, QuarkXPress, and QPS Web Hub. If you require more than 80 resources per Job Ticket, you can improve performance by adding unique resources through separate Job Tickets for each subcategory. A GUIDE TO QPS

108 5: SETTING UP A QPS WORKFLOW SPECIFYING LAYOUT EVALUATION PARAMETERS With Job Jackets technology, QuarkXPress users can evaluate QuarkXPress projects at any time to ensure their designs stay within specification parameters. QPS Administrators can help automate the verification process using the Layout Evaluation controls. To specify layout evaluation parameters through the QPS Connect Client Administration pane: 1 Select the Administration pane, then click Layout Evaluation in the Workflow area. The left column in the Administration: Layout Evaluation screen displays the hierarchy of content structures. You can specify options for main categories and subcategories. Use the Administration: Layout Evaluation screen to determine the status and workflow step when layout evaluation will occur automatically. 2 Select a main category from the Content Structures list on the left. 3 Select a status from the Status Name column. 4 Check Check-in Layout Evaluation to specify an automatic layout evaluation when a user checks in a QuarkXPress project with the selected status. 5 Check Output Layout Evaluation to specify an automatic layout evaluation when a user outputs a QuarkXPress project with the selected status. The specifications you set at the main category level apply to all subcategories. You cannot enable layout evaluation for the check-in or output stages at the subcategory level, but you can disable them by unchecking Check-in Layout Evaluation or Output Layout Evaluation. 108 A GUIDE TO QPS 7.4

109 6: QPS SERVER MAINTENANCE AND ASSET MANAGEMENT 6: QPS Server maintenance and asset management QPS provides remote server monitoring and other tools to promote effective server maintenance. Using the QPS Connect Client, administrators perform asset management functions to archive completed projects, restore archives, and move assets from one subcategory to another location. This chapter explains how to use these tools. MONITORING USER ACTIVITY AND LOGGING OFF USERS The Monitoring Options area at the bottom of the Administration pane includes the User Activity control, which displays information about QPS Server and the users logged on to it. 1 Click User Activity to display the Administration: User Activity screen. The list includes the number of users who are currently logged on to QPS Server, their names, the time and date each user logged on, each user's machine name, and each user's application (including QPS Web Hub). Use the Administration: User Activity screen to view a list of users currently logged on, send messages to users, selectively log off users, or stop QPS Server. A GUIDE TO QPS

110 6: QPS SERVER MAINTENANCE AND ASSET MANAGEMENT 2 To log off a user, select the user and click Log Off Users. You can select multiple users to log off more than one at a time. VIEWING QPS SERVER INFORMATION AND STOPPING THE SERVER The Administration: User Activity screen also displays the QPS Server name (IP address), server status (Running), and the time and date the server was started. Users must have the Shutdown Server privilege to be able to stop the server. To stop QPS Server: 1 Click Stop Server to display the Stop Server dialog box. 2 To stop the server immediately, click Now, then click OK. 3 To schedule a date and time for stopping the server, click Scheduled time, choose a date and time, then click OK. DELETING ASSETS You can delete assets using QPS Connect Client, QuarkCopyDesk, or QuarkXPress. Your preference settings determine how the deletion process for checked-out and attached assets works for each application. To specify how QPS Connect Client, QuarkCopyDesk, or QuarkXPress responds when you attempt to delete checked-out assets and assets attached to QuarkXPress projects, use the Checked-out Assets and Attached Assets drop-down menus in the Asset Deletion Options area of the respective Preferences dialog box. The controls are identical for both options. Choose Delete Asset Without Warning to delete checked-out or attached assets without displaying a warning. Choose Never Allow Deletion to prevent the deletion of checked-out or attached assets. Choose Ask Before Deleting to display an alert so you can decide each time you delete a checked-out or attached asset. To delete assets: 1 Display the Workspace pane or Search Results palette and select one or more assets you want to delete. 2 Click Delete in the QPS Connect Client Workspace toolbar. If the selected assets are not checked out or attached to a QuarkXPress project, they are deleted. If the selected assets are checked-out or attached, the delete process continues according to your preference settings. Deleted assets display in italics and strikethrough in the Search Results palette until you click the Clear Diamond control and refresh the QPS window display. COPYING ASSETS (REPLICATION) Replication is the term for moving copies of QPS assets from one QPS Server location to another QPS Server subcategory. You can replicate assets by selecting them and using the Automatic replication control. Or, you can create and use "mapping sets," which are predefined sets of criteria that map the assets and attributes of a source location to a destination. CREATING A MAPPING SET You must have the privilege to create, modify, or delete a mapping set. To create a mapping set: 110 A GUIDE TO QPS 7.4

111 6: QPS SERVER MAINTENANCE AND ASSET MANAGEMENT 1 Display the Administration pane, and click Replication. The Administration: Replication screen displays. The Administration: Replication screen includes controls for creating, editing, and deleting mapping sets. 2 Click Log On to Destination Server. The Log On dialog box displays. 3 Enter your user name and password, and choose the destination server from the Server Name drop-down menu. If the server name does not display, you can enter the IP address of the destination server. If you plan to create a mapping set for replicating assets within the same server, you still need to log on to designate the destination server. 4 Choose Edit > Add Mapping Set (or click + below the Mapping Sets list on the left side of the screen). After you log on to a destination server, the Administration: Replication screen displays the content structure and attributes of the source and destination servers. A GUIDE TO QPS

112 6: QPS SERVER MAINTENANCE AND ASSET MANAGEMENT 5 Select the default mapping set name in the Mapping Sets list and enter an appropriate name for the mapping set. 6 In the Source and Destination area, use the drop-down menus to specify how assets map from every source main category and subcategory to destination main categories and subcategories. You can map multiple source locations to a single destination. Select a row in the source column and choose main category and subcategory mapping values in the Administration: Replication screen. 7 In the Mapping area, you can use the Issue, Status, and Route to tabs to specify mapping for these attributes. Click one of the tabs, select an attribute from the Source column, then select an attribute from the Destination column. 8 Also in the Mapping area, click the User-defined Attributes tab to display a list of user-defined attributes so that you can map them to the destination server. Select a row in the source column and choose main category and subcategory mapping values in the Administration: Replication screen. 112 A GUIDE TO QPS 7.4

113 6: QPS SERVER MAINTENANCE AND ASSET MANAGEMENT 9 If you select a drop-down menu attribute, you can map values to other values in the same drop-down menu attribute. Or, you can choose another drop-down menu attribute and click Map Domain Values to specify mapping from the values of one drop-down menu attribute to another drop-down menu attribute. Use the Map Domain Values dialog box to map source values to destination values. 10 If you want to undo your mapping set changes, click Reset. When you log on to a destination server to create a mapping set, you can also view the Automatic mapping set for the destination server. With the Automatic option for attribute mapping, QPS Server attempts to map source attribute values to identically named values on the destination server. All mismatched entries are mapped to the first entry on the destination server. If you routinely move assets from one specific location to another specific location, you can create a "mapping set," which enables you to customize how the replicated asset's attribute information is mapped to the destination's attribute configuration. The mapping sets can be saved and used again to perform the same transfer with a new group of QPS assets. USING THE AUTOMATIC MAPPING SET You must have the privilege to replicate assets. To use the Automatic mapping set: 1 Display the Workspace pane and select one or more assets to replicate. 2 Click Actions > Replicate > Log On. The Log On dialog box displays. 3 Enter your user name and password, and choose the destination server from the Server Name drop-down menu. If the server name does not display, you can enter the IP address of the destination server. 4 Choose Actions > Replicate > Automatic. Depending on your QPS preference setting, an alert might display. See "Specifying Replication preferences" for details. 5 The asset(s) are copied to the destination server according to the Automatic mapping set specifications. 6 An alert message asks if you want to perform more replication operations. If you click Yes, you can select and replicate more files. If you click No, you are logged off the destination server. USING A CUSTOM MAPPING SET You must have the privilege to replicate assets. To use a custom mapping set: 1 Display the Workspace pane and select one or more assets to replicate. A GUIDE TO QPS

114 6: QPS SERVER MAINTENANCE AND ASSET MANAGEMENT 2 Click Actions > Replicate > Log On. The Log On dialog box displays. 3 Enter your user name and password, and choose the destination server from the Server Name drop-down menu. If the server name does not display, you can enter the IP address of the destination server. 4 Choose Actions > Replicate > <Mapping Set>. Depending on your QPS preference setting, an alert might display. See "Specifying Replication preferences" for details. 5 The assets are copied to the destination server according to the mapping set specifications. 6 An alert message asks if you want to perform more replication operations. If you click Yes, you can select and replicate more files. If you click No, then you are logged off the destination server. MANAGING MAPPING SETS You must have the privilege to create, modify, or delete a mapping set. To edit or delete a mapping set: 1 Display the Administration pane and click Replication. The Administration: Replication screen displays. 2 Click Log On to Destination Server. The Log On dialog box displays. 3 Enter your user name and password and choose the destination server from the Server Name drop-down menu. If the server name does not display, you can enter the IP address of the destination server. 4 To delete a mapping set, select it in the Mapping Sets list and click below the Mapping Sets list. 5 To edit a mapping set, select it in the Mapping Sets list and choose Edit > Edit Mapping Set. The source and destination controls become available for editing. 6 When you are finished making changes, click Apply. If you want to revert to the previous mapping set specifications, click Reset. SPECIFYING REPLICATION PREFERENCES You can set preferences (QPS Connect Client/Edit > Preferences) that affect the replication process. 1 Choose QPS Connect Client/Edit > Preferences to display the Preferences dialog box. 2 Click Replication at the top of the Preferences dialog box. 114 A GUIDE TO QPS 7.4

115 6: QPS SERVER MAINTENANCE AND ASSET MANAGEMENT Use the Replication controls to specify automatic functions when you replicate assets. 3 To specify automatic asset revision handling, use the Include Revisions drop-down menu. Choose Always to replicate asset revisions every time you replicate assets. Choose Never to prevent revisions from replicating. Choose Ask to display the following message when you replicate. When you replicate, you can copy the current asset exclusively or the current asset and all asset revisions. 4 Check Warn About Duplicates to display an alert that warns you of assets with duplicate names on the server to which you are replicating assets. If you uncheck Warn About Duplicates, QPS Server adds "copy" to the file name on the destination server. 5 Check Delete Assets Afterwards to automatically remove assets from the system once they are successfully replicated. Your replication preferences are stored on QPS Server, so your user log-on name determines the replication preferences, regardless of the workstation you use to replicate assets. ARCHIVING ASSETS You can archive QPS assets when you're finished with them, and QPS provides a restore mechanism if you need to reintroduce these assets to your QPS workflow. Archiving assets requires the Enable Asset Archiving privilege. To archive assets: A GUIDE TO QPS

116 6: QPS SERVER MAINTENANCE AND ASSET MANAGEMENT 1 Display the Workspace pane and select one or more assets to archive. 2 Choose Actions > Archive or click Archive in the QPS Connect Client Workspace toolbar. The Archive dialog box displays. 3 Specify a folder for storing the archives, and click Archive/Save. If an archive already exists in this folder, you are prompted to specify a different folder. 4 The selected assets are copied to the location you specify, and the attribute information for these assets is combined in a single XML file. If you check Delete Assets Afterwards in the Archive pane of the Preferences dialog box (QPS Connect Client/Edit > Preference), the successfully archived assets are automatically deleted. If Delete Assets Afterwards is unchecked, the original assets remain on QPS Server. QPS 7 confines an archive file and its corresponding XML file to a single folder. When you name the XML file and the folder that contains it, you can identify archive characteristics, such as the date the archive was created. Using descriptive names will help you identify the archive if you need to restore the assets later. Your archive preferences are stored on QPS Server, so your user log-on name determines the archive preferences, regardless of the workstation you use to archive assets. However, archive log files are stored in the same folder where you store archive files. RESTORING ASSETS You can restore QPS assets that have been archived if you have the Enable Asset Archiving privilege. To restore assets: 1 Display the Workspace pane and choose Actions > Restore. The Restore dialog box displays. On Mac OS, you can add the Restore button to your Workspace toolbar. Use the Restore dialog box to locate the archive file you want to restore. 116 A GUIDE TO QPS 7.4

117 6: QPS SERVER MAINTENANCE AND ASSET MANAGEMENT 2 Select the XML file that corresponds to the archived assets you want to restore, then click Restore. Using descriptive names for the archive folder and XML file when you create the archive will help you identify assets for restoration. If one or more of the attributes for the archived assets are no longer part of the server configuration, you can choose alternative attributes in many cases. However, when switching attributes is not possible, the archive-restore process skips to the next archived file. You will need to re-create the missing attribute to restore these skipped assets. If an asset with the same name and file type is already checked in to QPS Server, an error occurs and identifies the asset in the log file. Your "Restore" log files are stored in the same folder where you store archive files. If you do not have write access to the folder where you store archive files, QPS Server will prompt you to specify a location. A GUIDE TO QPS

118 7: QPS SCRIPT MANAGER 7: QPS Script Manager A script is a set of commands written in an interpreted language to automate certain application tasks. You can use server-side scripts with QPS Server. The QPS Script Manager application allows you to manage automated scripts that perform actions without requiring another QPS application or user intervention. Script-writers can access almost all QPS Server services through the QPS Script Manager interface, including all Data Transfer Objects (DTOs) and Java Message Service (JMS) messages. Scripts can initiate actions based on QPS events, a predefined schedule, or a user's single click. Your QPS installation includes sample scripts that you can import into QPS Script Manager. For example, you can import a sample script called "ExportToPDF" that automates the steps required for creating PDFs from QuarkXPress projects. You can save a copy of this sample script, modify it, execute it manually, or schedule execution based on intervals you define or QPS events that occur, such as the event of a new asset being added to QPS Server. The QPS 7 server comes pre-configured with two scripting engines: JavaScript (using Rhino) or Groovy (a scripting language for Java Virtual Machine environments). However, you can write scripts in any language that is supported by Apache Bean Scripting Framework (BSF), and you can plug any scripting engine into the Bean Scripting Framework. QPS SCRIPT MANAGER CONFIGURATION After you install QPS Server, look for the "ScriptManager" folder in the QPS Server application folder (also on the QPS DVD). This folder contains "QPS Script Manager.app" (Mac OS) or "ScriptManagerStartup.bat "(Windows), a folder of sample scripts, and a log folder with incremented versions of "QPSScriptManager.log" to report runtime errors and warnings. On Windows, the "ScriptManager" folder also contains Java archive files (JAR files) and "ScriptManagerConfig.xml." 118 A GUIDE TO QPS 7.4

119 7: QPS SCRIPT MANAGER WORKING WITH QPS SCRIPT MANAGER The QPS Script Manager user interface includes commands for creating, importing, exporting, and editing scripts for QPS Server. In addition to writing and editing scripts with QPS Script Manager, you can execute scripts manually, schedule scripts to run at certain times, or define QPS events that trigger scripts, such as the first check-in of an asset. When you are logged on with QPS Script Manager, you can view saved scripts and individual script information by double-clicking the QPS Server folder icon at the top of the Stored Scripts column. Double-click a script listed in the Stored Scripts column to view it. When a script displays, many of the QPS Script Manager menu commands are available from the toolbar at the top of the window. Use QPS Script Manager to automate QPS Server functions, such as the "ExportToPdf" sample script. LOGGING ON WITH QPS SCRIPT MANAGER You must log on before you can create or edit a script for QPS Server. 1 Double-click "QPS Script Manager.app" (Mac OS) or "ScriptManagerStartup.bat" (Windows). A GUIDE TO QPS

120 7: QPS SCRIPT MANAGER Log on to your QPS Server to use QPS Script Manager. 2 Enter your user name, password, and QPS Server name, then click Log On. CREATING A SCRIPT You can write scripts with QPS Script Manager, import QPS sample scripts for editing and execution, or import other scripts for editing and execution. 1 To write a new script, choose File > New > javascript or File > New > groovy. Use the New submenu to create a script in QPS Script Manager. A new tab displays in the QPS Script Manager window, and the script name displays in the Stored Scripts list on the left side of the QPS Script Manager window. Although you can create and modify scripts with the QPS Script Manager application, most script writers use a separate authoring application for writing JavaScript or Groovy scripts. Consult your script authoring software documentation to learn about structuring JavaScript or Groovy scripts. 2 Choose File > Save to retain your work as you write your script. IMPORTING A SCRIPT You can use File > Import to import JavaScript or Groovy scripts in QPS Script Manager. Your QPS Server installation includes sample scripts that you can import, edit, and execute. 1 Choose File > Import. 120 A GUIDE TO QPS 7.4

121 7: QPS SCRIPT MANAGER You can find QPS sample scripts in the "javascript" folder in the "Sample Scripts" folder. 2 Navigate to the "javascript" folder, select a script, and click Open. The Stored Scripts area lists open scripts in QPS Script Manager. 3 Scroll through the script to view the variables and structure. 4 Choose File > Save to save the script in QPS Script Manager. The script you imported remains unchanged, but you must save the imported script in QPS Script Manager. DELETING AND EXPORTING SCRIPTS You must log on and open a script in QPS Script Manager before you can export or delete it. 1 Double-click the script name in the Stored Scripts list on the left side of the QPS Script Manager window (or click the script tab in the Script Content area). A GUIDE TO QPS

122 7: QPS SCRIPT MANAGER 2 To delete a script, select it and choose File > Delete or click the delete icon in the QPS Script Manager toolbar. A warning message allows you to cancel the deletion. 3 To generate a stand-alone script file, select it and choose File > Export, or click the export icon in the QPS Script Manager toolbar. 4 Enter a name for your exported script, choose a location, and click Save. WRITING, EDITING, AND TRIGGERING A SCRIPT After you create or import a script, you can view script details, edit the script, and specify how the script will execute (that is, "trigger"). Before you can automate a process, however, you have to define how to perform it manually. Whether your execute a script manually or according to schedule or QPS event, the script is executed on the QPS Server computer. Not all of the QPS Console output displays in QPS Script Manager result window. Only the final result or error returned by the script execution displays in QPS Script Manager. When you call functions, you specify the function name and parameter values. ACCESSING QPS SERVER OBJECTS You can use the RuntimeBeanManager to access QPS Server objects. By default RuntimeBeanManager is a declared bean from Bean Scripting Framework (BSF), which makes it directly available to scripts. You can use the lookup method to access any server object. The sample script text below demonstrates how to access server objects. var sessionservice = runtimebeanmanager.lookupbean("sessionservice") var assetservice = runtimebeanmanager.lookupbean("assetservice") var queryservice = runtimebeanmanager.lookupbean("queryservice") TRIGGERING A SCRIPT QPS Script Manager scripts can execute in three ways. You can run a script manually from within QPS Script Manager, you can schedule a script to execute at specific intervals, or you can specify events that occur within a QPS workflow that "trigger" the script. 1 Display the script in the Script Content area of the QPS Script Manager window. 2 Save the script. 3 Click the Trigger. button on the right side of the QPS Script Manager window. The Script Execution dialog box displays. 122 A GUIDE TO QPS 7.4

123 7: QPS SCRIPT MANAGER Use the Script Execution dialog box to manually execute a script, schedule a script execution, or define a QPS event to trigger the script. 4 To execute the script, click Manual, and click OK. The script executes. 5 To schedule a script to execute once, click Schedule Based, check Once, then choose a date and time. The script will execute at the scheduled time. 6 To schedule a script to run at regular intervals, click Schedule Based, check Recurring, then specify the intervals. 7 To specify a QPS event that triggers the script, click Event Based and choose an option from the Object Type drop-down menu. The options in the Change Type drop-down menu change according to your Object Type drop-down menu selection. 8 Choose an option from the Change Type drop-down menu, then click OK. QPS EVENT-BASED SCRIPT EXAMPLE The sample script below is triggered to send an to specified recipients when users log on to QPS Server. In this case, the Object Type is called "SESSION," and the Change Type is "LOGON." var recipientmailid = "<USERNAME>@<COMPANYNAME.COM> "; var mailservername = "<SERVERNAME>.com"; var subjectcontent = "User logged-on to the system" var bodycontent = "User logged-on to the system"; var username = SESSION.get("OBJECT_NAME"); var props = new java.util.properties(); props.put("mail.smtp.host", mailservername); var session = Packages.javax.mail.Session.getDefaultInstance(props, null); var msg = new Packages.javax.mail.internet.MimeMessage(session); msg.setfrom(new Packages.javax.mail.internet.InternetAddress("<USERNAME>@<COMPANYNAME.COM>")); msg.setrecipient(packages.javax.mail.message.recipienttype.to new Packages.javax.mail.internet.InternetAddress(recipientMailId)); msg.setsubject(subjectcontent); msg.settext(bodycontent + " " + username); Packages.javax.mail.Transport.send(msg); EXECUTING A SCRIPT MANUALLY Even if you define a QPS event to trigger a script or schedule the script execution, you can execute a script manually at any time. A GUIDE TO QPS

124 7: QPS SCRIPT MANAGER 1 Display the script in the Script Content column. 2 To execute a script, choose QPS > Execute or click the Execute button. 3 To execute a specific parameter, choose QPS > Execute Parameter. The Execute Parameters dialog box displays. 4 Enter a name in the Method name field, specify parameters (you can add and delete parameters), and click OK to execute the specific parameter(s). 124 A GUIDE TO QPS 7.4

125 8: QPS WEB HUB 8: QPS Web Hub With QPS Web Hub, remote writers and editors can use a Web browser to log on to your QPS Server, create articles based on subcategory specifications, manage article components, check out and edit article assignments, view the XML tags for text in a component, and check the assets back in to QPS Server. QPS Web Hub users can also use the Check In Other feature to put new files in their workflow (including QuarkCopyDesk articles and QuarkXPress projects). The Get and Get as PDF commands provide copies of files from QPS Server. LOGGING ON WITH QPS WEB HUB QPS Web Hub is a separate QPS application that enables access through Safari (version 3.1.x or later on Mac OS), Internet Explorer (version 7.x or later on Windows), and Mozilla Firefox (version 2.x or later). Check the QPS ReadMe for QPS Web Hub installation instructions and system requirements. To log on to QPS Server from the QPS Web Hub application: 1 Launch a supported browser. 2 In the URL field, enter the computer name or IP address and port number for your QPS Server followed by "/WebHub/" (for example: The Log On page displays. A GUIDE TO QPS

126 8: QPS WEB HUB QPS Web Hub lets you log on to QPS Server with Safari on Mac OS, Internet Explorer, and Mozilla Firefox. 3 Enter your user name in the User Name field and your password in the Password field, then click Log On. 4 If the log-on process is successful, the QPS Web Hub Welcome <user name> screen displays your assignments. If you close all your QPS Web Hub windows or if your network connection is broken, you will be logged off within two minutes. However, administrators can change this setting by adjusting the "session-timeout" variable in the "Web.xml" file located in the "WEB-INF" folder (QPS Server/webapps/WebHub/WEB-INF). Your log-on password might be case-sensitive, depending on your administrator's specifications. Also, check with your QPS administrator to verify if your QPS user name and password are the same as your network user name and password. CHANGING PASSWORD You can change your QPS log-on password after you log on with QPS Web Hub. 1 Click Change Password above the QPS buttons at the top of your browser window. The Change Password dialog box displays. 126 A GUIDE TO QPS 7.4

127 8: QPS WEB HUB Change Password dialog box 2 Enter your password in the Old Password field. 3 Enter your new password in the New Password field. 4 Enter your new password again in the Confirm New Password field, and click OK. CONFIGURE COLUMNS You can use the Configure Columns control to choose which attribute columns display in the QPS Web Hub window. 1 Click Configure Columns. The Configure Columns dialog box displays. Configure Columns dialog box 2 Check the attributes you want to display as columns in the QPS Web Hub window. 3 Check Change Views in All Windows Immediately to update the QPS Web Hub display to immediately show the attribute column configuration. A GUIDE TO QPS

128 8: QPS WEB HUB SEARCHING FOR ASSETS WITH QPS WEB HUB QPS Web Hub displays two tabs at the bottom of your Web browser window: Assignments and Search. The Assignments tab displays the assets routed to you, and the Search tab displays the results of your most recent search. 1 To create a search, click the Search tab or click the New Search button. The search interface in QPS Web Hub is similar to QPS Connect Client, QuarkCopyDesk, and QuarkXPress. 2 Use the drop-down menus at the top of the window to specify search criteria. Choose a file type, main category, and subcategory from the three drop-down menus in the Find Items search criteria row. This row should read like a sentence. For example, "Find items of all File Types in all <main category names> in all <subcategory names>" finds all assets on QPS Server. To specify combinations of search criteria, click the Ellipsis button, specify options in the More Criteria dialog box, then click OK. Your combinations display in the three drop-down menus. To add a row of search options, click +. The Where row displays with a drop-down menu that includes all the attributes available in the main categories and subcategories selected in the Find Items parameter row. The attribute type you choose from the first drop-down menu determines which options are available in the other two controls in the row. To specify inclusive or exclusive criteria, choose And or Or. Choosing And narrows your search. Choosing Or widens your search. To delete a search criteria row, click for the selected row. When you finish defining your search criteria, you can click Count to see how many assets match the criteria. If the Count value is too high, you can refine your search and save time displaying a smaller search. 3 To execute the search, click Go. To save a search for future use, click Save and specify a name for the search. The search name is added to the Saved Searches drop-down menu. 128 A GUIDE TO QPS 7.4

129 8: QPS WEB HUB You can search for assets by entering all or part of a file name in the field at the top of the QPS Web Hub window and clicking Go. Assets that match the search criteria display in the QPS Web Hub window. The field at the top of the QPS Web Hub window searches according to asset name, asset content, or asset name and content, depending on your choice in the Search pane of the Preferences dialog box. USING SEARCH DISPLAY OPTIONS You have two options in the Displays submenu for displaying search results in QPS Web Hub: List View and Thumbnails. List View displays each asset on a single line, according to name and asset attributes. Thumbnails displays small previews of assets with the status, attachment information, checked-out status, and asset type information identified by icons below each preview. PREVIEWING ASSETS WITH QPS WEB HUB Click the Preview icon to display a large preview of the selected image, QuarkCopyDesk article, or QuarkXPress project. The preview window also displays navigation controls for previewing different pages of the asset. By default, QPS asset previews include the first five pages of a PDF and the first 20 pages of a QuarkXPress project or QuarkCopyDesk article. QPS adminstrators can adjust the number of pages in a preview by editing configuration files. See A Guide to Quark Publishing System Administration for details. USING THE GET FEATURES The Get button includes two options: Get and Get as PDF. To create a copy of a QPS asset and move the copy to your workstation, select it in the QPS Web Hub window, click the Get button, and choose Get. A copy of the asset with no ties to QPS is created on your computer, according to your browser download settings. To create a PDF rendition of a QuarkXPress project or QuarkCopyDesk article asset and move it to your workstation, select it in the QPS Web Hub window, click the Get button, and choose Get as PDF. QPS generates a PDF of the asset with no ties to QPS and then downloads the PDF to your computer according to your browser download settings. Your QPS administrator determines the PDF output settings with QuarkXPress Server. See A Guide to Quark Publishing System Administration for details. If an asset is routed to another user, you must have the general privilege to get assets assigned to other users. EDITING ASSET ATTRIBUTES You can use the Edit Attributes button to view and change an asset's attributes. To edit asset attributes with QPS Web Hub: 1 Display the asset in the Assignments tab. Or, click the Search tab, enter criteria, and click Go to display the asset. 2 Select the asset and click Edit Attributes. The Edit Attributes dialog box displays. A GUIDE TO QPS

130 8: QPS WEB HUB The Edit Attributes dialog box allows you to change an asset's attributes (privileges permitting). 3 View or change attributes, then click OK. See "Viewing and editing attribute information" for information about the controls in the Edit Attributes dialog box. EDITING ARTICLES When you check out a QuarkCopyDesk article using QPS Web Hub, a text-editing pane displays. In the same window, you can show or hide a WYSIWYG view of the article, and you can show or hide the paragraph and character style sheets for the article. 1 Select a file in the QPS Web Hub window and click the Check Out icon. If an article assignment includes a revision comment, the revision comment displays when you check out the article. 2 If the WYSIWYG view pane is not displayed, click the >> icon at top-left side of the QPS Web Hub window. 130 A GUIDE TO QPS 7.4

131 8: QPS WEB HUB The WYSIWYG pane on the left displays the article page picture and drop-down menus for changing the view percentage and for navigating between pages. If the WYSIWYG view displays multiple article components on the same page, you can click a component in WYSIWYG view to change the component to edit in the editing pane. Choose a viewing percentage from the Zoom drop-down menu at the bottom of the WYSIWYG pane. If the article component spans multiple pages, choose a page from the Page drop-down menu at the bottom of the WYSIWYG pane. Click << to close the WYSIWYG pane. You can show or hide the page picture by clicking at the bottom of the WYSIWYG pane. next to the Page drop-down menu 3 Click the text-editing pane to edit text. You can enter text, delete text, and apply text formatting. 4 To choose a component you can edit in the text-editing pane, use the Component drop-down menu. Choosing a new component from the Component drop-down menu does not change the component displayed in the WYSIWYG pane. Picture components do not display in the Component drop-down menu. 5 To display tools for editing or formatting text, click the Expand Toolbar triangle below the Component drop-down menu at the top of the text-editing pane. With the text-editing pane tools, you can perform the following functions. Click Undo to reverse a change. Click Redo to reverse an undo. Click Find to display the Find dialog box. Enter text in the Find what field. Check Match case to find only instances of Find what text that matches the case you enter. Check Match whole word to avoid finding Find what text included within larger words (such as "the" in "other"). Click Replace to display the Replace dialog box. This dialog box includes the Find what field, the Replace with field, the Match case and Match whole word check boxes, and the Replace and Replace All buttons. A GUIDE TO QPS

132 8: QPS WEB HUB Click Select All to select all the text in the text-editing pane. Click Copy to copy selected text to the Clipboard. Depending on your browser security settings, you might have to respond to a message before you can copy text to your Clipboard. Click the appropriate icon to apply bold, italic, underline, strikethrough, subscript, and superscript formatting to text. Click Insert Special Character to display the Select Special Character dialog box and enter a special character at the text insertion point. Click the character to insert it. Click Background Color to display the Select Color dialog box and specify a color for the text-editing pane background. For example, if you are editing text that is white on a black background in the QuarkXPress project to which it is attached, you can choose a dark background color so you can see the white text. See "Adjusting background color for editing" for more information. The following controls are for pasting test. Click Paste to display the Paste dialog box. Use Command/Ctrl+V to paste the text from your Clipboard into the field. If you enable pop-up blocking for your Web browser before you click Paste, an alert displays before the Paste dialog box can display. Pop-up blocking can interfere with text pasting in QPS Web Hub. You can temporarily enable pop-up blocking, or you can always enable pop-up blocking from QPS Server. If you do not enable pop-ups, you will not be able to paste text into articles while editing in QPS Web Hub. Click Paste from Word to display the Paste from Word dialog box, which provides controls to prevent formatting inconsistency when you paste text copied from a Microsoft Word document. Use Command/Ctrl+V to paste the text from your Clipboard into the field. Ignore Font Face definitions is automatically checked to prevent adding new fonts when you paste text copied from Microsoft Word. Remove Styles definitions is automatically checked to prevent the addition of Microsoft Word styles to the style sheets defined in your QPS workflow. Click Clean Up Box to clear the field. You can edit the pasted text in the dialog box before you click OK. To hide the text formatting toolbar, click the Collapse Toolbar triangle below the Component drop-down menu at the top of the text-editing pane. 6 To perform QPS Server update operations, use the controls below the text-editing pane. Click Apply Changes to update the display in the WYSIWYG pane. Click Save Revision to update QPS Server with the most current content in the active article. Click Check In to display the Check In dialog box and return the article to QPS Server. See "Checking in assets" for more information. 132 A GUIDE TO QPS 7.4

133 8: QPS WEB HUB Click Cancel Checkout to cancel an asset checkout without updating QPS Server with a new revision. If you click the Cancel Checkout icon, an alert notifies you that your changes may be lost. If you saved a revision of the asset on QPS Server, the revision becomes the current version. 7 If the Style Sheets pane is not displayed, click the << icon at top-right side of the QPS Web Hub window. Use the Style Sheets pane to apply paragraph and character style sheets to text. (Click >> to close the Style Sheets pane.) MANAGING COMPONENTS When you check out or create an article in QPS Web Hub, you can add and remove components, and you can display the Component Properties dialog box to confirm the Content Type and view or edit the Component Name and Component Type. You must belong to a user role with the appropriate privileges. 1 Check out an article. 2 Click the Component drop-down menu. The Component drop-down menu lists article components, a command for editing component properties, and commands for adding or deleting components. Component drop-down menu 3 To add a component, click New. The New Component dialog box displays. 4 Enter a name in the Component Name field, and choose a component type from the Component Type drop-down menu. 5 To delete a component, select it in the Component drop-down menu, then choose Delete from the Component drop-down menu. 6 To view or change a component's properties, select it in the Component drop-down menu, then choose Properties from the Component drop-down menu. Use the Component Properties dialog box to confirm the Content Type and view or edit the Component Name and Component Type. A GUIDE TO QPS

134 8: QPS WEB HUB Component Properties dialog box FINDING TEXT IN ARTICLES You can use the Find tool to locate text within articles, and you can refine your search to match case exactly or to find all or part of a word. To locate specific text with QPS Web Hub: 1 Check out an article in QPS Web Hub. 2 If the toolbar does not display, click the triangle above the text-editing pane and choose Expand Toolbar. 3 Click Find. Use the Find and Replace dialog box to specify parameters for finding and replacing text. 4 To locate text in an article, click the Find tab and enter text in the Find what field. 5 To refine your search to exact uppercase and lowercase combinations, check Match case. 6 To find single words only, check Match whole word. 7 Click Find to close the dialog box and search for the text. 8 To find and replace text, click the Replace tab. 134 A GUIDE TO QPS 7.4

135 8: QPS WEB HUB The Replace tab of the Find and Replace dialog box 9 Enter the text you want to find in the Find what field. 10 Enter the replacement text in the Replace with field. 11 To refine your search to exact uppercase and lowercase combinations, check Match case. 12 To find single words only, check Match whole word. 13 Click Replace or Replace All. ADJUSTING BACKGROUND COLOR FOR EDITING If a QuarkCopyDesk article contains white text, the white text will not display on a white background in the QPS Web Hub text-editing pane. You can change the background color of the text-editing pane, but the background color you specify is only for editing. It does not apply to the QuarkCopyDesk article. To change the background color: 1 Select an article in the list and click Check Out. The text-editing pane displays on the right side of your browser window. White text does not display on a white background. A GUIDE TO QPS

136 8: QPS WEB HUB 2 If tools do not display, click the Expand Toolbar triangle below the Component drop-down menu at the top of the text-editing pane. 3 Click the Background Color button on the right side of the row of icons. The Select Color dialog box displays. 4 Select a color, and click OK. The background color of the text-editing pane updates. You can change the background color in QPS Web Hub to view and edit text. If your text is red and your background color is red, you can change to a contrasting color to see the text. Black text on a black background displays in gray. CHANGING TEXT SIZE FOR EDITING If a QuarkCopyDesk article contains extremely large or small type, you can use the Zoom In and Zoom Out controls in the text-editing pane toolbar to adjust the size of display in the text-editing pane without changing the copyfit information. To change the size of text display: 1 Select an article in the list and click Check Out. The text-editing pane displays on the right side of your browser window. If the font size is very large, you might not be able to see all of it in the text-editing pane. Or, the text might be too small to read. The Zoom control in the WYSIWYG pane does not affect the font size in the text-editing pane. 2 If tools do not display, click the Expand Toolbar triangle below the Component drop-down menu at the top of the text-editing pane. 3 To reduce the size of the text display, click Zoom Out in the toolbar. 4 To increase the size of the text display, click Zoom In in the toolbar. CHECKING IN OTHER FILES You can use the Check In Other feature in QPS Web Hub to check in assets. 136 A GUIDE TO QPS 7.4

137 8: QPS WEB HUB 1 Click Check In Other. The Check In Other dialog box displays. 2 Click Choose File/Browse. A dialog box displays for you to select an article, project, picture, or other asset. 3 Select a file and click Choose/Open. 4 Click OK to display the Check in dialog box. If QPS Server recognizes the file type, the Check in dialog box displays. If QPS Server does not recognize the file type, a dialog box displays that allows you to choose an asset type and file extension. 5 Specify a main category, subcategory, and other asset attributes in the Check in dialog box. 6 Click OK to check in the asset. Unlike QPS Connect Client, you can use the Check In Other command in QPS Web Hub to check in new QuarkXPress projects and QuarkCopyDesk articles. CHECK IN NEW ARTICLE You can check in new QuarkCopyDesk articles with QPS Web Hub. When you click New Article > From <Subcategory>, the New Article From <Subcategory> dialog box allows you to choose the predefined article settings for a subcategory. SETTING QPS WEB HUB PREFERENCES You can specify preferences for preview and style sheet displays, default search settings, and default horizontal and vertical measurement units. To specify preferences: 1 Click Preferences. The Preferences dialog box displays. 2 Click the General tab. Use the General tab in the Preferences dialog box to specify display preferences in the QPS Web Hub window. 3 Check Show Preview Panel to display the WYSIWYG view by default. 4 Check Show StyleSheet Panel to display a list of style sheets by default. 5 Check Show Page Picture in Editing Window to show QuarkCopyDesk article page pictures by default. 6 To specify measurement units, click the Measurements tab. A GUIDE TO QPS

138 8: QPS WEB HUB Use the Measurements tab in the Preferences dialog box to specify measurement units to display in the QPS Web Hub window. 7 Choose one of the following options from the Horizontal Units drop-down menu: Inches, Inches Decimal, Picas, Points, Millimeters, Centimeters, Ciceros, and Agates. 8 Choose one of the following options from the Vertical Units drop-down menu: Inches, Inches Decimal, Picas, Points, Millimeters, Centimeters, Ciceros, and Agates. 9 Click the Search tab and choose an option from the Quick Search Default drop-down menu to search for assets according to asset name, asset content, or a combination of asset name and content. Use the Search tab in the Preferences dialog box to specify default Quick Search parameters. 10 Click OK. 138 A GUIDE TO QPS 7.4

139 9: REDLINING 9: Redlining Using the Redline XTensions software, QuarkCopyDesk users can track changes to text in QuarkCopyDesk articles. In a QPS workflow, additions, deletions, and changes can all be tracked for QuarkCopyDesk users, and changes can be accepted or rejected. Outside of QPS, separate QuarkCopyDesk users can use redlining to track changes to shared QuarkCopyDesk articles. To learn how to use the full list of redlining controls, refer to A Guide to QuarkCopyDesk. This chapter covers redline controls in a QPS workflow. A QPS user must have the privilege to access the redlining controls. ENABLING REDLINING FOR USERS: ADMINISTRATION Administrators enable redlining for users by granting the redline privilege to the user's role. To specify redline privileges for a role: 1 Display the Administration pane in the QPS Connect Client window, then click Roles and Privileges in the Users and Groups area. 2 Select a role, open QPS XTensions for QuarkCopyDesk, open Editing, then open Redlining. A GUIDE TO QPS

140 9: REDLINING Use the Administration: Roles and Privileges screen to specify redline privileges for QuarkCopyDesk users. 3 To enable role members to accept and reject changes, check Accept And Reject Changes (Selected/Displayed/All). 4 To enable role members to turn redline tracking on and off in QuarkCopyDesk (Utilities > Tracking), check Enable/Disable Tracking. 5 Click Apply to save the redline privileges. CONFIGURING REDLINE: ADMINISTRATION For users with redline privileges, administrators specify colors that identify each user's changes. Also, Administrators can enable or disable redlining for each status in a workflow. To specify redline colors and statuses: 1 Display the Administration pane in the QPS Connect Client window, then click Redline in the Workflow area. Two tabs display in the Administration: Redline screen. 140 A GUIDE TO QPS 7.4

141 9: REDLINING The Administration: Redline screen includes two tabs for assigning redline colors to users and enabling redline functionality according to QPS asset status. 2 Click the User-based tab, then select a user from the User Name list. 3 Click the box in the Redline Color list to display the Colors dialog box. 4 Use the controls in the Colors dialog box to specify a specific color to be applied to text when the user enters text with redlining enabled. 5 Check Display All Redline Deletions in One Color to use a single color for identifying deletions by all users. Click the colored box next to Display All Redline Deletions in One Color to specify the color. 6 Click the Status-based tab, then select a main category in the Content Structures list. Use the Status-based tab in the Administration: Redline screen to enable redline functionality according to QPS asset status. 7 Select a status name, then check the box in the Enable Redline Tracking list to enable redlining for the selected status. A GUIDE TO QPS

142 9: REDLINING QuarkCopyDesk users can specify default redline colors and styles to differentiate insertions and deletions in WYSIWYG, Full Screen, and Galley views. However, when a QuarkCopyDesk user is logged on to QPS and working on an article tracked by QPS, the colors assigned by the administrator override the colors specified in the Preferences dialog box. See A Guide to QuarkCopyDesk for information about using the Redline feature outside of a QPS workflow. USING REDLINE CONTROLS: QCD The commands in the Redline submenu (Utilities menu) are Tracking, Highlighting, and Show/Hide Toolbar. The Redline Toolbar also includes the Tracking and Highlighting commands, as well as controls for navigating through changes, accepting or rejecting changes, and setting options for displaying changes. In addition to the Tracking and Highlighting controls on the left side of the Redline toolbar, you can navigate through changes, accept or reject changes, and display the View Options dialog box. Use the View Options dialog box to specify the reviewers and types of changes you want to display. Text formatting changes are not tracked. 142 A GUIDE TO QPS 7.4