Vizit Essential for SharePoint 2013 Version 6.x User Manual

Transcription

1 Vizit Essential for SharePoint 2013 Version 6.x User Manual 1

2 Vizit Essential... 3 Deployment Options... 3 SharePoint 2013 Document Libraries... 3 SharePoint 2013 Search Results... 4 Vizit Essential Pop-Up Viewer... 4 Navigating the Pop-Up Viewer... 5 Watermarks... 7 Property Editor (requires extended feature pack)... 8 Clip (requires extended feature pack)... 9 Conversations (requires extended feature pack) Keyword Search (requires extended feature pack) Vizit Essential List Search Web Part (purchased separately) Page 2

3 Vizit Essential Vizit Essential delivers enterprise class content visualization for Microsoft SharePoint with no client software. Vizit Essential efficiently renders hundreds of file types (see supported file types) and delivers efficient HTML to client browsers quickly rendering documents even for remote users. Vizit Essential eliminates the need for the application that created the content or even plug-ins. Vizit Essential reduces the demand on internal networks enabling IT to focus its time and resources in more productive areas. With Vizit Essential, users can view content in place anywhere inside SharePoint and even on external web pages. Vizit Essential doesn t require embedding the viewer. Vizit Essential includes an API that enables integrators to create custom solutions, including using the Vizit viewer to display content from non-sharepoint documents. Vizit Essential also makes managing content simpler by providing key features such as property editing while viewing a document, or watermarks to improve overall document security. Deployment Options The Vizit Essential viewer is accessed through a Ribbon Button in SharePoint Document libraries to provide a fast and efficient method for previewing documents and editing properties. Vizit Essential also provides previews in the new SharePoint 2013 search callout when used in search results. SharePoint 2013 Document Libraries Opening the Vizit Essential Pop-Up viewer is achieved by selecting a SharePoint list item and using the Open in Vizit Essential button located in the SharePoint Ribbon File Tab as seen on the right. Page 3

4 SharePoint 2013 Search Results Vizit Essential can be configured to provide previews of search results in the new SharePoint 2013 search result callout (as seen on the right). SharePoint administrators can configure Vizit Essential to display results for all file formats or select formats by manipulating SharePoint search result templates. Vizit Essential Pop-Up Viewer In SharePoint, when a user selects a file from a SharePoint list or search result the file is downloaded and the associated application is launched. This takes time and can create a very frustrating user experience if files are not easily identified by their meta-data. When a user opens Vizit using its SharePoint ribbon button or through a search callout, a Pop-Up viewer containing that document opens up within the active window. The user can review the content of the document in the Pop-Up Viewer within the same browser without moving away from the active window. The user can also move the viewer around the document library window; by left-clicking and holding down the cursor on the top bar of the Pop-Up viewer. Page 4

5 Navigating the Pop-Up Viewer Panning The panning Icon is the four sided arrow that is usually displayed when the mouse is moved over the Pop- Up viewer. This allows users to move the content in the viewer from one page to the next or several pages over. By clicking and holding down the mouse on the active document in the viewer, users can move the page upwards or downwards using the panning functionality Resizing Pop-up viewer The Pop-Up viewer can be moved to any spot within the active window by clicking and holding down the mouse on the gray bar of the viewer. Users can also resize the Pop-Up viewer by holding down the mouse on the borders of the viewer window and dragging it externally or internally. This gives users the opportunity to enlarge or reduce the size of the Pop-Up viewer to suit their viewing preferences. Top Bar Icons Thumbnails, Zoom In, Zoom Out The Thumbnails, Zoom In and Zoom Out views allow users to have an expansive or reduced view of the document in the Pop-Up viewer. Users can choose to view several pages of the same document for instance by clicking on the Thumbnails icon. The page in the Pop-Up viewer can be expanded or reduced by using the zooming features. Page 5

6 Bottom Bar Icons Full Screen The Pop-Up viewer can be expanded by holding down the mouse and dragging its borders externally. To view the content in Full Screen, viewers can do so by clicking on the Full Screen icon. Download By clicking on the Download icon, the document in the Pop-Up viewer will be downloaded. Note that the original file will be downloaded regardless of the format. For instance, if the document in the Pop-Up viewer is a Word file, the file format of the document in the Download dialog box will be Microsoft Word. Print Users can print the document in the Pop-Up viewer by clicking on the Print icon. To complete this function the user s computer will need a PDF Viewer with JavaScript enabled. Vizit converts the target document to PDF and downloads it to the User s computer. If the User has a PDF viewer, the document will automatically open. If that PDF viewer has JavaScript enabled, the User will be shown the print dialog. This has only been tested in Adobe Reader and Foxit Reader. Next Page Users can navigate to the next page of the document in the Pop-Up viewer by clicking on the Next Page icon. They can also move to the next page through the Panning functionality, by holding down the mouse on the open document, and without releasing the hold, move the content upwards or downwards in the viewer. Page 6

7 Watermarks If you would like to display a watermark on your documents, navigate to Central Administration and click on Configure Settings in the Vizit Administration links. You will see a section titled Vizit Essential: Watermark. Enter the text you would like to have as a watermark on your documents in the provided textbox. The watermark will be displayed on each page of your documents along with username and timestamp information. This setting is global so it will be applied to all of your documents in your document libraries where Vizit is activated. See below for an example of what watermarking looks like: Page 7

8 Property Editor (requires extended feature pack) The Property Editor lists the meta-data displayed in library columns such as the Name, Title, or Type associated with the file. Users with the appropriate permissions can edit the file meta-data using the Property Editor while viewing the document. The Property Editor is accessed by selecting the document icon on the left hand toolbar of the viewer. Clicking on the word Edit (displayed at the top of the Property Editor) places the property fields into edit mode. Those fields which are required will display with an asterisk next to their name. The field definitions determine what a user can enter into any field. Users can exit edit mode by selecting Save to commit their changes or Cancel to exit without saving changes. Page 8

9 Clip (requires extended feature pack) The Clip (a.k.a., a social footnote) is a collaborative tool for sharing content references. The traditional solution for sharing a portion of a document has always been to copy & paste the information into an , or worse yet send the entire document with instruction to the specific location. These methods share the content outside of the control of SharePoint and out of context. Using the Vizit Essential Clip tool users can share content excerpts in context and within the control of SharePoint. A user can do this with the following steps: Click on the Clip icon, to display the highlighter Drag the highlighter around the portion of the document page that is to be shared with others Once area has been selected with the highlighter, click on the dark information bar that appears at the bottom of the page, to retrieve a Content URL (link) Copy the URL that is displayed. That URL can then be embedded into a SharePoint Wiki or Blog and the Vizit Pop-Up viewer will appear as a natural extension of the SharePoint page where it was clicked. Not only will the Pop-Up viewer appear on that page, but it will be opened to the referenced section of the document. If the URL is used outside of SharePoint clicking it will open a new browser tab. References created using a Vizit Essential Clip tool are always within context and the control of SharePoint. If a user does not have permission to see a Clip SharePoint will deny access. Page 9

10 Conversations (requires extended feature pack) The Conversations features provide increased collaborative functionality between users when navigating through the content of a document in the Pop-Up viewer. Users are able to use this feature to share and discuss portions of a highlighted text collaboratively. To start a conversation, click on the Conversations tab to expand the Pop-Up viewer. Select the Rectangle clip or Ellipse clip for the highlighter to be displayed. Hold and drag the highlighter to resize it around a portion of the page for sharing Enter any comments you may have about the highlighted content in the comment box and hit the Enter key Your comments will appear in the expanded conversation window above the comment box. Sharing Conversations with others Now, the next step is to share this conversation or comment with other users. To do this, click on the user comment in the expanded conversation window. At this action, the window partially collapses to display the Conversation Edit Window, containing the original conversation. In the Conversation Edit Window that is now open, the icons in the window will enable users to: Edit conversations by clicking on the Edit Conversation tab, which also allows you to also Delete, Cancel or Save the conversation. Page 10

11 The Edit Conversations tab is visible only for conversations generated by you. This is to ensure that Users cannot edit conversations generated by others. Click on the Display Conversation URL to view and copy the conversation URL the conversation URL by clicking on the icon Close the conversations edit window to return to the main conversations window by selecting the Close Edit Window tab When the recipients of the click on the link, they will be directed to the portion of the document that has the highlighted content. The Pop-Up viewer will be in the expanded mode, displaying the conversations window and its partially collapsible edit window. The recipients of the URL can provide feedback by posting their comments in the comments field of the conversation edit window. To remove the highlights over the selected portion of text or graphic, click on the Show/ Hide Mark tab. Conversation participants are notified of updates to the conversation through SharePoint s notification system. Page 11

12 Keyword Search (requires extended feature pack) Vizit Essential Keyword Search assists the user in finding a key passage or exhibit within a file. Users can enter a query string and Vizit will search the content of the file (see supported file types). Vizit Essential searches the file for the entire document string, and displays results in the panel under the search query. The search result panel can be used to navigate the document. Search results are shown at a page level with an indication of how many matches occur on each page. Selecting a search result will position the viewer to the result page with the first occurrence of the string highlighted in the viewer. Top Hit The page with the highest number of matches is referred to as the Top Hit and is listed in the first position of the results list search window. In the example above, the query term Network has 2 matches on page 9, compared to the other pages which only have one match, and therefore it is listed as the Top Hit. Keyword Search SharePoint Search Query Integration When using Vizit Essential in a SharePoint search result the query string used in a SharePoint search is passed into the Vizit Essential Pop-Up viewer and the contents of the document are automatically searched with the query string. In this use case the Pop-Up viewer appears with the search panel open and the results displayed in the search panel. This helps the user quickly navigate the file to the location they desire. Users can optionally refine the search by changing the query string. Page 12

13 PDF Bookmarks (requires extended feature pack) Vizit Essential PDF Bookmarks assists the user in navigating PDF documents. Users can select bookmarks to navigate to different areas of the document. The PDF Bookmark panel can be used to navigate the document. PDF Bookmarks will position the viewer at the location on the page assigned to the bookmark. It is important to note that bookmarks cannot be created using the PDF Bookmark panel. Vizit Essential can create a link to a specific location in a document through a Clip link. There is no panel to display Clip links. Opening, Closing, and using Bookmarks & Folders A closed folder that contains bookmarks will appear with a plus sign next to it. Clicking on the plus sign will open the folder. An open folder will display sub-folders or bookmarks. Sub-folders will appear with a plus or minus sign to indicate if they are open or closed. A bookmark will appear with the symbol to the left next to it. Clicking on the bookmark will take you to its assigned location in the document Only PDF bookmarks are supported in Vizit Essential s bookmark panel. Page 13

14 Attachments (requires extended feature pack) Vizit Essential 6 now recognizes when s have attachments. Users can view attachments by selecting the paperclip icon and sliding out the attachment panel. The attachments will appear as thumbnail previews in the panel. Clicking on a thumbnail preview will open the document in the viewing pane. Documents open in the viewing pane will have full Vizit Essential viewing capabilities. Vizit conversations and clips are not available for attachments. A selected attachment will have yellow shading behind it. The original will always appear at the top of the panel. If there are more attachments than fit in the panel a scroll bar will appear on the side of the panel to allow the user to scroll up and down the list of available attachments. Page 14

15 Vizit Essential List Search Web Part (purchased separately) List Search in Vizit enables users to find documents using predefined metadata, to narrow down the search scope, limiting the search to the specific list / library. Documents within the list can be searched either through the simple or advanced search options. The List Search by default is usually set in the Advanced Search mode. Simple Search Users are better served by using the Simple Search when they are trying to find a document in a large SharePoint list and know a unique field. By using the Simple Search, a query term entered in to the search box will pull up all results in the target list directly relevant to the term. In the example below, the simple search is being use to find an Invoice associated with a specific Order Number. Advanced Search Using Advanced Search users can use Boolean logic to find the document they seek. In the example below a user has found two documents in a list of invoices, but looking for invoice numbers that contain the number 13 AND have payment terms of Due Upon Receipt. Page 15

16 By providing more search refining features, Advanced Search allows users: To select the categories or predefined tags under which the search scope should be limited. For instance, the search scope can be limited only to documents that correspond to the tag or category under which the query term is assumed to be listed. In the example above, the search results are limited to the Invoice Number tag under the category field. Therefore the results that will be displayed for the query term INV will be those that match similar terms under that Invoice Number exactly. Search Conditions More exacting or stricter search conditions can be selected by choosing any of the other refinement options contains, equals, not equals etc. The refinement categories can also be increased by clicking on the Add link. Save Searches Preferred Searches can be saved by clicking on the Save icon. In the Save dialog box that appears after selecting the Save icon, the user can provide a heading under which the Search results can be saved. The default heading can be replaced by any heading of choice Once a heading has been provided, click on the Add button for the Search results to be saved. Previous Saved Searches are listed above the Heading field, to allow users to refer to them at a later date. Users can clear the search result data by clicking on the Clear link. Page 16