How Zavanta s Web Automation Works: Key Website Planning Decisions

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1 The Streamlined Business How Zavanta s Web Automation Works: Key Website Planning Decisions Who Should Read This White Paper: This white paper is intended for the person in your organization who will be the main Webmaster, typically this is the Zavanta System Administrator. This is a follow-on to the basic topics covered in the Web Basics Class. If you haven t already taken the Web Basics Class we recommend taking the class before reading this paper. There are several functions in Zavanta and choices that you make that are interrelated. Some setup decisions will impact ongoing maintenance down the road, so it is important to understand how some of the decisions you make now can ease maintenance. Two key pieces of advice: Keep it SIMPLE. Unless you have a really good reason, we advise following our recommended approach. Many times users overcomplicate their website setup and design a scheme that will cause problems later because they don t really understand how Zavanta s website automation works. Do a PILOT. Create a pilot website, testing all of your choices and going through the entire exporting changing review/approval cycle start new revisions process. Do this early in your implementation. How Zavanta s Web Automation Works: Key Website Planning Decisions Copyright COMPROSE

2 Basic Flow The next two pages describe the basics of how Zavanta s website generation works. How Zavanta s Web Automation Works: Key Website Planning Decisions Copyright COMPROSE

3 Basic Flow: Website Export Zavanta Exports Content First time Full Export (no files in root folder yet) Zavanta checks if root folder exists (defined in website definition). If not, creates it. Zavanta opens the ExportHTML log. It is sometimes helpful to understand what s going on behind the scenes. In addition to Filter conditions, Zavanta builds a special log file (XML) that is used to build all the Index Pages. This log keeps track of everything that gets exported to the site. The XML and ExportHTML logs as well as website reports (within Zavanta) can be useful tools in managing the website. Zavanta looks at Content Export filter, if meets the criteria... Note: Rarely should you have more than one filter definition here. Zavanta creates document page htm file in root folder using specs defined in site settings, Master Style and General Preferences Report Zavanta records successful in XML Log Writes exceptions in ExportHTML Log Zavanta Builds Index pages Zavanta creates the first Index Page file in root folder using name in site settings. Zavanta places objects on the page. Zavanta writes summary of export results and exceptions in ExportHTML log Zavanta repeats the above until all Index Pages have been created Filter-based List (most common) Checks doc in Zavanta database to see if it meets Index Page filter condition. (if no, stop). (i.e. Accounting). If meets filter criteria, checks to see if htm file exists (in XML Log). If yes, write the link. If no, doc didn t get exported, no link written. (optional tool for Webmaster) Folder-based List (i.e. all exported docs in folder) Looks at XML Log for any docs/ unique DSNs exported over time. If htm listed exists in the folder, then writes the link (if the htm file is not there, then writes red link which means Dead Link). How Zavanta s Web Automation Works: Key Website Planning Decisions Copyright COMPROSE

4 Website Export: Simple Typical Example Documents in Zavanta Content Filter Status = Approved ACCT-1001 DSN = 35 ACCT-1002 DSN = 36 IT-2000 DSN = 37 In IT Department In Accounting Department Website Root Folder There is an htm file for each document page such as: zav_ htm zav_ htm Uses DSN as main identifier zav_ htm There is an entry in the XML File for each document such as: </Document><Document PRE_DSN="zav_35" DOCNUM="ACCT-1001" DOCNAME="Month End Closing" DOCVERSION="1.0" DOCUPDATE- DATE="10/15/2008" DOCDESCRIPT="" FILENAME="zav_ACCT-100x.htm" MAINT- DATE="10/15/2008"> </Document><Document PRE_DSN="zav_36" DOCNUM="ACCT-1002" DOCNAME="Running a Reconciliation Report" DOCVERSION="" DOCUPDATE- DATE="10/15/2008" DOCDESCRIPT="" FILENAME="zav_ACCT-1001.htm" MAINT- DATE="10/15/2008"></Document></Documents> There is an htm file for each Index Page such as: Index.htm zav_idx Procedures.htm zav_idx Accounting Department.htm zav_idx IT Department.htm Zav_IDX All Documents All Types.htm The Resulting Website Starting point: Main Index page is Index.htm in the root folder Main Index All Procedures Accounting Department IT Department Folder List Index Pages Same Master Style for ALL pages All Procedures Index IT-2000 Month End Data Conversion Accounting Index IT Index IT-2000 Month End Data Conversion Folder Index IT-2000 Month End Data Conversion Document Pages See Also: Month End Data Conversion IT-2000 Month End Data Conversion This Index Page lists all document files that were exported. Reads XML file. If file exists, list it. If file not in folder anymore, list in red. Used by Webmaster for validation. How Zavanta s Web Automation Works: Key Website Planning Decisions Copyright COMPROSE

5 Full vs. Maintenance Export: How do I pick? When to do a Full Export: First time, no website exists Changed Master Styles Completely purged the site (Delete all files) You ve changed pictures/files that are dynamically linked and you didn t make any other changes to the document. You want the documents to get out on the website (the change flag is still set to NO, so Zavanta doesn't know its changed) NOTE: Whenever changes are made to linked external files, we always recommend noting that in Revision History. That follows change management best practices but also tells Zavanta that the document has changed (the change flag is set to Yes, so the document goes on next export). When to do a Maintenance Export: You only need to refresh your site with changes. Maintenance exports are usually faster. So, unless you have a reason to do full export, select maintenance. TIP: As your document volume grows, exports may take longer. If you are using Zavanta s Remote Control Center to do deferred exports, make sure you schedule exporting during a time the export can complete (i.e. there are no other network activities scheduled for that time, for example schedule weekly export at 2 am.) TIP: Keep your website structure simple. A more complicated structure may significantly increase your export time, especially as the number of documents grows. How Zavanta s Web Automation Works: Key Website Planning Decisions Copyright COMPROSE

6 What happens when documents change? The next three pages cover various scenarios and decisions you ll need to make. How Zavanta s Web Automation Works: Key Website Planning Decisions Copyright COMPROSE

7 What happens when you need to change IT-2000? Change source IT-2000 document s Status to Under Revision (the web version stays on the website). Make changes, then change the Status back to Approved. Updated IT-2000 will go upon next website refresh. Documents in Zavanta Website Root Folder htm file for each document: zav_ htm zav_ htm zav_ htm Overwrites old file Content Filter Status = Approved IT-2000 DSN = 37 In XML File, updated entry: </Document><Document PRE_DSN="zav_37" DOCNUM="IT-2000" DOCNAME="Month End Data Conversion" DOCVERSION="" DOCUPDATE- DATE="10/15/2008" DOCDESCRIPT="" FILENAME="zav_ACCT-2000.htm" MAINT- DATE="10/29/2008"></Document></Documents> XML Log is updated Updates applicable index pages with link to refreshed document, with NEW DATE shown on Index. Index Pages (htm file for each index) Index.htm zav_idx Procedures.htm zav_idx Accounting Department.htm zav_idx IT Department.htm Zav_IDX All Documents All Types.htm The Resulting Website Starting point: Main Index page is Index.htm in the root folder Main Index All Procedures Accounting Department IT Department Folder List Index Pages All Procedures Index IT-2000 Month End Data Conversion New Date Accounting Index Document Pages See Also: Month End Data Conversion Link still works! IT-2000 Month End Data Conversion NEW DATE IT Index IT-2000 Month End Data Conversion New Date Revision History: Here s what changed Folder Index IT-2000 Month End Data Conversion New Date How Zavanta s Web Automation Works: Key Website Planning Decisions Copyright COMPROSE

8 Change IT-2000: Need to retain older version in Zavanta When a document goes through a MAJOR revision (may also trigger a review cycle), and you want to preserve the old version, use Zavanta s Start New Revision (under Tools). Tag old version as obsolete, change the baseline document s Status to Under Revision and follow previous procedure. NOTE: The Start New Revision does some other cool things too such as increment revision number, stamp the Revision History record with date and author. In Zavanta: COMMON MISTAKES TO AVOID Do NOT keep the older version s Status Approved. Why? The old version is now a new document with new DSN. Because your Content Export filter is Status = Approved, this document will get published upon the next maintenance export. You ll have two versions in the folder. Depending on your the filter definition for your index pages, you may get duplicates listed. Never delete htm files manually. Do NOT make changes to the older version. ALWAYS work off the baseline document. (in this case, document DSN = 37) Baseline Document IT-2000 DSN = 37 Month End Data Conversion Status = Under Revision, when change to Approved Refreshes the file on the website Prior Revision Prior Revision Prior Revision IT-2000 DSN = 600 IT-2000 DSN = 600 Status = IT-2000 Obsolete DSN = 600 Status = Obsolete Status = Obsolete New record, new DSN Won t ever get out on the website! Over time In the ZAVANTA Database: You may have several saved revisions, but you ll always be working off of the BASELINE document. IT-2000.htm Month End Data Conversion DSN = 37 Status = Approved IT-2000.htm Month End Data Conversion DSN = 600 Status = Obsolete IT-2000.htm Month End Data Conversion DSN = 675 Status = Obsolete IT-2000.htm Month End Data Conversion DSN = 850 Status = Obsolete IT-2000.htm Month End Data Conversion DSN = 900 Status = Obsolete How Zavanta s Web Automation Works: Key Website Planning Decisions Copyright COMPROSE

9 Change IT-2000: Remove the version out on the website Most organizations keep the latest and greatest approved version on the website while their development team works on changes. If you want to remove it from the website, perform the following extra steps: 1. Run a Related Documents Report to see if the document you want to remove is linked to any other documents. If it is, then you ll need to keep in mind that if users click on any document that links to it, they will get a Page Not Found. error. 2. Use the Delete Files option in Website Setup. That feature does the following: Deletes the htm file in the website folder Removes it from Indexes (and rebuilds them) Removes it from the XML log CAVEATS: If you have used the document number option to name your htm files The Delete Files option will not remove the old htm file. This is nothing serious, but just keep in mind over time this could glut your folder and possibly impact performance. In this case, you should periodically have Zavanta purge your site (Website => Delete Files => delete all files ) Then, do a full or maintenance export to re-generate the site. The Website Setup Delete Files feature does everything needed to clean up the website in one fell swoop! Don t worry, this routine does not delete documents from your Zavanta database; it only removes the htm files. Best Practice Tip: Deleting Documents Best Practices If you need to delete a document in your Zavanta database (that has been exported already), follow these steps: 1. Before you delete, make sure you have the right document (if you keep multiple revisions in your database) 2. Determine if the document is linked to other documents. If yes, remove the links in impacted documents. 3. Use the Delete Document option in website setup. This will remove the document from the website. 4. Delete the document from Zavanta (File => Delete) and answer NO to the cleaning up website question.) 5. Run a maintenance export. This will export impacted documents and rebuild all the index pages so the deleted document will not appear on indexes anymore. DO NOT manually delete document page files on your website. How Zavanta s Web Automation Works: Key Website Planning Decisions Copyright COMPROSE

10 Other Planning Decisions 1. Do you have a need to change Zavanta s default web output filenaming scheme? 2. Do you want to perform keyword searches (will you be utilizing a search engine such as Google? 3. Do specific groups of documents need to be secured/hidden from certain users accessing the website? 4. Do you have distinct audiences? i.e. separate clients? 5. How will you handle links to 1) other Zavanta documents (cross references) 2) external files? Dynamic or embedded? How Zavanta s Web Automation Works: Key Website Planning Decisions Copyright COMPROSE

11 Using DSN vs. Document Number for htm file naming In Zavanta ACCT-1001 DSN = 35 In Root folder (website) zax_acct-1001.htm vs. zav_ htm Most of the time you don t have to be concerned about the htm files or how they are named. This is totally invisible to the users. We recommend using our default DSN naming convention because that is a UNIQUE identifier and will ensure less maintenance down the road. Document numbers may change, so you need to be aware of the impact. Most of our customers use DSN. (NOTE: You can display DSN on column reports.) However, you may have a specific reason to use Document Number. For example you may want to import Zavanta htm files into another system such as Microsoft Sharepoint. Using a more recognizable file name may be desirable. If you use Document Number: Keep in mind that if you change a document s number the Delete Files option will not clean out old htm files. The htm with the old number will remain on your site. You should periodically purge all the files in your website folder by performaing Delete all files. If you are not careful in managing documents in the database, orphaned htm files can show up on index pages and cause duplicates. Example: two documents with Status = Approved. One has an old document number and the other has the changed document number. Always use the Start New Revision feature to keep old versions of documents in the database (do not use Save As or tack the version number onto the end of the Document Number). Always work off the baseline document. Do not keep older versions tagged as Approved use a different Status code than the Status used to build your website. How Zavanta s Web Automation Works: Key Website Planning Decisions Copyright COMPROSE

12 Facilitating Searching Performance (Metatags, etc) Month End validation.. In Documents Zavanta uses the text from the first text field it encounters to build metatags as well as the data in the Categories fields. TIPS: Provide authors guidelines for completing the first field. If the first field is blank, Zavanta will go to the next field. If the lead-in text option is ON for Index Pages, Zavanta will display the first 80 characters of the first text field. The purpose of this option is to give readers a brief description of what the document is about on the Index Page. Financial Reporting The above reasons are why the Description field is always the first field in Zavanta s default Content Overlays! In Website Setup: Index Page Title Tags Accounting Department Zavanta uses the Page Name to build title tags in HTML output. Usually the Page Name is the same as the page s title that appears in web output. If you want to use different text for the title tag than what you want to appear on the page itself, you can override it by entering a pretty title on the properties screen. See the example below. Accounting Finance is the Page Name (and appears on the tree) Approved Accounting Controls will be the title that displays in the Index Page. How Zavanta s Web Automation Works: Key Website Planning Decisions Copyright COMPROSE

13 Getting More Complicated The previous SIMPLE process and setup meets the needs of most organization. With that said, if you have a more complex situation or scenario, Zavanta can usually handle it. You just need to be aware of the pros and cons and impact of your decisions on maintenance down the road. If your situation does not fit our recommended approach, we urge you to contact support@comprose.com. You can quickly get in over your head. The next pages describes the following: Security Needs => IT Security Procedures cannot be viewed by anyone outside of IT How Zavanta s Web Automation Works: Key Website Planning Decisions Copyright COMPROSE

14 One or Multiple Folders? Generally, we recommend against using multiple folders for your website. Many mistakenly think that in order to achieve content segmentation multiple folders are needed. NOT SO. The idea is to export ALL documents to one root folder and then use your indexing scheme to provide access. Think of your indexing system as a gateway or a tables of contents to all the information. Multiple folders should only be used when you must secure a group of documents or you have unique, multiple audiences such as different clients. If you export documents to a subfolder and those documents have links to documents in other folders, the links will NOT WORK if the user does not have authorization to access the other folder. In a security situation, this is what you want. To avoid unexpected results, make sure you think this through. In the below example, IT documents need to be secured from all viewers except the IT Department. To achieve this, send all documents except for those tagged for IT to the root folder. Send documents for IT eyes only to a secured folder on your network. Using network security, grant access to the IT folder only to IT staff. NOTE: Zavanta provides security within the Zavanta application but it does not manage security of your website. Starting point: Index.htm in the root folder Main Index All Procedures Accounting Department IT Department IT ONLY All Procedures Index IT-2000 Month End Data Conversion Accounting Index IT Index ACCT-1002 Running a Reconciliation Report IT-2000 Month End Data Conversion Document webpages ACCT-1002 Running a Reconcilation Report See Also: Month End Data Conversion If someone other than IT clicks on the link, NO CAN DO! Link won t work. How to handle information that is common across groups There may be situations where there are documents that contain common information; i.e. you want those documents in BOTH folders, accessible by BOTH audiences. For example List of Error Codes is owned by IT and should shared across all groups. There are various ways to handle this situation. Create a master document that has common information with kick-outs to groupspecific information (as shown on the left) Assign the document to multiple departments. (Multiple filters in Content Export). It will appear in each folder. Export all common documents to the root folder. Export common and unique information to IT subfolder. Keep in mind this will mean that common documents will get exported multiple times. This may impact performance as your site grows. CORP-1000 Billing Policies Add all the information that is common to all departments/groups. Then for each group, create kick-outs to what is unique: Client Services Division Network Support Group IT Group IT Specific Information How Zavanta s Web Automation Works: Key Website Planning Decisions Copyright COMPROSE