EMC Document Sciences xdesign

Transcription

1 EMC Document Sciences xdesign Version 4.6 User Guide EMC Corporation Corporate Headquarters Hopkinton, MA

2 Legal Notice Copyright EMC Corporation. All Rights Reserved. EMC believes the information in this publication is accurate as of its publication date. The information is subject to change without notice. THE INFORMATION IN THIS PUBLICATION IS PROVIDED AS IS. EMC CORPORATION MAKES NO REPRESENTATIONS OR WARRANTIES OF ANY KIND WITH RESPECT TO THE INFORMATION IN THIS PUBLICATION, AND SPECIFICALLY DISCLAIMS IMPLIED WARRANTIES OF MERCHANTABILITY OR FITNESS FOR A PARTICULAR PURPOSE. Use, copying, and distribution of any EMC software described in this publication requires an applicable software license. For the most up-to-date listing of EMC product names, see EMC Corporation Trademarks on EMC.com. Adobe and Adobe PDF Library are trademarks or registered trademarks of Adobe Systems Inc. in the U.S. and other countries. All other trademarks used herein are the property of their respective owners. Documentation Feedback Your opinion matters. We want to hear from you regarding our product documentation. If you have feedback about how we can make our documentation better or easier to use, please send us your feedback directly at ECD.Documentation.Feedback@emc.com

3 Table of Contents Preface Chapter 1 Getting Started with xdesign Starting xdesign Accessing or Creating Documents Configuring xdesign Setting Up Your Authoring Tool Using Non-English Interface How to Display Thai and Korean Data Configuring LAN Settings Adding a Server Connection Sample Servers.xml Asian Typography Support Chinese Fonts Loading a New Font Chapter 2 xdesign Interface Opening a Document The xdesign Desktop The Design Tab Toolbar The Design Tab Tree Pane Design Tab Tree Pane Elements Design Tab Document Properties Pane Copying and Pasting Items in the Tree Pane The Preview Tab Interface The Preview Tab Toolbar The xdesign Options Page xdesign Options Page: Output Profiles Tab xdesign Options Page: Diagnostics Tab xdesign Options Page: Settings Tab xdesign Options Page: Preferences Tab Diagnostic Information Collector User Access for xdesign The ContentWrite User The Content Access User Feature Set Document Level Features Rule Level Features Content Group Level Features Content Item Level Features The RuleWrite User Chapter 3 xdesign Documents About the xdesign Document Creating a Document

4 Table of Contents Document Properties The Document Properties General Tab The Document Properties Templates Tab The Document Properties Annotations Tab The Document Properties Recipients Tab The Document Properties Output Profiles Tab The Document Properties Output Variable Mapping Tab Overriding Global Output Variables Change Output Variable Mapping Setting Document Language Saving a Copy of Your Document Deleting a Document Renaming a Document Chapter 4 Adding Items to Your Document How to Create Content in xdesign Using xdesign to Design Your Content Universal Content Subdocuments About xdesign Rules About Content Rules Quickly Creating a Content Rule Creating a Content Rule with the Content Rule Wizard Creating a Content Rule Using Drag and Drop About Content Groups How Do Content Groups Work? Text Content Groups External Content Groups External Multi-Page TIFF Documents External Microsoft Word Documents The CompuSet Bridge Start/End-Page Stub Content Groups Start/End-Page Stub Options Limitations Creating a Content Group Create a Content Group with the Content Rule Wizard Creating a Start/End-Page Stub Content Group Creating an External Content Group Unsupported Formatting for External Microsoft Word Documents Font Paragraph Images and Shapes Table of Contents Tables References About Content Items Creating a Local Content Item Creating Universal Content Items Content Item Properties Defining Content Item Attributes Using Conditional Logic and Selection Criteria How Does it Work? How Do I Create Selection Criteria? Alphanumeric Operators Example: Combining Multiple Criteria

5 Table of Contents The View Tab Using Selection Criteria in Other Rules Creating Selection Criteria Multiple Data Source Groups Creating Content for xeditor Universal Content in xeditor Chapter 5 Using Rules Chart Rules Content Rules GoTo Rules Creating a GoTo Rule Label Rules Creating a Label Rule Read Rules Creating a Read Rule Linking Your Secondary Table to a Fixed Value Linking Your Secondary Table to a Primary Table Field Linking Your Secondary Table to a Variable Read Next Rules About Section Rules Recipients Revision Units Markers Creating a Section Rule Changing the Section Level of a Rule Copying a Section Using Revision Units with Section Rules Creating a Revision Unit Name Revision Units General Information Revision Units and Subdocuments Subdocument Rules A Simple Subdocument Use Case When Might I Use a Subdocument Rule? Subdocuments in xpublish Master Documents Document Level Settings Subdocument Scenarios Passing Values from a Master Document to a Subdocument Publishing an xpresso Package Through xrevise Page N of M Managing Your Attributes in Subdocuments xpression Batch and Subdocuments Content In Your Master Document Managing Subdocument Data Sources Overriding Subdocument Data Sources Overriding Variables Using Output Variables CompuSet Subdocuments in xpublish Master Documents xrevise Issues Creating an xdesign Subdocument Rule Creating an xpresso Subdocument Rule Subdocument Schema The CompuSet Bridge Table Rules Creating a Table Rule

6 Table of Contents Linking Your Secondary Table to a Fixed Value Linking Your Secondary Table to a Primary Table Field Linking Your Secondary Table to a Variable How Does xdesign Process a Table Rule? Universal Content Definition Rules Creating a Universal Content Definition Adding Image, Microsoft Word, PDF, or TIFF Universal Content Adding xpresso Universal Content Adding xpublish Universal Content Literal Value Syntax Samples Local File System Network File System Documentum or Filenet Repository Searching an ECM Repository Simple Search Advanced Search Variable Rules Creating a Variable Rule The Variable Rule Advanced Button Specifying Your Variable Value Through a User Exit Variable Name Handling Mapping Universal Content and Subdocuments Same Schema Mapping Versus Value Mapping Using xpublish Same Schema Mapping Using xpublish Key Mapping Using xpublish Value Mapping Field-Level Mapping Table-Level Mapping Using xpresso Key Mapping Using xpresso Variable Mapping Using an xpresso Array Variable Read Criteria Tab Read Order Tab Creating a Read Loop What is a Loop? Example How Does a Read Loop Work? Read Loop Structure Quickly Create a Read Loop Creating a Read Loop Manually Sharing Rule Queries Chapter 6 Using xpression Chart Rule Chart Fonts Chinese Fonts in Dynamic Charts Using Charts Created in Previous Versions About Data Query Defining Your Chart Data Chart Types Adding a Chart to Your Document Create a Chart Rule Linking Your Chart Segment to a Fixed Value Linking Your Chart Segment to a Primary Table Field Linking Your Chart Segment to a Variable Add Content to Your Chart Rule

7 Table of Contents Adding Alternate Text for Charts Escape Characters in Alternate Text Customizing the Look of Your Charts Pie Chart Options Pie Chart General Tab Pie Chart 3D Tab Settings Pie Chart Data Labels Tab Pie Chart Legend Tab Pie Chart Text Boxes Tab Pie Chart Tab Pie Chart Colors Tab Bar and Column Chart Options Bar and Column General Tab Bar and Column Chart Format Bar and Column 3D Settings Bar and Column Data Labels Bar and Column Value Axis Bar and Column Category Axis Bar and Column Gridlines Bar and Column Legend Bar and Column Text Boxes Tab Bar and Column Chart Tab Bar and Column Chart Colors Tab Line Chart Options Line Chart General Tab Line 3D Settings Line Chart Data Labels Line Chart Value Axis Line Chart Category Axis Line Gridlines Line Series Line Legend Line Text Boxes Tab Line Chart Tab Line Colors Tab Editing Your Chart Data Editing a Data Series Editing Your Category Data Sharing Rule Queries Sharing a Query Using a Shared Query Chapter 7 Shared Content and Rules Sharing a Content Item How Do I Add a Shared Item to My Document? Unsharing an Item Viewing Shared Content Item Usage Updating a Shared Content Item Sharing a Rule Adding a Shared Rule to a Document UnSharing a Rule Viewing Shared Rule Usage Updating a Shared Rule Limitations Related to Shared Rules Chapter 8 Universal Content

8 Table of Contents About Universal Content Controlling Placement and Layout Current Page Limitations Controlling Page Numbers Controlling Tables of Content Controlling Page Range Adding and Removing Universal Content Universal Content Images Microsoft Word Documents As Universal Content Start UC From Continue Master Layout Retain Universal Content Page Numbering TOC Definition Microsoft Word Universal Content Limitations Universal Content PDF Files Start UC From Retain Universal Content Page Numbering TOC Definition Page Range Universal Content Multi-page TIFF Images Start UC From Retain Universal Content Page Numbering TOC Definition Page Range Universal Content xpresso for Adobe InDesign Documents Start UC From Retain Universal Content Page Numbering TOC Definition Universal Content xpresso for Word Documents Start UC From Continue Master Layout Retain Universal Content Page Numbering TOC Definition xpresso for Word Universal Content Limitations Universal Content xdesign Documents Start UC From Continue Master Layout Retain Universal Content Page Numbering TOC Definition Universal Content in PDF/UA Output Chapter 9 Using Images Managing Your xpublish Images Image Support for xpublish Copy/Paste is Not Supported for xpublish Images Inserting Images Into Your Document Inserting an xpublish Image From File Inserting Images from the xpression Database External Images Inserting Images Using External Links Printer Resident Images Using Printer Resident Images with xpublish Using ECM Images

9 Table of Contents Importing and Inserting an ECM Image Inserting an ECM Image Reference Adding Alternate Text for Images Merging Images Inline with Text Image Position Rotating xpublish Images in an xpression Document Resizing Images Chapter 10 Working with Microsoft Word Configuring Microsoft Word Setting Up Security for Your Template Setting the Microsoft Word Macro Security Level Displaying Chinese Characters About Digital Signatures and Templates Changing the Default Paper Size for Content Items Setting Up the Default Font The Microsoft Word Template Sharing Templates on Your Network What Are All Those Files in My Template Directory? Microsoft Styles and Why You Should Use Them Creating a New Style Modifying a Style Deleting a Style Adding Styles to a Template The xpression Tab Special Microsoft Word Features Indexing Microsoft Word Indexing Options Index Switches Mark Entry IndexHeading Defining an Index Heading Text Boxes/Frames Text Box/Frame Options Color Cross-References Creating a Bookmark Creating a Cross-Reference Tables of Content for xpublish Table of Contents Options Tab Leader Support Inserting a Table of Contents Building Your Own Table of Contents Inserting a Table of Contents with TC and TOC Field Codes Table of Contents with Entries from Separate Content Items PDF Bookmarks Form Controls Adjacent Form Fields Adding a Text Box to Your Document Adding a Check Box to Your Document Adding a Drop-Down Box to Your Document Adding Tooltip Text for Form Fields Special Character Support Default Value Length Limitation Combining Variables and Static Text in Form Fields

10 Table of Contents Hyperlinks Inserting Bookmark Hyperlink Targets Inserting Hyperlinks in the Same Content Item Inserting Hyperlinks to Link to a URL Adding Alternate Text for Hyperlinks Merging Paragraphs Across Content Items Creating Merged Paragraphs Creating Consecutive Merged Paragraphs Using Microsoft Word Date/Time Functionality Protecting Content Form Fields and Protection Read Only Protection Working with Protected Documents About Document Protection Passwords Horizontal and Vertical Rules Page-Level Formatting Configuring Page Setup Options Microsoft Word Page Setup: Margins Options Microsoft Word Page Setup: Paper Options Paper Source Microsoft Word Page Setup: Layout Options Vertical Alignment Page, Section, and Column Breaks About Text Wrapping Break Support Managing Section Definitions in xpublish Continuous Section Breaks Headers/Footers in Content Items with Continuous Section Breaks Empty Paragraphs Following Manual Column Breaks Columns Column Balancing Inserting a Column Into Your Document Headers and Footers Header and Footer Options Creating Headers and Footers Inserting Data Source Replacements in Headers and Footers Changing Headers and Footers Flexible Headers and Footers Page Numbering Inserting Page Number Inserting Page Numbers with the NUMPAGES Field Inserting Page Numbers with the Seq Field Inserting Page X of Y into Headers and Footers Restarting Page Numbering for a Subdocument Page Borders Paragraph-Level Formatting Configuring Paragraph-Level Formatting Paragraph Options: Indents and Spacing Line Spacing Justified Alignment Indentation Paragraph Options: Tabs Paragraph Options: Line and Page Breaks Paragraph Options: Asian Typography Hyphenation Supported Hyphens Hyphenation Options Enabling Automatic Hyphenation Overriding Automatic Hyphenation

11 Table of Contents Tables Insert Table Options Table Properties: Table Tab Options Table Properties: Row Tab Options Repeat as header row at the top of each page Table Properties: Column Tab Options Table Properties: Cell Tab Options Cell Content Alignment Borders and Shading Options Creating Tables Borders and Shading Borders and Shading: Borders Tab Options Outside Border and Inside Border Borders and Shading: Page Borders Tab Options Borders and Shading: Shading Tab Options Bulleted Lists Bulleted List Options Creating a Simple Bulleted List Creating Bulleted Lists with Microsoft Styles Creating Bulleted Lists for AFP Output Numbered Lists Numbered List Options Outlined Numbered List Options Creating a Simple Numbered List Restarting a Simple Numbered List Creating Numbered Lists with the Seq Field Multiple-Level Numbered Lists with the Seq Field Restarting Numbering on Seq Lists Enhanced Widow and Orphan Control Implementing an xpublish Command Using the Define Table Heading Row(s) Command Using the Define Table Footer Row(s) Command Paragraph Orphans Options Paragraph Widows Options Keep Table Rows Together Options Table Row Orphans Options Table Row Widows Options Using the Table Continuation Text Commands Implementing the Continue From Previous Page Command Implementing the Continue to Next Page Command Implementing the Turn Off Continuated Text Command Removing xpublish Commands Shapes Character-Level Formatting Configuring Character-Level Formatting Font Options Underline and Strikethrough Superscript and Subscript Font Options: Character Spacing Font Options: Text Effects Additional Font Options Special Characters Microsoft Word Special Character Support for xpublish ALT + Number Combinations Equations Smart Quotes WordArt AutoText

12 Table of Contents Chapter 11 Special Features Replacement Fields Customer Data Source Field Type Replacements Pre-Defined Table Variable Replacements Pre-Defined Table Variable Restrictions Variable Type Replacements How Do I Create a Variable Rule? Inserting a Variable Replacement Variable Replacement Restrictions Variables with Large Values Formatting Replacements Number Type Currency Percentage Date/Time String Custom Locale Format Type: Number Conditional Character Styles Format Type: Date/Time Format Type: String SUB Function Syntax REMOVE Function Syntax FORMAT Function Syntax Merging Paragraphs Across Content Items Creating Merged Paragraphs Creating Consecutive Merged Paragraphs Paragraph Artifacts Setting Paragraphs as Artifacts Viewing Artifacts Removing Artifact Settings Optional Paragraphs How Do Optional Paragraphs Work? xdesign xresponse with the OCX editor xpression Framework xpression Batch Optional Paragraph Groups Creating an Optional Paragraph in a New Rule Creating an Optional Paragraph in an Existing Rule Creating an Optional Paragraph Group Editing Optional Paragraph Group Properties Copying and Pasting Optional Paragraph Groups Keep Groups in Order Copying Optional Paragraph Groups with the Same Name Using Optional Content with xeditor Overriding Attributes How Does an Overriding Attribute Work? Example Creating an Attribute Override Recipient Processing Defining Recipients Create Recipient-Enabled Section Rule Create xpublish Page Sequences Create Output Streams

13 Table of Contents Printing Document Details Printing the Document Summary Printing the Current Rule Printing the Document Structure Print Document Details xpressforms Searching for Forms Working with the Search Results Chapter 12 Document Versions Effective Dates and Withdrawn Dates Updating the Withdrawn Date Before You Begin Creating a Document Version Before Assembling with a Document Version Creating a Document Version Managing Document Versions Delete a Document Version Update a Document Version Opening a Document Version Chapter 13 xpression Approval System Documentum Workflow Built-In xpression Approval How xpression Approval Works About xpression Approval Definitions Submitting a Document or Content Item The xpression Approval List Options Approving a Document or Content Item Rejecting a Document or Content Item Withdrawing a Document or Content Item Chapter 14 Previewing a Document About the Preview Tab Finding a Record in the Customer Record List Preparing a Document for Preview Generating XML Assembling a Document Difference Between Viewing and Publishing Requirements for the xdesign Online Editor Viewing a Document Publishing a Document Testing Publish in Batch When to Test in Batch Preparations for Testing in Batch Preview Limitations Chapter 15 From Paper to xdesign A Sample Letter xdesign and Microsoft Word Step One: Gather Background Information Step Two: Configure Your Environment

14 Table of Contents Step Three: Create a Document Step Four: Create the Rules The First Rule The Second Rule The Third Rule Step Five: Test the Output Appendix A Search Utility About Single Word Searches Rules for Single Word Searches About Boolean Logic Searches The AND Operator The OR Operator Rules for Boolean Logic Searches Searching for Content Searching for Content Item Attributes Searching for Artifacts Searching for Rules Searching for Selection Criteria Searching for Queries Searching for Shared Rules Building a Searchable Product List The View Query Tab The Search Results Window Rule Search Results Content Search Results Printing Search Results Searching for Forms Appendix B Diagnostic Tools The Diagnostics Tab Application Traces COM Bridge Trace Business Document Template Assembly List Rule XML Data Document Instance CompuSet Tagged Text Server-side File Path for Assembly Data Capture The Diagnostic Information Collector Tab Retrieve Server Information xdesign Diagnostics Log Files from Diagnostics Tab Additional External File(s) Document(s) Output Folder Collect Content Item Auditing Appendix C Supported Functionality Page Setup Options Page Setup : Margins Options Microsoft Word Page Setup: Paper Options Microsoft Word Page Setup: Layout Options

15 Table of Contents Page, Section, and Column Breaks Columns Headers and Footer Options Page Numbering Fields Paragraph Options Paragraph Options: Indents and Spacing Paragraph Options: Tabs Paragraph Options: Line and Page Breaks Hyphenation Hyphenation Options Tables Insert Table Options Table Properties: Table Tab Options Table Properties: Row Tab Options Table Properties: Column Tab Options Table Properties: Cell Tab Options Borders and Shading Options Borders and Shading: Borders Tab Options Borders and Shading: Page Borders Tab Options Borders and Shading: Shading Tab Options Bulleted Lists Numbered List Options Outlined Numbered List Options Borders and Shading Borders and Shading: Borders Tab Options Font Options Font Options: Character Spacing Font Options: Text Effects Additional Font Options xpublish Special Character Support AutoText Text Boxes/Frames Text Box/Frame Options Tables of Content Indexing Mark Entry Footnotes Form Controls Forms: Text Box Options Forms: Check Box Options Forms: Drop-Down Box Options HTML Formatting

16 Table of Contents List of Tables Table 1. The xpression buttons on the Word Ribbon

17 Preface xdesign enables you to assemble, design, test, and proof your documents. You can define business logic or rules that include or exclude content based on the information in your customer data. xdesign stores the content, images, and other document information you create in a single database. The content you create through xdesign can consist of documents created through xdesign s Microsoft Word interface, xpresso packages, and Universal Content. Through the Microsoft Word interface, you can create and maintain the document layout, content, and other items that affect the overall look and feel of your documents. You can add text and images as you do for creating a memo or letter. xdesign adds a layer of powerful data manipulation and page formatting utilities to this familiar word processing environment. When you finish creating your content, you can test assemble and publish your content with xdesign. When content is assembled, xdesign executes the business rules and other components of the document for a specific row in your customer data. xdesign will generate an XML document that tells your production applications which information to pull from your customer data, and which objects to retrieve from the xpression database to produce the custom document. When you are satisfied with your document, and ready to send it out for distribution, you can create a document version. xpression supports various distribution channels. Intended Audience This guide is intended for document designers with xdesign. You should have appropriate access rights to xdesign documents. Conventions The following conventions are used in this document: Font Type boldface italic monospace Meaning Graphical user interface elements associated with an action Book titles, emphasis, or placeholder variables for which you supply particular values Commands within a paragraph, URLs, code in examples, text that appears on the screen, or text that you enter 17

18 Preface xpressionhome The term "xpressionhome refers to the location where xpression is installed on your server. On Windows servers, the default location is C:\xPression Revision History The following changes have been made to this document. Revision Date Description July 2016 Updated About Universal Content, page 157 section. June 2016 November 2015 Changed Color, page 206 section. Initial publication 18

19 Chapter 1 Getting Started with xdesign You are required to complete a few configuration steps before you can start creating and editing documents. Review the following topics: Starting xdesign, page 19 Accessing or Creating Documents, page 20 Configuring xdesign, page 20 Asian Typography Support, page 22 Loading a New Font, page 23 Starting xdesign Before you start xdesign, ensure you are aware of the following requirements: xdesign must connect to your xpression server before you can create or edit a document with xdesign. When you start xdesign, a dialog box will pop up that enables you to select your xpression server name from a list and provide login credentials. To add or subtract servers from this list, see Adding a Server Connection, page 21. The user logged on to the xdesign client machine must have write permission to the \xpression\bin folder. By default, this directory is located here: C:\Program Files\xPression\bin. xdesign is installed to C:\xPression Design by default. If installed to another location on Windows, it is necessary to run xdesign as an administrator. To configure the file to always run as an administrator, right-click the.exe and select Properties. Select the Run this program as an administrator option and click OK. If you are using Windows 7, you can temporarily run the program as an administrator as follows: right-click the EXE file and select Run as administrator. To start xdesign: 1. Click Start, then select Programs > EMC Document Sciences Corporation > xpression and then click xdesign. The Connect to xpression dialog box appears. 2. From the Connect to xpression dialog box, select the name of your xpression server from the server connection list. The server houses the xpression database that stores your documents, as 19

20 Getting Started with xdesign well as the rules, content, and images you use to create them. See Adding a Server Connection, page 21 for instructions on adding additional servers to the list. 3. Type your xpression user name and password and click OK. User names and passwords come from your corporate network security system (such as LDAP or Active Directory). Your xpression administrator can authorize users for xdesign or any other xpression application. If your username and password fail, ensure that you are authorized to use xadmin. 4. If your username and password are valid, xpression will connect successfully and the xdesign main window appears. Accessing or Creating Documents xpression stores document inside categories. Categories are collections of documents with similar needs and similar uses. Placing documents into categories enables your system administrator to define attributes, data sources, access rights, and workflows for all documents in the category at once. To gain access to a document, your administrator must grant you access to category that contains the document. If you want to create a new document, you must select a category in which the new document will be stored. The access rights that your system administrator grants will greatly affect which actions and features are available to you. For more information about access rights and which features and actions are available to you, see User Access for xdesign, page 32. Configuring xdesign After you log in, complete the following configurations as necessary: Setting Up Your Authoring Tool, page 20 Using Non-English Interface, page 20 Configuring LAN Settings, page 21 Adding a Server Connection, page 21 Setting Up Your Authoring Tool xdesign uses Microsoft Word automation to determine which version of Word to use when more than one versions are available on the same computer. xpression will select the most recently used version. Using Non-English Interface To use a non English user interface, set the locale on your local machine to the non English locale. You can set your locales from the Windows Control Panel in the Regional and Language Options application. You also need to install your language pack. See the xpression Installation Guide for instructions. 20

21 Getting Started with xdesign Note: If you are using xpressforms/xcatalog in xdesign, the search criteria in xpressforms/xcatalog Search Panel will not be localized. To configure your locale for a specific language: 1. Click the Regional Options tab. 2. Select your desired language from the list in the Standards and formats section. For Chinese language, choose Chinese (PRC). 3. 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. 4. 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 and click OK. 5. Restart your computer when prompted. How to Display Thai and Korean Data You can display Thai and Korean data on the Preview tab. The "Arial Unicode MS" font is required to display this data, so if Thai or Korean data is not displayed, ensure that the "Arial Unicode MS" font is installed on the local machine. Configuring LAN Settings If your LAN settings are improperly configured, you may experience a 60-second delay after you shut down xdesign. The xpression process will remain in the Windows Task Manager for 60 seconds after you close the program and prevent you from logging on again. To prevent this problem, complete the following steps: 1. Start Internet Explorer. and select Internet Options from the Tools menu. 2. On the Connections tab, click LAN Settings. 3. Clear the Automatically detect settings check box and click OK. Adding a Server Connection The servers.xml file in the xpression installation folder on the client machine determines which servers are available to xdesign. This file is similar to the servers.xml file located on the xpression server. Add a Server element for each server that you want to be able to access. For example, add Server elements for Development, Test, and Production servers to be able to access each of these three servers. 21

22 Getting Started with xdesign Element ServerList Server Definition This element encapsulates the server list, and delimits the servers.xml file contents. This element defines the xpression server(s) available to the applications. This element has the following parameters: name: this is the server name that will display when logging on to xdesign. url: the url for the xpression server (includes descriptive server name and port number). Use iiop for RMI installations, and http for Servlet. Sample Servers.xml Servers.xml on the client will look similar to the following example: <?xml version="1.0" encoding="iso "?> <ServerList> <Server name="server" url=" </ServerList> Asian Typography Support Microsoft Word provides several Asian typography options. The following table details xdesign s support of the options. Option Line Break: Use Asian rules for controlling first and last characters Line Break: Use Asian rules for controlling first and last characters Line Break: Allow hanging punctuation Character Spacing: Allow punctuation at the start of a line to compress Character Spacing: Automatically adjust space between Asian and Latin text Character Spacing: Automatically adjust space between Asian text and numbers Character Spacing: Text alignment Options: First and last character settings Options: Kerning Options: Character spacing control Support Not Supported Not Supported Not Supported Not Supported Supported Supported Only Baseline Supported Only Baseline Supported Not Supported Only Do not compress supported xpression doesn t compress punctuation; therefore, the same punctuation of the same font and size will always have the same width. Also, xpression doesn t allow punctuation to exceed the paragraph margin. Because of these limitations, you may see a difference in line breaks between the document in xpresso for Word, and the published output. 22

23 Getting Started with xdesign Chinese Fonts If you are publishing Traditional or Simplified Chinese output, you must ensure that there is at least one Traditional or Simplified Chinese font available for use by the publishing engine. xpression will use Courier New by default if no Chinese font is found, which will not produce desirable output. Microsoft Word provides multiple baseline alignment options. xpression supports only Baseline for Chinese characters. Chinese fonts are supported in dynamic charts, see Chinese Fonts in Dynamic Charts, page 116. Note: Microsoft Word provides multiple baseline alignment options. xpression supports only Baseline for Chinese characters. There may be some differences in line height between Chinese output on the server and what you see in the design tool. Loading a New Font If a font exists in the xpression database but not in the Windows Fonts folder, xpression will download the font but will not install the font. A warning message will appear stating that the font is downloaded but needs to be installed manually. If no warning message appears and you cannot find the font in the Windows Fonts folder, delete the font by using the command line. xpression will download the font when the text piece that contains the font is opened. 23

24 Getting Started with xdesign 24

25 Chapter 2 xdesign Interface This chapter introduces the xdesign interface and how to open a document. Some menus and options are not available unless a document is open. Opening a Document An xdesign document is an ordered set of business rules, content items, and subdocuments that together form a printed document: a letter, an insurance policy, a statement, or other similar documentation. EMC Document Sciences supplies several sample documents that you can use as a guide when you create your own documents, or to troubleshoot your xpression installation. See your system administrator if these samples aren t available. xdesign documents are stored in XML format. Each document contains a set of query and selection rules that retrieve text and binary objects from the xpression database based on your customer data and attributes. The document also contains assembly rules that govern the assembly of the returned objects. To open a sample document: 1. Click the Open Document button in the upper left corner of the xdesign main window. The Select Document box appears. 2. From the Select Document box, select AUTOMATIC PAYMENT LETTER from the Categories list. The Categories list contains all available categories. The documents stored in the category appear in the Documents list. A category enables you to create a design environment in which the document designer can create documents that share attribute sets, data source groups, user authorizations, and approval structure. 3. Choose Automatic Payment Letter from the Documents list and click OK. xdesign displays the document. The xdesign Desktop The Design tab is active by default. From here you ll create and maintain the rule structure and content of your documents. xpression Design displays the components of a document in two panes: the tree pane on the left, and the Document Properties pane on the right. 25

26 xdesign Interface The xdesign desktop contains two tabs, two panes, a toolbar, and a menu bar. Element Design Tab Preview Tab Tree Pane Document Properties Pane Toolbar Description The Design tab is active by default. The Design tab enables you to design your document. It displays the elements of a document in the tree pane and the properties of those elements in the document properties pane. The Preview tab enables you to test assemble and preview your document. For more information, see The Preview Tab Interface, page 29. If you re familiar with the folder structure used in Windows Explorer, you ll recognize a similar structure in the xdesign Tree view. Here you ll see displayed the structure of a document: rules, content groups, selection criteria, and content items. You ll learn more about these a little later, in The Design Tab Tree Pane, page 27. The Document Properties view shows the properties of items you select in the tree view: the name of the category the document is held in, the last time Generate XML was run, the name of the data source used with the document, and the path to the Microsoft Word template used by the authoring tool. The toolbar contains buttons for some of major xdesign features, such as Open Document, Submit Content, Approve Content, Create Document Version, and more. For a full description of features, see The Design Tab Toolbar, page 26. The Design Tab Toolbar The following buttons are available when you open a document. Element Open Document Submit Content Approve Create Document Version Find Definition The Open Document button opens the Select Document dialog box. This enables you to choose a category from the category list, and pick a document you want to open. The result of clicking this button differs depending on what you ve selected in the tree view. When you select a content item, this button sends the item to the workflow subsystem for approval. When you select the document name, this button sends all content items in the document to the workflow subsystem for approval. For more information, see Chapter 13, xpression Approval System. The Approve button starts the xdesign approval system. For more information, see Chapter 13, xpression Approval System. The Create Document Version button starts the document version utility that makes the document available to xpression s production services like xpression Batch, xrevise, or xresponse, or to an xpression Framework application. These applications use the document version to assemble, customize, and distribute your document. For more information, see Chapter 12, Document Versions. The Find button can be used to look for rules, content groups, and content items in the document you re using. 26

27 xdesign Interface Element Create Searchable Document List Search Rules Search Content Search Artifacts Refresh Server Data Definition The Create Searchable Document List button starts the Searchable Document List utility. A document list enables you to focus searches on specific groups of documents. For more information, see Building a Searchable Product List, page 330. The Search Rules button enables you to locate rule, content group, and selection criteria descriptions, as well as selection criteria statements. For more information, see Searching for Rules, page 328. The Search Content button enables you to find text in content items, content item descriptions, or document annotations. For more information, see Searching for Content, page 327. Enables you to search for content items with artifacts on document level. See Searching for Artifacts, page 328 for more information. To provide better performance, xdesign retrieves and stores server data in memory so that it does not have to retrieve the data each time the it is needed. The data stored in memory can become out of date if another user has updated the information on the server while you are working in xdesign. The Refresh Server Data button enables you to download the latest server data without having to log out of xdesign. The Refresh Server Data button retrieves the following server data: xpublish output profiles Attribute sets info xpublish markers User exit info Customer file schema and data This button can only be used if none of the following xdesign functions are active: xpression documents Text search form Rule search form Search result form The Design Tab Tree Pane The Design tab shows a tree-like structural view of your document. The document name appears at the top of the tree, followed by your business rules, content groups, subdocuments, and content items. 27

28 xdesign Interface To open or expand an item, click the plus sign [+] next to that item. You can also expand the entire document structure by selecting Expand Document Tree from the View menu. For a description of all the items in the tree pane, see Design Tab Tree Pane Elements, page 28. Design Tab Tree Pane Elements The Design tab tree pane contains the following elements. Element Business Rules Content Groups Content Items Definition Also known simply as rules, business rules are the framework of every xpression Design document, shaping the order in which the document contents are assembled and published. Rules use logic to choose the content items included in a customized document when you assemble the document. You can create several different types of rules in xpression Design, each intended to perform a different task. You can also share a rule with many different documents. For more information, see About xdesign Rules, page 44. A content group is a collection of similar content items. Only one content item in the content group is valid for a particular document assembly request. Although the number of content items associated with a rule can vary, every content item belongs to, or is associated with, a content group. For more information, see About Content Groups, page 49. The content items that you create with Microsoft Word are the building blocks of an assembled document. They can range in size from a few words, to several pages, and they can contain text and images. Content items can be shared among any number of documents. For more information, see About Content Items, page 59. Design Tab Document Properties Pane When you select a content item in the tree pane, the document properties pane shows a preview of the content item. This preview is view-only and cannot be edited. Below the content item preview, the document properties pane shows the attributes for the content item. 28

29 xdesign Interface Copying and Pasting Items in the Tree Pane Be aware of the following items when copying and pasting in xdesign: Rules can be copied between documents in the same category, but you may encounter unexpected results if you attempt to copy rules and content items between documents in different categories that use different data sources and attribute sets. Copied Label and Section rules appear with the prefix Copy (x) of. If you copy a GoTo rule into another document, that document must also contain the Label rule used with the GoTo rule. If you copy an approved content item (one with a whole number version like 1.00, 2.00, and so on), xdesign sets the pasted item back to version 0.01 with a status of Pending. Rules copied to a different document do not retain attributes such as Withdrawal and Effective Dates. Attributes must be applied manually after the content is copied. When you paste a rule into an expanded Section rule that contains one or more rules, xpression will place the rule inside the Section, at the top. If you choose a collapsed Section rule and then paste a copied rule, xpression will place the rule outside the Section and immediately following the Section rule in the Tree view. When a Read rule, Table rule, Chart rule, or Variable rule is pasted into a document with a different data source, it is necessary to update the fields and tables used in the various rules, and regenerate XML for the document. To copy and paste an item in the tree pane: 1. Select the item you want to copy. 2. From the Edit menu, click Copy. Alternatively, you can right-click the item and then click Copy from the shortcut menu. 3. Select an item in the tree pane. When you paste your copied into to this location, the copied item will appear AFTER the item you select. Right-click and select Paste from the shortcut menu, or click Paste from the Edit menu. EMC Document Sciences recommends using these methods rather than the drag and drop approach. 4. After pasting the copied content item, you will be presented with the option of retaining the attributes associated with the content. Click Yes to retain the attributes, or No to discard the attributes. The Preview Tab Interface The tools on the Preview tab enable you to assemble and publish documents for your customers using your actual customer data in a simulated production environment. The Preview tab contains the following elements. Tree Pane The tree pane contains a list of rows from the primary data source for the current document s category. You can control the number of records that appear in the Customer Data 29

30 xdesign Interface Tree. To change this increment, select the Tools menu and click Options. Click the Settings tab and change the number of rows you want to view. Customer Data Pane The customer row detail shows the rows and values contained in an individual customer data row. This information is shown for display purposes only and can t be modified. Toolbar The toolbar contains buttons for some of major xdesign features, such as Open Document, Submit Content, Approve Content, Create Document Version, and more. The Preview Tab Toolbar These buttons are available when you switch to the Preview tab. Element Open Document Assemble Approve Find Create Searchable Document List Search Rules Search Content View Document Publish Document Previous/Next What Does It Do? The Open Document button opens the Select Document dialog box. This enables you to choose a category from the category list, and pick a document you want to open. The Assemble button starts the document version utility that makes the document available to xpression s production services like xpression Batch or xresponse and Revise, or to an xpression Framework application. These applications use the document version to assemble, customize, and distribute your document. For more information, see Assembling a Document, page 309. The Approve button starts the xdesign approval system. For more information, see Chapter 13, xpression Approval System. The Find button can be used to look for rules, content groups, and content items in the document you re using. The Create Searchable Document List button starts the Searchable Document List utility. A document list enables you to focus searches on specific groups of documents. For more information, see Building a Searchable Product List, page 330. The Search Rules button enables you to locate rule, content group, and selection criteria descriptions, as well as selection criteria statements. For more information, see Searching for Rules, page 328. The Search Content button enables you to find text in content items, content item descriptions, or document annotations. For more information, see Searching for Content, page 327. The View Document button presents an assembled document for viewing in HTML, Microsoft Word, or xpublish. The Publish Document button publishes a document through one or more of the output profiles associated with the product. For more information, see Recipient Processing, page 288. The Previous and Next buttons in the customer data tree enable you to move through the customer data records in a default increment of 100 records. To change this increment, see The Preview Tab Interface, page

31 xdesign Interface The xdesign Options Page The xdesign Options page contains settings that apply to your entire xdesign environment. To access the Options page, click the Tools menu and select Options. Note: In previous versions of xdesign, this page contained an Authoring Tools tab where you could specify your authoring tool. xpression now automatically selects the version of Microsoft Word most recently used on your system. xdesign Options Page: Output Profiles Tab The Output Profiles tab enables you to define a default output profile that will be used by xdesign when you test assemble and publish a document. xdesign Options Page: Diagnostics Tab For a description of this page, see Appendix B, Diagnostic Tools. xdesign Options Page: Settings Tab The Settings tab enables you to define some general settings for xdesign. This page contains the following elements. Element Name Number of Rows Measurement Units Automatically Generate XML Automatically applies new version Description Defines the number of rows in your data source that you wish to view on the preview tab. The default is 100. This option is used with end-page-stubs. This option enables you to specify the unit of measurement used when defining the Start/End-Page Stub location. This option enables or disables the ability of xpression to automatically generate XML each time the Preview tab is selected. Automatically applies new version of shared content to all affected documents without prompting whenever a new version is added. xdesign Options Page: Preferences Tab This tab contains two options: Preview to Word initial view type Enables you to specify the default view type to be used when previewing documents in Word. You can choose Normal (Draft), Print, or Web. When you select Normal, Microsoft Word will use Draft mode. The View Mode buttons on the preview screen may become disabled if you have a document open in Word outside of xdesign, preventing 31

32 xdesign Interface you from changing the view mode. To avoid this condition, do not work in xdesign with Word documents open outside of xdesign. Update document thumbnail image during preview You xpression administrator uses xadmin to administer your environment. The first time you assemble and preview a document in xdesign, xpression creates a thumbnail image of the first page of the document. This thumbnail is then accessible from xadmin in the Categories menu on the Document List tab. To update the thumbnail image each time you preview the document, select Yes. To leave the original thumbnail image in place, select No. Diagnostic Information Collector For a description of this tab, see Appendix B, Diagnostic Tools. User Access for xdesign Access to the xdesign categories (and the documents within the categories) is granted by your system administrator in xadmin. The administrator can grant the following rights: Read enables you to browse and test assemble documents in the category. You cannot edit, create, or delete documents in the category. RuleWrite enables you to make changes to the rule structure but not the content of the documents in the category. You can make changes to the rule structure, attributes, criteria, and document properties. See The RuleWrite User, page 35 ContentWrite enables you to make changes to content, but not to the rule structure, attributes, criteria, or document properties. This access right automatically grants you Read level access. See The ContentWrite User, page 32 for more information. SharedAdmin enables you to modify the content and usage of shared rules and their elements. SharedAdmin-level users are automatically granted Read and Write (both RuleWrite and ContentWrite) authority. Approve enables you to approve documents and content. This is the highest approval level. Approve-level users are automatically granted Read, Write (both RuleWrite and ContentWrite), and Shared Admin authority. The ContentWrite User Users with ContentWrite access to xdesign are able to make changes to content, but unable to make changes to the rule structure, attributes, criteria, or document properties. They can Generate XML, submit content, and assemble a document, but they cannot withdraw content or create document versions. For a full list of features the Content Access user can and cannot use, see The Content Access User Feature Set, page 33. The ContentWrite access is assigned by your administrator through xadmin. Content access users are automatically given Read-level access. For more information, see xadmin User Guide. 32

33 xdesign Interface The Content Access User Feature Set The Content Access user is prohibited from performing some actions in xdesign. This section identifies the features that the Content Access user is allowed to and prohibited from using. Document Level Features The following table identifies all the features that can be performed at the document level. Feature Generate XML Assemble Submit All Withdraw All Document Versions Convert to xpublish Document Document Properties Create/Delete Documents Save a copy of your document Rename Documents Create Rules Include Share Rules Description You can Generate XML for your document. You can assemble your document. If the approval subsystem is enabled for the category, you can use Submit All to submit all content items for approval. Restricted Restricted Restricted You can view document properties, but cannot make changes to the defined properties. Restricted You can save a copy of your current document. Restricted Restricted Restricted Rule Level Features The following table identifies all the features that can be performed at the rule level. Feature Create/Delete Rules Create/Delete Criteria Create/Delete Query Create/Delete Content Group Share Rule Include Share Rules Description Restricted Restricted Restricted Restricted Restricted Restricted 33

34 xdesign Interface Feature Search Rules Cut Copy Paste Rule Properties Rename Rules Description You can use the Search rules feature. Restricted Restricted Restricted You can view rule properties, but cannot make changes to the defined properties. Restricted Content Group Level Features The following table identifies all the features that can be performed at the content group level. Feature Create / Delete Content Group Create Criteria Create Content Include Share Contents Cut Copy Paste Content Group Properties Rename Content Groups Description Restricted Restricted You can create new content items in an existing content group. You can include shared content items. Restricted Restricted Restricted You can view content group properties, but cannot make changes to the defined properties. Restricted Content Item Level Features The following table identifies all the features that can be performed at the content item level. Feature Create Content Create New Version of Content Update Content Delete Content Submit Content Withdraw Content Description You can create new content items in an existing content group. You can create new versions of content items. You can edit existing content items. Restricted If the approval subsystem is enabled for the category, you can use Submit Content to submit a content item for approval. Restricted 34

35 xdesign Interface Feature Search Content Search Artifacts Include Share Content Share Content Update Shared Content Cut Copy Paste Content Item Properties Rename Content Items Description You can use the Search Content feature. You can use the Search Artifacts feature. You can include shared content items. Restricted Restricted Restricted Restricted Restricted You can view content item properties, but cannot make changes to the defined properties. Restricted The RuleWrite User Users with RuleWrite access to xdesign can make changes to the rule structure, attributes, criteria, or document properties, but are unable to make changes to content. The RuleWrite access is assigned by your administrator through xadmin. RuleWrite users are automatically given Read-level access. The following list identifies all features that can and cannot be performed at the document level. Can create/update/delete Document Versions Can create/delete documents Can read/update Document properties Can rename documents Can save a copy of the current document Can create rules Can include Shared rules Can Submit All if approval is available in the category Can Generate XML Can assemble a document Cannot Withdraw All The following list identifies all features that can and cannot be performed at the rule level. Can create/delete rules and Rule Element Can read/update rule and Rule Element properties Can rename Rule and Rule Elements Can Copy/Cut/Paste Rules and Rule Elements Can include Shared rules 35

36 xdesign Interface Can make rule shared Can create Content Groups for Content Rules Can Search rules Can create or delete criteria Can create or delete queries Can view or update Rule properties Can rename rules The following list identifies all features that can and cannot be performed at the content group level. Can create/delete Content Groups Can read/update Content Group properties Can rename Content Groups Can Copy/Cut/Paste Content Groups Can include Shared content Can create or delete criteria Cannot create new content items The following list identifies all features that can and cannot be performed at the content item level. Can read and update Content Properties Can rename content Can View and Delete content Can Copy/Cut/Paste content Can make content shared Can include shared content Can search content Can search artifacts Can submit content if approval is available in the category Cannot create content items Cannot create New Version of a content item Cannot update content in a content items Cannot withdraw Cannot update shared content 36

37 Chapter 3 xdesign Documents This chapter discusses the xdesign document and describes how to create, rename, delete, and configure your xdesign document, as well as set the document language and save a copy of your document. About the xdesign Document A finished document may eventually contain a number of items, but every document you create contains these essential elements: Business rules - Rules are the framework of every xdesign document, shaping the order in which the document contents are assembled and published. Content - The content items that you create with Microsoft Word are the building blocks of an assembled document. Data source - Although you won t see it when you create your documents, working in the background is the data source assigned to the category to which you add individual documents. xdesign uses the data in these databases to process rules and perform variable replacements during document assemblies. xdesign supports XML and relational database input. Word Template - The Microsoft Word template allows you to add styles and use them in any document that uses the same template. It also contains macros that allow xdesign to integrate with Microsoft Word. Creating a Document Before attempting to create a new document, ensure that a supported authoring tool is installed. For instructions, see Setting Up Your Authoring Tool, page 20. To Create a Document 1. Start the Create a New Document wizard by clicking New Document from the File menu. The Create a New Document wizard appears. 2. In the upper-most box, type a unique name for your document. Names must be between 1 and 255 alphanumeric characters long. You cannot use the ampersand (&) or the vertical bar ( ) 37

38 xdesign Documents symbols. You cannot use single or double quotation marks in the document name, for example, document name or document name. 3. From the drop-down list, select a category. xpression Design uses categories to arrange, store, and control access to documents. You can think of a category as a folder in which you store documents that pertain to a similar subject. Your system administrator defines categories and their authorization levels using xadmin. A category contains the application security levels that control user access to the documents it holds, and it points to the data sources shared by all of its documents. You can add a new document to any category to which you have at least Write access. When you add your new document, it immediately becomes available to all other xpression Design users who have access to the category. You can put a document in one category only. 4. Select a composition engine for your document. 5. If your attribute set contains an effective date, specify the Default Effective Date you want to use for your document by clicking the calendar button to the right of the field and selecting the desired date. The date from the attribute set appears by default. If you don t use an effective date attribute, Today s date is displayed. Alternatively, you can type in a date you want to use in mm/dd/yyyy format. The date you specify here overrides any dates assigned in xadmin to the attributes you are using in the document. You can change the effective date and apply it to the entire document or to individual content items whenever you create or modify content in that document. 6. Select the path to the Word template you use to create your document. The templates supplied with xpression Design are located in your_drive:\program Files\xPression Design\Design\Template. Custom templates should be stored in a network location available to all xdesign users. Note: If you customized the Word templates with a pre-4.6 version of xpression Design, to use your custom templates, you must upgrade the Word templates first. Refer to the xpression Upgrade Guide for upgrading the templates. 7. Click Finish to complete the creation of the new document. The properties of the new document appear in the document properties pane. Note: If another template interferes with the template you define here, an error message pops out. If Word finds a template in your Temp folder or you defined another template with Microsoft Word Organizer utility, it will override the template you selected in xpression Design. You must remove or rename those templates. Document Properties After you create a document, you can view and modify the document properties. To modify the document properties, you must have at least Write access to the category that contains your document. With Read access you can view, but not modify, the properties. To View or Modify Document Properties 1. Ensure that you are logged on to xpression Design and the document is currently open. 38

39 xdesign Documents 2. From the Document menu, select Properties. You can also right-click the root name and select Properties. The Document Properties dialog box appears. The Document Properties General Tab The General tab contains the general settings for your document that you defined while running the Document Creation wizard. Name The name of the document. Category The category where the document resides. Composition Engine The composition engine that you have chosen for the document. Default Effective Date The default effective date of the document. Document Language The document language of PDF/UA output. The Document Properties Templates Tab Use the Templates tab to specify the name and location of the Word templates you use with xpression Design. The Document Properties Templates tab contains the Microsoft Word Template list. This list contains the path and file name of the Microsoft Word template associated with the current document. The Document Properties Annotations Tab Annotations are notes that you can add to accompany the document. For example, you could choose to add information such as who created the document, and when it was created. Type your annotation in the provided box. You can use HTML formatting tags in annotations (for example, <b>, <br/), but do not place text within tags because xpression will attempt to read it as an HTML statement. The Annotations tab may not appear in every document. The annotation feature is implemented through the attribute set associated with the category where your documents reside. See your system administrator for more information. The Document Properties Recipients Tab The options on this tab enable you define recipients for different sections of your document. The Document Properties Recipients tab contains the following information. Add to Server To create a recipient, type a name for the recipient in the Add to Server box and click Define. The name will then appear in the Available Recipients list. To remove a recipient 39

40 xdesign Documents name from the Available Recipients list, type the name or select it from the Available Recipients list and click Undefine. Available Recipients Lists all existing recipients. Recipients defined to document Lists all recipients that have been defined to this document. To add a recipient to this list, select a recipient name from the Available Recipients list and click Add. To remove a recipient from this list, select a recipient name from the Recipients defined to document list and click Remove. For full information about recipient processing, see Recipient Processing, page 288. The Document Properties Output Profiles Tab This tab was removed as of xpression 4.0. This functionality enables document designers to associate their document with an output profile. This functionality was moved to xadmin and is now an administrative function. The Document Properties Output Variable Mapping Tab The Output Variable mapping tab enables you to override globally mapped output variables in master documents or single-level documents (documents without subdocuments). This feature will not provide an override for variables in your subdocument. To override variables in your subdocument you must explicitly pass the value from the master document to the subdocument, see Passing Values from a Master Document to a Subdocument, page 79. Output variables are integral to xpression s ability to streamline your document automation processes by reducing duplication and simplifying administration duties. When you define an output variable in xadmin, you are telling xpression that a certain piece of data from your customer file is relevant to your documents. Your system administrator will give this piece of information a name and map this name to the relevant field in any or all of your data source groups. You can then use the output variable in documents where the information from the customer file is needed. However, there may be situations when you need a document to output a value different than what has been mapped for global use. For example, you may want to place a literal value into the output variable and then later sort by the value in that variable when you run your job, or you might want to output the results of a calculation you defined within a variable. To override the global mapping, you can map a document variable that you define in a Variable Rule with an output variable from the Output Variable Mapping tab. When the document is published, the value of the output variable will appear instead of the value of the customer data field that was mapped to the document variable in xadmin. Overriding Global Output Variables To override global output variables, complete the following steps. 40

41 xdesign Documents 1. Click Properties from the Document menu or right-click the document name from the tree pane and select Properties. 2. Click the Output Variable Mapping tab. 3. Select an Output Variable. Each of the Output Variables available are shown with their type as well. For example, the numeric Customer ID field is displayed as (Numeric) Customer ID. 4. Select a Document Variable. You cannot map an Output Variable to a Document Variable if they are different types of data. Output Variables can be defined in xadmin as Numeric, String, and Date. Document Variables can be defined in xdesign as Date, Float, Integer, and String. Obviously there is no problem matching Date and String types in both places, but it is important to know that a numeric Output Variable can be matched to either a Float or an Integer Document Variable. 5. Click Update to complete the match. The mapped fields are displayed in the list at the bottom of the tab. Change Output Variable Mapping You can change the mapping of any of the Output Variables by selecting one from the list, changing your mapping and clicking Update. Setting Document Language You can generate a PDF/UA document with xdesign. In a PDF/UA document, language setting is required to determine what language should be used by the assistive technology. See more information in xpublish Output Processing Guide. To publish a PDF/UA document successfully, you must specify a language for your document. Select a language in the Document Language list on the Document Properties > General tab. The language setting is used for the entire document. Note: When a master document and its universal content or subdocuments are all xpublish documents, only the document language of the master document will be outputted. The document language setting of xpublish universal content and subdocuments will be ignored in a PDF/UA output. Saving a Copy of Your Document You can save a copy of your document whenever necessary so that you can restore your document later. The copy of the document replicates everything in your current document except the document name. The changes that you make to the original document afterwards are not added to the copy. Note: Before you can do this operation, ensure that you have access other than the Read type. See User Access for xdesign, page 32 for more information. 41

42 xdesign Documents To Save a Copy of Your Document 1. Select File > Save Document As from the xdesign main menu. The Save As dialog box appears. 2. Type a name for the document copy in the Document Name box. The document name must be unique. The current document name cannot be used as the name of the copy. 3. Click OK to close the dialog box. After the saving process completes, the copy of the document is opened in xdesign. Note: If error messages appear during the saving process, an erroneous copy might still be created. In this case, delete the copy manually. Deleting a Document Caution: Document deletion is irreversible. Be very careful when you use this function. To delete a document, complete the following steps: 1. Click the root level document name in the tree view. 2. On the Edit menu, click Delete Document. 3. Click OK and click Yes to confirm the document delete action. Renaming a Document If you rename a document, xdesign automatically renames all versions of that document. To Rename a Document 1. Click the document name in the tree pane. 2. Click the document name again. The document name should become editable. 3. Type a new name for the document and press Enter. Note: If you change the name of an xpressforms related document name, xdesign try to update the form name on the xpressforms server. In order to ensure that the form name is updated, you must establish connectivity to xpressforms through the xdesign installer. Also, xpression must be able to successfully connect to the xpressforms server. 42

43 Adding Items to Your Document Chapter 4 You can add content rules or structural rules, content groups, subdocuments, content items, and selection criteria to your document. How to Create Content in xdesign xdesign provides you with two methods for creating content. You can use either method individually, or use a mixture of the two methods: Using xdesign to Design Your Content Using Universal Content or subdocuments Using xdesign to Design Your Content xdesign enables you to directly create and design new content through the creation of content items. When you create a new content item, xdesign launches its authoring tool, Microsoft Word. You can use Microsoft Word s advanced formatting features to edit and design content items. Universal Content Universal Content is a concept that combines the concept of subdocuments and external content, enabling granular, sub-page content sharing at runtime. Universal Content enables you to do the following: Share many types of content: images, Microsoft Word documents (.doc and.docx), PDF files, TIFF images, xpresso for Adobe InDesign documents, xpresso for Word documents, and other xdesign documents. Many types of content can be pulled into your document at a sub-page level. Pull content from the xpression Database, a Documentum repository, or a file system. Use criteria to govern inclusion. 43

44 Adding Items to Your Document Gives you the option of continuing page numbers across your Universal Content or maintaining the numbering of each Universal Content item. Incorporate tables of content from the Universal Content item in the master document. See Chapter 8, Universal Content for more information. Note: Retrieval of content from Documentum by ObjectID or from FileNet by GUID is not currently supported. xpression references content by path and file name rather than by ID so, when using these ECM systems with xpression, it is necessary to ensure that file names are unique. Subdocuments Another way content can be added to an xdesign document is through the use of subdocuments. Subdocuments enable you to import completed documents from xpresso for InDesign, xpresso for Word, or from other xdesign documents. This functionality enables you to use design application better suited to the type of content you are creating. For example, you could create a graphic-intensive, professionally designed pamphlet in xpresso for InDesign and include it with an insurance policy packet created in xdesign. Subdocument rules are discussed in Subdocument Rules, page 77. About xdesign Rules Think of a rule as a folder that holds information devoted to one topic. Rules are the framework of every xdesign document, determining the content and order in which the document is assembled. The list of rules in xdesign s tree view is very similar to the table of contents in a printed document. There are several different types of rules that perform different functions in xdesign. Some rules will not be available depending on the composition engine and data source being used with the document. xpression processes a document s rules in the order in which they appear in the document. The following image shows rules as they appear in the xdesign tree view. Some interesting facts about rules: Rules are stored in your xpression database. Rules can be designated as shared and used in many documents. Whenever a rule is used, xpression records where it is used so that you can access that information later. 44

45 Adding Items to Your Document You can use the following rules with xdesign. Chart Rules Enables you to create dynamic charts for any type of xpression document (print, , or Web-based). xpression can graphically display your data in the form of a pie, bar, column, or line chart. Chart rules are discussed in Chapter 6, Using xpression Chart Rule. Content Rule This is the most common type of rule used in xdesign. A content rule contains content items, which are pieces of your document created through xdesign. Content Rules are discussed in this chapter. Goto Rules Goto rules are used in conjunction with Label rules to enable your processing logic to jump from one section in your document structure to another. Goto rules are discussed in GoTo Rules, page 68. Label Rules A Label rule acts as placeholder in your document structure that does not contain any content. Label rules are typically used in conjunction with GoTo rules for creating looping conditions, usually for the purpose of reading multiple records from a secondary table. Label rules are discussed in Label Rules, page 68. Read Rules Enables you to read data from any non-primary table in your data source. Read rules are discussed in Read Rules, page 69. Read Next Rules After reading a record in the data source, a Read Next rule tells xpression to read the next record of data in a data source table. Read Next rules are discussed in Read Next Rules, page 71. Section Rules Section rules enable you to place a group of related rules into a organizational container which can make your document structure easier to navigate and maintain. Applying criteria to section rules also makes the document more efficient to publish. Additionally, section rules enable you to define recipients for the content within the section. Section rules are discussed in About Section Rules, page 72. Subdocument Rule Subdocument rules enable you to insert content from other applications or insert complete documents into your current document. Subdocument rules can contain content from other xpression design applications. Subdocument rules are discussed in Subdocument Rules, page 77. Table Rules Table rules enable you to dynamically build tables by looping through records in a non-primary data source. Table rules are discussed in Table Rules, page 85. Universal Content Definition Universal Content is a concept that combines elements of subdocuments and external content, enabling granular, sub-page content sharing at runtime. See Chapter 8, Universal Content for more information. Variable Rules Variable rules (the variables in them are often referred to as user-defined replacements ) are used to build variables that can be inserted into documents when specified criteria is met. Variables can contain fields from your data source, literal values that you supply to the variable, references to another variable of comparable type, or calculated values. Variable rules are discussed in Variable Rules, page 97. About Content Rules Content Rules contain Microsoft Word-based content along with other business logic to determine when that content should be assembled for each customer. Content Rules contain one or more 45

46 Adding Items to Your Document Content Groups. Content Groups can include criteria to help in the content selection process and can be made up of Word-based content or external content such as a reference to a PDF or information in a Documentum docbase. A typical Content rule that contains one content group, and one content item consisting of a Microsoft Word-generated document. Each content rule ultimately selects one content group and within that one content item to include in an assembled document. Whether or not a content group is selected depends on the conditions created in the criteria for the content group. If the criteria passes this first test, xdesign checks the attribute values on any content items in the chosen group and includes the one that matches in the assembled document. Note: Be careful not to test fields that are in the attribute set in criteria statements. This is duplicating your effort since attributes are required to be evaluated and so are always tested. Only fields that are not contained in the attribute set should be included in criteria statements on Content Groups. For example, you may have a content group that contains three content items, each containing a different cover page. Each content item has different Jurisdiction, Effective Date, and Language attributes as shown in the table below. Content Item Jurisdiction Effective Date Language Standard Cover Page NJ 1/1/02 English NY 1/1/02 English CT 1/1/02 English CT Cover Page CT 2/15/02 English NY Cover Page NY 6/16/02 English When you assemble a document for the customer shown here, the third content item isn t selected because its Effective Date attribute is later than 3/1/2002. The second content item doesn t qualify because its Jurisdiction is Connecticut. The first content item qualifies because its Effective Date is earlier than the value in the customer record and because the Language attributes match. There are several ways to create a Content rule. Quickly Create a Content Rule Create a Content Rule with the Content Rule Wizard Create a Content Rule Using Drag and Drop Quickly Creating a Content Rule The quick content rule method enables you to create a content rule, content group, and content item with default options and no criteria. Content rules created with this method can be modified later to establish options and criteria for the content rule. This technique cannot be used to create Start/End page Stub content groups or External content groups. This technique creates both rule elements and a content item, so you must have both Write: Content and Write: Rule access to proceed. 46

47 Adding Items to Your Document To quickly create a content rule 1. Right-click the element in the tree view that should immediately precede the new content rule, or the document root if the new content group should be the first element in the document and then click Quick Content Rule. You can also select the preceding element and press CTRL+Q. 2. Type a name for the new content in the Rule name field. 3. By default xdesign will launch the editor so that you can create the content item, but if you do not want to create the content at this time clear the Edit now check box. 4. Click Create. If Edit now is selected the editor will open and you can create content as desired. Otherwise the new content rule and content group will be created without a new content item. Creating a Content Rule with the Content Rule Wizard The Content Rule Wizard enables you to establish criteria and select options as you create the new content rule. As with the quick method, you can change the rule as desired after it is created. This method enables you to create Start/End Page Stub and External content groups. To Create a Content Rule with the Wizard 1. In your tree view, select the position for the new rule. When you add a rule it will be placed directly beneath the item you selected. 2. Click New Rule on the Rule menu, or right-click the document name and then click New Rule on the shortcut menu. The Rule Creation wizard appears. 3. Select Content from the Rule Type list and click Next. Provide a name for your content rule. The name can be alphanumeric characters in length. 4. Specify a section level if necessary and click Next. If you are creating a rule adjacent to a section rule, you may be able to specify a section level in the Rule Creation wizard. A section level of 0 indicates that the rule is at the root level. A section level of 1 indicates that the rule belongs in a first level section rule. A section level of 2 indicates that the rule belongs in a section rule within another section rule. A new rule inherits the section level of the rule directly above it, if that rule is collapsed. If the rule is open, the new section rule will exist within the section. The Is the new rule required for assembly? page appears. 5. Select one of the three assembly options. Not required The default selection, and probably the one you ll use most often. Assembly of the document continues even if the rule fails to select a content item. Rule required for assembly Requires the Content rule to find a qualifying content item during document assembly. If the rule doesn t select a content item during assembly, the assembly for that record fails. Required text rules are often used for must-have items such as cover pages. Optional content for on-demand use Adds an optional paragraph that can be used by transactional applications like xresponse where users can choose the paragraph they want from the Optional Paragraph Group list. For function definitions, and more information about creating and using optional paragraphs, see Optional Paragraphs, page 281. After making your selection, click Next. 47

48 Adding Items to Your Document 6. The Add a content group to this rule? page appears. This page enables to immediately start the Content Group Creation wizard. Click Add to launch the Content Group Creation wizard now, or click Finish to add a content group at a later time. xdesign will automatically add a content group if you do not choose to create one. For instructions on creating a content group, see Creating a Content Group, page 53. Creating a Content Rule Using Drag and Drop You can create a content rule based on an existing Microsoft Word document by dragging the DOC or DOCX file from your file system to the tree view. This method uses the file name of the DOC or DOCX file as the basis for naming the content rule and the content group. This technique creates both rule elements and a content item. Ensure you review the following items before proceeding: If there is no defined default value for a multi-value attribute (for example, Jurisdiction), the content item created from the Microsoft Word document will receive all available values. If the Microsoft Word document contains macros, the macros are discarded when the document is copied to xdesign. To use this feature, users must have both Write: Content and Write: Rule access to proceed. To Create a Content rule using drag and drop 1. Open your xdesign document. 2. Locate the content that you want to drag into your xpression document. It must be a Microsoft Word document that was created with a supported version of Microsoft Word. This document is created without xdesign, but xdesign will be used to add it to an existing xdesign document. 3. Click and drag the content to the xdesign document rule structure in the Tree view. The tree will illuminate areas where the document can be dropped. xdesign will prevent you from dropping the document in areas that are invalid. The document will be added immediately below the element where you drop it. It can be moved later if necessary. 4. The Import Files to xdesign dialog box opens and reports the progress of the operation. If your document uses Microsoft Word Legacy Form Controls, xdesign will issue a warning. You will need to edit and save the content item in xdesign before the form fields will be usable in xpression. 5. Close the Import Files to xdesign dialog box when the operation is complete. The Import Files to xdesign dialog box reports any styles used in the document that are not in your current template as well as any images. Missing styles must either be added to your template, or the sections that use the missing styles must have an available style applied. Images must be processed as required to be available to your xdesign document. In some cases this list may be lengthy. You can copy the content of the dialog box and paste it to a text editor and then save the list so that the items can be addressed later. The new Content rule appears in the selected location with a content group and content item. The names are based on the file name of the document that you imported. Note that the content item is in your xpression database and is no longer connected to the original document, so changes to the original document will not be reflected in the content item in xdesign. 48

49 Adding Items to Your Document About Content Groups A content group is a grouping of similar content items where only one content item in the content group can be selected for a particular assembly request. A content group can be configured to hold text content, external content which acts as a reference to an external PDF document, external Microsoft Word documents, external TIFF documents, and an Start/End-Page Stub. How Do Content Groups Work? xdesign uses content groups to identify and classify every content item within your document. For example, a content group might contain four different content items that contain different text as required by four different jurisdictions. Each content item in this example contains a Jurisdiction attribute that xdesign compares to the mapped value, typically a field in the customer data source, from the Mapping option in the Category the document has been created in. xdesign starts with the first content item in the content group and examines each in succession until it finds a match. A rule can also contain more than one content group. For example, your document may be designed to create a letter, of which there are two versions. The version that is used depends on a value in the data, in this case, the name of the financial institution. The rule would contain two content groups, each containing a different version of the same letter. When xdesign assembles a document, it will include only one content item from the one content group that meets your assembly criteria. The order of the content groups in the example is very important since only one of them has criteria assigned to it. If you were to switch the order, the Standard content group with no criteria would always be selected, and therefore the Wells Fargo content group would never assemble. If the criteria on the content group never evaluates to true, in other words there is no relevant text within the content group, no content would qualify from the rule, and xpression would move on to the next rule in the tree. To sum it up, you want the Standard content group to qualify only if the value of FIN_INST_NAME is anything other than Wells Fargo, but you have to check to see if it is Wells Fargo first. Another scenario: It s not uncommon to have an xdesign content group that contains two versions of content for the same section of the document. This can occur when you need to make updates to an existing content item, but don t want to remove the old content item. You can create two versions of the same content item that have different effective dates. This might also happen when there are different requirements or regulations for different states. In this case you could use the Jurisdiction attribute to control which content item is selected. Text Content Groups Text content items are the most common type of content group. Use this option if you plan to create your content through xdesign in Microsoft Word. If a text content item belongs to a shared rule, and it does not contain publishing-specific features, it is tagged as universal and is available for use wherever the shared rule is applied. If you include a shared rule from a different document, and it has content that doesn t qualify to be shared, that 49

50 Adding Items to Your Document content is not brought into the new document with the rule. For more information, see Chapter 7, Shared Content and Rules. Caution: There are limitations on the placement of continuous section breaks in adjacent content items. See Continuous Section Breaks, page 227 for details on using section breaks in adjacent content items. External Content Groups External content groups enable you to include externally created PDF, Microsoft Word, and TIFF documents in your xpression document. You can retrieve these documents from a location on your server or network or an ECM system. See Creating an External Content Group, page 55. External content in xpression Publish documents has the following limitations: An external content group references an external document as its content and, as such, doesn t contain content as you would find in text content groups. A content rule can contain text content groups and content along with external content groups. You can share external content groups only if you share the content rule in which they reside, they cannot be shared outside of the rule. If you change a text content group to an external content group, any content you had created in the text content group will be deleted. If there is an empty section without a header or footer after an external document, this empty section will be deleted in the output. To retain the empty section insert two page breaks. Previewing external documents that contain EPS images is not supported. Hyperlinks in external PDF documents do not take effect in the PDF output of the master document. Note: Retrieval of content from Documentum by ObjectID or from FileNet by GUID is not currently supported. xpression references content by path and file name rather than by ID so, when using these ECM systems with xpression, it is necessary to ensure that file names are unique. External Multi-Page TIFF Documents Multi-page external TIFF files are converted to multiple pages for PDF/PS, AFP, and PCL output, and multiple images in HTML and WebArchive formats. External TIFF content is included in the total page count of the document. External Microsoft Word Documents External Content Groups enable you to reference Microsoft Word 2003, 2007, and 2010 documents that are created and stored outside of the xpression system. The external Microsoft Word documents are converted and merged into your output each time you assemble your document. xpression 50

51 Adding Items to Your Document supports most common formatting elements for external Microsoft Word content. For a complete listing of unsupported formatting in external Microsoft Word content, see Unsupported Formatting for External Microsoft Word Documents, page 57. Note: If you want to reference Word 2013 documents, you must use Word 2013 as your authoring tool. When inserted into your document, external Microsoft Word documents begin and end a page boundary. They are not merged in-line with your xpression content. You can also choose to retain the page numbering of your external content, or have it use the page numbering of your xpression document. There is no limit to the number of pages that can be included in your external document. xpression inserts a section break before each external Microsoft Word document, which enables your external document to use a page size that is different than page size of your xpression document. Word documents used as external content must have been saved manually, as opposed to being saved automatically using Word s AutoSave (Quick Save) feature. Whether a document was saved manually or automatically cannot be determined easily. Any attempt to use a Quick Save document as external content will fail and an error will be reported in the log: [ERROR]: Quick-saved word document not supported. Please open the document with Word and do a full save. To correct the error, open the content item in Word and save it. When using external content, all end-of-line hyphenation will be lost in the external content. Words will not break at the end of a line, but will appear on the next line if they cannot fit on the current line. Hyphenation will work normally for all other content in the document. EPS images are not supported in external documents. If an external document contains an EPS image several errors will be generated, including error 5564, UMerge : Error generating StyledTextPiece for instantiated document, 5562, UMerge : Failed to generate StyledDocument due to an error in StyledDocument generation, and 10015, Unable to create the Styled Document, refer to xpression log to get detail error message. The CompuSet Bridge The CompuSet Bridge is an option that enables xpression users with legacy CompuSet applications to leverage their CompuSet assets with xpression. External content tagged text can be employed when using the CompuSet Bridge. Refer to the xpression CompuSet User Guide for more information. Start/End-Page Stub Content Groups An End Stub content group places a formatted content item at the end of the first or last page of a document. In previous releases, the Start/End-page stubs could be pushed to a new page, even if there was room on the previous page. The reason for this was that the size of the end-page stub was considered to be an area that coincided with the page size and within which was a margin within which was the actual content of the end-page stub. The actual position of the text is now considered. As a result, the end-page stub on some documents that previously placed the stub on a new page will now place them on the same page as the preceding content. Start/End-page stubs can be used with PDF, Postscript, AFP, TIFF, and PCL output. 51

52 Adding Items to Your Document The End Stub feature is subject to these cautions and limitations: The Start/End-Page Stub must be the last item in the document. Supported output formats are PDF, Postscript, AFP, TIFF, and PCL. HTML, MSOHTML, and text are not supported. Start/End-Page Stub is an xpublish-only feature. If your final content item is restricted to certain recipients, when xpression removes the content item for non-selected recipients, it will also remove the end-page-stub. To ensure your end-page-stub reaches all recipients, ensure that your final content item is available to all recipients. Start/End-Page Stub Options When creating a Start/End-Page stub, you will define the following options: Stub Location Determines the location of the stub. You can choose First Page or Last Page. The Back Side of Page option enables you to specify that the content item should appear on the back side of an existing stub. Do not select the Back Side of Page option for the existing stub (the front side). Duplex printing is required to publish two-sided stubs. When this option is selected the items under Action, Position, and Stub Location are not available. Content Page Overflow This option directs xpression on how to handle a content page overflow. A content page overflow occurs when the content of the stub does not fit on the same page with the previous content. A stub will not break across a page, it must appear entirely on one page. You can use the following options Ignore pushes the stub to the next page, which may be verso or recto. The Vertical Offset setting is ignored, but horizontal offset is honored. Offsets are established later in this procedure. Force Next Page Verso and Position adds a new page if required to place the stub on a verso page. Force Next Page Recto and Position adds a new page if required to place the stub on a recto page. If your stream definition specifies simplex the effect of this setting may not be obvious unless the document has page numbers. If the stub does not fit on the current recto page, 5 for example, it will be forced to the next recto page, 7 in this example. However, since page 6 in this case is blank it will not be explicitly produced using simplex. It will not be clear that the stub appears on a recto page unless page numbers appear on the page. When Force Next Recto and Position is selected and the current page is verso the end stub will be pushed to the next recto page, even if there is enough room on the current (verso) page. Suppress Header/Footer The Suppress Header/Footer option enables you to select how you want to handle headers and footers on the page where the Stub appears. The Header and footer can be independently suppressed for the front and back of the stub. You have four options: Ignore includes header and footer as on other pages. Suppress Header Only suppresses the header. 52

53 Adding Items to Your Document Suppress Footer Only suppress the footer. Suppress Header and Footer suppresses both header and footer. Horizontal Offset This option determines the horizontal position of the stub on the page. The offset values are in points, and uses the left margin as a reference point. Specify the point value in the provided box. Vertical Offset This option determines the Vertical position of the stub on the page. The offset values are in points. From the Vertical Offset list, specify if the offset value is in relation to the top or bottom of the page. Specify the point value in the provided box. Limitations This feature has the following limitations: Out of bounds When designing the end stub ensure that it will fit within the limits of the page. Improperly designed stubs can overflow the page. When the stub is pushed off of the page at runtime, an error will be generated. First-page overflow When the stub is defined for the first page, it always appears on the first page. The text may overflow to the next page, but the stub will remain on the first page. Overflow when a stub back is defined When a stub back is defined outside text will never flow onto the stub, even if there is no content on the stub back. Verso/Recto placement When a stub back is defined the stub will always appear on the recto page. Exception to overflow During duplex print, if the end stub is set to the end of the document and the text above the end stub would fit on the back of the page (before reaching the end stub back) then the end stub will not be forced to a new page. Incorrect appearance when opened or edited with xeditor xeditor does not support this feature. When you launch xeditor from xrevise to open or edit the document, the stub might be displayed incorrectly in xeditor or in the publishing output. Creating a Content Group There are several methods for creating content groups: Create a content group using the content rule wizard Create a Start/End page stub content group Create an external content group Create a Content Group with the Content Rule Wizard The content rule wizard steps you through the entire process of creating a content rule. This method enables you to establish criteria and other options related to processing the content group at the time 53

54 Adding Items to Your Document the content group is created. You can start the content group creation wizard from the content rule wizard, or by clicking Rule from the xdesign menu, selecting New Rule, and clicking Content Group. If continuing from the content rule creation wizard, xpression automatically applies the name of the rule to the content group, but you can change this name if needed. To create a content group: 1. After starting the content group creation wizard, supply a name for the content group. The name can be alphanumeric characters in length. The pipe symbol ( ) is not supported for content group names. 2. If you are working in an xpression Publish document, this page will contain the Content Group Type option in the dialog box. You must choose your content group type. You can choose Text, External Content, or End-Page Stub. Make your selection and click Next to continue. 3. The selection criteria page appears. xdesign uses selection criteria to select items based on the criteria you establish. The information in your data source must match all of the criteria attached to the content group before xdesign can use the content items it contains. Selection criteria are optional, so you can click Next to skip this step. For more information about selection criteria, see Using Conditional Logic and Selection Criteria, page The Add content to your content group page appears. This page enables you to immediately start the Content Item Creation wizard. If you are creating a Text content item, there are no other options on this page. You can click Add to launch the Content Item Creation wizard now, or click Finish to add a content item at a later time. For xpublish users, if you are creating an Start/End-Page Stub, this page contains options for the Start/End-Page Stub attributes. If you are creating an external content group, this page contains options that enable you to select your external content. When you have finished selecting options, click Finish. Creating a Start/End-Page Stub Content Group See Start/End-Page Stub Options, page 52 for details about the options described in this procedure. To create an Start/End-Page Stub: 1. Start the content group wizard and select Start/End-Page Stub as the Content Group Type and click Next. 2. The selection criteria page appears. xdesign uses selection criteria to select items based on the criteria you establish. The information in your data source must match all of the criteria attached to the content group before xdesign can use the content items it contains. Selection criteria are optional, so you can click Next to skip this step. For more information about selection criteria, see Using Conditional Logic and Selection Criteria, page The Add content to your content group page appears. This page contains options for the Start/End-Page Stub attributes. At the top of the page, the Content for this Content Group box displays a list of all content items in the content group. The Add button enables you to create a new content item. 54

55 Adding Items to Your Document 4. The Stub Location section determines the location of the stub. You can choose First Page or Last Page. The Back Side of Page option enables you to specify that the content item should appear on the back side of an existing stub. 5. The Content Page Overflow option controls what happens when the content of the stub does not fit on the same page with the previous content. An Start/End-Page Stub will not break across a page, it must appear entirely on one page. There are three options: Ignore, Force Next Verso Page, and Force Next Recto Page. 6. The Headers and Footers option enables you to select how you want to handle headers and footers on the page where the Stub appears. You have four options: Ignore, Suppress Header Only, Suppress Footer Only, Suppress Header and Footer. 7. The Positioning section contains options for the horizontal and vertical offsets. These options determine the position of the Stub on the page. In most cases, the vertical offset should be sufficient to place the Stub at the bottom of the page, but not so far down the page as to risk overwriting the footer. The offset values are in points, and use the margins as the reference point. 8. Click Finish. Note: Ensure that end stub content fits within the established margins. If your end stub does not fit, change the stub position or reduce the text content within the stub. The left and right margins impact the width of the text content within the stub. Creating an External Content Group An external content group enables you to include content from outside of the xpression system. To create an external content group: 1. After starting the content group wizard as shown in Creating a Content Group, page 53, the Add content to your content group page appears. From this page you can select your external content. 2. From the external content type list, select PDF, Microsoft Word.doc, or TIFF. 3. From the external content source list, select File or ECM. Select File when you are retrieving the document from a location on your network. Select ECM when you are retrieving the document from an existing Documentum Docbase or Filenet ECM system. 4. If you selected File, you can retrieve the document from a Network Location by specifying the following settings. Element External Content Source Retain External Content Page Numbering ECM Configuration Description From the external content source list, select File. Select this option to retain the page numbering in your external content. If you do not select this option, the external content will continue the page numbering of the master xpression document. This option is enabled if you selected ECM as the External Content Source. Select your ECM configuration from the list. 55

56 Adding Items to Your Document Element External Content Name External Content Name: Literal External Content Name: Field External Content Name: Variable External Content Group Value List Tiff Settings Description This is the path to the location of the PDF document. You cannot edit this path directly. You must use the Literal, Field, or Variable functions to build the path, or click the Browse button to locate the path and have it inserted directly. Select this option to supply a literal value for the External Content Name. You can supply the entire path to the content, or just a portion of the path. Type the literal value in the text box located just below the Literal function. When you have typed the value you want to use, click Add. Select this option to use data from your data source to supply a value for the External Content Name. You can supply the entire path to the content, or just a portion of the path. From the provided drop-down lists, choose the data source group, the data source table, and the specific field that contains the value you want to use. When you have selected the value you want to use, click Add. Select this option to use a variable rule to supply a value for the External Content Name. You can supply the entire path to the content, or just a portion of the path. From the drop-down list, select the variable that contains the value you want to use. When you have selected the variable you want to use, click Add. Each time you click Add, the value is added to the Value list. To update an item in the list, select the item, change the value using the Literal, Field, or Variable controls, and click Update. To delete a value, select it from the list and click Delete. You can use a combination of Literal, Field, and Variable values to provide the path to the external content. This option allows you to specify which physical pages you want included in the output. Use dashes to indicate a range of pages, and commas to indicate individual pages. Leave blank to include all pages. If you selected ECM, you can retrieve the document from an ECM system by specifying the following settings. Element External Content Source ECM Configuration External Content Name Description From the external content source list, select ECM. Select the configuration for the repository that contains your content. This is the path to the location of the external document. You cannot edit this path directly. When you click the Browse button, xpression displays the contents of the Documentum Docbase. Select the item you want and click OK. Notice that the External Content Name box contains a path to the document you selected. The document name must consist of only English characters. 56

57 Adding Items to Your Document Element Literal Field Variable Tiff Settings Description With this option you can type the path to the PDF in the Documentum Docbase. For example: /xpressionfiles/pdfs/earningsstmt Select this option if you want to supply the Documentum path from your data source. Choose a data source group, one of its tables, and then the specific field you want to use. Select this option if you want to supply the Documentum path and file name with a variable. See Variable Rules, page 97. This option allows you to specify which physical pages you want included in the output. Use dashes to indicate a range of pages, and commas to indicate individual pages. Leave blank to include all pages. 5. Each time you define either the path or a piece of the path and click Add, the item is placed in the list at the bottom of the page. It is also placed in the External Content Name box. 6. You can modify an item by selecting it to place it in the edit box, making your changes and then clicking Update. You can take an item out of the path, no matter where it appears, by selecting it in the list and clicking Remove. 7. Click Finish to complete the external content group reference. Unsupported Formatting for External Microsoft Word Documents For external Microsoft Word documents, xpression cannot support features that are not otherwise supported by the publishing engine. See Appendix C, Supported Functionality for a complete list of supported Microsoft Word features. Additionally, avoid using the following formatting options in any external Microsoft Word document that you plan to use as external content with xpression. Font From the Font dialog box, avoid using the following features in the Effects section: Double Strikethrough Shadow Outline Emboss Engrave Character Spacing: Format > Font > Character Spacing tab 57

58 Adding Items to Your Document Paragraph Avoid the following features: Shading Patterns: Format > Borders and Shading Avoid using the following Compatibility Options and use Default Compatibility Options instead: HTML Auto spacing Use printer metrics to layout the document Images and Shapes Avoid using the following features for images and shapes: Microsoft Word image cropping Frames Autoshapes WordArt Table of Contents Avoid implementing a user-defined table of contents. Use the Microsoft Word generated table of contents instead. Avoid using the PageRef field. Tables Avoid using the following table features: Automatically resize to fit contents: Table > Table Properties > Options. Text wrapping break: Table > Table Properties > Cell tab > Options. References Avoid using the following features: Footnotes Endnotes 58

59 Adding Items to Your Document About Content Items Content items are Microsoft Word based pieces of content that you can add to your document through a content rule and a content group. Content items can be consist of as little as a few words of text or can be many pages in length. When you create or edit a content item, xdesign launches the Microsoft Word editor in which content can be created. There are two types of content items: local and universal. Local content items consist of content created within the document through the Microsoft Word editor. Universal Content is external to the document. Universal Content requires a two step process. First, Universal Content must be made available to the document through a Universal Content rule. Refer to Universal Content Definition Rules, page 91 for information on creating a Universal Content rule. Once it has been made available, the Universal Content can be inserted into your document through the creation of a Content Item, or inserted inline through the Microsoft Word editor. Creating a Local Content Item Complete the following steps: 1. Start the content item creation wizard from the content group wizard. You can also click Content from the xdesign menu, select New Content, and click Content. 2. After starting the content item wizard, supply a content item name. The name can consist of alphanumeric characters. 3. In the Content Type list, define the content as Universal or Local. Select Local and click Next. 4. The Attributes page appears. Select the values for the attributes shown on the Attributes page. xdesign uses attributes and selection criteria to choose the proper content item from each Content rule when you assemble a document. The example shown below is one implementation; your company will probably use different attribute sets. Select your attributes. If you don t use attributes, this page won t appear. 5. Click Finish. Note: (1) xpublish does not support continuation of numbered lists across content items. Numbering will restart with the following content item. (2) After editing a content item, Generate XML and create or update the Document Version to ensure changes are saved to the xpression database. Caution: Do not use apostrophes ( ) in your content item name. Document migration and import will fail if one of your content items contains an apostrophe. Creating Universal Content Items To create a Universal Content item, complete the following steps: 1. After starting the content item wizard, supply a content item name. The name can consist of alphanumeric characters. 59

60 Adding Items to Your Document 2. In the Content Type list, define the content as Universal or Local. Select Universal and click Next. 3. The Attributes page appears. Select the values for the attributes shown on the Attributes page. xdesign uses attributes and selection criteria to choose the proper content item from each Content rule when you assemble a document. The example shown below is one implementation; your company will probably use different attribute sets. Select your attributes. If you don t use attributes, this page won t appear. 4. From the Universal Content Definition Rule list, select the Universal Content Definition rule that contains your content. Each piece of Universal Content must be referenced in the Universal Content Definition rule before it can be added to your document through a content item. The Add button launches the New Rule wizard and enables you to create a Universal Content Definition rule if needed. Select the rule that contains your content. A summary of the rule will appear in the Universal Content Definition list. Click Next. 5. Each Universal Content item type uses different options. You cannot create Universal Content for images through this wizard. You must add Universal Content images through the Microsoft Word editor. To create a Universal Content item, use the correct set of instructions for your content type: For Microsoft Word Universal Content items, see Microsoft Word Documents As Universal Content, page 163 For PDF Universal Content items, see Universal Content PDF Files, page 167 For Multi-page TIFF Universal Content items, see Universal Content Multi-page TIFF Images, page 169 For xpresso Universal Content items, see Universal Content xpresso for Word Documents, page 174 For xdesign Universal Content items, see Universal Content xdesign Documents, page Click Finish. Content Item Properties After you define a content item, you can use other xdesign functions to work with it further. If you have Write access to a document, you can view and modify content item properties; with Read access you can view, but not modify, the properties. Approved content items can t be modified. To view or modify content item properties, right-click a content item and select Properties from the shortcut menu. The Content Item properties dialog box contains the following tabs: General The General tab displays basic information about the content item and enables you to view it in the editor. This tab also shows the version number and content type. The Type can be Publish, CompuSet, Generic, and Universal. Generic content is content that does not contain any items that are specific to any of our publishers. Attributes The Attributes tab enables you to add, remove, or annotate attributes associated with a content item. See Defining Content Item Attributes, page 61. Annotation Annotations made on the Annotation page are associated with the content item. For example, you could choose to add information about the creation of the document. Annotations added to content items are displayed in xrevise when you preview the content item. 60

61 Adding Items to Your Document Annotations made on this page can be changed after the content item is approved. This enables you to add an annotation to a document without creating a new version. Last Change This tab shows the content item description, the user who made the last change to the item, and the date and time of the change. Defining Content Item Attributes The Attributes page enables you to add, remove, or annotate the attributes associated with a content item. The note symbol indicates that an annotation has been added. Select the jurisdiction and click Annotation to view the note. When you add a new attribute to an existing content item that contains the effective date attribute, the effective date of your new attribute will be set according to the following rules: If the document itself contains an effective date, the document effective date will be used. If the document does not contain an effective date, the default effective date defined in xadmin will be used. If the document does not contain an effective date and no default effective date was specified, xpression will use the current date. Note: Annotations added to attributes are not available in xrevise. Using Conditional Logic and Selection Criteria Conditional rules are content rules that use selection criteria to determine which content group is selected when the document is assembled. xdesign compares the criteria in the document to the customer data in the data source and selects content items only for the customers who meet the criteria. Use criteria to add flexibility and customization to your documents. How Does it Work? Every Content rule in a document uses one content item from one content group per customer record. To identify the one correct content item to use, xdesign applies certain optional filters called usage attributes to each content item. If the fields in this attribute set are not the fields you need to use to filter this content, you can define additional filters called selection criteria. xdesign uses selection criteria to choose between content groups by comparing the information (for example, number of dependents, age, and benefits selection) found in a customer record. If the information in the customer record matches all of the values specified by the criteria, xdesign will move on to select the most appropriate content item in the chosen group, determined by the attributes attached to the criteria s content item. Information from the data source must match all of the criteria attached to the content group before the correct content item associated with the content group will be selected. 61

62 Adding Items to Your Document If the customer record doesn t match, xdesign searches for another content group and criteria in the rule and repeats the comparison. If xdesign finds nothing that matches, none of the content items attached to the rule will appear in the assembled document. How Do I Create Selection Criteria? You can add selection criteria when adding new rules using the New Rule or New Content Group wizards, or you can add them later by selecting the rule or content group and clicking Properties on the shortcut menu. Because of the encoding support differences between an XML data source (UTF-8) and the underlying code used to build xdesign (ISO8859-1), special characters in XML data such as the copyright symbol ( ) or accented characters like å are seen differently by xpression and will return unpredictable results if you use them in a criteria statement. You can work around this by inserting this line at the beginning of your data file: <?xml version="1.0" encoding="iso "?> If this isn t possible, rather than creating a criteria statement that compares a field in the XML data source to a value typed into xdesign, configure the criteria to compare the value of the field to another field in the XML. Tip: If a data source field contains several possible matching values, you can create a selection criteria that checks for a variety of possible values in that field. For example, say you have a data source field called MARITAL_STATUS, and that field could contain the values SINGLE, MARRIED, DIVORCED, or WIDOWED. You could create the following selection criteria: Field EQ *SINGLE* or Field EQ *MARRIED* or Field EQ *DIVORCED* Alphanumeric Operators xdesign uses alphanumeric operators to compare the value specified against the value in the customer record. The default operator is EQ (=). xdesign supports six standard operators. Element EQ (=) NE (<>) GT (>) GE (>=) LT (<) LE (<=) Description Equal to. Includes all records exactly matching the entered value. Not equal to. Includes all records except the ones matching the value entered. Greater than. Includes all records chronologically after or numerically greater than the value entered. Greater than or equal to. Includes all records matching, chronologically after, or numerically greater than the value entered. Less than. Includes all records chronologically before or numerically less than the value entered. Less than or equal to. Includes all records matching, all records chronologically before, or numerically less than the value entered. 62

63 Adding Items to Your Document xdesign doesn t support colons in criteria fields of Read or Table rules. For example, don t use time criteria (hh:mm:ss) values. Read and Table rule criteria are case-sensitive; GoTo, Text, and Section rule criteria are not. Example: Combining Multiple Criteria You can add additional operators to selection criteria by selecting from the Add Symbols toolbar. When you use the & (AND) condition as shown below, every part of the condition must be met before xdesign selects the content item. In this example, the value in the customer s MARITAL_STATUS field must be equal to MARRIED and their RATE_CLASS must be less than or equal to 3 to assign a content item. If you use the OR condition, xdesign selects the content item if either criteria is met, in this case if MARITAL_STATUS is MARRIED, or if the RATE_CLASS is less than or equal to 3. Parentheses allow you to control the order in which each row in the criteria is evaluated. xdesign processes criteria inside the parentheses first rather than sequentially as they appear in the Edit view. Parentheses can cross multiple fields, but you may not nest sets of parentheses. If you fail to add a closing parenthesis, a reminder appears. If you use both AND and OR conditions together, you must use parentheses. The following example shows how to qualify a compound condition by following it with an OR condition. In this example, the parentheses create a compound condition that requires both of the criteria within the parentheses to be satisfied in order for a content item to be selected. If the conditions in the parentheses are not met, the OR condition that follows permits the content item to be selected if the AGENT value equals JACK JONES. Note: NULL can be used to test for the absence of any value. The View Tab Click the View tab to see a graphical representation of the criteria you created. 63

64 Adding Items to Your Document Using Selection Criteria in Other Rules You can significantly improve the performance of your xdesign document by adding selection criteria. If the criteria is satisfied, the contents of the containing rule will be evaluated. If the criteria fails, xpression will skip this rule and move to the next rule in the Design Tree. Criteria for a section can be based on: Information within the data source. End-of-file conditions in the data source. A combination of these items. Creating Selection Criteria To create selection criteria: 1. Supply a name for your criteria statement. The name can be up to a 255-character description of your criteria. The default name is Criteria. Though the description plays no part in its functionality, giving the criteria a unique and very descriptive name is highly recommended. The more descriptive the name, the easier it will be for you to find and identify what this criteria does at a later date. It also make it easier to share this criteria with other documents. Click OK to return to the Criteria page. 2. The variable section allows you to choose what kind of variable you want to use in your criteria statement. Your choices are field, variable or literal. If you choose Field, you will see three drop-down lists. Choose the data source name from the top list, the data source table from the middle list, and the field name from the bottom list. The column you select appears under Variable in the Edit window. If you choose Variable, you will see one drop-down list. Choose the output variable name from the list. The variable you select appears under Variable in the Edit window. 3. Between the Variable and Compared to sections is the is drop-down list. This list contain the operator you can use to compare the two values. See Alphanumeric Operators, page 62 for further information. Select the appropriate operator. 4. In the Compared to section, you can compare the first value to a static alphanumeric value, to the contents of a field in a data source, or to a user-define variable. By default, xdesign selects Value. If you select Value, enter an alphanumeric value in the box. If you select Field, choose a data source, data source table, and data source field that contains the desired value. Don t select a field with parentheses embedded in the field name because xdesign will return unpredictable results. If you select Variable, choose the variable that contains the value. 5. You have now created a single criteria row. You can add additional rows using the Add Symbols buttons. See Example: Combining Multiple Criteria, page 63 for more information. 64

65 Adding Items to Your Document Multiple Data Source Groups You can read a record from a secondary data source that is not the same type as the primary data source. For example, you can set up a Read or Table rule, define criteria, or use a replacement from a secondary DB2 data source, when the primary table is XML or Oracle. Creating Content for xeditor This section contains general guidelines for creating a document in xdesign that is intended for use with xeditor for xrevise. Some of the guidelines here will not apply to documents intended for use with xresponse or custom IDDK applications that use xeditor. When designing a document in xdesign for xrevise, or similar custom applications created in xpression DevKit (IDDK) that use xeditor, preview the xdesign assembly in Microsoft Word to see what the end users will see in xeditor. Then, preview it in the published output format (For example: PDF, PS, AFP, and so forth). If leading or trailing spaces are needed on a Rule Variable, be sure to select to Format the replacement in the content item in xdesign. Uncheck all the options for formatting and the format option "KEEPSPACES" will be generated. If this is not done, then leading spaces may or may not be suppressed. Suppression will be determined by what precedes the rule variable. Variables for xeditor can be global or local. Any variable from the primary table of the primary data source are global variables. Any other variables, whether from secondary tables or from variable rules, are local variables for the xeditor user. The xeditor user can change the values of variables in most cases. When a global variable value is changed, it is changed for each instance of the variable throughout the document. When a local variable value is changed, it is changed for all instances of the variable within the selected RU. The xeditor user will not be able to change variable values in some cases, such as when protection is applied or the variable is a primary key for its table. Note that the xpression administrator can configure xeditor so that variables can always be changed, never be changed, or to honor protection in the document. Variables can be linked to OP variable. When the xeditor user changes these variables the OP variable is updated accordingly. This is invisible to the xeditor user. Variables can be used to populate Text and Drop-down List form fields. Variables used in form fields behave more like static text in xeditor, so changes to a variable in a form field will not impact other instances of that variable elsewhere in the document or RU. There is no indication to the xeditor user that a form field has been populated with a variable. xeditor supports multi-page TIFF, but all pages must be the same size. When using recipients in documents intended for use with xrevise, recipients must be specified in the section rule where the revision unit boundary is defined. Universal Content in xeditor Page numbering preferences are not honored in Universal Content for documents when viewed or previewed in xeditor. Universal Content is converted to an image, so if the page count changes 65

66 Adding Items to Your Document directives such as Next Odd Page or Next Even Page will be ignored for the Universal Content. The published output is correct. Use Master Definition is not respected in documents intended for use in xeditor. Elements in the Universal Content will not be included in the master document table of contents in xeditor documents. Total Page number is not accurate for Universal Content when using Preview as Word, but is accurate when published or Previewed as PDF. When revision units containing Universal Content are selected the Move, Insert, and Delete RU options will not be available to the xrevise user. A message opens when the xrevise user attempts to perform any of these actions on an RU that contains Universal Content. 66

67 Using Rules Chapter 5 In this chapter we will discuss all of the xdesign rule types with the exception of the Chart rule, which is discussed in Chapter 6, Using xpression Chart Rule, and the Content rule, which is discussed in About Content Rules, page 45.. Depending on the make-up of your data source, you may or may not be able to use certain rules. If your data source contains only one table or view, you can create GoTo, Label, Section, Variable, Subdocument, and Content rules. You cannot create Chart, Read, Read Next, or Table rules. If your data source contains two or more tables or views, you can create all the rule types: Chart, GoTo, Label, Read, Read Next, Section, Table, Variable, Subdocument, and Content. Chart Rules Using xpublish charts, you can create dynamic graphics for any type of xpression document (print, , or Web-based). xpression can graphically display your data in the form of a pie, bar, column, or line chart.xpression creates custom charts by querying tables and fields in your customer data. Charts are visually appealing and make it easy for users to see comparisons, patterns, and trends in data. xpression charts are highly customizable, allowing you control over nearly every aspect of the chart. xpression stores chart images in the xpression database as shared objects, which enables you to define a chart template as shared, and to use the shared template to define similar charts across different applications and categories. For more information, see Chapter 6, Using xpression Chart Rule. Content Rules Content Rules contain Microsoft Word-based content along with other business logic to determine when that content should be assembled for each customer. Content Rules contain one or more Content Groups. Content Groups can include criteria to help in the content selection process and can be made up of Word-based content or external content such as a reference to a PDF or information in a Documentum docbase. For more information, see About Content Rules, page 45 67

68 Using Rules GoTo Rules xpression Design uses GoTo rules to jump from one location to another in a document. If you use a GoTo rule to build a loop, it must have selection criteria attached to it. If it doesn t, the GoTo rule will create an endless loop condition when you attempt to assemble the document. For more information, see Creating a Read Loop, page 109. What does a GoTo rule do with selection criteria? If the data in your customer records satisfies the selection criteria you apply to the GoTo, xpression Design processes the jump. If the criteria aren t met, xpression Design moves on to the next rule after the GoTo in the rule list. Creating a GoTo Rule To create a GoTo rule: 1. Select the insert position for the new rule. 2. On the Rule menu, click New Rule, or click New Rule on the document name shortcut menu. You can also select an existing rule that has been designated as shared by clicking Shared Rule List on the shortcut menu and then selecting the rule you want to use. 3. To create a new GoTo rule, select GoTo from the Rule Type list. 4. Pick the Label rule you want xdesign to jump to from the list. You won t be able to continue until you do. If you don t have at least one Label rule in the document already, click Cancel and start the New Rule wizard again to create one. 5. Specify the section level for the GoTo rule, if necessary. A new rule inherits the section level of the rule directly above it. 6. Define your selection criteria, if any. For more information, see Using Conditional Logic and Selection Criteria, page Click Finish and xpression Design adds the new GoTo rule to the document. Label Rules Although Label rules contain no content groups, criteria, replacements, or content items, they can serve several functions in a document. You can use one as: A placeholder that defines the beginning of a Read loop. A destination for jumps defined by GoTo rules. A note inserted in the rule list. Creating a Label Rule To create a Label rule: 1. Select the insert position for the new rule. 68

69 Using Rules 2. On the Rule menu, click New Rule, or click New Rule on the document name shortcut menu. You can also select an existing rule that has been designated as shared by clicking Shared Rule List on the shortcut menu and then selecting the rule you want to use. 3. To create a new Label rule, select Label from the Rule Type list. 4. Enter a character description. The label description must be unique within the document. 5. Specify the section level. You can insert a Label rule only within the current section level, or in a section with a level number less than the current section level. 6. Click Finish. xpression Design adds the new Label rule to the document. The document properties pane shows the rule section level and identifies any GoTo rules that use the Label rule as a destination. Read Rules The primary table in the data source is defined by your system administrator using xadmin and chosen from an alphanumeric list of tables defined by the Schema. The main table contains unique records for each of your customers, including customer number, name, and address. xpression Design reads this table automatically. Read rules access customer file tables other than the primary table. These secondary tables contain records relating to the main table, such as purchase order records or sales records. Each secondary table contains at least one column, or foreign key, that matches a column in the primary table. This key links the two tables, and enables Read rules to identify and select the correct records from the table. Tables may contain more than one record related to each customer. Read rules retrieve information from these tables during assembly. They identify the table to be used and find the first record in that table that matches the foreign key in the primary table. Read rules enable you to define a query that qualifies a record to be read by xpression Design. xpression Design retrieves all qualifying records and points to the first record that qualified. Note: If you retrieve more than one matching record, Read rules enable you to sort the records retrieved. Creating a Read Rule To create a Read rule: 1. Select the insert position for the new rule. 2. On the Rule menu, click New Rule, or click New Rule on the document name shortcut menu. 3. To create a new Read rule, select Read from the Rule Type list and click Next. The Read Rule page appears. This page enables you to define your query, select a data source and table to read, and define the rule as a Read or Read Next rule. 4. The query you create through this wizard can be saved and shared with your other rules. Chart rules and read rules also use queries. If you want to reuse queries among your rules, supply a unique name for your query in the Query Name box and then set your query as Shared according to the steps in Sharing Rule Queries, page

70 Using Rules 5. Select a data source group and data source table from the lists. From the first list, choose a data source group. From the second list, choose a table. The list of tables is derived from the data source group you selected in the first list. 6. Select Read. 7. If you are inserting this rule under an expanded section, xpression Design automatically assigns the section level to this rule. Decrease the section level by one to move the rule to the previous section. Level 0 indicates that the rule will be added at the document s root level. Click Next. 8. The Read criteria page appears. On this page you want to tell xpression which records to read in your secondary table. You can accomplish this by linking a field in your secondary table to a fixed value, to a field in your primary data source, or to a variable. For instructions on linking your secondary table field to a fixed value, see Linking Your Secondary Table to a Fixed Value, page 70. For instructions on linking your secondary table field to a field in your primary data source, see Linking Your Secondary Table to a Primary Table Field, page 70. For instructions on linking your secondary table field to a variable, see Linking Your Secondary Table to a Variable, page 71. After completing your read criteria, click Next. 9. If you are using a JDBC data source, you can specify one or more sort fields. Field sorting is an optional feature that enables you to sort the records retrieved by the Read rule. Select the fields you want to use to sort the list, then click Add. Selecting more than one field helps present the information in the most logical and helpful manner possible. 10. Click Finish and xpression Design adds the new Read rule to the document. Linking Your Secondary Table to a Fixed Value To link your secondary table to a fixed value, complete the following steps: 1. Select your secondary data source field in the Secondary Table Field list. 2. Select the Value option. After selecting this option, the Read Criteria page displays the Link to Fixed Value option. This page enables you to define your read criteria. 3. Type a value in the Link to Fixed Value box and click Add. The field/value link appears at the bottom of the page. Linking Your Secondary Table to a Primary Table Field To link your secondary table to a field in your primary data source, complete the following steps: 1. Select your secondary data source field in the Secondary Table Field list. 2. Select the Field option. After selecting this option, the Read Criteria page displays the primary data field options. This page enables you to define your read criteria. The Read Criteria page contains the following options: 70

71 Using Rules Element Secondary Table Field Link Table Options Data Source Group Primary Table Primary Table Field Description Links the field in the secondary table you are reading to the primary table in the data source. Select Value and type a value using proper syntax. If you select Field, select the table containing that field, and the field itself, from the Link to Field list. Select Variable to link the field to an output variable. You can use more than one field to build a query. You can read a record from a data source that is not the same type as the primary. Choose a data source group from the list. The table you want to link to. The table could be the primary table, or any secondary table you have read in the data source. Defines the field in the Link Table that directly relates to the Read Table field. 3. The Link to Field section contains three lists. From the top list, select the data source group where your primary table resides. If you have only one data source group, then it will be selected automatically. 4. In the middle list, select the primary table. 5. In the bottom list, select the field in the primary table that you want to link to the chosen field in your secondary table. 6. Click Add. The field names in the query appear on the bottom of the page. Linking Your Secondary Table to a Variable To link your secondary table to a variable, complete the following steps: 1. Select your secondary data source field in the Secondary Table Field list. 2. Select the Variable option. After selecting this option, the Read Criteria page displays the Variable list. This page enables you to define your read criteria. 3. Select the variable from the list and click Add. The field/variable link appears at the bottom of the page. Read Next Rules When a Read rule identifies and reads the segment that contains the information you want to use, it returns all of the qualifying records; however, it points only to the first qualifying record in the segment. It s up to you to move through the qualifying records and process any other retrieved records. A Read Next rule instructs xpression Design to move the pointer from the current record returned by the Read rule to the next qualifying record. If there are no more qualifying records, xpression Design sets the end-of-file (EOF) condition. 71

72 Using Rules You can test for this condition using rule criteria by selecting the EOF:tablename entry from the Field list box on the Criteria window. The EOF condition is valuable because you can use it to end list processing when you run out of records. The EOF:tablename field value is Y if xpression Design runs out of records to read, and N if any records remain. Read Next rules also play a vital role in Read loop processing. For more information, see Creating a Read Loop, page 109. To create a Read Next rule: 1. Select the insert position for the new rule. 2. On the Rule menu, click New Rule, or click New Rule on the document name shortcut menu. You can also select an existing rule that has been designated as shared by clicking Shared Rule List on the shortcut menu and then selecting the rule you want to use. 3. To create a new Read rule, select Read from the Rule Type list. The Read Rule page appears. This page enables you to select your data source group and table, define the rule as Read or Read Next, and set the section level for the rule. 4. Choose a data source group from the first list. 5. Choose a segment from the second list and select Read Next. 6. Click Finish and xpression Design adds the new Read rule to the document. About Section Rules Documents with long sequences of rules can be difficult to read and manage. A Section rule improves document readability by acting as a folder holding a group of related rules and subsections. Large documents become more manageable, and their organization becomes more apparent to other users. Additionally, Section rules enable you to flag your section for specific recipients, xrevise revision units, and section-level markers. Note: Keep in mind that using a large number of sections causes xpression to process more items and this can degrade your assembly response time. Recipients Section rules enable you to designate sections of your document for specific recipients. For example, if you are creating an insurance policy document, you may need to create different packages to go to the client, the agent, and to the home office. xpression enables you to easily create these three distinct packages from a single document. Note: When using recipients in documents intended for use with xrevise, recipients must be specified in the section rule where the revision unit boundary is defined. 72

73 Using Rules Revision Units Section rules are also used to establish the limits of a Revision Unit. Use Revision Units to divide the document into sections that can be handled individually by xrevise. Using Revision Units improve the way the Revise Carry Forward utility works, so using them should be considered for any document that may be subject to negotiated revisions. For more information, see Using Revision Units with Section Rules, page 74. Markers Markers enable you to implement print device (tray selection, simplex/duplex settings, watermarks) in your document. Section-level markers implement print device functions on a section of content in your documents. Section-level markers override output stream-level markers. Markers must be placed before the page (at the page boundary) where you want to marker to take effect. For more information, see the xadmin User Guide. Creating a Section Rule To create a Section rule: 1. Select the insert position for the new rule. 2. On the Rule menu, click New Rule, or click New Rule on the document name shortcut menu. You can also select an existing rule that has been designated as shared by clicking Shared Rule List on the shortcut menu and then selecting the rule you want to use. 3. To create a new Section rule, select Section from the Rule Type list and click Next. 4. The Section Rule page appears. Type a name for your section rule. The name can be alphanumeric characters in length. 5. Enter a section level. A section level of 0 indicates that the rule is at the root level of the document. A section level of 1 indicates that the section rule belongs inside a first level section rule. A section level of 2 indicates that the rule belongs in a section rule that is within another section rule. 6. If you want to add recipients to the section rule, select the Recipients check box and select one or more of the available recipients from the list. 7. If you want to apply a marker to this section, select the Marker check box and select an existing marker definition from the list. Click Next. 8. You can use selection criteria with a Section rule to improve assembly performance. For example, if your customer data meets the selection criteria of a given section, xpression Design processes the section; if the criteria fails, xpression Design skips the section, thus saving processing time. For more information, see Using Conditional Logic and Selection Criteria, page 61. If you don t want to add selection criteria, click Finish and xpression Design adds the new rule to your document. 9. If you want to start a new Revision Unit, select the Section rule, right-click it, and then click Properties. Provide a name for it on the Revision Unit tab. You can construct the name from 73

74 Using Rules any combination of literal values, fields, and variables. You cannot set the Revision Unit name in the New Rule wizard. For more information on Revision Units, see Using Revision Units with Section Rules, page 74 Note: If you make any changes to the rules structure, be sure to Generate XML and create or update the Document Version so that the changes are correctly saved to the xpression database. Changing the Section Level of a Rule You can change the section level of a rule after you define it. However, because changing section levels can alter document assembly, be very careful to perform this action. xpression Design assigns a section level to all rules. If you change the section level of any rule within a section, the section ends with the rule previous to the modified rule. xpression Design moves all rules that appear after the modified rule in the section to the same section level as the modified rule. For example, the document shown below contains two Section rules: one with a section level of 0, and another with a section level of 1. The highlighted Content rules have a section level of 2. If you click Properties in the Misc. Content rule shortcut menu and change the section level setting to 1, xpression Design also changes the level of the Drafts rule to 1. Copying a Section Yes, you can copy a section within the same document or into another document. If you copy a section that is closed in the Tree (+), xpression Design copies the section and all of the rules within the section. If you copy a section that is open in the Tree (-), xpression Design copies only the section rule itself. Any modifications you make to the original version of the section version won t affect any of the copies. Using Revision Units with Section Rules Revision Units combine contiguous elements within a work item into a single object and provide a context within which xrevise, xresponse, and custom IDDK applications can efficiently manage revisions to the document. By default the entire work item (and the entire document) is a single Revision Unit. 74

75 Using Rules Revision units must contain some content other than optional content. If a revision unit contains only optional content an error will occur when the xeditor user selects any optional content in that RU. See Optional Paragraph Groups, page 282 for more information on creating and using optional content. Adding a Section rule does not automatically start a new Revision Unit. You need to provide a name on the Revision Unit tab of the Properties dialog box for the Section rule that begins the Revision Unit. The name can consist of any combination of variables, fields, and literal content. Revision Units cannot be nested; the previous Revision Unit ends whenever you start a new Revision Unit, regardless of where the Section rule resides in the hierarchy. Additional Revision Units are established with Section rules by providing a name for the Revision Unit. When performing the carry forward function, Revise uses the name that you provide to compare historical versions of the work item with the current one. The Revision Unit tab enables you to build a name for the Revision Unit from any combination of literal, field, and variable values. The Revision Unit tab is not available if the reviseru property in revise.properties is FALSE. The Revision Unit tab provides the following functions: Revision Unit Name Displays the full Revision Unit name. This field shows the Revision Unit name in a linear fashion. It is for reference only. Changes are generally not allowed, and any changes that are allowed in this field are not saved. Literal/Field/Variable Enables you to create name elements. Select the radio button for the type of element you want to add to the name. The space immediately below these radio buttons will change to reflect your choice. That is, when Literal is selected, the space is a text field where you can type the literal value that you want to apply. When Field or Variable is selected the field becomes a list or series of lists from which you can select the object that you want to use. Revision Unit Name This list shows individual name elements. The Revision Unit Name field near the bottom of the tab lists each element of the name individually. When you select an element in this field, the element is displayed in the Literal/Field/Variable area. When selected an element can be modified or removed. The Revision Unit Name cannot exceed 255 characters. Annotation Adds an annotation to the Revision Unit. Click this button to open the Annotation dialog box and create an annotation for the Revision Unit. Add Adds a new name element. This button becomes active when you have created a valid name element in the Literal/Field/Variable section. Update Updates a new name element. This button becomes active when you have selected an existing name element. Click it to apply any changes that you have made to the name element. Remove Removes existing elements. This button becomes active when you have selected an existing name element. Click it to remove the selected element. Creating a Revision Unit Name To create a Revision Unit name: 1. Select the Section rule that you want to use to begin the Revision Unit. See Creating a Section Rule, page 73 for instructions on creating a section rule if one does not exist in the desired location. 2. Right-click the rule and then click Properties. 3. Click the Revision Unit tab. 75

76 Using Rules 4. Select Literal, Field, or Variable to determine the data type for the element. 5. Create the name element. If the element type is Literal, type the literal value. If the element type is Field or Variable, select from the available objects in the list(s). The complete name cannot exceed 255 characters. 6. Click Add. 7. Repeat steps 4 through 6 until you have created the desired name. 8. To change or remove an element, select it in the Revision Unit Name field near the bottom of the tab. Make the change in the Literal/Field/Variable area and click Update to apply a change, or click Remove to remove the element. 9. When satisfied with the name, click OK. Caution: If you start a Revision Unit inside a loop, include a variable or counter in the Revision Unit name. A Revision Unit will be created with each iteration of the loop. If the Revision Unit name does not include an element that changes with each iteration, each Revision Unit created by the loop will have the same name. Revision Units General Information Some important points about revision units: Revision unit boundaries override merge markers. If a Revision Unit begins with a paragraph that is marked for merge with the preceding paragraph, the merge marker will be ignored. Revision units do not affect xpression Batch functions. Revision units are not visible to xresponse users, but are used internally and should be applied to xresponse documents to ensure that revisions to the work item are managed efficiently. If external content occupies a Revision Unit with other content, the external content will be merged with the other content. If the external content occupies the Revision Unit exclusively, it will remain unchanged. For documents that may be used in xrevise or custom IDDK applications, external PDF content must occupy a Revision Unit with no other external content or xpression database objects. There can be a subdocument in the Revision Unit as long as it follows the external PDF content. When you create a new work item, any merged content will be combined into a single Revision Unit. When using recipients with the document, recipients must be specified in the section rule where the Revision Unit boundary is defined. Revision Units are required when using recipients with xeditor. When using recipients in documents intended for use with xrevise, recipients must be specified in the section rule where the revision unit boundary is defined. 76

77 Using Rules Revision Units and Subdocuments Revision Units in subdocuments are treated the same as Revision Units in the master document. Any content after a subdocument will be ignored unless you start a new Revision Unit after the subdocument. Subdocument Rules The xdesign subdocument feature enables you to place a document within a document. You can use a subdocument rule to reference a complete, existing xdesign, xpresso for InDesign, or xpresso for Word document from within any xdesign document (xpublish only). Subdocuments are added through Subdocument rules. The document which contains the Subdocument rule is the master document, and the document that the Subdocument rule references is the subdocument. xdesign enables you to add ssubdocument rules to master documents. xpublish master documents can contain xdesign and xpresso-based subdocuments. Additionally, you can apply criteria to your Subdocument rules to conditionally process (or not process) your subdocuments. The subdocument remains an independent document after being added to a master document with a subdocument rule, but you can open the subdocument directly from the master document. See the following topics: A Simple Subdocument Use Case, page 77 When Might I Use a Subdocument Rule?, page 78 Subdocuments in xpublish Master Documents, page 78 Subdocument Scenarios, page 79 Creating an xdesign Subdocument Rule, page 82 Creating an xpresso Subdocument Rule, page 83 Subdocument Schema, page 84 The CompuSet Bridge, page 85 A Simple Subdocument Use Case Consider the following scenario. ABC insurance company wants to sends out a welcome letter in advance of sending out the customer s policy forms. A week later the policy holder will receive their policy package with a slightly different version of the welcome letter and the policy forms. The welcome letter and the policy forms are two separate documents. The welcome letter was created in xpresso for Word and the policy was created in xdesign. Using Subdocument rules, you can insert the welcome letter and policy forms as subdocuments into a master document. The subdocuments will be published in their entirety each time the master document is published. From within the master document, the welcome letter and policy forms documents are viewed as subdocuments. Outside of the master document, the welcome letter and policy forms documents retain their status as standalone documents and can still be published individually. 77

78 Using Rules When Might I Use a Subdocument Rule? In addition to a scenario described above, subdocuments could be used to separate a very large document into several smaller documents, enabling individual users to work simultaneously on individual portions of the larger document. You could also use subdocuments to manage a single document that contains multiple pieces of content contributed by disparate groups. For example, one group may need to provide confidential customer information, while another group supplies legal language, and yet another group contributes sales and marketing content. Each of these groups would likely work on documents from different categories because each group would require different access rights and different data sources. You could use subdocuments to incorporate the content from each of these groups into a master document, without enabling each group to see the other group s work. Subdocuments in xpublish Master Documents xpublish master documents can contain xdesign or xpresso subdocuments. xpublish and xpresso subdocuments will be merged directly into the master document. xpresso packages are treated as external PDFs (converted to image) when previewed in xdesign through HTML or Microsoft Word, or when viewed through xresponse or xrevise. When an xpublish master document is rendered, xpublish invokes CompuSet to create a PDF file for the subdocument, and merges that PDF file into the document instance. This can be done using any CompuSet Format Defintion, provided the format is PDF. Caution: The last content item in your document cannot be an xpresso package subdocument. If you place an xpresso package subdocument as the last content item in your document, xrevise and xresponse will contain extra blank pages. Document Level Settings When designing your xpublish master document/subdocument scenario, be aware of any document-level settings (such as page numbering, page setup options, or headers and footers) in your subdocument that are different from the respective settings in your master document. By default, the master document settings will override the settings in your subdocument. As is the case in normal xpression documents, a Microsoft Word section break enables xpression to change these document-level settings. This system works the same in regular xpression documents and master document/subdocument scenarios. For example, if your subdocument contains a different set of headers and footers than your master document, and you would like to retain these differences when the documents are published together, you must facilitate this change with a section break at the end of the master document content item that precedes your subdocument or at the beginning of the first content item in your subdocument. EMC Document Sciences recommends that you place the section break at the end of the master document. 78

79 Using Rules Be aware that a Next Page section break in either location will result in the subdocument starting at the beginning of a new page. If you want the subdocument to appear within the flow of the master document, use a Continuous section break. Note: If you place a Next Page section break at the beginning of the subdocument, then your subdocument will start with a blank page when published as a stand-alone document. If your subdocument contains a different set document-level settings than your master document, and you would like to enforce the master document settings in your subdocument, be aware that any section breaks that occur in the subdocument will cause the subdocument settings to supersede the master document settings. Subdocument Scenarios When designing your documents, review the following topics to ensure that you plan a successful strategy for using subdocuments. Passing Values from a Master Document to a Subdocument You cannot directly pass a value from a master document variable rule to a subdocument, but you can indirectly pass the value using the method described below Additionally, you cannot pass a value from a secondary table in your master document data source to a subdocument without first reading the secondary table in your subdocument. Alternatively, you could read the secondary table in your master document, assign the value to a variable rule, then use the method described below to pass the value to your subdocument. To pass a value from a master document variable rule to your subdocument: 1. In the master document, create and define your Variable rule. 2. Next, you must retrieve the value in your subdocument. You retrieve the value by setting the value of the variable rule to itself. For example, if your variable name is MYVAR, you would define the value of the variable rule in the subdocument as follows: MYVAR=MYVAR. 3. The variable value is now available for use in criteria and content. Note: If you are unable to initially set the value of the subdocument variable rule to itself (MYVAR=MYVAR), first set it to a different value, then change it to reflect its own value. Publishing an xpresso Package Through xrevise xrevise does not allow you to place two external content items in the same Revision Unit. When CompuSet content items and xpresso packages are included as subdocuments, they are converted to PDF and treated as external content items. If your document includes two external content items, you must ensure that each content item is placed in a separate Revision Unit. You can accomplish this by placing each external content item in a separate section rule with a different Revision Unit name. 79

80 Using Rules Page N of M When using Page N of M (called Page X of Y in the Microsoft Word interface) page numbering from the master document carries into the subdocument by default. See Page Numbering, page 233 if you want the subdocument to retain its own numbering independent of the master document. Managing Your Attributes in Subdocuments The master and subdocument categories don t necessarily have to have the same attribute sets, but where they do share any attributes, the data mapped to them must be the same, or content will be pulled based on different attribute values. xpression Batch and Subdocuments If you are using xpression Batch to process documents that contain subdocuments, and if the master document uses an XML data source, the subdocument data source (whether XML or RDB) must use the same data source schema as the master document. This limitation is confined to xpression Batch, and is not a limitation at all if the data source of the master document is a relational database. If the main document data source is XML, the server will need to override the subdocument data source schema with the main document data source schema in xpression Batch. Content In Your Master Document Your master document does not need to contain only subdocument references. You can also place regular content rules in your master document. There are no restrictions on placing your content rules before, in-between, or after your subdocuments. Managing Subdocument Data Sources If you are using data override with documents that contains a subdocument, the subdocument data source (whether XML or RDB) must use the same data source schema as the master document, or a schema that is a subset of the master document s schema. This limitation applies to all xpression applications, but is not a limitation if the data sources of both the master document and the subdocument are relational databases, nor does it apply if you are not using a data override. Caution: If the subdocument s schema is not the same as, or a subset of, the master document s schema the subdocument will be omitted from the final output. 80

81 Using Rules Overriding Subdocument Data Sources When overriding the data source of a master document in a subdocument/master document scenario, the subdocument data sources will also be overwritten. You must ensure that the subdocument and master document use the same schema. xpression will override the subdocument data source even when the subdocument uses a different data source group. You can use output variables in your subdocuments and master documents, but you cannot override the data source to change the value of the output variable globally. If you override the output variable to change the value, you must make the same change in both the master and the subdocument. If you don t make the change in both locations, the value from the subdocument will take precedence. Overriding Variables If you override a variable in a master document through the Output Variable Mapping tab, the value is not automatically passed to the subdocument. To pass the value to the subdocument, see Passing Values from a Master Document to a Subdocument, page 79. Using Output Variables When using output variable with subdocuments, consider these important points: If an output variable is mapped to both the master document and the subdocument data sources, only the value contained in the subdocument s data source will be returned. If you need to retrieve the value of both the master and the subdocument s data source, create two different output variables each mapped to its respective data source. Example 1: You have a document with a subdocument. You create an output variable and map it to a field in the data source for the document and a field in the data source for the subdocument. In this case, the variable will always return the value for the field in the subdocument data source, so the value of the field in the data source for the master document is not available through this output variable. Example 2: You have a document with a subdocument. You create two output variables, one mapped to a field in the master document and the other mapped to a field in the subdocument. The variable mapped to the field in the master document will always return the value of the field in the master document s data source, and the variable mapped to the field in the subdocument s data source will always return the value of the field in the subdocument s data source. 81

82 Using Rules CompuSet Subdocuments in xpublish Master Documents CompuSet documents can be used as subdocuments in xpublish master documents with some restrictions: The CompuSet document must be functional for PDF output, even if the final output is a format other than PDF. DMRG commands, including with VMF processing, are supported but the DMRG document must be in PDF format. xpublish uses an xadmin CompuSet Format Definition called PDF to identify all CompuSet environmental files. So all CompuSet environmental files, such as Config, Wids, FDB, PDEF, and others as appropriate must be specified in this format definition. xrevise Issues Objects that follow a Subdocument rule will be ignored in xrevise unless a new Revision Unit is started to contain them. Creating an xdesign Subdocument Rule To create a Subdocument rule based on xdesign content, complete the following steps: 1. Select the position for the new rule. 2. Create a new rule or a new shared rule. 3. Select Subdocument from the rule Type list and click Next. 4. Give the new rule a name. The name must be between 1 and 255 alphanumeric characters. You cannot use line break characters (/r, /n) in the subdocument name. Click Next. 5. The selection criteria page appears. xdesign uses selection criteria to select items based on the criteria you establish. The information in your data source must match all of the criteria attached to the content group before xdesign can use the content items it contains. Selection criteria are optional, so you can click Next to skip this step. For more information about selection criteria, see Using Conditional Logic and Selection Criteria, page The Document Name page appears. From this page you can select the document you want to include as a subdocument. In the Document type list, select xpression Design. Select the category that contains the subdocument. The categories list contains the name of each category on your server. In the Documents section, click Browse, to select the document you want to add as a subdocument. 7. Click Next 82

83 Using Rules 8. The Data Mapping page appears. From this page, you determine what data source the subdocument will use. The options on this page will change depending on the type of subdocument you are adding. In the Mapping Type section, you will see some of these options: Same Schema with this option, you do not have to map data from one data source to another because the data sources share the same schema. See Using xpublish Same Schema Mapping, page 103 for more information. Key enables you to map your master document data keys to the subdocument data keys. See Using xpublish Key Mapping, page 103 for more information. Value directly reuse the data available in master document data source without defining a subdocument item data source. See Using xpublish Value Mapping, page 104 for more information. Follow these links for instructions on how to handle data mapping for each of these methods. 9. Click Finish to exit the subdocument wizard. Once the subdocument rule has been created and appears in the tree you can open the subdocument directly from the master document by right-clicking the subdocument rule and selecting Open Subdocument. This feature is not supported for xpresso-based subdocuments. Creating an xpresso Subdocument Rule To create a Subdocument rule based on xpresso content, complete the following steps: 1. Select the position for the new rule. 2. Create a new rule or a new shared rule. 3. Select Subdocument from the rule Type list and click Next. 4. Give the new rule a name. The name must be between 1 and 255 alphanumeric characters. You cannot use line break characters (/r, /n) in the subdocument name. Click Next. 5. The selection criteria page appears. xdesign uses selection criteria to select items based on the criteria you establish. The information in your data source must match all of the criteria attached to the content group before xdesign can use the content items it contains. Selection criteria are optional, so you can click Next to skip this step. For more information about selection criteria, see Using Conditional Logic and Selection Criteria, page The Document Name page appears. From this page you can select the document you want to include as a subdocument. First, select xpresso as the Document type. 7. Also on the Document Name page, select the category that contains the subdocument. The categories list contains the name of each category on your server. 8. Still on the Document Name page, click Browse from the Documents section. This will enable you to select the document directly from the repository on the server. xpression displays the ConnectorDashboard which shows all available xpresso documents in the category. You can select a document by name or by version. When you select a document by name, xpression will select the most recent version at run time. To select a document by version, click the document name, then click the version number. A drop-down list will appear showing all available versions of the document. Select your version, 83

84 Using Rules then ensure the Select By Version option is selected below. Click Place to add the version to the rule. To select a document by name, click the document name. Select the Select By Document option. Click Place to add the document to the rule. 9. Click Next 10. The Data Mapping page appears. From this page, you determine what data source the subdocument will use. The options on this page will change depending on the type of subdocument you are adding. In the Mapping Type section, you will see some of these options: Key enables you to map your master document data keys to the subdocument data keys. For more information, see Using xpresso Key Mapping, page 106. Variable enables you to map the variables in your xpresso Universal Content item to a field in a literal, data source, or variable value. For more information, see Using xpresso Variable Mapping, page 107. Follow these links for instructions on how to handle data mapping for each of these methods. 11. Click Finish to exit the subdocument wizard. Once the subdocument rule has been created and appears in the tree you can open the subdocument directly from the master document by right-clicking the subdocument rule and selecting Open Subdocument. This feature is not supported for xpresso-based subdocuments. In an xpresso subdocument that was created prior to xpression 4.5 the Document Type and Category Name will be empty. You can see these settings by right-clicking the subdocument, selecting Properties, and clicking the Document tab. If you want the rule to show these values, define them from this page. The subdocument will operate properly with or without these values. Subdocument Schema You have the option of selecting Same Schema, Key Mapping, or Value Mapping when creating a subdocument rule. xdesign determines if the master and subdocument use the same primary data source. If so, then Mapping Type defaults to Same Schema and Data Source Binding defaults to master document s data source. If the master and subdocument do not use the same primary data source group, then Mapping Type default to Key Mapping and Data Source Binding defaults to (default). Document properties default when the master and subdocument share the same primary data source group. You can change these options as required. The (default) option for Data Source Binding was previously shown as blank. Caution: If you choose Same Schema, ensure that the master and subdocuments actually use the same schema. xdesign will not validate your selection. When Mapping Type is Key, you have the ability to apply a literal, field, or variable value to the selected customer key. When Mapping Type is Value, you need to map each field in the subdocument data source to one in the master document data source. You ll need to map each field in the subdocument s primary data source to one in the master document s data source. Click Apply when finished. 84

85 Using Rules The CompuSet Bridge The CompuSet Bridge is an option that enables xpression users with legacy CompuSet applications to leverage their CompuSet assets with xpression. Special considerations apply when using subdocuments with the CompuSet Bridge. Refer to the xpression CompuSet User Guide for more information. Table Rules As you would suspect from its name, Table rules are used to build tables in your content items using your customer data sources. You create the base table in a content item with Word s Insert Table utility. The table can contain one or more table header rows, and one or more data rows. A Table rule combines the functionality of a Read rule with criteria, a Label rule, a Read Next rule, and a GoTo rule. Essentially, a Table rule contains all of the elements of a Read loop within a single rule. The only difference is that you can include table headers in the loop. Table rules can have business logic. If the business logic is satisfied, xpression Design processes the rest of the Table rule logic. If the business logic is not satisfied, then xpression Design skips the table rule. Table rules support standard borders, as well as running table headers. You can create only one table in each table rule. Therefore, a content item can contain only one table. A table content item can have text before and after the table. Note: Table rules do not support the Pre-Defined Table Variable Replacements (see Replacement Fields, page 263 ) that enable you to calculate a subtotal value for a column in your table. You also cannot define a table row as a table heading or table footer. Creating a Table Rule To create a Table rule: 1. Select the insert position for the new rule. 2. On the Rule menu, click New Rule, or click New Rule on the document name shortcut menu. You can also select an existing rule that has been designated as shared by clicking Shared Rule List on the shortcut menu and then selecting the rule you want to use. 3. To create a new Table rule, select Table from the Rule Type list. The table rule page appears. From the Table rule page you can define the table rule name, select a query, define the data source and data source table to read, and define a section level. 4. Give your Table rule a name. The name can be alphanumeric characters in length. 5. The query you create through this wizard can be saved and shared with your other rules. Chart rules and read rules also use queries. If you want to reuse queries among your rules, supply a unique name for your query in the Query Name box and then set your query as Shared according to the steps in Sharing Rule Queries, page

86 Using Rules 6. Select a data source group and data source table from the lists. From the first list, choose a data source group. From the second list, choose a table. The list of tables is derived from the data source group you selected in the first list. 7. If you are inserting this rule under an expanded section, xpression Design automatically assigns the section level to this rule. Decrease the section level by one to move the rule to the previous section. Level 0 indicates that the rule will be added at the document s root level. Click Next. 8. The Read criteria page appears. On this page you want to tell xpression which records to read in your secondary table. You can accomplish this by linking a field in your secondary table to a fixed value, to a field in your primary data source, or to a variable. For instructions on linking your secondary table field to a fixed value, see Linking Your Secondary Table to a Fixed Value, page 70. For instructions on linking your secondary table field to a field in your primary data source, see Linking Your Secondary Table to a Primary Table Field, page 70. For instructions on linking your secondary table field to a variable, see Linking Your Secondary Table to a Variable, page 71. After completing your read criteria, click Next. 9. If you are using a JDBC data source, you can specify one or more sort fields. Field sorting is an optional feature that enables you to sort the records retrieved by the Read rule. Select the fields you want to use to sort the list, then click Add. Selecting more than one field helps present the information in the most logical and helpful manner possible. 10. Click Finish and xpression Design adds the new Table rule to the document. Linking Your Secondary Table to a Fixed Value To link your secondary table to a fixed value, complete the following steps: 1. Select your secondary data source field in the Secondary Table Field list. 2. Select the Value option. After selecting this option, the Read Criteria page displays the Link to Fixed Value option. 3. Type a value in the Link to Fixed Value box and click Add. The field/value link appears at the bottom of the page. Linking Your Secondary Table to a Primary Table Field To link your secondary table to a field in your primary data source, complete the following steps: 1. Select your secondary data source field in the Secondary Table Field list. 2. Select the Field option. After selecting this option, the Read Criteria page displays the primary data field options. The Read Criteria page contains the following options: 86

87 Using Rules Element Secondary Table Field Link Table Options Data Source Group Primary Table Primary Table Field Description Links the field in the secondary table you are reading to the primary table in the data source. Select Value and type a value using proper syntax. If you select Field, select the table containing that field, and the field itself, from the Link to Field list. Select Variable to link the field to an output variable. You can use more than one field to build a query. You can read a record from a data source that is not the same type as the primary. Choose a data source group from the list. The table you want to link to. The table could be the primary table, or any secondary table you have read in the data source. Defines the field in the Link Table that directly relates to the Read Table field. 3. The Link to Field section contains three lists. From the top list, select the data source group where your primary table resides. If you have only one data source group, then it will be selected automatically. 4. In the middle list, select the primary table. 5. In the bottom list, select the field in the primary table that you want to link to the chosen field in your secondary table. 6. Click Add. The field names in the query appear on the bottom of the page. Linking Your Secondary Table to a Variable To link your secondary table to a variable, complete the following steps: 1. Select your secondary data source field in the Secondary Table Field list. 2. Select the Variable option. After selecting this option, the Read Criteria page displays the Variable list. 3. Select the variable from the list and click Add. The field/variable link appears at the bottom of the page. How Does xdesign Process a Table Rule? A Table rule automatically looks for a text table when processing the content item. You can place text before and after a text table. Table rules process only the table body in the loop. The following image shows the location of the table body in a sample document. 87

88 Using Rules How xdesign creates a table with a table rule: 1. The xpression Design assembly engine evaluates the Table rule selection criteria. If the rule criteria fails, xpression Design doesn t process the table. You ll be unable to test a field from the segment. To test a field in the segment to be used for the Table rule, add an additional Read rule above the Table rule to ensure that the field is available. 2. If the rule criteria is valid, xpression Design reads the segment. The read process stores one or more records. If an end-of-file condition occurs on the initial read, xpression Design skips the Table rule. 3. xpression Design selects a content item based on its attributes and selection criteria. If a content item qualifies, xpression Design processes the Table rule. 4. xpression Design scans the content item looking for the first data row in the table. The text before the first data row, including the table header information, is called the document prefix. The assembly engine finds the text table and saves the preceding text and table header information. 88

89 Using Rules 5. The xdesign assembly engine scans the content item looking for the end of the table. It uses the table row information to build the dynamic table on the fly. 6. The text that appears after the table is called the document suffix. The assembly engine saves the remaining text. 89

90 Using Rules 7. xpression Design uses the data between the prefix and suffix to build the table. 8. The Read and Read Next functions of the Table rule fill the table with data until the end-of-file condition occurs. 90

91 Using Rules 9. xdesign appends the prefix and suffix to the document, and saves the prefix, table, and suffix as a table object to the history database. Caution: If the content item for the Table rule does not contain a table, the entire content item repeats for each row. Universal Content Definition Rules Universal Content Definitions enable you to make pieces of content eligible for inclusion in your document as Universal Content. It does not place pieces of content in your document, it merely allows you to define the type of content and the location where the content is currently stored. Once a Universal Content Definition is created in an xdesign document, the content it defines can be inserted into the document through the Content Item wizard, or from the Microsoft Word editor. The Universal Content Definition is a necessary first step when using Universal Content. Ensure that the Universal Content Definition rule appears above your Universal Content item in the xdesign document tree. If the Universal Content Definition does not appear ahead of the content item, xpression will generate an error. For more information about Universal Content, see Chapter 8, Universal Content. Once the Universal Content rule has been created and appears in the tree you can open the Universal Content directly from the master document by right-clicking the Universal Content rule and selecting Open Universal Content. This feature is only supported if: Universal Content type is xpublish Universal Content document name is defined with the Browse button or as a single literal value that is a valid document name. No variables, fields, or concatenated literal values are supported. Creating a Universal Content Definition To create a Universal Content Definition, complete the following steps: 91

92 Using Rules 1. From xdesign, create a new rule. 2. For the rule type, select Universal Content Definition and click Next. 3. In the Rule Name box, provide a name for your content rule. The name can be alphanumeric characters in length. In this step you can also define a section level if necessary. Click Next when finished. The Universal Content wizard opens a new page which enables you to specify which piece of content you want to define with this Universal Content definition. You can add the following types of content: Images, Microsof Word (.doc and.docx), PDF, and TIFF content. To add this content, see Adding Image, Microsoft Word, PDF, or TIFF Universal Content, page 92 xpresso documents. To add this content, see Adding xpresso Universal Content, page 93 xdesign-based documents. To add this content, see Adding xpublish Universal Content, page 94 Adding Image, Microsoft Word, PDF, or TIFF Universal Content To add image, Microsoft Word, PDF, or TIFF content, complete the following steps: 1. Ensure you have created your Universal Content definition. See Creating a Universal Content Definition, page From the Universal Content Type list, select either Image, Microsoft Word (.doc), Microsoft Word (.docx), PDF, or TIFF. 3. In the Universal Content Source list, you must specify whether your content resides on a file system (your server or an available network location) or an ECM repository (Documentum or Filenet). If your content resides on a file system or is from an HTTP URL, select File. The ECM Configuration list just below your selection will be inactive. If your content resides on an ECM repository, select ECM. In the ECM Configuration list, select the name of the ECM Configuration that contains your content. This list is populated by all ECM Configurations defined on your server. 4. In the Universal Content Name box, define the path and file name for your content. You can define this information using four different methods. You can use a combination of these options to provide the path and file name. For example, you could use the Literal option to supply the path to a directory, then use the Field option to supply the actual file name. Browse This method can be used if your content resides on an accessible file system or ECM system. Simply click the Browse button, navigate to the location of the content and select it. If your content resides on a file system, the Browse button will use Windows Explorer to browse your file system. If your content resides on an ECM repository, the Browse button enables you to browse the file and directory structure of your repository. Click Add to add the 92

93 Using Rules path and filename to the Value list. To search your repository for an item, see Searching an ECM Repository, page 96. Literal This method can be used if your content resides on an accessible file system or ECM system. Simply type the path and file name for the content. Type the literal value in the text box located just below the Literal function. Click Add to add the value to the Value list. See Literal Value Syntax Samples, page 95 for sample literal values. Field Select this option to use a field from your data source to supply the value. From the provided drop-down lists, choose the data source group, the data source table, and the specific field that contains the value you want to use. Click Add to add the value to the Value list. Variable Select this option to use a variable rule to supply the value. From the drop-down list, select the variable that contains the value you want to use. Click Add to add the value to the Value list. 5. Click OK when your selections are complete. The New Rule Wizard displays a summary of your Universal Content Definition. Click Define to go back to the Universal Content Type definition page. Click Finish to complete the Universal Content definition rule. Adding xpresso Universal Content To add xpresso content, complete the following steps: 1. Ensure you have created your Universal Content definition. See Creating a Universal Content Definition, page From the Universal Content Type list, select xpresso. 3. The Universal Content Source list will be inactive and will list xpression as the source of the content. 4. In the Categories list, select the xpression category that contains the content. 5. In the Universal Content Name section, define your content name. You can define this information using one of four different methods, or you can use a combination of these options. Browse Use this option to select the content directly from the repository on the server. When you click Browse, xpression displays the ConnectorDashboard which shows all available xpresso documents in the category. You can select a document by name or by version. When you select a document by name, xpression will select the most recent version at run time. To select a document by version, click the document name, then click the version number. A drop-down list will appear showing all available versions of the document. Select your version, then ensure the Select By Version option is selected below. Click Place to add the version to the rule. To select a document by name, click the document name. Select the Select By Document option. Click Place to add the document to the rule. Literal Type the literal value in the text box and click Add to add the value to the Value list. See Literal Value Syntax Samples, page 95 for sample literal values. 93

94 Using Rules Field Select this option to use a field from your data source to supply the value. From the provided drop-down lists, choose the data source group, the data source table, and the specific field that contains the value you want to use. Click Add to add the value to the Value list. Variable Select this option to use a variable rule to supply the value. From the drop-down list, select the variable that contains the value you want to use. Click Add to add the value to the Value list. 6. Click the Mapping tab. On this tab you will map your variables to data. You can choose: Key This option enables you to map your master document data keys to the Universal Content item data keys. For more information, see Using xpresso Key Mapping, page 106. Variable This option nables you to map the variables in your xpresso Universal Content item to a field in a literal, data source, or variable value. For more information, see Using xpresso Variable Mapping, page Click OK when your selections are complete. The New Rule Wizard displays a summary of your Universal Content Definition. Click Define to go back to the Universal Content Type definition page. Click Finish to complete the Universal Content definition rule. Adding xpublish Universal Content To add xdesign-based content, complete the following steps: 1. Ensure you have created your Universal Content definition. See Creating a Universal Content Definition, page From the Universal Content Type list, select xpublish. 3. The Universal Content Source list will be inactive and will list xpression as the source of the content. 4. In the Categories list, select the xpression category that contains the content. 5. In the Universal Content Name section, define your content name. You can define this information using one of four different methods, or you can use a combination of these options. Browse Use this option to select the content directly from the repository on the server. When you click Browse, xpression displays the Select Document window which shows all available documents in the category. Select a document and click OK. Literal Type the literal value in the text box and click Add to add the value to the Value list. See Literal Value Syntax Samples, page 95 for sample literal values. Field Select this option to use a field from your data source to supply the value. From the provided drop-down lists, choose the data source group, the data source table, and the specific field that contains the value you want to use. Click Add to add the value to the Value list. Variable Select this option to use a variable rule to supply the value. From the drop-down list, select the variable that contains the value you want to use. Click Add to add the value to the Value list. 94

95 Using Rules 6. Click the Mapping tab. On this tab you will map your variables to data. You can choose: Same Schema With this option, you do not have to map data from one data source to another because the data sources share the same schema. For more information, see Same Schema Mapping Versus Value Mapping, page 102 and Using xpublish Same Schema Mapping, page 103. Key This option enables you to map your master document data keys to the Universal Content item data keys. For more information, see Using xpublish Key Mapping, page 103. Value This option directly reuse the data available in master document data source without defining a Universal Content item data source. For more information, see Using xpublish Value Mapping, page Click OK when your selections are complete. The New Rule Wizard displays a summary of your Universal Content Definition. Click Define to go back to the Universal Content Type definition page. Click Finish to complete the Universal Content definition rule. Literal Value Syntax Samples When supplying literal values for your Universal Content Name, ensure you use the correct syntax. Review the following sample literal values. Local File System, page 95 Network File System, page 95 Documentum or Filenet Repository, page 96 Local File System Syntax: [drive]/<path>/<filename> Sample: C:\TIFF_Images\header.tif Network File System Syntax: file://<host>/<path>/<filename>/ Sample: file://localhost/tiff_images/header.tif 95

96 Using Rules Documentum or Filenet Repository Syntax: ecm::<ecmconfigname>:/<path>/<filename>?version=<version> Sample: ecm::myrepository:/tiff_images/header.tif?version=1.0 Searching an ECM Repository The ECM Server dialog box contains a Search tab, through which you can search for files stored on the xpression Server. You can perform a simple search, or you can perform an advanced search, which enables you to incorporate several different search parameters. Simple Search A simple search doesn t incorporate any search parameters, only a search string, and searches the entire server database. Simple searches are useful if the keyword you are using to search on is very specific, and won t be located in too many files on the server. To perform a simple search: 1. Ensure that the repository you want to search is selected in the Current Server drop-down list. 2. Click the Search tab on the ECM Server dialog box. 3. Type your search string into the Name field. The search string is case-sensitive. 4. Click Search. The located files are displayed in the file list on the right side of the dialog box. Advanced Search An advanced search enables you to be specific in your search, and incorporate multiple parameters to help narrow the results. With an advanced search, you have control over which server directories are searched, and you can define file properties that will help identify the files you are searching for. To perform an advanced search: 1. Ensure that the repository you want to search is selected in the Current Server drop-down list. 2. Click the Search tab on the ECM Server dialog box. 3. Type your search string into the Name field. The search string is case-sensitive. 4. Click Advanced Search. More options appear on the Search tab. 5. Select the locations on the server that you want to search: Click RepositoryName. RepositoryName is the name of the currently selected repository. 96

97 Using Rules If you want to search in specific directories within the repository, click Edit to select the specific directories. The Change Search Sources dialog box appears. Navigate to and select a directory. Click Add. Repeat for all the directories you want searched. Click OK. All the selected directories appear in the edit box at the bottom of the Locations section. Click Current location only to search only the directory that is in focus on the ECM Server dialog box Browse tab. When you select this option, the current directory appears in the text box under the option. 6. Type a user name for the Check Out By property. The name is case sensitive. If you enter a value here, the search will return only those documents checked out by the specified user name. 7. Type a version number range within which you want to search. Type the first version number you want to search in the first box, and the last version number in the second box. If you enter values here, the search will return only those documents that have a version number that falls within the specified range. 8. Select a modified date range to search: Select a general time period from the drop-down list: Anytime, Within the previous day, Within the previous week, Within the previous month, Within the previous year. Select From/To, and then specify specific dates. 9. Select a file size: Any Size, Less than 100 KB, Less than 1MB, Less than 10 MB, Greater than 10 MB, or Greater than 100 MB. 10. Select the Find All Versions check box if you want to the search to return every version of the each file found. 11. Click Search. The located files are displayed in the file list on the right side of the dialog box. Variable Rules Variable rules define variables that are used in your document whenever the criteria in the rule is met. When a variable in the rule qualifies to be positioned in your content, xpression will replace the variable with information from your customer data or from a Variable Rule User Exit when the document is assembled. The great thing about Variable rules is that you can define them as fields from your data source, by using a literal value, as a reference to another variable of comparable type, as a calculated value, or as a value derived from a user exit. Be aware of the following things when using variables: When the value of a variable is sufficiently large, it is represented in scientific notation. When this occurs, the value must be converted to double type, which is limited to a length of 16. The 16 characters are the most significant positions, including both sides of the decimal point if 97

98 Using Rules present. Therefore, variable values should not exceed 16 places, including positions to the right of the decimal point. When the value of a variable is null and there is a space placed before and after the variable, one space is removed in the output file. In this way, extra spaces caused by empty variables are removed. If a paragraph contains variables only and you want the paragraph to be removed in the output when all the variables have no values, do not insert line break (Shift + Enter) inside the paragraph. Otherwise, the paragraph will be kept and a blank line will appear in the output. Creating a Variable Rule To add a variable rule, use the same instructions as for any of the rules with the following additional information: 1. Select the item (rule or document) under which you want the Variable rule to be placed. To make sure the variables in your Variable rule will be available to all of your document s content, place the Variable rule at the top of the document. 2. On the Rule menu, click New Rule or click New Rule in the shortcut menu. 3. Select Variable from the Type list. 4. Type a name for your new Variable rule. The name for a variable rule can only contain alphanumeric characters and is not case-sensitive. The maximum length is Click Next and continue defining your rule criteria. For more information, see Using Conditional Logic and Selection Criteria, page Click Next to define your variables. You can define as many variables as needed. 7. Select an existing variable to add to this Variable Rule from the Variable list, or type the name of a new variable in the box. If you have already added variables to this rule, and want to make modifications, select one from the list at the bottom and click Update. A variable name can be any combination of alphanumeric characters up to 255, none of which are case-sensitive. Spaces cannot be included in a variable name. 98

99 Using Rules 8. Select a variable type. You can define your variable type as date, float, integer, and string. Variable Type Date Float Integer String Description For date variables, you can supply the value by typing a literal value, selecting the value from a data source, specifying an existing output variable, or supplying the value through a User Exit. If you choose the Date variable type and type a date in the Literal field, xpression will display the date in Short Date format, mm/dd/yy. However, different regions of the world use different date formats (yy/mm/dd, DD MMM YY, YY MMM DD, and so on). When you add a date, xdesign uses Microsoft Visual Basic date validation routines that attempt to both verify it and convert it to a valid system date. For float variables, you can supply the value by typing a literal value, selecting the value from a data source, specifying an existing output variable, or supplying the value through a User Exit. You can also use the Variable Rule Advanced button to use a mathematical expression. For integer variables, you can supply the value by typing a literal value, selecting the value from a data source, specifying an existing output variable, or supplying the value through a User Exit. You can also use the Variable Rule Advanced button to use a mathematical expression. For String variables, you can supply the value by typing a literal value, selecting the value from a data source, specifying an existing output variable, or supplying the value through a User Exit. String variables can include HTML formatting, but some restrictions apply. See String, page 271 for information on using HTML Formatting in your documents. 9. To use the variable globally in a batch job, select Global for batch processing. By default, xpression resets all variables at the end of each assembly when publishing multiple records via Batch. With the Global for batch processing option set, the variable value will not be reset after each assembly. Therefore, you must initialize the variable so that the second and subsequent assembly can start with the last value of the global variable. Note: This feature works only when the Preserve input data sort order option is selected in the Job Definition page of xdashboard. 10. Select Static text for xrevise/iddk work items if the document is for xrevise or a custom IDDK application, the value of the variable includes HTML formatting, and the value should be converted to static text when the work item is assembled. See for information on using HTML Formatting in your documents. 11. Click Add to add the new variable. 12. Click Finish to save your changes and exit the Add Variable dialog. When you add the variable to the content item it appears in uppercase letters enclosed with braces: {VARIABLE}. 99

100 Using Rules Caution: If you intend to share the Variable rule and its variables across documents that use different data sources, ensure that the variables and data are compatible to prevent assembly errors. The Variable Rule Advanced Button The Float and Integer Types activate the Advanced button where you can further define their values. The Value Item area functions the same way it does in the Add Variable dialog for your choice of Value, Field, or Variable. In the Value Expression area you can define a mathematical expression using the left and right parenthesis, add, subtract, multiply, and divide operator buttons as well as clear a row or clear all entries. Click OK to exit the dialog and return to the Add Variable dialog. xpression validates that the Variable Type matches the data field s type and will display an error message if they are not the same. You can create a counter with the Advanced feature by adding an Integer or Float variable, then clicking Advanced and setting the variable to equal itself plus the amount that it should increment for each iteration. When you create a counter in this way, the value will be indicated on the rule s Properties screen. Master document values are applied first, then subdocuments can change the value according to their own policies. Specifying Your Variable Value Through a User Exit User exits allow you to establish the value of a variable with an external program. User exits are integrated with your document in xdesign in a variable rule. A standard user exit must be created within parameters specified in the xadmin User Guide. Values provided by a standard user exit must be in the form of a string. A standard user exit allows maximum flexibility in determining the value of a variable. Standard user exits are registered in xadmin. XML user exits allow you to transfer data from virtually any data source to xpression in XML format. XML user exits are created and implemented within the limitations discussed in the xadmin Integration Guide. Determining whether to use a standard user exit or an XML user exit depends on your specific requirements. To specify your variable value with a user exit: 1. Created a User Exit according to the instructions supplied in the xadmin User Guide. 2. Registered your User Exit with xpression through the xadmin User Exit Management page. 3. Once these steps are completed, you can click the User Exit button on the Variable Rule page. 4. When you click the User Exit button, the Variable User Exit page appears. 5. To set up your User Exit, supply the following information. 100

101 Using Rules Element User Exit Name Method Description Select the User Exit name from the drop-down box. The list of names available from this drop-down box originates from the User Exit Management list in the xadmin System Management section. This drop-down box will only display the names registered through xadmin. These names are listed in alphabetical order. After selecting a User Exit, the Method box becomes populated with all User Exit methods that are prefixed with UE_. Select the method to use from the available list of methods. If the method requires input parameters, you should define a value for each parameter. Parameters If the result and input parameters of the selected method are not of the String type, an error message is displayed and you will be unable to select the method. If the method requires input parameters, define those parameters here. If a parameter value is null or empty, use an empty string literal value. All the parameters listed in the Parameter Value box represent the parameters required for the method. All parameters should be of the String type. Parameter values are converted to string before they are passed to the method. Float values are represented as n.n and date values are converted to the YYYYMMDD format. To modify an existing parameter, select the parameter from the Parameter Value box. When you have completed updates to a parameter, click Update. Click OK to save your changes and return to the Variable Rule page. Variable Name Handling When replacements or variables have a NULL value, xpression may print the variable name in your output. To ensure that the variable name is not printed, set the Umerge.VariableDebugMode property ldocated in the customerdata.properties file to false. Umerge.VariableDebugMode=true If the value is true, or if the property does not exist in the properties file, xpression will print the name of any variable whose value is NULL. Before this change, xdesign output would include the variable name if the value was NULL. Now, xdesign will behave like all other applications and not print the variable name if this property is set to false. When using xpression Batch or xpression Web Services, the name of the variable is never output when the value is NULL, even if the Umerge.VariableDebugMode property is set to true. 101

102 Using Rules Mapping Universal Content and Subdocuments To map the variables in your xpublish or xpresso Universal Content, you can choose from the following mapping types: Same Schema (xpublish only) with this option, you do not have to map data from one data source to another because the data sources share the same schema. Key enables you to map your master document data keys to the Universal Content item data keys. This method uses different options for xpublish (xdesign) content and xpresso content. For xpublish (xdesign) content key mapping options, see Using xpublish Key Mapping, page 103. For xpresso content key mapping options, see Using xpresso Key Mapping, page 106. Value (xpublish only) directly reuse the data available in master document data source without defining a Universal Content item data source. Variable (xpresso only) enables you to map the variables in your xpresso Universal Content item to a field in a literal, data source, or variable value. Same Schema Mapping Versus Value Mapping Both Same Schema mapping and Value mapping can be used when your master document data source contains the same schema or data source as your subdocument or Universal Content item. Because the master document contains the needed data, these options enable you process the subdocument or Universal Content item without performing an additional read for the subdocument or Universal Content item data source. Same Schema mapping works well for simple documents. Value mapping takes advantage of advanced features to enable you to create more complex documents. For example, consider a document for an automobile insurance company that lists which cars and drivers are insured under a customer s policy. The document contains a read loop that produces a subdocument or Universal Content item (Auto Info) for each automobile on the policy. The structure of the document appears below: Welcome letter Auto Info (Read loop creates as many instances as needed.) Legal Document ID Cards If a customer record contains data for two automobiles, the read loop will create two instances of Auto Info, one for each automobile. A highly simplified example of the data appears below: <Auto> <Make>Pontiac</Make> <Model>Grand Prix</Model> <Drivers> <Driver>Daniel</Driver> <Driver>Amy</Driver> </Drivers> </Auto> <Auto> <Make>Dodge</Make> <Model>Avenger</Model> <Drivers> <Driver>Sam</Driver> <Driver>Raymond</Driver> 102

103 Using Rules </Drivers> </Auto> If you use Same Schema mapping to map your subdocument or Universal Content item to your master document data source, each instance of the Auto Info item will contain the same data because xpression will read the entire data set and choose the first record it reads. Value mapping enables you to establish Read Criteria which will let xpression know which records have already been read. Read Criteria enables you to produce multiple instances of a subdocument or Universal Content item within a single master document, and display unique data in each instance. Value mapping also enables you to order the results of the Read Criteria. Using the Read Order feature in this example, you could order the results alphabetically according to the make of the automobile. This would ensure that the Dodge Avenger (the second record) would appear in the first instance of Auto Info. Note: In cases where master and subdocuments use the same schema but with different data source group names it is possible to use either the Same Schema option or to use Key Mapping, but Same Schema will probably provide better performance. Using xpublish Same Schema Mapping This method uses Data Source Binding, which eliminates the need for mapping because you are using the same schema as the master document. With Data Source Binding, you provide a data source to the Universal Content item at design time. This data source will be used by your Universal Content item. You can choose three different options when using this method: [default] this option tells xpression to use the default data source from the master document s data source group. [master document s data source] this option tells xpression to use the master document data source. data source this option tells xpression to use the data source that you select from this list. The list will be populated with all data sources associated with the master document s data source group. Using xpublish Key Mapping Key mapping enables you specify fields in your master document data that can be used to identify customer records in the Universal Content item data source. This is the same type of data retrieval that was used for pervious xpression versions. The Key mapping options appear if your Universal Content item and master document do not share the same primary data source. When you select Key Mapping from the Mapping tab, the Key Mapping options appear on the page. All of the Key fields from your Universal Content item are displayed in the list at the bottom of the page. You must assign values from your master document data source to each of the keys in 103

104 Using Rules the Universal Content item. To map values to your Universal Content item key fields, use the data source binding, key field, and value options: Data Source Binding Select the data source you want to use with your Universal Content item. Only XML data sources will appear in this list. You can also select [default] to select the default data source for the master document s data source group. Customer Keys This list contains all of the key fields that appear in the list at the bottom of the page. Value These options enable you to provide a value for the selected key. The value can be specified as a Literal value that you type into the box, a Field from another data source, or an existing Variable that you defined inside the current document. The values of the Universal Content item keys must match the values in the master document keys for the document to assemble correctly. When you select Field, you can select a data source, table, and field from the provided three lists. This is the field you are mapping to the Universal Content key field. When you select Variable, you can select an existing document variable. The value of this variable is the value you are mapping to the Universal Content key field. When you are finished selecting a value for a key field, click Update. The value will not appear in the list at the bottom of the page. Using xpublish Value Mapping Use Value Mapping to directly reuse the data available in the master document data source without using the Universal Content item data source. This enables you to process the Universal Content item without the assembly engine having to read the Universal Content item data source. When you use value mapping, you have to map every field that your Universal Content item uses. The Value mapping options are available if your Universal Content item and master document do not share the same primary data source. When you select Value mapping, the page displays a list of fields from the primary table of the Universal Content item data source and a Map button. The Map button launches a separate page that enables you to map the table fields from your Universal Content item data source to literal values, variable values, or to field values from your master document data source. By supplying mapping for all the fields that your Universal Content item uses, xpression will be able to process your document without accessing the Universal Content item data source during publishing. This page presents different options if you are mapping fields from the primary table or secondary table in your Universal Content item data source. Mapping Secondary Table Fields If you are mapping fields from the secondary table of your Universal Content item, you can use either field-level mapping or table-level mapping. With table-level mapping, if the secondary tables in your Universal Content item and master document data source are identical, you can map the two tables instead of mapping each individual field. With field-level mapping, you map every field that your Universal Content item uses to a field in your master document data source. Mapping Primary Table Fields If you are mapping fields from the primary table of your Universal Content data source, you must use field-level mapping. With field-level mapping, 104

105 Using Rules you map every field that your Universal Content item uses to a field in your master document data source. Field-Level Mapping When you select Value mapping and click the Map button, xpression launches the Value Mapping page. By default, this page displays the Field-Level Mapping options. Universal Content Table By default, the primary table from the Universal Content item data source will appear in the list. Map to Master Document Table From this list, select the master document table that contains the fields that map to the fields in your Universal Content table. Auto Map This option becomes available when you select a master document table. When you click this button, xpression will attempt to automatically map the fields from the defined Universal Content table to the defined master document table. Any fields that share the same name will be automatically mapped and their mapping will be reflected in the Map To column in the Field list at the bottom of the page. Mapping Level This option is only available if you are mapping the Universal Content secondary table. Select Field. Universal Content Table Field This list displays all fields from the Field List at the bottom of the page. To map a field, select it from the list and use the Literal, Field, and Variable options to supply a value for the field. When you have mapped the field, click Add if the field does not appear in the list at the bottom of the page or click Update if the field does appear in the list at the bottom of the page. If you select Literal, you can type a literal value in the box. This value will be used for the selected field. If you select Field, you can map the Universal Content field to a field in your master document data source group. Using the provided lists, select a data source, data source table, and data source field. If you select Variable, you can map the Universal Content field to an existing document variable. Select a document variable from the list. Remove The remove button removes the selected field from the list at the bottom of the page. Table-Level Mapping If a secondary table in your Universal Content data source is identical to a secondary table in your master document data source, you can choose to map one table to the other instead of individually mapping each field. A Primary table cannot be mapped with table-level mapping, you must use field-level mapping. When you select Value mapping and click the Map button, xpression launches the Value Mapping page. By default, this page displays the Field-Level Mapping options. If you select a secondary 105

106 Using Rules table in the Universal Content table list at the top of the page, the Field-Level mapping options will disappear. Universal Content Table By default, the primary table from the Universal Content item data source will appear in the list. Select a secondary table from this list to display the Table-Level Mapping options. No Mapping Needed If your Universal Content item does not use any of the data in the Universal Content table selected in the Universal Content Table list, you can select this option. This option is selected by default for secondary tables. If you clear this option, the Map to Master Document Table option, the Mapping Level option, and the Read Criteria tab and Read Order tab appear. Map to Master Document Table From this list, select the master document table that is identical to the Universal Content secondary table selected in the Universal Content Table list. Mapping Level By default, Table will be selected. If you want to map the secondary table using Field-Level mapping, select Field. If you select Field, the Table-Level mapping options will disappear and be replaced by the field-level mapping options. Using xpresso Key Mapping Key mapping enables you specify fields in your master document data that can be used to identify customer records in the Universal Content item data source. This is the same type of data retrieval that was used for pervious xpression versions. When you select Key Mapping from the Mapping tab, the Key Mapping options appear on the page. All of the Key fields from your Universal Content item are displayed in the list at the bottom of the page. You must assign values from your master document data source to each of the keys in the Universal Content item. To map values to your Universal Content item key fields, use the options on this page. Data Source Group Select the data source group used by your Universal Content item. If you have only one data source group, then it will be selected automatically. Data Source Select the data source used by your Universal Content item. Customer Data Elements xpath Supply the xpath to the customer data. For example: /CustomerData/Transaction Data Key xpath Supply the xpath to a customer data key. For example: /CustomerData/Transaction/Autopay/Autopay_Key Once you have defined the xpath, use the Data Key Value options to map a value to the key, then click Add to add key mapping to the list at the bottom of the page. Data Key Value These options enable you to provide a value for the selected key. The value can be specified as a Literal value that you type into the box, a Field from another data source, or an existing Variable that you defined inside the current document. The values of the Universal Content item keys must match the values in the master document keys for the document to assemble correctly. When you select Field, you can select a data source, table, and field from the provided three lists. This is the field you are mapping to the Universal Content key field. 106

107 Using Rules When you select Variable, you can select an existing document variable. The value of this variable is the value you are mapping to the Universal Content key field. Once you have supplied the value, click Add to add key mapping to the list at the bottom of the page Using xpresso Variable Mapping The xpresso Universal Content variable mapping options enable you to map the variables in your xpresso Universal Content item to a field in a literal, data source, or variable value. When variable mapping is selected, xpression will attempt to automap the variables. Regular variables will be mapped with primary table fields and array variable elements will be mapped to secondary table fields if any variable name matches the secondary table name. xpresso Variable This list contains all the variables defined in your xpresso packxpresso Variableage. A full list also appears at the bottom of the page. Value Use these options to map the variable to a literal, a data source field, or variable value. When finished, click Add to add the mapping to the variable list at the bottom of the page. To use a literal value, select Literal and type the value in the box. To use a value from a data source, select Field. Then select the data source name, table, and field from the provided lists. To use an existing document variable, select Variable and choose a variable from the provided list. Advanced This option becomes available when you are mapping an xpresso Array type variable. xdesign does not use the Array variable type, so an xpresso Array variable must be mapped to a secondary table in your master document data source. To learn about mapping array variables, see Using an xpresso Array Variable, page 107. Update To update an existing mapping, select the variable from the list, make your changes, and click Update. Remove To remove an existing mapping, select the variable from the list and click Remove. Using an xpresso Array Variable When you are mapping the variables in an xpresso document, the Advanced button becomes available when you select an xpresso array variable from the variable list at the bottom of the page. To map an array variable: 1. Select an array variable from the xpresso Array Variable list. 2. Click Advanced. The xpresso Array Variable Mapping & Query page appears. 3. xdesign does not use the Array variable type, so an xpresso Array variable must be mapped to a secondary table in your master document data source. Select a secondary table from the Map to MasterDocument s Table. 107

108 Using Rules 4. The elements in the xpresso array appear in the list at the bottom of the page. Map each element to a field in your secondary table, to a literal value, or to a variable. You can also use the Automap feature. The Automap feature maps all elements from the array to identically named fields in your selected secondary data source table. If an array element does not have the same name as any fields in your secondary table, the element will remain unmapped. To directly map an array element to a literal, field, or variable value, use the options in the Map to section. After mapping an array element, click Add to add the mapping to the xpresso Array Element list at the bottom of the page. To update an array element that is already mapped, select a new mapping and click Update. 5. You need to set up read criteria in order to display your data correctly for each customer record. A primary key xpresso element must be in your xpresso array in order to correctly link the read criteria to the master document data source group. 6. Click theread Criteria tab. 7. On this page, you must supply read criteria for the array variable. Select a field from the mapped table in the list at the top of the page, link it to a fixed value, field, or variable, and click Add. Repeat this process for all array variables that require read criteria. 8. Click theread Order tab to configure ordering for any of the array elements. This page enables you to order the return records by selecting the fields that you want to use to sort the return records. The fields in the list come from the mapped table you selected on the Read Criteria page. 9. When finished, click OK. If specified, secondary tables will be read first based on read criteria and read order before processing. Read Criteria Tab This tab enables you to filter the data you send to the content item. The list at the top of the page contains fields from the master document table that was mapped to your content table. On this page, ensure you map all of the fields from the master document table. Select a field from the list. In the Link to section, link the field to a literal value, to a field in another data source, or to a variable. Click Add to add the criteria to the bottom of the page. To update an existing criteria statement, select it from the list, make your changes and click Update. To remove a criteria statement, select it from the list and click Remove. Read Order Tab This tab enables you to order the return records. When xpression creates a data set for the subdocument or Universal Content item, it returns the records in the order in which they appear in the data file. The Read Order tab enables you to order the return records as needed. Select a field from the list, choose Ascending or Descending to order the return results in ascending or descending order, and click Add to add them to the ordered list. Add your fields in the order that you want them returned. 108

109 Using Rules Creating a Read Loop This section introduces the concept of using loops as a more efficient way to organize your documents. It uses the Automatic Payment Letter sample to demonstrate the following topics: What is a Loop?, page 109 How Does it Work?, page 61 Read Loop Structure, page 110 Quickly Create a Read Loop, page 111 Creating a Read Loop Manually, page 111 Caution: When using a Read Loop, the repeating header row and the detail rows must have the same number and size of columns. This limitation can be avoided by using the following procedure. To use a read loop to produce header rows when the header and detail rows do not have the same number of columns: 1. Copy the content item that contains the table detail lines and copy the first table row. Close the content item. 2. Open the content item that contains the repeating table header row, position the cursor after the heading row and paste the detail line copied in step Delete any content or variables in the detail table row pasted in step 2 and set the row height to "exactly" 0 in the table properties window. 4. Define both rows in the header content item as repeating header rows. 5. Close and save the content item. What is a Loop? Loops are used to repeat sets of data, or to create lists of customer data by taking advantage of the table relationships in your customer data source. Very simply, a loop processes a content item or a table over-and-over until all relevant data from the customer data source has been processed. When you create a loop, you use the following rule types: Section, Label, Read, Read Next, and GoTo. Example Your company needs to create a confirmation letter informing customers that their insurance premiums have been set up for automatic payment. This letter must contain a list of all insurance products that have been designated for automatic payment. The content and length of this list will be very different for each customer. Read loops automatically create lists of variable length based on the data in your customer data source. 109

110 Using Rules How Does a Read Loop Work? With xpression Read loops, you only need to create the first row of a list in a content item. The loop processes the single-row content item over and over, creating new rows in the list for each associated row in the data source. Read loops are primarily built from Read and Read Next rules. Read rules tell the xpression assembly engine to read the first record in a secondary table of your customer data source. Read Next rules enable Read rules to read the next record in the table. xpression uses the Read rules to take advantage of the table relationships in your customer data. In this example, the customer data source, cust.xml, contains two tables: AUTOPAY and AUTOPAY_ACCTS. The primary table contains customer data, such as name, effective date, account number, address, and language. The secondary table contains information about the customer s policies and accounts. By linking the two tables with key fields, xpression can match the customer information with information for their accounts. Read Loop Structure A successful Read loop contains the following components and conditions. Component Read Rule Section Rule Label Rule Content Rule Read Next GoTo Description A Read loop begins with an initial Read rule to read the secondary table for all items that pertain to the customer. This rule sets up your Read loop by creating a memory buffer that holds a list of all secondary table records that pertain to the customer. The Read rule also places a pointer to the first record in the list. If no records exist, the Read rule encounters an End of File condition. It is recommended that after the initial Read, you add a Section rule to test for the End of File condition to skip the Read loop if no records exist. If records do exist, the loop process continues. The Label rule is placed ahead of the Content rule as a destination for the impending GoTo rule. A Content rule processes the record pointed to in the buffer. This Content rule is the focus of the Read loop. The goal of a Read loop is to process this rule once for each qualifying record in the buffer. Any number of rules can exist between the Label and Read Next rules. A Read Next rule moves the pointer to the next record in the memory buffer. A conditional GoTo rule tests for the End of File condition. To stop the loop from executing when no more records exist in the buffer, test the data for an End of File (eof) condition. When a Read or Read Next rule does not return any records, the End of File condition occurs. You can test for the End of File condition in the GoTo rule with standard rule criteria using the eof:tablename variable. Define the criteria to skip the GoTo rule if the End of File condition occurs. If the End of File condition is not met, the GoTo rule sends the loop routine back to the Label rule. Here s the Automatic Payment Letter Read loop. 110

111 Using Rules Quickly Create a Read Loop The Quick Read Loop option enables you to create all six elements of a read loop in a single process. Some default values are used, but you will be able to apply changes to the loop after it is created. This technique creates both rule elements and a content item, so you must have both Write: Content and Write: Rule access to proceed. To quickly create a Read Loop: 1. Select the element in the tree view that should immediately precede the read loop. You will be able to move the loop later if necessary. 2. From the Rule menu select Quick Read Loop. The Table and Section page of the Read Loop Wizard opens. 3. Provide the parameters for the query. At a minimum select a data source group and table from the lists. If there is only one data source group available it will be selected automatically. You can select a query from the Shared List if one is available. You can provide a name other than the default for the query if you are not selecting one from the Shared List. 4. Click Next. The Read Criteria page opens. 5. On the Read Criteria page you establish which records to read in your secondary table. You can accomplish this by linking a field in your secondary table to a fixed value, to a field in your primary data source, or to a variable. For instructions on linking your secondary table field to a fixed value, see Linking Your Secondary Table to a Fixed Value, page 70. For instructions on linking your secondary table field to a field in your primary data source, see Linking Your Secondary Table to a Primary Table Field, page 70. For instructions on linking your secondary table field to a variable, see Linking Your Secondary Table to a Variable, page 71. You can create multiple criteria by clicking Add and then creating another one. After completing your read criteria, click Next. The Read Order page opens. 6. Establish the read order. Select a field from the list and whether it should be Ascending or Descending. Click Add. You can apply multiple fields to establish the read order. 7. Click Finish. xpression creates the entire loop structure, including a blank content item. Open the blank content item and provide desired content. You can also add additional content items to the loop by dragging a Microsoft Word (DOC or DOCX format) to the loop using the method described in Create a Content Rule Using Drag and Drop. Drop the file onto the root loop element, and xpression will convert the file to an xdesign content item and insert it to the appropriate location in the loop structure. Creating a Read Loop Manually You can create a read loop manually, by creating each of the required components as a single procedure. The Quick Read Loop procedure is easier, but the manual process provides opportunities to establish details while creating the loop that would need to be applied after quickly creating 111

112 Using Rules one. This following procedure shows you how to create a Read loop using the existing Automatic Payment Letter Read loop. To create a loop: 1. Create a Read rule that will read your secondary table. See Read Rules, page 69 for complete instructions. 2. Create a Section rule to test for the End of File condition to skip the Read loop if no records exist. If records do exist, the loop process continues. To test for the End of File condition, set up your criteria as follows: <Data Source Group> : <Table> : eof:<table> = N See About Section Rules, page 72 for more information. 3. Create a Label rule. To identify the beginning of the loop, place a Label rule immediately after the Section rule. Type a name for the Label, and be sure to choose the name carefully. If multiple loops are used in a document, and labels are not named specifically, you can accidentally choose a label from a different loop and cause endless loops or other errors to occur. See Label Rules, page 68 for more information. 4. Create a content rule. See About Content Rules, page 45 for more information. The content rule should consist of the table body. Because a Read loop processes the entire content item with each pass, do not place table headers within the Read loop. If you place the table header within the read loop, the table header will be repeated for each row of the table. The table header should appear in the previous content item. The header row and table body rows must have the same number and size of columns if producing output to Word or HTML. To place data from the secondary columns into your content item, use variable replacements. In this example, we used variable replacements for the account name, account number, amount, frequency, and next pay date. 5. Create a Read Next rule to read the next record in the table. See Read Next Rules, page 71 for more information. 6. Create a GoTo rule to jump back to the Label rule. Define criteria on the GoTo rule to check for the End of File condition. When there are no more records in the memory buffer, an End of File condition occurs. Checking for this criteria from a GoTo rule prevents infinite loops. If you do not check for the End of File condition, the Read loop processes indefinitely. See GoTo Rules, page 68 for more information. 7. Run a Read loop test. Assemble your document to see the Read loop create lists of variable length. Sharing Rule Queries You can share your queries between Read, Chart, and Table rules. To share a query: 1. First, supply a unique name for your query in the Query name box. This box is located in your rule creation wizard. 2. After supply a unique name, complete the steps in the rule creation wizard. 112

113 Using Rules 3. When your completed rule appears in the xdesign tree pane, expand the rule item to display the query you created. When a query is selected, the document properties pane displays the query logic. 4. Right-click the query and choose Share Query. 5. Notice that the query icon now contains a small hand which indicates the item is shared. Shared items are always indicated by the small hand graphic added to the icon. When creating a Read, Table, or Chart rule, you can reuse existing shared queries by selecting them from the Shared List. To use a shared query: 1. Click the Shared List button from the rule creation wizard. 2. The Shared Query List dialog box appears. The Shared Query List enables you to select a query or view the properties of a query. The query properties enable you to edit the query settings. 3. Select a query from the list and click OK. All of the query options in the remainder of rule wizard will be filled in with the values from the shared query. Click through the wizard to verify the settings and click Finish. 113

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115 Chapter 6 Using xpression Chart Rule Charts are visually appealing and make it easy for users to see comparisons, patterns, and trends in data. Using xpublish charts, you can create dynamic graphics for any type of xpression document (print, , or Web-based). xpression can graphically display your data in the form of a pie, bar, column, or line chart. xpression creates custom charts by querying tables and fields in your customer data. xpression charts are highly customizable, allowing you control over nearly every aspect of the chart. xpression stores chart images in the xpression database as shared objects, which enables you to define a chart template as shared, and to use the shared template to define similar charts across different applications and categories. Note: Be aware of the following items when using xpression Charts. Documents with Corda DDG (Data Driven Graphics) charts cannot be published in the WebSphere 6.0 environment. This limitation does not apply to Weblogic, JBoss, or WebSphere 6.1. xeditor does not support DDG charts, so documents that are intended for use with applications that use xeditor, such as xrevise, cannot use DDGs. Chart Fonts For any fonts used in the chart template, ensure the true type font file exists in the folder defined by the TtfFontPath property in the dcpi.properties file. Corda font files (.fsd) reside in <xpressionhome>\publish\corda\resources\lib\fsfiles. The font converter in Corda builder enables you to convert True Type Fonts to Corda fonts. Instructions for converting the fonts exists in the xpublish Output Processing Guide. 115

116 Using xpression Chart Rule Chinese Fonts in Dynamic Charts If you want to use Chinese fonts for text within a dynamic chart, there are three things you must do: Ensure that the font settings for the text areas in the Corda template (.itxml) are set to use a font that supports Chinese characters. Copy the fonts that are used in the chart to the Corda font directory for xpresso for Word: <installation_path>\jar\lib\corda\resources\lib\fsfiles. Ensure that the fonts used in the chart also exist in the operating system font directory. If you don t do these steps, the fonts will not appear in the chart when you preview or publish the document. Using Charts Created in Previous Versions If you are upgrading from a previous version of xpression, be aware that with v4.0 xpression upgraded to a newer version of the Corda chart engine. This may cause some of your existing charts to change in size. EMC Document Sciences recommends that you verify the output of your existing charts to ensure they display correctly. You may need to manually adjust the size of your chart to reproduce the expected layout. About Data Query Your customer information may not reside in a single table; it could reside in different tables and possibly different data sources. For xpression to get at the chart data in your data source, xpression must first read the table that contains the data. Simply put, queries tell xpression which data source table to read. To keep your data synchronized across tables and data sources, queries require you to link one table to another using the values in the key fields from each table. This link enables a query to identify and select corresponding records from the table. For example, one table may contain customer information (account numbers, addresses, billing information), and a separate table might contain specific information about savings and checking accounts. To ensure you extract the correct account information for a specific customer, a column in your customer table must match a column in your accounts table. In this example, the two tables share a CUST_ID column. This link effectively identifies your customers in the accounts table. 116

117 Using xpression Chart Rule When xpression assembles your document, the query locates the matching records in the tables. xpression stores these matching records in memory and points to the first record that qualified. These records will be used to create your chart. The table containing customer information does not need to reside in the same data source as the table containing data for your chart. Although your query can link two different tables and data sources, xpression charts can only draw data from one data source segment or table. All the data that you want represented in the chart must reside in the same table. Note: While you can create a Chart rule without adding a query, xpression won t generate a chart without a query. Defining Your Chart Data This diagram identifies the elements that comprise the data of a chart, and shows how the data series and category name relate to the data in your data source. The following image shows a diagram of a column chart. To define the data for your chart, you must identify the fields in the chart segment that contain the data you want represented in the chart. Specifically, you must define which data you want to use for your data series and for your chart category information. A data series is a group of related data points on your chart. Each data series has a unique color or pattern and is represented in the legend by the legend key and series name. In our example, the July, August, and September rows represent the data series. You can plot one or more data series in bar and column charts. Pie charts only represent one data series and one category. For the chart above, you would create three separate queries for three separate data series, one each for July, August, and September. Select the By Month field for the category data. Chart Types The xpression Chart rule can create the following chart types and styles. 117

118 Using xpression Chart Rule Chart Type Bar Charts Chart Formats A bar cluster chart illustrates comparisons between individual items. Categories are organized vertically and values horizontally to focus on comparing values, and to place less emphasis on time. This chart type is also available in a three-dimensional version. Bar stacked charts show the relationship of individual items to the whole. This chart type is also available in a three-dimensional version. Column Charts Column cluster charts show data changes over a period of time or illustrate comparisons between items. To emphasize variation over time, categories are organized horizontally and values are organized vertically. This chart type is also available in a three-dimensional version. Column stacked charts show the relationship of individual items to the whole. This chart type is also available in a three-dimensional version. Pie Charts Line Charts Pie charts are used for proportional assessment by comparing data elements as percentages against other data elements and against the sum of the data elements. A pie chart is a circular graph with wedges dividing the circle into sectors that are proportional in area to the quantities of the data sets represented. This chart type is also available in a three-dimensional version. Line charts show how data changes over time and can be used to compare changes in different data series over the same period. This chart type is also available in a three-dimensional version. Adding a Chart to Your Document How do you create a chart in an xpublish document? Charts are added to your documents through Chart rules. The xpression rule wizard for charts contains standard rule creation pages for providing a rule name, a section level, rule criteria, and content. The Chart rule wizard also contains pages for setting up your chart data queries. The Chart rule wizard does not contain content group pages. Create a Chart Rule To create a Chart rule, complete the following steps: 1. Select the insert position for the new rule. 118

119 Using xpression Chart Rule 2. On the Rule menu, click New Rule, or click New Rule on the document name shortcut menu. 3. To create a new Chart rule, select Chart from the Rule Type list. 4. Give your Chart rule a name, and enter a section level, if necessary. 5. Add selection criteria, if necessary. For more information about selection criteria, see Using Conditional Logic and Selection Criteria, page To add a query to your chart rule, click Add. If you ve already created or selected queries for this rule, those queries will appear in the text box on this page. 7. The query Name and Group page appears. You can begin creating a new query from this page or select an existing shared query from the Shared Query list. The query you create through this wizard can be saved and shared with your other rules. Table rules and read rules also use queries. If you want to reuse queries among your rules, supply a unique name for your query in the Query Name box and then set your query as Shared according to the steps in Sharing Rule Queries, page 150. Otherwise, leave the default name. 8. Select a data source group and data source table from the lists. From the first list, choose a data source group. From the second list, choose the table that will serve as the chart segment. The list of tables is derived from the data source group you selected in the first list. After selecting the chart segment, click Next. 9. The Read Criteria page appears. This page enables you to link the chart segment to another segment or table that contains information about your customer. We ll call this segment or table the customer segment. You create this link by selecting the key field from the chart segment and linking it to a literal value or to a field in the customer segment. 10. In the top list box, select a field from the chart segment. The chart segment was the table you defined on the previous wizard page. 11. The Read criteria page appears. On this page you want to tell xpression which records to read in your chart segment. You can accomplish this by linking a field in your chart segment to a fixed value, to a field in your primary data source, or to a variable. For instructions on linking your chart segment to a fixed value, see Linking Your Secondary Table to a Fixed Value, page 70. For instructions on linking your chart segment to a field in your primary data source, see Linking Your Secondary Table to a Primary Table Field, page 70. For instructions on linking your chart segment to a variable, see Linking Your Secondary Table to a Variable, page 71. After completing your read criteria, click Next. 12. The Read Order page appears. This page enables you to sort the order of the data returned from the query. xpression charts process data on a first-come-first-served basis. This means that the first piece of data returned from the query will be the first piece of data presented in the chart. You are not required to establish a sort order, but is recommended for effective charts. If you want the data to appear in a specific order, select the data field you want to sort from the list of fields. The Field list contains fields from the chart segment. Data from the field you select will be sorted in the order and direction you specify. 13. To sort the field, select Ascending or Descending, and click Add to add it to the sort order. 14. When you complete configuring your sorting options, click Finish. The query page reappears, enabling you to add another query to the Chart rule. Individual charts can use more than one query, and you can place more than one chart in a single Chart rule. If your charts require 119

120 Using xpression Chart Rule different data queries, you can add them at this time or add them later by right-clicking the chart rule from the xdesign tree view and selecting New Query. 15. Click Next. You can add content to your Chart rule now. Linking Your Chart Segment to a Fixed Value To link your chart segment to a fixed value, complete the following steps: 1. Select your chart segment in the chart segment list. 2. Select the Value option. After selecting this option, the Read Criteria page displays the Link to Fixed Value option. This page enables you to define your read criteria. 3. Type a value in the Link to Fixed Value box and click Add. The field/value link appears at the bottom of the page. Linking Your Chart Segment to a Primary Table Field To link your chart segment to a field in your primary data source, complete the following steps: 1. Select your chart segment in the chart segment list. 2. Select the Field option. After selecting this option, the Read Criteria page displays the primary data field options. The Read Criteria page contains the following options: Chart Segment Field Links the field in the chart segment you are reading to the primary table in the data source. Link Table Options Select Value and type a value using proper syntax. If you select Field, select the table containing that field, and the field itself, from the Link to Field list. Select Variable to link the field to an output variable. You can use more than one field to build a query. Data Source Group You can read a record from a data source that is not the same type as the primary. Choose a data source group from the list. Primary Table The table you want to link to. The table could be the primary table, or any chart segment you have read in the data source. Primary Table Field Defines the field in the Link Table that directly relates to the Read Table field. 3. The Link to Field section contains three lists. From the top list, select the data source group where your primary table resides. If you have only one data source group, then it will be selected automatically. 4. In the middle list, select the primary table. 5. In the bottom list, select the field in the primary table that you want to link to the chosen field in your secondary table. 120

121 Using xpression Chart Rule 6. Click Add. The field names in the query appear on the bottom of the page. Linking Your Chart Segment to a Variable To link your chart segment to a variable, complete the following steps: 1. Select your chart segment in the chart segment list. 2. Select the Variable option. After selecting this option, the Read Criteria page displays the Variable list. This page enables you to define your read criteria. 3. Select the variable from the list and click Add. The field/variable link appears at the bottom of the page. Add Content to Your Chart Rule In this step, you will add a content item to your Chart rule and start the chart template wizard from the Microsoft Word interface. To Add a Content Item 1. Click Add to add a new content item. 2. Define the name and attributes for the content item as you would for any content item and click Finish. 3. Microsoft Word opens and adds the xpression chart control buttons to the xpression tab. The xpression tab contains the following chart-related buttons: Chart in the Insert group, Edit Chart, and Edit Chart Data in the Editing group. Button Chart Edit Chart Data Edit Chart Description Starts the xpression Chart wizard. Click to edit the data of a existing chart. Click to edit an existing chart template. 4. Click Chart. The xpression chart wizard appears. Click Next to begin. 5. Select Create a new chart template and type a name for the chart. From this page you can supply a name for a new chart or choose to use a shared chart template. 6. Click Next. The Chart Type page appears. You can select from bar, column, line and pie charts. For a description of all chart types, see Select your general chart type from the Chart list and then click the thumbnail example of the style you prefer. 7. When you ve selected your chart type and format, click Next. 8. The Chart Wizard Data Definition Page shows a list of all the queries available to this rule. These are the queries you defined in the Chart rule wizard. You also have the option of selecting the primary table of your data source instead of a query. Some of the queries in this list may be intended for other charts in your content item and may not apply to your current chart. 121

122 Using xpression Chart Rule Select the queries you want to use for your chart data series, or select Use primary table, and click Next. The queries you select here should read from the table that contains your chart data. 9. The Series Data Definition page appears. This page enables you to define your series data as iterative or static. Iterative data resides in the same field for all customer records. Static data resides in multiple fields in the same customer record. If you choose Iterative, you re defining a single field. After selecting Iterative in the Type column, choose the field that contains the series data from the drop-down list at the bottom of the page and click Next. If you choose Static, you can define as many fields as you need. After selecting Static in the Type column, a Field grid appears at the bottom of the page. Click Add to add a field containing series data to the grid. To add another field, click add again. Click Next when finished. 10. On the Category Data page you must define the field or fields that contain your category data. Select the rule query you want to use to generate the values for your category, or use the primary table. Define your data as Iterative or Static. Select the field or fields that contain your category data as you did on the previous wizard page. Click Next when finished. 11. The Color Scheme page appears. On the Color Scheme page you can select an existing color scheme for your chart or define your own custom color scheme. If this is your first time through the Chart wizard, no color schemes will exist and you will need to create one. Click New. 12. The color scheme dialog box appears. You can set the color scheme name, define up to 16 colors, and select a fill pattern. 13. Type a name for your color scheme. 14. In the Colors section, you will see a series of grey boxes. Click a box to add a color to the palate. You can add up to 16 colors. 15. In the Patterns section, you can define the order of your patterns. If your chart uses patterns, define how the patterns are applied in the chart by placing them in order from left to right. xpression uses the patterns in this order. When you have completed defining color options for your chart, click Next. 16. The completion page appears. Review your choices and click Finish if they are correct. If not, click Back to return to the page where you need to make modifications. A sample chart appears in your xdesign document. This chart does not reflect your customer data, it is merely a placeholder for the real chart that is added when you assemble the document. You can resize your chart by resizing this placeholder chart. Select the placeholder and drag the edges until it is the size that you want. Caution: If you later delete a query, ensure that it s not being used by other charts. xpression will generate an assembly error when you try to assemble a chart that references the deleted query. If you do delete a query, you ll need to re-edit the chart data before you can assemble it. Adding Alternate Text for Charts You can generate a PDF/UA document with xpression. To enable the accessibility in a PDF/UA output, you can add alternate text for a chart. Charts that do not have alternate text are marked as 122

123 Using xpression Chart Rule artifacts automatically, and will not be read by conforming readers. See xpublish Output Processing Guide for detailed information about the PDF/UA output type. To Add Alternate Text for a Chart 1. Open the content item of your chart rule, and select the chart to add alternate text for. 2. Click the Alternate Text button from the xpression tab of the Word Ribbon. The Edit Alternate Text dialog box appears. 3. Type the alternate text in the text box. The maximum length for alternate text is characters. You can also add variables by clicking Add Variables and specifying variables in the Replacement Fields dialog box. To include special characters, see Escape Characters in Alternate Text, page Specify a language for your alternate text in the Alternate Text Language list. 5. Save your changes. To view the alternate text that you have set, open the Edit Alternate Text dialog box again. Escape Characters in Alternate Text The following table lists the escape characters that alternate text supports. The escape characters are displayed as special characters in a PDF/UA output. For example, &br; in alternate text is displayed as a new line in PDF/UA output. You can also use the escape characters to get the corresponding outputs. Note: HTML format variables are not supported in alternate text, and all the listed escape characters will be replaced with special characters, regardless of the HTMLFormatting setting in the customerdata.properties file. Escape Characters &br; Special Characters in PDF/UA Outputs A new line < The less than mark (<) > The greater than mark (>) &curlystart; The left curly bracket ({) &curlyclose; The right curly bracket (}) &squarestart; The left square bracket ([) &squareclose; The right square bracket (]) &quote; The double quotation mark (") &singlequote; The single quotation mark ( ) If you want to keep the escape characters as they are in the alternate text of the output, replace & with & when editing the alternate text. For example, to display &br; in the alternate text of the output, type &br; in the Edit Alternate Text text box. 123

124 Using xpression Chart Rule Customizing the Look of Your Charts The chart template wizard creates a generic chart as a placeholder. In most cases you will need to edit the appearance of your chart to meet the requirements of your document. The Edit chart function provides control over almost every aspect of the chart s appearance from the Chart Options dialog box. See the following table for more information about chart elements. Chart Element Value Data Series Category Title Legend What is it? The chart value relates to the field in your customer data that contains the values for generating the chart. A group of related data points plotted in a chart to correspond to your category and category data. Each data series has a unique color or pattern. You can define more than one data series in bar and column charts. A group of related data points made up of one data point from each data series in the chart. For bar charts, categories are plotted along the vertical (y) axis. In column charts the category (x) axis is horizontal. A title to further define your chart and its data. A key to the patterns or colors assigned to the data series or categories in a chart. You can edit the appearance of your chart by configuring the chart labels, legend, colors, depth, and format. Each chart type contains different settings: Pie Chart Options, page 124 Bar and Column Chart Options, page 131 Line Chart Options, page 140 Pie Chart Options To edit a pie chart, select your chart in Microsoft Word and click Edit Chart from the xpression tab. For pie charts you can set options on that following tabs: Pie Chart General Tab, page 125 Pie Chart 3D Tab Settings, page 126 Pie Chart Data Labels Tab, page 126 Pie Chart Legend Tab, page 129 Pie Chart Text Boxes Tab, page 129 Pie Chart Tab, page 130 Pie Chart Colors Tab, page

125 Using xpression Chart Rule Pie Chart General Tab The General tab contains general formatting and layout options, such as fill patterns, the size of the gaps between the pie slices, offsetting a pie slice, outlined edges, and placement settings. These configuration options are available: Use Fill Patterns Select this option to turn on the display of patterns for each slice in the order defined to the color scheme associated with the chart. Show Pie With Gaps Select this option to place gaps between your pie chart slices. To set the size of the gap between the slices, choose a number between 1 and 50, with 50 being the largest possible gap. The gap amount is measured in points. If your chart has only one segment and you choose to show gaps, the image may not display. If there is a possibility that the chart will include only a single element, it is recommended that you not select Show Pie with Gaps. Show Pie With Exploded Wedge Select this option to show the pie chart with a wedge separated slightly from the rest of the chart. The Explode Amount setting determines how far from the center of the pie the slice is separated from the chart. The Explode Element setting is the number of the slice you want to offset. The elements are numbered starting at the 12 o clock position and they proceed clockwise. Outline Pie Edges Select this box to add a colored outline to the pie chart wedges. 125

126 Using xpression Chart Rule Placement Editor Use the Placement editor to directly control the height, width, and vertical and horizontal offsets. Drag the sizing handles and select and move the elements to different relative locations inside the chart. Placement Editor Settings The height, width, horizontal and vertical offset options position the chart in the image area. These settings are measured in pixels. Pie Chart 3D Tab Settings The 3D Settings tab enables you to make the pie chart three-dimensional and control the tilt and depth of the 3D image. Click an area in the illustration below to learn more about it. These configuration options are available. Element Description 3 Dimensional Select this box to make the pie chart three dimensional. Tilt % Depth % The tilt setting determines the angle of the pie chart. The tilt value is determined as a percentage of the size of the whole graph. Move this setting to suit your document. A sample pie chart appears to illustrate your changes in real time. The depth setting determines the thickness of the chart. The depth value is determined as a percentage of the size of the whole graph. Move this setting to suit your document. A sample pie chart appears to illustrate your changes in real time. Pie Chart Data Labels Tab The Data Labels tab enables you to add data labels to identify the values of your data series. You can specify the format, placement, and decimal setting for the label. Click an area in the illustration below to learn more about it. These configuration options are available. Element Show Data Labels Description Select this option to add data labels to your chart. When selected, the data label options become accessible. 126

127 Using xpression Chart Rule Element Data Label Format Description The data label identifies the data represented by each pie slice. You can define the label to be the actual value defined in the field or the name of the field. You can select: Value only. Uses the actual value from the field. Name only. Uses the name of the field that contains the value represented. Name and value. Places the name and value outside the pie chart. Name outside, value inside. Places the name outside the pie chart and the actual value contained in the field inside the pie chart. Value Format Data Label Font Determine how you want to present the values in your pie chart. You can select: Percentage of total. Represents the value as a percentage of the total. Actual value. Represents the value as it appears in the customer data. Click Choose Font to select your font family, font type, and point size. 127

128 Using xpression Chart Rule Element Data Label Position Description Define the placement of the data labels. You can select: Outside with leader on side. Places the data label to the side of the chart with a leader pointing to the pie slice. Outside with leader. Places the data label immediately outside the chart with a leader pointing to the pie slice. Outside. Places the data label immediately outside the chart. Inside. Places the data label inside the pie slice. Maximum width Background Color Border Data Label Margins Set the maximum width in points for your data labels. Provides a background for the data label. Select this box to add a background color, then click the color box to select the background color. xpression applies a transparent background if you don t select a color. Provides a border to the data label. Select this box to add a border to the data label, then click the color box to select a border color. Provides a margin for the data label. You can set a margin for Left, Right, Top, and Bottom of up to 10 points. 128

129 Using xpression Chart Rule Element Number Format Description This option places the number that appears in the value field in the proper format. You can select: General. Places the number on the chart as it appears in the field. Percentage. Places the number in the chart as a percentage. Always Show Decimal Places Show Thousands Separator Currency. Places the number in the chart as currency. Select this option to use decimal points on your chart. and then indicate the number of decimal places in the box. Select this option to use the thousands separator for your chart value. The thousands separator is the comma (,) that appears to the left of every third number. Pie Chart Legend Tab The Legend tab enables you to add and configure a legend for your chart. You can set the layout, placement, font style, background, and border settings. Click an area in the illustration below to learn more about it. These configuration options are available. Element Show Legend Item order Placement Editor Font Background Color Border Shadow Description Select Show Legend to display a legend with your chart. Determines the orientation of the legend items. Use the Placement editor to manually control the height, width, and vertical and horizontal offsets. Drag the sizing handles and select and move the elements to different relative locations inside the chart. Select the font for your legend. You can use any TrueType font resident on your computer. Defines a background color for the legend. Select to place a border around the legend. Select to place a drop-shadow around the legend. Pie Chart Text Boxes Tab The Text Boxes tab enables you to add text boxes that provide explanatory information about your chart. From this tab you can control the layout, placement, and format of the text box. These configuration options are available. 129

130 Using xpression Chart Rule Element Text Box Name Text Layout Grow Text Box Margins Font Justification Rotation Background Color Border Shadow Description On the left side of the page is the Text Box Name list. You can add text boxes to your chart by clicking Add. xpression won t accept spaces in the text box name, but you can add underscore characters to improve readability. You can remove selected text boxes by clicking Delete. To define layout and formatting for a text box, select it from this list before altering the other settings on this tab. Type the text you want xpression to place in the text box here. Use the Placement editor to manually control the height, width, and vertical and horizontal offsets. Drag the sizing handles and select and move the elements to different relative locations inside the chart. Gives you the option to either set the width of the text box to a static value, or give the text box a maximum width it can grow (before wrapping the text) if the text is longer than the width specified for the box. Provides a margin for the text box. You can set a margin for Left, Right, Top, and Bottom of up to 10 pts. Click Choose font to select the font for your text box. You can use any TrueType font resident on your computer, but you should limit the number of fonts you use across all charts. Too many will adversely affect performance. Enables you to determine the justification for the text within the text box. Enables you to determine the rotation of the text box; determined from the top left offset of the text box. Defines a background color for the text box. Places a border around the text box. Border line widths are: thin; double thin; thin outside, medium inside; medium; medium outside, thin inside; thick. Places a drop-shadow around the legend. Pie Chart Tab The Chart tab enables you to control the sharing of the current chart. You can also change the background color, select a gradient background, and add borders to the chart. These configuration options are available. Element Shared Name Background Color Description Select Shared to share your chart. To prevent sharing, clear the Shared check box. If you are sharing your chart, type a name for the chart to identify the chart in the shared list. Select a background color for the chart. 130

131 Using xpression Chart Rule Element Gradient Border Description To apply a gradient color pattern to your background, select Gradient. Select a gradient pattern from the Type list. The gradient pattern gradually transforms from one color to another. The color you selected for the background is the first color. The pattern will gradually transform into the color you select for End color. Select the Border option to add a border to your chart. Click Choose border to select a border style. Pie Chart Colors Tab The Colors tab accesses the same functionality as the Color Definition page in the chart template wizard. It enables you to change the color scheme of your chart after the chart has already been created. The color scheme tab shows a preview of the active color scheme and a list of existing color schemes. You can select an existing color scheme to edit or delete, but you won t be able to delete a scheme if it s being used by another chart. To create a new Color Scheme, click New to open the color scheme page. On this page you can define these options. Element Name Colors Pattern Order Description The name for your new color scheme. You can define 16 colors in your color scheme. Click each box to add a new color to your color scheme. If your chart uses patterns, define the order that you want the patterns to appear in your chart. xpression will use the patterns in order from left to right when creating your chart. Bar and Column Chart Options To edit either a bar or column chart, select your chart in Microsoft Word and click Edit Chart from the xpression tab. For bar charts you can set options on that following tabs: Bar and Column General Tab, page 132 Bar and Column Chart Format, page 132 Bar and Column 3D Settings, page 133 Bar and Column Data Labels, page 133 Bar and Column Value Axis, page 134 Bar and Column Category Axis, page 136 Bar and Column Gridlines, page

132 Using xpression Chart Rule Bar and Column Legend, page 138 Bar and Column Text Boxes Tab, page 138 Bar and Column Chart Tab, page 139 Bar and Column Chart Colors Tab, page 139 Bar and Column General Tab The bar and column General tab contains general formatting and layout options such as, bar width, space between bars, outlining, chart size, and placement. These configuration options are available. Element Bar Width % Space Between Bars % Outline Bar Elements Description The bar width is a percentage of the width of the category. The category width is the width that each category takes along the left margin of the chart. If you set the width at 100%, the bar will fill in the entire category width. The space between the bars based on a percentage of the bar width. Select this option to set an outline for the bars. From the Color Options list, select: Lighter. This setting draws the bar chart border in a color lighter than the main bar chart colors. Darker. This setting draws the bar chart border in a color darker than the main bar chart colors. Single Series Multi-Color Mode Layout Custom Color. This setting enables you to set your own border color. If a bar/column chart only has one series of data this option enables you to specify that each bar gets a different color. If this is not set, and if there is one data series, each bar is the same color. Use the Placement editor to directly control the height, width, and vertical and horizontal offsets. Drag the sizing handles and select and move the elements to different relative locations inside the chart. Bar and Column Chart Format The Format tab contains the following settings. This tab enables you to change your chart to a bar or column chart, select a basic chart or stacked chart, and select the shape of your bars or columns. Click an area in the illustration below to learn more about it. These configuration options are available. 132

133 Using xpression Chart Rule Element Format Style Description Select the format of your chart from the following options: Bar or Column. You can change your chart type to a bar or column chart from this page. Basic or Stacked. You can choose a basic or stacked format. A basic format places the data series within a category side by side. A stacked chart places data series within a category on top of one another. Choose the shape of your bars: rectangle, cylinder, triangle, diamond, or pattern. Bar and Column 3D Settings The 3D Settings tab enables you to make the chart three-dimensional and control the horizontal and vertical tilt, and the depth of the image. Click an area in the illustration below to learn more about it. This page contains the following options: 3 Dimensional Select this option to change your chart to 3 dimensional or 2 dimensional. Horizontal Tilt % Rotates the bar horizontally to the left or right. The tilt value is determined as a percentage of the size of the whole graph. Vertical Tilt % Rotates the bar vertically up and down. The tilt value is determined as a percentage of the size of the whole graph. Depth % Controls the depth of your image. The depth value is determined as a percentage of the size of the whole graph. Bar and Column Data Labels The bar and column Data Labels tab contains the following settings. You can add data labels to your chart from this tab. Data labels identify the values in your data series. You can specify the format, placement, and decimal setting for the label. Click an area in the illustration below to learn more about it. This page contains the following options. Element Show Data Labels Data Label Format Data Label Font Description Select this option to add data labels to your chart. Click Format to open the Format Data Label dialog box. This is where you will define the formats for the labels placed on your data. The label can consist of one or more Fields, Text, or new lines. You can order selections by moving them up and down. Click Choose Font to select your font family, font type, and point size. 133

134 Using xpression Chart Rule Element Data Label Position Description Define the placement of the data labels. You can select from the following: Outside Top. Places the data labels outside of the bar near the top of the bar. The top of the bar is the end of the bar. If you are creating a bar chart, the top of the bar will actually appear on the right side of the chart. Inside Top. Places the data labels inside the bar at the top of the bar. The top of the bar is the end of the bar. If you are creating a bar chart, the top of the bar will actually appear on the right side of the chart. Maximum Width Background Color Border Data Label Show Data Labels for Zero Values Margins Negative Format Inside Bottom. Places the data labels inside the bar at the bottom of the bar. Set the maximum width in points for your chart. Provides a background for the data label. Select this option to add a background color, then select the background color. Provides a border to the data label. Select this option to add a border to the data label, then select a border color. Select this option to display a data label for data series with a zero value. Provides a margin for the data label. You can set a margin for Left, Right, Top, and Bottom of up to 10 points. Select the data label format for negative values: Minus Sign. Displays a minus sign to show negative values. Parenthesis. Displays a parenthesis to show negative values. Always Show Decimal Points Show Thousands Separator Absolute Value. Displays the value as it appears in the data source. Select this option to use decimal points on your chart and specify the number of Decimal places. Enables a thousands separator for your chart value. The thousands separator is the comma (,) that appears to the left of every third number. Bar and Column Value Axis Sets up the layout of your value axis. You can set the maximum and minimum allowed values, the size and format of the tick marks, the value labels, and the number format. The Value Axis tab contains the following settings. Click an area in the illustration below to learn more about it. The value axis contains data that measures the value of the data series. The category axis displays information identifying the categories. The following image shows the value and category axis. 134

135 Using xpression Chart Rule This page contains the following options: Scale Definition This setting defines how your values will display along the value axis. You can select: Automatic enables xpression to determine how your values will display along the value access. Manual sets custom values for the value axis. Maximum/Minimum Value (Manual only) Set the maximum and minimum value for the value axis. Show Major/Minor Tick Mark Options These settings define the number and format of tick marks along the value axis: Max. Tick Marks. (Automatic only) If you select automatic scaling, set the maximum number of tick marks that can appear on the value axis. Number of Tick Marks. (Manual only) Set the exact number of tick marks that can appear on the value axis. Size. Set the size of the tick marks. Choose Small, Medium, or Large. Position. Select the position of the tick marks. Choose Outside to place the tick marks outside the chart. Choose Inside to place the tick marks inside the chart. Choose Cross to place the tick marks across the value axis, creating a cross at each tick mark. Color. Click the color box and select a color for the tick marks. Black is the default color. Show Labels Select this option to display labels along the value axis. The value axis labels are the number that appear along the side of the chart. These labels identify the tick mark label interval values. Label Format Select the label format: General displays the value as it appears in your data source. Percentage displays the value as a percentage. Currency displays the value as currency. Font Click Choose font to select your font family, font type, and point size. Rotate Labels Select this option to rotate the labels by the amount defined in the Angle box. Negative values rotate the label counterclockwise, positive values rotate the label clockwise. Label Abbreviation This option places an abbreviation after the value axis label: None places no abbreviation. Percentage places a percentage symbol (%) after the data label. For example: 10% Thousands places a thousands symbol (k) after the data label. For example: 10k. 135

136 Using xpression Chart Rule Millions places a millions symbol (m) after the data label. For example: 10m. Billions places a billions symbol (b) after the data label. For example: 10b. Trillions places a trillions symbol (t) after the data label. For example: 10t. Select Show abbreviation symbol to display the label abbreviation. Negative Format Select the data label format for negative values. Minus Sign displays a minus sign to show negative values. Parenthesis displays a parenthesis to show negative values. Absolute Value displays the value as it appears in the data source. Decimal Places Define the number of decimal places to use for each data label. Always Show Decimal Points Select this option to use decimal points on your chart. Show Thousands Separator Select this box to use the thousands separator for your chart value. The thousands separator is the comma (,) that appears to the left of every third number. Bar and Column Category Axis Enables you to adjust the layout of your category axis. You can set the tick mark and value label settings. Click an area in the illustration below to learn more about it. The value axis marks the value of the data series. The category axis displays information identifying the categories. The following image shows the category and value axis. This page contains the following options. Element Show Tick Marks Description Select this option to display tick marks along the category axis: Length. Select a length for the tick marks. Choose between Small, Medium, and Large. Position. Select the position of the tick marks. Choose Outside to place the tick marks outside the chart. Choose Inside to place the tick marks inside the chart. Choose Cross to place the tick marks across the value axis, creating a cross at each tick mark. Show Labels Color. Click the color box and select a color for the tick marks. Black is the default color. Select this option to display labels for the category axis. 136

137 Using xpression Chart Rule Element Font Limit Label Length Adjust Label Layout Description Click Choose Font to select your font family, font type, and point size. Select this option to limit the label length to the number of characters defined in the Max. characters box. You can define any value between 0 and Adjusts the axis labels and is only enabled if the Show Labels option box is checked. Choose from these options: Always. xpression will automatically apply the selected options if the labels overlap. Wrap Label Reduce Font Size Stagger Labels Rotate Labels Skip Labels Only When Labels Overlap. xpression will apply the selected options if necessary. Enables the text in your label to wrap. In the Max. lines box, select the maximum number of lines that the label can contain. Select this option to enable xpression to reduce the font size in certain situations where the label is too big to fit within your size parameters. In the Min. font size box, set the minimum allowable font size. Select this option to prevent the labels from overlapping. Select this option to rotate the labels by the amount defined in the Angle degree box. Negative values rotate the label counterclockwise, positive values rotate the label clockwise. If the Only When Labels Overlap is selected under Adjust Label Layout, xpression will skip one label at a time only if all the other settings do not prevent the labels from overlapping. The options are applied in order and it is possible that not all the options will be applied, if the first option solves the problem. Bar and Column Gridlines The Gridlines tab enables you to place, define, and configure horizontal and vertical gridlines. Click an area in the illustration below to learn more about it. This page contains the following options. Element Vertical Description Sets the options for the vertical gridlines. You can select the color for each of the following vertical gridlines: Right, Left, and Zero. Select the color and style of gridlines for Major or Minor gridlines. Horizontal You can also select Grid Stripes for the vertical gridlines. Grid stripes make complex and lengthy charts easier to read. Sets the options for the horizontal gridlines. You can select the color for each of these horizontal gridlines: Bottom, Top, and Inner. You can also select the style of gridline, Solid, Dash, Dot, or Dash Dot, for all of the horizontal gridlines. 137

138 Using xpression Chart Rule Bar and Column Legend The Legend tab enables you to add and configure a legend for your chart. You can set the layout, placement, font style, background, and border settings. Click an area in the illustration below to learn more about it. This page contains the following options. Show Legend Select Show Legend to display a legend with your chart. Layout Use the Placement editor to manually control the height, width, and vertical and horizontal offsets. Drag the sizing handles and select and move the elements to different relative locations inside the chart. Font Click Choose font to select the font for your legend. Background Color Select Background Color to define a background color for the legend. Border Select Border to place a border around the legend. Shadow Select Shadow to place a drop-shadow around the legend. Bar and Column Text Boxes Tab The Text Boxes tab enables you to add text boxes that provide explanatory information about your chart. This tab enables you to control the layout, placement, and format of the text box. Click an area in the illustration below to learn more about it. This page contains the following options. Element Text Box Name Text Layout Grow Text Box Margins Font Justification Rotation Description On the left side of the page is the Text Box Name list. You can add text boxes to your chart by clicking Add. xpression won t accept spaces in the text box name, but you can add underscore characters to improve readability. You can remove selected text boxes by clicking Delete. To define layout and formatting for a text box, select it from this list before altering the other settings on this tab. Type the text for your text box here. Use the Placement editor to manually control the height, width, and vertical and horizontal offsets. Drag the sizing handles and select and move the elements to different relative locations inside the chart. Enables you to set the width of the text box to a static value, or to give the text box a maximum width to which it can grow (before wrapping the text) if the text is longer than the width specified for the box. Provides a margin for the data label. You can set a margin for Left, Right, Top, and Bottom of up to 10 pts. Click Choose font to select the font for your text box. Enables you to determine the justification for the text within the text box. Enables you to set the rotation for the text box (portrait, landscape or inverse landscape) - determined from the top left offset of the text box. 138

139 Using xpression Chart Rule Element Background Color Border Description Select Background Color to define a background color for the legend. Select Border to place a border around the legend. Bar and Column Chart Tab The Chart tab enables you to control the sharing of the current chart. You can also change the background color, select a gradient background, and add borders to the chart. Click an area in the illustration below to learn more about it. This page contains the following options Element Shared Name Background Color Gradient Border Description Select Shared to share your chart. To prevent sharing, clear the Shared check box. If you are sharing your chart, type a name for the chart to identify the chart in the shared list. Select a background color for the chart. To apply a gradient color pattern to your background, select the Gradient box. Select a gradient pattern from the Type list. The gradient pattern gradually transforms from one color to another. The color you selected for the background is the first color. The pattern will gradually transform into the color you select for End color. Select the border check box to add a border to your chart. Click Choose border to select a border style. Bar and Column Chart Colors Tab This tab provides the same functionality as the Color Definition page in the chart template wizard. It enables you to change the color scheme of your chart after the chart has already been created. The Colors tab contains the following settings. The color scheme tab shows a preview of the active color scheme and a list of existing color schemes. You can select an existing color scheme and edit or delete it. To create a new Color Scheme, click New to open the color scheme page. On this page you can define these options. Element Name Description Supply a name for your new color scheme. 139

140 Using xpression Chart Rule Element Colors Pattern Order Description You can define sixteen colors in your color scheme. Click each box to add a new color to your color scheme. If your chart uses patterns, define the order that you want the patterns to appear in the chart. xpression will use the patterns in order from left to right when creating your chart. Line Chart Options To edit a line chart, select your chart in Microsoft Word and click Edit Chart from the xpression tab. You can define the following options for line charts: Line Chart General Tab, page 140 Line 3D Settings, page 141 Line Chart Data Labels, page 141 Line Chart Value Axis, page 142 Line Chart Category Axis, page 144 Line Gridlines, page 146 Line Series, page 146 Line Legend, page 146 Line Text Boxes Tab, page 147 Line Chart Tab, page 148 Line Colors Tab, page 148 Line Chart General Tab The General tab contains general formatting and layout options. For line charts, the only general formatting options available are the Default line width and the position of the chart in the image area. These configuration options are available. Element Default Line Width Description This setting sets the default pixel width of the line. This value can be overridden in the Line Series tab for a specific data series. 140

141 Using xpression Chart Rule Element Placement Editor Description Use the Placement editor to directly control the height, width, and vertical and horizontal offsets. Drag the sizing handles and select and move the elements to different relative locations inside the chart. Placement Editor Settings The height, width, horizontal and vertical offset options position the chart in the image area. These settings are measured in pixels. Line 3D Settings The 3D Settings tab enables you to make the chart three-dimensional and control the horizontal and vertical tilt, and the depth of the image. Click an area in the illustration below to learn more about it. This page contains the following options. Element Description 3 Dimensional Select this option to change your chart to 3 dimensional or 2 dimensional. Horizontal Tilt % Vertical Tilt % Depth % Rotates the bar horizontally to the left or right. The tilt value is determined as a percentage of the size of the whole graph. Rotates the bar vertically up and down. The tilt value is determined as a percentage of the size of the whole graph. Controls the depth of your image. The depth value is determined as a percentage of the size of the whole graph. Line Chart Data Labels The line Data Labels tab contains the following settings. You can add data labels to your chart from this tab. Data labels identify the values in your data series. You can specify the format, placement, 141

142 Using xpression Chart Rule and decimal setting for the label. Click an area in the illustration below to learn more about it. This page contains the following options. Element Show Data Labels Data Label Format Data Label Font Data Label Position Description Select this option to add data labels to your chart. Click Format to open the Format Data Label dialog box. This is where you will define the formats for the labels placed on your data. The label can consist of one or more Fields, Text, or new lines. You can order selections by moving them up and down. Click Choose Font to select your font family, font type, and point size. Define the placement of the data labels. You can select from the following: Above. Places the data labels above the line. Below. Places the data labels below the line. Maximum Width Background Color Border Data Label Show Data Labels for Zero Values Margins Negative Format Centered on the Line. Centers the data labels on the line. Set the maximum width in points for your chart. Provides a background for the data label. Select this option to add a background color, then select the background color. Provides a border to the data label. Select this option to add a border to the data label, then select a border color. Select this option to display a data label for data series with a zero value. Provides a margin for the data label. You can set a margin for Left, Right, Top, and Bottom of up to 10 points. Select the data label format for negative values: Minus Sign. Displays a minus sign to show negative values. Parenthesis. Displays a parenthesis to show negative values. Always Show Decimal Points Show Thousands Separator Absolute Value. Displays the value as it appears in the data source. Select this option to use decimal points on your chart and specify the number of Decimal places. Enables a thousands separator for your chart value. The thousands separator is the comma (,) that appears to the left of every third number. Line Chart Value Axis Sets up the layout of your value axis. You can set the maximum and minimum allowed values, the size and format of the tick marks, the value labels, and the number format. The Value Axis tab contains the following settings. Click an area in the illustration below to learn more about it. The value axis contains data that measures the value of the data series. The category axis displays information identifying the categories. 142

143 Using xpression Chart Rule The following image shows the value and category axis. This page contains the following options. Element Scale Definition Maximum/Minimum Value Show Major/Minor Tick Mark Options Description This setting defines how your values will display along the value axis. You can select: Automatic to enable xpression to determine how your values will display along the value access. Manual to set custom values for the value axis. (Manual only) Set the maximum and minimum value for the value axis. These settings define the number and format of tick marks along the value axis: Max. Tick Marks. (Automatic only) If you select automatic scaling, set the maximum number of tick marks that can appear on the value axis. Number of Tick Marks. (Manual only) Set the exact number of tick marks that can appear on the value axis. Size. Set the size of the tick marks. Choose Small, Medium, or Large. Position. Select the position of the tick marks. Choose Outside to place the tick marks outside the chart. Choose Inside to place the tick marks inside the chart. Choose Cross to place the tick marks across the value axis, creating a cross at each tick mark. Show Labels Label Format Color. Click the color box and select a color for the tick marks. Black is the default color. Select this option to display labels along the value axis. The value axis labels are the number that appear along the side of the chart. These labels identify the tick mark label interval values. Select the label format: General displays the value as it appears in your data source. Percentage displays the value as a percentage. Font Currency displays the value as currency. Click Choose font to select your font family, font type, and point size. 143

144 Using xpression Chart Rule Element Rotate Labels Label Abbreviation Description Select this option to rotate the labels by the amount defined in the Angle box. Negative values rotate the label counterclockwise, positive values rotate the label clockwise. This option places an abbreviation after the value axis label: None places no abbreviation. Percentage places a percentage symbol (%) after the data label. For example: 10% Thousands places a thousands symbol (k) after the data label. For example: 10k. Millions places a millions symbol (m) after the data label. For example: 10m. Billions places a billions symbol (b) after the data label. For example: 10b. Trillions places a trillions symbol (t) after the data label. For example: 10t. Negative Format Select Show abbreviation symbol to display the label abbreviation. Select the data label format for negative values. Minus Sign displays a minus sign to show negative values. Parenthesis displays a parenthesis to show negative values. Decimal Places Always Show Decimal Points Show Thousands Separator Absolute Value displays the value as it appears in the data source. Define the number of decimal places to use for each data label. Select this option to use decimal points on your chart. Select this box to use the thousands separator for your chart value. The thousands separator is the comma (,) that appears to the left of every third number. Line Chart Category Axis Enables you to adjust the layout on your category axis. You can set the tick mark and value label settings. Click an area in the illustration below to learn more about it. The value axis marks the value of the data series. The category axis displays information identifying the categories. The following image shows the value and category axis. 144

145 Using xpression Chart Rule This page contains the following options. Element Show Tick Marks Description Select this option to display tick marks along the category axis: Length. Select a length for the tick marks. Choose between Small, Medium, and Large. Position. Select the position of the tick marks. Choose Outside to place the tick marks outside the chart. Choose Inside to place the tick marks inside the chart. Choose Cross to place the tick marks across the value axis, creating a cross at each tick mark. Show Labels Font Limit Label Length Adjust Label Layout Wrap Label Reduce Font Size Stagger Labels Rotate Labels Skip Labels Color. Click the color box and select a color for the tick marks. Black is the default color. Select this option to display labels for the category axis. Click Choose Font to select your font family, font type, and point size. Select this option to limit the label length to the number of characters defined in the Max. characters box. You can define any value between 0 and Adjusts the axis labels and is only enabled if the Show Labels option box is checked. Choose from these options: Always. xpression will automatically apply the selected options if the labels overlap. Only When Labels Overlap. xpression will apply the selected options if necessary. Enables the text in your label to wrap. In the Max. lines box, select the maximum number of lines that the label can contain. Select this option to enable xpression to reduce the font size in certain situations where the label is too big to fit within your size parameters. In the Min. font size box, set the minimum allowable font size. Select this option to prevent the labels from overlapping. Select this option to rotate the labels by the amount defined in the Angle degree box. Negative values rotate the label counterclockwise, positive values rotate the label clockwise. If the Only When Labels Overlap is selected under Adjust Label Layout, xpression will skip one label at a time only if all the other settings do not prevent the labels from overlapping. The options are applied in order and it is possible that not all the options will be applied, if the first option solves the problem. 145

146 Using xpression Chart Rule Line Gridlines The Gridlines tab enables you to place, define, and configure horizontal and vertical gridlines. Click an area in the illustration below to learn more about it. This page contains the following options. Element Vertical Description Sets the options for the vertical gridlines. You can select the color for each of the following vertical gridlines: Right, Left, and Zero. Select the color and style of gridlines for Major or Minor gridlines. Horizontal You can also select Grid Stripes for the vertical gridlines. Grid stripes make complex and lengthy charts easier to read. Sets the options for the horizontal gridlines. You can select the color for each of these horizontal gridlines: Bottom, Top, and Inner. You can also select the style of gridline, Solid, Dash, Dot, or Dash Dot, for all of the horizontal gridlines. Line Series The Series tab enables you to define settings for a particular data series. This page contains the following options. Element Data Series Line Width Line Style Symbol Symbol Style Color Height and Width Description Select the data series that you want to customize from this list. Sets the width of the line in pixels. This overrides the default line width setting. Enables you to select the line style: Solid, Dot, Dash, or Dot-Dash. Places symbols at points along the line to represent data points. If selected, the symbol is also used in the legend. Sets the shape to be used for the symbols. Sets the color of the symbol. Determine the size of the symbol. Line Legend The Legend tab enables you to add and configure a legend for your chart. You can set the layout, placement, font style, background, and border settings. Click an area in the illustration below to learn more about it. This page contains the following options. Element Show Legend Description Select Show Legend to display a legend with your chart. 146

147 Using xpression Chart Rule Element Layout Font Background Color Border Shadow Description Use the Placement editor to manually control the height, width, and vertical and horizontal offsets. Drag the sizing handles and select and move the elements to different relative locations inside the chart. Click Choose font to select the font for your legend. Select Background Color to define a background color for the legend. Select Border to place a border around the legend. Select Shadow to place a drop-shadow around the legend. Line Text Boxes Tab The Text Boxes tab enables you to add text boxes that provide explanatory information about your chart. This tab enables you to control the layout, placement, and format of the text box. Click an area in the illustration below to learn more about it. This page contains the following options. Element Text Box Name Text Layout Grow Text Box Margins Font Justification Rotation Background Color Border Description On the left side of the page is the Text Box Name list. You can add text boxes to your chart by clicking Add. xpression won t accept spaces in the text box name, but you can add underscore characters to improve readability. You can remove selected text boxes by clicking Delete. To define layout and formatting for a text box, select it from this list before altering the other settings on this tab. Type the text for your text box here. Use the Placement editor to manually control the height, width, and vertical and horizontal offsets. Drag the sizing handles and select and move the elements to different relative locations inside the chart. Enables you to set the width of the text box to a static value, or to give the text box a maximum width to which it can grow (before wrapping the text) if the text is longer than the width specified for the box. Provides a margin for the data label. You can set a margin for Left, Right, Top, and Bottom of up to 10 pts. Click Choose font to select the font for your text box. Enables you to determine the justification for the text within the text box. Enables you to set the rotation for the text box (portrait, landscape or inverse landscape) - determined from the top left offset of the text box. Select Background Color to define a background color for the legend. Select Border to place a border around the legend. 147

148 Using xpression Chart Rule Line Chart Tab The Chart tab enables you to control the sharing of the current chart. You can also change the background color, select a gradient background, and add borders to the chart. Click an area in the illustration below to learn more about it. This page contains the following options. Element Shared Name Background Color Gradient Border Description Select Shared to share your chart. To prevent sharing, clear the Shared check box. If you are sharing your chart, type a name for the chart to identify the chart in the shared list. Select a background color for the chart. To apply a gradient color pattern to your background, select the Gradient box. Select a gradient pattern from the Type list. The gradient pattern gradually transforms from one color to another. The color you selected for the background is the first color. The pattern will gradually transform into the color you select for End color. Select the border check box to add a border to your chart. Click Choose border to select a border style. Line Colors Tab This tab provides the same functionality as the Color Definition page in the chart template wizard. It enables you to change the color scheme of your chart after the chart has already been created. The Colors tab contains the following settings. The Colors tab shows a preview of the active color scheme and a list of existing color schemes. You can select an existing color scheme and edit or delete it. To create a new Color Scheme, click New to open the Color Scheme dialog box. On this dialog box you can define these options. Element Name Colors Pattern Order Description Supply a name for your new color scheme. You can define sixteen colors in your color scheme. Click each box to add a new color to your color scheme. If your chart uses patterns, define the order that you want the patterns to appear in the chart. xpression will use the patterns in order from left to right when creating your chart. 148

149 Using xpression Chart Rule Editing Your Chart Data The Edit Chart Data button enables you to change the data series and category values for your chart. This feature is useful for correcting mistakes or for updating an existing chart with new data. To edit your chart data, click Edit Chart Data from the xpression tab. The Chart Data Options page contains two tabs, Data Series and Category. Editing a Data Series The data series tab contains options for your data series values. The Chart data series list shows all of the queries you defined for the chart. You can add to or remove from this list using the Add and Delete buttons. To Edit a Data Series 1. Select the data series from the Chart data series list. 2. Define the query as Iterative or Static in the Type column. Iterative data resides in the same field in multiple customer records, static data resides in multiple fields in the same customer record. 3. To use different fields in the same query, double-click the data series name to name each data series in the chart so you don t have to use the same query name in the chart. It provides another level of separation from the xdesign chart rule and the chart itself. Most importantly, when using the primary table, PRIMARYTABLE was the name of the data series, this feature enables the user to provide a meaningful data series name. 4. After defining your data series type, define the data series values. There are different options for an iterative and a static data series. For an iterative data series, define a single field. For a static data series, define as many fields as you need. Click Add to add a static value definition. When you have completed adding your data series and category information, click OK. Editing Your Category Data The category tab enables you to edit the category values for your chart. This page lists the query and values you defined for your category values in the chart template wizard. To edit your Category data: 1. The Query list contains a list of all of your queries. You can change your current query by selecting a new query from the list. 2. You can change the category values, by selecting iterative or static. Iterative data resides in the same field for all customer records, static data resides in multiple fields in the same customer record. There are different options for an iterative and a static data series. 3. For an iterative data series, define a single field. For a static data series, define as many fields as you need. Click Add to add a static value definition. 149

150 Using xpression Chart Rule 4. When you have completed adding your category and data series information, click OK. Sharing Rule Queries You can share your queries between Read, Chart, and Table rules. Sharing a Query To share a query: 1. First, supply a unique name for your query in the Query name box. This box is located in your rule creation wizard. The Query Name box in the Table Rule Creation wizard. This box also appears in the wizard for Chart and Read rules. 2. After supply a unique name, complete the steps in the rule creation wizard. 3. When your completed rule appears in the xdesign tree pane, expand the rule item to display the query you created. When a query is selected, the document properties pane displays the query logic. 4. Right-click the query and choose Share Query. 5. Notice that the query icon now contains a small hand which indicates the item is shared. Shared items are always indicated by the small hand graphic added to the icon. Using a Shared Query When creating a Read, Table, or Chart rule, you can reuse existing shared queries by selecting them from the Shared List. To use a shared query: 1. Click the Shared List button from the rule creation wizard. 2. The Shared Query List dialog box appears. The Shared Query List enables you to select a query or view the properties of a query. The query properties enable you to edit the query settings. 3. Select a query from the list and click OK. All of the query options in the remainder of rule wizard will be filled in with the values from the shared query. Click through the wizard to verify the settings and click Finish. 150

151 Chapter 7 Shared Content and Rules xpression enables you to share both your content items and your document rules among many documents. You can also share a content item with both CompuSet and Publish documents. The Shared Content feature enables you to use a single copy of a content item in more than one document, or use it several times within a single document. For example, if all your documents contain a logo and address information, you could create one shared content item and use it as needed in your documents. Other uses of shared content include signature pieces and actuarial tables that contain variable replacement fields. Shared content items are autonomous. They exist independently of all categories, and they don t have attributes attached to them until you add them to your document. Content that is shared means that the content itself is shared, not usage attributes. When sharing content across multiple documents, the content inherits the attributes of the previous version for that document if a previous version exists. If a previous version does not exists in a document then the content will include whatever attributes you select when creating a new version of the content. Shared rules, just like shared content, can be used among many documents. With this feature you can define your rules once and use them many times, or use a shared rule as the basis for another rule. Note: In order to update any rules or content that have been shared, you must have Shared Admin rights in the category you are working with. See your System Administrator to make sure you have the access you need. If you add an Approved shared rule or content item to your document, the status of the shared rule or content item will be changed to Pending. You can submit the shared rule or content item and have it approved again. Sharing a Content Item You can share any of your existing content items. To share a content item: 1. From the xdesign tree pane, select a content item for sharing. 2. Right-click the content item and select Share from the content item shortcut menu. 151

152 Shared Content and Rules 3. xpression Design adds a hand graphic to the icon, indicating that the item is now shared. This makes the content available across categories to anyone who wants to use it in a document using the same publishing engine. Shared items are indicated by the hand graphic on the item icon. 4. When you have finished your changes, be sure to Generate XML and create or update the Document Version so that the changes are correctly saved to the xpression database. How Do I Add a Shared Item to My Document? Adding a shared item to a document is even easier than adding a new content item. Insert it at the desired location in your document. To add shared content to a document: 1. Expand the Content rule where you want to place a shared content item. 2. Select the content group that will contain the content item. 3. Open the shortcut menu and click Shared Content List to display a list of the shared items you can use in the active document. 4. From the list, select a shared content item, click OK, and the shared item appears in the Tree view. xpression Design gives inserted shared content items an approval status of Pending. Unsharing an Item After you use a shared content item in your documents, you can make changes to one particular item in a particular document. However, if you add or delete something from a shared item, xpression Design propagates the change throughout all the documents that use the item. To make a change to one shared item only, you ll need to remove the shared content designation from the content item. To remove sharing: 1. Select the shared content item. 2. Click Remove Sharing from the shortcut menu. You ll be prompted to confirm that you want to remove sharing. 3. Click Yes to remove sharing. When you remove sharing, the version number returns to 0.01 and the sharing hand disappears from the icon. The content item contains all the text from the source and can be modified as needed. The new content item is no longer related to the shared item from which it was created. Viewing Shared Content Item Usage The Shared tab enables you to view a list of all of the documents using a specific shared content item. If you plan to change the content of a shared item, you should know which documents will be affected. 152

153 Shared Content and Rules To View the List of Documents with a Specific Shared Content Item 1. From the xdesign tree pane, right-click the content item and select Properties. 2. Click the Shared tab. 3. The Shared tab lists all documents currently using the shared content item. Updating a Shared Content Item If you have Shared Admin authority in a category, you can update a shared content item. When you update approved shared content, xdesign can also update all other documents that use the shared content item. You can configure xdesign to either automatically update all instances of the shared content item in all documents, or configure xdesign to prompt you to select which documents should receive the update. To configure xdesign for shared content, see xdesign Options Page: Settings Tab, page 31. To Update a Shared Content Item 1. Expand the rule. 2. Right-click the content item and select New Version from the shortcut menu. 3. Create the new version as directed by the wizard, and update the content as required. 4. Save the content item and return to xdesign. You ll see the following dialog box. Use the options on this page to update a shared content item. 5. If you want to update the shared content in other documents select them from the list and click OK. If you don t want to update any other occurrences of the content, effectively creating a second version of the original shared content, select nothing from the list and click OK. Sharing a Rule If you have Write-level access or higher in a category, you can share any of your existing rules. To Share a Rule 1. From the xdesign tree pane, select a rule for sharing. 2. Right-click the rule and select Share Rule from the rule shortcut menu. 3. xdesign adds a hand graphic to the icon, indicating that the rule is now shared. This makes the rule available across categories to anyone who wants to use it in a document using the same publishing engine. Shared rules are indicated by the hand graphic on the item icon. 4. When you have finished your changes, be sure to Generate XML and create or update the Document Version so that the changes are correctly saved to the xpression database. 153

154 Shared Content and Rules Adding a Shared Rule to a Document Adding a shared rule to a document is even easier than adding a new rule. Insert it at the desired location in your document. If you share a rule, all of the content items in the rule are shared as well unless they contain publisher-specific data. If a content item is publisher-specific and you are using the rule in a different document type, the non-qualified content will not be copied into the new document with the shared rule. To Add a Shared Rule to a Document 1. Select the rule just above where you want to place the shared rule. 2. Right-click and select Shared Rule List from the shortcut menu to display a list of the shared rules you can use in the active document. The Shared Rule list enables you to select a shared rule or view the properties of a shared rule. To search for a shared rule in the list, see Searching for Shared Rules, page From the list, select a shared rule, click OK, and the shared rule appears in the Tree view. xpression Design gives inserted shared rules an approval status of Pending. UnSharing a Rule After you use a shared rule in your documents, you may want to make changes to one particular item in a particular document. However, if you add or delete something from a shared rule, xpression Design propagates the change throughout all the documents that use the item. To make a change to one shared rule only, you ll need to remove the shared designation from the rule. To Remove Sharing 1. Right-click the shared rule. 2. Select Remove Sharing from the shortcut menu. You ll be prompted to confirm that you want to remove sharing. 3. Click Yes to remove sharing. When you remove sharing, the version number returns to 0.01 and the sharing hand disappears from the icon. The rule contains all the properties from the source and can be modified as needed. The new rule is no longer related to the shared rule from which it was created. Viewing Shared Rule Usage The Shared tab enables you to view a list of all of the documents using a specific shared rule. If you plan to change the properties of a shared rule (you ll need at least Write-level authority to do so), you should know which documents will be affected. To View Documents with a Shared Rule 1. Right-click the shared rule. 154

155 Shared Content and Rules 2. Select Properties from the shortcut menu. 3. Click the Shared tab. The document using the rule you selected appear in the Document Name list. The Shared Tab enables you to view which documents are using the shared rule. Updating a Shared Rule If you have Shared Admin authority in the category, yes you can. Additionally, when you update a shared rule, xdesign enables you to select which documents should contain the updated rule. To Update a Shared Rule 1. Select the rule. 2. Right-click and select Properties from the shortcut menu. 3. Update the rule properties as required and click OK. 4. If you want to update the shared rule in other documents select them from the list and click OK. If you don t want to update any other occurrences of the rule, effectively creating a second version of the original shared rule, select nothing from the list and click OK. Limitations Related to Shared Rules You cannot share Read rules, Table rules, Chart rules, or Variable rules between documents with different data sources. 155

156 Shared Content and Rules 156

157 Chapter 8 Universal Content Universal Content is a concept that combines the concept of subdocuments and external content, enabling granular, sub-page content sharing at runtime. Universal Content is added to your xdesign document (the master document) through a Universal Content rule. See the following topics: About Universal Content, page 157 Adding and Removing Universal Content, page 162 Universal Content Images, page 162 Microsoft Word Documents As Universal Content, page 163 Universal Content PDF Files, page 167 Universal Content Multi-page TIFF Images, page 169 Universal Content xpresso for Adobe InDesign Documents, page 172 Universal Content xpresso for Word Documents, page 174 Universal Content xdesign Documents, page 178 About Universal Content Universal Content enables you to do the following things: Share many types of content: images, Microsoft Word documents (.doc and.docx), PDF files, TIFF images, xpresso for Adobe InDesign documents, xpresso for Word documents, and other xdesign documents. Many types of content can be pulled into your document at a sub-page level. This means that the Universal Content item does not need to start and end at the page boundary. They can be integrated into the flow of the document within page, paragraphs, or tables. PDFs and multi-page TIFFs cannot be inserted at a sub-page level. Pull content from the xpression Database, a Documentum repository, or a file system. Use criteria to govern inclusion. Gives you the option of continuing page numbers across your Universal Content or maintaining the numbering of each Universal Content item. Incorporate tables of content from the Universal Content item in the master document. 157

158 Universal Content Universal Content can be static or dynamic. Examples of dynamic Universal Content are: xpresso documents and xdesign documents. These dynamic Universal Content items can contain variables and variable content that is resolved when the master document is published. Examples of static Universal Content are images, multi-page TIFF, PDF, and static Word documents. Be aware of the following limitations: You cannot create Universal Content for images through the Content Item wizard. You must add Universal Content images through the Microsoft Word editor. Nested xdesign Universal Content is not supported. For example, if you have xdesign Document A that contains xdesign Document B as Universal Content, you cannot insert Document A as Universal Content into another document. However, in this example if Document B is any other type of Universal Content, the scenario is supported. If a master document that has an index includes a universal content item that also has an index, the master document index entries will not appear in the universal content index, even if the content is included in the master document without layout. Only xdesign (xpublish) documents that are from the xpression database can be used as universal content. If xpression is not configured to connect to the xpression Documentum Repository, only xpresso for InDesign and xpresso for Word documents that are from the xpression database can be used as universal content. Including documents from Documentum that share the same name, file format, and file path with other documents as external content is not supported. Text box in.docx universal content is not supported. Universal Content rules do not actually place the content in your xdesign master document, it merely makes it available to your master document. To apply the Universal Content to your document, you can insert it from xdesign through the Content Item wizard, or insert it from the Microsoft Word editor. When inserting Universal Content, you can select from a list of Universal Content items that are currently defined in your master document. Ensure that the Universal Content Definition rule appears above your Universal Content item in the xdesign document tree. If the Universal Content Definition does not appear ahead of the content item, xpression will generate an error. For most types of Universal Content, you can control the layout, the page numbering, and the handling of the tables of content. Each type of Universal Content handles these options differently. Controlling Placement and Layout The Start UC From feature enables you to control the placement and layout of the Universal Content item. This feature is available when inserting Universal Content into your master document through the Content Item wizard or through the Microsoft Word editor. You can choose to start the Universal Content on the current page, the next page, the next even page, or the next odd page. When starting the Universal Content on a next, odd, or even page, you have the option of enforcing the master document layout (using the Continue Master Layout option) or preserving the Universal Content item layout. When starting the Universal Content on the current page, xpression enforces the master document layout. Be aware that when master content follows a Universal Content item, the following master content will never inherit the page layout of the Universal Content item. If you place a section break anywhere 158

159 Universal Content between the end of the preceding master document content item and the beginning of the following master document content item, the following master content will use its own layout. In the absence of a section break, the following master content will inherit the layout of the master content that precedes the Universal Content item. Due to a limitation, these rules behave differently with xpresso for Word and Microsoft Word Universal Content. See Microsoft Word Universal Content Limitations, page 166 and xpresso for Word Universal Content Limitations, page 177 for more information. The following list provides more details about the Start UC From option and the layout implications: Current Page This option places the Universal Content item within the flow of the master document at the sub-page level. By placing the content on the current page, xpression strips away all page-level formatting from the Universal Content item. Examples of page-level formatting are page breaks, section breaks, page numbers, columns, tables, and headers and footers. When using this option, xpression will not automatically enforce page breaks at the beginning and end of the Universal Content item. Character formatting in the original document (such as bold, italic, and font size) will be carried over and maintained in the master document. When using this option, some Universal Content options are not available, for example, Continue Master Layout and Retain Universal Content Numbering. See Current Page Limitations, page 160 for a list of limitations with this feature. Next Page Enforces a page break before the Universal Content item. Because this option start the Universal Content on a new page, you have the option to enforce the master document layout on the Universal Content item (thereby removing all page-level formatting) or preserve the Universal Content item page-level formatting. You can also choose to retain the page numbering in the Universal Content item or enforce the page numbering established in the master document. Even Page Enforces at least one page break before the Universal Content item, ensuring that the Universal Content starts on an even page. Because this option start the Universal Content on a new page, you have the option to enforce the master document layout on the Universal Content item (thereby removing all page-level formatting) or preserve the Universal Content item page-level formatting. You can also choose to retain the page numbering in the Universal Content item or enforce the page numbering established in the master document. Odd Page Enforces at least one page break before the Universal Content item, ensuring that the Universal Content starts on an odd page. Because this option start the Universal Content on a new page, you have the option to enforce the master document layout on the Universal Content item (thereby removing all page-level formatting) or preserve the Universal Content item page-level formatting. You can also choose to retain the page numbering in the Universal Content item or enforce the page numbering established in the master document. If you have master document content that follows an xpublish Universal Content item, the following content will inherit the layout of the Universal Content item. If you place a continuous section break at the end of the Universal Content item, the following master document will use its own layout. Note: UC features such as Even Page and Odd Page settings, page numbering, and inheriting page layout are not honored when previewing in xdesign with Microsoft Word or if previewing from xeditor. The published output is correct. If you use xeditor, it is suggested to apply the layout setting, such as header and footer, in a independent revision unit. If the header and footer are in same revision unit as the body content and the document is edited in xeditor, the layout may be incorrect in the output document. 159

160 Universal Content Current Page Limitations When merging Universal Content into columns in your master document, xpression will not merge the content into the flow of the document. xpression will first balance the master document content across the existing columns, then place the Universal Content underneath the master document content. In the following example, the red letters represent the master document content and the blue letters represent the Universal Content item. The sample on the left shows the content merging into the flow of the master document. The sample on the right shows the actual result of merging Universal Content into master document columns. Controlling Page Numbers This feature enables you to choose how to handle page numbering in your document with Universal Content. This option is only available if you chose to start your Universal Content on the Next Page, Even Page, or Odd Page. If you choose Current Page, all page-level formatting, including page numbers, is removed. When selected, the Universal Content Page Numbering option ensures that the Universal Content item keeps its original page numbering. If this option is not selected, the master document page numbering continues in the Universal Content item. If master document content follows the Universal Content item, you must place a Next Page Section Break in the master document content after the Universal Content item. This ensures that the master document content starts on a new page and that the page numbering will be correct. Without the Next Page Section Break, the master document content will appear on the same page as the Universal Content, which will result in inaccurate page numbering. The Retain Universal Content Page Numbering option will be available only if the Universal Content starts from a Next Page, Even Page, or Odd Page break. This feature is available when inserting Universal Content into your master document through the Content Item wizard or through the Microsoft Word editor. 160

161 Universal Content Note: If you are publishing to DOCX output, the Universal Content page numbering will not be retained in the output. xpression does not support Retain Universal Content Page Numbering for DOCX output. Controlling Tables of Content This feature enables you to add your Universal Content item to your master document table of contents. Depending on the type of Universal Content you are using, you can select: None The Universal Content item is not added to the table of contents. Single Entry A single entry will appear in the master document table of contents for the Universal Content item. When you use this option, you must specify the name of entry in the master document table of contents. You can type a name for the entry or select the Use Universal Content Definition Rule Name option to use the rule name as the text for the entry. Use Master Definition xpression will create entries in the master document table of contents for all styles specified in the master document table of contents definition. It will create entries for both the master document and the Universal Content item. For each Universal Content item entry that you want to appear in the master document table of contents, ensure that the style for that entry is defined in the master document table of contents definition. For example, if your master document table of contents definition uses the Heading1, Heading2, and Heading3 styles, then all instances of those styles in both the master document and Universal Content item will appear in the master document table of contents. Use UC Definition xpression will add the entries from your Universal Content item table of contents to your master document table of contents. xpression uses the table of contents definition defined in the Universal Content item to determine which styles and headings to add to the existing master document table of contents. For example, if your master document table of contents contains entries for the Heading1, Heading2, and Heading3 styles, and the Universal Content item table of contents contains entries for the Title and Chapter styles, all instances of Title and Chapter in the Universal Content item will be added as entries in the master document table of contents. Be aware of the following limitations: If you are publishing HTML output, the Universal Content table of contents will not be merged into the master document table of contents. Merging the Universal Content table of contents is not supported for HTML output. xpression ignores the table of contents in any Universal Content item inserted into a text box in the master document. PDF Bookmarks will not appear in your master document table of contents if you are previewing your output in xdesign using Word Preview. They will appear in your output, but are not merged into the master document during Word Preview. PDF Bookmarks in your Universal Content item are not merged into the PDF Bookmarks of the output PDF file. However, they will appear in your output in the master document table of contents. The table of contents will use the master document s TOC styles, not the TOC styles from the Universal Content. If the Universal Content contains more Table of contents levels than the 161

162 Universal Content master document, the additional levels will be published using the Universal Content style, not the master document style. The Table of Contents settings are not supported for HTML output. Controlling Page Range This option is only available for PDF and multi-page TIFF Universal Content. You can select specific pages for inclusion in the master document as Universal Content. xpression will not preserve bookmarks or form fields on PDF documents that use these options. To preserve bookmarks or form fields, you must insert all pages of the PDF document. Specific Pages To identify a specific page or several specific pages, separate the page numbers using a comma. For example, if you wanted to include pages 4 and 9 and exclude all other pages, you would type: 4,9. Page Range To identify a series of pages, type the first page number and last page number separated by a dash (-). For example, if you wanted to include pages 11 through 13, you would type: Last Page If you are unsure of the exact page number for the final page, you can use the question mark (?) to indicate the last page in the PDF. For example, if you wanted to select all pages from page 20 through the final page of the PDF, you would type: 20?. For example, if you wanted to select page 1 and 10, pages 3 through 6, and pages 15 through the final page, you would type: 1, 3 6, 10, 15?. Adding and Removing Universal Content Before you can place Universal Content in your document, you must first create a Universal Content Definition rule. Universal Content Definition rules make the content available to your master document. To add the Universal Content to your document, you can insert it from xdesign through the Content Item wizard, or insert it from the Microsoft Word editor. Note: It is recommended that Text Wrapping in tables be avoided in any document that may be used as Universal Content. Text Wrapping may result in content overlapping in the assembled document. To add universal content to your document, see Universal Content Definition Rules, page 91 for detailed steps on each type of universal content. To remove Universal Content, select the Universal Content in Microsoft Word and click Universal Content in the Remove group from the xpression tab. Universal Content Images This section does not include multi-page TIFF images. For multi-page TIFF Universal Content, see Universal Content Multi-page TIFF Images, page

163 Universal Content You can insert the following image formats as Universal Content: JPEG, PNG, GIF, BMP, and EPS. PDF and TIFF as single page images. You cannot create Universal Content for images through the Content Item wizard. You must add Universal Content images through the Microsoft Word editor. Image content will be inserted at the paragraph level, meaning that each Universal Content image will start a new paragraph. Your Universal Content images can be stored in the xpression Database (these are the images that are viewable from xadmin), Documentum repository, or network file system. Images do not contain page level features like page numbers, header and footers, tables of content, and page breaks, so xpression does not provide any options for controlling the layout, the page numbers, or the table of contents. The following table shows where you can use Universal Content images. Insertion Point Header/Footer Paragraph Boundary Inline in Paragraph Table Cell Text Box List Support Yes Yes Yes Yes Yes, but not supported for HTML output Yes Microsoft Word Documents As Universal Content You can insert.doc and.docx files of Microsoft Word 2003, 2007 and 2010 as Universal Content. Microsoft Word documents are considered static Universal Content and cannot contain variables that need to be resolved at runtime. xpresso for Word and xdesign documents are not considered static documents. To use xpresso for Word and xdesign Universal Content, see Universal Content xpresso for Word Documents, page 174 and Universal Content xdesign Documents, page 178. With Microsoft Word Universal Content you can control the layout, the handling of tables of content, and page numbering in the Universal Content item. For a list of general limitations, see Microsoft Word Universal Content Limitations, page 166. Note: If you want to insert Word 2013 documents as Universal Content, you must use Word 2013 as your authoring tool. The following options appear when placing or editing the properties of a Microsoft Word Universal Content item: Start UC From, page 164 Continue Master Layout, page 165 Retain Universal Content Page Numbering, page 165 TOC Definition, page

164 Universal Content The following table shows where you can use Microsoft Word Universal Content. Insertion Point Start From Support Header/Footer Paragraph Boundary Inline in Paragraph Table Cell Text Box List Current Page Next, Even, Odd page Current Page Next, Even, Odd page Current Page Next, Even, Odd page Current Page Next, Even, Odd page Current Page Next, Even, Odd page Current Page Next, Even, Odd page Yes No Yes Yes, will create new page Yes Yes, will create new page Yes No Yes not supported for HTML output No Yes Yes, will create new page Start UC From You can choose to start the Universal Content on the Current Page, the Next Page, the next Even Page, or the next Odd Page. See Controlling Placement and Layout, page 158 for more information and a list of general limitations. Current Page This option places the Universal Content item within the flow of the master document at the sub-page level. By placing the content on the current page, xpression strips away all page-level formatting from the Universal Content item. Examples of page-level formatting are page breaks, section breaks, page numbers, columns, tables, and headers and footers. When using this option, xpression will not automatically enforce page breaks at the beginning and end of the Universal Content item. Character formatting in the original document (such as bold, italic, and font size) will be carried over and maintained in the master document. When using this option, some Universal Content options are not available, for example, Continue Master Layout and Retain Universal Content Numbering. Next Page Enforces a page break before the Universal Content item. Because this option start the Universal Content on a new page, you have the option to enforce the master document layout on the Universal Content item (thereby removing all page-level formatting) or preserve the Universal Content item page-level formatting. You can also choose to retain the page numbering in the Universal Content item or enforce the page numbering established in the master document. Even Page Enforces at least one page break before the Universal Content item, ensuring that the Universal Content starts on an even page. Because this option start the Universal Content 164

165 Universal Content on a new page, you have the option to enforce the master document layout on the Universal Content item (thereby removing all page-level formatting) or preserve the Universal Content item page-level formatting. You can also choose to retain the page numbering in the Universal Content item or enforce the page numbering established in the master document. Odd Page Enforces at least one page break before the Universal Content item, ensuring that the Universal Content starts on an odd page. Because this option start the Universal Content on a new page, you have the option to enforce the master document layout on the Universal Content item (thereby removing all page-level formatting) or preserve the Universal Content item page-level formatting. You can also choose to retain the page numbering in the Universal Content item or enforce the page numbering established in the master document. Continue Master Layout Available if you chose to start your Universal Content on the Next Page, the next Even Page, or the next Odd Page. This option removes all page-level formatting from the Universal Content item and uses the layout from the master document. Examples of page-level formatting are page breaks, section breaks, page numbers, columns, tables, and headers and footers. For more information about the Next Page, Even Page, and Odd Page options, see Start UC From, page 164. See Controlling Placement and Layout, page 158 for more information and a list of general limitations. Retain Universal Content Page Numbering The Retain Universal Content Page Numbering option is only available if you chose to start your Universal Content on the Next Page, Even Page, or Odd Page. This page numbering option ensures that the Universal Content item keeps its original page numbering. If this option is not selected, the master document page numbering continues in the Universal Content item. When selected, the Retain Universal Content Page Numbering option ensures that the Universal Content item keeps its original page numbering. If this option is not selected, the master document page numbering continues in the Universal Content item. This feature is available when inserting Universal Content into your master document through the Content Item wizard or through the Microsoft Word editor. See Controlling Page Numbers, page 160 for more information and a list of general limitations. TOC Definition This option enables you to control how your Universal Content item is represented in the master document table of contents. For general information and limitations with Universal Content TOCs, see Controlling Tables of Content, page 161. You can select from the following options: None The Universal Content item is not added to the table of contents. Single Entry A single entry will appear in the master document table of contents for the Universal Content item. When you use this option, you must specify the name of the entry in the 165

166 Universal Content master document table of contents. You can type a name for the entry or select the Use Universal Content Definition Rule Name option to use the rule name as the text for the entry. Use Master Definition xpression will create entries in the master document table of contents for all styles specified in the master document table of contents definition. It will create entries for both the master document and the Universal Content item. For each Universal Content item entry that you want to appear in the master document table of contents, ensure that the style for that entry is defined in the master document table of contents definition. For example, if your master document table of contents definition uses the Heading1, Heading2, and Heading3 styles, then all instances of those styles in both the master document and Universal Content item will appear in the master document table of contents. For DOCX Universal Content, the items from a Universal Content table of contents will not appear in the master document table of contents when previewed through Microsoft Word in xdesign nor through preview in xeditor. However, the Universal Content table of contents will assemble and display correctly when published. Use UC Definition xpression will add the entries from your Universal Content item table of contents to your master document table of contents. xpression uses the table of contents definition defined in the Universal Content item to determine which styles and headings to add to the existing master document table of contents. For example, if your master document table of contents contains entries for the Heading1, Heading2, and Heading3 styles, and the Universal Content item table of contents contains entries for the Title and Chapter styles, all instances of Title and Chapter in the Universal Content item will be added as entries in the master document table of contents. Microsoft Word Universal Content Limitations Be aware of the following issues and limitations for Microsoft Word Universal Content. Word Doc and Word Docx-type universal content do not require that the same Word template be used in the master document and the universal content. Styles contained in the master document will appear in the xeditor style list. The styles that are only used in the Word Doc or Word Docx universal content appear in the xeditor style list with the prefix XPRSUEn, where n is a number. Each universal content document will have a number. Character styles used in the universal content will not appear in the xeditor style list. For example, all the styles associated with UniversalContent1, will be named with a prefix of XPRSUE1, and all the styles associated with UniversalContent2 will use a prefix of XPRSUE2. Heading 1 in the first document will be named XPRSUE1 Heading 1, and Heading 1 in the second document will be named XPRSUE2 Heading 1. When you have a multiple-level list in a universal content item, or in the master document, the list will show correctly in xeditor; however, you will not be able to tell which style was used in the list. If you need to add to the list in xeditor, the style may not be the same as was used in Word. xpresso for Word documents that will be used in xresponse can t include TIFF, PDF, or xindesign universal content references. Any table styles contained in Word Doc or Word Docx universal content will not appear in the table style list in xeditor. When master document content follows a Microsoft Word Universal Content item, xpression will ignore any section break placed at the end of the Microsoft Word Universal Content item. This 166

167 Universal Content means that you cannot place a section break in this location if you want to force the following master content to use its own layout. Because xpression ignores the section break in this instance, the following master content will use the layout from the preceding master document content item. If your Universal Content item is placed between master document content items, the following master content will not use its own layout. If you place a continuous section break at the end of the Universal Content item, the following master content will use the layout from the first (or leading) master document content item. When using the Microsoft Word editor to place Microsoft Word Universal Content within an existing master document paragraph, be aware that xpression will enforce a line break at the beginning and end of the Universal Content item in HTML and Web Archive output. However, if you place the Universal Content at the beginning or end of the master document paragraph, Universal Content will begin on the current line. xpression will not enforce the line breaks in the xdesign Microsoft Word editor. When using Universal Content, all end-of-line hyphenation will be lost in the Universal Content. Words will not break at the end of a line, but will appear on the next line if they cannot fit on the current line. Hyphenation will work normally for all other content in the document. Cross-references and bookmarks are not supported in Word Doc and Word Docx-type universal content items. Universal Content PDF Files You can insert PDF files as Universal Content. PDF files are considered static Universal Content. You cannot insert PDF files at the sub-page level. All PDF Universal Content will start and end at a page boundary. The following options appear when placing or editing the properties of a PDF Universal Content item: Start UC From, page 168 Retain Universal Content Page Numbering, page 168 TOC Definition, page 168 Page Range, page 169 Note: Hyperlinks in PDF Universal Content or external PDF documents do not take effect in the PDF output of the master document. The following table shows where you can use PDF Universal Content. Insertion Point Support Start From Header/Footer No Paragraph Boundary Yes, will create new page Next, Even, Odd page Inline in Paragraph Yes, will create new page Next, Even, Odd page Table Cell Text Box No No List Yes, will create new page Next, Even, Odd page 167

168 Universal Content Start UC From You can choose to start the Universal Content from the Next Page, the next Even Page, or the next Odd Page. See Controlling Placement and Layout, page 158 for more information and a list of general limitations. Next Page Enforces a page break before the Universal Content item. xpression preserves the Universal Content item page-level formatting. This option enables you to to retain the page numbering in the Universal Content item or enforce the page numbering established in the master document. Even Page Enforces at least one page break before the Universal Content item, ensuring that the Universal Content starts on an even page. xpression preserves the Universal Content item page-level formatting. This option enables you to to retain the page numbering in the Universal Content item or enforce the page numbering established in the master document. Odd Page Enforces at least one page break before the Universal Content item, ensuring that the Universal Content starts on an odd page. xpression preserves the Universal Content item page-level formatting. This option enables you to to retain the page numbering in the Universal Content item or enforce the page numbering established in the master document. Retain Universal Content Page Numbering This page numbering option ensures that the Universal Content item keeps its original page numbering. If this option is not selected, the master document page numbering continues in the Universal Content item. When selected, the Retain Universal Content Page Numbering option ensures that the Universal Content item keeps its original page numbering. If this option is not selected, the master document page numbering continues in the Universal Content item. See Controlling Page Numbers, page 160 for more information and a list of general limitations. This feature is available when inserting Universal Content into your master document through the Content Item wizard or through the Microsoft Word editor. TOC Definition This option enables you to control how your Universal Content item is represented in the master document table of contents. For general information and limitations with Universal Content TOCs, see Controlling Tables of Content, page 161. You can select from the following options: None The Universal Content item is not added to the table of contents. Single Entry A single entry will appear in the master document table of contents for the Universal Content item. When you use this option, you must specify the name of the entry in the master document table of contents. You can type a name for the entry or select the Use Universal Content Definition Rule Name option to use the rule name as the text for the entry. Use Master Definition It will create entries in the table of contents for both the master document and the PDF Bookmarks in the Universal Content item. Elements in the Universal 168

169 Universal Content Content will not be included in the master document table of contents in xeditor documents. Be aware of the limitations listed in note below. Use UC Definition xpression will create entries in the master document table of contents for all PDF Bookmarks specified in the master document. Elements in the Universal Content will not be included in the master document table of contents in xeditor documents. Be aware of the limitations listed in note below. Note: Be aware of the following limitations: PDF Bookmarks will not appear in your master document table of contents if you are previewing your output in xdesign using Word Preview. They will appear in your output, but are not merged into the master document during Word Preview. PDF Bookmarks in your Universal Content item are not merged into the PDF Bookmarks of the output PDF file. However, they will appear in your output in the master document table of contents. Page Range PDF Universal Content has an option named Page Range. It enables you to select specific pages and page ranges for inclusion in your master document as Universal Content. See Controlling Page Range, page 162 for more information. Specific Pages To identify a specific page or several specific pages, separate the page numbers using a comma. For example, if you wanted to include pages 4 and 9 and exclude all other pages, you would type: 4,9. Page Range To identify a series of pages, type the first page number and last page number separated by a dash (-). For example, if you wanted to include pages 11 through 13, you would type: Last Page If you are unsure of the exact page number for the final page, you can use the question mark (?) to indicate the last page in the PDF. For example, if you wanted to select all pages from page 20 through the final page of the PDF, you would type: 20?. For example, if you wanted to select page 1 and 10, pages 3 through 6, and pages 15 through the final page, you would type: 1, 3 6, 10, 15?. Universal Content Multi-page TIFF Images You can insert single page and multi-page TIFF files as Universal Content. TIFF files are considered static Universal Content. All standard TIFF compression algorithms are supported. External TIFF content is output on the specified page size. When the size of the external TIFF is greater than the specified page size the TIFF image is scaled with the original image aspect ratio preserved. When the external TIFF is less than the specified page size the TIFF image is aligned to the top-left corner of the page. Multi-page external TIFF files are converted to multiple pages for PDF/PS, AFP, and PCL output, and multiple images in HTML and WebArchive formats. External TIFF content is included in the total page count of the document. 169

170 Universal Content You cannot insert a multi-page TIFF files at the sub-page level. Multi-page TIFF Universal Content will start and end at a page boundary. Note: Be aware of the following issues with Multi-page TIFF Universal Content: (1) When the parent rule of a multi-page TIFF Universal Content item is set to Required for Assembly and the external TIFF cannot be found, xpression exits with an error and no output is produced. If the parent rule of the content group is not required and the external content cannot be found, output is produced and a warning is logged. (2) Be aware that large, TIFF images can cause a out of memory error when previewed or published. if you encounter this error, either increase the heap size of the Java EE server or reduce the size of the TIFF image. The following options appear when placing or editing the properties of a Multi-page TIFF Universal Content item: Start UC From, page 170 Retain Universal Content Page Numbering, page 171 TOC Definition, page 171 Page Range, page 171 The following table shows where you can use multi-page TIFF Universal Content. Insertion Point Start From Support Header/Footer Next, Even, Odd page No Paragraph Boundary Next, Even, Odd page Yes, will create new page Inline in Paragraph Next, Even, Odd page Yes, will create new page Table Cell Next, Even, Odd page No Text Box Next, Even, Odd page No List Next, Even, Odd page Yes, will create new page Start UC From You can choose to start the Universal Content from the Next Page, the next Even Page, or the next Odd Page. See Controlling Placement and Layout, page 158 for more information and a list of general limitations. Next Page Enforces a page break before the Universal Content item. xpression preserves the Universal Content item page-level formatting. This option enables you to retain the page numbering in the Universal Content item or enforce the page numbering established in the master document. Even Page Enforces at least one page break before the Universal Content item, ensuring that the Universal Content starts on an even page. xpression preserves the Universal Content item 170

171 Universal Content page-level formatting. This option enables you to retain the page numbering in the Universal Content item or enforce the page numbering established in the master document. Odd Page Enforces at least one page break before the Universal Content item, ensuring that the Universal Content starts on an odd page. xpression preserves the Universal Content item page-level formatting. This option enables you to retain the page numbering in the Universal Content item or enforce the page numbering established in the master document. Retain Universal Content Page Numbering This page numbering option ensures that the Universal Content item keeps its original page numbering. If this option is not selected, the master document page numbering continues in the Universal Content item. When selected, the Retain Universal Content Page Numbering option ensures that the Universal Content item keeps its original page numbering. If this option is not selected, the master document page numbering continues in the Universal Content item. This feature is available when inserting Universal Content into your master document through the Content Item wizard or through the Microsoft Word editor. See Controlling Page Numbers, page 160 for more information and a list of general limitations. TOC Definition This option enables you to control how your Universal Content item is represented in the master document table of contents. For general information and limitations with Universal Content TOCs, see Controlling Tables of Content, page 161. You can select from the following options: None The Universal Content item is not added to the table of contents. Single Entry A single entry will appear in the master document table of contents for the Universal Content item. When you use this option, you must specify the name of the entry in the master document table of contents. You can type a name for the entry or select the Use Universal Content Definition Rule Name option to use the rule name as the text for the entry. Page Range 171

172 Universal Content This option enables you to select specific pages and page ranges for inclusion in your master document as Universal Content. See Controlling Page Range, page 162 for more information. Specific Pages To identify a specific page or several specific pages, separate the page numbers using a comma. For example, if you wanted to include pages 4 and 9 and exclude all other pages, you would type: 4,9. Page Range To identify a series of pages, type the first page number and last page number separated by a dash (-). For example, if you wanted to include pages 11 through 13, you would type: Last Page If you are unsure of the exact page number for the final page, you can use the question mark (?) to indicate the last page in the PDF. For example, if you wanted to select all pages from page 20 through the final page of the PDF, you would type: 20?. For example, if you wanted to select page 1 and 10, pages 3 through 6, and pages 15 through the final page, you would type: 1, 3 6, 10, 15?. Universal Content xpresso for Adobe InDesign Documents You can insert publish ready xpresso for Adobe InDesign packages for inclusion in your master document as Universal Content. xpresso packages are considered dynamic documents because they can contain variables that need to be resolved at runtime. xpresso for InDesign packages can only be inserted at the page level. xpression will enforce a page break immediately before and after an xpresso for InDesign package. xpression pulls xpresso Universal Content from the xpression Database. The following options appear when placing or editing the properties of a Multi-page TIFF Universal Content item: Start UC From, page 173 Retain Universal Content Page Numbering, page 173 TOC Definition, page 174 The following table shows where you can use xpresso Universal Content. Insertion Point Start From xpresso InDesign Packages Header/Footer Paragraph Boundary Inline in Paragraph Current Page Next, Even, Odd page Current Page Next, Even, Odd page Current Page Next, Even, Odd page No No No Yes, will create new page No Yes, will create new page 172

173 Universal Content Insertion Point Start From xpresso InDesign Packages Table Cell Text Box List Current Page Next, Even, Odd page Current Page Next, Even, Odd page Current Page Next, Even, Odd page No No No No No Yes, will create new page Start UC From You can choose to start the Universal Content from the Next Page, the next Even Page, or the next Odd Page. See Controlling Placement and Layout, page 158 for more information and a list of general limitations. Next Page Enforces a page break before the Universal Content item. xpression preserves the Universal Content item page-level formatting. This option enables you to retain the page numbering in the Universal Content item or enforce the page numbering established in the master document. Even Page Enforces at least one page break before the Universal Content item, ensuring that the Universal Content starts on an even page. xpression preserves the Universal Content item page-level formatting. This option enables you to retain the page numbering in the Universal Content item or enforce the page numbering established in the master document. Odd Page Enforces at least one page break before the Universal Content item, ensuring that the Universal Content starts on an odd page. xpression preserves the Universal Content item page-level formatting. This option enables you to retain the page numbering in the Universal Content item or enforce the page numbering established in the master document. Retain Universal Content Page Numbering This page numbering option ensures that the Universal Content item keeps its original page numbering. If this option is not selected, the master document page numbering continues in the Universal Content item. When selected, the Retain Universal Content Page Numbering option ensures that the Universal Content item keeps its original page numbering. If this option is not selected, the master document page numbering continues in the Universal Content item. This feature is available when inserting Universal Content into your master document through the Content Item wizard or through the Microsoft Word editor. See Controlling Page Numbers, page 160 for more information and a list of general limitations. 173

174 Universal Content TOC Definition This option enables you to control how your Universal Content item is represented in the master document table of contents. For general information and limitations with Universal Content TOCs, see Controlling Tables of Content, page 161. You can select from the following options: None The Universal Content item is not added to the table of contents. Single Entry A single entry will appear in the master document table of contents for the Universal Content item. When you use this option, you must specify the name of the entry in the master document table of contents. You can type a name for the entry or select the Use Universal Content Definition Rule Name option to use the rule name as the text for the entry. Use Master Definition xpression will create entries in the master document table of contents for all styles specified in the master document table of contents definition. It will create entries for both the master document and the Universal Content item. For each Universal Content item entry that you want to appear in the master document table of contents, ensure that the style for that entry is defined in the master document table of contents definition. For example, if your master document table of contents definition uses the Heading1, Heading2, and Heading3 styles, then all instances of those styles in both the master document and Universal Content item will appear in the master document table of contents. Use Master Definition is not respected in documents intended for use in xeditor. Elements in the Universal Content will not be included in the master document table of contents in xeditor documents. Use UC Definition xpression will add the entries from your Universal Content item table of contents to your master document table of contents. xpression uses the table of contents definition defined in the Universal Content item to determine which styles and headings to add to the existing master document table of contents. For example, if your master document table of contents contains entries for the Heading1, Heading2, and Heading3 styles, and the Universal Content item table of contents contains entries for the Title and Chapter styles, all instances of Title and Chapter in the Universal Content item will be added as entries in the master document table of contents. Universal Content xpresso for Word Documents You can insert publish ready xpresso for Word packages for inclusion in your master document as Universal Content. xpresso packages are considered dynamic documents because they can contain variables that need to be resolved at runtime. xpresso for Word packages can be inserted at a sub-page level, including at a paragraph boundary, inline with in a paragraph, in a table cell, in a text box, or in a list. xpression pulls xpresso Universal Content from the xpression Database. For a list of limitations, see xpresso for Word Universal Content Limitations, page 177. The following options appear when placing or editing the properties of a Microsoft Word Universal Content item: Start UC From, page 175 Continue Master Layout, page

175 Universal Content Retain Universal Content Page Numbering, page 176 TOC Definition, page 177 The following table shows where you can use xpresso Universal Content. Insertion Point Start From xpresso Word Packages Header/Footer Paragraph Boundary Inline in Paragraph Table Cell Text Box List Current Page Next, Even, Odd page Current Page Next, Even, Odd page Current Page Next, Even, Odd page Current Page Next, Even, Odd page Current Page Next, Even, Odd page Current Page Next, Even, Odd page Yes No Yes Yes, will create new page Yes Yes, will create new page Yes No Yes not supported for HTML output No Yes Yes, will create new page Start UC From You can choose to start the Universal Content on the Current Page, the Next Page, the next Even Page, or the next Odd Page. See Controlling Placement and Layout, page 158 for more information and a list of general limitations. Current Page This option places the Universal Content item within the flow of the master document at the sub-page level. By placing the content on the current page, xpression strips away all page-level formatting from the Universal Content item. Examples of page-level formatting are page breaks, section breaks, page numbers, columns, tables, and headers and footers. When using this option, xpression will not automatically enforce page breaks at the beginning and end of the Universal Content item. Character formatting in the original document (such as bold, italic, and font size) will be carried over and maintained in the master document. When using this option, some Universal Content options are not available, for example, Continue Master Layout and Retain Universal Content Numbering. Next Page Enforces a page break before the Universal Content item. Because this option start the Universal Content on a new page, you have the option to enforce the master document layout on the Universal Content item (thereby removing all page-level formatting) or preserve the 175

176 Universal Content Universal Content item page-level formatting. You can also choose to retain the page numbering in the Universal Content item or enforce the page numbering established in the master document. Even Page Enforces at least one page break before the Universal Content item, ensuring that the Universal Content starts on an even page. Because this option start the Universal Content on a new page, you have the option to enforce the master document layout on the Universal Content item (thereby removing all page-level formatting) or preserve the Universal Content item page-level formatting. You can also choose to retain the page numbering in the Universal Content item or enforce the page numbering established in the master document. Odd Page Enforces at least one page break before the Universal Content item, ensuring that the Universal Content starts on an odd page. Because this option start the Universal Content on a new page, you have the option to enforce the master document layout on the Universal Content item (thereby removing all page-level formatting) or preserve the Universal Content item page-level formatting. You can also choose to retain the page numbering in the Universal Content item or enforce the page numbering established in the master document. Continue Master Layout Available if you chose to start your Universal Content on the Next Page, the next Even Page, or the next Odd Page. This option removes all page-level formatting from the Universal Content item and uses the layout from the master document. Examples of page-level formatting are page breaks, section breaks, page numbers, columns, tables, and headers and footers. For more information about the Next Page, Even Page, and Odd Page options, see Start UC From, page 175. See Controlling Placement and Layout, page 158 for more information and a list of general limitations. Retain Universal Content Page Numbering The Retain Universal Content Page Numbering option is only available if you chose to start your Universal Content on the Next Page, Even Page, or Odd Page. This page numbering option ensures that the Universal Content item keeps its original page numbering. If this option is not selected, the master document page numbering continues in the Universal Content item. When selected, the Retain Universal Content Page Numbering option ensures that the Universal Content item keeps its original page numbering. If this option is not selected, the master document page numbering continues in the Universal Content item. This feature is available when inserting Universal Content into your master document through the Content Item wizard or through the Microsoft Word editor. See Controlling Page Numbers, page 160 for more information and a list of general limitations. 176

177 Universal Content TOC Definition This option enables you to control how your Universal Content item is represented in the master document table of contents. For general information and limitations with Universal Content TOCs, see Controlling Tables of Content, page 161. You can select from the following options: None The Universal Content item is not added to the table of contents. Single Entry A single entry will appear in the master document table of contents for the Universal Content item. When you use this option, you must specify the name of the entry in the master document table of contents. You can type a name for the entry or select the Use Universal Content Definition Rule Name option to use the rule name as the text for the entry. Use Master Definition xpression will create entries in the master document table of contents for all styles specified in the master document table of contents definition. It will create entries for both the master document and the Universal Content item. For each Universal Content item entry that you want to appear in the master document table of contents, ensure that the style for that entry is defined in the master document table of contents definition. For example, if your master document table of contents definition uses the Heading1, Heading2, and Heading3 styles, then all instances of those styles in both the master document and Universal Content item will appear in the master document table of contents. Use Master Definition is not respected in documents intended for use in xeditor. Elements in the Universal Content will not be included in the master document table of contents in xeditor documents. Use UC Definition xpression will add the entries from your Universal Content item table of contents to your master document table of contents. xpression uses the table of contents definition defined in the Universal Content item to determine which styles and headings to add to the existing master document table of contents. For example, if your master document table of contents contains entries for the Heading1, Heading2, and Heading3 styles, and the Universal Content item table of contents contains entries for the Title and Chapter styles, all instances of Title and Chapter in the Universal Content item will be added as entries in the master document table of contents. xpresso for Word Universal Content Limitations Be aware of the following issues and limitations for xpresso for Word Universal Content: When using xword-type universal content in an xpresso for Word master document, both documents must use the same Microsoft Word template and style definitions. If they are not the same, the styles may not appear the same in xeditor as they do in xpresso for Word, and the styles in the template won t appear in the xeditor style list. When master document content follows an xpresso for Word Universal Content item, xpression will ignore any section break placed at the end of the xpresso for Word Universal Content item. This means that you cannot place a section break in this location if you want to force the following master content to use its own layout. Because xpression ignores the section break in this instance, the following master content will use the layout from the preceding master document content item. When using the Microsoft Word editor to place xpresso for Word Universal Content within an existing master document paragraph, be aware that xpression will enforce a line break at the beginning and end of the Universal Content item in HTML and Web Archive output. However, 177

178 Universal Content if you place the Universal Content at the beginning or end of the master document paragraph, Universal Content will begin on the current line. xpression will not enforce the line breaks in the xdesign Microsoft Word editor. When publishing xpresso for Word Universal Content in HTML output, any table of contents that is included in the Universal Content item will not appear in the HTML output. If your master xdesign document contains marker or recipient enabled content that appears after the Universal Content item, the Universal Content item will inherit the layout of the master document. Universal Content xdesign Documents You can insert xdesign documents in your master document as Universal Content. xdesign documents are considered dynamic documents because they can contain variables that need to be resolved at runtime. xpression pulls xdesign Universal Content from the xpression Database. The following options appear when placing or editing the properties of a Microsoft Word Universal Content item: Start UC From, page 178 Continue Master Layout, page 179 Retain Universal Content Page Numbering, page 179 TOC Definition, page 180 The following table shows where you can use xdesign Universal Content. Insertion Point Start From Support Header/Footer Next, Even, Odd page No Paragraph Boundary Next, Even, Odd page Yes, will create new page Inline in Paragraph Next, Even, Odd page Yes, will create new page Table Cell Next, Even, Odd page No Text Box Next, Even, Odd page No List Next, Even, Odd page Yes, will create new page Start UC From You can choose to start the Universal Content on the Current Page, the Next Page, the next Even Page, or the next Odd Page. See Controlling Placement and Layout, page 158 for more information and a list of general limitations. Current Page This option places the Universal Content item within the flow of the master document at the sub-page level. By placing the content on the current page, xpression strips away all page-level formatting from the Universal Content item. Examples of page-level formatting are page breaks, section breaks, page numbers, columns, tables, and headers and footers. When 178

179 Universal Content using this option, xpression will not automatically enforce page breaks at the beginning and end of the Universal Content item. Character formatting in the original document (such as bold, italic, and font size) will be carried over and maintained in the master document. When using this option, some Universal Content options are not available, for example, Continue Master Layout and Retain Universal Content Numbering. Next Page Enforces a page break before the Universal Content item. Because this option start the Universal Content on a new page, you have the option to enforce the master document layout on the Universal Content item (thereby removing all page-level formatting) or preserve the Universal Content item page-level formatting. You can also choose to retain the page numbering in the Universal Content item or enforce the page numbering established in the master document. Even Page Enforces at least one page break before the Universal Content item, ensuring that the Universal Content starts on an even page. Because this option start the Universal Content on a new page, you have the option to enforce the master document layout on the Universal Content item (thereby removing all page-level formatting) or preserve the Universal Content item page-level formatting. You can also choose to retain the page numbering in the Universal Content item or enforce the page numbering established in the master document. Odd Page Enforces at least one page break before the Universal Content item, ensuring that the Universal Content starts on an odd page. Because this option start the Universal Content on a new page, you have the option to enforce the master document layout on the Universal Content item (thereby removing all page-level formatting) or preserve the Universal Content item page-level formatting. You can also choose to retain the page numbering in the Universal Content item or enforce the page numbering established in the master document. Continue Master Layout Available if you chose to start your Universal Content on the Next Page, the next Even Page, or the next Odd Page. This option removes all page-level formatting from the Universal Content item and uses the layout from the master document. Examples of page-level formatting are page breaks, section breaks, page numbers, columns, tables, and headers and footers. For more information about the Next Page, Even Page, and Odd Page options, see Start UC From, page 178. See Controlling Placement and Layout, page 158 for more information and a list of general limitations. Retain Universal Content Page Numbering The Retain Universal Content Page Numbering option is only available if you chose to start your Universal Content on the Next Page, Even Page, or Odd Page. This page numbering option ensures that the Universal Content item keeps its original page numbering. If this option is not selected, the master document page numbering continues in the Universal Content item. When selected, the Retain Universal Content Page Numbering option ensures that the Universal Content item keeps its original page numbering. If this option is not selected, the master document page numbering continues in the Universal Content item. This feature is available when inserting Universal Content into your master document through the Content Item wizard or through the Microsoft Word editor. See Controlling Page Numbers, page 160 for more information and a list of general limitations. 179

180 Universal Content TOC Definition This option enables you to control how your Universal Content item is represented in the master document table of contents. For general information and limitations with Universal Content TOCs, see Controlling Tables of Content, page 161. You can select from the following options: None The Universal Content item is not added to the table of contents. Single Entry A single entry will appear in the master document table of contents for the Universal Content item. When you use this option, you must specify the name of the entry in the master document table of contents. You can type a name for the entry or select the Use Universal Content Definition Rule Name option to use the rule name as the text for the entry. Use Master Definition xpression will create entries in the master document table of contents for all styles specified in the master document table of contents definition. It will create entries for both the master document and the Universal Content item. For each Universal Content item entry that you want to appear in the master document table of contents, ensure that the style for that entry is defined in the master document table of contents definition. For example, if your master document table of contents definition uses the Heading1, Heading2, and Heading3 styles, then all instances of those styles in both the master document and Universal Content item will appear in the master document table of contents. Use Master Definition is not respected in documents intended for use in xeditor. Elements in the Universal Content will not be included in the master document table of contents in xeditor documents. Use UC Definition xpression will add the entries from your Universal Content item table of contents to your master document table of contents. xpression uses the table of contents definition defined in the Universal Content item to determine which styles and headings to add to the existing master document table of contents. For example, if your master document table of contents contains entries for the Heading1, Heading2, and Heading3 styles, and the Universal Content item table of contents contains entries for the Title and Chapter styles, all instances of Title and Chapter in the Universal Content item will be added as entries in the master document table of contents. Universal Content in PDF/UA Output You can design a PDF/UA document with xdesign. Refer to xpublish Output Processing Guide for more information on the PDF/UA output type. PDF/UA options such as alternate text and artifacts in universal content must be set in the referenced documents separately. In a PDF/UA output, whether universal content can be read by a PDF/UA conforming reader depends on the type of the universal content: Universal content of PDF files and TIFF files are outputted as artifacts automatically, and will not be read. Image universal content is treated as artifact by default. To make image universal content be read in the output, you must add alternate text for the image universal content. See Adding Alternate Text for Images, page 189 for how to add alternate text for images. 180

181 Universal Content Universal content of xpresso, xdesign, and Microsoft Word.docx documents will be read as they are. Universal content of Word.doc documents will be read except alternate text. 181

182 Universal Content 182

183 Using Images Chapter 9 Graphics enhance the appearance of content items, drawing more attention and interest than plain text. Images break up sections of text and make documents easier to read. Readers generally remember and pay more attention to text that is accompanied by graphics. xpression enables you to insert graphics into your documents. You can also insert precomposed documents into content items as graphic images. Many xpression users receive forms in compressed electronic formats. Because converting and migrating electronic forms into content items takes a lot of processor time, the ability to insert these files as images directly into documents becomes essential. You can insert documents sequentially into your content items, as you can with graphics files. However, xpression inserts document resources differently than image resources. You must insert a page break or page-breaking section break between each document you insert. If you don t place breaks between each inserted document, xpression assigns the same insertion point to each resource, and stacks the documents instead of placing them sequentially. Images do not have to be placed in the xpression database prior to placing them in your documents. Inserting an image into an xpublish document from Word simultaneously places the image in your xpression database, you just need to supply a name for the image. If you do not want your image to reside in the xpression database, you can use an xpublish external image reference to place a reference in your content item to an external image located on your desktop or network. For more information, see Inserting Images Using External Links, page 186. Managing Your xpublish Images xpublish documents allow you to insert images from a number of places and in a variety of ways: from a file, from the xpression database, as an external reference, and from an ECM system. Images can be imported to the xpression database through the Image Utility in xadmin or they can be automatically imported as you add them to your content. For information about the Image Utility, see the xadmin User Guide. You can also reference a pre-composed PDF document that is stored in a file or in the xpression database. For more information, see Inserting Images Using External Links, page 186. xpublish supports the resizing and rotation of images from Microsoft Word. For more information on using ECM images, refer to Using ECM Images, page 187. Caution: You may encounter performance issues if you attempt to import an image or precomposed document larger than 10 MB. 183

184 Using Images Image Support for xpublish xpression supports the following image types. File type File extensions or formats xpublish EPS.eps Flate zlib/zip GIF.gif Group 4 black and white images JPEG.jpeg,.jpg,.jfif,.jpe PCL.pcl PDF.pdf PNG.png TIFF.tif,.tiff Windows Bitmap.bmp Documentum Image Image from Documentum Docbase EPS format works only for AFP or PostScript. It does not work for Metacode, PCL, or PDF output. Copy/Paste is Not Supported for xpublish Images Placing images using Copy and Paste is not supported with xpublish. Always use the Insert Image button to add images to your xpublish document. This restriction applies whether the image is being pasted alone or as part of other content, including a paragraph or table. If a content item includes an image that has been improperly pasted, an Unable to parse content item error will result along with an indication that an image could not be found. This restriction applies to xpublish only. This restriction applies to copy and paste actions in Word only; content containing images can be copied and pasted in the xdesign tree view. Inserting Images Into Your Document You can insert images in a number of ways, depending on which composition engine you ve chosen for your document, and where the images reside. xpression does not support using Copy and Paste to place images in your xdesign document. Always use the functions described in this section to place images in your document: Inserting an xpublish Image From File, page 185 Inserting Images from the xpression Database, page

185 Using Images Inserting Images Using External Links, page 186 Using Printer Resident Images with xpublish, page 187 Inserting an ECM Image Reference, page 189 Importing and Inserting an ECM Image, page 188 Caution: If you insert an image into a content item, ensure that the image is not too wide for the page. If it is, xpression looks for the next page that is wide enough for the image. When it does not find a page that is sufficiently wide, it generates the following error: Fatal Composition Error. Runaway Page Ejects Caution: Logos and images may be lost when publishing documents created with earlier versions of xpression. This occurs when the logo or image is located in conjunction with a header or footer and when there is no recipient for the document. To avoid this condition, insert a section break (continuous) at the beginning of the content item containing the image or logo. Inserting an xpublish Image From File Use the xpression tab from the Word Ribbon to insert images. Note: The format style applied at the time an image is inserted carries over to a new line when you press Enter. Although this inheritance applies to the entire Word document or content item, it is particularly noticeable when you have inserted a tall image. To correct the spacing, reapply the style you want to use after the inserted image. Inserting Images from the xpression Database To insert images into your documents from the xpression database, complete the following steps: 1. Place your cursor at the position where you want to place the image. 2. In the Insert group of the xpression tab, click xpression Image. 3. In the Insert Image from Content Repository dialog box, select an image or document from the list. An image preview appears in the right pane. 4. Click Insert. The image appears in your content item. External Images xpublish documents enable you to embed a link to an image that resides either in the xpression database or in another location. When the document is assembled, the image is referenced, but not copied into either the xpression database or the document. 185

186 Using Images The first time xpression references an external image, it locates the image by either URL or path and, if necessary, converts it to a format suitable for the current output device. xpression caches the image by name and includes it in an intermediate format file called a DIF. Subsequent references to the image retrieve the converted form from the image cache and pass the reference to the DIF. This means that xpression converts the image once only, and only one copy of the image is stored in the DIF together with multiple references. Caution: If you intend to insert references to an external image using Universal Naming Convention (UNC) names to an image on a mapped drive or an image on a shared drive, you must ensure that you start your Windows application server with the.bat file supplied with the version of the application server you re running (for example, adminserver.bat with WebSphere 4.0.7). Do not start the server with the Windows Services tool. Additionally, the domain user must have appropriate permissions on all servers and in all folders referenced by the external image link. Inserting Images Using External Links With this procedure, you can link to an image on a remote resource. xpression does not support linking to images from HTTPS URLs. When supplying an external image path through a URL, use URL escape codes for special characters. For example, the SPACE character should be replaced with %20: instead of: image.jpg To Insert an External Image Reference Link 1. Position your cursor at the spot in the text where the image should be located. 2. In the Insert group of the xpression tab, click External Resource. The Insert External Image Link dialog box appears. 3. You must link to a data source field or a variable (supplied by a variable rule) that contains the image name and path, or you can supply the name and path in a text string. To specify the image name and path with a text string, select Text in the Type list, and type the name and path in the Text box. Alternatively, you can click Browse and select the image. Click Add to add the link to the External Link list. You can add additional image links to the list. When complete, click OK. To specify the image name and path through a data source field or variable, select Field/Variable in the Type list and click Choose Field. 4. The Replacement Fields dialog box appears. On this page you can select a field from your data source or choose a variable from a list. To select the image name and path from a field in your data source, select Customer data field and select your data source group and data source table from the lists. The Fields list populates with field names from the table you selected. Select a field from the list and click Insert. 186

187 Using Images To select the image name and path from a variable, select Variable. The Fields list populates with a list of available variables. Select a variable from the list and click Insert. 5. The Insert External Image Link page reappears with the variable or field name listed in the Field box. 6. Click Add to add the link to the External link list. You can add additional links to the External link list. 7. Click OK. xpression places a placeholder for the image link into the content item. The image placeholder can be sized and placed in the appropriate position in the content. Printer Resident Images Printer resident images are images that reside on the printer memory to enhance publishing performance. Production time decreases because xpression can obtain data from printer memory faster than it can from a local disk. Using Printer Resident Images with xpublish You do not have to perform any specific actions in xdesign to use printer resident images. Simply insert your images into your document and ensure that your image has been added to the xpression database. In xadmin you can map images on your printer to images in your xpression database through printer definitions. When the printer definition is used in an output profile, xpression will use these mappings to determine which images to load from the printer and which images to load from the xpression database. See the xadmin User Guide for more information. Using ECM Images xpublish enables you to use images stored within a Documentum or FileNet ECM system. If you are not using an ECM system, you can safely ignore this section. If you are using an ECM system, you can configure xpression to retrieve images from the ECM system. Before xpression can access your ECM system, your system administrator must complete the configuration steps described in the xpression Installation Guide in the FileNet or Documentum chapters. Once your systems are configured, you can use xdesign to add ECM images directly to your xpression documents. You can import the following image types: JPG PNG TIFF BMP 187

188 Using Images xpression provides you with two methods for placing ECM images into your xpression documents: you can import an ECM image into the xpression system or insert an ECM image reference into your xpression documents. When you import an ECM image into the xpression system, the image is inserted into your xpression document and stored in the xpression database. Once the image is saved in the xpression database, it is treated as a completely separate object from the original ECM image. Changes made to the imported image are not replicated on the ECM side. When you insert an ECM image reference into your xpression documents, the physical image is stored in the ECM system, not the xpression database. xpression stores only a reference to the image in the document. The image is retrieved from the ECM system each time the document is published, edited, or viewed. Changes made to the image in the ECM system will be replicated on the xpression side the next time the image is retrieved. You insert and import ECM images from the Import Image from ECM dialog box. Images pulled from an ECM system must contain only English characters in the image name. Note: Retrieval of content from Documentum by ObjectID or from FileNet by GUID is not currently supported. xpression references content by path and file name rather than by ID so, when using these ECM systems with xpression, it is necessary to ensure that file names are unique. Importing and Inserting an ECM Image To import an ECM image into the xpression database and insert the image into the template, complete the following steps: 1. Place your cursor at the position where you want to import the ECM image. 2. In the Insert group of the xpression tab, click ECM Image. xpression launches a wizard to guide you through the process of selecting an ECM image. 3. As the wizard appears, xpression attempts to access your ECM configuration. If xpression is unable to connect to your ECM system, review the steps configuration steps in the xpression Installation Guide in the FileNet or Documentum chapters. If configured correctly, the wizard appears and displays the image selection page. 4. Select the image from the image selection box. Navigate the folder structure to select the image to import. When you select an image, xpression displays a preview of the image in the image preview box. If the image file is large, it may take several seconds for the image to appear in the image box. 5. From the Import Options section, select Embed the image into the template. 6. Click Place. If the name of the image already exists in the xpression database, xpression will prompt you to change the name or overwrite the existing file. xpression retrieves the image from the ECM system and save it in the xpression database. The image appears in your content item and can now be treated as an xpression image. 188

189 Using Images Inserting an ECM Image Reference To insert an ECM image reference, complete the following steps: 1. Place your cursor at the position where you want to insert the ECM image reference. 2. In the Insert group of the xpression tab, click ECM Image. xpression launches a wizard to guide you through the process of selecting an ECM image. 3. As the wizard appears, xpression attempts to access your ECM configuration. If xpression is unable to connect to your ECM system, review the steps configuration steps in the xpression Installation Guide in the FileNet or Documentum chapters. If configured correctly, the wizard appears and displays the image selection page. 4. Select the image from the image selection box. Navigate the folder structure to select the image to import. When you select an image, xpression displays a preview of the image in the image preview box. If the image file is large, it may take several seconds for the image to appear in the image box. 5. From the Import Options section, ensure that Insert a reference to the image into the template is selected. 6. Click Place. Adding Alternate Text for Images You can generate a PDF/UA document with xpression. To enable the accessibility in a PDF/UA output, you can add alternate text for an image. Images that do not have alternate text are marked as artifacts automatically, and will not be read by conforming readers. See xpublish Output Processing Guide for detailed information about the PDF/UA output type. Note: If you set an image as a hyperlink, xdesign treats the image as a hyperlink and ignores the alternate text for the image. As a result, only the alternate text for the hyperlink is generated in the PDF/UA output. See Adding Alternate Text for Hyperlinks, page 218 for how to add alternate text for hyerlinks. To Add Alternate Text for an Image 1. Open your content item, and select the image to add alternate text for. 2. Click the Alternate Text button from the xpression tab of the Word Ribbon. The Edit Alternate Text dialog box appears. 3. Type the alternate text in the text box. The maximum length for alternate text is characters. For external images and Universal Content images, you can also add an variable in the alternate text by clicking Add Variables and specifying the variable in the Replacement Fields dialog box. To include special characters, see Escape Characters in Alternate Text, page Specify a language for your alternate text in the Alternate Text Language list. 5. Save your changes. To view the alternate text that you have set, open the Edit Alternate Text dialog box again. 189

190 Using Images Merging Images Inline with Text To place an image inline with your text, insert the image into a frame and set the frame to use text wrapping. Image Position Fixed position for images on page and text wrapping around images are not supported. Rotating xpublish Images in an xpression Document Only xpublish images can be rotated from within an xpression document. You won t be able to see the rotated image until you save the content item and return to xdesign. To Rotate an Image 1. Select the image you want to rotate. 2. Click Rotate Image from the xpression tab. 3. xpression will rotate your image in 90 clockwise increments with every click. It also inserts the appropriate image tag that xpublish needs to create the correct output. Do not use the image rotation tools available in Word. Resizing Images Once inserted, you can resize the image by selecting it and dragging the sizing handles or setting the size from Picture Properties. Under certain circumstances, Word displays reduced images as a plain black rectangle. If this occurs, try creating a smaller version of the image with your graphics application and use the smaller image instead. Caution: Modifying universal content images with the Size options Lock aspect ratio and Relative to original picture size, available from the Size option in the context (right-click) 190

191 Using Images menu or the Format ribbon, is not supported. If either of these options are applied to a universal content image it will be displayed as an empty frame. 191

192 Using Images 192

193 Working with Microsoft Word Chapter 10 This chapter discusses using Microsoft Word with xdesign. See the following topics: Configuring Microsoft Word, page 193 The Microsoft Word Template, page 195 Microsoft Styles and Why You Should Use Them, page 196 The xpression Tab, page 198 Special Microsoft Word Features, page 202 Page-Level Formatting, page 224 Paragraph-Level Formatting, page 236 Character-Level Formatting, page 259 Configuring Microsoft Word Before you can begin using Microsoft Word as your editor, complete the following configurations: Setting Up Security for Your Template, page 193 Setting the Microsoft Word Macro Security Level, page 194 Displaying Chinese Characters, page 194 About Digital Signatures and Templates, page 194 Changing the Default Paper Size for Content Items, page 194 Setting Up the Default Font, page 194 Setting Up Security for Your Template You can control which users have the authority to add or change styles in the template. To do this, change the network permissions for the folder the template resides in to Read Only. For more about your templates, see The Microsoft Word Template, page

194 Working with Microsoft Word Setting the Microsoft Word Macro Security Level xpression supports all available levels of macro security in Microsoft Word. Displaying Chinese Characters To display Chinese characters in xdesign on a non-chinese version of Windows, you must install the Windows Chinese language pack. Select Chinese for the locale and ensure that the Language for Non-Unicode programs option is set to Chinese (PRC). About Digital Signatures and Templates Word detects templates that do not have digital signatures. Independent vendors insert a signature to indicate that the macros in the template are virus-free. However, templates lose the signature when you change them in any way. Even if you do not change any macros, adding or modifying style definitions is enough to change the content of the template and delete the signature. You can sign one or more of your xpression templates, but you must repeat the digital signature process each time you modify a template. Changing the Default Paper Size for Content Items You can change the default paper size for your content items. If you commonly use a paper size other than the 8.5 X 11 inch Letter size, you can change the default paper size in the template from the Page Setup dialog box. To change the default paper size for content items: 1. Click the Page Layout tab. 2. In the Page Setup section, click the down-arrow to show the Page Setup dialog box. 3. Click the Paper tab. 4. Select the desired paper size. 5. At the bottom-left corner of the dialog box, click the Default button. 6. Confirm your change in the pop-up message by clicking Yes. 7. Close the dialog box. Setting Up the Default Font To set the default font for your content items: 1. Click the Home tab. 194

195 Working with Microsoft Word 2. In the Font section, click the down arrow to display the Font dialog box. 3. Select the font and font properties you want to use. 4. At the bottom-left corner of the dialog box, click the Default button. 5. Confirm your change in the pop-up message by clicking Yes. 6. Close the dialog box. The Microsoft Word Template Style definitions are stored in a Microsoft Word template. This template enables you to add styles and use them in any document that uses the same template. It also contains macros that allow xdesign to integrate with Microsoft Word. EMC Document Sciences supplies several sample templates. Sharing the same style template across different documents enables you to ensure your documents all have the same look and feel. If you decide to use different templates for different documents, make sure that you use the template EMC Document Sciences provides to create your new templates. Simply make a copy of an EMC Document Sciences template, save it to a new location, and then make your changes. We strongly encourage you to use the Microsoft Word Organizer utility to add the user-defined styles from your template to the xpression Design Word template, rather than copy the xpression Design styles, toolbars, and macro project items into your custom templates. This approach is simpler and less error-prone. You can rename the xpression Design templates after you finish copying your styles. The Organizer is accessed from the Template group on the Developers tab. Refer to your Microsoft documentation for instructions on showing the Developers tab, which is not shown by default. Microsoft Word 2010 and 2013 support both DOT and DOTM formats. However, xpression only supports the DOTM templates that are provided in the \Template folder by default. To use the templates (including both DOT and DOTM formats) that you created before, you must upgrade them first. See xpression Upgrade Guide for information on how to upgrade your templates. See the following topics: Sharing Templates on Your Network, page 195 What Are All Those Files in My Template Directory?, page 196 Sharing Templates on Your Network Make sure you store your templates in a folder on your network where they can be accessed by every user. Templates with the DOTM extension that are shared on a network should always be set as Read Only. xdesign does not provide a warning when a Read Only DOTM template is opened, but will warn the user if the template is changed upon closing. In this case, the template will not be updated, but the xdesign content will be. 195

196 Working with Microsoft Word What Are All Those Files in My Template Directory? In general, xdesign users create their own templates for use with xdesign, but EMC Document Sciences provides several templates that should be used as the starting point for custom templates, or as-is if desired. xdesign provides the following templates: LetterSamplesWordTemplate.dotm xpressionwordtemplate.dotm Microsoft Styles and Why You Should Use Them Styles enable you to apply more than one formatting action at a time, and they enable you to maintain consistent formatting throughout your documents. You can save styles to a template and use them with many documents. Microsoft Word uses two types of styles: Paragraph styles and Character styles. Paragraph styles apply to the paragraph as a whole, character styles apply only to selected text. Using styles makes it easy to apply global formatting changes. If you apply direct formatting to a document and later decide to change the formatting, you need to revise each instance of direct formatting manually. Styles allow you to change something in every place it appears at one time. You can save styles to a template and use them with many documents. Always add new Word styles to the xdesign document template. This ensures consistent formatting across your documents. Each time you open a content item, Design performs a document-wide style update based on the style definitions in the template. Automatic updates guarantee that styles used in multiple content items share the same definition. As you decide how to design your document, try to handle most layout functions with styles. For example, a signature line in a letter. The signature line usually contains more space above it than the other lines. Instead of adding carriage returns to move the signature line down, use the Space Above option to automatically add the correct amount of space above the line. Note: xpression makes use of several special Microsoft Word styles that enable xpression to implement different features. These names of these styles start with the letters DSC. Do not select any of these styles for use in your document. Creating a New Style To create new Paragraph or Character styles: 1. Click the Home tab, click the down-arrow in the Styles section, and click the New Style button at the bottom of the pane. 2. Use the options on this page to configure your new style. See Character-Level Formatting, page 259 for a complete list of supported functionality. This page contains the following options to help you configure your style. 196

197 Working with Microsoft Word Element Name Style Type Style Based on Style for following paragraph Automatically update OK Cancel Format Description The name of the style. Use alphanumeric characters (A-Z and 0-9) only. Spaces, underscores, and other symbols are removed when the template is processed. Select either Paragraph or Character style. This option fills in the formatting attributes of another style. This option is most useful when you need to create a new style that has similarities to an existing style. Define which style you want to automatically appear after your new style. Select this check box if you want your direct formatting actions in Word to automatically change your style definitions. For example, if your style specifies a 12 point font, and you use direct formatting to change the point size to 10, Microsoft Word automatically changes the style definition to 10. It is recommended that you do not use this feature. Accepts the style changes you made. Cancels all style changes you made. This button accesses all the formatting features you can apply to text. The available categories are: Font, Paragraph, Tabs, Border, Language, Frames, and Numbering. Note: To access the style organizer, click the Office button, click Word Options, select Add-Ins, choose Templates from the Manage list, click Go, and then click Organizer on the Templates tab. Modifying a Style You can modify individual elements of an existing style. Caution: 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 for the name. Spaces, underscores, punctuation marks, and other symbols are removed when the template is processed. To modify a style: 1. Click the Home tab and click the down-arrow in the Styles section. 2. Select the style name from the styles list, click the down arrow, and then click Modify. 3. Change any of the style attributes, except Style type, that you need to change. 197

198 Working with Microsoft Word Deleting a Style To delete a style: 1. Click the Home tab and click the down-arrow in the Styles section. 2. Select the style name from the styles list, click the down arrow, and then click Delete <StyleName> where <StyleName> is the name of the style you want to delete. 3. Microsoft Word prompts you to confirm the removal of the style, click Yes. Adding Styles to a Template You can add styles to your template while working within your content item as shown in Creating a New Style, page 196, or you can add them to your template directly. You can add the styles to your template directly in two ways: by importing styles from another template, or by opening the template in Microsoft Word and adding them from the main style screen the same way you add them from within a content item. Note: Update styles in the template by opening the template from Microsoft Word. Do not attempt to open the style template by double-clicking it from Windows Explorer, as it will result in the following error: 5151 Error in SaveHTMLTemplate macro To import styles from another template: 1. On the Developer tab, click Document Template, and then click Organizer. Styles are organized on the Styles tab. The Developer tab is not available by default. Refer to your Microsoft Word documentation for instructions on showing the Developer tab. 2. Click Organizer. 3. Ensure that your source template is selected on the left side of the screen in the Styles available in list box. This is the template that contains the styles you want to import into another template. 4. Click Choose file on the right side of the screen and select the target template. This is the template where you want to add styles. 5. Select the styles you want to import from the left list box and click Copy. 6. Click Close. The xpression Tab The xpression functions are available from the xpression tab on the Word Ribbon. The xpression tab has the following buttons. Table 1. The xpression buttons on the Word Ribbon Group Button Description File Save and Close Saves and closes the content item. 198

199 Working with Microsoft Word Group Button Description Insert Replacement Field xpression Image Local Image ECM Image Places replacement fields into content items. At assembly time, xdesign inserts the variable data from a rule or your customer data source into the content item. For more information on this feature, see Replacement Fields, page 263. Places images from the xpression database into your content item. For more information on this feature, see Managing Your xpublish Images, page 183. Opens the Insert Picture dialog box, which enables you to select a picture file from your file system. Enables you to select an image from the ECM system to insert into the document. This button is available if you have configured xpression to access the Documentum DocBase. You can insert references to images stored in DocBase, or import Documentum images to the xpression database. External Resource Retrieval of content from Documentum by ObjectID or from FileNet by GUID is not supported. xpression references content by path and file name rather than by ID. When using these ECM systems with xpression, ensure that file names are unique. Places a link to an image stored in another location into the content item in an xpublish job. For more information, see Inserting Images Into Your Document, page

200 Working with Microsoft Word Group Button Description Editing Alternate Text Universal Content Chart xpublish Command Rotate Image Format replacement field Edit Chart Edit Chart Data Mark Paragraph for Merge Enables you to insert and edit alternate text for your selected image, hyperlink, or chart. Opens the Universal Content Definition Options dialog box, which enables you to select a universal content item for inclusion in the document. Opens the xpression Chart Wizard where you can configure a template for your chart. The chart functions are available only in content contained in a Chart rule. Opens the xpublish Customized Commands dialog box, which enables you to insert an xpublish command into the document. Enables you to rotate images in 90 clockwise increments. Enables you to define the format of replacement fields. For more information, see Formatting Replacements, page 269. Enables you to edit an existing chart template in your content item. The chart functions are available only in content contained in a Chart rule. Enables you to edit the chart data for an existing chart in your content item. The chart functions are available only in content contained in a Chart rule. Enables you to merge multiple, contiguous paragraphs within the document into one paragraph. For more information, see Merging Paragraphs Across Content Items, page

201 Working with Microsoft Word Group Button Description Remove Paragraph Mark Paragraph for Merge (no space) Edit Form Field Properties Universal Content xpublish Command Mark as Artifact Remove Artifact Previous Artifact Next Artifact Highlight All Artifacts Similar to the Mark Paragraph for Merge option, but it performs the merge without adding a space between the marked items when you are working with an xpublish job. Enables you to specify the name and tooltip text for form fields. For detailed instructions, see Adding Tooltip Text for Form Fields, page 215. Removes the selected universal content. You must select the universal content first. Opens the Remove xpublish Command dialog box, from which you can remove any xpublish commands that have been added to the document. Enables you to set selected paragraphs as artifacts in the PDF/UA output. For more information on how to set artifacts, see Setting Paragraphs as Artifacts, page 280. Enables you to remove the artifact settings from your selected paragraphs. See Removing Artifact Settings, page 281 for more information. Enables you to view the previous artifact paragraph. See Viewing Artifacts, page 281 for more information. Enables you to view the next artifact paragraph. See Viewing Artifacts, page 281 for more information. Enables you to highlight all the artifact paragraphs in the current content item. See Viewing Artifacts, page 281 for more information. Help Help Provides task-specific help for content-design functions. 201

202 Working with Microsoft Word If you have a shared Word template that is used for both xpublish and Compuset documents in xdesign and update the template through an xpublish Word edit session, all xpression Add-Ins disappear from the template in the CompuSet documents. The same issue occurs the other way around. If you update the template through a Word edit session in a CompuSet document, all xpression Add-Ins disappear from the template in the xpublish documents. To resolve this issue, it is recommended that you maintain one template for Compuset documents and one for xpublish documents. Caution: Do not use the Windows Close button to close Microsoft Word; otherwise, your work might be lost. Use the Save and Close button on the xpression tab to close Microsoft Word. Special Microsoft Word Features xpression supports the following special Word features: Indexing, page 202 Text Boxes/Frames, page 205 Color, page 206 Cross-References, page 206 Tables of Content for xpublish, page 208 PDF Bookmarks, page 211 Form Controls, page 212 Hyperlinks, page 217 Merging Paragraphs Across Content Items, page 219 Protecting Content, page 220 Protecting Content, page 220 Horizontal and Vertical Rules, page 223 Indexing xpression supports the use of Microsoft Word indexing in your documents. An index lists the terms and topics discussed in a document, along with the pages they appear on. To create an index, you mark the index entries in your document and then build the index. An index entry is a field code that marks specific text for inclusion in an index. When you mark text as an index entry, Microsoft Word inserts an XE (Index Entry) field formatted as hidden text. Indexing in Microsoft Word is a Microsoft feature. See the Microsoft Word documentation to learn how to build your index. xpression enhances Microsoft Word indexing by enabling you to create index headings appear outside of the page body and identify a range of topics and terms that are discussed on the page. This section contains information about how xpression supports Microsoft Word indexing, which options are/are not supported, and instructions on how to use the xpression IndexHeading feature. 202

203 Working with Microsoft Word Note: Be aware of the following limitations: xpression does not support indexing for HTML output. Indexing is not supported for CompuSet documents. Microsoft Word Indexing Options To access the Microsoft Word indexing feature, click the Insert menu, point to Reference, and select Index and Tables. The Index tab contains all the settings for Microsoft Word indexing. The Index tab contains the following options. Feature Type Columns Language Right align page numbers Tab leader xpublish Both Indented and Run-In are supported Auto is not supported Only English supported See Note below. Only dotted line (....) is supported. Formats See Note below. Only From Template supported Mark Entry See options in Mark Entry, page 204. AutoMark Modify Index 1 through 9 are supported. You can customize the index styles but you must add the modified style to the template. Note: If you edit an existing Index, the Right align page numbers checkbox will be cleared, even if you previously selected it. If you want to use this feature, you must re-select it each time you edit the Index. The Tab Leader setting cannot be passed to xeditor. The xeditor user must reset the index and apply the desired Tab Leader setting for any document that uses tab leaders in indexes. Index Switches Microsoft Word provides many switches that can be added to your INDEX field, but xpression only supports the following two switches: \f This is the identifier switch. It generates an index that includes only entries marked with XE fields. \h This is the heading switch. It inserts headings between alphabetic groups in the index. See the Microsoft Word documentation or Help file for complete information on the application of these switches. 203

204 Working with Microsoft Word Mark Entry To access these options, click the Mark Entry button. Feature Main Entry Subentry Options Page number format Not supported Not supported xpublish Only support Current Page and Cross-reference Not supported IndexHeading An index heading is a heading that identifies the alphabetical range of topics or terms that appear on a page. For example: ASCII - Code Page The ability to add an index heading is an xpression feature created to enhance the Microsoft Word indexing feature for xpression documents. Index headings are specified on the first page of the index by inserting the xpression IndexHeading command into a text box. When published, the IndexHeading will be centered vertically on the right edge of the page. IndexHeading only supports the English language. Defining an Index Heading To define an index heading, open the content item that contains your index. Navigate to the first page and complete the following steps: 1. Place your cursor anywhere on the first page of the index. 2. Insert a text box. Access the Text Box menu on the Insert tab and choose Draw Textbox. 3. Press Esc to remove the drawing area. 4. With your mouse, drag and click to create the text box. You can create the text box anywhere on the page. Your placement of the text box will not affect the placement of the index heading. The index heading will always be centered vertically on the right edge of the page. 5. Right-click the border of the text box and select Format Text box. 6. xdesign does not support text boxes in Microsoft Word, so we need to convert the text box to a frame. Click the Text Box tab and then click Convert to Frame. 7. Click OK when Microsoft Word displays a pop-up message. 8. With your frame in place, you can now insert the IndexHeading command. Place your cursor in the frame and click xpublish Command from the Insert group of the xpression tab. 9. Select Index Heading and click OK. 204

205 Working with Microsoft Word 10. The Insert xpublish Customized Command window appears. In the Index Heading Type list, select the type of index heading you want to create. You can choose: Alphabetical Creates an index heading that identifies the alphabetical range of the index entries on the current page using letters. For example: (A F). Content Creates an index heading that identifies the alphabetical range of the index entries on the current page using the first and last entry. For example: (Anderson Foley). 11. The Separator box enables you to define the character or group of characters that will separate the index terms in the index heading. By default, xpression uses a dash (-) character. To change the separator, simply change the text in the box. 12. The Heading Location section enables you define how the index heading is handled on odd and even pages. You can choose: Fixed This option keeps the index heading on the right side of the page for both odd and even pages. Mirrored This option ensures that the index heading will appear on the outside edge of the page, not the inside edge. It will appear on the left side of the page for even numbered pages and on the right side of the page for odd numbered pages. 13. Click OK when finished. 14. xpression places hidden text in your frame along with the IndexHeading replacement field: {DSC_INDEXHEADING}. 15. Any formatting that you apply directly to the replacement text (for example, font size, bold, italics, etc) will have no affect on the index heading. The heading is always white text on a black background. Text Boxes/Frames xpublish does not directly support text boxes, but does support text boxes that have been converted to frames. Text boxes or frames can be placed at a fixed position on your page and body text can be set to flow around the text box or frame. Frames are not supported in HTML output. Note: Microsoft Word 2010 and 2013 do not support converting text boxes to frames. You must insert frames directly. Text boxes must follow a paragraph in a text piece of xdesign. Otherwise, the output via Batch may be incorrect. To insert a text box and convert it to a frame: 1. Click the Insert tab, from the Text group click Text Box, and select Draw Text box. 2. Draw the text box by clicking at the starting point and dragging the mouse to draw the box to the desired height and width. Do not place the text box inside the Microsoft Word drawing canvas that automatically appears on the page. Simply draw the text outside of the canvas and the canvas will disappear. 3. Right-click the newly drawn text box and choose Format Text Box. 205

206 Working with Microsoft Word 4. Click Convert to Frame and click OK on the pop-up box. Text Box/Frame Options To view the Frame options, right-click an existing text box that was converted to a frame, and click Format Frame. The Layout tab enables you to define the alignment and text wrapping style. The Format Frame properties contain the following options. Feature Text Wrapping Size: Width and Height Horizontal Position Vertical Position Move with text Lock anchor xpublish Exactly is supported. Supports integer values. Left, right, center, inside, outside are not supported. Supports integer values. Top, bottom, center, inside, outside are not supported. Text direction is supported for frames. The text direction options are available when you click the frame, click the Format menu, and select Text Direction. Text boxes are not supported but can be converted to frames, see Text Boxes/Frames, page 205. Text direction should be applied after converting the text box to a frame. You can also apply borders and shading to a frame. For shading, xpublish only supports Fill Color. For borders, see Borders and Shading, page 244. Variable replacement in frames is supported. Images, both external and from the xpression database, are supported in frames. Color xpublish provides the ability to select an arbitrary color for use in text, rules, and other compositional elements. It supports RGB color, which is explicitly set in Word. Note: You cannot modify the page color using the Page Color option of the Page Layout tab in Microsoft Word in your xdesign documents. Cross-References xpublish documents can include cross-references to content contained in the same text piece, or in a different text piece. To accomplish this, xdesign has its own cross-reference functionality built in 206

207 Working with Microsoft Word to Word. xdesign cross-references contain only the page number of the destination content, no other text can be contained within the reference. Cross-references are supported only for the following paginated output types: PDF, PostScript, AFP, and PCL. Since only page number cross-references are currently supported, non-paginated output (HTML and Text) cannot contain cross-references. Hyperlinked cross-references are only supported for PDF output. xdesign uses bookmarks to create cross-references. You can create duplicate bookmarks with the same name while designing the document, however during publishing, only one bookmark with a specific name is allowed. You must ensure that only one content piece containing the bookmark name qualifies for selection. If xpression encounters a duplicate bookmark name during publishing, the first bookmark encountered in always used, with no regard to whether it appears in a master document or a subdocument. If a bookmark is missing, the cross-references will appear empty in the output, and an error message will appear in the publish log. For more information, see Creating a Bookmark, page 207. Cross-references are generally supported across master documents and their subdocuments or universal content. However, because InDesign uses a different mechanism for cross-references than Word uses, cross-references that appear in xpresso for Adobe InDesign subdocuments or universal content may not resolve correctly. You don t have to create the bookmarks before you create the cross-reference. However, you will need to know the exact name of the bookmark, as you will type it in when you create the cross-reference. Therefore, it is important that bookmark names are readily available when cross-references are created. For more information, see Creating a Cross-Reference, page 208. Creating a Bookmark Bookmarks are used by xpression to locate the destination text for a cross-reference. A bookmark does not need to exist before a cross-reference is created; however, one (and only one) must exist during publishing. To create a bookmark: 1. Select the destination text. 2. Click the Insert tab on the Word Ribbon, and click Bookmark. 3. Type the name of the bookmark. Bookmark names can be a maximum of 40 characters and cannot contains spaces; underscores are supported. You will need to know the exact bookmark name when you create your cross-reference. There will not be a list to choose from, you will have to type it in. 4. Click Add. 207

208 Working with Microsoft Word Creating a Cross-Reference An xdesign cross-reference refers to a destination defined by a bookmark. The bookmark does not need to exist before the cross-reference is created; however you will need to know the name of the bookmark that will be associated with the destination text. To create a cross-reference 1. Place your cursor in the document in the location where you want the cross-reference to appear. 2. Click the Insert tab on the Word Ribbon, and click Cross-reference. 3. Type the name of the bookmark to which you want this cross-reference to refer. The name you type here must match the name of the bookmark that identifies the destination. 4. Select the Hyperlink check box if you want the cross-reference to appear as a hyperlink in PDF output. This option is only supported for PDF output, and will be ignored for other output types. 5. Click OK. Tables of Content for xpublish xpublish documents can include a table of contents using some of the basic Word TOC functions. A table of contents can be defined in just one of your content items and it will be applied to the entire document. You should be very careful if you define more than one table of contents for your document. Depending on which table of contents content qualifies to be included in the document, that table of contents definition and its style will be applied to your output, which may not by necessarily what you may have wanted. If you define the table of contents in content that does not qualify for inclusion in the document, your table of contents will not appear in the finished product. Make sure that wherever you place the table of contents, that content will qualify in whatever output you need it to appear. When cache is enabled, the fonts of TOC entries might be different for various customer data records. Ensure that the font for TOC entries is the same as the default font of headings or outline paragraphs. The field codes associated with a table of contents entry are normally hidden text. To turn on or off the display of the field codes, click the Show/Hide button on the Paragraph group of the Home tab. There are two ways to insert a Table of Contents in xpublish Word text: using the Index and Tables dialog box settings, and manually defining your field codes from the Field dialog box. Table of Contents Options To access the Table of Contents options click the References tab, in the Table of Contents group click Table of Contents, and select Insert Table of Contents. Feature Show page numbers Right align page numbers xpublish 208

209 Working with Microsoft Word Feature Tab leader User hyperlinks instead of page numbers Formats Show levels Options: Outline Levels Options: Table entry fields Modify button xpublish See Tab Leader Support, page 209 Not supported Only From template is supported Only levels 1-2 are supported Not supported Not supported Not supported Tab Leader Support The Tab Leader option is supported for your table of contents, however, the None option can only apply to TOC entries that reference items that reside in the same content item that contains the TOC. If the TOC entry references an item that exists in a different content item, the Tab Leader will always appear for those TOC entries. Inserting a Table of Contents To insert a Table of Contents for an xpublish document: 1. Position the cursor where you want to insert the TOC in your content. 2. Click the References tab, from the Table of Contents group click Table of Contents, and select Insert Table of Contents. 3. Click the Table of Contents tab. 4. By default, Microsoft Word enables you to create a three-level table of contents based on Headings 1-3. You can accept this table of contents, or specify a different set of styles to base your table of contents on. To specify different styles, click Options and define the new styles. 5. Click OK as many times as necessary to back out of the dialogs you have open and insert the table of contents. Building Your Own Table of Contents You can bypass Word s automatic table of contents functionality and assemble your own using TC and TOC field codes. The TC field code defines the text and page numbers for entries in a table of contents and in lists of tables, figures, and similar contents. Insert a TC field immediately before the text you want to include in the contents. The TOC field collects entries for a table of contents using heading levels, specified styles, or entries specified by your TC fields. xpublish supports the ability to 209

210 Working with Microsoft Word insert a Table of Contents from the field level and manually set up your TOC switches. The following list identifies which switches xpression supports and which it does not. \f Builds a table from TC fields. If EntryIdentifier is specified, the table is built only from TC fields with the same identifier (typically a letter). For example, { TOC \f t } builds a table of contents from TC fields such as { TC "Entry Text" \f t }. \h \l \n Not supported Not supported Omits page numbers from the table of contents. Page numbers are omitted from all levels unless a range of entry levels is specified. For example, {TOC \n 3-4} omits page numbers from levels 3 and 4. Remove this switch if you want to include the page numbers. \o \t Builds a table of contents from paragraphs formatted with built-in heading styles (in Word that will be the Heading 1 through Heading 9 styles). If you want to display only the first three levels of those styles your field would look like this: {TOC \o "1-3"}. If no heading range is specified, all built-in heading levels used in the document are listed. The range number must be enclosed in quotes. Builds a table of contents from paragraphs formatted with styles other than the built-in heading styles. For example, {TOC \t "chaptertitle,1,chapterhead,2"} builds a table of contents from paragraphs formatted with the styles "chaptertitle" and "chapterhead." The number after each style name indicates the table of contents entry level that corresponds to that style. Text that you select as paragraph level TOC entries can t be formatted in columns. Do not use this switch when creating content for DOCX output. Custom styles are not supported for DOCX output; use built-in Microsoft Word styles only for documents with DOCX output. \u \z Builds a table of contents by using the applied paragraph outline level. Not supported xpression does not support switches for TC fields. Inserting a Table of Contents with TC and TOC Field Codes To insert a Table of Contents at the field level: 1. Position the cursor where you want to insert the TOC in your content. 2. Click the Insert tab, from the Text group click Quick Parts, and select Field. 210

211 Working with Microsoft Word 3. Select Index and Tables in the Categories list. 4. Select TOC in the Field names list. 5. To manually specify the switches you want to use in your TOC, click Field Codes. xpression displays the switches that have been specified for the TOC in the Field codes box. The Options button also becomes available. 6. Click Options to open the Field Options dialog box. From this page you can select each of the switches you want to use and add them by clicking Add to Field. When a switch is added, it appears in the edit box. In the edit box you can type any parameters you want to use for that switch. When you have added all your switches and parameters, click OK and view the results in the Field codes edit box. 7. Click OK again and the TOC you designed appears in the document. You can use the Toggle Field Codes command in the shortcut menu to switch back and forth between viewing the field code or the result. Table of Contents with Entries from Separate Content Items When your table of contents resides in a separate content item from the content items that make up the entries in your table of contents, you must perform the following steps: 1. Open the content item that you want to use for your table of contents. 2. In order to create a table of contents, we need to add text to the content item so that Microsoft Word can create an initial table of contents using just the styles from this content item. Create a few paragraphs of temporary text that uses the same styles you want to base your final table of contents on. 3. Create the table of contents. 4. Delete the temporary text, but leave the table of contents intact. 5. Close the content item. Microsoft Word will generate an error message stating that the entries are not defined for the TOC. This is okay, since the entries that will make up the table of contents are defined in other content items (and styled with the appropriate styles). When your content items are assembled and published, the table of contents will be recreated based on all of your content items. PDF Bookmarks You can enable PDF bookmarks for your xpublish documents. PDF bookmarks appear in the left pane and enable users to jump to different sections in a document. Each Microsoft Word paragraph style has an outline level setting. xpression uses this setting to determine which paragraph styles will be included as PDF bookmarks. The number of bookmark levels is set in a PDF output definition. If you set your bookmark level in the PDF output definition at 3, then xpression will create bookmarks from all paragraph styles that have outline levels of

212 Working with Microsoft Word Form Controls xpublish-enabled documents can use form controls to create fillable PDFs. Fillable PDFs are PDF documents that contain elements that can be manipulated by the recipient of the PDF. Through xdesign, you can add three different form controls to your documents for PDF output: Text Boxes, Check Boxes, and Drop-Down Boxes. Variables are supported in form fields. Variables must be typed manually (the Insert Variable button cannot be used) and enclosed in braces (for example, {myvariable}). These form controls only work for PDF output. If you publish the document to a different PDL, xpublish handles the form controls as follows: For Text and Drop-Down boxes, xpublish places the text from the controls into the document. Check boxes are included in the document as an image. Be aware of the following issues when using Form Fields: Content that will be used in xrevise or xresponse (xeditor or xdesign Online Editor) that includes form fields must be protected. For more information, see Form Fields and Protection, page 221. If you are creating straight Fillable PDF output, it doesn t need to be protected. Multiple paragraphs, text separated by carriage returns, are supported in form fields, but not supported in Fillable PDF output. Form Field content can be changed in xeditor. Styles cannot be applied to text in a form field when typing the text in a form field. To use a style with a form field, set the style first and then add the form field. It is possible to create the Form Field and then remove the bookmark from the Form Fields Options dialog box under Field Settings. The bookmark is required for Form Fields. Ensure that the field s Bookmark setting has some value, if the default is not desired. When Form Fields are reproduced with Copy and Paste the bookmark is deleted. To avoid losing the bookmark when copying Form Fields, use Microsoft Word s Insert command from the File menu. You cannot use HTML formatting on replacements in Form Fields. The functionality is not supported and will result in the form field disappearing from the page. See String, page 271 for more information. If you use the Arial font for the text in form fields, some characters might be truncated. If the value of a form field is empty, the layout in published documents may be different from that in Word. To avoid this issue, use white spaces as the value of the form field instead. Ensure that form field names in the master document are different from those in external PDF documents. Otherwise, the fillable PDF output may be incorrect. Note: Fillable PDF documents enable the user to change the values in the form fields, but Adobe Reader does not support saving PDFs with the changed field values. The changed document can be printed with the changed values. Adobe Acrobat Professional supports saving the PDF file with the changed values. 212

213 Working with Microsoft Word Adjacent Form Fields xpression supports form fields, but form fields cannot be directly adjacent to one another. If you need to create adjacent form fields, you must place a character between the two form fields, such as a space, to avoid problems. Adding a Text Box to Your Document To add a text box to your xpublish document, complete the following steps: 1. Create a new content item or edit an existing content item. 2. Place your cursor where you want to insert the text box. 3. Click the Developer tab, in the Controls group click Legacy Tools. Only the text box, check box, and drop-down box forms are supported. 4. Click the Text Form Field button. The text box form appears in your document. 5. Right-click the form and select Properties. The Properties page appears. This page contains the following elements. Element Name Type Default Text Maximum length Text format Entry Exit Bookmark Fill-in enabled Calculate on exit Description This option enables you to determine the type of text the user can enter in the field. Only Regular text is supported. If you want to supply a default value for this text box, type the text here. For example, if you want your user to supply their name in the text box, you can type Name for the default text. Define the maximum length for the value the user can type into the text box. You can specify a value or Unlimited. See Default Value Length Limitation, page 216 for more information. This feature is not supported. This feature is not supported. This feature is not supported. This feature is not supported. Select this option if you want your users to be able to supply a value in this text box. This feature is not supported. 6. Save the document and return to xdesign. Adding a Check Box to Your Document To add a check box to your xpublish document, complete the following steps: 213

214 Working with Microsoft Word 1. Create a new content item or edit an existing content item. 2. Place your cursor where you want to insert the text box. 3. Click the Developer tab, in the Controls group click Legacy Tools. Only the text box, check box, and drop-down box forms are supported. 4. Click the Check Box Form Field button. The check box form appears in your document. 5. Right-click the form and select Properties. The Properties page appears. This page contains the following elements. Element Name Check box size Default Value Entry Exit Bookmark Check box enabled Calculate on exit Description Only Auto is supported. You cannot specify a value for the check box size. Select Not checked or Checked. This option determines the default value for the check box. This feature is not supported. This feature is not supported. This feature is not supported. Select this option if you want your users to be able to select or clear this check box. This feature is not supported. 6. Save the document and return to xdesign. Adding a Drop-Down Box to Your Document To add a drop-down box to your xpublish document, complete the following steps: 1. Create a new content item or edit an existing content item. 2. Place your cursor where you want to insert the text box. 3. Click the Developer tab, in the Controls group click Legacy Tools. Only the text box, check box, and drop-down box forms are supported. 4. Click the Drop-Down Form Field button. The Drop-Down form appears in your document. 5. Right-click the form and select Properties. The Properties page appears. This page contains the following elements. Element Name Drop-down item Description This box enables you to add values to the drop-down list. The values you supply here will appear in the drop-down list in your PDF document. Your user can select a value from the list. To add a value to the drop-down list, type the value is this box and click Add. The value appears in the Items in drop-down list box. 214

215 Working with Microsoft Word Element Name Items in the drop down list Entry Exit Bookmark Drop-down enabled Calculate on exit Description This box contains a listing of all values that will appear in the drop-down list in your PDF document. You can remove items from the list by selecting the item and clicking Remove. You can also adjust the order of the list by selecting an item and using the Move arrows to move the item up or down in the list. This feature is not supported. This feature is not supported. This feature is not supported. Select this option if you want your users to be able to select values from this list. This feature is not supported. 6. Save the document and return to xdesign. Adding Tooltip Text for Form Fields You can optionally specify tooltip text for form fields. Tooltip text appears as hover text in a fillable PDF output. To publish a fillable PDF/UA output, you must specify tooltip text for form fields. Otherwise, the publishing may fail. Tooltip text will be read by conforming readers in a fillable PDF/UA output. To Add Tooltip Text for Form Fields 1. In your content item, select the form field to add tooltip text for. 2. From the xpression tab on the Word Ribbon, click Edit Form Field Properties. The Form Field Properties dialog box appears. 3. Specify the name and tooltip text for your form field in the Form Field Properties dialog box, and save your changes. Note: Do not update or delete the bookmark property of a form field in Microsoft Word. Use the xdesign Form Field Properties dialog box to set the options. Tooltip text might be lost if you update or delete bookmark property of a form field in Microsoft Word. Special Character Support Certain characters have special properties when used in form fields and so cannot be used directly. Instead, they must be represented in customer data using symbolic entities. A list of supported and unsupported special characters appears below: < (Less Than) &lt; > (Greater Than) &gt; (Double Quotes) &quot;&quot; 215

216 Working with Microsoft Word (Single Quotes) &quot; & (Ampersand) &amp; (Carriage Return) &amp;#13; (Pipe) Discouraged. The pipe character is used to implement repeating TLEs with AFP output. Any customer data that has been prepared to implement repeating TLEs cannot be used in form fields. {} (Braces) Discouraged. These characters are used by xpression to support variables in form fields and their use may result in a loss of content. The use of braces in content, form fields, and customer data except to enclose variables is strongly discouraged. To use the Less Than symbol (<) in form fields, make an element in the customer data equal to &lt;, for example, custdata.lessthan. Then, place the value as a variable in the form field by typing {custdata.lessthan} in the form field default content. The < will appear wherever the variable {custdata.lessthan} appears. Default Value Length Limitation The length of a form field can be specified in Form Field Properties to any value, including Unlimited. This setting applies to the form field, but not to the Default Text, which is where any static text and variables are applied to the form field. The Default Text entry cannot exceed 255 characters as typed in the Default Text field in the Form Fields Properties dialog box, though it may exceed 255 characters after any variables in the default text are resolved. If the total amount of text that needs to be provided as the default text for the form field exceeds 255 characters, then a User Exit should be used to concatenate a compound default value into a single variable. The Form Field Options dialog box includes an option to set Maximum Length. This refers to the length of the form field in the document, not the length of the value typed into the Default Text field on this dialog box. xpression does not impose any length limitations on form fields; all length limitations are imposed by Word. Combining Variables and Static Text in Form Fields Variables and static text can be combined in any conceivable permutation in a form field. For example: {Variable} Static Text Static Text {Variable} {Variable} Static Text {Variable} Static Text {Variable} Static Text {Variable} Static Text{Variable} {Variable}{Variable} 216

217 Working with Microsoft Word Form Fields cannot be added in xeditor, but limitations on form fields apply for any document used in xeditor. Hyperlinks xpression supports hyperlinks for publishing through PDF and HTML. All other output formats ignore xpression-generated hyperlinks. A hyperlink destination can be a specific point in a document or a URL destination. Microsoft Word Bookmarks enable you to mark a specific point in a document as a target for a hyperlink from other places in the same document or from another document. You must first place bookmarks in your document to serve as hyperlink targets. xpublish supports Hyperlinks and Bookmarks only within the same content item. To add a hyperlink for a variable, you must add the hyperlink on the text before inserting the variable; otherwise, the variable will not be replaced with data source value in the output. Inserting Bookmark Hyperlink Targets To place a bookmark hyperlink target, complete the following steps: 1. Select the text to act as the hyperlink target. 2. Click the Insert tab and click Bookmark. 3. Under Bookmark name, type a unique name for the bookmark. This name must be unique in the xpression document and in all possible assemblies of the content item. If the content item is shared, the unique name may need to apply across multiple xpression documents 4. Click Add. Inserting Hyperlinks in the Same Content Item To link to a bookmark that resides in the same content item, complete the following steps: 1. Select the text to act as the hyperlink. 2. Click the Insert tab and click Hyperlink. 3. The Hyperlink dialog box appears. From this page you need to identify the target for your hyperlink. Click Bookmark. 4. The Select Place in Document pop-up window appears. Select the bookmark you want to use as your target and click OK. 5. Click OK again. The hyperlink is displayed in your content item. To test the link, CTRL-click the hyperlink. 217

218 Working with Microsoft Word Inserting Hyperlinks to Link to a URL To insert a hyperlink to link to a URL, complete the following steps: 1. Select the text or the image to act as the hyperlink. 2. Click the Insert tab and click Hyperlink. 3. Click Existing File or Web Page. 4. In the Address field, specify the URL you want to link to. You can also a specify a variable whose value is a URL. The variable must be contained in braces. 5. Click OK. To test the link, press Ctrl and click the hyperlink. Adding Alternate Text for Hyperlinks xdesign enables you to design a document for the PDF/UA output type. To preview or publish a PDF/UA output, hyperlinks must have alternate text; otherwise, errors may occur. See xpublish Output Processing Guide for an overview of the PDF/UA output type. Note: If you set an image as a hyperlink, xdesign treats the image as a hyperlink and ignores the alternate text for the image. As a result, only the alternate text for the hyperlink is generated in the PDF/UA output. To Add Alternate Text for a Hyperlink 1. Open your content item, and select the hyperlink to add alternate text for. 2. Click the Alternate Text button from the xpression tab of the Word Ribbon. The Edit Alternate Text dialog box appears. 3. Type the alternate text in the text box. The maximum length for alternate text is 235 characters. Variables cannot be added in the alternate text for hyperlinks. To include special characters, see Escape Characters in Alternate Text, page 123. Note: If you have already set the ScreenTip for the hyperlink when you insert the hyperlink with Microsoft Word, you can see that the ScreenTip text exists in the Description box. This is because xpresso uses the ScreenTip text for hyperlinks as alternate text by default. Be aware that some characters such as tabs and returns are counted as more than one characters. xdesign will fail to add alternate text for hyperlinks if the alternate text exceeds 235 characters. 4. Specify a language for your alternate text in the Alternate Text Language list. 5. Save your changes. To view the alternate text that you have set, open the Edit Alternate Text dialog box again. 218

219 Working with Microsoft Word Merging Paragraphs Across Content Items By default, each content item begins a new paragraph during assembly. The Mark Paragraph for Merge functions enable you 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. Paragraphs can be marked for merging from Microsoft Word when you create or edit a content item. You can choose to insert a space between the paragraphs being merged, or if they are already spaced the way you want them to be, merge them without inserting space. Paragraph merging also works with Shared content items. The merge paragraph feature is not supported in table cells, or headers and footers. xpression merges all consecutively marked paragraphs into a single paragraph. The resulting paragraph will be formatted according to the paragraph formatting applied to the first paragraph. xpression inserts spaces as required between merged content items. Marked paragraph markers remain invisible until you enable the Word Show/Hide functionality. When a marker is visible, you can view its description, and edit or delete the comment with the Edit Comment and Delete Comment commands in the shortcut menu. By default, the following functions are not supported in xresponse, xrevise, or custom work item applications: Paragraph merge between a text piece and a subdocument Paragraph merge between two subdocuments When you create a work item, xpression automatically creates a revision unit and inserts a paragraph break when a subdocument is encountered. If the subdocument is a paragraph that is marked to be merged with the paragraph preceding it, the paragraph merge is ignored either in xeditor or in the publishing output. If you want to merge paragraphs in this situation, set the value of the TreatSubdocAsAutomaticRevisionUnit property in revise.properties to false. When the value is set to false, xpression does not create a revision unit for a subdocument. However a revision unit is still created for a subdocument that starts with a section, which is assigned a unique revision unit name. This property works for work item creation only, and has no impact on existing work items. Any changes of this property value will not take effect until you restart the server. Creating Merged Paragraphs To mark paragraphs for merging, complete the following steps: 1. Place your cursor in the first paragraph you want to merge with another paragraph. 2. In the Editing group of the xpression tab, click Mark Paragraph for Merge or Mark Paragraph for Merge (no space). This inserts a comment into the content item that indicates the paragraph has been marked for merging. When you click Mark Paragraph for Merge, a space is automatically added between the content items when they are merged; no space is added when you click Mark Paragraph for Merge (no space). The example used in this section shows how paragraphs are merged with the Mark Paragraph for Merge option. 3. Save and close the content item. 219

220 Working with Microsoft Word 4. Open the content item that contains the paragraph you want to merge with the one you just marked. Place your cursor in the paragraph and mark it as you did in step Save and close the content item. 6. Mark any other paragraphs in other content items you want to merge. 7. Assemble the document. xdesign selects the correct content item based on customer data and merges the marked paragraphs in the order in which they appear in the assembly list. Creating Consecutive Merged Paragraphs If you want to create two or more consecutive merged paragraphs in the assembled document, place an empty, non-merging paragraph between them. A blank paragraph ensures that xdesign reads the preceding and following paragraphs properly. For example, a document contains two paragraphs, paragraph A and paragraph B. You want to use the merge paragraph facility to create both paragraphs. Unless you place a blank dummy paragraph between them, the merge paragraph facility will merge all the marked paragraphs into one long paragraph. Reduce the line spacing and point size of the blank paragraph to limit the amount of vertical space between the merged paragraphs. For better performance, create blank paragraphs between content items in your documents instead of creating rules comprised of empty paragraph content items. Using Microsoft Word Date/Time Functionality xpublish enables you to use the following Date and Time features for the English locale. Click the Insert tab and click Date & Time from the Text group. Click the Insert tab, in the Text group click Quick Parts, select Field, and select Date. Click the Insert tab, in the Text group click Quick Parts, select Field, and select Time. Protecting Content xpression supports document protection in the form of the following Editing Restrictions: No Changes (Read only) and Filling in Forms. Each editable region must contain some content, they cannot be empty. Documents should be protected with only one form of protection. Mixing protection type within a document is not recommended. If an xpublish master document includes an xpublish subdocument with Read Only protection, then the entire document is protected with Read Only protection. CompuSet subdocuments are processed in a way that makes any protection applied irrelevant to the master document. Specific selections in documents with Read Only protection can be made available for editing. Documents using Filling In Forms protection can have sections that are not protected. The reason mixed protection types are not recommended is because of the way protection is applied when the document is merged. Only the first protection type encountered is honored, and Read 220

221 Working with Microsoft Word Only protection applies to the document while Filling In Forms protection applies to individual sections. So if a Read Only section follows a Filling In Forms section, the Read Only section will not be protected. However if a Filling In Forms section follows a Read Only section then the entire document is read-only except for any regions marked as available for editing in designated Read Only sections. There may be cases where this behavior can be exploited, but there is a high potential for unintended results, especially in complex documents, and so the use of mixed protection types within a document is not recommended. Documents created in xdesign that are used to create work items in xresponse and xrevise remain protected in xeditor as specified by the document designer, and should not be unprotected by the xeditor user. Tracked changes and Comments protection types are not supported in xpression. There is no validation for protection; it is the document designer s responsibility to ensure that the proper protection is applied to the document. Form Fields and Protection Filing In Forms protection enables the document designer to apply protection to specific sections of the document, leaving other sections available for editing. Filling In Forms protection must be applied to any section that contains a form field. Filling In Forms protection is overridden by Read Only protection. That is, if Read Only protection is applied to any part of the document then the entire document is Read Only protected, and Filling In Forms protection is ignored even if specifically applied to a section. Filling In Forms protection need not be applied to sections that do not include form fields. When mixing unprotected sections with sections protected by Filling In Forms protection in the same document it is necessary to isolate the protected sections from the unprotected sections using section breaks. It is best to begin and end the protected section with section breaks to ensure that the protected section is isolated. Any type of section break can be used for this purpose. Note that Filling In Forms protection can be applied to sections that do not contain form fields. So, if a document with form fields should not be available for editing, except for the form fields, then all sections should be protected with Filling In Forms protection. Otherwise only the sections with form fields need to be protected. xpression supports Drop Down, Text, and Check Box form fields in documents. Variables are supported in Drop Down and Text form fields. The Insert Variable tool cannot be used to add a variable to a form field. To include a variable as a member item in a Drop Down list field or as the default text in a text field it must be typed manually and enclosed in braces (curly brackets). Variables, whether in form fields or not, return the value of the variable when the document is assembled regardless of the protected state of the document. Variables cannot be used to establish the state of Check Boxes. The supported form fields must be selected from the Legacy Tools list in the Controls section of the Developer ribbon. Documents that include form fields and are intended for use with xresponse or xrevise must use Filling In Forms protection in any section that includes a form field. Since Read Only protection is applied to the entire document if it is applied to any part of the document, documents with form fields cannot include any section with Read Only protection. Form fields in documents that have been properly added and protected in xdesign are included in the document when used to create a work item in xresponse or xrevise. If the default value of the 221

222 Working with Microsoft Word variable is changed in xeditor then the variable is converted to static text and will no longer be handled as a variable in Carry Forward and Search operations. To apply Filling In Forms protection: 1. Open the document in the xdesign editor. Ensure that section breaks have been placed appropriately in the document. 2. Click the Review tab, click Protect Document from the Protect group, and click Restrict Formatting and Editing. 3. Under Formatting Restrictions, ensure that Limit formatting to a selection of styles is NOT selected. This option is not supported. 4. Under Editing Restrictions, select Allow only this type of editing in the document. 5. Select Filling in forms from the list. 6. If the document contains more than one section the Select sections option is available. Click Select sections. 7. Select the sections where Filling In Forms protection should be applied. Sections that are not selected will be open for editing. Any section that contains a form field must be selected. 8. Click OK. 9. Under Start Enforcement, Click Yes, Start Enforcing Protection. 10. An option to apply a password is presented. Do not apply a password, but leave Password selected. User Authentication is not available for Filling In Forms protection. Once protection is applied, content in sections that are selected for protection cannot be selected or edited except for form fields. 11. Save the document and return to xdesign. Read Only Protection Read only protection enables you to apply protection to the entire document and to designate certain regions from a single word to a series of paragraphs as available for editing to any users. You can designate multiple, non-continuous sections as available for editing. To apply Read Only protection: 1. Open the document in the xdesign editor. 2. Click the Review tab, click Protect Document from the Protect group, and click Restrict Formatting and Editing. 3. Under Formatting Restrictions, ensure that Limit formatting to a selection of styles is NOT selected. This option is not supported. 4. Under Editing Restrictions, select Allow only this type of editing in the document. 5. Select No changes (Read only) from the list. 222

223 Working with Microsoft Word 6. Select (highlight) a section of text that you want to make available for editing to anyone. Content that you do not select can be edited only if the user turns protection off. In other words, the entire document is protected by default and the sections that you select are editable by anyone. 7. In the Exceptions section, undergroups, select Everyone. No other option is supported, no additional users can be selected. 8. Select (highlight) any continuous region of text that should be available for editing. Hold the CTRL key to select additional regions text until all text that should be available for editing is identified. When marking a region inside a table cell as editable ensure that the cell marker is not included in the editable region. If the cell marker is in the editable region the content will be handled inconsistently across RUs in xrevise. The marker should appear as shown in the following image. 9. Under Start Enforcement, Click Yes, Start Enforcing Protection. 10. An option to apply a password is presented. Do not apply a password, but leave Password selected. User Authentication is not supported, so do not select it even if you have subscribed to Microsoft Information Rights Management Service. Once protection is applied, areas that can be edited will be highlighted and you will be provided with the option of finding the next region that can be edited or to show all of the regions that can be edited. 11. Save the document and return to xdesign. Working with Protected Documents Form fields in sections protected by Filling In Forms protection can be edited, but other text in these sections cannot be edited while protection is being enforced. Unprotected sections in documents with Filling In Forms protected sections can be edited without restriction. About Document Protection Passwords Document protection passwords are not supported. Horizontal and Vertical Rules xpublish does not support the ability to draw horizontal, vertical, or any other type of rules (lines). See Shapes, page 258 for more information. 223

224 Working with Microsoft Word Page-Level Formatting Page-level formatting features include all options in the Microsoft Word Page Setup dialog box, page and section breaks, columns, headers and footers, and page numbering. xpublish supports the following page-level formatting features: Configuring Page Setup Options, page 224 Page, Section, and Column Breaks, page 226 Columns, page 229 Headers and Footers, page 230 Page Numbering, page 233 Page Borders, page 236 Configuring Page Setup Options You can set the page size, margin width and depth, paper type, orientation, and other page setup options for your xpression document by defining these settings in the first section of the first content item for your document. To change any of these settings later in your document, insert a page-breaking section break before the change in format, deselect the Same as previous option for any new headers and footers, and make your changes to the section after the new section break. This allows you to define your page layout entirely in Word. The page setup options you define in the first content item will apply to the rest of the content items in your document when the document is assembled for viewing or publishing. Note: For xpublish documents, the page settings will not appear in other content items you are editing unless you set the new page options as the default prior to creating the other content items. This will duplicate the page setup options for each new content item you create. Click Default from the Page Setup screen, and click Yes. The default page layout that is used in the first content item of your xpression document will carry through to all the rest of the content in the document, unless you specify a Section break and change the layout. Microsoft Word Page Setup: Margins Options You can access these options by clicking the Page Layout tab and clicking the down-arrow in the Page Setup section. This dialog box contains three tabs, Margins, Paper, and Layout. This page contains the following options. Feature Margins: top, Bottom, Left, Right Gutter Size Gutter Position xpublish Not supported Not supported 224

225 Working with Microsoft Word Feature Orientation Pages: Multiple Pages: Normal Pages: Multiple Pages: Mirror Margins Pages: Multiple Pages: 2 pages per sheet Pages: Multiple Pages: Book Fold xpublish Not supported Not supported Not supported Microsoft Word Page Setup: Paper Options You can access these options by clicking the Page Layout tab, clicking the down-arrow in the Page Setup section, and clicking the Paper tab. This tab contains page size options. This page contains the following options. Feature Paper Size Width Height Paper Source xpublish Numbered Tray only Paper Source You can specify an input paper tray from the Paper Source tab. xpression supports numbered trays in the First page and Other pages lists only. The conversion program attempts to map any numbered tray you specify in Word to the corresponding xpression document s numbered paper tray ID. This allows you to specify when to pull paper from a specific tray. You can specify the first page of a section, all pages except the first page of a section, or every page of the section. Paper sources in an xpublish document are controlled through the use of markers. For more information on markers, see the xadmin User Guide. Microsoft Word Page Setup: Layout Options You can access these options by clicking the Page Layout tab, clicking the down-arrow in the Page Setup section, and clicking the Layout tab. This tab contains settings for sections, headers and footers, and vertical alignment. This page contains the following options. Feature Section Start Not supported xpublish 225

226 Working with Microsoft Word Feature Suppress endnotes Headers & Footers: Different odd and even Headers & Footers: Different first page From Edge Vertical Alignment Line Numbers Borders xpublish Not supported Not supported Not supported Not Supported Vertical Alignment xpublish supports vertical text justification, flush up, flush down, and center. Vertical justification is achieved by adjusting inter-paragraph spacing (referred to as "blocking") or by adjusting inter-paragraph and inter-line spacing (referred to as "carding"), as specified by the composition input. Page, Section, and Column Breaks You can access the page and section break options in Microsoft Word by clicking the Page Layout tab and click Breaks in the Page Setup group. This page contains the following options. Feature Page Column Text Wrapping xpublish Next Page Continuous Even Page Odd Page Page, Column, and Text Wrapping are in the Page Breaks section of the list, the rest are in the Section Breaks section. About Text Wrapping Break Support Microsoft Word s Text Wrapping Break feature is supported so that the output from xpression matches that from Word. Previously the Text Wrapping Break character at the beginning of a paragraph was ignored, but will now insert a line prior to the paragraph. Documents that have Text 226

227 Working with Microsoft Word Wrapping Breaks will now include blank lines where there was no line before. If you do not want the blank line, remove the Text Wrapping Break character. Note: The Text Wrapping Break character is not normally displayed. To reveal Text Wrapping Break characters, set the paragraph button on the Paragraph group of the Home tab to Show. Managing Section Definitions in xpublish If your xpublish document contains more than one set of section definitions, keep these guidelines in mind to ensure the proper formatting is used. You cannot change existing section-level formatting without first preceding the changes with a section break. Definitions set in the first section of the first content item will remain active until you place a section break and define new section-level formatting. Column changes remain effective even after a Continuous section break. Content items containing only a section break (Continuous or Page break) and no other content will behave in the following fashion: If the margins following the section break are different from the margins preceding or applied to the section break the new margins will be honored. If the margins following the section break of the empty section are the same as the one preceding or applied to the section break then Continuous section breaks will not cause a margin change. For Page break section breaks the margins will be taken from next content item that is not empty. Continuous Section Breaks Exercise caution when placing continuous section breaks in content items other than at the beginning or end of the content item. If a continuous section break follows text or other content in a content item that does not begin with a section break, and that content item follows a content item that does not end with a section break, the content prior to the continuous section break in the second content item will be lost. 227

228 Working with Microsoft Word In the following example, the Paragraph 2 content in Content Item 2 would be lost, so that Paragraph 3 immediately follows Paragraph 1 in the output. CONTENT ITEM 1 (Paragraph 1) CONTENT ITEM 2 (Paragraph 2) Section Break (continuous) (Paragraph 3) In most cases, the continuous section break in Content Item 2 is not necessary and can be removed, as shown below: CONTENT ITEM 1 (Paragraph 1) CONTENT ITEM 2 (Paragraph 2) (Paragraph 3) In the example above, the output would include Paragraph 1, Paragraph 2, and Paragraph 3. In the cases where the continuous section break in CONTENT ITEM 2 is required, a continuous section break can be inserted either at the end of the first content item or the beginning of the second content item. For example: CONTENT ITEM 1 (Paragraph 1) Section Break (continuous) CONTENT ITEM 2 (Paragraph 2) Section Break (continuous) (Paragraph 3) Or, with the section break at the beginning of the second content item: CONTENT ITEM 1 (Paragraph 1) CONTENT ITEM 2 Section Break (continuous) (Paragraph 2) Section Break (continuous) (Paragraph 3) In either of these examples, the output would include Paragraph 1, Paragraph 2, and Paragraph 3. This behavior is a result of merging the two content items. 228

229 Working with Microsoft Word When xpression interprets the continuous section break in the CONTENT ITEM 2, it appears to have an unmatched formatting tag, and unmatched tags must be removed to preserve document design. The text between the beginning of the CONTENT ITEM 2 and the subsequent continuous section break is removed along with the unmatched tag. Headers/Footers in Content Items with Continuous Section Breaks This section uses examples to describe how headers and footers work in content items with or without continuous section breaks. If your content items do not contain continuous section breaks, as shown below, the header and footer of Section 2 in CONTENT ITEM 2 will inherit those of the last section of CONTENT ITEM 1, regardless of the header and footer settings for Section 2. CONTENT ITEM 1 Section 1 CONTENT ITEM 2 Section 2 Section 3 If a continuous section break is inserted at the beginning of CONTENT ITEM 2, as shown below, content of Section 2 may be split into two parts: the first part starts on the last page of Section 1 to fill up the page with the header and footer setting of Section 1; the second part starts on a new page with the header and footer setting of Section 2. CONTENT ITEM 1 Section 1 CONTENT ITEM 2 Continuous Section Break Section 2 Section 3 Empty Paragraphs Following Manual Column Breaks Microsoft Word automatically inserts an empty paragraph following any column break inserted by the user. This causes undesired results in output when the column break is the last break in a content item and the empty paragraph is the only content following the column break. To avoid the undesired result if the last break in a content item is a column break, and the only content following that break is a single empty paragraph, xpression will remove the empty paragraph. If an empty paragraph is desired it is recommended to add an empty content item following the content item that will terminate with a column break after the empty paragraph is removed. Columns Columns are supported in xpublish, but xpression does not support columns of unequal width. If you use columns of unequal width, xpression uses the smallest column width. Manual column breaks are also supported. You need to place section breaks in front of and behind the column area. 229

230 Working with Microsoft Word In Microsoft Word, click the Page Layout tab, click Columns in the Page Setup group, and click More Columns. xpression supports the following Column options. This page contains the following options. Feature Columns Line Between Width and spacing Equal column width Column Balancing xpublish Not supported Note: Using multiple space characters to make rows in columns resemble tables is not recommended since multiple blank spaces may not be retained in the output. Column Balancing In xpublish documents with multiple columns of text, xpression balances the columns to ensure that each column contains the same amount of text. Microsoft Word inserts a continuous section break to balance the text equally among the columns. Inserting a Column Into Your Document To use Word column formatting: 1. Place your cursor where you want to create the column area and insert a section break. If you want the column to start on a new page, choose a Next Page section break. 2. Click the Page Layout tab, click Columns, select one of the pre-set column options available from the drop-down list or click More Columns to see more options. 3. The columns appear in your content item with the cursor placed in the left column. When your text reaches the bottom of the first column, Microsoft Word automatically continues the text flow in the second column. To manually break a column and move on to the next, use a Column Break. Headers and Footers You can create headers and footers that alternate between odd and even pages, use one header for the first page and a different one for all subsequent pages, or any other combination. Both publishers fully support Headers and Footers. Microsoft Word automates the process for the following combinations: Different odd and even headers and footers Different first page headers and footers Special headers and footers 230

231 Working with Microsoft Word xpression takes the header and footer formatting, as well as all other page and section level formatting, from the first section of the first content item of an assembled document. When you change headers and footers in the middle of a document, you must manually place a page-breaking section break at the place in your content item where you want to go to a new page with redefined headers and footers. A page-breaking section break is any Word section break other than a Continuous section break. xpression supports styles in header and footer text. Header and Footer Options To access the header and footer options, click the Insert tab. The Header and Footer options appear in the Header & Footer group. The Header & Footer group contains the following options. Feature Header Footer Page Number xpublish Only the Blank pre-made headers are supported Only the Blank pre-made footers are supported Page Margins not supported, only Plain Current Position supported, Format Page Number supported. After you insert a header or footer, or begin editing an existing header or footer, Microsoft Word displays the Header & Footer Tools Design tab. This tab contains the Header & Footer, Insert, Navigation, Options, and Position groups. Each of the items in these groups apply to your header or footer. The Header & Footer group contains the following options. Feature Insert Group: Data and Time Insert Group: Quick Parts Insert Group: Picture Insert Group: Clip Art Navigation Group: Options Group: Different First Page Options Group: Different Odd & Even Pages Options Group: Show Document Text Position Group: Header from Top Position Group: Footer from Bottom Position Group: Insert Alignment Tab xpublish Only Field is supported. Not supported Does not affect output Note: Three-column layouts in headers and footers are not supported in xdesign. 231

232 Working with Microsoft Word Creating Headers and Footers To create headers or footers, complete the following steps: 1. Click the Insert tab. 2. From the Header and Footer group, click Header or Footer. The Header or Footer is added to your document. 3. Add text, images, the Date/Time function, or page numbers to your header or footer. Inserting Data Source Replacements in Headers and Footers You can insert xpression data source replacements into the headers and footers in your content items. At assembly time, xpression inserts the variable data from a rule or your customer data source in the location of the replacement. To Insert a Data Source Replacement into a Header or Footer 1. Create your header or footer. 2. Place the cursor where you want the replacement to appear in the header or footer and click Replacement Field in the Insert group from the xpression tab. 3. Select the data source field or variable you want to insert from the list in the Replacement Fields dialog box and click Insert. Changing Headers and Footers To redefine your headers and footers in the middle of your document, complete the following steps: 1. Insert a page-breaking section break to start the new page with redefined headers and footers. 2. Place your cursor in the section following that section break. 3. Add your header or footer. 4. The Link to Previous button appears in the Navigation group of the Design tab. The Design tab appears only when the cursor is in a valid area, such as a header or footer. When you are changing headers and footers in a document, you must explicitly define the way the headers and footers will appear after the change. Leaving headers/footers set to "Link to Previous" can lead to unpredictable results. 5. Click Close to exit the Header and Footer section and return to the document. Note: When using external Microsoft Word content with the DOCX emitter, you can restrict the continuation of headers and footers from one section to the next only if both documents use a simple type of header and footer and do not use Odd/Even headers and footers. 232

233 Working with Microsoft Word Flexible Headers and Footers Let s assume that you assembled two documents for two different customers. The first document contains one page of information, the second contains eight. What if you want the header shown below to appear on the first page, but just the alternate logo and company address on subsequent pages? You can t be expected to know ahead of time how long each document will be, so you can t modify them manually. Fortunately, Microsoft Word enables you to build additional headers and hide them until they re needed by xdesign. To Insert Another Header: 1. Open the first content item in the document. 2. Click the Page Layout tab, expand Page Setup, and click the Layout tab. 3. Select Different first page in the Headers and footers section and click OK. 4. Insert a page break. 5. On the new page, add a new header. In our example, this new header consists of the company s alternate logo and address. We could also add customer policy numbers, document names, page numbers, revision dates, data source replacements, and so on. 6. Close the Header and Footer Tools. Click Close Header and Footer to close the Header & Footer Tools Design tab. 7. To locate the break you added, click Show/Hide in the Paragraph group. 8. Double-click the page break marker to select it, then delete it. The second page and second page header will disappear. Although the header with the information you just added disappears, Word retains the setting and applies it during document assembly when additional pages are needed. Note: Make sure the header label reads Header, not First Page Header. If it does, just click Next Section on the Navigation group of the Header and Footer Tools to move to your newly added header. Page Numbering Click the Insert tab, and click Page Number in the Header & Footer group. You can use the following methods to add page numbers to your document. Feature Position Alignment Page Margins Current Position Format Page Number Not supported xpublish Only Plain is supported You can also use the following methods to add page numbers to your document. 233

234 Working with Microsoft Word Feature PAGE Field NUMPAGES Field Insert Page X of Y SEQ Field For a list of all supported fields, see Fields, page 344. xpublish Inserting Page Number To insert page numbers: 1. Click the Insert tab and click Page Number. 2. Select a pre-defined option or click Format Page Number. Inserting Page Numbers with the NUMPAGES Field To insert the number of pages with the NUMPAGES field: 1. Place the cursor where you want the page number to appear. 2. Click the Insert tab. 3. In the Text group, expand Quick Parts and click Field. 4. Under Categories, select Document Information. 5. Under Field names, select NumPages. 6. Click the Field Codes button to open the Advanced field properties area where you can add an identifier for the NUMPAGES field. The identifier can be a letter, number, or word (for example, NUMPAGES 1). For earlier versions of Word, type an identifier after NUMPAGES in the Field codes area. Click Options to open the Field Options dialog box where you can choose your alpha and numeric formats, and then click Add to Field. 7. Click OK. Inserting Page Numbers with the Seq Field To insert the number of pages with the Seq field: 1. Place the cursor where you want the page number to appear. 2. Click the Insert tab. 3. In the Text group, expand Quick Parts and click Field. 4. Under Categories, select Numbering. 234

235 Working with Microsoft Word 5. Under Field names, select Seq. 6. The Advanced Field Properties section displays the Field Codes box. Each Seq field contains an identifier, or name, that relates it to other identically named Seq fields. The identifier is a name that distinguishes one list of fields from another. Under Field codes, type an identifier after SEQ. The identifier must contain one of the numbers between For example List404, Steps401, or Alpha Click Options. 8. The Field Options dialog box appears. On the General Switches tab, under Formatting, choose a numbering format such as 1, 2, 3..., then click Add to Field. 9. Click OK twice. The first number appears in your content item. 10. Manually format the Seq field by adding a period or parenthesis after the number. Inserting Page X of Y into Headers and Footers You can insert the page number and number of pages into headers and footers using the PAGE and NUMPAGES fields. Once inserted, you can change the font formatting for either the page number field, the number of pages field, or both. This feature is sometimes referred to as Page N of M. Restarting Page Numbering for a Subdocument The page count for Page X of Y will continue into a subdocument by default, but the subdocument s numbering can proceed independently for documents that use xpublish as the publisher and PDF as their only output. This feature is not supported by xrevise. For xresponse, when TreatSubdocAsAutomaticRevisionUnit in revise.properties is set to true, the Retain Subdocument Page Numbering feature works. If TreatSubdocAsAutomaticRevisionUnit is set to false, the Retain Subdocument Page Numbering feature is not supported. To restart page numbering in a subdocument: 1. Insert a Next Page Break prior to the subdocument. 2. From the xdesign tree pane, right-click the subdocument rule and select Properties. 3. Click the Document tab, and select the Retain Subdocument Page Numbering check box. Note: When the Retain Subdocument Page Numbering option is selected, the layout of xpublish subdocument cannot be continued by other parallel or nested subdocuments or external documents. The value presented in the Page field follows these rules: When the first section of the sub document specifies a start page number, that value is used. When the sub document rule specifies to reset the page number, its value is 1. If neither of those conditions is satisfied, the value continues from the previous page number in the main document. 235

236 Working with Microsoft Word The value presented in the NumPages field follows these rules: When the sub document rule specifies to reset the number of the pages, its value is the number of the pages of the sub document. Otherwise, its value is the number of the pages of the entire document. Page number formatting in subdocuments always follows the format established in the subdocument, never the master document. Page Borders Page Borders are not supported. Paragraph-Level Formatting This section discusses the following paragraph-level formatting features in the Paragraph dialog box: Configuring Paragraph-Level Formatting, page 236 Hyphenation, page 239 Tables, page 241 Borders and Shading, page 244 Bulleted Lists, page 246 Numbered Lists, page 247 Enhanced Widow and Orphan Control, page 251 Shapes, page 258 Configuring Paragraph-Level Formatting Access these options on the Home tab in the Paragraph group. Paragraph Options: Indents and Spacing The Paragraph dialog box, accessible by clicking the down arrow in the Paragraphgroup, contains settings for paragraph alignment, outline level, indentation, before and after spacing, and line and page breaks. Feature Alignment Outline Level Not Supported xpublish 236

237 Working with Microsoft Word Feature Indentation Indentation: Special (first line, hanging) Mirror Indents Spacing: Before and After Line Spacing Don t add space between paragraphs of the same style Not Supported xpublish See Note below. See Note below. Not Supported Note: When Spacing After is set, the spacing will always follow the paragraph. This setting was not consistently honored in earlier versions, so text following paragraphs with this setting in documents that were created in earlier versions may be pushed to the following page when produced in the current version. Line Spacing Microsoft Word s Line Spacing setting enables the user to specify exactly how much space should appear between lines. In previous versions of xpression, users may have experienced unexpected large gaps between paragraphs or after content in tables, headers, footers, and other locations where blank paragraphs had the At Least setting applied. Now xpression will create a blank space of the specified size. In previous xpression versions line spacing could be impacted when fonts of varying sizes were used within the paragraph. When using the Exactly line spacing option, the line spacing is now preserved regardless of font size. Note that if a font larger than the line spacing is used with this option the font will interfere with the line above the larger font. This differs from Word; Word clips the infringing text. To set exact line spacing, from Word s Format menu click Paragraph. Select Exactly from the Line Spacing list and set the desired spacing in the At field. Justified Alignment When Justified is selected, xpression aligns both the left and right sides of the paragraph by increasing the size of the spaces between each word until the line fills the entire width of the text area. No spaces are added between words. Horizontal Justification is not applied to the last line of the paragraph. Indentation xpublish supports positive and negative paragraph indentation to allow both normal indentation of the first line of a paragraph and drop caps. In the By box, you can set the measure by which the text will be indented when you have specified a First line or Hanging indentation. xpublish supports the same measurement units as Word. You can either type in the unit you want to use for the measure 237

238 Working with Microsoft Word (for example, 20 pi, 10 mm ) or set the default unit on the General tab of the Options dialog accessed by selecting Options from the Tools menu. The default settings available in the Options dialog box (along with the abbreviation you should use if you choose to type the measure you want to apply in the By edit box) are: Inches (in), Centimeters (cm), Millimeters (mm), points (pt), and picas (pi). Paragraph Options: Tabs To access paragraph-level formatting Tab features click the Home tab, expand the Paragraph group, and click Tabs. The Tabs dialog box contains settings for tab position, alignment, and leader style. The Tabs dialog box contains the following options. Feature Tab Stop Position Alignment Leader xpublish All supported except Bar Paragraph Options: Line and Page Breaks xpublish wraps text depending on the width of the words. Line breaks are affected by your hyphenation setting. To access paragraph-level formatting Tab features click the Home tab, expand the Paragraph group, and click the Line and Page Breaks tab. The Line and Page Breaks dialog box contains settings for widow and orphan control and formatting exceptions. The Line and Page Breaks tab contains the following options. Feature Widow and Orphan Control xpublish Keep with next Keep lines together Page break before Suppress line numbers Don t hyphenate Textbox options: Tight wrap See Enhanced Widow and Orphan Control, page 251 Not supported on paragraphs in tables See Enhanced Widow and Orphan Control, page 251 See Enhanced Widow and Orphan Control, page 251 Not supported Not supported 238

239 Working with Microsoft Word Paragraph Options: Asian Typography Microsoft Word provides several Asian typography options. The following table details xdesign s support of the options. Option Line Break: Use Asian rules for controlling first and last characters Line Break: Allow Latin text to wrap in the middle of a word Line Break: Allow hanging punctuation Character Spacing: Allow punctuation at the start of a line to compress Character Spacing: Automatically adjust space between Asian and Latin text Character Spacing: Automatically adjust space between Asian text and numbers Character Spacing: Text alignment Options: First and last character settings Options: Kerning Options: Character spacing control Support Not Supported Not Supported Not Supported Not Supported Supported Supported Only Baseline supported Only Standard supported Not Supported Only Do not compress supported xpression doesn t compress punctuation; therefore, the same punctuation of the same font and size will always have the same width. Also, xpression doesn t allow punctuation to exceed the paragraph margin. Because of these limitations, you may see a difference in line breaks between the document in xdesign, and the published output. Hyphenation xpublish performs algorithmic and dictionary word look-ups to determine how to break a word at the end of a line. If you need to make changes to the hyphenation dictionary, you will find xpublish s dictionary in the xpressionhome directory under Publish/Hyphenation. This dictionary uses an XML format and follows industry FOP standards. You can specify hyphenation of the last word in a column or page as the default setting. When a single word is too long to fit on the current line, xpublish automatically places the word on the next available line. Publish recognizes manual hyphens and attempts to break them logically. However, if you use field replacements in table cells, it is possible that improper line breaks may occur. 239

240 Working with Microsoft Word Supported Hyphens xpression provides support for the following hyphen characters: Plain hyphen (U+002D), also known as the minus sign (-) Optional hyphen (U+00Ad) Non-breaking hyphen (U+2011) xpression s hyphenation algorithm for plain hyphen differs from the way Microsoft Word handles the plain hyphen. Consequently, a word may not break at the position of a plain hyphen. xpression s algorithm ensures that plain hyphen has a higher priority than optional hyphen and the hyphen automatically created by hyphenation dictionary. Hyphenation Options Click the Page Layout tab, expand Hyphenation and click Hyphenation Options. The Hyphenation dialog box contains settings for hyphenation control. The Hyphenation options dialog box contains the following options. Feature Automatically hyphenate document Hyphenate words in CAPS Hyphenation zone Limit consecutive hyphens to xpublish Not supported Not supported Not supported Enabling Automatic Hyphenation To ensure that automatic hyphenation works properly for xdesign, xpression Batch, and xresponse, you must enable automatic hyphenation in the xpression Word template that is associated with your document. Once automatic hyphenation is enabled in your xpression Word template, it is enabled by default for all documents that use the template. For this reason, you must use separate templates for documents that use automatic hyphenation and documents that do not. To enable automatic hyphenation in xpression, complete the following steps: 1. Open your xpression template with Microsoft Word. 2. Click the Page Layout tab, expand Hyphenation and click Hyphenation Options. The Hyphenation dialog box appears. 3. Select Automatically Hyphenate Document. 4. Click OK. 5. Click File and select Save As. 240

241 Working with Microsoft Word 6. Save the template under a different name. Only use this new template for documents that need automatic hyphenation. Overriding Automatic Hyphenation To override the automatic hyphenation, and prevent certain parts of a document from being hyphenated: 1. Select the text you don t want to hyphenate. 2. Display the Line and Page Breaks tab. Click the Home tab, expand the Paragraph group, and click the Line and Page Breaks tab. 3. Select the Don t hyphenate option on the Line and Page Breaks tab and click OK to apply the setting. Tables xpression supports most commonly-used features of Word tables, including basic cell structure, simple borders and shading, table identification, header rows, and horizontal cell merging. xpression also enables you to add Table rules to your document. Table rules enable you to dynamically create tables based on the data in your data source. Additional table-related features are documented elsewhere: You can create subtotal values for the columns in your table through Replacement Fields. See Replacement Fields, page 263 for more information. Keep Table Rows Together Options, page 254 Table Row Orphans Options, page 255 Table Row Widows Options, page 256 Using the Table Continuation Text Commands, page 256 Note: 1.) xpression does not support tables inserted into frames. 2.) When tables continue through multiple content items, ensure the number of columns is the same. 3.) When a table breaks across a page boundary, Microsoft Word adds a bottom border to the last row before the page break. After saving the content item in xdesign, the bottom border will be missing. The bottom border will also be missing in DOCX output. Insert Table Options Click the Insert tab, in the Tables group click Tables, and select Insert Table. The Insert Table dialog box contains the following options. Feature Number of columns xpublish 241

242 Working with Microsoft Word Feature Number of rows xpublish Fixed column width Auto fit to contents Auto fit to window Remember dimensions for new tables Auto is not supported. You can supply a fixed value. Not Supported Not Supported Not Supported Table Properties: Table Tab Options After you have inserted your table, place your cursor in the table body, right-click the table and select Table Properties. The Table Properties dialog box contains four tabs, Table, Row, Column, and Cell. The Table tab contains the following options. Feature Preferred Width Alignment Indent from left Text Wrapping Options: Default cell margins Options: Default cell spacing Options: Automatically resize to fit contents xpublish Not Supported. Only fixed table widths are supported. Not Supported Not Supported Not Supported Table Properties: Row Tab Options After you have inserted your table, place your cursor in the table body, right-click the table, select Table Properties and click the Row tab. The Table Properties Row tab options enable you to define row settings. The Row tab contains the following options. Feature Specify Height xpublish At least and Exactly supported. See Note below. 242

243 Working with Microsoft Word Feature Allow rows to break across pages xpublish Repeat as header row at the top of each page Do not use this feature if you are using the xpression subtotal feature. Note: When Exactly is selected for row height, the row will always be the specified height, even if the content of a cell exceeds the specified height. This setting was not fully supported in previous versions, so documents that were created in earlier versions using this setting will not produce identical output when processed with the current version Repeat as header row at the top of each page This option repeats the current row at the top of each page, and it must be selected every time you create a table in xpression. Table Properties: Column Tab Options After you have inserted your table, place your cursor in the table body, right-click the table, select Table Properties and click the Column tab. The Table Properties Column tab options enable you to define column settings. The Column tab contains the following options. Feature Preferred Width xpublish Percent not supported. See below. Microsoft Word allows column width to be specified as a particular value, either a measurement of length or a percentage. The percentage option is not supported for xpublish documents. If a percentage is selected for column width of a specific column, a Java error will occur the next time the content item is opened. This limitation does not apply to CompuSet documents, and does not apply to percentage when applied to the entire table. There are three alternatives for this issue: Set the value in inches (or local measurement unit if other than inches) rather than percentage Apply the Percentage measurement for the entire table rather than the individual column(s) Use the Autofit option for the table and select Fixed Column Widths 243

244 Working with Microsoft Word Table Properties: Cell Tab Options Both publishers support table rows with a limit of 30 cells in a row. Cells can be split or merged horizontally, but not vertically. After you have inserted your table, place your cursor in the table body, right-click the table and select Table Properties. The Table tab contains the following options. Feature Preferred Width Vertical Alignment Options: Cell Margins Options: Wrap text Options: Fit text xpublish Ignored. See note below. Not Supported Note: xpression automatically wraps text in table cells, and therefore will ignore this option whether it is selected or cleared. Text will not change the size of a table cell. Cell Content Alignment In addition to the vertical alignment, you can define cell content alignment by right-clicking a table cell and choosing Cell Alignment. All the Cell Alignment options are supported. Note: Text Direction is not supported for table cells. Borders and Shading Options See Borders and Shading, page 244. Creating Tables You can use Microsoft Word tables in xpression documents to format and align text, and place images. You can create a table from the Tables group of the Insert tab. To create a table: 1. Click the Insert tab, select Tables, and click Insert Table. 2. Select the number of rows and number of columns and click OK. Borders and Shading xpression supports borders for tables, pages, and paragraphs. 244

245 Working with Microsoft Word Borders and Shading: Borders Tab Options The Borders tab contains the following options. Feature Border Style Border Color Border Width Preview Outside Border and Inside Border xpublish Solid, dotted, dashed (small gap), dashed, dot-dash, dot-dot-dash, double For paragraphs, xpression supports both the outside border and inside border. See Outside Border and Inside Border, page 245. Outside Border and Inside Border For paragraphs, xpression supports both the outside and insider border. The outside border is the border around the paragraph or groups of paragraphs (when you have highlighted more than one). The inside border is visible in the Preview section only when you have highlighted more than one paragraph. The inside border is the border/divider between each paragraph in the selected range of paragraphs. Borders and Shading: Page Borders Tab Options Page Borders are not supported. The Page Borders tab contains the following options. Feature Border Style Border Color Border Width Border Art xpublish Not supported Not supported Not supported Not supported Borders and Shading: Shading Tab Options To access Shading tab options, click the Format menu, select Borders and Shading, then click Shading. The Shading tab contains the following options. Feature Fill xpublish 245

246 Working with Microsoft Word Feature Patterns Color xpublish Supported for DOCX output only Bulleted Lists You can add bulleted lists to your document in three ways: using the Microsoft Word bullet feature, using styles, or by manually creating custom bulleted lists. xpublish supports the use of any valid character as a bullet. Neither publisher supports Picture Bullets. Note: The alignment of bullets relative to associated text matches Microsoft Word. Alignment did not necessarily match in previous versions of xpression, so documents created in previous versions may not be identical when produced with the current version. Bulleted List Options To access the bulleted list options click the Home tab, expand the Bullets item in the Paragraph group, and click Define New Bullet. The Define New Bullet dialog box enables you to create and define new bulleted lists. The Define New Bullet dialog box contains the following options. Feature Font Symbol Picture Alignment Not Supported xpublish Ensure that your text pieces do not contain any picture bullets. xdesign generates an error message if you attempt to work with a text piece containing picture bullets. To adjust bulleted list indentation, see Enhanced Widow and Orphan Control, page 251. Creating a Simple Bulleted List To create a simple bulleted list: 1. Place your cursor at the position where you would like to insert a bulleted list. 2. Click the Home tab and click Bullets. 3. Select a bullet style or click Define New Bullet to create a new bullet style. 246

247 Working with Microsoft Word Creating Bulleted Lists with Microsoft Styles To create a bulleted list using styles: 1. Place your cursor at the position where you would like to create the bulleted style. 2. Click the Home tab, expand the Styles Group, and click New Style. 3. Define your style name and style formatting options. 4. Click Format and choose Numbering. 5. Click the Bullets tab. 6. Select an existing style, or click Define New Bullet to create your own and click OK. Creating Bulleted Lists for AFP Output If you are using xpublish as your publisher to produce AFP output and need to create a bulleted list, you must use the T codepage because the recommended codepage, T , does not include a bullet character. To create a bulleted list for AFP output using xpublish: 1. Place your cursor at the position where you would like to insert a bulleted list. 2. Click the Home tab, click Bullets, and click Define New Bullet. 3. Click Symbol. 4. Select your font from the Font list. 5. In the Character Code text field, type 2022 and select Unicode (hex) from the from list. 6. Click OK to close each open dialog box. Word will use the bullet symbol from the T codepage. Numbered Lists xpublish supports Word s list options with some restrictions. Outline numbered lists are only supported in 9 levels, the List style is not supported and xpublish does not support restarting numbering or continuing numbered lists across content items. xdesign does not automatically update list numbering in previews when Preview as WORD is selected. When publishing the document, the numbering will automatically update as expected. If you want to see the updated numbering during a preview, you must manually update the number fields. The simplest way to update all of the fields is to select the entire document by pressing CTRL+A and then pressing F9. 247

248 Working with Microsoft Word Numbered List Options To view the numbered list options click the Home tab, click Numbering, and select Define New Number Format. The Numbered list options enable you to set up a numbered list. This dialog box contains the following options. To adjust numbered list indentation, see Enhanced Widow and Orphan Control, page 251. Feature Number Style Number Format Alignment xpublish Outlined Numbered List Options While most of the outlined numbered list options are supported, EMC Document Sciences recommends using the SEQ field to control outlined numbered lists. SEQ fields should not be used if you intend to include the numbered list items as part of xpublish table continuation text. For more information about table continuation text, see Enhanced Widow and Orphan Control, page 251. To access Multilevel List options click the Home tab, click Multilevel List and select Define New Multilevel List. This page contains the following elements. Feature Level Number Format Number Style Number Position Text Position Link level to style Legal style numbering Follow number with Restart numbering after ListNum field list name Apply changes to xpublish Supports up to 9 levels Not Supported 248

249 Working with Microsoft Word Creating a Simple Numbered List To create a simple numbered list: 1. Place your cursor at the position where you want to start a new numbered list. 2. Click the Home tab. 3. Click Numbered. 4. Select an existing number format, or click Define New Numbered Format. 5. If you are defining a new format, select a style, format, alignment and click OK. See Numbered List Options, page 248 for more information. Restarting a Simple Numbered List To restart a simple numbered list right-click the item you want to restart and select Restart at 1. Creating Numbered Lists with the Seq Field Fields are a flexible and powerful way to generate numbered lists. Fields use counters called identifiers to calculate, specify, and reset numeric values. You can reset fields to a specific value using the \r switch and use this switch to generate multiple lists within the same document. You must apply formatting attributes to Seq fields with styles or direct formatting. Also, you must manually place special characters such as parenthesis or decimal points. To create a numbered list with the Seq field: 1. Place the cursor where you want to insert the number for a numbered list. 2. Click the Insert tab, in the Text group click Quick Parts, and select Field. 3. From the Categories list, select Numbering. 4. From the Field names list, select Seq. 5. The Advanced Field Properties section displays the Field Codes box. Each Seq field contains an identifier, or name, that relates it to other identically named Seq fields. The identifier is a name that distinguishes one list of fields from another. Under Field codes, type an identifier after SEQ. The identifier must contain one of the numbers between For example List404, Steps401, or Alpha Click Options. 7. The Field Options dialog box appears. On the General Switches tab, under Formatting, choose a numbering format such as 1, 2, 3..., then click Add to Field. 8. Click OK twice. The first number appears in your content item. 9. Manually format the Seq field by adding a period or parenthesis after the number. 10. Use styles or apply direct formatting for font, size, and layout as your document dictates. 249

250 Working with Microsoft Word 11. To reproduce the Seq field and all the formatting applied to it, select the Seq field and any associated formatting characters and use copy and paste. Multiple-Level Numbered Lists with the Seq Field You can also use the Seq field in conjunction with styles to create numbered lists with multiple levels. A multiple-level list uses multiple styles to create the tiered effect. To create the first level of numbering: 1. Create a first level paragraph style. 2. From the Paragraph Options: Indents and Spacing dialog box, locate the Indentation section. In the Special list, select Hanging to create a hanging indent for the style. 3. In the By list, specify a value for the handing indent and click OK. 4. Place the cursor at the beginning of the line. 5. Define a Seq field, specify an identifier, and click Options. 6. Specify formatting for the field. 7. Click OK and click OK again. 8. Apply the style and copy the Seq field to all first-level paragraphs. 9. On a new line, create the second level of numbering by creating the second level paragraph style. 10. On the Paragraph tab, under Indentation, specify a left indent to create the second level of indentation. 11. In the Special list, select Hanging to create a hanging indent for the style. 12. In the By list, specify a value for the handing indent and click OK. 13. Place the cursor at the beginning of the first level 2 line of text. 14. Define a Seq field, specify an identifier, and click Options. 15. Specify formatting for the field. 16. Click OK and click OK again. 17. Apply the style and copy the Seq field to all second-level paragraphs. 18. Right-click each Seq field, and click Update field. Restarting Numbering on Seq Lists To restart a numbered Seq list: 1. Place your cursor where you would like to restart a numbered list or start a new numbered list using the same Seq identifier. 2. Click the Insert tab, click Quick Parts, and select Field. 3. Under Categories, select Numbering. 250

251 Working with Microsoft Word 4. Under Field names, select Seq. 5. Type a new identifier after SEQ, and click Options. 6. Click the Field Specific Switches tab. 7. Select the \r switch and click Add to Field. The \r switch sets the field to any value you define after the \r switch in the Field Code text box. 8. Type the number 1 after the \r switch. The Field Code text box should now conform to the following syntax: SEQ <identifier>\r 1 where <identifier> is the identifier you created in step Click OK twice. The number 1 appears as the field code. Enhanced Widow and Orphan Control Microsoft Word does not provide advanced widow and orphan control settings, but you can access advanced settings through the xpublish Command button in the Insert group of the xpression tab. The xpublish commands feature enables you to specify widow and orphan features that are not supported by Microsoft Word. These features are only available for xpublish documents. xpublish commands are not recognized by Microsoft Word, so the effect of any xpublish commands used in the document will not be displayed in any Microsoft Word preview. The xpublish commands are honored in output. xpublish commands cannot be inserted into a header or footer. The xpublish Commands feature enables you to define the following features. Feature Define Table Heading Row(s) Define Table Footer Row(s) Index Heading Paragraph Orphans Paragraph Widows Description Enables you to define a table row as the table heading row. For more information, see Using the Define Table Heading Row(s) Command, page 253. Enables you to define a table row as the table footer row. For more information, see Using the Define Table Footer Row(s) Command, page 253. Enables you to create index headings appear outside of the page body and identify a range of topics and terms that are discussed on the page. For more information, see IndexHeading, page 204. Enables you to define the orphan settings for a paragraph. The integer you define here will be the minimum number of lines that can appear in the current paragraph before the paragraph can break across a page boundary. For example, if you set this value at three, the paragraph will not break at the page boundary unless three or more lines precede the page boundary. For more information, see Paragraph Orphans Options, page 253. Enables you to define the widow settings for a paragraph. The integer you define here will be the minimum number of lines that can be split on to a new page. For example, if you define this value as three, the paragraph will break at a page boundary by displaying three or more lines on the new page. The paragraph will not break at the page boundary unless three or more lines can be displayed on the new page. For more information, see Paragraph Widows Options, page

252 Working with Microsoft Word Feature Keep Table Rows Together Table Row Orphans Table Row Widows Set Table Continuation Text - Continue from Previous Page Set Table Continuation Text - Continue to Next Page Turn Off Continuation Text Description Enables you to define a range of table rows that will stay together and not break at a page boundary. For more information, see Keep Table Rows Together Options, page 254. Enables you to define the orphan settings for a table. The integer you define here will be the minimum number of rows that must follow a heading row before a table can break across a page boundary. For example, if you set this value at three, the table will not break at the page boundary unless three or more rows follow the heading row. For more information, see Table Row Orphans Options, page 255. Enables you to define the widow settings for a table. The integer you define here will be the minimum number of rows that can be split on to a new page. For example, if you define this value as three, the table will break at a page boundary by displaying three or more rows on the new page. The table will not break at the page boundary unless three or more rows can be displayed on the new page. For more information, see Table Row Widows Options, page 256. This command is supported for use in a Table rule, but not for tables created in a Read loop.when you activate this feature for a table or series of tables, it will place text in or under your table informing your reader that the content is continued from the previous page. This text only appears if the table breaks at a page boundary. This command must be inserted ahead of the table it applies to. This command is supported for use in a Table rule, but not for tables created in a Read loop. When you activate this feature for a table or series of tables, it will place text in or over your table informing your reader that the content is continued on the next page. This text only appears if the table breaks at a page boundary. This command must be inserted ahead of the table it applies to. This command defines the end-point for the continuation text features. It should be inserted after the table or tables that use the continuation text feature. After defining your settings, xpublish will construct styledoc tags for the parameters you defined and insert it into the beginning of your paragraph or table using Hidden Text. These settings will only apply to the current table or paragraph. Implementing an xpublish Command To implement an xpublish command, complete the following steps: 1. Place your cursor in the paragraph or table that you want on which you want to define widow or orphan settings. 2. Click the xpublish Command button in the Insert group. 3. The xpublish Commands list appears. This page lists all of the xpublish Commands. 4. Select the command you want to implement and click OK. 5. Define the settings for the command you chose. To see more information about the commands, see Paragraph Orphans Options, page 253, Paragraph Widows Options, page 254, Keep Table 252

253 Working with Microsoft Word Rows Together Options, page 254, Table Row Orphans Options, page 255, or Table Row Widows Options, page Click OK when finished. 7. When implementing consecutive xpublish commands, xpression requires that you place a line (carriage return) between the commands. If the commands are not separated by a line, only the first command will be honored. To implement a consecutive xpublish command, place your cursor at the end of the first command and press Enter. If you want to reduce the amount of empty space this empty line creates: Select the empty line and click Clear Formatting from the Style drop-down menu Reduce the font size of the empty line to 1pt Using the Define Table Heading Row(s) Command To define a table heading row, complete the following steps: 1. Open the document in xdesign. 2. Place your cursor in the table row that you want to define as a table heading row. 3. From the xpression tab, click the xpublish Command button in the Insert group. 4. Select Define Table Heading Row(s). 5. Click OK. Using the Define Table Footer Row(s) Command To define a table footer row, complete the following steps: 1. Open the document in xdesign. 2. Place your cursor in the table row that you want to define as a table footer row. 3. From the xpression tab, click the xpublish Command button in the Insert group. 4. Select Define Table Footer Row(s). 5. Click OK. Paragraph Orphans Options To see the paragraph orphan options, access the xpublish commands as shown in Implementing an xpublish Command, page 252 and selecting Paragraph Orphans. Enables you to define the orphan settings for a paragraph. This page contains the following elements. 253

254 Working with Microsoft Word Element Name The Number of Lines Description The integer you define here will be the minimum number of lines that can appear in the current paragraph before the paragraph can break across a page boundary. For example, if you set this value at three, the paragraph will not break at the page boundary unless three or more lines precede the page boundary. Paragraph Widows Options To see the paragraph widows options, access the xpublish commands as shown in Implementing an xpublish Command, page 252 and selecting Paragraph Widows. Enables you to define the widow settings for a paragraph. This page contains the following elements. Element Name The Number of Lines Description The integer you define here will be the minimum number of line that can be split on to a new page. For example, if you define this value as three, the paragraph will break at a page boundary by displaying three or more lines on the new page. The paragraph will not break at the page boundary unless three or more lines can be displayed on the new page. Keep Table Rows Together Options To see the Keep Table Rows Together options, access the xpublish commands as shown in Implementing an xpublish Command, page 252 and selecting Keep Table Rows Together. Enables you to define a range of table rows that will stay together and not break at a page boundary. To define the range of rows that you want to keep together, you must define a starting row and a range of rows to follow. This page contains the following elements. Element Name Starting Row Number Description Define the first row in your table that you want to keep together. You can define: T - Indicates that the top row of the table is the starting row. B - Indicates that the bottom row of the table is the starting row. You may wonder how the bottom row can be a starting row, but keep in mind that tables created with Table rules or Read loops can be of variable length. C - Indicates that the current row (the row where your cursor resides) is the starting row. 254

255 Working with Microsoft Word Element Name A Range of Rows Description You can also define an integer that identifies the starting row. 1 would indicate the first row in the table. If the table contains a heading row, the heading row is the first row in the table. 2 would define the second row in the table. Define an integer that identifies the number of additional rows you want to keep with the starting row. Use the plus (+) sign to indicate that the rows follow the starting row. Use the minus (-) sign to indicate that the row precede the starting row. If you selected B as the Starting Row Number, the Range of Rows must be a negative number. If you selected T as the Starting Row Number, the Range of Rows must be a positive number. For example, if you define your starting row as 1 and your range of rows as +3, xpression will keep your heading row and the next three rows together. Sometimes a table can be defined across multiple content items. These table rows are merged into a big table in the output. You can define Keep Table Rows Together on a table row in one of the content items. When you define the starting row number, be aware that this number refers to the row number of the merged table. For example, when you define T as the starting row number, you are referring to the top row of the merge table, not the top row of the table in the content item. Note: Microsoft Word creates an extra table row when the row breaks to a new page when the default Allow row to break across pages is selected. xpublish does not account for this extra row since it may not be added depending on the setting. There are two ways to ensure that the original table row stays together with the previous row: Deselect Allow row to break across pages Right-click on the table, select Table Properties, open the Row tab, and ensure that Allow row to break across pages is not selected. Modify the xpublish command With the cursor in the row, click xpublish Command from the Insert group of the xpression tab. Select Keep Table Rows Together and then click OK. Change the A Range of Rows value from +1 to +2. Table Row Orphans Options To see the table row orphan options, access the xpublish commands as shown in Implementing an xpublish Command, page 252 and selecting Table Row Orphans. Enables you to define the orphan settings for a table. This page contains the following elements. 255

256 Working with Microsoft Word Element Name The Number of Rows Description The integer you define here will be the minimum number of rows that must follow a heading row before a table can break across a page boundary. For example, if you set this value at three, the table will not break at the page boundary unless three or more rows follow the heading row. This option does not count heading rows, only table body rows. Table Row Widows Options To see the table row widows options, access the xpublish commands as shown in Implementing an xpublish Command, page 252 and selecting Table Row Widows. Enables you to define the widow settings for a table. This page contains the following elements. Element Name The Number of Rows Description The integer you define here will be the minimum number of rows that can be split on to a new page. For example, if you define this value as three, the table will break at a page boundary by displaying three or more rows on the new page. The table will not break at the page boundary unless three or more rows can be displayed on the new page. This option does not count heading rows, only table body rows. Using the Table Continuation Text Commands The table continuation text commands enable you to insert text into your document that informs your reader when a table continues of the next page or is continued from the previous page. You activate the continuated text features by inserting the Continue from previous page or Continue to next page commands before the table that will use continuated text. You turn off the continued text feature by inserting the Turn off continuated text command after the table that uses the continuated text. The document is assessed from top to bottom and the text is applied as required when a table that breaks is encountered. You can supply your own text to inform the reader that the table continues to the next page or is continued from the previous page. Additionally, you can apply borders to the continuated text to display the continuated text as part of the table or, if the paragraph is defined without borders, you can choose to remove the borders to make it appear that the continuated text resides outside the table. The text actually resides inside the table regardless of your choice. If the paragraph is defined with borders then the borders defined for the hidden paragraph will be applied to the continuation text. 256

257 Working with Microsoft Word Implementing the Continue From Previous Page Command To insert the Continue from Previous Page command, complete the following steps: 1. Open the document in xdesign. 2. Place your cursor ahead of the table that will be defined with continuated text. 3. Type the continuation text that you want to use. This text cannot be inside a table or in a header or footer. 4. If you want to incorporate a page number in the text, you can insert a Page Number field in this line. When you publish the document, xpression will add or subtract 1 as appropriate so that the page number indicates the appropriate page number. 5. Place the cursor inside the continuation text that you just created and click the xpublish Command button in the Insert group of the xpression tab. 6. Select Set Table Continuation Text - Continue from Previous Page. 7. Click OK. The text that you provided in step 1 will be converted to hidden text along with the formatting command. 8. Select the border option that you want to apply to the text. You can choose Current Paragraph Border Setting or Table Default Border Setting. Your selection will determine whether the text appears to be inside or outside of the table. In either case, the text actually resides inside the table. The Current Paragraph Border Setting uses the border setting from the current paragraph. The Table Default Border Setting uses the border from the table. 9. Click OK. Implementing the Continue to Next Page Command To insert the Continue to Next Page command, complete the following steps: 1. Open the document in xdesign. 2. Place your cursor ahead of the table that will be defined with continuated text. 3. Type the continuation text that you want to use. This text cannot be inside a table or in a header or footer. 4. If you want to incorporate a page number in the text, you can insert a Page Number field in this line. When you publish the document, xpression will add or subtract 1 as appropriate so that the page number indicates the appropriate page number. 5. Place the cursor inside the continuation text that you just created and click the xpublish Command button in the Insert group of the xpression tab. 6. Select Set Table Continuation Text - Continue to Next Page. 7. Click OK. The text that you provided in step 1 will be converted to hidden text along with the formatting command. 257

258 Working with Microsoft Word 8. Select the border option that you want to apply to the text. You can choose Current Paragraph Border Setting or Table Default Border Setting. Your selection will determine whether the text appears to be inside or outside of the table. In either case, the text actually resides inside the table. The Current Paragraph Border Setting uses the border setting from the current paragraph. The Table Default Border Setting uses the border from the table. 9. Click OK. Implementing the Turn Off Continuated Text Command To insert the Turn Off Continuated Text command, complete the following steps: 1. Open the document in xdesign. 2. Place your cursor after the table or tables that were defined with continuated text. 3. Select Turn Off Continuation Text. 4. Click OK. 5. Select whether you want to turn off Continue to Next Page, Continue from Previous Page, or Both. 6. Click OK. Removing xpublish Commands To remove xpublish commands, complete the following steps: 1. Click the xpublish Command button from the Remove group of the xpression tab. 2. The Remove xpublish Commands pop-up box appears. The Remove xpublish Commands box lists all commands in the current content item. 3. Select the xpublish command that you want to remove. You can select more than one command. 4. Click Remove. 5. xpression will inform you if you have removed all xpublish commands from the content item. If you have removed all xpublish commands, the pop-up box will close automatically. If your content item still contains xpublish commands, click Exit to close the pop-up box. Shapes xpression does not support the insertion of Shapes (Insert tab > Shapes) except for Rectangle and Rounded Rectangle which then must be converted to text boxes. See Text Boxes/Frames, page 205 for more information about Rectangle and Rounded Rectangle. 258

259 Working with Microsoft Word Character-Level Formatting This section discusses the following character-level formatting features in the Font dialog box: Configuring Character-Level Formatting, page 259 Special Characters, page 261 WordArt, page 262 AutoText, page 262 Configuring Character-Level Formatting Most character-level formatting features appear on the font dialog box. Access these options by clicking the Home tab and expanding the Font group. The Font dialog box contains settings for font family, style, size, color, and many other font formatting options. Font Options To access character-level formatting features click the Home tab and expand the Font group. The Font tab contains the following options. Feature Font Font Style, Font Size, Font Color Underline Style, Underline Color xpublish Effects: Strikethrough, Superscript, Hidden, Subscript Effects: Double-Strikethrough, Shadow, Outline, Emboss, Engrave, Small caps, All caps Words Only underline style not supported. See Underline and Strikethrough, page 259 for more information. See Underline and Strikethrough, page 259. Not supported Underline and Strikethrough The default weight of the underline or strikethrough depends on the size of the type. The weight can be configured. xpression uses the offset and weight values that it retrieves from TrueType font file. 259

260 Working with Microsoft Word xpression does not support the Draw Underline on Trailing Spaces feature accessible at Microsoft Office Button > Word Options > Advanced > Layout Options. Superscript and Subscript For Superscript and Subscript, xpublish uses the following default settings: Size = 60% Baseline shift = 50% Font Options: Character Spacing The following options on the Character Spacing tab are supported: Scale Spacing Kerning To access the Character Spacing options click the Home tab, expand the Font group, and click the Character Spacing tab. To enable the Scale, Spacing, and Kerning features, set the values of the following properties in DCPI.properties to true: EnableScalingCharacter EnableKerning EnableTracking Font Options: Text Effects None of the options on this tab are supported. Additional Font Options The following table lists some additional font options available from Microsoft Word. Feature Text Animation Highlight Background Shading xpublish Not supported 260

261 Working with Microsoft Word Special Characters xpression supports the ISO Latin-1 character set. This character set contains all Latin alphabet letters used in all Western European languages, including accented vowels and the copyright symbol. Published documents often require special fonts, symbols, and international characters. To use special characters in an xpublish document, use characters from the Symbol font. Microsoft Word Special Character Support for xpublish, page 261 ALT + Number Combinations, page 261 Equations, page 262 Smart Quotes, page 262 Microsoft Word Special Character Support for xpublish To see a list of Microsoft Word special characters click the Insert tab, in the Symbols group click Symbol, select More Symbols, and click the Special Characters tab. The following table lists the supported special characters for xpublish. Feature Em Space En Space Non-Breaking Space Not supported Not supported 1/4 Em space Not supported Em Dash En Dash Optional Hyphen Nonbreaking Hyphen Symbols Quotes xpublish Note: The use of braces ({}) in content is discouraged. xpression uses braces to identify variables and any other use may cause errors in the document. ALT + Number Combinations You can access characters that aren t present on your keyboard by using standard Windows Alt + Number combinations. For example, pressing the ALT button while typing 0169 results in a copyright symbol ( ). 261

262 Working with Microsoft Word You can learn more about the four-digit combinations by using the Character Map utility found in Windows System Tools. Select a character from the Windows character map and notice the Keystroke combination located on the lower right corner of the window. Equations xpression does not support the Microsoft Word Equation feature accessible from the Insert menu (Insert > Symbols > Equation). Smart Quotes EMC Document Sciences recommends against using Microsoft Word Smart Quotes in your documents because Smart Quotes don t always map well in different character sets. The character may display incorrectly or not at all. WordArt xpression does not support the Microsoft Word WordArt feature accessible from the Insert tab in the Word Ribbon. AutoText The following AutoText settings are supported. Element Name Description Current Page Number The number of the current page. Total Page Number Calculates the total number of pages and places that value in your document. Arabic Number Style 1, 2, 3, 4,... Roman Number Style I, II, III, i, ii, iii,... Alphabetic Number Style A, B, C, a, b, c,

263 Chapter 11 Special Features This chapter contains information about optional paragraphs, attribute overrides, recipient processing, and printing the details of your document. It also introduces additional xpression features available on the Microsoft Word xpression tab. See the following topics: Replacement Fields, page 263 Merging Paragraphs Across Content Items, page 279 Paragraph Artifacts, page 280 Optional Paragraphs, page 281 Overriding Attributes, page 286 Recipient Processing, page 288 Printing Document Details, page 289 xpressforms, page 292 Replacement Fields Replacement Fields are variables that you insert into your document for the purpose of personalizing your document or performing calculations. The Replacement Field will be resolved with a value when the document is assembled. The value can originate from: Customer Data Field With this option, xpression will pull the data from a field in your customer data source. For more information, see Customer Data Source Field Type Replacements, page 264. Pre-Defined Table Variable With this option, xpression can calculate the subtotal value of defined cells in a table. For more information, see Pre-Defined Table Variable Replacements, page 265. Variable With this option, you can supply a value defined in a pre-existing Variable rule. For more information, see Variable Type Replacements, page 267. Note: If xpression encounters an unsupported character in the Replacement Field, it will be processed as a zero during the calculation. 263

264 Special Features The following sections contain these related topics: Customer Data Source Field Type Replacements, page 264 Pre-Defined Table Variable Replacements, page 265 Variable Type Replacements, page 267 Variables with Large Values, page 269 Formatting Replacements, page 269 Customer Data Source Field Type Replacements This type of replacement field pulls its data from a field in your customer data source when the document is assembled. The purpose of this replacement type is to personalize your document by replacing generic terms with data from the customer record. For example, this type of replacement is very useful for personalizing your document with the customer s name and address. When defining your data source field, you have option of selecting the data source group and data source table. By default, xpression only reads the primary table in your primary data source. If your data resides in a secondary table or a different data source, you must use a Read rule to read the correct data source table. The Read rule must be placed before the location where the Replacement Field is used. Note: xpression supports XQuery 5, but dynamic primary keys (primary keys with values that change each time XQuery is called) are not supported with XQuery. If the primary key must be dynamic then an XML data source is recommended. Tip: xpression applies a character style, DLSVAR, to the replacement fields you add to a content item. If you place your cursor after the field and add some text, your new text is also liable to inherit the DLSVAR character style, like this: {MYTABLE.FIFTHCOLUMN} Thank you for your inquiry. Publish this content item and you ll notice that the text Thank you for your inquiry doesn t appear in your final output. To avoid this problem, press CTRL+[spacebar] when you place the cursor after a replacement field to remove the character style from any subsequent text that you add. To insert a data source or field replacement in your content item: 1. Open the content item. 2. Place the cursor at the point where you want to insert the variable and click Replacement Field in the Insert group of xpression tab. The Replacement Fields dialog box appears. By default, the Replacement type that is selected is the Customer data field option, and the data source group that contains your primary data source appears in Data source group. If you want to read a record from a different data source in a different data source group, choose an alternate group name from the list. Why would you want to use a different data source? Say your primary data source is an XML database, but you have information in another DB2 data source that you want to use for the replacement. Select the DB2 data source group and the table you need. xdesign will pull the data from the alternate data source and add it to your content item. 3. Select the table in your data source that contains the information you want to insert. The columns in the data source table you select appear in the Fields list. 264

265 Special Features 4. If you need to reformat the data after it s inserted in the document, click Choose Format. By default, xpression Design uses the formatting of the data as it appears in your data source. For more information, see Formatting Replacements, page Click Insert. The variable appears in your document as red uppercase letters, enclosed by braces: {TABLE NAME.COLUMN NAME}. Don t worry if different tables in your data source use the same column names. xpression Design adds the TABLENAME. prefix to help you determine the source of each variable. When you assemble the document, xpression Design replaces the variable with the value in the variable field. Pre-Defined Table Variable Replacements This option enables you to calculate a subtotal value for a column in your table. The subtotal value must appear in either a table heading or table footer row. When a subtotal replacement is defined in a table header or footer row, it will calculate a value based on the value in all the cells in the column. You must define the table row as either a header or footer row prior to inserting the variable replacements. The values in the cells must be either numbers or variables. You can calculate a subtotal using the following functions: sum, count, average, max, and min. You can also define the scope of the subtotal. You can choose: Running Subtotal This scope calculates the value for the entire table, even if the table runs across multiple pages. Page Subtotal This scope calculates the value based on the portion of the table that fits on the current page. If placed in a table heading row, this function will return the subtotal value of the previous page. Like all Replacement Fields, you can format the Replacement Field value with the available numeric formatting options. Before inserting a Replacement Field, you must first define a table heading or footer row. You can define a table heading or table footer row through either the Insert xpublish Command function or though the built-in table functionality in Microsoft Word. To add a Pre-Defined Table Variable replacement: 1. Place your cursor in the table row that you want to define as a table heading row or table footing row. 2. From the xpression tab, click xpublish Command in the Insert group. 3. If you are defining a table heading row, select Define Table Heading Row(s). If you are defining a table footer row, select Define Table Footer Row(s). Click OK. 4. Place your cursor in the heading or footer row of the column where you want the subtotal to appear. 5. In the Insert group of the xpression tab, click Replacement Field. 6. Select Pre-defined table variable. 265

266 Special Features 7. Define the scope by selecting either Running Subtotal or Page Subtotal from the Scope list. Running Subtotal This scope calculates the value for the entire table, even if the table runs across multiple pages. Page Subtotal This scope calculates the value based on the portion of the table that fits on the current page. If placed in a table heading row, this function will return the subtotal value of the previous page. 8. In the Fields list, select the field that you want to insert. You can select: Average Calculates the average value of the cells in the column. If Page Subtotal, field name is DSC_PAGE_TABLE_AVERAGE If Running Subtotal, field name is DSC_TABLE_AVERAGE Count Counts the number of values in the column. If Page Subtotal, field name is DSC_PAGE_TABLE_COUNT If Running Subtotal, field name is DSC_TABLE_COUNT Max Reports the highest value in the column. If Page Subtotal, field name is DSC_PAGE_TABLE_MAX If Running Subtotal, field name is DSC_TABLE_MAX Min Reports the lowest value in the column. If Page Subtotal, field name is DSC_PAGE_TABLE_MIN If Running Subtotal, field name is DSC_TABLE_MIN Sum Adds together all values in the column. If Page Subtotal, field name is DSC_PAGE_TABLE_SUM If Running Subtotal, field name is DSC_TABLE_SUM 9. To apply formatting to the Replacement Field, click Choose Format. See Formatting Replacements, page 269 for more information. 10. When finished, click Insert. Pre-Defined Table Variable Restrictions Be aware of the following restrictions when using Pre-Defined Table Variable Replacement Fields. The subtotal functionality is not supported when the document is published using the HTML Output Format. Pre-Defined Table Variables should only be inserted into a table heading or footer cell. Pre-Defined Table Variables cannot be inserted into a page header or footer. When calculating a subtotal value, xpression will ignore all values defined in a table heading or footer row. xpression will ignore any Pre-Defined Table Variables inserted into a table body cell. Do not localize the field names in your document. xpression will only recognize the pre-defined field names. Do not use the Allow rows to break across pages feature on tables that are calculating a subtotal. 266

267 Special Features Variable Type Replacements Variable rules enable you to build variables that can be used to personalize documents when specified criteria is met. You can define them as fields from your data source, by using a literal value that you hand-code into the variable, as a reference to another variable of comparable type, or as a calculated value. You can use a Variable rule to qualify a variable to be included in the confines of a content item. You create the rule with its criteria and then any number of variables within it. Each of the variables then becomes eligible to be placed as a field replacement in a content item. When xdesign qualifies and generates a content item with the variable in it, the variable is replaced with the value you ve defined inside the rule. Variable rules are global and apply to your entire document. You can place a variable rule inside a loop if you want to accumulate totals that can then be placed in the document. Some important things to know about how you define your variables and Variable rules: Variables replaced from the data source are read from the data source and placed into the text. Variables defined in the Variable rule can be used globally throughout the document, but you must place the Variable rule prior to the content that will be using the variable, perhaps at the beginning of the document. There is no limit to the number of user-defined variables that can be included within a single Variable rule. For example, your company has decided to include an explanation of loan provisions in all policies that have been in force for five years or less. The column PRI_YEARS in your data source contains this information. The cover letters you send to customers with a PRI_YEARS value less than or equal to five need to state that this new document is included with their policies. All other cover letters have to state that this explanation is not included. In this example, the variable ARENOTINCLUDED in the Variable rule contains the word not. The variable is shown here in red uppercase letters enclosed in braces as it appears when you insert it into your content during editing. In this policy, you, your, and insured refer to the person listed as the Insured in the Policy Schedule. We, us, our, and Company refer to the Insignia Life Insurance Company. an explanation of the loan provisions for this policy has {ARENOTINCLUDED} been included. When the value of the PRI_YEARS field for a customer matches the Variable rule criteria (in this case is less than or equal to five), then the {ARENOTINCLUDED} variable is replaced with the word not. In this policy, you, your, and insured refer to the person listed as the Insured in the Policy Schedule. We, us, our, and Company refer to the Insignia Life Insurance Company. an explanation of the loan provisions for this policy has not been included. When the criteria is not met, then the variable ARENOTINCLUDED is simply ignored and the phrase now reads...loan provisions for this policy has been included. If there are spaces contained in a variable replacement name, the spaces are ignored when you publish the document in transaction mode but are kept when you published the document in batch mode. You can set the value of the RemoveSpaceFromReplacementFieldString property in xpressionpublish.properties to control this behavior. When the value of RemoveSpaceFromReplacementFieldString is set to false, spaces in a variable replacement name are 267

268 Special Features kept both when you publish in transaction mode and in batch mode; when the value is set to true, the spaces are kept only when you publish in batch mode. Note: Variable replacements appear in red when you view your document in xdesign. When you publish your document to your final output format, the variable will appear in its correct color. How Do I Create a Variable Rule? A Variable rule is created in similar fashion to the way you create a Content rule, but with some additional parameters. Complete instructions for creating the Variable rule and its criteria can be found in the Variable Rules, page 97 section. Inserting a Variable Replacement To insert a variable replacement in your content item: 1. Open the content item. 2. Place the cursor at the point where you want to insert the variable and click Replacement Field in the Insert group of the xpression tab. The Replacement Fields dialog box appears. 3. Select the Variable option to list the field replacements that you defined in a Variable rule. 4. From the Fields list, select the variable you defined in your Variable rule. 5. If you need to reformat the data after it s inserted in the document, click Choose Format. By default, xpression Design uses the formatting of the data as it appears in your data source. For more information, see Formatting Replacements, page Click Insert. The variable appears in your document as red uppercase letters, enclosed by braces: {}. When you assemble the document, xpression Design replaces the variable with the value in the variable field. Variable Replacement Restrictions Keep the following items in mind when you create replacements: Variable replacements from the rule are global they apply across the entire document. Your variable replacement data must not contain the pipe, or vertical bar character ( ). Because xpression Design uses this character internally, unpredictable results may occur if it encounters a vertical bar in your data. If there is only a variable replacement on a line, and the replacement has no value, the line will not appear in the output. If you want the line to appear whether there is qualified data or not, put a hard space after the replacement. xdesign will see the space as a qualified character and output a blank line. Using variable replacement to replace an image with a reference to a field in customer data will usually fail in a similar manner to that described in the preceding item and will result in an error. 268

269 Special Features Using a variable replacement with the IMG tag can only be safely accomplished by replacing the name of the image with the data reference enclosed in braces: {CUSTDATA.CUSTIMAGE}. Variables with Large Values When the value of a variable is sufficiently large, it is represented in scientific notation. When this occurs, the value must be converted to double type, which is limited to a length of 16. The 16 characters are the most significant positions, including both sides of the decimal point if present. Therefore, variable values should not exceed 16 places, including positions to the right of the decimal point. Formatting Replacements xpression Design enables you to apply your own formatting to data after it s inserted during document assembly. For example, a date column in your data source may contain dates like this: 1997 Dec 14, but you want the date to appear in your documents as December 14, Rather than changing the format of the date column, which isn t very practical, you can apply the formatting you want to the data after it appears in your content item. You can format variable replacements as you add the replacement field to your document, or you can format replacement fields already in a document. Note: Formatting variables within CompuSet hidden text is not supported. If attempted, the document generally cannot be previewed or published. However, in most cases a User Exit can be used to achieve the desired result. To format a field replacement: 1. Place your cursor in the replacement field. You don t need to select the entire field. 2. Click Format Replacement Field from the xpression tab. 3. Use the General setting to accept the formatting as it exists in the data source. This is the default setting. The following sections describe the options available for formatting the data. Applying direct formatting such as point size to a replacement after you insert it may interfere with the styles applied to the replacement by xdesign. Instead, create a character style in Microsoft Word and use the Style feature to incorporate it into your replacement format. Number Type Use Number to format the data from a general numeric column. The following functionality is available. Decimal Places The number of digits you want to appear after a decimal. A setting of 3 would format a number like this: The default setting is zero. Use Thousands Separator Adds a separator where appropriate to mark divisions of The default separator is a comma. 269

270 Special Features Number Style Contains all of the character styles defined in your content item. Negative Numbers Formats negative numbers as either falling between parentheses, or following a minus (-) symbol. Negative Number Style Contains all of the character styles defined in your content item. Locale Locale is an optional setting that xpression uses for multiple purposes. See Locale, page 272 for more information. Currency Use Currency to format the data from a currency numeric column. The following functionality is available. Decimal Places The number of digits you want to appear after a decimal. A setting of 3 would format a number like this: The default setting is zero. Use Thousands Separator Adds a separator where appropriate to mark divisions of The default separator is a comma. Style Contains all of the character styles defined in your content item. Negative Numbers Formats negative numbers as either falling between parentheses, or following a minus (-) symbol. Negative Number Style Contains all of the character styles defined in your content item. Currency Symbol Inserts a variety of international currency symbols. If you want to use a symbol that s not in the list, you ll need to add your own custom format as described in Custom, page 272. Currency Symbol Placement Places the currency symbol before or after the currency figure. Locale Locale is an optional setting that xpression uses for multiple purposes. See Locale, page 272 for more information. Percentage Use Percentage to format the data from a percentage numeric column. All numeric values are multiplied by 100 and a percent symbol is added. The value in the Decimal Places field indicates how many decimal places you want to print. For example, if you have a value of 250 in a field, and you select 3 decimal places, this format will produce %. Date/Time Use Date/Time to format the data from a date/time field. 270

271 Special Features String Use String to format the data from a string field. The following functionality is available. Data Contains HTML Formatting This option prevents xpression from intercepting and converting special characters used by HTML (for example, <, >, &) to their equivalent entity code (<, &rt;). The special characters are passed through to the composition unaltered where they can be read and executed. Selecting the Data contains HTML formatting option is the preferred of two way to honor HTML formatting in variables. The other way is to set HTMLFormatting in customerdata.properties to TRUE. Setting the property will apply globally. Performance may be impaired when the property is set globally, so it is recommended to select the Data contains HTML formatting check box for each variable where applicable. This option should be selected if the document is intended for use with xrevise or custom IDDK applications, Static text for xrevise/iddk work items is selected for the variable rule, and the data is formatted using HTML. The HTMLFormatting property does not apply to Word preview in xdesign, so documents with HTML formatting cannot be previewed in Word format reliably. Also, be aware that HTML formatting is not supported for replacements in form fields. Case Changes the case of the text in the field. Remove Leading and Trailing Whitespace Removes any extra spaces that may occur before or after the value in a field. Collapse multiple spaces to a single space Directs xpression to remove extra spaces before, between, and after words. If you want to maintain the spacing exactly as it exists in the field, clear this option. For example, say the text in your field looks like this: The Insurance Company The Collapse multiple spaces option would reformat it to appear like this: The Insurance Company If you use the KEEPSPACES directive in your variable rule there is a risk that line breaks will not be correct unless you also use the Collapse multiple spaces to a single space option. If you encounter this problem, and are not able to use the Collapse multiple spaces to a single space option, contact your EMC Document Sciences representative for assistance in developing a workable solution. Extract Substring Enables you to extract a string from a string. For example, if you wanted to extract the portion of the product code ABC, you would specify a Starting character position of 5 (the position of the character 4), and a Length of new string setting of 6 (the character length of the string ). Characters to remove from string Type the character or characters you want xdesign to remove from the data in the replacement field. For example, if a street address contains parentheses such as 4321 (Main Line) Road, type () in this field. xdesign removes the parentheses and gives you 4321 Main Line Road. 271

272 Special Features Special String Patterns Select one of the most commonly used patterns from the list provided in the box. Locale Locale is an optional setting that xpression uses for multiple purposes. See Locale, page 272 for more information. Custom Are the standard replacement formats EMC Document Sciences provides with xdesign not quite what you need? Use the Custom category to create and maintain your own custom formats. For a description of Locale, see the Local entry in the previous table. To create a new format: 1. Click Add and the Custom Format Wizard starts. 2. Give your new format a alphanumeric character name. 3. Choose the type of format you want to create. Format patterns are groups of characters used to represent text or numbers. Locale Locale is an optional setting that xpression uses for two purposes: For applying specific regional date and numeric formatting to the variable replacement fields xdesign users insert into their documents. For example, a German reader might be accustomed to seeing a period symbol used as thousands separator ( DM), and a comma as a decimal (25,6 C). A German locale would enable you to format the data placed in your document to meet the expectations of a German-speaking reader. To define the extended attribute called Language. If you add at least one locale to your system, xpression automatically adds Language to the extended attribute table. Extended attributes are associated with the content as they are a property of the content, not its usage. If you select Use locale defined to content, the replacement format will default to the Language attribute assigned to the content item when it was created. If you want to use this option, you must first have your xpression Administrator enable this feature on the xpression Server. The administrator will have to enable the DefaultLocaleForVariableFormatting option in CustomerData.properties. See Administering the xpression Server for more information. If this feature is not enable at the server, all variable replacements with an undefined locale will be given the US English locale. 272

273 Special Features Format Type: Number This class allows you to control the display of leading and trailing zeros, prefixes and suffixes, grouping (thousands) separators, and the decimal separator. Valid digit placeholders are shown below. # Displays only significant digits and does not display insignificant zeros. If the format contains only number symbols (#) to the left of the decimal point, numbers less than 1 begin with a decimal point. Format = ####.# = = = (zero) Displays insignificant zeros if a number has fewer digits than there are zeros in the format. Example: Format = #### = = = Example: Format = ### = = = All digit placeholders can be combined to create custom formats. If a number has more digits to the right of the decimal point than there are placeholders in the format, the number will round to as many decimal places as there are placeholders. Number Format Definition Examples Negative Number To specify the positive and negative formats for the number, separate each format by a semicolon, in that order. The negative format is optional; if absent, then the positive format prefixed with the localized minus symbol ( in most locales) is used as the negative format. That is, 0.00 alone is equivalent to 0.00; Format = ####.00;(####.00) = = = (123.00) 273

274 Special Features Number Format Definition Examples Thousands Separator Percentage Currency Conditional Character Styles The grouping separator is commonly used for thousands, but in some countries it separates ten thousands. The grouping size is a constant number of digits between the grouping characters, such as 3 for 100,000,000 or 4 for 1,0000,0000. If you supply a pattern with multiple grouping characters, the interval between the last one and the end of the integer is the one that is used. So #,##,###,#### == ##,####,####. Percentage formats multiply the field value by 100 and displays the result with a percent symbol (%). To display numbers as percentage of 100, include % in the number format. To display numbers with currency symbols, include the currency symbol in the number format. To display a number format with a specific character style, based on the value of the number (positive or negative), add the name of the character style enclosed in square brackets to the number format. Format = #,###.# = 1, = = = 1,234,567. Format = 0% 0.08 = 8% 2.8 = 280% = 7.5% Format = 0.0#% 0.08 = 8.0% 2.8 = 280.0% = 7.5% Format = $####.## 0.08 = $ = $ = $.08 Format = [possty]####.00; [negsty](####.00) =<posstyle> = <possty> = <negsty>(123.00) Conditional Character Styles To display a number format with a specific character style, based on the value of the number (positive or negative), add the name of the character style enclosed in square brackets to the number format. For example: Format = [possty]####.00;[negsty](####.00) = <possty> = <possty> = <negsty>(123.00) Format Type: Date/Time To specify the time format use a time pattern string. In this pattern, all ASCII letters are reserved as pattern letters, which are defined as shown in the following table. 274

275 Special Features Symbol Meaning Presentation Example G era designator Text AD y year Number 1996 M month in year Text & Number July & 07 d day in month Number 10 h hour in am/pm (1~12) Number 12 H hour in day (0~23) Number 0 m minute in hour Number 30 s second in minute Number 55 S millisecond Number 978 E day in week Text Tuesday D day in year Number 189 F day of week in month Number 2 (2nd Wed in July) W week in year Number 27 W week in month Number 2 a AM/PM marker Text PM k hour in day (1~24) Number 24 K hour in am/pm (0~11) Number 0 z time zone Text Pacific Standard Time escape for text Delimiter single quote Literal The count of pattern letters determines the format: Text: Four or more pattern letters, use full form. Less than four pattern letters, use short or abbreviated form if one exists. Number: The minimum number of digits. Shorter numbers are zero-padded to this amount. Year is handled specially; that is, if the count of Y is 2, the year will be truncated to two digits. Text & Number: Three or more pattern letters, use text, otherwise use number. Some examples using the en_us locale. Format Pattern yyyy.mm.dd G at hh:mm:ss z Result AD at 15:08:56 PDT EEE, MMM d, yy Wed, July 10, 02 h:mm a hh o clock a, zzzz K:mm a, z yyyyy.mmmmm.dd GGG hh:mm aaa 12:08 PM 12 o clock PM, Pacific Daylight Time 0:00 PM, PST 2002.July.10 AD 12:08 PM 275

276 Special Features Format Type: String You can specify the following string manipulations on a replacement. UPPER Convert field to all uppercase. Data = John Doe Result = JOHN DOE LOWER Convert field to all lowercase. Data = John Doe Result = john doe TRIM Remove beginning and trailing spaces. Data = John Doe Result = John Doe SUB:n-m Create a sub string from the replacement field. Data = JOHN DOE Symbol = SUB:2-4 Result = OHN REMOVE:x Remove the specified character or characters from the replacement field. Data = [ ] Symbol = REMOVE:[] Result = FORMAT:x Format the string according to the specified format pattern. Data: Symbol: FORMAT:XXX-XX Result: You can combine any of these options together, separated by a semicolon. If UPPER and LOWER appear in the same format specification the last one takes precedence. For example, UPPER;TRIM;LOWER results in lowercase formatting. SUB Function Syntax The syntax for the SUB function is: SUB:n-m where n is the first character to remove and m is the last character in the sequence to remove. The minimum value for n and m is 1, the maximum value is the length of the string. 276

277 Special Features REMOVE Function Syntax The syntax for the REMOVE function is: REMOVE:x where x represents the set of characters to remove from the string. Because the semicolon is used as the separator character, an escape character must be used when the semicolon character is to be removed from the replacement field. The backslash (\) character is used as the escape character. Character Meaning Example \s Remove semicolon from replacement field. \\ Remove backslash from replacement field. Data: 123;456 Symbol = REMOVE:\s Result = Data: 123\456 Symbol = REMOVE:\\ Result = FORMAT Function Syntax The FORMAT function formats the string data according to the specified pattern. The syntax for the FORMAT function is: FORMAT:x where x represents the format pattern to be applied to the string. xpression reserves these pattern letters. Symbol Meaning Example X Literal Character placeholder. Characters to be included in string. Data: 123 Format: XXX Result: ABC Data: Format: XXX-XX Result: * All characters in data. Data: 123 Format: (*) Result: (ABC) Be aware of the following issues: If the string is longer than the specified characters, the remaining characters are appended to the end. If the string is shorter than the specified character, the excess character placeholders will be ignored. If one or more X characters follow an asterisk, the Xs will be ignored. If an asterisk follows an X in the format pattern, xpression replaces the asterisk with the remaining data not already included in the formatted replacement. 277

278 Special Features FORMAT function examples. Format Pattern Data Result FORMAT:XXXXX-XXXX FORMAT:(XXX)XXX -XXXX (012) FORMAT:(X) Result: (0) FORMAT:XXXXX dollars dollars FORMAT:* dollars dollars FORMAT:(XX)* (12) FORMAT(*)XX ( ) Example shows more data than pattern letters Example shows more pattern characters than data Example of * following X Example of X following * Because the semicolon is used to separate commands, an escape character must be used when the semicolon character is to be added to the replacement field. The backslash (\) character is used as the escape character. xpression supports these control character sequences. Character Meaning Example \s Include semi-colon in format pattern. \\ Include backslash in format pattern. \X Include X in format pattern. \* Include * in the format pattern. Data: Symbol = FORMAT: \sxxx Result = ; Data: Symbol = FORMAT:\\X Result = \ Data: Symbol = FORMAT:\XX Result = X Data: Symbol = FORMAT:\*X Result = *

279 Special Features Merging Paragraphs Across Content Items By default, each content item begins a new paragraph during assembly. The Mark Paragraph for Merge functions enable you 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. Paragraphs can be marked for merging from Microsoft Word when you create or edit a content item. You can choose to insert a space between the paragraphs being merged, or if they are already spaced the way you want them to be, merge them without inserting space. Paragraph merging also works with Shared content items. The merge paragraph feature is not supported in table cells, or headers and footers. xpression merges all consecutively marked paragraphs into a single paragraph. The resulting paragraph will be formatted according to the paragraph formatting applied to the first paragraph. xpression inserts spaces as required between merged content items. Marked paragraph markers remain invisible until you enable the Word Show/Hide functionality. When a marker is visible, you can view its description, and edit or delete the comment with the Edit Comment and Delete Comment commands in the shortcut menu. By default, the following functions are not supported in xresponse, xrevise, or custom work item applications: Paragraph merge between a text piece and a subdocument Paragraph merge between two subdocuments When you create a work item, xpression automatically creates a revision unit and insert a paragraph break when a subdocument is encountered. If the subdocument is a paragraph that is marked to be merged with the paragraph preceding it, the paragraph merge is ignored either in xeditor or in the publishing output. If you want to work in this situation, set the value of the TreatSubdocAsAutomaticRevisionUnit property in revise.properties to false. When the value is set to false, xpression does not create a revision unit for a subdocument. However a revision unit is still created for a subdocument that starts with a section, which is assigned a unique revision unit name. This property works for work item creation only, and has no impact on existing work items. Any changes of this property value will not take effect until you restart the server. Creating Merged Paragraphs To mark paragraphs for merging, complete the following steps: 1. Place your cursor in the first paragraph you want to merge with another paragraph. 2. Click Mark Paragraph for Merge or Mark Paragraph for Merge (no space) in the Editing group of the xpression tab. This inserts a comment into the content item that indicates the paragraph has been marked for merging. When you click Mark Paragraph for Merge, a space is automatically added between the content items when they are merged; no space is added when you click Mark Paragraph for Merge (no space). The example used in this section shows how paragraphs are merged with the Mark Paragraph for Merge option. 279

280 Special Features 3. Save and close the content item. 4. Open the content item that contains the paragraph you want to merge with the one you just marked. Place your cursor in the paragraph and mark it as you did in step Save and close the content item. 6. Mark any other paragraphs in other content items you want to merge. 7. Assemble the document. xdesign selects the correct content item based on customer data and merges the marked paragraphs in the order in which they appear in the assembly list. Creating Consecutive Merged Paragraphs If you want to create two or more consecutive merged paragraphs in the assembled document, place an empty, non-merging paragraph between them. A blank paragraph ensures that xdesign reads the preceding and following paragraphs properly. For example, a document contains two paragraphs, paragraph A and paragraph B. You want to use the merge paragraph facility to create both paragraphs. Unless you place a blank dummy paragraph between them, the merge paragraph facility will merge all the marked paragraphs into one long paragraph. Reduce the line spacing and point size of the blank paragraph to limit the amount of vertical space between the merged paragraphs. For better performance, create blank paragraphs between content items in your documents instead of creating rules comprised of empty paragraph content items. Paragraph Artifacts xdesign enables you to design a document for a PDF/UA output. xpression marks page headers and footers, images and charts without alternate text, and graphics as artifacts automatically during publishing. Artifacts in a PDF/UA output will not be read by conforming readers. For more information on the PDF/UA output type, see xpublish Output Processing Guide. Setting Paragraphs as Artifacts With xdesign, you can optionally set paragraphs as artifacts, including the paragraphs inside table cells. If you set a paragraph as an artifact, the images, hyperlinks, and form fields inside it are all artifacts automatically, even when you have set alternate text and tooltips for them. To set a paragraph as artifact, click anywhere in the paragraph, and click Mark as Artifact from the xpression tab of the Word Ribbon. You can also set multiple paragraphs as artifacts by selecting them. To set all the paragraphs in a table or content instance as artifacts, select the entire table. To verify the artifact setting, see Viewing Artifacts, page 281. xpression uses a special artifact tag to identify artifact paragraphs. You can view the artifact tag by showing paragraph marks in Microsoft Word. If you edit a paragraph that has been set as artifact, 280

281 Special Features you might break the artifact tag by accident. Therefore, EMC recommends you to reset a paragraph as artifact after editing the paragraph. When you split or merge artifact paragraphs, whether the resulting paragraphs are artifacts depends on the existence of artifact tags. For example, if you split an artifact paragraph into two paragraphs, one of the new paragraphs may not be artifact, because the artifact tag does not exist in both paragraphs; similarly, if you merge several paragraphs, and one of them is set as artifact, the new paragraph will also be artifact because the artifact tag exists in it. Note: Artifact settings cannot be copied or pasted, and may be removed during deleting the paragraph text. To avoid losing artifact settings, set artifacts after your template is complete. Paragraphs with no content cannot be set as artifacts. Viewing Artifacts To search artifact content items on document level, click Content > Search Artifacts from the xdesign main menu. You can view a list of content items that contain artifacts. To view artifact paragraphs in a content item, open the content item and click Previous Artifact or Next Artifact from the xpression tab. You can also click Highlight All Artifacts to display all the artifact paragraphs. Note: The artifacts in Universal Content cannot be searched out or displayed. Avoid editing content with the Highlight All Artifacts option selected. If you edit content with Highlight All Artifacts option selected, highlight settings in the original document might be lost after editing. Removing Artifact Settings To remove artifact settings, select the paragraphs and click Remove Artifact from the xpression tab. When you delete a paragraph that has been set as an artifact, be sure to remove the artifact setting first. Otherwise, the artifact setting may be extended to the paragraph that is following the deleted one. Optional Paragraphs When designing your document, you may want to add an addition level of flexibility to your output. Optional paragraphs enable users of xdesign to create paragraphs of text that can be selected for inclusion at assembly time by an xresponse, xpression Framework correspondence application user, or by xpression Batch. xresponse and Framework users are presented with a list of optional paragraphs they can add to a document for an individual customer. You can also configure optional paragraphs for unattended batch processing. 281

282 Special Features How Do Optional Paragraphs Work? xdesign, xresponse, xrevise, xpression Framework, and xpression Batch use optional paragraphs differently, as described in the following table. xdesign Enables you to create options paragraphs and optional paragraph groups. When you assemble a document in xdesign, each optional paragraph is displayed so the document designer can review and modify as necessary. For more information, see Creating an Optional Paragraph in a New Rule, page 283. xresponse with the OCX editor Presents user with a document assembled for an individual customer and a list of optional paragraphs available for that document. Users can select paragraphs to add to the assembled document. See the xresponse User Guide. xpression Framework Provides users with the methods to retrieve a list of optional paragraphs, retrieve optional paragraph text, set a user s optional paragraph selection, and preview the updated document. For more information, see the xframework Developers Guide. xpression Batch Skips any optional paragraphs that the template designer has not marked as included in xpression Batch. Optional paragraphs that are marked for inclusion with batch are automatically added to the assembled document. Optional Paragraph Groups All optional paragraphs reside in optional paragraph groups. When xresponse or xpression Framework displays the list of available optional paragraphs, they are displaying all the items in an optional paragraph group. Revision units must contain some content other than optional content. If a revision unit contains only optional content an error will occur when the xeditor user selects any optional content in that RU. See Revision Units, page 73 for more information on how revision units are created and used. 282

283 Special Features A group can contain one or many content items, and must be one of the following group selection types: Single Select: Users can select only one content item from the group. Multiple Select: Users can select multiple content items from the group. Populate individual optional paragraph groups with optional paragraphs that apply to specific situations. For example, a single select optional paragraph group might contain different versions of a closing paragraph for a past due reminder. A multiple select optional paragraph might contain marketing messages promoting different products. Note: When you migrate a document that contains optional paragraph groups, keep in mind that optional paragraph group names must be unique. If the target server already has an optional group with the same name as the imported the imported document, the name of the imported optional paragraph group will be given a counter. For example, OptionalGroup will be renamed OptionalGroup_1. Creating an Optional Paragraph in a New Rule To create an optional paragraph in a new rule: 1. Create a new Content rule with the Rule creation wizard. 2. Name the rule and specify a section level if necessary, and click Next. This page contains options for your rule. You can select Not required, Rule required for assembly, or Optional content for on-demand use. 3. For xpression to treat the content of a rule as optional, you must mark it as such. If the content qualifies for assembly, xresponse, xrevise, and xpression Framework users can then choose to add the optional paragraph before distributing the document. 4. To specify the rule as optional, select Optional Content for On-Demand Use. Additional optional paragraph configuration choices appear. The optional paragraph group options appear after you mark the content as optional. The optional paragraph group options window displays the following options. Element Default for supporting applications Please Select an Optional Paragraph Group Edit Group New Group Description When selected the optional paragraph will be offered as the default for supporting applications such as xrevise where a default option can be changed, and will be included in xbatch and WebServices where there is no option to change the default. The list of available, existing Optional Paragraph Groups. Enables editing of the properties of the selected Optional Paragraph Group. See Editing Optional Paragraph Group Properties, page 285. Creates a new Optional Paragraph Group. 5. If you want to make the optional content available to the batch process, ensure you select Default for supporting applications. 283

284 Special Features 6. Select a optional paragraph group or create a new optional paragraph group. See Creating an Optional Paragraph Group, page 284 for more information. 7. Click Next when finished. 8. After you define an optional paragraph group, the rule icon changes to signify that it is enabled for optional paragraphs. The optional paragraphs information in the right pane shows the name of the selected optional paragraph group, its group selection status (Single or Multiple select), and whether you chose to include the group in xpression Batch processing. Creating an Optional Paragraph in an Existing Rule To create optional paragraphs within an existing rule: 1. Select the rule you want to redefine as optional. 2. Access the rule properties by right-clicking the rule and selecting Properties or by clicking Properties on the Rule menu. 3. Click the Options tab to display the optional paragraph options. 4. Configure your options and click Apply. Creating an Optional Paragraph Group To create a new optional paragraph group: 1. The optional paragraph group options are accessible from your rule properties or from the rule creation wizard. The Edit Group and New Group buttons enable you to edit or create an optional paragraph group. 2. From the optional paragraph options, click New Group. Note: On the Options tab in rule properties, you can modify an existing group or add a new group. The only difference is the initial Optional group screen. From the Optional group screen, you can switch between Edit and New. When adding a new group, you can click Cancel to switch back to edit mode. In edit mode, if you have no existing group to edit, the only available choice is New. For any existing group, the only things you can change are rename, and single or multiple attribute. 3. Type a name for your group in the Group Name field. Your group name can contain up to 100 alphanumeric characters. Symbols and special characters are also supported. Optional paragraph group names that appear in the Group Name list exist by database connection, not by document. This enables you to copy entire optional paragraph groups between documents. 4. Choose a group selection option, either Single select or Multiple select. 5. Click Save. Your new Optional Paragraph Group now appears in the Group Name field. 284

285 Special Features Editing Optional Paragraph Group Properties You can change optional paragraph group names or selection types while you create groups or afterwards. To access a group and change its name and selection type: 1. Select the Optional Paragraph rule you want to change. 2. Click Properties on the rule s shortcut menu, or click Properties on the Rule menu. 3. When the Rule Information window appears, click the Options tab. This tab contains the same options available when you create an Optional Paragraph Group. 4. From the paragraph group list, select the group you want to change from the list and click Edit Group. 5. The group you selected now appears in the Group Name field. Type the new group name in the Rename Group field. 6. Verify your group selection type and change it if necessary. Click Save. 7. A message box pops up that explains when your name change goes into effect. Click OK. 8. Click OK. 9. Click Close. This returns you to the Options tab in Rule Properties. 10. Click Apply and Close to save your changes and exit. Copying and Pasting Optional Paragraph Groups You can copy and paste optional paragraph groups within the same document, or from one document to another. In either situation, you can use standard Windows keyboard conventions (Ctrl+C and Ctrl+V), the Copy and Paste commands on the Edit menu, or you can drag and drop. Note: Rules, including optional content rules, can be copied in one document and pasted to another. However, exercise caution when pasting optional content rules to ensure that the target document does not contain another optional group with the same name. Duplicate optional paragraphs are not supported and will result in an ErrorCode 6835 Optional Group {0} is used more than once in the work item. A work item cannot contain duplicate optional groups error when attempting to add a work item based on the document. Duplicate optional content groups are not allowed in xrevise work items, whether pasted from another source or added through any other method, including optional content groups that reside in sub-documents. Keep Groups in Order Ensure that you paste groups in contiguous order with other existing groups that have the same optional group name. If you paste groups out of sequence, xdesign returns an error. 285

286 Special Features For example, suppose your document has two rules called Body and Body2. Each rule contains a different content item, and each content item references an optional paragraph group, called Body Options. xdesign generates an error if: You attempt to insert a rule that is not optional between the Body and Body2 rules. The rule you want to insert is optional, but the rule has an optional paragraph group name other than Body Options. Copying Optional Paragraph Groups with the Same Name If the groups that precede and follow a pasted group are optional, and if one or the other of those groups shares the same name as the pasted group, xdesign sets the optional paragraph group name of the pasted rule to match that of the group that precedes it in the new location. xdesign adds Copy (x) to the group name and displays the following message: Optional group name has changed during paste process. For example, suppose you want to copy an optional paragraph section called Body Text and paste it between two optional paragraph sections, called Heading and Closing within your document. If you leave the pasted group name as Body Text and paste it underneath Heading, xdesign renames it Copy (1) Body Text. Using Optional Content with xeditor Any content intended for use with xeditor as optional content must include a section break of any type at the beginning of the optional content item if there is a possibility that the section settings of the optional content will be modified in xeditor. Section Settings include any option available on Word s Page Setup dialog box such as margins, header and footer settings, paper size, orientation, and so forth. Overriding Attributes You may occasionally encounter situations when you would like to temporarily override your flexible attribute mappings for a single rule. The assembly data override feature enables you to individually replace your flexible attribute mappings with data from other tables in your customer data source or hard-coded values. This section contains the following topics: How Does an Overriding Attribute Work? The attributes you select for a document determine how the document is assembled. Each attribute is mapped to an actual column in your customer data source. The Assembly Data Override feature enables you to select a different column from any previously read customer data source table, and 286

287 Special Features use it as the content group search value. Once the content group has been processed, the original values for the flexible attribute columns are restored. Note: This feature can be applied only to Table and Content rules, which are the only rules that contain content items. Example Your company insures a couple who owns a home in Wisconsin, and vacation property in California. They now want to add an earthquake rider to the California property (the jurisdiction on the rider is CA, but the jurisdiction for the customer in your data source is WI). To assemble the correct document for the vacation home, you need to replace the Wisconsin jurisdiction with California. To do this, override the Jurisdiction attribute in your Primary customer data source table with a column from your secondary customer table. The following image shows a primary and a secondary table. The secondary customer table describing the vacation home has a column (Property State) containing the jurisdictional value of the property. The Attribute Override function enables you to override the Jurisdiction column from your main customer data source with any column from the secondary customer table. Note: To add an Attribute Override, your customer data source must contain more than one table. Creating an Attribute Override To add an Attribute Override: 1. Select the appropriate Content or Table rule. 2. Click Properties on the Rule menu, or click Properties on the rule s shortcut menu. 3. When the Rule Properties window appears, click the Assembly Data tab. The Assembly Data tab lists every mapped attribute defined in xadmin for this category. Previously defined attribute overrides appear with a check in the first column. 4. Give your override a descriptive name. If you don t type a name, xdesign assigns a default name of Assembly Override. 287

288 Special Features 5. If you ve created and shared an override in the past, click Shared List to apply it to the current rule. 6. For any listed attribute you want to override, select a table from the Table list. 7. When you select a table, all the columns that exist in that table become available in the column list. Select the column you want to use as the override from the column. The selections in the column list are limited to columns of the same data type as the column you are overriding. Alternatively, you can override the attribute with a hard-coded value. You can t define both a column and a Value. To use a hard-coded value, type the value in the Value field. You can type a hard-coded value in the Value field. 8. To continue, click one of the following buttons: OK to apply the changes and exit the Rule Properties dialog box. Apply to apply the changes and leave the Rule Properties dialog box open. Reset to remove all previously defined overrides and return to the original mappings defined in xadmin. Cancel to cancel any changes and exit the Rule Properties dialog box. Note: You can identify rules containing overrides by looking under Assembly Data Overrides in the information view pane on the xdesign tab. Recipient Processing Section rules enable you to designate sections of your document for inclusion in document instances for specific recipients. For example, if you are creating an insurance policy document, you may need to create different packages to go to the client, the agent, and to the home office. xpression enables you to easily create these three distinct packages from a single document. To configure recipient processing with xpression: 1. Define your recipients. For this example, you would create a Client recipient, an Agent recipient, and a HomeOffice recipient. 2. Define page sequences with a Section rule. In xpression, you can enable any section in your document as a page sequence and attach recipients to the page sequence. 3. Create output streams for each recipient. You define output streams in xadmin. Output streams are referenced in an output profile which you define while setting up your output configuration. Defining Recipients To enable recipient processing: 1. Open the document and click Properties on the Document menu. 2. Click the Recipients tab. The Recipients tab enables you to configure recipient processing for your document. 288

289 Special Features 3. Type the name of the recipient in the Add to Server text box (you ll need to know these names ahead of time) and click Define. Repeat as necessary. 4. To associate one of the recipients with the current document, select the recipient in the Available Recipients list and click Add. Create Recipient-Enabled Section Rule To define portions of your document for recipients, complete the following steps: 1. Add a Section rule as described in Creating a Section Rule, page After you type the name of the Section rule, select Specify Recipient(s). 3. The recipients available to this document appear in the list box. Select the appropriate recipients and click Next to proceed with rule creation. Create xpublish Page Sequences xpression Publish automatically sets up one page sequence for the entire content item in any recipient-enabled section rule. If you want to define a smaller page sequence that would encompass only a sub-section of the content item, simply define a page sequence by adding a Next Page Section Break at the location where you want to begin the page sequence. Create Output Streams Output streams enable you to sort recipients within a stream, include or exclude recipients based on conditions, and configure finishing information like bar codes. Output streams are then referenced in an output profile (the same profiles you made available to the document) where they are joined with a format definition or output definition (which specifies a particular output format type, such as PostScript) and a distribution definition (to distribute the document to the correct output device). For more information, see the xadmin User Guide. Note: If you make any changes in xadmin to your output profiles, or any of the components contained within them, or you decide to add recipient processing functionality to your documents at a later time, you must regenerate the XML for your xpression document in xdesign before any of the changes will be applied to the output documents. Printing Document Details xdesign enables you to create a printable outline of your document, illustrating your structure, rules, criteria, and content items. There are several potential uses for this sort of document. For example, the document can be used as a simple snapshot of the document at a given moment, or you can use a print of an approved and completed document as a blueprint for future document development. Because the content of each content item is included in the document, you could also use it as a tool 289

290 Special Features that enables those without xpression to view a document, or even send it to an external xdesign user. xdesign provides several options to print information about an active document: Printing the Document Summary, page 290 Printing the Current Rule, page 290 Printing the Document Structure, page 290 Printing the Document Summary The document summary option gives you a high-level overview of the components of a selected document. This option provides a document summary and a list of rules in your document. Printing the Current Rule The Current Rule option is available only if you have a specific rule selected. This option provides details about the contents, attributes, and properties of a specific rule. Printing the Document Structure Occasionally you may need to document the layout and design of your xdesign documents. The Document Structure print function records the information gathered by the Document Summary and Current Rule options, supplements it with the text and graphics from each content item, converts the attribute lists into tables, and generates a Microsoft Word document (complete with a table of contents) to be saved in the location of your choosing. The table of contents structure is based on the Section levels defined in the document. You can jump from any item in the table of contents to the location of that item by holding CTRL and clicking the page number. Page-breaking section breaks separate each item in the document. xpression inserts Word TC fields with P type identifiers before the document name and all the rule names. A TOC field at the top of the first page gathers the TC field and creates the table of contents. The TC field that marks the document name is assigned table of contents level 1. TC fields marking rules with section levels of zero use level 2, rules with level 1 section levels use level 3, and so on. However, Word supports tables of content with up to nine levels. If you have any rules with section levels greater than seven, they will stay at table of contents level 9. Note that if your document contains subdocuments, the subdocument location will be noted in the output, but the content won t be included. Also, footers containing page numbering and document and rule name information are added to the output document. However, the footer won t be added if the content item has its own headers and footers defined. If the output is very large an error will occur when attempting to load the document. To prevent this error from occurring large reports are broken into smaller files of up to 200 pages, or 100,000 lines of HTML. When printing to file provide a base name for the documents and subsequent files are named 290

291 Special Features by appending a count to the name. For example, if you specify myfile as the file name, the first file will be named myfile.doc, the second myfile1.doc and so forth. When printing to printer the file basic name is always xdesignprint and subsequent files are named in the same manner as when printing to file. So the first file when printing to printer is always xdesignprint.htm, the next xdesignprint1.htm and so forth. When printing to printer, if there is a problem that prevents printing, you can save the file as a Microsoft Word document until the problem can be resolved and then printed without the need to recreate the report. In either case the final file may be substantially smaller than the rest of the files, depending on the exact size of the report. Tables of Content are created for each file and are specific to the file in which they are included; a comprehensive TOC for the entire output is not produced. If a comprehensive Table of Contents is required the individual files can be combined into a single file. The files can be printed to PDF if desired, in which case the Table of Contents produced by Microsoft Word is not relevant. Since it cannot be predicted how large a single document can be without causing the error, the document size where a document is split was set at a safe value. In some cases reports for documents that could previously be generated in a single file without error will now be broken into multiple files. Print Document Details To print the details of a document: 1. Select Print from the File menu and the Select Print Information dialog box appears. 2. If you want to send this information directly your to default Windows printer, select Print to Printer. If you d like to save a copy to disk, select Print to File to create a Microsoft Word compatible file. Use the browse button to specify a storage location, and xpression will create a Word file or series of files with your document information. The name of the files will begin with the name that you provide and increment by adding a counter to the base name. 3. Select the type of document you want to create. Select Document Summary, Current Rule, or Document Structure. 4. After choosing your document type, select the elements you would like to include in the document: Rule Elements Includes Rule Elements. Not available with Document Summary option. Content Groups Includes Content Groups. Not available with Document Summary option. Content Items Includes Content Items. Not available with Document Summary option. With Attributes Includes Attributes. Available only when Content Items is selected. With Contents Includes Contents. Available only when Content Items is selected. With Content Annotations Includes Content Annotations. Available only when Content Items is selected. 291

292 Special Features With Attribute Annotations Includes Attribute Annotations. Available only when Content Items is selected. Use Icons In very large documents, the number of icons can be so large that Microsoft Word is unable to handle them. This option was added to enable you to remove the icons from the structure document, enabling Microsoft Word to save and print your document structure. When printing the document structure, xdesign first creates a number of.htm files, then uses the Word automation object to open the.htm file, add table of contents, add footers, and make referenced icons become resident. If xdesign fails to create a Word document when using Word automation, xdesign will leave the.htm files so that users can review the.htm version using a Web browser. However, the.htm version will not have TOC or footers, and all the image icons will be set by references instead of resident. The.htm files will be named after the specified Word document. If printing to printer, the.htm file is placed in xpression Design temp folder with name, "xdesignprint.htm". xpressforms xpressforms is a Web-based administration interface used for the creation, management, and composition of forms. xdesign can access forms created with xpressforms if a connection is established. Refer to the xdesign Installation Steps section of the xpression Installation Guide for details on how to connect xdesign to xpressforms. xdesign users can search for, modify, and rename forms when the connection is established. Searching for Forms When the connection with xpressforms has been successfully established it is possible to search for forms from xdesign. To search for a form: 1. Open the xdesign Document menu and click xpressforms Search. The xpressforms Search dialog box opens. This dialog box is created dynamically based on retrieved field names and tags. A date picker is provided where appropriate to facilitate in selecting dates. 2. For each field to be considered, type the criteria or, if available, select the date from the date picker. 3. Click the plus (+) sign button. The item appears in the Applied Filter Criteria list. As you add items to the criteria list, the forms list updates to represent the search criteria. 4. Click Add Filter next to Tag to select a tag to further refine your search. The Select Value window appears listing all the tags currently defined. 5. Select a tag and click OK. The tag name appears in the Applied Filter Criteria list, and the forms list is updated. 6. (Optional) Select an item in the Applied Filter Criteria list and then click Removeto remove it from the list and from the search criteria. 292

293 Special Features 7. Click Search. The xpressforms Search Results screen opens showing all forms that meet the specified criteria. If no forms that the user has rights to view meet the criteria, a message opens indicating that no document can be retrieved. Working with the Search Results To open a form in xdesign, click the name of the form. The xdesign user can modify or rename the form as required. From the user s viewpoint xdesign treats the form exactly the same as any other xdesign document. Printing search results is similar to printing content or rule search results. With the xpressforms Search Results screen selected, open the File menu and select Print. One the Select Print Information dialog box choose whether to Print to File or Print to Printer. If printing to file provide a file name and location. Unlike printing content or rules, there is no need to choose what to print. 293

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295 Document Versions Chapter 12 Think of a document version as a snapshot of a document taken at a certain point in time. This process captures a snapshot of the following document properties and files to create an image of the document: Content groups Business rules Criteria Replacements Microsoft Word template Font mapping file Versions are distinguished from each other by their Effective and Withdrawn Dates. You must create a document version to make the document available to xpression production services like xpression Batch, xresponse, or an xpression Framework application. These applications use the document version to assemble, customize, and distribute your document. Note: If you rename a document, xdesign automatically renames all existing document versions. Effective Dates and Withdrawn Dates When creating a document version, you must specify an effective date for the document. You also have the option of specifying a withdrawn date. xpression uses the effective and withdrawn dates to determine which version of the document is valid for a given customer. Document versions are identified solely by their effective dates. Therefore, the effective for a document version must be unique. You can have two document versions with the same withdrawn date, but cannot have two document versions with the same effective date. If you leave the withdrawn date blank, the value will be set to NULL, and it will not be used to qualify the document version for the customer. If you define a withdrawn date, it must be greater than or equal to the effective date. When a document is published, xpression will qualify a document version based on the following formula: Version Effective Date <= Customer Data Effective Date <= Version Withdrawn Date 295

296 Document Versions Updating the Withdrawn Date After a content item is approved, only users with Approve privileges can update the withdrawn date. You can update the withdrawn date by right-clicking the approved content item and chosing Withdraw Content. Before You Begin Creating a Document Version Before you create a document version, ensure that you first complete the following preliminary tasks: Compile the document by running Generate XML. Conduct test assemblies to determine if the document assembles correctly. Print draft copies of the assembled document to determine if the text is correctly formatted. Submit and approve all content items needed for the assembly. Before Assembling with a Document Version Before assembling a document that has been versioned, ensure that the mappings are set by your administrator in xadmin. They must ensure that the proper mapping is set in the Document Version Mapping section of the category Mapping tab. Creating a Document Version The Create Document Version button is available whenever a document is open. If more than one document is open, ensure the document you want to create a version of is active. To create a document version: 1. Click the Create Document Version button, or click Create Document Version on the Document menu. The Document Version dialog box appears. This box enables you to create a new document version or manage existing document versions. It contains the Document Name box which displays the name of the current document, the Effective Date list which enables you to specify that date that the current document becomes effective, and the Withdrawn Date list which enables you to specify the date that the document is no longer active. 2. Type or select the Effective Date for this document version. If another version of this document exists, make sure you choose a unique effective date. If you choose an effective date that is already in use for this document, you will receive an error. 3. Type or select the Withdrawn Date for this document version. The Withdrawn date must be greater than or equal to the specified effective date. The Withdrawn Date is an optional setting. If you leave the Withdrawn Date blank, the value will be set to NULL, and it will not be used to qualify the document version for the customer. 296

297 Document Versions 4. Click Create. 5. xdesign creates a document version based on the Effective Date and displays a pop up box. Click OK. Document versions remain intact unless updated with the Update Document Version function. This means that changes made to the original document are not automatically reflected in any existing document versions. You must create a new document version to make your changes available to the production services of xpression. Managing Document Versions You can update or delete existing document versions. To update or delete a document version: 1. Click the Create Document Version button, or click Create Document Version on the Document menu. 2. Click Manage. The Manage Document Versions page appears. This page displays all existing document versions for the open document in xdesign. From this page your can update or delete document versions. 3. Select Retrieve XML to open the Document pane and display the document s XML. 4. From this page you can delete a document version or update a document version. Note: Updating the document version is also disallowed when the document version is already associated with an xresponse Work in Progress item. Delete a Document Version To delete a document version, select a version from the Document Version list and click Delete. Deleted items can t be restored. Update a Document Version Changes made to your original document in xpression do not automatically carry over to existing document versions. To individually update document versions, select a version from the Document Version list and click Update. Opening a Document Version xdesign enables you to load the rules from past versioned documents in read-only mode. From the Manage Document Version page, select a date from the Document Versions list and click Open. The 297

298 Document Versions Open button enables you to open older versions of your document for viewing. The document will appear in xdesign in read-only mode. 298

299 xpression Approval System Chapter 13 The xpression approval system enables users to control the review and approval of documents and content items. xpression supports two approval systems, the built-in xpression approval system originally delivered with xpression, and Documentum workflow. xresponse and xrevise workflow functionality will always use the built-in xpression approval system. The xdesign approval system, which enables you to apply workflow to your document design process, can use either the xpression built-in approval system or Documentum workflow. Your administrator will configure the xpression Server to use one of the two systems. When a content item is created, it is given a version number. The version number for new content items in new documents is: At this point, the document is at the Draft status. When the document is approved, the version number increments to Each new version will increment the version number by one whole number. If the document is changed, submitted, and approved again, the version number will be Once a document is approved, you can no longer edit the approved content items. To change the document, you must create a new content item. If you add new content to an approved document, the version number of the new content is Once approved the version increments to Content items within the document may be of different versions. The most recent version will be used unless disqualified by a withdrawal date or other factor. Documentum Workflow If you are using this workflow system, you will not be able to submit documents from xdesign. All submitting, approving, and rejecting is done through Documentum TaskSpace. See the xadmin User Guide for more information about the Documentum workflow system. As a design user, your access rights are determined by your xpression administrator. Your administrator gave you access rights based on the current status of the document in the workflow. By default, all documents that have not been submitted are given the Draft status. Once a document has been submitted or rejected, it moves into another status. Only users granted access to documents with that status can open the document. 299

300 xpression Approval System Built-In xpression Approval Users (depending on their authority) can approve, reject, or withdraw documents and content items from use. Users can access the approval system through xdesign, or through xresponse, a thin client application that enables you to access the approval system remotely. xpression documents do not have to make use of the Approval system or xresponse. Both features are optional. You may skip this section if your documents don t use the xpression Approval system. How xpression Approval Works The approval system enables authorized users to move a document or content item through different document approval states from submitted to approved. The purpose of the approval system is to provide an easy way to review documents for accuracy and style before they are made available to xpression s publishing services. Here s how the approval system works: 1. When you have completed designing your xpression document or content item, you can Submit it to the Approval system. 2. Your designated Reviewer, defined by your system administrator in xadmin, receives an to let them know that an item in the Approval system requires their attention. 3. They access their approval workspace from xdesign by clicking Approve on the Tools menu. This workspace contains all of their pending reviews. 4. They can approve the document which makes it ready for assembly or reject it and send it back to the document designer for rework. About xpression Approval Definitions Your system administrator defines approval definitions and attaches them to a category from xadmin. Every workflow contains two default approval levels: Submitted and Approved. These levels are protected and cannot be modified, deleted, or moved. xdesign adds one more level, Pending, which is where all unapproved and unsubmitted content begins its approval process. Approved is always the highest level, while Pending is always the lowest level. Your system administrator can add custom document approval states between these mandatory states (for example, Legal) that correspond to the appropriate approval states for your document flow. For more information about adding custom approval states, see the xadmin User Guide. Before a document is submitted to the approval process, it is marked as Pending. State Pending Description Items not yet in the approval system. 300

301 xpression Approval System State Submitted Approved Description An item in the approval system waiting for approval. The item is approved, and is ready for assembly. Approved content cannot be modified, except for Annotations. Submitting a Document or Content Item A document or content item enters the approval workflow when a user submits the item for approval. To submit a document or content item: 1. Open a document. 2. From the xdesign Design tab, select the document or content item in the tree pane. 3. Click Submit All button (if you ve selected the document) or Submit Content button (if you ve selected a content item) on the toolbar. Alternatively, you can right-click an item and select Submit or Submit All from the shortcut menu. Select Submit from the Tools menu. Notice that new content items have a version number of 0.01, and new versions of approved content items are given a version number of x.01. If you select the new content item, the Design Information pane shows the content item status as PENDING. A pending status refers to a document or content item that has not been submitted. 4. The submitted items status changes to SUBMITTED. The xpression Approval List Options For users who are authorized to be approvers, the approval system can be accessed through xdesign any time you want to see if there are any items waiting for your approval. All documents and content items awaiting your review appear in the Approval list box. Each category contains documents, which contain content items and attribute elements. The Approval list box contains the following functions. Element Approve Reject Withdraw Description Only available if one or more items are selected from the list. This action moves selected categories, documents, or content items to the next status in the workflow. If the next status is Approved, the Effective Date and Comment screen appears. See Approving a Document or Content Item, page 302 for more information. Only available if one or more items are selected from the list. This action moves selected categories, documents, or content items all the way back to the starting status of Pending and removes them from the approval system. Only available if one or more items are selected from the list, this action displays the Withdrawn Date and Comment screen. 301

302 xpression Approval System Element By Attributes Description Enables you to perform the action on documents based on a chosen set of attributes in addition to Effective or Withdrawn Date. Available when Approve, Reject, and Withdraw are available. When selected and Approve, Reject, or Withdraw are clicked the Select Attributes dialog box opens. You will not be able to select this option if any of the following conditions exist: An attribute element, rather than a content item, is selected. You have selected items from different categories The attribute set for the category does not contain at least one selection attribute. View Note Print Close An error message will display if you select By Attributes and any of these conditions exist. Select the name of a content item and click View to see a read-only version of a portion of the document that s been submitted for approval. Only available if one item is selected from the list, this action enables the user to type a notation for the selected item. You can also update or clear an existing note. Prints the contents of the user s workspace. A workspace includes all items from all categories that the user is authorized to view. This action closes the approval workspace screen. Approving a Document or Content Item To approve a document or content item: 1. To view your xpression approval work space, click Approve on the Tools menu. 2. The main approval screen displays a list of categories. The approval system only displays content items and attribute elements that the user is authorized to approve or reject. 3. Select the item or items you want to approve and click Approve. This action moves selected categories, documents, or content items to the next status in the workflow. 4. If you selected the By Attribute option, the Select Attributes pop-up box appears. This dialog box appears if By Attribute is selected when you click Approve, Reject, or Withdraw. The Select Attributes pop-up box enables you to select a combination of attributes to determine which documents should be subject to the selected action. In this example Gender and Jurisdictions are available, but the actual choices available to you is based on the attribute set for the category. Select the attributes that you want to use to determine which items are subject to the action. The available attributes are determined by the attribute set for the category and click OK. 5. If the next status in the workflow is Approved, the Effective Date and Comment dialog box appears. This box enables you to define an effective date for the listed attribute. You can manually type an effective date in the Effective Date box, or select one from the calender function. After selecting an effective date, choose one of the following actions. 302

303 xpression Approval System Action Back Next OK for All OK Cancel Definition Returns you to the previous attribute value (only available if more than one is selected). Displays the next attribute value (only available if more than one is selected). The effective date you selected and notation you entered will apply to all selected attribute values (only available if more than one is selected). When you click this button, the Effective Date currently indicated will be applied to all of the items being submitted for approval, overwriting any Effective Dates provided for any individual items. This is unlike DLS, which would retain the Effective Date that you provided for each item. Sets the defined effective date and comment for the current attribute value. To set the effective date and comment for the remaining attribute values, use Back and Next. Cancels the approval process. Note: Shared content that is used more than once in the same document, or content that is used in different document versions, is only listed once. All attributes for the content are sorted and displayed, and any attribute duplicates are only listed once. Approving, rejecting, or withdrawing will apply to all usages of the item within the document. Rejecting a Document or Content Item To reject a document or content item: 1. To view your xpression approval work space, click Approve on the Tools menu. 2. The main approval screen displays a list of categories. The approval system only displays content items and attribute elements that the user is authorized to approve or reject. 3. Select the item or items you want to reject and click Reject. This action moves selected categories, documents, or content items all the way back to the starting status of Pending and removes them from the approval system. 4. A pop-up box will appear to confirm that you want to reject the item. 5. If you selected the By Attribute option, the Select Attributes pop-up box appears. The Select Attributes pop-up box enables you to select a combination of attributes to determine which documents should be subject to the selected action. In this example Gender and Jurisdictions are available, but the actual choices available to you is based on the attribute set for the category. Select the attributes that you want to use to determine which items are subject to the action. The available attributes are determined by the attribute set for the category and click OK. Note: Shared content that is used more than once in the same document, or content that is used in different document versions, is only listed once. All attributes for the content are sorted and displayed, and any attribute duplicates are only listed once. Approving, rejecting, or withdrawing will apply to all usages of the item within the document. 303

304 xpression Approval System Withdrawing a Document or Content Item To withdraw a document or content item: 1. To view your xpression approval work space, click Approve on the Tools menu. 2. The main approval screen displays a list of categories. The approval system only displays content items and attribute elements that the user is authorized to approve or reject. 3. Select the item or items you want to withdraw and click Withdraw. If you selected the By Attribute option, the Select Attributes pop-up box appears. The Select Attributes pop-up box enables you to select a combination of attributes to determine which documents should be subject to the selected action. In this example Gender and Jurisdictions are available, but the actual choices available to you is based on the attribute set for the category. Select the attributes that you want to use to determine which items are subject to the action. The available attributes are determined by the attribute set for the category and click OK. 4. The Withdraw dialog box appears. This box enables you to define a withdrawn date for the listed attribute. This dialog box opens when you click Approve on the on the Approval dialog box, or when you click OK on the Select Attributes dialog box. Your document or content item will become unavailable to xpression for assembly AFTER the withdrawn date. An item is available to the document assembly system only during the interval of time starting the day after the item is approved, up to (and including) the date the item is withdrawn. You can manually type the withdrawn date in the Withdrawn Date text box, or select one from the calender function. 5. After selecting a withdrawn date, choose one of the following actions. Element Back Next OK for All OK Cancel Description Returns you to the previous attribute value (only available if more than one is selected). Displays the next attribute value (only available if more than one is selected). The withdrawn date you selected and notation you entered will apply to all attribute values (only available if more than one is selected). Sets the defined withdrawn date and comment for the current attribute value. To set the withdrawn date and comment for the remaining attribute values, use Back and Next. Cancels the withdrawal process. Note: Shared content that is used more than once in the same document, or content that is used in different document versions, is only listed once. All attributes for the content are sorted and 304

305 xpression Approval System displayed, and any attribute duplicates are only listed once. Approving, rejecting, or withdrawing will apply to all usages of the item within the document. 305

306 xpression Approval System 306

307 Chapter 14 Previewing a Document While designing your document in xdesign on the Design tab, the document is essentially generic because it does not yet contain any customer-specific information. An essential part of preparing a document for production and eventual release to your customers is testing it with the customer data in your data sources. The Preview tab enables you to test your document from your development environment. Documents are previewed using the data from any of your customer records. xpression uses the data to select content and resolves variables to personalize the document for the customer. Once a document is assembled, you can create a preview of the output in HTML, PDF, Microsoft Word, CompuSet (if installed), or the xdesign Online Editor (for xdesign.net only). You can also select which data source to use when assembling the content. This chapter contains the following topics: About the Preview Tab, page 307 Preparing a Document for Preview, page 308 Viewing a Document, page 310 Publishing a Document, page 311 Testing Publish in Batch, page 312 Preview Limitations, page 313 About the Preview Tab The Preview tab enables you to select a customer record from the left pane, assemble the document for the selected customer record, and preview the document by either publishing or viewing the output. We will explain the difference between publishing in Difference Between Viewing and Publishing, page 309. When you select a customer record in the left pane, the details of that customer record appear in the right pane. When you choose to Assemble and View a document, the preview of the document appears in the right pane. The list of customer records is searchable, see Finding a Record in the Customer Record List, page 308 for more information. Before attempting to View or Publish a document from the Preview pane, you must first prepare the document for preview. See Preparing a Document for Preview, page 308 for more information. 307

308 Previewing a Document Finding a Record in the Customer Record List Because you may have hundreds, or even thousands, of customer records appearing in the customer list, you can use the key fields in your customer data to locate a specific record, or set of records. To find a record: 1. Click Find on the toolbar, or on the Edit menu, click Find, then Customer Record. 2. The names of the key fields in your customer data appear next to a text box for a field value. Type the search key value and click Find. 3. The first record with a key matching the search key in the current customer list appears at the top of the customer record list. Select Refresh from the View menu, or press F5, to restore the complete customer record list. Preparing a Document for Preview Before previewing the document, you must first Generate XML and Assemble the document. See the following topics before attempting to preview a document: Generating XML, page 308 Assembling a Document, page 309 Difference Between Viewing and Publishing, page 309 Requirements for the xdesign Online Editor, page 310 Generating XML When you generate XML, xpression creates an XML file that tells xpression Design how to assemble your customer documents. To create the file, xpression first gathers all the rules, content groups, selection criteria, replacements, and recipients. You ll need to generate XML if you add, modify, or delete any of these items. Note: If you are use the WebSphere IIS plug-in, and you also process large XML files, your computer may run short of available memory. Make sure the UploadReadAheadSize metabase property in WebSphere IIS is set to accommodate large files. If you change your Word template after you generate XML, the changes to the template will not be reflected in the output. To produce expected output, ensure that you generate XML after the correct template is applied. If you make any of these changes and move to the Preview tab without generating XML, xpression Design prompts you to generate XML. You don t need to generate XML if you: Change the contents of the data source Edit, add, or remove content items 308

309 Previewing a Document Add or remove attributes from a content item or a document Approve, reject, or withdraw a content item or document To generate XML for a document: 1. Click the Document menu and select Generate XML. 2. A status bar marks the progress of document compilation. Click Cancel to stop the process. Assembling a Document Before previewing a document, you must assemble the document for a selected customer record. You can choose which data source to use for the assembly by selecting Data Sources from the Document menu. The rows from the new data source will appear in the customer data tree. The primary data source is indicated by a check mark in the menu. To assemble a document: 1. Select a customer record from the left pane. The record properties appear in the right pane. 2. Right-click the customer record you want to assemble and select Assemble. Alternatively, you can select the record you want to assemble and choose Assemble from the Document menu or double-click the record. Also, if you multi-select more than one record, you can assemble multiple records at one time. 3. xpression processes the customer record and displays the results. When assembly is complete, the content items that qualified appear in the customer record list. 4. Preview your document. Caution: If your document uses Label and GoTo rules, xpression may display the section hierarchy, or output, differently in the Preview tab than what appears on the Design tab. This happens when a GoTo rule causes a jump out of the current section, or into another section, especially a section at a different level. The best practice is to avoid this situation by placing both the GoTo and Label rules in the same section, or placing them both outside the section. Difference Between Viewing and Publishing You can preview a document by choosing either View or Publish to create the preview. The View option creates a preview of the assembled content with the embedded viewer of your choice. The Publish option uses the xpression Output Management system to create the output and deliver it through the distribution method defined in your Distribution Definition. For instructions, see Viewing a Document, page 310 and Publishing a Document, page

310 Previewing a Document Requirements for the xdesign Online Editor If you intend to preview documents in the xdesign Online Editor, ensure your administrator has configured xpression and your user permissions for the editor. The ecor.properties file located In the xpressionhome directory on your server, must be configured to use the xdesign Online Editor. See the Administering the xpression Server guide for more information. Ensure all relevant users have read/write permission to xresponse in the categories that contain your documents. See the xadmin User Guide for more information. Be aware that previewing in the xdesign Online Editor is only available for xpublish documents. Viewing a Document To get an idea of how your documents will look in different formats, xpression Design enables you to proof the document in the following embedded viewers: HTML Word xpublish xdesign Online Editor (for xdesign.net version only) CompuSet (if installed) Be aware that the preview shown through the Preview tab will differ slightly from previews in xresponse, xrevise, and the final published output. Note: xdesign Online Editor will be disabled when you use the Document menu to select a datasource other than the default datasource. This happens because xdesign uses the default datasource when previewing to the editor. Spell-checking is not supported when you view a document in xdesign Online Editor. If your document contains Universal Content that is a multi-page TIFF image, PDF, or xpresso document, the Universal Content is converted to an image. When previewing with Microsoft Word, the size of the image will be different than the size of the image in the published output. For documents with Global for batch processing variable rules, only the first record can be previewed on xdesign client side. This is because those documents are supposed to be outputted in Batch mode. To view a document: 1. Ensure you have generated XML for the document. See Generating XML, page 308 for more information. 2. Assemble a customer record. See Assembling a Document, page 309 for assembly instructions and details. If you are planning to preview the document in the xdesign Online Editor, you do 310

311 Previewing a Document not need to assemble the document first. xpression will create a work item and display the document without an assembly. 3. You can preview individual pieces of content from your assembly with all viewers except the xdesign Online Editor. With the xdesign Online Editor, you can only display a preview of the entire document. Select a record. 4. To create the preview, you can specify which viewer you want to use, or simply use the default viewer by right-clicking the assembly and selecting View. The default viewer for xpublish documents is PDF. If you want to specify which viewer to use, click the View menu and select the viewer. If you select: HTML xdesign displays the HTML preview in the right pane. Because it is an HTML document, no page level formatting will appear. Thisincludes page numbers, page breaks, or headers and footers. Word xdesign displays the preview in Microsoft Word format. xpublish xdesign displays the preview. If you have not selected a viewer, xdesign will display the preview in PDF or will choose the last viewer you selected. xdesign Online Editor xdesign displays the document as it will appear to users of the xdesign Online Editor. This type of preview gives you a view of what your users will see when publishing this document. If your document contains optional paragraphs, those optional paragraphs will be selectable in the preview. The preview will also display the formatting toolbar buttons available to the user, but they will be inactive in the preview pane. The Save button on the toolbar is also inactive. This viewer is only available for xpublish documents. The document preview will appear in the viewer embedded in the right pane. 5. If you switch viewers, click View Document on the toolbar to reset the viewer. Publishing a Document The Publish Document feature enables you to test how your documents will be processed by the xpression output management system. To test publish a document: 1. Ensure you have generated XML for the document. See Generating XML, page 308 for more information. 2. Assemble a customer record. See Assembling a Document, page 309 for assembly instructions and details. If you are planning to preview the document in the xdesign Online Editor, you do not need to assemble the document first. xpression will create a work item and display the document without an assembly. 3. From the Tools menu, click Options. 4. Click the Output Profile tab. EMC Document Sciences supplies a set of generic output profiles for each publisher with xdesign. If another user creates or modifies an output profile while you re logged on to xdesign, close the document and click the Refresh Server Data button to update the output profiles. 311

312 Previewing a Document 5. Select an output profile. An output profile is needed to test publish an assembly. The output profile tells xpression how to create your output. For example, to test your output in PDF format, select PDF To File and click OK. This output profile instructs xpression to create Portable Document Format (PDF) files and send them to the location specified in the distribution definition portion of the output profile. 6. In the Preview tab tree pane, select the assembly you want to publish. To publish the assembly, right-click the assembly and select Publish. Alternatively, you can select Publish Document from the Tools menu. 7. xpression will publish the document to the output folder designated in your distribution definition. Locate your output folder and view the newly created output file. Testing Publish in Batch Before you go live with your xpression Batch job, you want to make sure everything is working as you expect it to. Are the correct documents being produced? Is variable data being reconciled correctly? There are many different items that compose your batch job, and it is important that all of them are working correctly to ensure that your final batch output is what you require it to be. It s important that you test your job using BatchRunner before going into production in a Batch environment. Testing in xdesign only tests transactional production, on a document-by-document basis, it doesn t test whether or not the job is going to run correctly on a larger scale. When to Test in Batch After you ve designed your xpression document, all your content is ready to go, and you have a good, representative group of data, it s time to run a batch test. You should test before the approval process is completed by running your batch job with a status of ANY, so that you can test your output. After you are done testing, you can either go through the approval process and then migrate your data to your production environment, or you can migrate first, and then complete the approval process. Preparations for Testing in Batch The data you use in your test should include all the test variations that you designed into your document. It should exercise all the different rules, content selection criteria, and content item selections that can be a part of your document. Your test should also check any output profile functionality you have in your job. For example, does your output profile specify any particular inclusion conditions, partitioning, sort orders, recipient processing, or bar codes? You ll want to make sure your test data will produce documents that include these features. If your output has several assembly scenarios, you ll want to ensure that your test data contains records that will test each scenario. 312

313 Previewing a Document You ll want to ensure that your test data validates any of the following that are applicable to your jobs: Variable replacements Rule replacements Keep together requirements for text Merged paragraphs Optional paragraph selections Document assembly requirements PDF output and corresponding index files (for archiving systems) Tray pulls (metacode output only) Multiple imposition options (metacode output only) Number of copies specifications (metacode output only) Data extraction Trigger and customer file population and cleanup Error log interrogation and audit report ( ) notification Bar code generation and placement Include file information Preview Limitations Some items in your document may not appear in the preview, but will appear in your final output. Although the issue applies to various methods of preview, most of the limitations involve previewing with Microsoft Word. When you preview with Microsoft Word, Universal Content is converted into an image. This means that some features will not appear in the preview because the image cannot be dynamically updated. In most instances, the published output will display as expected. For more information, see the following list of preview limitations. When previewing a document with HTML, if your document contains Universal Content, xpression will not merge the table of contents from the Universal Content item into the master document table of contents. The Universal Content table of contents will not appear in the output. When previewing a document with Microsoft Word, if your document contains PDF Universal Content, xpression will not merge the PDF Bookmarks in the Universal Content item into the master document table of contents. The PDF Bookmarks will appear in your output. When previewing a document with Microsoft Word, if your document contains xpresso for InDesign Universal Content, xpression will not merge the table of contents from the Universal Content item into the master document table of contents. The Universal Content table of contents will appear in your output. If you are previewing a document with a Microsoft Word Universal Content item that is using the Different Odd/Even Pages Header and Footer option, be aware that you will see an inconsistent preview if your master document has not defined the same option. This setting is global and will apply to the entire master document. This means that every other header and footer in the master document will be missing because the odd or even header or footer was not originally defined in the master document. 313

314 Previewing a Document When previewing a document with Microsoft Word, if your document contains a Universal Content item that uses the Odd Page or Even Page settings, the settings will be ignored. The settings will be honored in the output file. When previewing a document with Microsoft Word, if your document contains a Universal Content item that uses the Insert Number of Pages feature to provide to the total page count in the header or footer, the total page count will display incorrectly in the preview. When publishing, the total page count will be correct. xdesign uses Internet Explorer to display the Microsoft Word preview. Internet Explorer versions 7 and 8 open previews in a new window by design. It is possible to modify the registry if this is not the desired behavior, but making changes to the Windows registry is potentially hazardous and should be attempted only by qualified personnel. Refer to this Microsoft Knowledgebase article for details: 314

315 From Paper to xdesign Chapter 15 This chapter introduces the process to follow when you design an xdesign document to create a simple letter. You probably have an existing electronic or paper document set that you re charged with converting to xdesign documents. Your first task is to work backwards through these documents to determine the conditions under which particular sections should be included in the assembled for each customer. Using this reverse engineering method, you ll identify an ordered set of conditions and content you can use as your guide when you create the document in xpression Design. This chapter describes a way of designing a document, but it s certainly not the only approach. You re the best judge of your documents, and the data that s used to build them. Use the information here as a guide when you prepare your documents with xdesign. A Sample Letter The following example is a life insurance policy withdrawal notice letter. 315

316 From Paper to xdesign xdesign and Microsoft Word xdesign interfaces with Microsoft Word to give you a familiar design environment to define your page size, layout, format styles, add images and text, and integrate data from your data sources. For more information about preparing Word for use with xdesign, see Configuring Microsoft Word, page 193. Step One: Gather Background Information Examine the sample letter above and try to identify its components and where they come from. In a later step, we will walk you through creating this document in xpression. Consider asking the following questions. Question What is the purpose of this document? What information must it contain? Will there be any others like it? If so, do they all share any of the same attributes? Why Ask? These questions are asked with an eye toward the creation of categories and attribute sets. Attributes enable you to decide which fields from your customer data source to use for evaluating business rules and logic (you do not have to map all fields in the data source, just the fields you want to use). 316

317 From Paper to xdesign Question Where does the data you use to personalize it come from, and what format is it in? Can any of your data be used to personalize the document? Can any of the content be shared? Do you use a Word template with your own corporate styles? Does it use any images? Where are they stored? What fonts are used? Why Ask? Here s how you might manually mark up the cover letter. The customer data source refers to the data you will use to personalize your documents and in the criteria in rules. xpression uses this data to evaluate the rules in the document to determine what content should be assembled for each customer. A data source group can refer to multiple sources of data, called data sources, that can be contained in either XML documents or relational databases. You can use xdesign to add variable replacement fields, often called simply replacements, to personalize documents. When a document is assembled for a specific customer, xdesign replaces these variables with the specific data contained in the fields referenced by the replacement variables. xdesign enables you to use a single copy of a content item in more than one document, or use the content item several times within a single document. For example, if all your documents contain a logo and address information, you could create one shared content item that contains this information and use it as needed in your documents. Other uses of shared content include signature pieces and actuarial tables that contain variable replacement fields. As noted in xdesign and Microsoft Word, page 316, templates are a crucial part of xpression document design. Make sure you re familiar with the use, creation, and maintenance of Word styles, and consider restricting access to the templates. Gather the names and locations of any images used in the document. xpression content items can reference images that are currently in the xpression database or insert an image that will then be copied into the xpression database. Documents using xpublish can also reference images that are not in the xpression database, including images in the file system or Documentum. Identify the fonts you use in your documents, then make sure that they match the fonts used by your production printers. While having matching fonts isn t required, we strongly recommend that you do. If you can t get the Windows equivalent of a printer font, try to find the closest match that you can. 317

318 From Paper to xdesign Some prefer to capture this sort of information in a table, such as the one shown here. Parameter Purpose of Document Similar Documents Category Name Document Name Data Sources and Formats Data Attributes Word Template Fonts and Images Output Format Definition 318

319 From Paper to xdesign Step Two: Configure Your Environment After you ve gathered the information described in the previous section, contact your xpression system administrator to begin the process of creating categories and attributes, locating and configuring your data sources, mapping the attributes to your data sources, and more. For more information, see the xadmin User Guide. Step Three: Create a Document When your environment is up and running, it s time to get to the good part: starting xpression Design and creating a document. Log on to xdesign and create a document as described in Chapter 3, xdesign Documents. Step Four: Create the Rules An assembled document is a set of content items, chosen and sequenced by assembly rules that qualify (or disqualify) content based on information in a data source. When examining a document, look for logical breaks in the text. Any paragraph, or set of paragraphs, that can be conditionally included based on customer information can be considered a content item. Our sample letter could be divided into three very simple rules: One could contain the logo One could contain the body of the letter One could contain the withdrawal form The First Rule The first and most obvious break falls after the company logo. If you include this logo in all your documents, you could share this content to make it available to other users in your company. 319

320 From Paper to xdesign You could also include the date and the customer address in this first content item if this information is also common to all documents. Added to xdesign, the rule might look something like this: The Second Rule The highlighted items are filled by information extracted from the data source. As you create the content item in Word, you can insert replacement fields (which appear as capitalized text within braces: {TABLE_NAME.ROW_NAME}) rather than actual customer information. When xpression Design assembles the document, it populates the replacement field with information from your data source. 320

321 From Paper to xdesign You could also use replacement fields to insert the names of each customer s regional manager or agent. Added to xdesign, the rule might look something like what appears below. Note the appearance of the replacement fields. 321