xpression 3 xrevise User Guide

Transcription

1 xpression 3 xrevise User Guide

2 by EMC. All rights reserved. The copyright protection claimed includes all formats of copyrightable material and information governed by current or future statutory or judicial law. This includes, without limitations, any material generated by the software programs that display icons or other screen interfaces. You may not copy or transmit any part of this document in electronic or printed format without the express written permission of. xpression, CompuSet, and all other Document Sciences Corporation products mentioned in this publication are trademarks of. For complete copyright information, please see the file xpression Licensing Document.pdf located on your ebook Library CD., 5958 Priestly Drive, Carlsbad, CA

3 Table of Contents Table of Contents Introduction... 7 Boxes and Revision Bars... 7 Solution Support... 8 Getting Started with xrevise... 9 Tools You ll Need... 9 Language Localization Support Microsoft Office Language Pack How Do I Log On to xrevise? The xrevise Desktop Now That I m Logged On, What Can I Do? Notifications Shortcut Keys Spell Check Logging Off Typical Workflow Custom States xrevise Workflow Workflow Summary Workflow Overview Workflow Examples Using xrevise Where Do These Work Items Come From? What s Available on the Work in Progress Page? What s Available on the Active Work Page?... 31

4 4 Table of Contents What s Available on the Completed Work Page? Common xrevise Tasks Creating a New Work Item Assigning and Reassigning Work Items Publishing a Work Item Previewing a Work Item Adding a Note to a Work Item The Find Utility Diagnostics Customizing Your Documents xrevise, xdesign and Microsoft Word Working with Tables in CompuSet Documents with xrevise Opening a Work Item in xrevise The Carry Forward Utility Table and Paragraph Merge Content Separators Variables The xrevise Editor Using Word Toolbars Word Rulers Display Options Show Menu The Task Pane Working with Tables Editing Headers and Footers Adding New Content Version and Revision Numbers Finding Existing Content Properties Optional Content Comparing Work Items Reviewing Pane Using the Embedded Editor Using the Standalone Editor Personalizing Work Items in Batch How Does xpression Batch Personalize Documents? Configure Your Customer Data Sources... 81

5 5 Table of Contents Add Variable Replacements Customize the Document Create a Job Definition Select the Personalization Data Run the Job xrevise FastPath Parameter Query Strings Category Custkeys1-Custkeys Document Page Password UserName WIPID XMLCustomerData and DataSourceName XMLCustomerData DataSourceName CarryBack Example Load xrevise Editor using FastPath Tips and Tricks Verify Installation Client Verification Server Verification Debugging an Edit Session Toolbar Setup Word Editor Best Practices Clearing the Cache Toolbar Configuration Before You Begin Toolbar Configuration Creating a Custom toolbar.config Toolbar Configuration File Listings Default toolbar.config Brief Sample

6 6 Table of Contents Sample German_ToolBar.config Sample French_ToolBar.config Sample Spanish_ToolBar.config xrevise Configurable Shortcut Menus Element Properties

7 Chapter 1 Introduction 1 Welcome to xrevise. This book contains all of the information you need to use and maintain xrevise. xrevise uses Microsoft Word as its authoring tool for editing and revising documents. You don t need to be a power Word user, but you should be comfortable with the program and have at least a basic understanding of how to use paragraph styles. Paragraph styles should not be created in xrevise. They should be added to the xdesign template and made available to xrevise through the xpression server. Character styles should not be used in xrevise. Boxes and Revision Bars The following colored boxes alert you to special information in the documentation. Caution: The caution boc warns you that a fatal error, unsatisfactory output, or loss of data may occur if you do not follow the directions carefully. Tip: A tip offers suggestions to simplify a task or describes a useful shortcut. They may also describe an alternate way to use the techniques described in the text. Note: A note offers information that emphasizes or supplements important points of the main text. Revision bars help you locate new or changed information. Look for these revision bars in the right margin of each affected page.

8 8 Chapter 1 - Introduction Solution Support For more information or to solve a problem, contact Document Sciences Solution Support: Telephone: (760) Fax: (760) World Wide Web: support@docscience.com

9 Chapter 2 Getting Started with xrevise 2 xrevise provides secure access to select a document, or work item, from a list, preview it, and edit its contents with Microsoft Word. When you re finished with the work item, xrevise enables you to deliver it to a customer through or a printed hard copy. After you ve finished installing xpression, you ll need to update your xpression environment to prepare it for xrevise. These tasks are described in your installation documentationyour installation documentationyour installation documentationyour installation documentation your installation documentation. Tools You ll Need xrevise supports these versions of Microsoft Word and Internet Explorer: Word 2000, 2002, or is required if you want to use the Toolbar Configuration feature. Microsoft Internet Explorer 6.0 versions starting with Adobe Acrobat Reader 4.0 or later In some cases you may need to install the Java Runtime Environment (JRE) on your client machines. If you have problems displaying the Word editing window, download JRE from the Sun Microsystems website and install it on your client machine. xrevise requires JRE or higher and the Java Development Kit 1.4 or 1.5. xrevise always uses Microsoft Word as its editor, but it offers two options for how the editor is presented: embedded and standalone. Each requires some setup to support. See Using the Embedded Editor or Using the Standalone Editor for information on the two editor options and how to configure your environment for them.

10 10 Chapter 2 - Getting Started with xrevise Language Localization Support xpression supports French Canadian and Chinese languages in the user interfaces. To use a French Canadian or Chinese user interface, set the locale on your local machine to either French Canadian or Chinese. You can set your locales from the Windows Control Panel in the Regional and Language Options application. To configure your locale for a specific language, click the Regional Options tab. Figure 1. Regional updates. Select your desired language from the list in the Standards and formats section. For Chinese language, choose Chinese (PRC). For French, choose any variety of French. On the Languages tab, click Details and ensure your language appears in the Installed Services box. Also on the Languages tab, if you are using the Chinese language, ensure that you select the Install files for East Asian languages option. On the Advanced tab, ensure your language is selected in the Language for non-unicode programs and that the code pages for your language are selected. Click OK. Microsoft Office Language Pack The editing process in xrevise is entirely local, so it is necessary to have Microsoft Office Language Pack installed and configured on the local machine for the language of your choice to be used in the editor s interface. Refer to your Microsoft Office documentation for information on installing Microsoft Office Language Pack.

11 11 Chapter 2 - Getting Started with xrevise To Configure Microsoft Office Language Pack: 1. Click Start, point to Programs, Microsoft Office, Microsoft Office Tools, and then click Microsoft Office Language Settings. 2. On the User Interface and Help tab select your language from the Display Office in list to set the interface language and from the Display Help in list to set the Microsoft Office Help language. 3. Open the Enabled Languages tab. 4. Select your language from the Available Languages list and then click Add. The language is added to the list of enabled languages. 5. Select your language from the list to set it as the default language for Microsoft Office applications. Figure 2. Select the language that you want for the editor interface and help on the User Interface and Help tab. Enable languages and set the default language on the Enabled Languages tab. 6. Click OK. 7. A message opens advising you of the effects of changing the default language. Click Continue and lose customizations. The changes will take place the next time you open any Microsoft Office application, including the xpression editors. Note that thin client application interfaces will be in the language selected in Regional and Language Options regardless of the settings that you have chosen in Microsoft Office Language Settings.

12 12 Chapter 2 - Getting Started with xrevise How Do I Log On to xrevise? Ensure that you close any open Microsoft Word windows before opening xrevise. An error may occur if Word is open when you open xrevise. Start Internet Explorer. You access xrevise by typing the URL for its default Web site. For example: Your_Server_Name:Port_Number/xPressionRevise. Add the page to your Favorites list to make access quicker. xpression validates your network user name and password to determine your access permissions, and retrieves your user name from your corporate network security system (such as LDAP or NDS). Figure 3. The login page. Your network user name and password. Click Login and xrevise attempts to connect to the xpression server you chose above. Note: (1) Users with Guest or other restricted-privilege accounts can log on to xrevise, but will be unable to use all features of the program. (2) xrevise does not support multiple users working concurrently in separate instances of Internet Explorer on the same computer.

13 13 Chapter 2 - Getting Started with xrevise The xrevise Desktop You re in! After you connect successfully, your xrevise home page appears. The pages you see depend on your access privileges. Figure 4. The xrevise desktop. This page contains the following items. Item Work in Progress Tab Active Work Tab Completed Work Tab Buttons Category List Columns Work Item Link Position Description The Work in Progress tab is your entry point into xrevise if you have Write-level privileges. It shows the documents you re currently working on. You ll need at least Write-level privileges to modify the work items listed here. If you have xrevise administrator privileges, the Active Work tab will be available. The Completed Work tab is an archive listing of all completed work items available to all users. Users with Read privileges will see this page only. Use these buttons to work with your work items. Select a category from the list. Categories are established in Admin. Click a column label to sort the contents in either ascending or descending order. Each key is displayed as a separate column. If you have Write or Approve-level access, you can click a work item name to open it in Microsoft Word. Your current position in the list.

14 14 Chapter 2 - Getting Started with xrevise Now That I m Logged On, What Can I Do? Access rights determine what activities individual users can perform on work items with xrevise. The Access Rights portion of the Category Management utility in xadmin enables the system administrator to authorize access on different levels to users of xpression applications. xrevise incorporates the following levels of authority. You should also note that these levels are non-hierarchical, which is another way of saying that a user with Admin authority may not necessarily have Approve or Write privileges. Each level is assigned separately. Level Read Write Approve Admin What Can You Do? Preview work items only. Users with Read authority will see the Completed Work page only. Preview, edit, and reassign work items. Users with Write authority will see the Work in Progress and Completed Work pages. Write users can delete work items from the Work in Progress page, but not from Completed Work. Approve work items. This is the highest approval level. Users with Approve authority will see at least the Work in Progress page. Preview, edit, assign, and reassign work items. Users with Admin authority will see all three xrevise work queues: Work in Progress, Active Work, and Completed Work. Admin users are the only users authorized to delete work items from the Completed Work archive, and the only ones with access to the functionality available on the Active Work page. In addition, users are identified as Submitters and Approvers in xadmin. Notifications If you define addresses in your xrevise workflow for the Submitter and Approver, xpression will send an e- mail when an item is submitted or approved. When a work item is submitted, an will be sent to the approver informing them that a work item awaits their approval. When a work item is approved, an is sent to the submitter (or the next approver, depending on the workflow setup in xadmin) indicating that the work item is approved. If the work item is rejected, an is sent to submitter indicating that the work item is rejected. To support this functionality, two properties in the DistributionController.properties file, SMTP and SMTPPORT, must be set to the correct SMTP server and port. No is sent if the recipient s address has not been provided in xadmin, or if ownership of the document does not change.

15 15 Chapter 2 - Getting Started with xrevise Shortcut Keys While working in xrevise you may find it more convenient to use the shortcut keys. Work in Progress, Active Work, and Completed Work pages Key Combination CTRL + N CTRL + S CTRL + R F7 CTRL + D CTRL + A ENTER CTRL + 1 CTRL + 2 CTRL + 3 CTRL + Q What Does It Do? Opens new work wizard (except in Completed Work) Search (on or off) Refresh page Preview Delete Select / deselect all Edit (when link selected, except in Completed Work) Opens Work in Progress page Opens Active Work page Opens Completed Work page Quit Edit Screen Key Combination CTRL + R What Does It Do? Refresh page

16 16 Chapter 2 - Getting Started with xrevise New Value Wizard Key Combination Enter CTRL + Q What Does It Do? Next Step Quit Spell Check Under certain circumstances the Spell Check dialog box opens whenever changes are made in the Word editor. You can prevent this by turning off Check spelling as you type in xrevise.doc. To turn off automatic spell checking: 1. Log off xrevise. 2. Open xrevise.doc in Microsoft Word. This document is located in the \ClientSupport folder on the xpression Server. 3. From the Tools menu, click Options. 4. On the Spelling & Grammar tab, clear Check spelling as you type. 5. Click OK. 6. Save xrevise.doc and close Microsoft Word. When you log back on to xrevise spell checking will not occur automatically. This change affects all xrevise users. Some other points to consider about spell check. Spell Check starts at the current cursor position and continues until end of document where it will prompt the user to continue search at the top of the document, and headers and footers. If in a header or footer when the spell check starts, it will start at current header or footer and move forward and then automatically wrap. It will not prompt to check the main document. Ignore ALL and Change ALL are now supported on the Spell Check dialog. All content contained in DLSVAR, DLSFMT, DLSLOC and DLSVT styles will be ignored by spell check.

17 17 Chapter 2 - Getting Started with xrevise Only RUs that have spelling corrections will be marked for save. That is, if the user ignores all spelling errors in an RU, then the RU will not be flagged as modified. Tip: When you reopen a work item, Word will check the spelling. Words that are not in the dictionary will be marked as misspelled, even if they were ignored previously. To avoid this, use the Custom Dictionary for commonly ignored words. You can double-click a header to edit it and use the close button in the Header and Footer toolbar to close it. Logging Off Be sure to log off xrevise before you close your Web browser window. If you close your browser before logging off, your session will remain active and the seat will not be available for another user. Your session will eventually close automatically, but your xpression administrator can close the session if necessary. Typical Workflow This section describes how you might set up and use a document with xrevise. In this example, the document must be approved by two different authorities, Legal and Quality Control. In this case, Quality Control will be mandatory and Legal will be optional. To accomplish this, we ll change one of the standard document states and create a new one in xadmin. Then we ll open the document in xrevise and submit it to each approver in turn. This is a simple example. It is possible to use this basic procedure to establish a workflow that meets your specific needs. Custom States First, we need to create our custom states in xadmin. Some important points about document states, approvers, and submitters: You can rename the Submitted standard state, but cannot remove either standard state. New states are added between the two standard states. The order in which your document states appear is important; documents move through the approval process from the lowest state on the list to the highest. You can change the order of your custom document states after they have been added.

18 18 Chapter 2 - Getting Started with xrevise Users can be identified as submitters for multiple document states. Users who can act as submitters for multiple document states can choose to submit the work item to an approver higher in the hierarchy, thereby skipping an approver who may not be required for the changes that were made. Return to Author, when selected, returns the work item to the original author when the work item is approved. When not selected, the work item is submitted for approval to the next state if the current approver is a submitter for the next state, or back to the author if not. When creating a workflow, carefully consider where each document state appears in the hierarchy and the role performed by each submitter and approver. To create custom states: 1. Log on to xadmin. 2. Under Category Management, open Categories. 3. Select the category that will be used in the workflow. In this case, we will use a sample category called Ins Policy Category. xrevise must be identified as an application for the category that you choose. 4. Open the Workflow tab. 5. For xrevise, click Add Workflow. If a workflow has already been added, as in Figure 5, click View\Change. Figure 5. xadmin workflow tab. 6. Change the standard SUBMITTED document state to LEGAL.

19 19 Chapter 2 - Getting Started with xrevise 7. Add a new state called QUALITY CONTROL. To add a new state, click Add and type the name for the new state in the Document State field. Figure 6. New document states. 8. Select the new state, ensure that Return to Author is clear and click Set User Access. 9. Click Add Approver. 10. Select the user that you want to be an approver for this state from the list and click the Add to place them in the Selected Approvers list. Note: It is possible to assign a group to be an approver. If this is the case, work items will be added to group members Work in Progress queue, but will not be available for editing. To edit the work item, the user should assign the work item to him or herself. Each xrevise user must have an individual ID. 11. Click Save. 12. Select the approver that you want to use and click Add Submitter. 13. Select an available submitter from the list and click Add. For this example, the same user should be the submitter for both LEGAL and QUALITY CONTROL. Note: Submitters for custom states must have Approve access rights.

20 20 Chapter 2 - Getting Started with xrevise 14. Click Save. This figure shows the approver and submitter for the Legal approval state. In this example the approver and submitter are two different users, but it is possible for the same user to be both submitter and approver. Figure 7. Approve r and submitter. 15. Repeat steps 7 through 13 for the other document state, called LEGAL for this example. Now you re ready to process a work item through the xrevise workflow. xrevise Workflow Once the approval states, approvers, and a submitter are established in Admin, you can move a work item through the xrevise workflow. To process a work item in xrevise: 1. Log on to xrevise as a submitter. In the previous section, we used a submitter called xpression. 2. Click New and add a new work item. In the previous section we established a workflow for a category called Ins Policy Category. Refer to Creating a New Work Item for complete instructions on adding a new work item. 3. Make the desired changes to the work item. Refer to Now That I m Logged On, What Can I Do? for a highlevel description of actions that you can perform in xrevise.

21 21 Chapter 2 - Getting Started with xrevise 4. When you have finished with the work item, click Submit. The Approver Selection dialog box opens. Figure 8. The Approver dialog box. For the convenience of the user, the Approver Selection dialog box opens only if required. It will not open under these circumstances: Only one document state is defined in Admin. The work item has already been approved to the highest level prior to final approval. If the work item was rejected from its last submission. In this case, the item will automatically return to the approval queue for the document state where it was rejected. The user is a submitter in only one document state. 5. Select an approver and click Submit. For this example, select Legal Approver. Since QUALITY CONTROL is a higher document state than LEGAL, if we selected QUALITY CONTROL then the LEGAL state would be bypassed. This moves the work item to the queue for Legal Approver. Tip: You can see the status of any work items that you have submitted by going to the Active Work tab, selecting the work item, and then clicking History. This will open a screen with details of actions taken on the selected work item. 6. Next, the approver for LEGAL needs to log on. For this example, the submitter should log off and Legal Approver should log on. In a production environment, the submitter need not log off. 7. Select the work item and click Approve. If you open the History screen now, you will see that the status of the work item has changed. Since we did not select Return to Author in xadmin when we created this workflow, the work item moves directly to the QUALITY CONTROL approver s queue. If we had selected Return to Author for this state

22 22 Chapter 2 - Getting Started with xrevise when creating the workflow, the work item would be returned to the submitter, who would then submit the item for QUALITY CONTROL approval. Caution: If Return to Author is not selected for the current state the work item will be moved to the queue for the approver of the next approval state, unless the current approver is not a submitter for the next state. If the current approver is not a submitter for the next state, the work item is returned to the author. Be sure to consider this behavior when designing your workflow. 8. Log on as the Quality Control approver. As in step 6, the LEGAL approver should log off and Quality Control Approver should log on for the purpose of this demonstration. Again, in a production environment there is no need for the LEGAL approver to log off. 9. Select the work item and click Approve. 10. Log back on as the submitter and notice that the work item has reached its final state, no further changes are allowed. 11. Click Complete. The work item is now listed on the Completed Work tab. You can open the History screen to review details of the work item s progress through the approval system. Workflow Summary The xrevise workflow system is a flexible management system that can accommodate a variety of development environments and business requirements. The preceding sections show a simplified workflow from creation through a document s development under this workflow. This section discusses each of the major elements of the workflow system and important considerations for each when creating your workflow. Approval States The basic workflow system provides for work items being In Process, Submitted, or Approved. Once approved, the work item can be Completed. You can use xadmin to change the standard states and create custom states to tailor the workflow system to your specific needs. You designate submitters and approvers for each approval state. Approval states are sequential, but it is possible to skip a state when a submitter is authorized to submit to more than one approval state. How you configure your approval states determines your workflow. The final approval state is mandatory. When a work item has been approved for the final state, no further edits are permitted and the document can be moved to the Completed Work tab. Submitters Submitters are users who create new work items, customize them, and submit them to approvers. Submitters can be approvers for the same or other states. To maintain greater control over who submits work items to a an approver s queue, it is recommended that approvers for early states in the workflow be identified as submitters for subsequent states. The original submitter of a work item is referred to as the Author. Users who can submit to

23 23 Chapter 2 - Getting Started with xrevise more than one approval state can choose which state they want to submit the item to, effectively making some states optional. It is possible to identify a user group as a submitter. Approvers Approvers are users who review work items and approve or reject them based on your internal acceptance criteria. Rejected work items are always returned to the Author. Approved items can be returned to the Author or passed on to the next approval state s approval queue, depending on whether Return to Author is selected for the current approval state. Approvers can also be submitters. By identifying an approver as a submitter for a subsequent state you can establish an approval chain. It is possible to identify a user group as an approver. If you identify a group as an approver for an approval state, approvers must assign work items to themselves to be able to work on them. Return to Author You can choose this option for each approval state. When selected, work items are returned to the Author when approved. When not selected, work items are passed to the approval queue for the next approval state in the workflow when approved, unless the current approver is not a submitter for the next state. If the current approver is not a submitter for the next state, in which case the work item is returned to the author. It is important to note that this will occur even if the approver is not a submitter for the next approval state. Work items are always returned to the author when rejected. Caution: Be careful when using Return to Author. If you select Return to Author for the approval state immediately prior to the final approval state, and the Author is not a submitter for the final approval state, the author will not be able to submit the document for final approval.

24 24 Chapter 2 - Getting Started with xrevise Workflow Overview This figure provides a view of the xrevise workflow at its most basic. Within this framework you have considerable flexibility to create a workflow that fits your needs. Figure 9. xrevise workflow overview. When the submitter decides the work item is ready, he or she submits it for approval to the next relevant approval state. The submitter may have started the work item or may have received it from an approver for additional processing. If the document has received final approval, it cannot be edited further and can be added to Completed Work. Approved documents are returned to the author if Return to Author is selected in Admin or if the document has achieved its final approval state. The approver reviews the document and either accepts or rejects the document. Rejected documents are always returned to the author. Accepted documents are handled according to how you have established your workflow in xadmin. Approved documents that are not returned to the author and are not at their final state are placed in the approver s queue for their next approval state.

25 25 Chapter 2 - Getting Started with xrevise Workflow Examples Earlier in this section we walked through a Typical Workflow. xrevise enables considerable flexibility in designing a workflow. This section describes a few possible options and describes how each workflow would proceed. To make comparison easier these examples uses three approval states: A, B, and C. State C is the final approval state. It is not necessary to assign approvers to be submitters for subsequent approval states. Note that documents are always returned to the author if the document is rejected. Scenario One The author is a submitter for all three states, Return to Author is not selected for any state. 1. The author can submit the document to any of the approval states. If the author selects B, then state A will have been effectively skipped for this document. 2. The approver for the state that the author selected approves the document. Since Return to Author was not selected for any state, the document goes to the approval queue for the next approval state. The document will be returned to the author if it is rejected, or if it is approved for the final approval state (state C). 3. When the document achieves final approval it is returned to the author. Once the document is approved, the author can send the document to the Completed Work page. This scenario is a linear workflow in that, once started, the author does not drive the approval process. The process starts and ends with the author. The author s only option occurs upon initial submission, where he or she can bypass state A or states A and B. State B cannot be bypassed if the document is submitted for state A. Scenario Two The author is a submitter for states A and C, but not B. Return to Author is selected for state B, but not for state A. Note that Return to Author cannot be selected for state C because it is the final state and the document will be returned to the author regardless of what action the approver for state C takes. 1. The author can submit the document for state A or state C, but not B. If the author submits for state C, then both states A and state B will have been skipped. If the author submits the document for state A approval, it will be added to the state A approval queue. 2. Since Return to Author is not selected for state A, the document is added to the state B approval queue when it is approved for state A. The document will be returned to the author only if the state A approver rejects it.

26 26 Chapter 2 - Getting Started with xrevise 3. The document is returned to the author after state B, regardless of whether it is accepted or rejected. Note: At this point it is important that the author be a submitter for state C. The document will be returned to the author, and he or she will not be able to submit the document for final approval without being a submitter for state C. 4. Once preliminary approvals are obtained, the author submits the document for state C approval. 5. When the document has received final approval the author can send the document to the Completed Work page. This scenario initially provides the author with two choices: submit the document for final approval, or submit the document for approval through the entire workflow. The document automatically moves to state B when approved at state A. Since the author is not a submitter for state B, he or she does not have the option of submitting directly to that state. Scenario Three The author is a submitter for all three states. Return to Author is selected for both state A and state B. Since state C is the final approval state, Return to Author cannot be selected for that state. 1. The author can choose to submit the document for any state. The document is added to the approval queue for the selected state. 2. The document is returned to the author regardless of whether it is accepted or rejected. 3. The document eventually receives final approval and is returned to the author for final disposition. 4. The author sends the document to the Completed Work page. The author acts as the prime mover of the document in this scenario. The workflow system returns the document to the author at each step, and the author has the maximum options to move the document through the process. Scenario Four The author is a submitter for all three states. Return to Author is selected for state A, but not for state B. 1. The author submits the document for state A approval. 2. Upon approval, the document is returned to the author who then submits it for state B approval. 3. Upon state B approval, the document is automatically submitted for final approval (state C). 4. Once finally approved, the document is returned to the author. 5. The author can move the approved document to the Completed Work page. This scenario give the author the maximum flexibility in choosing where to start the approval process, but requires that he or she manually submit the document to the appropriate state following state A. The author can submit to state A, but choose to skip state B.

27 Chapter 3 Using xrevise 3 This chapter introduces you to the three xrevise pages from which you ll do your work: Work in Progress, Active Work, and Completed Work. You may not necessarily see all three pages after you log on to xrevise; your access rights determine which pages appear, and what functions you can perform in them. Where Do These Work Items Come From? Document designers at your company have used a design, testing, and proofing application called xdesign to create the documents, or work items, you work with in xrevise. Using xdesign, they define business logic, or business rules, that include or exclude portions of content, based on the information contained in your customer data. xdesign stores the content, images, and other document information in a single xpression database. When a document is approved, the document designer creates a document version to make the document available to xpression production services like xpression Batch, xresponse, or xrevise. These applications use the document version to assemble, customize, and distribute the document. Content items must be approved in xdesign to qualify for assembly. Note that the xdesign approval system is not the same as the xrevise workflow system. It is possible to populate the Work in Progress page with an external application using the Java API, Web Services, or the EAI Adapter. If you populate the Work in Progress page with an external application, ensure that STATUS is set to APPROVED.

28 28 Chapter 3 - Using xrevise What s Available on the Work in Progress Page? The Work in Progress page displays a list of all the documents that require further action from you. The work items are listed in alphabetical order by default. Figure 10. The work in progress page. The Work in Progress page contains these columns. Click a column label to sort the contents in either ascending or descending order (the default). The Action buttons perform these functions. Button Submit Description Submits the selected work item. xrevise workflow can be customized to meet your needs. See Typical Workflow for instructions on establishing the workflow. Approve Reject Complete Approves the selected work item. The work item must have been submitted for approval and the user must be an approver for the current state. See Typical Workflow for instructions on establishing the workflow. Rejects the selected work item. The work item must have been submitted for approval and the user must be an approver for the current state. See Typical Workflow for instructions on establishing the workflow. Completes the selected work item. The work item must be approved and the user must be the submitter. Once completed, the item is removed from the Work in Progress tab and added to the Completed Work tab.see Typical Workflow for instructions on establishing the workflow.

29 29 Chapter 3 - Using xrevise Button Annotate Description Enables you to add comments on your work to individual work items. For more information, see Adding a Note to a Work Item. Reassign Delete Enables you to assign or reassign work items to other users. Assignees must have at least Write access and, if you are reassigning a previously assigned work item, the new assignee must have access at least as high as the original assignee. Select a document, click Reassign, and a list of users with appropriate access appears. Select a user name and click Reassign to send the work item to the assignee s Work in Progress queue. If you reassign a work item, the work item s status will change to Active. See Assigning and Reassigning Work Items. Removes the selected work item, if you have Admin-level access. New Starts the Add New Work wizard that enables you to assemble new work items. For more information, see Creating a New Work Item. Find Accesses the xrevise Find utility, which enables you to search work items in this work queue. For more information, see The Find Utility. The Work in Progress tab includes these columns. Column Select Category Name Customer Keys Status Description This drop-down list appears if you have documents available from different categories. Select the category that contains the documents that you want to display. Shows the names of the work items that you haven t submitted for approval, or that require further action from you. The work items are listed in alphabetical order by default. This column includes a set of buttons described in the following table. Contains the customer keys associated with a work item. A customer key is a field or fields in your customer data source that identify a work item. The customer keys that are displayed are selected in xadmin, Category Management. Any field identified as a Primary Key in Category Management is displayed as a Customer Key on the Work in Progress page. Columns are displayed in the order that they appear in Category Management. Displays the status of the work item: PENDING, SUBMITTED, APPROVED, or REJECTED. New work items, work items recently assigned to you, work items checked out from the Completed Work area, and work items submitted to you for approval take on a starting status of PENDING. Items that you submit for approval are changed to a SUBMITTED status.

30 30 Chapter 3 - Using xrevise Column Current State Last Modified Description Contains the current approval level of the work item if you are using a workflow approval system. There are at least four states that an xpression document must pass through before it reaches a final approval level: Active the lowest level Pending Approval the work item has been submitted to the workflow Pending Rework the item was rejected by another user in the workflow Approved the highest level Your company s own document states will appear between Active and Approved. Displays the date on which the work item was last changed. The Name column includes these buttons. Button Preview Description The Preview button enables you to proof the content of a work item in either of two embedded viewers: HTML or PDF. For more information, see Previewing a Work Item on page 39. Publish The Publish button creates the finished version of your work item using the information in the selected output profile and distributes it your customer. History The History button opens a screen that shows the history of the selected work item as it progressed through the approval process. Open Opens the The Carry Forward Utility.

31 31 Chapter 3 - Using xrevise What s Available on the Active Work Page? The Active Work page displays the current status of all work items. Only users with Admin rights have access to this page. Click a button for details. Figure 11. The active work page. The buttons on the Active Work page toolbar perform these functions. Button Annotate Description Enables you to add comments on your work to individual work items. For more information, see Adding a Note to a Work Item. Reassign Delete Enables you to assign or reassign work items to other users. Assignees must have at least Write access and, if you are reassigning a previously assigned work item, the new assignee must have access at least as high as the original assignee. Select a document, click Reassign, and a list of users with appropriate access appears. Select a user name and click Reassign to send the work item to the assignee s Work in Progress queue. If you reassign a work item, the work item s status will change to Active. See Assigning and Reassigning Work Items. Removes the selected work item, if you have Admin-level access. New Starts the Add New Work wizard that enables you to assemble new work items. For more information, see Creating a New Work Item. Find Accesses the xrevise Find utility, which enables you to search work items in this work queue. For more information, see The Find Utility.

32 32 Chapter 3 - Using xrevise The Active Work page contains these columns. Click a column label to sort the contents in either ascending or descending order (the default). Column Select Category Name Owner Current Owner Customer Keys Status Current State Last Modified Description This list appears if you have documents available from different categories. Select the category that contains the documents that you want to display. Shows the names of the work items that you haven t submitted for approval, or that require further action from you. The work items are listed in alphabetical order by default. Contains the user name of the xrevise user who submitted the work item, or to whom the item was last assigned. Contains the user name of the xrevise user who is currently acting on the item. If the item has not been submitted, this is the same as the Owner. If the item has been submitted, it is the approver who is currently reviewing the item. Contains the customer keys associated with the work item. A customer key is a field or fields in your customer data source that identify a work item. Click the column head to order the list by the selected key. Contains the current status of the work item: PENDING, SUBMITTED, REJECTED, or APPROVED. New work items, work items recently assigned to you, work items checked out from the Completed Work area, and work items submitted to you for approval take on a starting status of Pending. Items that you submit for approval are changed to a Submitted status. Contains the current approval level of the work item if you are using a workflow approval system. There are at least four states that an xpression document must pass through before it reaches a final approval level. Your company s own document states will appear between Active and Approved. Active the lowest level Pending Approval the work item has been submitted to the workflow Pending Rework the item was rejected by another user in the work flow Approved the highest level Shows the date on which the work item was last changed.

33 33 Chapter 3 - Using xrevise The Name column includes these buttons. Button Preview Description Enables you to proof the content of a work item in either of two embedded viewers: HTML or PDF. For more information, see Previewing a Work Item on page 39. Publish Creates the finished version of your work item using the information in the selected output profile and distributes it your customer. History Opens a screen that shows the history of the selected work item as it progressed through the approval process. What s Available on the Completed Work Page? A customer has called and would like a portion of the language from last April s policy added to their current policy. No problem: if you have at least Write access, just check out the April version of the work item from the Completed Work page and find the passage you need. The Completed Work page is an archive of all work items saved by all xrevise users and is available to all authenticated users. Want to learn more? Click on a button or tab. Figure 12. The completed work page.

34 34 Chapter 3 - Using xrevise The buttons on the Completed Work tab toolbar perform these functions. Button Annotate Description Enables you to add comments on your work to individual work items. For more information, see Adding a Note to a Work Item. Checkout Find Enables you to check out stored versions of older work items, if you have Write access or higher. Select one or more work items and click Checkout. xrevise creates a new version of the historical work item and places it in your Work in Progress page with a document state of Active and a status of PENDING. Accesses the xrevise Find utility, which enables you to search work items in this work queue. For more information, see The Find Utility. Delete Permanently removes work items from the Completed Work page, it is available only if you have Admin-level rights. Deletion is permanent and can t be reversed. The Completed Work page contains these columns. Click a column label to sort the contents in either ascending or descending order (the default). Column Select Category Name Customer Keys Last Modified Description This drop-down list appears if you have documents available from different categories. Select the category that contains the documents that you want to display. Shows the names of the work items completed by xrevise users. The work items are listed in alphabetical order by default. For more information, see What s Available on the Work in Progress Page?. This column includes a set of buttons that are described in the following table. Contains the customer keys associated with a work item. A customer key is a field or fields in your customer data source that identify a work item. Displays the date on which the work item was last changed.

35 35 Chapter 3 - Using xrevise The Name column includes these buttons. Button Preview Description Enables you to proof the content of a work item in either of two embedded viewers: HTML or PDF. For more information, see Previewing a Work Item on page 39. Publish Creates the finished version of your work item using the information in the selected output profile and distributes it your customer. History Opens a screen that shows the history of the selected work item as it progressed through the approval process. Note If a note has been added to a work item, it will have a Note button. Click the Note button to view the annotation. Common xrevise Tasks xrevise employs some basic functionality that, unless otherwise noted, is common throughout the program. This section includes these topics: Creating a New Work Item Publishing a Work Item Previewing a Work Item Adding a Note to a Work Item The Find Utility

36 36 Chapter 3 - Using xrevise Creating a New Work Item The Add New Work wizard in xrevise enables you to assemble new work items from existing work items and add them to the Work in Progress or Active Work pages. Figure 13. This road map marks your progress through the New Work wizard. Click a step to move back or forward in the process. This road map marks your progress through the New Work wizard. Click a step to move back or forward in the process. Figure 14. Starting the new work wizard.

37 37 Chapter 3 - Using xrevise Choose a document from the list of documents contained in the category you selected. Figure 15. Select a document Choose a customer key value that uniquely identifies each record in the table. xrevise presents the key values in 20-record segments. To move to the next 20 records, click More at the bottom of the list. If you have a lengthy list of customer keys to choose from, and chances are you do, type all or part of the key you re looking for and click Search. For more information about search syntax, see Wildcard Characters. Figure 16. Select a customer key. xrevise automatically assigns new work items a status of PENDING, a document state of Active, and also adds an entry for the work item to the Active Work list. New content is assigned a revion number of 1 so that it will be returned when searching with the Custom Content Only filter. Figure 17. The newly created work item.

38 38 Chapter 3 - Using xrevise Assigning and Reassigning Work Items When you assign or reassign a work item the following considerations apply. When multiple work items are selected for assignment or reassignment, all items must be in the same state either Pending Approval or Active. Pending Rework is treated as Active for the purpose of this decision. If the selected work items are not of the same state, an error message is displayed. Active and Pending Rework items can be assigned to any user or group with Write permission. Once assigned or reassigned, the Owner and Current Owner of the work item changes to the new user or group. Pending Approval items on the Work in Progress List (WIP) can be granted if permission is granted at the group level, but the options are slightly different if the user who is currently logged in is the current owner or not. If the logged-in user is not the current owner of one or more of the selected work items, he or she can choose either Assign to me or select a user or group with approval permission. If the logged-in user. If the logged-in user is a member of only one group in this workflow step, the Assign list will consist of the user and the group. If the user is a member of more than one group the Assign list will consist of the user and all groups, and a message will display instructing the user to select the correct group. If the logged-in user is the current owner of one or more of the selected work items, he or she will have the same options as a non-owner, above, except thot the Assign to me option will not be available. Pending Approval item on the Active list can usually be granted if permission is granted at the group level, depending on the current owners of the work items and the relationship of the logged-in user and the current owner. All work items must have the same Current Owner. If the Current Owner is not the same for any work item, a message displays instructing the user to ensure that all selected work items have the same Current Owner. If the logged-in user is the current owner of all of the selected work items, and belongs to only one group for this workfdlow step, the Assign list consists of the group. If the logged-in user is a member of more than one group the Assign list consists of all of the groups, and a message displays instructing the user to select the correct group. If the logged-in user is not the current owner of any of the work items the Assign list consists of all groups with approval permission for this workflow step, and a message displays instructing the user to select the correct group. The state of the work items is preserved after being assigned or reassigned; Active items remain Active, Pending Approval remain Pending Approval, and Pending Rework remains Pending Rework. When the Reassign button is clicked, a pop-up window opens asking if the user wants to reassign the work item to him- or herself. If Yes, then the work item is reassigned to the current user. If No, then a window with the assignment list opens from which the user can select the user or group to whom the work item should be assigned.

39 39 Chapter 3 - Using xrevise Publishing a Work Item Some work items may have one or more output profiles associated with them. Attached by the document designer in xdesign, output profiles tie together all your output settings into one profile by associating output streams, distribution definitions, and format definitions with each other (or with an output format). Output profiles produce a specific set of documents (through output streams) in a specific format (through the format definition) for a specific device (through the distribution definition). When you publish a work item from the Work in Progress or Active Work pages, xpression uses the information in the output profile to create and distribute it to your customer. If Data Override is enabled you will have the opportunity to replace items as defined in the xrevise Data Override Configuration file. If you are using the Data Override feature, and you override a date field, you must provide the date in the format yyyy-mm-dd. This restriction does not apply if your output format is HTML Figure 18. The output profiles associated with a particular work item. They re defined with the Output Management tools contained in xadmin. Click Publish to start the production process. Click Cancel to go back to the Active Work or Work in Progress page. Previewing a Work Item To get an idea of how your work items will look in different formats, you can proof the content of a work item in either of two embedded viewers: HTML or PDF. You might switch from the HTML viewer to the PDF viewer to see how your headers and footers resolve. Both viewers display a temporary version of a work item that can t be edited. When using the Omit document initial NP CompuSet Conversion Option, xrevise will display an extra blank page at the beginning of your document. This blank page will be removed when publishing or viewing the output. You can suppress this blank page in xrevise by designating the document-initial page breaking section as hidden.

40 40 Chapter 3 - Using xrevise However, this action will suppress headers and footers on the first page of the document in xrevise. The headers and footers will appear in the output as expected. Figure 19. Work item HTML preview. To view a work item as a PDF you ll need to have Adobe Acrobat 4.0 or later installed on your computer. Figure 20. Work item PDF preview.

41 41 Chapter 3 - Using xrevise A web service is available that overrides data when previewing a WIP work item. The signature is: byte[] previewworkiteminpdf(string wipid, String customerdata, String username, String password) WipId is a work-in-progress work item ID. CustomerData must have the same schema as primary data source, user must have at least read permission on this work item. Note: If customerdata is set as null, this web service works just as previewing the work item as PDF. Adding a Note to a Work Item xrevise enables you to add comments on your work in individual work items by attaching notes to them. Select a work item and click Annotate to create a new note, or double-click the yellow note icon to edit an existing note. To remove a note from a work item, delete the existing annotations in the note, then click Close. Work items with notes are identified by an icon on the work item list. Tip: You can place a hyperlink in your note. To include a hyperlink, type the URL, including and then click Save (or Update if you are editing an existing note). Note that the text in the Add/Edit text box will not appear as a hyperlink, but the text in the Existing Annotations box will. For example, if you type Click for detailed information., Click for detailed information. will appear in the annotation. Notes can be Client Level or Document Level. Client Level notes attach to all documents with the same document ID and the same first primary key, while Document Level notes attach to a specific work item. When you click the Note button, the Select Note Type dialog box opens. Figure 21. Select note type.

42 42 Chapter 3 - Using xrevise Click Annotate to open the Add Annotations dialog box. Type the text of the note as indicated. You can include a hyperlink in your note by preceding it with and following it with a space. Figure 22. Type your nex text in the annotation box. Click Add when finished. Annotations added to the content item in xdesign are displayed when the content item is previewed. Annotations added to attributes in xdesign are not displayed in xrevise. Annotations can be added to approved content items without creating a new version. The Find Utility The xrevise Find utility enables you to search work items. A search initiated on the Work in Progress page looks for items in the Work in Progress page only, not the Active Work or Completed Work pages. You ll need to run separate searches to find items in each page. Figure 23. The Find utility. Tip: It is possible to copy deleted content items from archived versions of a document to the current version using the Carry Forward utility. To prevent content items from being inappropriately carried into a new version, consider adding a note to explain why the item was deleted. Type a single word, a phrase, or several words and phrases connected by Boolean operators. The Find utility is case-sensitive. Want to search for a date? Click here for more information.

43 43 Chapter 3 - Using xrevise Select a column name from this list. Column names will vary to match the page from which you re starting the search. Search results populate the work item list. If there are no results, then no work items are displayed and a message that the search returned no results displays. You can expand on the standard search functionality by using the Advanced find to build your own custom query. Figure 24. The Advanced find dialog box. Find utility not working? Full-text searching in SQL Server, Oracle, and DB2 must be enabled before you can use the xrevise Find utility. For more information, see your installation documentation. Working With Last Modified Dates The Last Modified column on the Work in Progress, Active Work, and Completed Work pages displays the date on which the work item was last edited, revised, or otherwise changed. The default date format accepted by xrevise is mm-dd-yy, separated by periods, commas, spaces, slashes, or dashes. A last modified date search will return all work items with dates that fall within the 24-hour period specified by the date. For example, type a date of and xrevise will locate all work items modified between August 15, :00:00 AM and August 15, :59:59 PM.

44 44 Chapter 3 - Using xrevise Want to change the format of the date that appears in xrevise? Modify the revisedatedisplayformat and revisedatefindformat entries in the revise.properties file located in the xpression folder on your server. revisexmlserverconfigfile = d:\\xpression\\servers.xml revisehtmltempdir = d:\\websphere\\appserver\\installedapps\\xpressionwebsphere.ear\\xpression_revise.war\\tempfolders revisehtmltempuri = reviseoutputprofilepdf = PDF Return to Application reviseuploadserveruri = reviseuploaddescriptiveservername = localhost revisedatedisplayformat = EEE MMM dd, yyyy h:mm:ss a revisedatefindformat = MM-dd-yy The revisedatedisplayformat entry controls the date format, or pattern, shown in the Last Modified column on all work pages. You can change the order of the patterns. For example, the default revisedatedisplayformat can be broken down as shown here. Figure 25. The xrevise Date Display Format Dissected Day of the week Day in month AM/PM switch Month in year Year Time of day Change revisedatefindformat to modify the date format that xrevise can expect when you search for a date. For example, a format of dd-mmmm-yyyy requires a user to type 15 August 2003 (with or without the separators described earlier). Each element in a pattern must be separated by a single hyphen character The AND and OR Operators xrevise uses two Boolean logic search operators, AND and OR, to link two or more item rows in an Advanced Find query. Use the AND operator to search for work items that satisfy two conditions. The AND operator directs xrevise to retrieve a work item if it contains both the first and second search items. Use AND to narrow your search. The red shaded area shown below represents the search results of a search for Deductible AND Co-pay. Figure 26. Search with the AND operator.

45 45 Chapter 3 - Using xrevise Use the OR operator to search for work items that meet either of two specified conditions. The OR operator directs xrevise to retrieve a work item when it satisfies either the first or second search item, or both. Use OR to broaden your search. The red shaded area shown below shows the search results for the words Deductible OR Co-pay. Figure 27. Search with the OR operator. Wildcard Characters A wildcard character is a keyboard character that is used to represent one or more characters in a search statement. You can use a wildcard character to search for all derivations of a search word. This is a useful function if you re uncertain of the possible endings of a search word. When your search statement includes a wildcard character, the number of potential references increases. The wildcard characters you can use in your search statements are directly related to the database your company uses as its xpression database. A character supported by Microsoft SQL Server may not be supported by Oracle. Fortunately, there are some universal characters that are supported by all database management systems. Character Sample Usage % (percent symbol) The percent symbol matches any string. For example, type %auto% to match any string that contains the characters auto in any position. _ (underscore) The underscore character matches a single character. For example, type _heryl and xrevise will return Cheryl, cheryl, Sheryl, sheryl. Case-sensitivity also varies by database vendor. See your database management system documentation for more information. Diagnostics You can turn on diagnostics for xrevise document using a document level annotation. To turn on diagnostics, format your annotation exactly like this: diagnosticid=xxxxxxx The value that you use in place of xxxxxxx becomes the prefix for the diagnostic files. It is important that there be no spaces surrounding the equal sign. Diagnostic files will be generated whenever the work item is opened or previewed. Refer to Adding a Note to a Work Item for information on adding annotations.

46 Chapter 4 Customizing Your Documents 4 If you have Write-level access to xrevise, you can open and edit work items that have a current status of Pending. Clicking a work item on the Work in Progress page starts Microsoft Word and opens the selected document. xrevise uses Microsoft Word as its editor. You have the option of opening the editor in embedded or standalone mode. Embedded mode provides most of the same functions as the standalone editor, but is subject to certain limits. For example, when using MS Word as an embedded application in Internet Explorer, it is not possible to use copy and paste to share text with other instances of Word. Therefore, the xrevise editor will run externally to IE by default. To use the editor externally, you need to set Internet Explorer Security and set the New Properties xrevise, xdesign and Microsoft Word xrevise supports the same Word formatting and editing features supported by xdesign. However, images are not handled in the same way. Sometimes, after making changes to the document with the Word editor, a black line may appear in the document. To remove the line, Accept Changes. Refer to Comparing Work Items for more information on how to use this feature. xdesign supports Word s Protect Document feature. If a content item was protected using this feature you will not be able to edit it in xrevise. It is possible to protect an entire content item, or only specific sections. If you need to make changes to a protected content item, you must use Design to create a new approved version of the content item with protection turned off. When content items with protected text are merged, the protect text property of the first item is applied to the merged content. If the first content item is protected, then the merged content will all be protected, but if the first item is not protected then the entire merged item will not be protected.

47 47 Chapter 4 - Customizing Your Documents Working with Tables in CompuSet Documents with xrevise The column/cell widths determine the table structure when publishing through CompuSet. So, if you are using the CompuSet publishing engine, ensure that Preferred Width on the Table tab of the Table Options dialog box is not selected, and that the column widths are set as required for the table to be constructed correctly. Opening a Work Item in xrevise To open a work item, select the category that contains the document that you want to revise from the Select a Category list on the Work in Progress queue. Then, click the name of a work item to start Microsoft Word in xrevise. To improve performance, xrevise caches files related to the work item in \Documents and Settings\[windows_user_name]\Templates\Revise. You can delete these files whenever xrevise is not running. If any content in the document uses formatting intended for CompuSet commands, such as the DLSFMT or DSCdls paragraph formats or hiddent text, the text may not appear in the xrevise editor and page layout may not be correct. When you open a document in xrevise, the values in NUMPAGE fields are converted to plain text. They are converted back to the field format before saving for publishing. To prevent users from inadvertently approving or rejecting documents that are being viewed by another user, the hyperlink for the document will be active only if the current user is the document owner, and the document is not in its final approval state. Click Assign and choose Yes when prompted if you want to Reassign to me to make the current user the document owner. Figure 28. Starting an editing session. Each work item name is followed by a set of buttons. Button Name Preview Publish Description The Preview button enables you to proof the content of a work item in either of two embedded viewers: HTML or PDF. PDF is the default. For more information, see Previewing a Work Item on page 39. The Publish button creates the finished version of your work item using the information in the selected output profile and distributes it your customer.

48 48 Chapter 4 - Customizing Your Documents Button Name History Description The History button opens a screen that shows the history of the selected work item as it progressed through the approval process. Carry Forward Opens the Carry Forward utility. For Word to operate correctly within xrevise you must first configure Internet Explorer. The Carry Forward Utility The xrevise Carry Forward utility enables you to compare your current table of contents to any other version (earlier or later) of the same customer s document stored in the Completed Work queue, or other documents of the same type. You can copy items or sections from archived versions to the current table of contents. All content items in the archived version can be copied to the current version, including deleted ones. This enables you to restore content that was removed at one point and is now needed again, but presents the possibility of bringing back content that was replaced or superseded and really should not be included in the document. Before copying deleted content to the current version, refer to any note that may be available to determine why the content item was deleted. See Adding a Note to a Work Item for information on creating and accessing notes. You can open the Carry Forward utility from the Work in Progress page by clicking Carry Forward in the Actions column. When you open the utility, you are presented with three options. Option Carry Forward with Most Recent Version Carry Forward with the approved item(s) Find a Document in the Completed Works Description Compares the document with the most recent document in the Completed Work list that has the same document type and key. Opens an intermediate screen with a list of approved documents available in the Work in Progress list. Select the document that you want to use for comparison and click Carry Forward. Opens an intermediate screen which enables you to search for a completed document based on one or more keys. Provide the desired values for the keys and click Carry Forward.

49 49 Chapter 4 - Customizing Your Documents Choose the option that you want to use and click Continue. Figure 29. Carry Forward options. When you click Continue the Carry Forward dialog box opens. Figure 30. Carry Forwarrd interface. Revision Units are represented in the Carry Forward and Auto Carry Forward screens in the format Create Date + Revision Number + Revision Unit Name. Differences between versions are indicated by red highlighting.

50 50 Chapter 4 - Customizing Your Documents Use these buttons to perform actions in the Carry Forward utility. Button Copy Replace Auto Carry Forward Show Revised / Show All Save Cancel Description Copies the selected content item from the archived version to the current version. This button is available only if an archived version is available. Replaces the content in the left pane with content from the right pane. This button is available only if an archived version is available. Creates a table that summarizes differences between the current and a selected archived version, and enables you to perform a variety of actions. This button is available only if an archived version is available. Toggles the Table of Contents for the historic work item between showing all work items and showing only revised work items. This button is available only if an archived version is available. Saves current changes and returns to the main xrevise window. Returns to the main xrevise window. The following figure compares two two tables of content. Figure 31. Comparing two tables of content. This is the table of contents of the work item you re comparing the current one to. To start an Auto Carry Forward comparison: 1. Open Carry Forward for the work item that you want to compare. 2. Choose the Carry Forward option that you want to use.

51 51 Chapter 4 - Customizing Your Documents 3. Select an historic work item (either Completed or Approved) from the Compare to list. Depending on the Carry Forward option that you chose in the previous step you may need to provide a key value or select the item from the list. Choose the wrong historic work item? Click Back to return to the Compare to list. 4. Click Auto Carry Forward. xrevise generates the table shown here. Figure 32. Carry Forward comparison results. At the top of the right pane, xrevise displays the number of content items in the work item, and the number of differences between the two items. Each line is color-coded. If xrevise finds the content item in the completed document to be different it applies a colored outline. Color Red Beige Rust What Does It Mean? The content was deleted in the historic version, but not the current version. This occurs when an entire content item was removed; it is not the same as deleting text within a content item. The content in the historic version has been revised (REV is greater than 0). The same content exists in the current work item, but has not necessarily been revised.. The content for the historic item and current item are the same, but the location of the content item is not the same in the historic version and the current version. The content item may have been moved either in the historic version or the current version.

52 52 Chapter 4 - Customizing Your Documents Color Blue White What Does It Mean? The content item is in the historic version, but cannot be found in the current version. This can happen if a Find and Add operation was performed that resulted in content being added, or the XML is different from that used to generate the historic version. It is possible that the xpression document was modified. The content item was changed in the current version but not in the historic version, or the content item is not present in the historic version. This condition occurs when the XML is different from that used to generate the historic version, the xpression document was modified so that new content has been assembled that was not present in the historic version, or new content was inserted in the current work item before performing the Carry Forward operation. The revision number of Revision Units does not change when content items under the Revision Unit are changed in xdesign and then made available to xrevise. When viewed in Carry Forward and Auto Carry Forward screens, Revision Units are identified by the date it was created, the revision number, and the Revision Unit Name. Differences between versions are indicated in red. The revision number for Revision Units increments when changes are made in the xrevise editor. 5. Depending on the content of the work items you compare, you can perform up to seven different actions. Selecting an action removes it from the list. Each possible action is described below. Action Update Ignore Delete Compare What Does It Do? Applies differences in the archived version to the current version. You aren t required to make any changes at all. If you choose not to, click Ignore. If a content item doesn t exist in the completed work item, as shown in our example, you can click Delete to remove it from your current work item. Click Ignore to leave it in place. Opens the current and completed content items in a separate window for side-by-side comparison. What you see is a temporary version of the content that can t be edited.

53 53 Chapter 4 - Customizing Your Documents Action Add View What Does It Do? If the completed work item contains one or more content items that your current one doesn t, click Add to include them. xrevise will use your cursor position to determine where to place the content. You can click View to see view-only version of the content. Not all options are available in all cases. An option may not be available because it has already been performed, or cannot be performed for some reason. For example, if a revision unit has been added to the current work item, it cannot be compared since there is no historic equivalent. 6. When you re finished, click Save to return to the Carry Forward page and view the results of your actions. If you want to start over, click Cancel to return to the Carry Forward page without making any changes. The Save and Cancel buttons are near the bottom of the page, so you may need to scroll down. Figure 33. The revision number for the blue boxed item has been updated to rev2. The red boxed item had content added from the completed work item. 7. Click Save to close the utility. When xrevise Encounters Name Conflicts with Carry Forward When using the Copy, Replace, Update, Overwrite, or Add options, it is possible to introduce a name conflict if two content items have the same name. Three new pages have been added to the xrevise interface to handle these situations. Each one opens under specific circumstances.

54 54 Chapter 4 - Customizing Your Documents If there is a name conflict, a page opens and enables the user to rename the item. Figure 34. Rename Content Item. If the item includes variables, a page opens so the user can set the variable values. xpression does not validate variable formats, so ensure that the values provided are in the correct format. Figure 35. Set variable values.

55 55 Chapter 4 - Customizing Your Documents If the item includes variables and there is a name conflict, a page opens that enables the user to resolve the name conflict and set the correct variable values. Figure 36. Change Name and Set Variables. Table and Paragraph Merge Paragraph and table merges across Revision Units are ignored when assembling for the editor, but not when assembling for xpublish. If possible it is recommended that paragraphs and tables for merge occupy the same RU to avoid confusion when working in the editor. Content Separators Although a work item may look like a single, continuous document when you re previewing or editing it, what you re actually working with is a series of concatenated content items separated by a series of HTML tags. These

56 56 Chapter 4 - Customizing Your Documents protected content separators mark the boundaries of each content item. Every content separator consists of the content item information sandwiched between two continuous page breaks. Figure 37. The blue box identifies the internal pointer to the item in the xpression database. The red box identifies the descriptive name given to the content item by the user. xpression conceals the markers by formatting them with Word s Hidden Text feature. To view the separation markers, click Show/Hide. This tool is located on Word s Standard toolbar. If this, or any other, toolbar is not be displayed, you can add it by right-clicking in the toolbar area and selecting the desired toolbar from the list. xpression doesn t insert a separator before the first content item in a work item. Why? Because it s the first content item in a document that decides the initial page layout. For example, if you start with text having no particular margins, Word will choose a default for you. Merged Paragraphs and Content Separators The Paragraph Insert function in xdesign enables the document designer to indicate to xpression that a series of paragraphs, possibly from separate content items, should be merged into a single paragraph at the time of assembly. xrevise treats merged content items as one object. Only the first of a set of merged content items will have a separation marker. If you make a change anywhere in the merged text, xrevise replaces the first content item, and marks all subsequent merged content items as deleted in the table of contents.

57 57 Chapter 4 - Customizing Your Documents Variables When you create a new work item, xrevise retrieves the values for any variables used in the document. When working with the document, the values are displayed but the variables are retained, unless there is a conflict. A conflict occurs when a variable is used multiple times in the same Revision Unit, but not all instances of the variable have the same value. In case of a conflict, xrevise replaces the variable with plain text. In addition to when the work item is created, xrevise retrieves variable values from the data source when content containintg a variable is moved in the Search or Carry Forward utilities. When moving a content item containing a variable using Search or Carry Forward you are given the opportunity to apply a value to the variable other than the value in the data source. xrevise displays the value of the variable in most cases, but not in the Search feature. When you preview a content item returned in the Search feature, the variable itself is displayed, not the value of the variable. Refer to Finding Existing Content for information on using the Search feature. You can prevent xrevise from replacing variable values. If replacevariables=true in xrevise.properties then xrevise replaces variables as expecrted. If replacevariables=false then variables are not resolved when work item is assembled and will appear with curly braces (ex: {tablename.fieldname}). Notes: 1. If variable is in a table rule or loop, then that variable will show as resolved in the work item regardless of the replacevariables property value. 2. This feature is only implemented for xpublish documents (CompuSet work items will ignore this flag). When replacevariables=false the Insert Variables button becomes available on the toolbar. Click the button to replace the variables. Notes: 1. Only the variables from the primary data source group primary table are available for insert. 2. Insert Variables will REPLACE the entire current selection in the work item with the variable so make sure the selection is correct before attempting the operation.

58 58 Chapter 4 - Customizing Your Documents The xrevise Editor xrevise uses Microsoft Word for its editor, but you can choose either a standalone or embedded mode of operation. The embedded editor opens in the xrevise window, while the standalone editor opens in its own window. The standalone option is the default, since it enables functions such as the ability to copy and paste to other instances of Word. Some users prefer the embedded option due to environmental considerations. The interfaces for both options contain the same major elements. Figure 38. Editing a work item in the standalone editor. The TOC area shows the work item structure The Properties area shows information about the selected Revision Unit You can use FastPath to open the xrevise editor independenly of the xrevise client. See Load xrevise Editor using FastPath.

59 59 Chapter 4 - Customizing Your Documents The work item opens in an editing area on the left side of the screen. There is a Table of Contents area and a Properties area on the right. You can edit the work item as you would any document in Word. xrevise uses Word s Track Changes feature to manage changed content. If you turn track changes off through the enabled Track Changes toolbar control, xrevise continues to track changes. If the document includes external PDF content, the content must be located in a Revision Unit with no other external content or xpression database objects. There can be a sub-document in the same Revision Unit as long as the sub-document follows the external PDF content. Do not modify standard Word styles. Instead, create a new style based on the standard style for use with your xpression documents. When you create a new style, use alphanumeric characters (A-Z and 0-9) only in the style name. Spaces, underscores, and other characters are removed when the template is processed. Using Word Toolbars To enable the Word toolbars you want to use while editing your document, right click on the toolbar and choose the toolbars from the shortcut menu. Figure 39. How to select Word toolbars.

60 60 Chapter 4 - Customizing Your Documents Toolbar Configuration Changes that you make to the toolbar configuration through the Word interface are limited to the current session. If you want to specify which toolbars and buttons are available as a configuration item that does not have to be established each time xrevise opens, and you are using Word 2003, you can establish your preferences in the toolbar.config file. Changes made to this file affect all xrevise users on the xpression server where the configuration file is located. Word s Save button and Save shortcut key combinations should be hidden or disabled. When saving a document, xrevise has specific requirements that are not supported by Word s Save function. Using Word s Save function with xrevise produces inconsistent results. Toolbar.config for xrevise is an XML file located in the xrevise folder on the server. You can customize the toolbar and shortcut menus with this file. See Toolbar Configuration for details. Toolbar.config also provides the option of customizing the Word editor s menus in xresponse. The settings in the Menu section are ignored in xrevise. Word Rulers When the selected content extends beyond the currently displayed page, Word suppresses display of the rulers. xrevise selects content beyond the current page automatically to perform certain functions, and so the rulers are not displayed. Ordinarily Word redraws the rulers, but in some cases this action can be delayed. It is possible to force the rulers to be redrawn by placing another window on top of the editor and then switching back to the editor. Display Options The Display for Review menu determines what is displayed in the edit area. There are four options: Final Showing Markup Final Original Showing Markup Original Note: When you save the work item it is the Final version that is saved, regardless of what is displayed.

61 61 Chapter 4 - Customizing Your Documents Final Showing Markup displays the document with all changes and balloons describing the changes made. You can choose what markup items are displayed with the Balloons option on the Show Menu menu. Figure 40. Final showing markup. Final shows the document with all changes, but no markup. Figure 41. Final with no markup. Original Showing Markup shows the original document without any changes, but does show changes in the form of balloons. As with Final Showing Markup, you can limit the balloons that are from the Balloons item on the Show menu. Figure 42. Original showing markup. Original shows the document without any changes or markup. Figure 43. Original iwith no markup.

62 62 Chapter 4 - Customizing Your Documents Show Menu The Show menu enables you to define how the work item is displayed. Some of its options, such as Final and Original, are provided elsewhere in the interface and some, such as Ink Annotations, are only available on certain systems. The options on this menu of interest to xrevise users includes Balloons and Reviewers. These options determine what information about changes to the document are displayed when you have chosen to display Final Showing Markup or Original Showing Markup. More information about any of the options on this menu is available in the Microsoft Word documentation. You can access Microsoft Office Help from the task pane to the right of the edit area by clicking the Home button. The Task Pane The Task pane, to the right of the edit area, opens the Document Actions task with a Table of Contents (TOC) and a Properties window when you first open the document. You can click the title bar at the top of the pane to open a menu and select another function to display. These functions are provided by Word and may not be applicable to your document. You can click the Forward and Back buttons to page through functions that you have already accessed. The Home button opens Microsoft Office Help. You can close the Task Pane by clicking Close at the top of the pane. To reopen the Task Pane, right-click in the toolbar area and select Task Pane.

63 63 Chapter 4 - Customizing Your Documents You can navigate among tasks by clicking the task name at the top of the pane and selecting the task that you want to display. To return to the Document Actions task, click the task at the top of the pane and select Document Actions. Figure 44. The Document actions. The buttons near the top of the pane perform these functions. Button xrevise Description Opens a drop-down list that provides the following options: Search Results displays Search Results in the lower pane. Cache Settings opens the Cache Settings dialog box. See Cache Management for details. xrevise Log opens the xrevise log in a text editor. About xrevise opens a pop-up with the current xrevise.dll version. This information can be useful when troubleshooting your xrevise installation. Compare Opens the Compare window. Refer to Comparing Work Items for more information. Header and Footer Opens Word s Header and Footer toolbar and puts the document in Header/Footer edit view. Click the button again to return to standard view.

64 64 Chapter 4 - Customizing Your Documents Button Save Save As Description Saves the document. This increments the revision number for any section that has been changed since the last time that the document was saved. This also creates a new xpression database object. Note that xpression removes unused xpression database objects to prevent problems with search and other issues. Opens the Save dialog box and enables you to save the document as a file to any selected location. Search Opens the Search window in the task pane. See Finding Existing Content for details on using the Search function. Hide deleted text pieces Toggles hiding and showing any sections that have been deleted. PDF Preview Opens the document in the PDF preview window. Clear Variables from Selected Text When clicked any variable text is converted to standard text. Spell Check Use this button to conduct spell checks rather than Word s spell checker, which will check only the current RU. After checking the selected Revision Unit you will be given the option of continuing with the remaining RUs Cache Management xrevise caches work items locally to improve performance. To ensure that changes made by other users are not lost, xrevise only loads the cached copy if it is newer than the copy on the server. These cache files are not deleted automatically, so they should be deleted periodically to preserve disk space. You can clear the xrevise cache manually, through the Windows file system, or through the xrevise interface. Cache files are stored in [Drive]:\Documents and Settings\[WINDOWS_LOGIN_NAME]\Templates\Revise. Each work item has its own folder. If you choose to clear the cache from the xrevise interface, the current work item cache file will not be deleted. To delete all cache files, you must delete them from the Windows file system.

65 65 Chapter 4 - Customizing Your Documents To clear the xrevise cache from the xrevise interface: 1. Open a work item for editing in the xrevise editor. 2. On the task pane, open the xrevise menu and click Cache Management. 3. The Cache Management pane provides two options: Delete all content in the cache folder Delete the contents created before [number of days] days If you choose Delete all content in the cache folder, then all cache files except those associated with the current work item will be deleted. If you choose Delete the content created before [number of days] days, then you must indicate the maximum age of files to be retained in the number of days field. You can click the arrow to increment the number, or type it directly. The maximum is 365. This option deletes all cache files older than the number of days that you provided. 4. Click Finish. If you do not want to delete any files, close the Cache Management pane by clicking the close button. To clear the xrevise cache from the Windows file system: 1. Close the xrevise editor. It is not necessary to close xrevise, but if you have a work item open the associated cache file will not be deleted. 2. On the client machine, locate the cache files. Cache files are stored in [Drive]:\Documents and Settings\[WINDOWS_LOGIN_NAME]\Temporary Internet Files\Revise and in [Drive]:\Documents and Settings\[WINDOWS_LOGIN_NAME]\Local Settings\Application Data\Revise. Each work item has its own folder. 3. Delete some or all of the cached files. You can delete work item folders if desired. The TOC The TOC shows the document structure. Nodes in the tree represent Revision Units. Revision Units are established in the document when it is created in xdesign, and function as content items or sections. An asterisk is appended to the node s name when any change is made that affects the assembly, such as adding or moving an RU. You can add new content items, which are displayed in the same manner. When you select a Revision Unit in

66 66 Chapter 4 - Customizing Your Documents the TOC, the content within that Revision Unit is highlighted in the edit pane and the Revision Unit s properties are displayed in the Properties window as shown in below. Figure 45. Content is highlighted in the Edit pane when its Revision Unit is selected in the TOC. Right-click on any item in the TOC window to open the shortcut menu. The following options are available. Option New Content Find Content Move Up / Move Down Delete / Undelete Annotation Description Adds a new content item below the selected Revision Unit and adds a placeholder for the new content to the document. Opens the Search window which enables you to locate content in the document. Moves the selected Revision Unit up or down in the tree and the corresponding content in the document. Deletes or undeletes the selected Revision Unit. Displays the Revision Unit annotation created in xdesign. The annotation displays in the Task Pane. The Annotations pane is read-only.

67 67 Chapter 4 - Customizing Your Documents The following icons are used with RUs that include optional content. Icon Description Working with Tables Tables may have been added to the document in xdesign or in xrevise using the Tables and Borders toolbar. If you remove a row from a table, it is possible that the size of the table will change to accommodate the remaining rows. To avoid this, open Table Properties. Open Options from Word s Table tab and ensure that Automatically resize to fit contents is not selected. Or, if you prefer, you can go to the Row tab of Table Properties and select Repeat as header row at the top of each page. If the setting is made in xdesign when the document is originally created, you should not need to change it in xrevise. If it is not set in Design, change the setting as required before changing the table in xrevise. The column/cell widths determine the table structure when publishing through CompuSet. So, if you are using the CompuSet publishing engine, ensure that Preferred Width on the Table tab of the Table Options dialog box is not selected, and that the column widths are set as required for the table to be constructed correctly. Editing Headers and Footers Multi-select Optional Content Group - Any combination of optional content under a Multiselect Optional Content Group can be selected. Clicking a selected item deselects it. You are never required to select optional content. Single-select Optional Content Group - Only one optional content item under a Singleselect Optional Content Group can be selected. Selecting an item deselects any currently selected item. Clicking a selected item deselects it. You are never required to select optional content. RU Contents - Any Revision Unit (RU) with optional content also includes at least two RU Contents. One RU Content will appear prior to each optional content group and one follows each optional content group. However, if there are multiple optional content groups in the RU only a single RU Content will be placed between them. RU Contents provide a place to insert content in the RU that is not part of the optional content group. Content is not required in an RU Content. You can leave the item empty, but you cannot delete the item. Empty RU Contents have no impact on your output. If you need to edit your headers and footers, you must use the Header/Footer button to make your changes. You should not attempt to change your headers and footers through the main document window.

68 68 Chapter 4 - Customizing Your Documents Adding New Content You can add new content to the work item in xrevise. New content items are treated as Revision Units. To add new content: 1. On the TOC, right-click the Revision Unit immediately above the location in the tree where you want to place the new content and then click New Content. It is possible to move the content later, so it is not essential to place the item correctly at this time. A Properties window for the new content opens in the task pane. 2. In the Properties window, type the name for the new content in the Name field. 3. Click the Jurisdiction field and then click the arrow to open the list of available jurisdictions. Select or clear jurisdictions as required. 4. Click the Language field and then click the arrow to open the list of available languages. Select the language that should apply for this content. 5. Click the Create New Content button near the top of the Properties window. The new content is added to the TOC and a placeholder is added to the document. Note: Once the RU is created, you cannot change any RU attributes other than the name. Version and Revision Numbers xrevise makes it easy to create new content, or to update the existing content, in any work item. So how do you keep track of what s new or changed? Details about content selected in the editor is displayed in the Properties area of the Task Pane. If the content is from xdesign, the version number is displayed. For custom content, the creation date is displayed. xrevise automatically increments the revision number of all affected content items when you edit the entire document (not each individual content item). Finding Existing Content Content that you, or other xrevise users, have created for other work items can be reused. Use the Find utility to locate any combination of text, content item descriptions, or content attributes. Click the Search button or rightclick the section and select Find Content.Configure your search statement, then click Search. Full Text Search

69 69 Chapter 4 - Customizing Your Documents must be enabled in the database if you want to search for Text in Content. Refer to the xpression Enterprise Edition Installation Guide for more information on enabling Full Text Search. Figure 46. How to Search for content. Type the name of the Revision Unit that you want to search in the In Name box. Type all, or a portion, of the content that you want to search for in the In Content field. Choose Search Options from the lists. Item must also have the selected attributes. These functions are available in the Find window. Function In Name Text in Description Search Options: Type Description Type the name of the Revision Unit in this field. Type all, or a portion, of the search string. Refer to the xpression Installer s Handbook for instructions on enabling Full Text Search. Choose whether you want to return any item that contains the search string or only exact matches.

70 70 Chapter 4 - Customizing Your Documents Function Search Options: Filter Match These Attributes Description By default, both standard and custom content for all versions is included in the search. You can limit the potential size of the search results by choosing an option other than the default. All Content returns content regardless of origin or revision number. Standard Content Only (All) only returns content created in xdesign with revision number of 0. Does not return Revision Units. Standard Content Only (Latest Version) only searches xdesign content for the most recent version (highest version number). Does not return Revision Units. Customized Content Only returns any standard or custom content, and Revision Units with a revision number of 0. Content attributes will vary, and may not be associated with a work item at all. Press ENTER when you are ready to start the search. Search results display in a window below the TOC. Doubleclick the item for a detailed view. Properties are displayed below the item. You can drag content from the Search Result window to the TOC and drop it to the desired location. The content item will become a new Revision Unit. When you drag an item into the document you will be prompted to rename it. Duplicate names are not allowed.

71 71 Chapter 4 - Customizing Your Documents Figure 47 shows a selected search result and its properties. Figure 47. Search results. The shortcut menu for the Search Results window provides these options. Function Preview Show Where Used Insert into Current Cursor Description Displays the item s text and the Revision Unit annotation that was created in xdesign, if any. The Preview pane has a Insert Into Current Cursor button, which places the selected content item into the document at the current cursor position. Variables, rather than variable values, are displayed in the preview. Opens the xrevise - Content References dialog box with a list of locations where the search item is used and an appropriate icon indicating the type of work item. Inserts the selected content item into the document at the current cursor location.

72 72 Chapter 4 - Customizing Your Documents Adding Search Results to the Work Item To add a content item returned by the Search feature to the document, you can either place the cursor where you want the content item to appear, right-click the content item in the Results pane, and then click Insert into Current Cursor, or you can drag the content item from the Results pane and drop it into the TOC pane. You cannot drag the content item to the edit window. If you drag and drop the item into the TOC, a message opens to confirm that you want to add the content to the document. Figure 48. Insert search item. Click OK to add the content to the TOC. If the new content does not appear in the desired location, you can move it by dragging within the TOC pane. In either case, if the content item includes any variables, variable values are retrieved from the data source and a dialog box opens showing the variables and their values. You can change the value of any variable in this dialog box. Figure 49. Insert searched item.

73 73 Chapter 4 - Customizing Your Documents Deleting and Undeleting Sections To delete a section, right-click the section and then click Delete/Undelete. The deleted section appears in the TOC with a deleted mark. You can toggle between showing and not showing deleted sections by clicking Hide deleted TextPieces. Figure 50. Deleted section. Deleted Section To restore a deleted section, right-click the section and then click Delete/Undelete. Properties The Properties window displays information about the selected section. If no section is selected, this window is blank. Figure 51. The Properties window. The following information is displayed: Name - You can change the name by clicking the field and typing the new name. Create Date - If available for the Revision Unit, the creation date is displayed. When creation date is displayed, it means that the content was created in xrevise. Version - This is displayed if Create Date is not available. Approved content from xdesign carries a whole number version number. This property cannot be changed in xrevise. When version number is displayed, it indicates that the content was created in xdesign. Revision - A revision number of 0 indicates that the section is new and has not been changed in xrevise. This property increments each time you save the document and there are changes in the Revision Unit. New content added in xrevise starts with a revision number of 1.

74 74 Chapter 4 - Customizing Your Documents Jurisdiction - You can change the jurisdictions for the section by clicking this field and selecting or deselecting the available jurisdictions. Status - This property changes when the status of the document changes. Withdraw - The withdraw date for the section. This property cannot be changed in xrevise. Language - Change this property by clicking the field and selecting from the available languages. Optional Content A section can be designated as optional when it is created in xdesign. Optional sections are indicated in the xrevise TOC by a checkbox. If you clear the checkbox, the section is not included when the document is published. Figure 52. The xrevise TOC showing optional content. In the above image, there are three RUs with optional paragraphs. RU1 and RU3 have multi-select optional content, which means that you can choose more than one item. RU2 contains single-select optional content, which means that you can choose only one of the items. You are never required to choose any optional content. All RUs with optional content also includes RU Contents. One RU Content will appear prior to each optional content group and one follows each optional content group. However, if there are multiple optional content groups in the RU only a single RU Content will be placed between them. An RU content enables you to include text in the RU that is independent of the optional content. Empty RU Contents have no effect on the document. Refer to the Administering the xpression Enterprise Edition Server for information on changing xrevise properties. Refer to xdesign User Guide for information on establishing Optional Paragraphs.

75 75 Chapter 4 - Customizing Your Documents Comparing Work Items xrevise enables you to use the Compare functionality of Microsoft Word to compare a current work item to previous versions stored in the Completed Work queue. Click Compare to start the process. If there are any versions of the work item in Completed Work, they will appear in the window shown here. The Compare button may not be visible on your interface. If it is not, you can expand the width of the task pane by dragging the left edge, or you can click the drop-down button on the right edge of the task pane toolbar and selecting the button from there. Figure 53. The Compare list. Choose the work items that you want to compare from the list. Click OK to start the comparison. If neither the edited version nor the original version of the document has tracked changes, Microsoft Word displays the edited copy of the document with revision marks indicating what changed from the original. Reviewing Pane The Reviewing Pane provides a summary of changes made to the document, the user who made them, and the date that they were made. To open the Reviewing Pane, click Show and then click Reviewing Pane. Figure 54. The Renewing pane. This image shows the full Reviewing Pane. By default the Reviewing Pane occupies only a small portion of the screen. To see the entire pane, expand the size of the pane by dragging the top to the desired position.

76 76 Chapter 4 - Customizing Your Documents Using the Embedded Editor You must configure.net security and set Microsoft Office to allow.net program support. Usually this is done when you install xpression. Refer to the xpression Enterprise Edition Installation Guide for more information on installing xpression components. You also need to configure Internet Explorer. You also need to set up Internet Explorer. ActiveX Controls and Plug-ins When you edit a work item, xrevise opens the local installation of Microsoft Word in a custom ActiveX plug-in. Before you can customize your work items, you must configure Internet Explorer to accept the Document Sciences ActiveX plug-in. To configure Internet Explorer: 1. Select Internet Options from the Tools menu. 2. Click the Security tab. 3. Select Local intranet, then click Custom Level. 4. Click Enable for all the controls in the ActiveX controls and plug-ins section. 5. Click OK to save these settings, then OK again to close the Internet Options window. The standalone editor is the default. To use the embedded editor, change the embededitor property in revise.properties to TRUE. Using the Standalone Editor When using the editor external to Internet Explorer there are a number of factors that must be considered. You must log off the editor whenever your user session closes. The editor will not close automatically. It is possible to continue working in the editor even though the xrevise session has timed out. Caution: It is possible to open multiple instances of MS Word, so be sure to save your work and close the editor when finished. Instances of Word appear in the Task Manager as MSWORD processes. If the xrevise session closes, whether by user action or timeout, and a work item remains open in the standalone editor, the work item will remain locked until the editor session is closed. A message displays when the xrevise session closes with a work item locked reminding the user to close the editor when finished editing. When using Find and Replace to replace text, replace each item singly. The editor is not able to save changes that are made using Replace All.

77 77 Chapter 4 - Customizing Your Documents It is necessary to lock documents when they are open in the editor. While a document is locked, you will not be able to use the Submit, Delete, Carry Forward, or Assign actions. A messege will display when any of these actions are attempted. The text of the message is Work Item has been locked, you need to unlock this work item first. If the editor stops without properly closing the document, the same user can reopen the document. There are no limitations using Document Protection in xrevise with the standalone editor. Documents will open in the external editor unless the embededitor property in revise.properties is set to TRUE. This applies to FastPath as well as the thin client interface. XML Nodes and Styles can be displayed in Word s task pane. This cannot be configured by the user. Caution: Do not delete any XML object from the task pane. Doing so will cause the editor to cease functioning correctly. It is recommended that the XML Nodes not be displayed when working with a document to prevent inadvertent changes to the XML Nodes. Customizations made to the Word toolbar in toolbar.config are honored in the external editor. Refer to Toolbar Configuration for more information on the toolbar.config file. The following notes and limitations apply to toolbar configurations. Caution: The Track Changes controls are disabled. Do not enable these controls, and do not attempt to use Track Changes with xrevise. xrevise uses this feature to manage changes in the document. The Save button and menu item are disabled by default. It is possible to enable these controls, but they will not cause the document to be saved to the xpression database. The Save As button, menu item, and shortcut key combination are disabled by default. It is possible to enable these controls. If enabled, they will allow you to save the item to the desktop or file system only. The Insert Picture menu item is disabled by default. This control can be enabled, but if used the image will not be saved to the xpression database. The View Header and Footer menu items are disabled. Only the Header and Footer buttons built into the editor can be used to work with headers and footers. Format Styles and Formatting menu items and shortcut keys are disabled by default. New styles and changes to existing styles will not be added to the template. This limitation will be removed in a subsequent release. Configuring Your System To open MS Word as an external process, xrevise must create an ActiveX object. In order to do this, you must allow IE to initialize and script ActiveX controls not marked as safe for scripting.

78 78 Chapter 4 - Customizing Your Documents Prepare Internet Explorer security settings: 1. From the Internet Explorer Tools menu, click Internet Options. 2. On the Security tab, click Local Intranet. 3. Click Sites. 4. Click Advanced. 5. If the xrevise server is listed, select it and click Remove. 6. Click Close or OK as required to save your changes and return to the Security tab. 7. Click Trusted Sites. 8. Click Sites. 9. For HTTP servers, ensure that Require server verification ( for all sites in this zone is not selected. This is not required if the xrevise server is HTTPS. To set the Internet Explorer Security for Trusted sites: 1. Open Internet Explorer. 2. From the Tools menu, select Internet Options. 3. On the Security tab click Trusted sites. 4. Click Custom Levels.

79 79 Chapter 4 - Customizing Your Documents 5. Locate the Intialize and script ActiveX controls not marked as safe for scripting item and set it to Enable or Prompt. Note that if you choose Prompt you will be prompted each time you open the ActiveX control. Figure 55. Local Intranet Security Settings. 6. Click OK at each dialog box. If the xrevise client was installed before performing these procedures, uninstall and reinstall the client. If IE security is not set correctly, an error message displays when attempting to open the editor. The text of the message is Automation Server can't create object. In addition to establishing Internet Explorer Security settings, the embededitor property in revise.properties must be FALSE for the standalone editor to be enabled. This is the default value, so you should not need to change it unless your environment was configured to use the embedded editor.

80 Chapter 5 Personalizing Work Items in Batch 5 This chapter will give you a high-level overview of the batch personalization setup process. Where appropriate, you ll be referred to the appropriate xpression documentation for detailed instructions. How Does xpression Batch Personalize Documents? This diagram gives a general overview of the personalization process as implemented by xpression. Figure 56. The Personalization diagram. å ç ê é è

81 81 Chapter 5 - Personalizing Work Items in Batch This diagram contains the following elements. Element å ç é è ê Description xpression uses the primary data source to assemble documents and replace variables. In the Group Insurance industry this is often the group information. This is the document that the xrevise user will customize. It contains group information only. The personalization variables appear as variables to the user. The xrevise user customizes the document for the group, sends it through the workflow, then sends the final document to the Completed Work queue. An xpression Batch Customized job-type retrieves the customized document from the Completed Work queue and generates a personalized copy for each customer in the incoming data file. The personalization data is supplied by a trigger file and is restricted to a single record of information for each customer. Configure Your Customer Data Sources The information your users need to build their personalized documents is located in what xpression calls your data sources. A data source group defines the schema, or structure, of your data to xpression. Schemas identify the objects, properties, and relationships of the data. The data source groups you define in xadmin are directly linked to the category. You may define multiple data source groups for a single category, but one must be defined as the primary. Figure 57. Category with two data source groups. Data used to assemble the work item and replace variables. This data used by xpression Batch to personalize the work item.

82 82 Chapter 5 - Personalizing Work Items in Batch Add Variable Replacements Variable replacements, often called simply replacements, are used to personalize documents. For example, you could send a generic form letter to your policyholders, or you could customize it by having xdesign pull name, address, and other data from the primary table in your data source and put it into variable placeholders in your content item. The document designer inserts replacement variables with the Replacement Fields tool in xpression Design. The primary data source group name appears first in the Data source group list. Figure 58. Adding replacements in xdesign. The variables that appear in red braces in this example are column names in your data source. Figure 59. How the replacements appear in the content item. From the primary data source group From the data source group with the personalization data

83 83 Chapter 5 - Personalizing Work Items in Batch When the document designer selects a specific customer record and assembles the document, xdesign replaces only the variables from the primary data source group with the specific data contained in these particular fields. Caution: You can change the value of a variable. However, due to the way Word handles changes to variables, directly replacing the variable may produce unexpected results. To replace a variable: 1. Select the variable that you want to change. 2. Delete the variable. 3. Wait for the Track Changes comment box to open indicating that the variable was deleted. 4. Insert the desired variable. Customize the Document After the document designer creates a document version, the document becomes available to the xrevise user. When the xrevise user creates a new work item, variables will be replaced with static text if there is a conflict. A conflict occurs when a variable is used in multiple places in the same Revision Unit, but not all of the instances share the same value. The xrevise user customizes the work item as needed, submits it to the corporate workflow system if required, completes the work item, then sends it to the Completed Work queue. For more information, see Using xrevise. Create a Job Definition An xpression Batch job produces one or more output streams, each of which contains a set of personalized documents, in a specific output format, that are targeted for a specific output device. For more information, see the xdashboard Enterprise Edition User Guide. A job definition contains three pieces of information that xpression needs to process a batch job: The input data source to use (trigger file or customer data). The output profile to use. An output profile defines the output streams that must be generated, the format definition of each stream, and how they re distributed. How to produce the personalized documents. You can specify the document to use for generating the documents from scratch, or specify information for using documents that are already prepared.

84 84 Chapter 5 - Personalizing Work Items in Batch To personalize your xrevise work items, create a Custom job type in xdashboard that will pull work items from the Completed Work queue. Figure 60. Adding a job step. Select the Personalization Data The Step Details dialog box in xdashboard is where you set up the options for your job s data source group. xpression supports data sources in relational database and XML format. Figure 61. How to choose a data source. The secondary data source group associated with the category. The data source that contains the personalization data.