EMC Document Sciences xeditor

Transcription

1 EMC Document Sciences xeditor Version 4.5 SP1 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 Revision History... 9 Chapter 1 Introduction Information Boxes EMC Document Sciences Technical Support Chapter 2 Getting Started with xeditor The xeditor Interface Logging Off Copy and Paste xpressionhome Chapter 3 Working In xeditor for xresponse How Does xeditor Work? The Document Actions Panel The xresponse Toolbar The Table of Contents Optional Paragraphs Section The xresponse Menu Properties Working With Optional Paragraphs Universal Content Empty Line Processing Multi-page TIFF Form Fields Tab Leaders Finding Existing Content Subdocument Merge Microsoft Word Features and Functions Protection Known Issues Undo Chapter 4 Working in xeditor for xrevise and Custom Applications How Does xeditor Work? The xeditor Interface The Document Actions Pane The xrevise Toolbar The Table of Contents Section TOC Icons The Information Panel The Command Bar

4 Table of Contents The xrevise Menu Finding Existing Content xeditor s Find Utility Microsoft Word Find and Replace Adding New Content Deleting and Undeleting Revision Units Editing in xeditor Debugging an Edit Session View Table Rows Table Wrapping When Designing a Document for xeditor General Guidelines Universal Content HTML Formatted Text from Customer Data Moving Revision Units Hidden Text and Page Layouts Fonts Special Characters Form Fields Tables Document Protection Avoiding Proxy Authentication Error Add Server to Proxy Server Exceptions Modify machine.config on the Client Machine Braces in Content Optional Content Table and Paragraph Merge Content Separators Merged Paragraphs and Content Separators Subdocument Merge Variables Variable Scope Selecting Variables Variable Color Editing Variables Copy and Paste Drag and Drop Variable Formats Protection and Variables Variable Navigator NULL Variables Subtotals, Index Headings, and Table Headings and Footers Variables in Optional Content Track Changes Microsoft Word Features and Functions Microsoft Word Features Altered by xeditor Unsupported Microsoft Word Functions Editing Actions in xeditor Microsoft Word Styles Content Controls Form Fields Protection

5 Table of Contents Read Only Protection xeditor Focus While Loading Tab Leaders Chapter 5 xeditor Web Services The IDocumentItem Web Service searchdocumentitem Syntax Parameters Sample The createdocumentitem Method Syntax Parameters The getdocumentiteminfo Method Syntax Parameters Examples The publishandreturndocumentitem Method Syntax Parameters The documentitemsassignedtouser Method Syntax Parameters The reassigndocumentitemtouser Method Syntax Parameters The updateprimaryvariables Method Syntax Parameters The copydocumentitem Method Syntax Parameters The addexternalcontentbylink Method Syntax Parameters addexternalcontentbystream Syntax Parameters The reorderexternalcontent Method Syntax Parameters The addannotation Method Syntax Parameters The deleteexternalcontent Method Syntax Parameters The createauthenticationtoken Method Syntax Parameters The complete DocumentItem Method Syntax Parameters The deletedocumentitem Method Syntax Parameters The publishrevisionunits Method Syntax

6 Table of Contents Parameters The setcarryforwarddocumentitem Method Syntax Parameters The clearcarryforwarddocumentitem Method Syntax Parameters The updateruvariables Method Syntax Parameters The submitdocumentitem Method Syntax Parameters The approvedocumentitem Method Syntax Parameters The rejectdocumentitem Method Syntax Parameters Calling the xeditor StartUp Application Syntax Parameters Samples Starting xeditor the First Time Chapter 6 Administering xeditor Administering xeditor for xresponse Temporary Files Known Issues Multiple Microsoft Word Versions Opening xeditor After Failed to start editor Error The Log Administering xeditor for xrevise and Custom Applications Spell Check for Form Fields Variable Color Track Changes The Log Localization Customizing Carry Forward DEFAULT_CONFIG.xml xeditor Installation and Setup Preparing Your Environment Java Runtime Environment Microsoft.NET Framework Visual Basic for Applications Internet Explorer Settings Adobe PDFMaker How Smart Client Handles Updates Starting xeditor the First Time Installing xeditor Pushing the xeditor Installation from the Server Client Verification User Configuration Siteminder Workflow Enabling xeditor Functions

7 Table of Contents Cache Management Ribbon Configuration How to Make Changes to Your Microsoft Word Ribbon Additional Configuration Steps for xrevise Users Language Specific Configuration Files Creating a Custom W2007_DEFAULT_CONFIG.xml for xrevise Element Properties Excluded, Repurposed, and Unsupported Commands xeditor Event Notification Local Files xeditor Localization Microsoft Word Issues Microsoft Word Add-Ons Multiple Microsoft Word Versions Balloons Undo Undo After Paste Not Supported Using Undo Table Rules and Read Only Protection Inserting Table Rows Avoiding the Failed to Merge Content Error Hidden Text Panel Runtime Error when Closing xeditor xeditor and Terminal Service Logon Upgrading from Earlier Versions Clearing an Application File on the Client Machine Charts Appendix A Words Excluded from SQL Full Text Search Exclusion Table

8 Table of Contents List of Tables 8

9 Revision History Revision Date October 2016 Description Updated xeditor s Find Utility, page 34 with a note about revision unit searches. June 2014 Initial publication. 9

10 Revision History 10

11 Introduction Chapter 1 Welcome to xeditor, a Microsoft Word-based editor that enables you to use Microsoft Word s powerful editing and composition features while modifying or building documents from approved content created in xdesign. Information Boxes The following colored boxes alert you to special information in the documentation. Caution: The caution box warns you that a fatal error, unsatisfactory output, or loss of data may occur if you do not follow the directions carefully. Tip: A tip offers suggestions to simplify a task or describes a useful shortcut. They may also describe an alternate way to use the techniques described in the text. Note: A note offers information that emphasizes or supplements important points of the main text. EMC Document Sciences Technical Support For more information or to solve a problem, contact EMC Document Sciences Technical Support: Online Support: Telephone Support: United States: Canada: Worldwide: For additional worldwide access numbers, visit: 11

12 Introduction 12

13 Getting Started with xeditor Chapter 2 xeditor is a Microsoft Word-based editor that enables you to use Microsoft Word s powerful editing and composition features. xeditor is used for editing by xresponse, xrevise, and by custom applications created with the xpression Web Services. xresponse uses a subset of xeditor s features while xrevise and your custom application are able to use the entire xeditor feature set. For this reason, the user interface is slightly different for xresponse. The xeditor Interface The main difference between Microsoft Word s interface and xeditor is the addition of the Document Actions panel, which is displayed in Microsoft Word Task Pane. The following image shows the Document Actions panels for xresponse and xrevise. Logging Off To avoid xeditor from consuming additional license seats ensure you follow these procedures when logging off. 1. First, close your xeditor windows. If multiple xeditor windows remain open, they will to consume extra license seats each time a document is saved. 2. Log off xrevise, xresponse, or your custom application. You should always log off before closing the application browser window. If you close the browser first, the session will remain active and the license seat will not be available to other users. Your session will eventually close automatically, and your xpression administrator can also close the session if necessary. 3. Close the browser window. Copy and Paste Paste operations cannot be reversed using the Undo feature if the content contains variables. 13

14 Getting Started with xeditor xpressionhome The term xpressionhome refers to the location where xpression was installed on your server. By default on Windows servers, the location is C:\xPression, but your installer may have selected a different location during installation. Please consult with your administrators or IT personnel to determine the location where they installed xpression. Throughout the xpression documentation, we will refer to this location as xpressionhome. 14

15 Working In xeditor for xresponse Chapter 3 Editing documents in xeditor is very similar to editing documents in Microsoft Word. Most Microsoft Word functions are fully supported, and the interface is virtually identical except as noted above. However, certain limitation do apply and should be considered when working with xeditor. This section contains the following topics: How Does xeditor Work?, page 15 The Document Actions Panel, page 16 Working With Optional Paragraphs, page 18 Universal Content, page 18 Empty Line Processing, page 18 Multi-page TIFF, page 19 Form Fields, page 19 Tab Leaders, page 20 Finding Existing Content, page 20 Microsoft Word Features and Functions, page 20 Known Issues, page 22 Note: If an xeditor work item contains many Word style changes, Microsoft Word may unexpectedly remove all Word styles and apply Normal style to the entire document. If Word displays the following message, select No: Recording Clipboard style sheet will require copying many styles. Do you want to use Normal style instead? How Does xeditor Work? When you enter into an editing session, Microsoft Word will load and open your document for editing. When a document is open in xeditor, it is locked for all other activity. You or other xresponse users will be unable to use the Submit, Delete, or Assign features with the locked document. If xeditor stops without properly closing the document, the same user can reopen the locked document. If the xresponse session closes, whether by user action or timeout, and a work item remains open in xeditor, the work item will remain locked until the xeditor session is closed. A message displays 15

16 Working In xeditor for xresponse when the xresponse session closes with a work item locked reminding the user to close the editor when finished editing. You must log off xeditor whenever your user session closes. xeditor will not close automatically. It is possible to continue working even though the xresponse session has timed out. The Document Actions Panel The Document Actions panel resides in the Task Pane. It opens docked to the right side of the window by default, but you can relocate it if desired. You can access all xrevise functions through the Document Actions panel. Word provides a number of functions through the Task pane, such as the XML Structure pane. You can switch panes by clicking the title bar currently displayed and selecting the desired pane from the list. Clicking the x button in the upper-right corner of the Task pane will close it. To reopen the Task pane, select Task Pane from the View menu or right-click in the toolbar area, below the menus, and select Task Pane from the menu. The Document Actions panel contains task pane controls, a toolbar and two display areas. The xresponse Toolbar, page 16 The Table of Contents Optional Paragraphs Section, page 17 The xresponse Menu, page 17 Properties, page 17 The xresponse Toolbar The buttons on the xresponse toolbar, near the top of the pane, perform these functions. Button xresponse Description Opens a drop-down list that provides access to administrative features: Cache Settings opens the Cache Settings dialog box. See Cache Management for details. xresponse Log opens the xresponse log in a text editor. See The Log. Save About xresponse opens a pop-up with the current xresponse.dll version. This information can be useful when troubleshooting your xresponse installation. Saves the document. This increments the revision number for any section that has been changed since the last time that the document was saved. This also creates a new xpression database object. Note that xpression removes unused xpression database objects to prevent problems with search and other issues. 16

17 Working In xeditor for xresponse Button Preview Annotation Description Opens the document in the PDF preview window. Displays any annotations associated with the document. Annotations cannot be edited in xeditor. After creating an annotation xeditor will not allow another annotation to be added until the work item is saved. Annotations can also be attached in the xresponse client interface or xdesign. The Table of Contents Optional Paragraphs Section This section displays a table of contents, or work item structure, when your document makes use of Optional Paragraphs. This section does not appear when the document does not contain Optional Paragraphs. Optional Paragraphs are created in xdesign. They enable you to choose which text appears in the final document. When text is marked as optional by your document designers in xdesign, it appears in the xeditor Table of Contents with a check box (for multi-select content) or radio button (for single-select content). See Working With Optional Paragraphs, page 18 for instructions on how to use this feature. For more background on Optional Paragraphs, see the xdesign User Guide. The xresponse Menu The Microsoft Word ribbon includes an xresponse tab. This ribbon enables you to open the Task Pane. It also provides functions that are also available in the xresponse menu on the Task Pane. Show xresponse opens the Task Pane. Show Log opens the xresponse log in a text editor. See The Log. About xresponse opens a pop-up with the current xresponse.dll version. This information can be useful when troubleshooting your xresponse installation. Properties Properties are established when the document is created. Once created, they cannot be changed in xresponse, so this part of the Document Actions panel is read-only. The following properties are displayed when the highest level node is selected: Name Work ID Last Saved Time Customer Key Category Name Publisher Type Document Protection 17

18 Working In xeditor for xresponse Working With Optional Paragraphs A section of text can be designated as optional when it is created in xdesign. You are never required to include optional material in the xresponse work item. Optional Paragraphs enable you to choose which text appears in the final document. When text is marked as optional by your document designers in xdesign, it appears in the xeditor Table of Contents with a check box (for multi-select content) or radio button (for single-select content). The following icons are used with work items that include optional paragraphs. Icon Multi Select Single Select Description Multi-select Optional Paragraph Group - This type of Optional Paragraph is identified by the use of checkboxes. You can select one or more Optional Paragraphs from the Optional Paragraph group. You could also choose to select none of the Optional Paragraphs for inclusion in the final document. Single-select Optional Paragraph Group - This type of Optional Paragraph is identified by the use of radio buttons. You can select only one Optional Paragraph from the Optional Paragraph Group. Universal Content The document designer can include external content, such as PDFs, multi-page TIFFs, and others. In some cases editing opportunities for external content are limited. There is no indication in xresponse what type of external content is present. Inline universal content is not supported in xeditor, and universal content cannot be used as an optional paragraph. xresponse will not allow a document with inline universal content or universal content being used as optional paragraphs to be used as a work item. Page numbering preferences, Even/Odd page settings, and Inherit Layout settings are not honored in Universal Content (UC) for documents used with xeditor. Universal Content is converted to an image for viewing and previewing, so when UC is viewed in xeditor or opened for Preview as Word it will appear exactly as it would if the UC were opened directly, but output will be correct. The Use Master Definition option 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. Any table styles contained in a Word Doc or Word Docx universal content will not appear in any table style list in xeditor. Empty Line Processing Empty lines are normally discarded. This is typically preferred in cases where there may be text in some cases, but when there is no text there should be no blank line either. For example, many documents include an ADDR2 line, but if there is no second address line the resulting blank is 18

19 Working In xeditor for xresponse discarded so that there is no space between ADDR1 and the City, State, Zip Code line that typically follows the address lines. Under certain circumstances xeditor inserts a non-printing character in blank lines, which results in the blank line being retained. To avoid this, use a paragraph style for the line that may not contain text which indents the line. Multi-page TIFF Multi-page TIFFs (images in the Tagged Image File Format) can be included by the document designer as external content. External TIFFs are not indicated in the xeditor TOC for xresponse and the xresponse user does not have the ability to specify which pages are included in output or modify the external content in any way. Form Fields The document designer can include form fields in the document. Only check box, text box, and drop-down list form fields from the Legacy Tools selection are supported. Form fields are used to enable users of the document to make limited changes to the document. The section of the document that contains the form fields must be under Filling in Forms protection. Since xresponse documents may be assembled from multiple xdesign content items, and Filling in Forms protection is not compatible with Read Only protection, any document that contains form fields cannot use Read Only protection. The document designer can create a document with unprotected sections along with sections under Filling in Forms protection. Multiple paragraphs are supported in text box form fields, but are not supported for fillable PDF output. The xdesign document designer can use variables to populate drop-down lists and text boxes. xresponse converts all variables to static text when the document is assembled, so the consequences for changing variables in xresponse are the same as editing any other content. The xeditor user can modify the contents of form fields, but cannot modify text outside of the form fields in sections that are under Filling in Forms protection. New form fields cannot be added in xeditor. Content that includes form fields can be searched and inserted into other sections as long as the target section is under Filling In Forms protection. The content of form fields cannot be automatically spell-checked in xresponse, regardless of which editor is used. Bookmarks are mandatory for form fields. Never remove the bookmark for a form field. Form fields are functional in Fillable PDF output. The xpression administrator can provide an output profile that supports fillable PDF output. 19

20 Working In xeditor for xresponse Tab Leaders The document designer can choose to use tab leaders in indexes to provide a uniform appearance. However, because of the method used to prepare the document for use with xeditor, tab leader settings cannot be passed. So it will be necessary to reset the index and apply any desired tab leader for any document using tab leaders in an index. Finding Existing Content xeditor for xresponse does not provide a search function other than Word s native Search feature. There are some limitations to Word s Search feature, along with some others. See Microsoft Word Features and Functions. Subdocument Merge 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. Microsoft Word Features and Functions Caution: It is possible to open multiple instances of MS Word, so be sure to save your work and close xeditor when finished. Instances of Word appear in the Task Manager as MSWORD processes. Microsoft Word will occasionally display document Auto Recovery task pane when launched in xeditor. xeditor does not support this Auto Recovery feature. When presented with the Auto Recovery pane, please close the pane by clicking Close. Do not attempt to recover any files. xeditor supports most Microsoft Word features and functions. Some functions are not supported because xeditor provides a similar function for use within the xpression environment. For example, Word s New function is not supported because work items for xresponse must be created in xdesign; they cannot originate in xresponse. Caution: Many add-ons are available for Microsoft Word. Using xeditor with third-party add-ons may produce unexpected results. 20

21 Working In xeditor for xresponse By default Microsoft Word displays comments and changes in balloons. If balloons are displayed and adjacent sections have different page settings, Word will break the page between these sections. This may result in an extra page being added to the document. This effect will occur in cases where subdocuments have different page settings than adjacent sections, and so the unexpected page break may have no apparent cause without understanding this behavior. To prevent the unexpected break, either turn off balloons or redesign the document and all subdocuments to have the same page settings. The following Word functions are either not available with xeditor, or the stock functionality is modified by xeditor. It may be possible to enable toolbar buttons or menu item for those that are not supported, but the function is still overridden by xeditor. It is also possible disable others, see the xrevise User Guide for more information on enabling and disabling toolbar and menu items. The following functions are not supported by xeditor, but cannot be suppressed in the interface. Function Create or Modify Style New Window Description xeditor does not support creating new styles. When xeditor detects a new style, the style is deleted and a message is displayed. xeditor does not support modifying styles. Users should not modify styles because satisfactory results cannot be guaranteed. Word does not allow this option while running with xeditor because an XML expansion pack is attached. This limitation is imposed by Word. The following Word features work differently in xeditor. Feature Created On CTRL+A Protection Description The Created On option for Insert Auto Text does not insert the actual date the document was created. It always inserts Created on 6/19/ :14:00 AM. It is recommended that users avoid using this option. The CTRL+A hotkey combination selects the entire document in Word. CTRL+A behaves differently in xeditor. In xeditor CTRL+A selects the current section but never selects optional paragraphs. xeditor supports Read Only and Forms Fill-In protection types for work item content with some restrictions. See Protection. The following Word functions are overridden or modified by custom xeditor functions. Word Menu Function xeditor Implementation File SaveSave As Saves work item to the xpression database rather than the file system Edit FindReplace Go To The Find, Replace, and Go To functions in Word are managed through a single dialog box with each function being represented with a tab and the user can freely switch among them. In xeditor, the tabs other than the one specifically opened from the menu are not available. For example, if you select Find from the menu, the Replace and Go To tabs will be grayed out and unavailable. To access the other functions, select them directly from the menu. See Finding Existing Content. 21

22 Working In xeditor for xresponse Word Menu Function xeditor Implementation Tools Spelling and Grammar Spelling and Grammar is available, but the functions have been modified to accommodate special needs and circumstances introduced to the document by xeditor. The differences are not readily apparent to the user. Tools Compare Merge xeditor allows comparison and merge with historical copies of the current document, or Word documents from the file system. The following Microsoft Word functions are not supported and cannot be used with xeditor. Word Menu/ Control Set File View Function Send To, Version, Properties Document MapThumbnails Format Tools Insert Window Task Pane Theme, Text Direction, Auto Shape, Auto Format Shared Workspace, Track Changes, Mail Merge, Templates and Add-InsNote that Track Changes is used by the application. It cannot be turned off. Diagram, Picture, Object Compare Side by Side with Mail Merge, Protect Document, XML Structure All other standard Word functions and features are available and perform as expected with xeditor. You can further restrict the options available with Toolbar Configuration, but you cannot enable features disabled by xeditor. Protection xeditor supports Read Only and Filling in Forms protection types for work item content for both xrevise and xresponse, but only one type within a given document. The first type encountered will be used for the entire document. Protection must be established in xdesign when the document is created. Turning off protection in xeditor is not supported. Known Issues When you are previewing and editing documents in xresponse, please be aware that once xeditor has been launched for a document, you cannot return to the Preview page to make changes to your optional paragraphs. After the xeditor has been launched for a document, the only place where you can make changes to optional paragraphs for that document is in xeditor. 22

23 Working In xeditor for xresponse For example, when you are at the Preview page, you have the ability to: Make changes to your optional paragraphs Edit the document Distribute the document If you choose to edit the document, xresponse will launch xeditor. Once this occurs, you cannot return to the Preview page to make changes to your optional paragraphs. However, if you choose to distribute the document, bypassing the editor, you are allowed to return to the Preview page to make changes to your optional paragraphs. This is allowed because xeditor was never launched. Undo In some cases it is necessary to click Undo twice to restore the document to its status prior to making an edit. For example, if a word is selected and then replaced by typing a new word, the first undo will delete all but the first letter of the new word and the second undo will replace the remaining letter with the original word. This behavior is because of the way Microsoft Word records the actions. The select action is an action and the replace action is another action, so Word requires two undo actions to completely restore the original text. The same behavior can be observed in Microsoft Word without xeditor. 23

24 Working In xeditor for xresponse 24

25 Chapter 4 Working in xeditor for xrevise and Custom Applications Editing documents in xeditor is very similar to editing documents in Microsoft Word. Most Microsoft Word functions are fully supported, and the interface is virtually identical to Microsoft Word. However, certain limitation do apply and should be considered when working with xeditor. How Does xeditor Work?, page 26 The xeditor Interface, page 26 Finding Existing Content, page 34 Adding New Content, page 37 Deleting and Undeleting Revision Units, page 38 Editing in xeditor, page 38 Optional Content, page 45 Table and Paragraph Merge, page 46 Content Separators, page 46 Variables, page 47 Subtotals, Index Headings, and Table Headings and Footers, page 56 Variables in Optional Content, page 56 Track Changes, page 57 Microsoft Word Features and Functions, page 57 Form Fields, page 60 Protection, page 61 Read Only Protection, page 62 xeditor Focus While Loading, page 62 Tab Leaders, page 63 Note: If an xeditor work item contains many Word style changes, Microsoft Word may unexpectedly remove all Word styles and apply Normal style to the entire document. If Word displays the following message, select No: 25

26 Working in xeditor for xrevise and Custom Applications Recording Clipboard style sheet will require copying many styles. Do you want to use Normal style instead? How Does xeditor Work? When you enter into an editing session, Microsoft Word will load and open your document for editing. When a document is open in xeditor, it is locked for all other activity. You or other xresponse users will be unable to use the Submit, Delete, or Assign features with the locked document. If xeditor stops without properly closing the document, the same user can reopen the locked document. If the xresponse session closes, whether by user action or timeout, and a work item remains open in xeditor, the work item will remain locked until the xeditor session is closed. A message displays when the xresponse session closes with a work item locked reminding the user to close the editor when finished editing. You must log off xeditor whenever your user session closes. xeditor will not close automatically. It is possible to continue working even though the xresponse session has timed out. It is possible to open multiple instances of Microsoft Word, so be sure to save your work and close xeditor when finished. Instances of Word appear in the Task Manager as MSWORD processes. Microsoft Word will occasionally display document Auto Recovery task pane when launched in xeditor. xeditor does not support this Auto Recovery feature. When presented with the Auto Recovery pane, please close the pane by clicking Close. Do not attempt to recover any files. xeditor is an extension of Microsoft Word. To close xeditor, simply close the Word instance hosting it. For example, clicking the Close button in the upper-right corner of the Word window will close Word and xeditor. Ensure that all work is saved before closing the application. Note that Word s auto save feature does not save your work to the xpression database. The xeditor Interface For an overview of the xeditor interface, see the following topics: The Document Actions Pane, page 26 The xrevise Toolbar, page 28 The Table of Contents Section, page 29 The Information Panel, page 31 The Command Bar, page 33 The xrevise Menu, page 34 The Document Actions Pane The Document Actions pane resides in the Task Pane. It opens docked to the right side of the window by default, but you can relocate it if desired. You can access all xrevise functions through the Document Actions pane. Word provides a number of functions through the Task pane, such as 26

27 Working in xeditor for xrevise and Custom Applications the XML Structure pane. You can switch panes by clicking the title bar currently displayed and selecting the desired pane from the list. Tip: Clicking the x button in the upper-right corner of the Task pane will close it. To reopen the Task pane, select Task Pane from the View menu or right-click in the toolbar area, below the menus, and select Task Pane from the menu. The Document Actions pane contains task pane controls, a toolbar and display areas. 27

28 Working in xeditor for xrevise and Custom Applications The xrevise Toolbar The buttons on the xrevise toolbar, near the top of the pane, perform these functions. xrevise Opens a drop-down list that provides the following options: Search Results displays Search Results in the lower pane. Show/Hide deleted revision units toggles showing and hiding deleted revision units. See Deleting and Undeleting Revision Units. Cache Settings opens the Cache Settings dialog box. SeeCache Management for details. xeditor log opens the xeditor log in a text editor. SeeThe Log. About xrevise opens a pop-up with the current xrevise.dll version. This information can be useful when troubleshooting your xrevise installation. Preferences opens the Preferences dialog box where the user can designate a key combination to navigate to the next region that is not under Read Only protection. Debug The Debug button is not normally displayed, but xeditor can be configured to display it by the xpression administrator. This feature should be enabled and used only as directed by EMC Document Sciences Technical Support. Forward / Backward Moves the focus to the next or previous variable in the document. Clicking repeatedly will scroll through all variables in the work item until the end of the document, beginning or end depending on which button is being used, at which point scrolling will stop. Save Saves the document. This increments the revision number for any section that has been changed since the last time that the document was saved. This also creates a new xpression database object. Note that xpression removes unused xpression database objects to prevent problems with search and other issues. Preview Opens the document in the PDF preview window. Spell check for form field Opens the spell check for form fields. This is an extension of Microsoft Word s spell check feature. See Spell Check for Form Fields. This button appears if the work item contains form fields and a section under Filling In Forms protection only. Insert RU Opens the Insert RU window in the Task pane where you provide a name, jurisdiction(s), and language for the new revision unit. The new RU is inserted after the element that is currently selected in the TOC, either an RU or the root element. See Adding New Content. 28

29 Working in xeditor for xrevise and Custom Applications Search Opens the Search window in the Task pane. See Finding Existing Content, page 34 for details on using the Search function. Goto Next Editable Region Microsoft Word s Read Only protection option provides the ability to prevent edits in the document except in designated regions. Clicking this button moves the focus to the next region that is not under Read Only protection. The Table of Contents Section The TOC shows the document structure. Nodes in the tree represent Revision Units. or RUs. RUs are established in the document when it is created in xdesign, and function as content items or sections. All xrevise work items contain at least one RU. An asterisk is appended to the node s name when any change is made that affects the assembly, such as adding or moving an RU. You can add new content items, which are displayed in the same manner as those created in xdesign. When you select a Revision Unit in the TOC, the cursor is moved to the beginning of the RU in the edit pane and the Revision Unit s properties are displayed in the Properties window as shown in below. Double-clicking an RU in the TOC selects the entire RU in the edit pane. RUs with unsaved changes are indicated with an asterisk in the TOC. Move RUs in the TOC by clicking the RU and dragging it to the desired location. Moved RUs are marked with an asterisk showing that there was a change, even if the content of the RU remains the same. Multi-page TIFFs and PDFs can be included in the document by the document designer. The external content item is represented as an RU in the TOC. If the document designer does not establish an RU for the external content, an RU will be created when the work item is created. The external content s RU is represented in the TOC by a distinctive icon. The external content s RU will include a child node for each page, if the content includes multiple pages. Each page can be excluded if desired. To skip a page right-click the page s node and select Exclude from the context menu. To restore a page that had been marked for exclusion, right-click the node and select Include. Page selections are retained for subsequent sessions. External PDF other than universal content PDF does not support Exclude/Include. The document designer can add a variety of document types as external content in addition to PDF and TIFF, including universal content and other xdesign documents. The distinction between external content and master document content is not apparent to the xeditor user, except in the cases of PDF and TIFF external content. External content cannot be added by the xeditor user. The Table of Contents is disabled when working in headers and footers, so navigating with the TOC is not possible when in Header/Footer mode. To exit Header/Footer mode, click outside the header or footer region, or click Close Header/Footer. 29

30 Working in xeditor for xrevise and Custom Applications Some xeditor functions are not available through the toolbar, but can be accessed by right-clicking the document node or any RU in the TOC. The right-click menu for the document node provides the following options. Save As Opens the Save dialog box and enables you to save the document as a file to any selected location. Saving the file in this way allows you to open the file without going through xrevise, but changes will not be available to xrevise. Annotation Displays any annotations associated with the document. Annotations cannot be edited in xeditor. After creating an annotation xeditor will not allow another annotation to be added until the work item is saved. Annotations can also be attached in the xrevise client interface or xdesign. New annotations can be added to the work item using the New Annotation button on the Command Bar. Compare to File Opens the Compare window where you can compare the current work item with either a work item stored in the xrevise history for this item, or a Word document stored on the local file system. The work item must be saved before this feature can be used. Compare to Work Item Opens the Microsoft Word Compare feature to compare the current document to another work item using this Microsoft Word feature rather than Carry Forward. Carry Forward Opens the xrevise Carry Forward utility to compare the current document to another work item using this xrevise feature. The right-click menu for the RUs provides the following options. Delete/Undelete Deletes or undeletes the selected revision unit. The title of the option changes appropriately with the delete status of the RU. You cannot delete the last RU in the document, so this option is available only if there is another RU in the document. See Deleting and Undeleting Revision Units. Annotation Displays any annotations for the work item. Annotations cannot be edited or deleted once created. Annotations can be added to xrevise work items through the xrevise desktop or the New Annotation button on the Command Bar in xeditor. Annotations can be as long as desired. Only one annotation can be added at a time. Save the work item to add a new annotation. Revert Discards all unsaved changes to the RU. Include/Exclude These options are available for each page in a multi-page TIFF. Select the appropriate option to include or exclude the page. All pages are included by default. 30

31 Working in xeditor for xrevise and Custom Applications TOC Icons The following icons appear in the xeditor Table of Contents. Document Node The top node of the current document representing the entire document. All other nodes in the TOC are below this node. Revision Unit xrevise documents are divided into Revision Units. Each RU is represented with this icon. Some RUs have further child nodes. External Content The document designer can include external content in the document. Each piece of external content is contained in its own RU represented by this icon. Multi-page TIFF and PDF content represents each page in the external item as a child node of this icon. External Content Page Each page in a multi-page external content item is represented by this icon under the External Content RU node. If the external content is a multi-page TIFF right-clicking the child node opens a context menu that provides the option of skipping the page. Multi Select Multi-select Optional Content Group - Any combination of optional content under a Multiselect Optional Content Group can be selected. Clicking a selected item deselects it. You are never required to select optional content. See Optional Content, page 45. Single Select Single-select Optional Content Group - Only one optional content item under a Single-select Optional Content Group can be selected. Selecting an item deselects any currently selected item. Clicking a selected item deselects it. You are never required to select optional content. See Optional Content, page 45. The Information Panel Immediately below the TOC section is the Information Panel, which consists of several grids that show details related to the current selection. Each grid in this panel displays the indicated information related to the selected element. By default the Variables grid is expanded and the Properties and Attributes grids are collapsed. Click the maximizer icon to maximize or collapse each section. Properties are established when the document or revision unit is created. Once created, they cannot be changed in xrevise, so this grid is read-only except when creating a new revision unit. The following properties are displayed when the highest level node is selected: Name Work ID Last Saved Time Customer Key 31

32 Working in xeditor for xrevise and Custom Applications Category Name 32

33 Working in xeditor for xrevise and Custom Applications Publisher Type Document Protection When a Revision Unit is selected the following properties are displayed: Name Create Date Revision Optional content that has been marked for Merge by the document designer is indicated with a Merge Paragraphs section. The xeditor user cannot designate content for merge. If the Revision Unit includes an annotation the date the annotation was created and a portion of the annotation is displayed. If the Revision Unit was inserted from search results and contains variables, then the variables are displayed as well. If an optional content group is selected the name and optional group type (single or multi) is displayed. The Create Date for a revision unit is established as the current date when the RU is created or when it is manually inserted into xrevise. RUs created from content item search are initially assigned the Create Date for the content item, but are changed to the current date when the RU is saved or edited, or upon exit. Note that xdesign content items do not necessarily correlate to an xrevise revision unit. Attributes depend on the attribute set used by the document that created the work item. The RU cannot be renamed if the Revision is 1 or greater. Note: The value for an attribute may be blank (nothing indicated for the attribute) or <none> if there is no value for the attribute. If the value is blank it indicates that either the value was set to no value in xdesign, or that a search and insert was performed and the value never set. If the value is <none> it indicates that the value was not set at all, not even to no value, in xdesign. The Variables grid displays the type, name, value, and source for each variable used in the document if the document node is selected or the RU if an RU is selected. Refer to Variables for more information on using the Variables grid. The Command Bar The Command Bar, located at the top of the Information Panel of the Task Pane, provides access to several features provided for working with variables, and enables adding a new annotation to the work item. Toggle Variable Editing The Variables grid must be in Edit mode to allow variable editing. Click this button to toggle Edit mode on and off. Toggling the Edit mode cannot override certain protections that may be imposed on variables: some variables can never be edited, some variables may be under protection established by the document designer, and the xpression administrator can prevent any variable editing. See Editing Variables for more information on working with variables and variable values. Variable Navigator 33

34 Working in xeditor for xrevise and Custom Applications Opens the Variable Navigator, which displays all values that have been applied to the selected variable and where it is used within the work item. Values must have been saved to appear in the history. See Variable Navigator for more information on the Revision History dialog box. New Annotation Opens the New Annotation dialog box, enabling you to add a new annotation to the work item. The xrevise Menu When running xeditor, Word s menu bar includes an xrevise menu. The main purpose for this menu is to provide a convenient means of opening the Task Pane in the event that it closes. It also provides some functions that are also available in the xrevise menu on the Task Pane. Show xrevise opens the Task Pane. Show Log opens the xeditor log in a text editor. SeeThe Log. About xrevise opens a pop-up with the current xrevise.dll version. This information can be useful when troubleshooting your xrevise installation. Finding Existing Content Content that you, or other xrevise users, have created for other work items can be reused. Use the Find utility to locate any combination of text, content item descriptions, or content attributes. Click the Search button to open the Content Search dialog box. Configure your search statement, then click Search. Microsoft Word s Find and Replace feature is also available, but is significantly modified for use with xeditor. See Microsoft Word Find and Replace. xeditor s Find Utility Full Text Search must be enabled in the database if you want to search using the In Content option. Refer to the xpression Installation Guide for more information on enabling Full Text Search. Word s Search feature is available for searching for content in the current document without Full Text Search being enabled. Note: To enable searches on Revision Units, you must uncomment "AddUsageDataForReviseRUs =true" in revise.properties. For more information, see revise.properties in the xpression Server Administration Guide. The Content Search dialog box consists of three sections with the indicated options. 34

35 Working in xeditor for xrevise and Custom Applications For? In Name Type the name of the Revision Unit in this field. In Content Type all, or a portion, of the search string. Full Text Search must be enabled to use this feature. Refer to the xpression Installation Guide for instructions on enabling Full Text Search. How? Match In Choose whether you want to return any item that contains Any word or phrase in For?, or Exact word or phrase in For?. By default, both standard and custom content for all versions is included in the search. You can limit the potential size of the search results by choosing an option other than the default. All Content returns content regardless of origin or revision number. Standard Content only returns content created in xdesign with revision number of 0. Does not return Revision Units. Standard Content - Latest Version only searches xdesign content for the most recent version (highest version number). Does not return Revision Units. Revision Unit (revised) returns any standard or custom content, and Revision Units with a revision number of 0. With Attributes Jurisdiction Choose the desired jurisdiction(s) or click All to choose all jurisdictions. Language Select the language attribute from the list. Customer Defined Attribute Specify the value for any customer defined attributes. Since these attributes are created in xadmin, specific usage and valid values depend upon how these custom attributes are designed. Click Search when you are ready to start the search. Search results display in a window below the TOC. Search results are sorted by last modified date, from latest to earliest. Double-click the item for a detailed view. Properties are displayed below the item. You can drag content from the Search Result window to the TOC and drop it to the desired location. The content item will become a new Revision Unit. When you drag an item into the document you will be prompted to rename it and choose attributes. Duplicate names are not allowed. The Search Results toolbar provides these functions: If the searched item exists in multiple documents each document is listed in the Owner Document section of the Search Results. In addition to the customer key, which would identify the work item where the content is used, the Owner Document section shows the following for each work item: 35