Web Publisher User Guide

Transcription

1 Web Publisher User Guide Version 5.3 SP4 December 2006

2 Copyright EMC Corporation. All rights reserved.

3 Table of Contents Preface Chapter 1 Introduction What is Web Publisher? What is a WDK-based application? What is a repository? What is your checkout directory? What is a workflow? What is your inbox? What is a document lifecycle? What is a permission set? How does Web Publisher create web pages? How does Web Publisher push content to the web? What are the naming conventions used on the web? Chapter 2 Using the Interface Logging in and logging out Logging in Logging into additional repositories Logging out Changing your password Using the additional accessibility options Streamline and Classic views Nodes Performing actions Navigating a repository Finding an item in a list Setting the number of items per page Jumping to an item in a list Filtering a list Sorting a list Selecting which columns appear in a list Using thumbnails as a visual cue Using a selection page to locate and select an item Showing or hiding items on a page Viewing messages Viewing job status (task status) Opening a new window Dragging and dropping Viewing your WDK-app product information Web Publisher User Guide 3

4 Table of Contents Chapter 3 Web Publisher Contributor Quick Start Logging into Web Publisher Contributor Contributor Home page at a glance Home Page Quicklinks Navigation bar Web Publisher Contributor menus Navigating a repository Sites Messages and job status Editing your content Creating new content from a template Configuring templates Setting your personal preferences Chapter 4 Searching for an Item in a Repository Configuring external searches Running a simple search Using quotes and operators to narrow a search Running an advanced search Search results Saving a search Running a saved search Managing your saved searches Chapter 5 Setting Preferences and Con guring Browsers Setting general preferences Setting author and developer preferences Setting column preferences Setting login preferences Setting favorite repositories Setting search sources Setting Page Builder preferences Setting formats Configuring clients to open web files in authoring applications Configuring your browser for media players Chapter 6 Working with Cabinets, Folders, and Files Creating new cabinets, folders, and files Creating a new cabinet Creating a new folder Creating new content for a web page Locating new content for a web page Creating a new document Checking out and editing files How checking out and editing works The checkout directory Checking out and editing a file Checking in a file Canceling checkout Web Publisher User Guide

5 Table of Contents Locating recently used files Accessing your checked-out files Viewing a file as read only Viewing all locations to which an item is linked Importing Exporting Deleting Using the clipboard Moving an item Copying an item Linking items and opening links Linking an item to multiple locations in the repository Creating a shortcut from outside the repository to an item within it Sending a link via Opening a link in an Subscribing to an item Viewing locations and other additional information (Page View) Comparing files (differencing) Viewing how content displays on a website Viewing the source file for a web page Chapter 7 Working with Properties Properties overview Setting properties Viewing history Chapter 8 Working with Taxonomies and Categories Taxonomies overview Navigating categories Viewing an item s categories Assigning content to a category Submitting an item for categorization Creating a new taxonomy Creating a new category Submitting a category to a workflow Assigning taxonomies to web cabinets Chapter 9 Working with Versions Versions overview Viewing versions Chapter 10 Working with Renditions and Transformations Renditions in Web Publisher The publish name rules Multi-file renditions Working with renditions Web Publisher User Guide 5

6 Table of Contents Renditions overview Viewing renditions Importing a rendition Setting a preview rendition Viewing the preview rendition Resetting renditions Working with transformations Transformations overview Transforming a document to PDF or HTML format Creating a rendition through transformation Creating a related object through transformation Viewing transformation properties Removing a saved transformation Chapter 11 Working with Replicas Replicas Chapter 12 Working with Relationships Chapter 13 Working with Contentless Objects Contentless objects overview Creating a contentless object Creating a template for a contentless object Chapter 14 Working with Discussions Discussions overview Viewing discussions Adding and editing comments Deleting comments Working with the Rich Text Editor Adding content to the RTE The RTE toolbar Chapter 15 Starting Work ows and Performing Tasks Workflows overview Attached files Opening a task or notification from your Inbox Accepting a task Completing a task Getting your next work queue task Rejecting a task Reassigning a task Repeating a task Changing your availability Starting a workflow Sending a quickflow Chapter 16 Managing Work ows Viewing workflows Viewing audit trails for workflows Web Publisher User Guide

7 Table of Contents Viewing reports Saving workflow information Changing the workflow supervisor Pausing a workflow Resuming a paused workflow Terminating a workflow Processing a failed task Creating a workflow template Chapter 17 Using Change Sets to Bundle Files for Common Processing Change sets overview Accessing change sets Creating a new change set Adding files to a change set Restarting a change set Deleting a change set Chapter 18 Moving Content through its Lifecycle Lifecycles overview Promotion overview Promoting an item Demoting an item Assigning a lifecycle Power promoting an item to the Approved state Expiring an item Chapter 19 Managing Work ow Templates Sequence for creating a new workflow template for Web Publisher Making a workflow template available Associating a workflow template Removing a workflow template from Web Publisher Removing a workflow template from your system Chapter 20 Creating and Managing Websites Overview of creating a new website Publishing websites Effective and expiration dates Jobs Synchronous and asynchronous publishing Auto-publishing for WIP documents Site protection Sequence for creating a new website Creating a new web cabinet Accessing site management Assigning assets to a protected site Enabling In-Context Editing for a site Manually publishing Web Publisher User Guide 7

8 Table of Contents Archiving a site Editions overview Creating an edition Specifying a default publishing configuration for exporting editions Exporting an edition Chapter 21 Managing Content Templates Templates overview Sequence for adding templates Making associations Viewing associations Associating supporting files or workflows Adding formats for associating editor presentation files Validating Web Publisher Editor templates Determining availability Viewing where a template or supporting file is used Updating the presentation of a web page Updating the structure of XML files Chapter 22 Using the Rules Editor to Write Rules Files for Web Publisher Editor Rules Editor interface Creating or editing a rules file Creating or editing a rule Fields in the Rules Editor: common fields Fields in the Rules Editor: fields unique to the xselector rule Fields in the Rules Editor: fields unique to queries Specifying variable input in a query Making a block of rules repeatable Previewing how a rules file displays content Deleting a rule Viewing a rule s xml (read-only) Validating a rules file Viewing warning messages for a specific rule Editing a content template using the Rules Editor Validating a content template using the Rules Editor Chapter 23 Creating and Managing Multi-Language Websites Translated sites overview Locales Fallback rules How web pages are translated Setting up a multi-language site Viewing translations Adding a translation Requesting a translation Working with locales Viewing locales Web Publisher User Guide

9 Table of Contents Creating a new locale Setting locale properties Setting a default locale Working with fallback rules Viewing fallback rules Creating fallback rules Enabling fallback rules Chapter 24 Using Portlet Builder to Create and Manage Portlets Portlets overview Sequence for creating and publishing portlets Viewing portals and their components in Portlet Builder Creating a new portal Deleting a portal Creating a new target portal server Creating a new portlet Editing a portlet The formatting buttons in Portlet Builder Previewing a portal or portlet Manually publishing a portal Expiring a portlet Re-enabling a portlet Configuring the connection to an LDAP server Viewing which parent template a portlet template is based on Creating a new portlet template Deleting a portlet template Chapter 25 Using In-Context Editing to Edit Web Pages In-Context Editing overview Locating files by navigating websites Editing content via In-Context Editing Creating new content via In-Context Editing Chapter 26 Using Page Builder to Create and Edit Web Pages Understanding the Page Builder interface Creating and modifying Page Builder templates Creating a Page Builder template Editing a Page Builder template Importing a template into Page Builder Importing a Dreamweaver template into Page Builder Exporting Page Builder templates Modifying web page layout Editing layout Rearranging items on a web page Locking or unlocking an element Creating and modifying web content Globalization support in Page Builder How it works? Choosing an image of a specific locale Creating new web content Web Publisher User Guide 9

10 Table of Contents Creating a web page Editing a web page Previewing a web page Saving changes to a web page Checking in a web page Entering plain text Entering text into the rich text editor Entering formatted text in the rich text editor Formatting buttons in the rich text editor Checking spelling in the rich text editor Inserting or modifying an image in the rich text editor Inserting or modifying a hyperlink in the rich text editor Inserting a hyperlink Inserting an image Inserting a movie Inserting content links Editing content links Embedding content Editing embedded content Inserting an SSI instruction Importing Page Builder content Exporting Page Builder content Discarding changes to a web page Setting properties Using safe mode to troubleshoot a problem in Page Builder Chapter 27 Using Web Publisher Editor to Create and Edit Web Pages Web Publisher Editor interface Creating a page for editing in Web Publisher Editor Editing a page in Web Publisher Editor Entering unformatted text in Web Publisher Editor Entering formatted content in Web Publisher Editor Language support in Web Publisher Editor The formatting buttons in Web Publisher Editor Checking spelling in Web Publisher Editor Creating a new hyperlink in Web Publisher Editor Creating a new table in the content field Pasting an outside block of HTML into the content field in Web Publisher Editor Inserting a custom tag in Web Publisher Editor Inserting non-parsable XML in Web Publisher Editor Creating a table in Web Publisher Editor Using a file selector in Web Publisher Editor Using the checkbox field in Web Publisher Editor Using the choice field in Web Publisher Editor Repeating a field in Web Publisher Editor Chapter 28 Using ewebeditpro to Create and Edit Content Creating a new content file for editing in ewebeditpro Editing content in ewebeditpro Adding an image in ewebeditpro Adding a hyperlink in ewebeditpro Web Publisher User Guide

11 Table of Contents Chapter 29 Using imarkup to Attach Comments and Diagrams Chapter 30 Managing System Settings, Reports, and Alerts Viewing system information and accessing Documentum tools Defining system settings Running reports Types of reports Viewing system alerts Chapter 31 Managing Permission Sets Permissions overview Permissions Access levels Extended permissions Additional access control entries Folder security Default alias sets Viewing a permission set Viewing where a permission set is used Creating a permission set Editing permissions in the Permissions tab Modifying a permission set Setting permissions for an object Deleting a permission set Chapter 32 Managing Users, Groups, and Roles Users Locating users Setting the default permissions for the cabinet of a new user Creating or modifying users Creating users Creating global users User attributes Importing users Import user attributes Deleting users Reassigning objects to another user Changing the home repository of a user Making a user active or inactive Modifying users Viewing groups, workflows, alias sets, permission sets, and documents of a user Viewing or deleting change home repository logs Viewing user reassign logs Rename reports Groups About dynamic groups Locating groups Viewing where a group is used Creating or modifying groups Creating groups Modifying or viewing groups Adding users, groups, or roles to a group Web Publisher User Guide 11

12 Table of Contents Removing users from a group Deleting groups Reassigning the objects owned by a group Viewing group reassign logs Group attributes Roles Creating or modifying roles Creating roles Adding users, groups, or roles to a role Modifying roles Reassigning roles Deleting roles Role attributes Appendix A Nodes Appendix B Icons Icons common to WDK applications Icons specific to Web Publisher Web Publisher User Guide

13 Table of Contents List of Figures Figure 2 1. Streamline view Figure 2 2. Classic view Figure 2 3. Nodes common to all WDK-based applications Figure 2 4. Selection page Figure 2 5. Selection page with area for adding your selections Figure 6 1. Importing files and folders Figure 9 1. Versioning Figure Integration of a workflow and lifecycle Figure Rules Editor Figure Block of repeatable fields Figure Page Builder interface Figure Hovering your mouse over an element Figure Tooltip indicates the element type Figure A locked element Figure An element with embedded content Figure Layout element Figure A locked element that cannot be moved Figure A locked element that can be neither moved nor edited Figure Embedded content as it appears in the Page Builder editor Figure Web Publisher Editor interface Figure Unformatted text in Web Publisher Editor Figure Content field in Web Publisher Editor Figure Selecting a cell Figure CDATA support in content field Figure Table element in Web Publisher Editor Figure Example of a selection list Figure Example of a directory tree Figure Example of a Browse button Figure Selection list in Web Publisher Editor Figure Checkbox Figure Choice field Figure A repeated field Figure ewebeditpro XML authoring tool Web Publisher User Guide 13

14 Table of Contents List of Tables Table 1 1. Web Publisher user roles Table 3 1. Quicklinks Table 3 2. Default functions Table 5 1. MIME Types Based on Extension Table Example of publish names Table Fields common to all rules Table Fields unique to the xselector rule Table Query fields Table The formatting buttons in Web Publisher Portlet Builder Table Rich Text Formatting buttons Table Supported languages in the content field in Web Publisher Editor Table Formatting buttons in Web Publisher Editor Table Table editing buttons Table Buttons used to repeat fields Table Access levels Table Extended permissions Table Additional access control entries Table Permissions required under folder security Table Attributes of a user Table Default values for new users Table Import user attributes Table Privileges for creating or modifying groups Table Attributes of a group Table Attributes of a role Web Publisher User Guide

15 Preface This guide describes the Web Publisher user interface. If your installation is customized, your interface might differ from the one described here. Revision history Revision date December 2006 Description Initial release of this guide. Web Publisher User Guide 15

16 Preface 16 Web Publisher User Guide

17 Chapter 1 Introduction This guide describes the Web Publisher user interface. If your installation is customized, your interface might differ from the one described here. This section gives short descriptions of important concepts: What is Web Publisher?, page 17 What is a WDK-based application?, page 18 What is a repository?, page 19 What is your checkout directory?, page 20 What is a workflow?, page 20 What is your inbox?, page 21 What is a document lifecycle?, page 21 What is a permission set?, page 21 How does Web Publisher create web pages?, page 22 How does Web Publisher push content to the web?, page 22 What are the naming conventions used on the web?, page 23 What is Web Publisher? Web Publisher is a web browser-based application that simplifies and automates the creation, review, and publication of websites. Web Publisher is a WDK-based application, using Documentum Content Server to store and process content and using Documentum Site Caching Services (SCS) to publish to the web. SCS is the publishing component of Web Publisher. All Web Publisher web pages are published by SCS. SCS has two pieces: one sits on the Content Server and the other sits on the target web server. SCS sends documents from a Documentum repository to a designated location on a web server. Web Publisher User Guide 17

18 Introduction Web Publisher also works with Document Transformation Services (DTS), though this is not required to run Web Publisher. DTS is used to create PDF or HTML renditions from Microsoft Documents. It is only used when content must be transformed in a web-ready format. Content originating in XML and HTML does not require DTS. XML content is rendered through our internal transformation engine to create the required web-ready formats. Any number of XSL stylesheets may be associated to a single XML file. Web Publisher works with numerous other Documentum applications. Refer to the Web Publisher Release Notes for details. Table 1-1. Web Publisher user roles User role Author Developer Administrator Function Use editing applications to create and modify web-page content without having to know how to construct or design web pages. See their content automatically published to the web even in multiple formats and languages. Maintain the content templates and site structures that help make such automation and streamlining possible. Maintain the Web Publisher system settings that allow for such ease of publication. What is a WDK-based application? A WDK-based application is built on WDK (Web Development Kit) functionality. A WDK-based application lets you access an EMC Documentum repository over the web. Web Publisher is a WDK-based application. WDK functionality lets you access, edit, and manage content in multiple repositories. WDK functionality lets you distribute content through automated business processes, restrict access to content according to permission sets, and assign version numbers to content to help keep track of revisions. 18 Web Publisher User Guide

19 Introduction What is a repository? A repository is a virtual storehouse for the content you work on and share with other employees. Each repository provides security, tools, and processes for sharing content among many users. Processes control the automated routing of content and assign document lifecycles to content. Processes allow you to create, edit, and forward content regardless of your technical expertise. A repository stores two kinds of information for a content file: The content, which is the text, graphics, sound, video, binary content, or other content that makes up the file. The properties, which are descriptive characteristics about the file, such as creation date, author, version number, and other information. Property values can only be edited by the file s creator or a user with high enough security settings. The highest level of organization in a repository is the repository s nodes. The nodes provide access to different repository functions and to different ways to organize a repository s content. All content in a repository can be accessed through the repository s Cabinets node, which organizes the content into cabinets and cabinet folders. Other nodes provide other organizational schemes for giving you access to content, such as according to the files you use most often, the files you have used recently, or other schemes configured by your organization. In each repository, you have your own home cabinet, with your name on it. Only you can see or access your home cabinet. Your home cabinet is where you store personal documents. In each repository, you have your own Inbox. Your Inbox displays tasks that have been assigned to you and displays any notifications you have requested when specific actions occur. When you want to modify a file, you check it out from the repository. This locks the file so only you can modify it. Other users can view it but cannot make changes to it. When you complete your changes to the file, you can check it back into the repository, which replaces the previous version of the file in the repository with the updated one. Checking in also unlocks the file so that other users can modify it. When you create a file in the repository, Web Publisher gives it a version number. A new file is assigned the version number 1.0. Web Publisher automatically increments the version number by a decimal point every time you check out the file and then check it back in. You can select not to increment, keeping the same version number and overwriting the existing version. In addition to content, a repository also stores other items, such as workflows (the automated sequences for routing files), permission sets, and user profiles. Every item in a repository whether content or not is stored as a repository object with a defined Web Publisher User Guide 19

20 Introduction object type. Content files typically have an object type of dm_document. The object type determines the types of properties associated with the object. The content in a repository is managed by the Documentum Content Server. What is your checkout directory? When you check out files from a repository, Web Publisher downloads the files to a location on your computer. This location is your checkout directory. You can open, edit, and close the file directly from your checkout directory, whether or not you are connected to the repository. When you are ready to save the file back to the repository, you check it back in. By default, your checkout directory is in one of the following locations: On Windows operating systems: //Documentum/Checkout On Macintosh operating systems: Root:Users:user_name:Documentum:Checkout Your can change the location of your checkout directory in your Web Publisher preferences. In some cases, when you check out a file, Web Publisher might not copy it to your computer but instead stream it to your computer. Whether this happens depends on the file s editing application. If Web Publisher streams the file to your computer, it is not saved to your local machine. What is a work ow? A workflow is a process that electronically passes documents and instructions from user to user. For example, an employee might initiate a travel expense report; another employee might review it and return it for revision; and a third employee might approve it. A workflow automates the process, ensuring that the right file goes to the right people in the right order. To start a workflow, you choose the workflow template that specifies the sequence of tasks you want performed. The template might specify the users to perform each task or might let you specify the users. The template might include automatic tasks, which are tasks the system performs before sending the workflow to the next user. 20 Web Publisher User Guide

21 Introduction What is your inbox? Your Inbox contains the tasks and notifications sent to you. Tasks are electronic assignments sent to you as part of a workflow. When you receive a task, you choose whether to accept it or reject it. When you complete a task, you forward it. The workflow notifies the next user in sequence. Tasks can include attached files. Notifications are messages letting you know when a specific action has occurred on a document. You choose to be notified about certain events by selecting the appropriate notification option in the document s properties. In a repository federation, you have one Inbox for the whole federation. What is a document lifecycle? A document lifecycle is a sequence of states a file goes through between its creation and expiration. When you create a file, the system assigns a document lifecycle to the file and puts the file into the first state in the lifecycle. Typical lifecycle states include WIP (Work In Progress), indicating a document is in its draft phase, and Staging, indicating a document is complete and ready for approvals. By default, Web Publisher does not let you make changes to an item that is in the Staging lifecycle state. A file advances through its lifecycle states through either manual or automatic promotion. Typically, a document lifecycle is incorporated into a workflow, and you are alerted to your role in a file s lifecycle when a workflow task appears in your Inbox. What is a permission set? A permission set determines who can access a particular item in a repository. Each item in the repository has an associated permission set, determining who can access the item and what actions each user with access can perform. Your access to a repository item is determined by the permission set assigned to the item. A permission set lists the users and groups who have access. The permission set assigns one of the following seven access levels to each user and group listed. Each access level includes all the permissions of the preceding levels: None: No access to the item. Browse: Users can view the item s properties (but not its content). Read: Users can view the item s content. Web Publisher User Guide 21

22 Introduction Relate: Users can annotate the item. Version: Users can modify and check in new versions of the item. Write: Users can modify and check in the item as the same version. Delete: Users can delete items. How does Web Publisher create web pages? Web Publisher separates the design of web pages and websites from the creation of the their content. The separation allows your organization to share content among different sites, and share page designs among different content. Developers design templates and other files that determine the layout of web pages and the structure of websites. Developers configure Web Publisher to determine where new content is placed on a website and when and how files are published to it. Developers can configure Web Publisher to render files to new formats and to regenerate existing web pages when a template or stylesheet is updated. Authors create content for web pages by selecting templates and entering the required content. How does Web Publisher push content to the web? Web Publisher uses Documentum Site Caching Services (SCS) to publish web pages. SCS selects which content to publish and to what location according to the parameters in a publishing configuration. Administrators and developers create publishing configurations using Documentum Administrator. SCS selects when to publish according to the interval designated in a publishing job. When a user creates a publishing configuration, SCS automatically creates a publishing job. A job is a Documentum object that runs a specific method at specified intervals. The SCS publishing job regularly runs a method that initiates the publishing operation. Through Documentum Administrator, users can modify the job s interval or run the job manually. Web Publisher can be configured to automatically initiate the SCS publishing job when a web page is approved and reaches its effective date. The effective date is the day a file is to be published to the live website. If a file is published to more than one site, you can set different effective dates for the file for each site. Users can manually initiate the publishing job for one or more files by using the Publish command in the Classic view. 22 Web Publisher User Guide

23 Introduction During creation of content, Web Publisher automatically publishes the content to inhouse web servers so users can preview how the content appears on the web. Users preview content using Web Publisher s preview command or using the appropriate URL for an internal site. Web Publisher automatically removes content from a website when the content meets its expiration date. You can use publishing configurations to create a website once and publish it in multiple formats and languages to multiple web servers. For example, you can configure Web Publisher to render a site to HTML for browser users and then render the same site to WML for wireless users. If you enable globalization functionality, you can translate the site to multiple languages. You use the publishing configuration to set parameters to publish certain renditions and languages to certain servers. For example, you could publish the same site s content to all of the following: An English-language, HTML-based website An English-language, WML-based site for wireless users A French-language, HTML-based site for France A French-language, WML-based site for wireless users in France A French-Canadian HTML-based site A French-Canadian WML-based site for wireless users What are the naming conventions used on the web? If a file or folder is to be pushed to a website, it must use web-safe characters (characters that can appear in a web URL). Any character with an ASCII code greater than 127 is not a web-safe character. The following are web-safe characters: ABCDEFGHIJKLMNOPQRSTUVWXYZ abcdefghijklmnopqrstuvwxyz $ - _. + ( ), You can have Web Publisher check whether titles are web-safe. An administrator or developer does this by opening the file WcmApplicationConfig.properties and setting the following attribute value to true: Web Publisher User Guide 23

24 Introduction wcmattributeutil.checkistitlewebsafeurl 24 Web Publisher User Guide

25 Chapter 2 Using the Interface This section describes the following: Logging in and logging out, page 25 Streamline and Classic views, page 29 Nodes, page 31 Performing actions, page 33 Navigating a repository, page 34 Finding an item in a list, page 36 Using a selection page to locate and select an item, page 39 Showing or hiding items on a page, page 41 Viewing messages, page 42 Viewing job status (task status), page 42 Opening a new window, page 42 Dragging and dropping, page 43 Viewing your WDK-app product information, page 43 Logging in and logging out This section describes the following: Logging in, page 26 Logging into additional repositories, page 27 Logging out, page 28 Changing your password, page 28 Using the additional accessibility options, page 28 Web Publisher User Guide 25

26 Using the Interface Logging in To log in, you must have the following information: Web Publisher URL Name of the repository you are logging into Your user name and password for the repository If applicable: the network location from which you are accessing Web Publisher If applicable: the Windows NT domain name for the repository If applicable: the language of the application that you are running If you do not have the information, ask your administrator. To log in: 1. In your browser, type in the Web Publisher URL in the appropriate address/location field and press Enter or click Go. One of the following happens: If you saved your credentials via Web Publisher or if you use another type of automated authentication, then Web Publisher automatically logs you in. Skip the rest of this procedure. You can delete saved credentials in your Web Publisher Preferences. If you did not save credentials the last time you logged in, the Login page appears. Continue with the rest of this procedure. 2. In the Login Name field, type your user name for the repository you are logging into. User names are case-sensitive. 3. In the Password field, type your password for the repository you are logging into. Passwords are case-sensitive. 4. In the Repository list, select the repository. 5. If the Location list is available, select the location on your organization s network from which you are accessing Web Publisher. This is available if your organization s network uses distributed content stores. This allows Web Publisher to access content from the nearest storage area in the network. Depending on your organization s setup, this location might be a fixed value. 6. To have your local computer log you in automatically the next time you access Web Publisher, select Remember my credentials for next time?. If you select this, then you will not see a Login page the next time you access Web Publisher. You will be logged in automatically. You can delete your saved credentials in Preferences. (You might want to do this to again access the More Options link when logging in.) 26 Web Publisher User Guide

27 Using the Interface The credentials are saved in a cookie on the computer from which you are accessing Web Publisher. If you delete this cookie or log in from a different computer, you will have to type your credentials the next time you log in. 7. To enter other login information, click More Options and enter or select any of the following: Domain A Windows NT domain name. Language The language used on Web Publisher pages. Additional Accessibility Options Select this to use the accessibility features. For more information on accessibility features, refer to Using the additional accessibility options, page 28. Change Password Click this to change your password. For more information, refer to Changing your password, page 28. If LDAP user authentication is used, you cannot change your password from this page. A system administrator must change your password on the LDAP server. 8. Click Login. Logging into additional repositories If your organization has multiple repositories, you can log into multiple repositories during your Web Publisher session. To log into a new repository: 1. Do one of the following, depending on the options available: In the Repository list at the upper right side of the page, select the repository or select Add Repository. In the left pane (if available), select the repository or click Add Repository. 2. If you selected Add Repository, select a repository and click OK. 3. Type your user name and password for the repository. 4. Click Login. Web Publisher User Guide 27

28 Using the Interface Logging out To log out: 1. Do one of the following: At the top of the page, click Logout. Select File>Logout. Changing your password Note that if LDAP user authentication is used, you cannot change your password from this page. A system administrator must change your password on the LDAP server. To change your password: 1. On the login page, click More Options. 2. Click Change Password. 3. In the Current Password field, type your current password. 4. In the New Password and Confirm New Password fields, type the new password. It is good practice to use a password that consists a mixture of letters and numbers. 5. Click Change Password. Using the additional accessibility options If available, the accessibility mode provides an alternate way to use the interface. The accessibility mode provides lists instead of menus and provides added descriptive text. The accessibility mode provides linear navigation, tab navigation, and ALT tags with descriptions of elements. Note: The accessibility options are not supported in Documentum Administrator. To use the accessibility mode: 1. In the Login Name field, type your case-sensitive user name. 2. In the Password field, type your case-sensitive password. 3. In the Repositories field, select the repository. 4. Click More Options. 28 Web Publisher User Guide

29 Using the Interface IMPORTANT: If you have saved your login credentials (using Remember my credentials for next time), then you will not see the Login page. To see the Login page, you must first either delete your saved credentials in Preferences or delete the computer cookie that contains your saved credentials. 5. Select Additional Accessibility Options. 6. Click Login. Known issues in the accessibility mode: For linear navigation, you must use the Classic view. Large numbers of frames. Screen readers with frame navigation features help in dealing with this problem. Drop-list form control causes immediate navigation. JAWS users can use ALT+up/down arrow to avoid immediate navigation. Refreshing returns you to the top level of your home node. Components developed or modified by a third party might not be accessible. Streamline and Classic views There are two different views: the Streamline view and the Classic view. The Streamline view gives access to most commonly used functions. In the Streamline view, you process items one item at a time. Web Publisher User Guide 29

30 Using the Interface Figure 2-1. Streamline view The Classic view includes the menu bar and gives you access to all the functions in Web Publisher, depending on your permissions (your access to certain functions might be limited by your permission levels). The Classic view allows you to process multiple items at once. Administrative functions are available through the Classic view. You can resize the left and right panes in the Classic view by clicking the bar between them, holding down your mouse button, dragging the bar to the right or left, and letting go of the mouse button. 30 Web Publisher User Guide

31 Using the Interface Figure 2-2. Classic view You can change views at any time. Web Publisher maintains your location in the repository. If a location is not available from the new view, Web Publisher displays your default page. (You can set your default page in your Preferences.) To switch between views: 1. At the bottom of the page, click either Streamline or Classic. Nodes The top level of a repository consists of the different nodes that give you access to the different items and functions. To open a node, click it. In the Streamline view, nodes appear as tabs, as shown here: Web Publisher User Guide 31

32 Using the Interface If the size of your window is too small to display all the tabs, arrows appear, as shown below. You click the arrows to display the additional tabs: In the Classic view, nodes appear as a navigation tree in the left pane. The following figure shows the basic set of nodes common to WDK-based applications. Your application might display more nodes. Figure 2-3. Nodes common to all WDK-based applications A basic WDK installation includes the following default nodes. Your application might include additional nodes: Inbox Displays the tasks and notifications sent to you My Files Displays the files you have recently created, edited or checked out Subscriptions Displays the files and folders to which you want quick access Categories Offers alternate ways of grouping files from the way they are organized in the cabinets. For example, a cabinet might organize files according to how they are structured on a website, but that might not be the most logical way to organize files for internal access by web authors. The categories would let your organization group files according to how the authors would access them, such as according to which department is responsible for certain content. Cabinets Displays the highest level of organization in a repository. Cabinets hold folders and files. Home Cabinet 32 Web Publisher User Guide

33 Using the Interface Contains your personal documents and folders. Only you can see or access your home cabinet. This is where you store personal documents. Administration (Classic view only) Gives access to system settings and administrative functions. Performing actions In the Streamline view, you perform actions on one item at a time. Actions that apply to the current location appear as hyperlinks above the list of items. Available actions are underlined, as shown here: Actions that apply to a list item appear as hyperlinks next to that item. Available actions are underlined. The More link opens a menu of additional actions. (If you use the accessibility mode, the More link is replaced by the Actions link.) Web Publisher User Guide 33

34 Using the Interface In the Classic view, you can perform actions on several items at once. To perform an action on one or more items, select the checkboxes for the items, then select the action. The more commonly used actions appear in the toolbar at the top of the page, as shown here: In the Classic view, all available actions appear in the menu bar, just below the toolbar, as shown here: These include actions that apply to both the location and the list items. Available actions are highlighted in the menus. (If you are using the accessibility mode, menus are replaced by the Global Actions and Actions links, which display lists of available actions. In this guide, where a procedure indicates that you should select a menu, you should instead select the appropriate accessibility mode link.) Navigating a repository This topic includes two procedures: one for navigating via the Streamline view and one for navigating via the Classic view. Use these procedures when navigating cabinets, taxonomies, or other directory structures. 34 Web Publisher User Guide

35 Using the Interface To navigate the repository via the Streamline view: 1. Click the tab corresponding to the node you want to navigate. For example, to navigate the Categories node, click the Categories tab. 2. The next directory level opens. To open a location in the directory (such as a folder), click the location. You can continue drilling down through the directory structure by continuing to click locations until you find the item you are looking for. 3. To go back to a higher level in the directory structure, do one of the following: In the navigation path at the top of the page, click the directory location you want to go to. To go to the top level of a node, click the node. To navigate a repository via the Classic view: In the Classic view, the left pane displays a directory tree showing you the repository s directory structure. The right pane displays the contents of the item selected in the left pane. 1. To expand an item in the left pane, click its plus sign (+). The item expands in the left pane to display the next level of folders and nodes contained within it. When you click the plus sign, the display in the right pane does not change. To change the display in the right pane, you must click the item itself. If a folder contains more than 50 subfolders, it does not immediately expand. Instead, Web Publisher displays a number, telling you how many subfolders exist. For example, if there were 460 subfolders, Web Publisher would display 460 folders. You can display the subfolders in the left pane, by clicking this number. Or, you can click the name of the parent folder in the left pane to display the list of subfolders in the right pane. If you navigate to a subfolder in the right pane, the subfolder s name is added to the tree in the left pane, but the tree is not expanded. The numerical designation changes to tell you how many folders are still undisplayed. 2. To collapse an item in the left pane, click item s minus sign (-). 3. To go back to a higher level in the directory, do one of the following: In the left pane, click the location you want to go to. In the navigation path at the top of the page, click the location you want to go to. As you open directories or perform actions, a path appears at the top of the page showing you the location to which you have navigated or the action you are viewing. You can click any folder in the path to return to that location. Web Publisher User Guide 35

36 Using the Interface Finding an item in a list This section describes the following: Setting the number of items per page, page 36 Jumping to an item in a list, page 36 Filtering a list, page 37 Sorting a list, page 37 Selecting which columns appear in a list, page 38 Using thumbnails as a visual cue, page 39 Setting the number of items per page You can select the maximum number of items to display per page. Additional items carry over to the next page. You can select the maximum in the Items per page list, shown here: A field above the list tells you how many pages the list contains. For example, if this appears: then you are viewing the first page of a five-page list. To move forward or back one page at a time, click the single arrows: or To go to the first or last page in the list, click the double arrows: or To go to a specific page number, type the page number in the text field and press Enter. Jumping to an item in a list If the Starts with field appears at the top of a list or directory, you can jump to an item in a list without having to scroll through the whole list: If you type the first few characters in a the file name and then click Go, Web Publisher jumps to the items in the list that begin with those characters. You can also type a location. This topic includes two procedures: one for jumping to items and the other for jumping to locations. 36 Web Publisher User Guide

37 Using the Interface To locate an item using the Starts With eld: 1. In the Starts with field, type the first few letters of the item name. 2. Click Go. To nd a location using the Starts With eld: 1. In the Starts with field, type all of the path or the start of the path. Use the following syntax: /cabinet_name/folder_path/folder_path/ For example, to jump to a folder named xyz_folder at the top level of a cabinet named abc_cabinet, you would type the following: 2. Click Go. Filtering a list You can use filters to narrow the types of items displayed in a list. If filters are available, they are accessed through either a selection list: or a button:., The Filter button allows you to apply multiple filters at once. For example, you could filter by both status and locale to display files that have both a Staging lifecycle and a French locale. To apply multiple filters at once, click the Filter button to display the available filters. For each available filter, select the value for which you want to filter. Note: If your WDK-based application lets you filter for files on a WIP website, then the resulting display will also include non-wip files. This is intentional behavior. Sorting a list When you sort items in a list, they appear in descending order. To sort items in the Streamline view: 1. To sort, click one of the properties on the Sort by line, as shown here: Web Publisher User Guide 37

38 Using the Interface 2. To reverse the sort order, select the property a second time. To sort items in the Classic view: 1. Click a column heading, as shown here: To sort by lock owner, click the key icon: 2. To reverse the sort order, select the column heading a second time. Selecting which columns appear in a list You can select which properties appear in lists and change the order in which the columns for the properties appear. For example, a list might display values for Name, Size, Modified, and Format, as shown here: You could choose to remove Size and add Creator, as shown here: To select which columns appear for a particular view: 1. Navigate to the view. 2. If the Same as Cabinets checkbox appears, you can copy the cabinet s settings by marking the checkbox and skipping the rest of this procedure. 3. Click. 4. To add a property to be displayed as a column, do the following: a. In the Select object type list, select the object type that contains the property you want to display. The properties appear in the Select attributes to display list. To see the properties for all standard object types, select Default Items. 38 Web Publisher User Guide

39 Using the Interface Note: To see the properties for a custom object type, the custom object type must be added to the list by an administrator and then you must select that custom object type in the Select object type list. b. In the Select attributes to display list, select the property you want displayed in a column. c. Click Add. d. Repeat these substeps for as many properties as you want to add. 5. To change the order in which columns are displayed, select a property in the Selected attributes to display as column and click Up or Down, as appropriate. 6. To remove a property that is displayed as a column, select the property in the Selected attributes to display as column and click Remove. 7. When you are done adding and removing properties, click OK. Column settings are maintained per user profile, per machine. If you use a different machine, you will have to specify your column settings again for that machine. Using thumbnails as a visual cue If configured to do so, Web Publisher can display thumbnails as visual cues to a file s type or content. For an image file, a thumbnail is usually a smaller rendition of the image. For other types of files, a thumbnail is usually a standard file-type graphic. If configured to do so, Web Publisher creates thumbnails for new files when they are first created or imported into the repository. Note that the new thumbnail might not appear right away. Thumbnail creation is performed asynchronously, which means the thumbnail might not be immediately available. To display thumbnails in lists: 1. While viewing a list of files, select the Thumbnails checkbox. The checkbox toggles the thumbnail display on and off. Using a selection page to locate and select an item In some Web Publisher procedures, you are asked to use a selection page to locate and select an item in the repository. A selection page might look like the following figure. A selection page might also look simpler, with fewer fields and with no left-hand navigation bar. Web Publisher User Guide 39

40 Using the Interface Figure 2-4. Selection page To use a selection page to locate and select an item: 1. To locate the item, do any of the following: To open a lower level in the directory structure, click a folder or category. You can continue drilling down through the directory structure by continuing to click directory locations until you find the item you are looking for. If a navigation bar appears on the left side of the selection page, you can change the node in which to navigate. To do so, click the node in the left-hand navigation bar. For example, if you want to look in your subscriptions, click Subscriptions. To go back to a higher level in the directory structure, do one of the following: In the navigation path at the top of the page, click the directory location you want to go to. If available, click the Up one level link. Note: The selection page might include one or more of the following standard Web Publisher fields used in lists: Starts with: This lets you jump to an item in the list by typing the first few characters of the item s name and clicking Go. If a dropdown field appears at the upper right corner of the list, you can narrow the types of items displayed by selecting a filter from the dropdown menu. If the list includes column headings, you can sort the list by a different property by clicking the column heading for that property. 40 Web Publisher User Guide

41 Using the Interface Items per page: This lets you select the maximum number of items to show on a single page of the list. Page: if a list has multiple pages, this shows you the page you are on and lets you change pages by typing a new page number or clicking the arrows. 2. To select the item, do the following: a. When you locate the desired item, select the item s checkbox, or in some cases select the item. If allowed, you can select multiple items. b. If the selection page has an area to the right for adding the selections (as shown in the following figure), then you must move the selections to that area by clicking the right arrow button. You can add multiple selections. If the selection page does not have an area for adding the selections, skip this step. Figure 2-5. Selection page with area for adding your selections c. When you are done making your selections, click OK. Showing or hiding items on a page In Web Publisher, you can display additional fields or options on a page if the [+] Show Options or [+] Show More links appear. To display the additional fields or options, click the appropriate link. To hide additional fields or options, select [-] Hide Options or [-] Hide More. Web Publisher User Guide 41

42 Using the Interface When viewing an item s properties, you can see the complete list of properties associated with the item by selecting the Show All Properties checkbox. For detailed explanations of properties, refer to the descriptions of the object types in the Content Server Object Reference Manual. Viewing messages Success messages and error messages are displayed in the status bar at the bottom of the page, as shown here: If a message is longer than the status bar s display area, you can view the full message by clicking the View Messages button in the status bar. This opens the Message Viewer, which displays your recent messages. Viewing job status (task status) To display the status of background jobs, you click either the Job Status button or Task Status button in the status bar. Which button appears depends on the WDK application you are using. You would view job or task status, for example, if demoting a file is performed asynchronously. To find out if the job has completed, you click the button. The button appears dirty if you have unread status messages reported by an asynchronous task. An animated image appears next to the button if there is an ongoing asynchronous task. To update status, click Refresh. Opening a new window If this option is available in your WDK-based application, then when in a repository, you can open a new, separate window for the repository. You can use this feature if you want to view multiple areas in a repository at the same time, or view multiple repositories at the same time. 42 Web Publisher User Guide

43 Using the Interface To open a new window for the current repository: 1. Do one of the following, depending on the options available: Click New Window. Select Tools>New Window. Dragging and dropping The drag-and-drop feature allows you to grab files or other items with your mouse and move them to a new location. You perform drag-and-drop either by moving an item from one Web Publisher window to another Web Publisher window, or by moving an item from one pane in the Classic view to the other. To enable drag-and-drop: 1. Install the WdkPluginCab plug-in, which you do via Preferences. This is installed in the following location on your local computer: C:\WINDOWS\Downloaded Program Files To drag and drop an item from one location to another: 1. In either the left pane or the right pane, place your mouse pointer over the item. 2. Click and hold down the right mouse button. 3. While keeping the right mouse button held down, drag the item to a location in the opposite pane. 4. Let go of the right mouse button. 5. If a menu appears, select the desired action. Viewing your WDK-app product information To view the version number and other product information: 1. Select File>About Web Publisher. Web Publisher User Guide 43

44 Using the Interface 2. To access the EMC or EMC Documentum website, click the appropriate logo. 44 Web Publisher User Guide

45 Chapter 3 Web Publisher Contributor Quick Start Web Publisher Contributor is a simplified Web Publisher user interface. Using Web Publisher Contributor you can easily create content, edit content and publish content to the web. Web Publisher Contributor makes the job of a contributor user easier by focusing on the tasks that they perform regularly. The interface is also configurable so that users can choose to have the functionality that they use often readily available to them and hide the functionality that they do not use. This section describes the interface and features available in Web Publisher Contributor. This section describes the following: Logging into Web Publisher Contributor, page 45 Contributor Home page at a glance, page 46 Editing your content, page 52 Creating new content from a template, page 53 Configuring templates, page 55 Setting your personal preferences, page 55 Logging into Web Publisher Contributor Log into Web Publisher Contributor to access Web Publisher s simplified user interface. To log into Web Publisher Contributor: 1. In your browser, type the Web Publisher URL in the appropriate address/location field and click Go. 2. Type your username and password. User names and passwords are case-sensitive. 3. In the Repository list, select the repository. 4. In the Choose Application list, select. Web Publisher User Guide 45

46 Web Publisher Contributor Quick Start When Web Publisher Contributor is chosen, it will be selected by default the next time you access the Login screen. 5. Click Login. The Web Publisher Contributor home page opens. For information on log in options see, Logging in and logging out, page 25. Contributor Home page at a glance The Web Publisher Contributor home page is your jumping off point into Web Publisher tasks. The home page enables you to easily access Web Publisher s main tasks from a single click location using the launch pad or the navigation bar. This section describes how to use the Web Publisher Contributor user interface. This section describes the following: Home Page Quicklinks, page 46 Web Publisher Contributor menus, page 51 Navigation bar, page 48 Navigating a repository, page 51 Sites, page 52 Messages and job status, page 52 Home Page Quicklinks The Contributor home page contains quicklinks that give you access to Web Publisher main tasks. A basic Web Publisher Contributor installation includes the following six default functions. Your application might display fewer quicklinks depending on your preferences. To select a task from the home page click a quicklink. 46 Web Publisher User Guide

47 Web Publisher Contributor Quick Start Table 3-1. Quicklinks Quicklink Task Enables you to create new content for a web page by selecting a template. > Create New Content > Edit Your Content > Go To Sites > In Context Editing For more information on creating new web content, see Creating new content for a web page, page 77. Enables you to check out a file, edit the file s content, and check the file back into the repository to upload the changes to a website. For more information on editing web content see, Editing your content, page 52. Allows you to navigate to all of your sites and find content based on which site it belongs.for more information on navigating sites see, Sites, page 52. Gives you access to the websites that are enabled for direct in context editing. Web Publisher s in context editing functionality lets authors navigate a website directly in order to create and edit the content on that website. Note that if you edit a web page that you accessed via the Active website, Web Publisher creates a new version of the page for your edits. When you complete your edits, the new version of the page appears on the WIP website. For more information on in context editing see, Editing content via In-Context Editing, page 252. Web Publisher User Guide 47

48 Web Publisher Contributor Quick Start Quicklink Task Gives you access to the workflows that are owned by you. > My Workflows From the My Workflows page you can view workflows owned by you, pause running workflows, resume paused workflows, and terminate workflows. For more information on working with workflows see, Chapter 16, Managing Workflows. Gives you access to the templates that are used to create content for the web. >My Templates > Search For more information on adding or removing templates from the My Templates folder see, Configuring templates, page 55. Accesses the Search dialog and.allows you to enter search criteria to locate content. For more information on locating your files see, Locating recently used files, page 86. To add or remove quicklinks from your home page, modify your Preferences. See Setting your personal preferences, page 55. You can return to home page at any time by clicking (Home) in the navigation bar. Navigation bar The top level of a repository consists of the different icons (nodes) that give you access to the different items and functions. To open a function, click the icon. For more information on Web Publisher icons see, Appendix A, Nodes. A basic Web Publisher Contributor installation includes the following default functions. Your application might display fewer icons depending on your preferences. To open a function or access different locations within Web Publisher, click the icon on the navigation bar. 48 Web Publisher User Guide

49 Web Publisher Contributor Quick Start Table 3-2. Default functions Icon Function Home Returns you to the home page from any location in Web Publisher Contributor. Inbox Contains the tasks and notifications sent to you. Tasks are electronic assignments sent to you as part of a workflow. When you receive a task, you choose whether to accept it or reject it. When you complete a task, you forward it. The workflow notifies the next user in sequence. Tasks can include attached files. Notifications are messages letting you know when a specific action has occurred on a document. You choose to be notified about certain events by selecting the appropriate notification option in the document s properties. In a repository federation, you have one Inbox for the whole federation. My Templates Accesses a list of templates that are used most often, enabling you to find the template you are looking for more quickly. The Configure My Templates page enables you to add or remove templates from My Templates. For more information on using adding or removing templates from the My Templates folder see, Configuring templates, page 55. Sites Takes you to all of your sites so you can navigate to content in those sites and take action on the content. For more information on view sites and creating content for a website see, Sites, page 52. Web Publisher User Guide 49

50 Web Publisher Contributor Quick Start Icon Function Subscriptions Displays the files and folders to which you want quick access. For more information on subscribing to an item for quick access see, Subscribing to an item, page 95. My Files Displays the files you have recently created, edited or checked out. For more information on locating your files see, Locating recently used files, page 86 Categories Offers alternate ways of grouping files from the way they are organized in the cabinets. For example, a cabinet might organize files according to how they are structured on a website, but that might not be the most logical way to organize files for internal access by web authors. The categories would let your organization group files according to how the authors would access them, such as according to which department is responsible for certain content. For more information on categories see, Chapter 8, Working with Taxonomies and Categories. Change Sets Accesses your change sets. Change sets are bundles of content that can be routed through a workflow and lifecycle as a group. This ensures that all content in a change set gets published at the same time. For more information on working with change sets see, Chapter 17, Using Change Sets to Bundle Files for Common Processing My Workflows Displays the workflows that are owned by you. For more information on working with workflows see, Chapter 16, Managing Workflows. 50 Web Publisher User Guide

51 Web Publisher Contributor Quick Start To add or remove icons from the navigation bar modify Preferences. See Setting your personal preferences, page 55. Web Publisher Contributor menus Menus in Web Publisher Contributor may appear differently than the regular Web Publisher interface. Names and appearance of the menu items are different from the regular interface. The menu items available in the Web Publisher Contributor interface appear only when you are viewing a page where they can be used, such as the Sites page. Many of the regular menu items will appear, but they are listed under the headings of Actions, Clipboard, Details, and Tools. For more information on a menu item, refer to the specific documentation in this guide. Navigating a repository You can navigate a repository using the browser tree in the left hand pane. The browser tree shows the repository s cabinets and folders in a hierarchy that you can expand and collapse as needed Tip: You can collapse and expand the browser tree at any time by clicking the bar dividing the tree from the viewing pane. This is helpful if you want a larger viewing area. To nd an item by navigating cabinets and folders: 1. To expand an item in a tree, click the item s plus sign (+). Note: If a folder contains a large number of subfolders, the folder does not immediately expand. Instead, a number appears below the folder, telling you how many subfolders exist. To display the subfolders in the tree, click the number. To display the subfolders in the list view, click the name of the original folder in the tree. 2. To collapse an item in the tree, click item s minus sign (-). 3. To expand a tree item in the list view, click the item s name. 4. To go back to a higher level in the hierarchy, either click the location in the tree or click the location in the navigation path at the top of the page. Note: The navigation path shows you the location to which you have navigated or the action you are viewing. You can click any location in the path to return to that location. Web Publisher User Guide 51

52 Web Publisher Contributor Quick Start Sites Sites is probably the most used page for a Web Publisher Contributor.The Sites page displays a list of sites on the current repository to which you have access. When you navigate through a site using its folders, you can perform many actions on the content. Many actions are available through the menus (such as Actions, Clipboard, Details and Tools). This section provides information actions you can perform using the Sites page. To navigate the Sites page and perform an action: 1. Choose Sites from the navigation bar or the home page. 2. Select a site or navigate through a site to locate folder and files within that site. 3. Select a file or folder and select an option from one of the menus (Actions, Clipboard, Details and Tools). Messages and job status Success messages and error messages are displayed in the status bar at the bottom of the page. If a message is longer than the status bar s display area, you can view the full message by clicking the View Messages button in the status bar at the bottom of the page. For more information on messages see, Viewing messages, page 42. You can view the status of background jobs by clicking the Job Status button in the status bar at the bottom of the page. For more information on jobs see, Viewing job status (task status), page 42. Editing your content You can edit content files in Web Publisher Contributor by navigating to a file, checking out the file, and then choosing an editing application. Once you have edited your file you must check the file back into the repository to upload the changes to the website. To edit a le: 1. In Web Publisher Contributor choose a quick link from the home page such as Edit Your Content, Go To Sites, and In Context Editing or an icon from the Navigation Bar such as Inbox, Sites, Subscriptions, My Files, and Categories. 2. Navigate to the file you want to edit and click Edit. 52 Web Publisher User Guide

53 Web Publisher Contributor Quick Start 3. If you are prompted for any of the following, take the prescribed action: If you are prompted for a checkout directory, type the path and directory. If you are prompted to install the software used for editing the file, do so. If you are prompted to choose a location for a file that is mirrored in more than one location, but if the locations are not listed, then you must set your Checkout Directory property in the Web Author tab in your preferences before you can check out this file. Cancel the checkout and set the preference. For more information on preferences, see the chapter on setting preferences. 4. The file is locked and copied to your checkout directory. If the file does not open upon checkout, you can open it by locating the file in your checkout directory and opening the file. For more information on checking out files, editing files, and checking files into a repository see, Checking out and editing a file, page 82. Creating new content from a template The templates you keep in My Templates can be used to create new content of any file format. To create new content from a template: 1. Choose My Templates from your home page or Navigation Bar. 2. Select a template from the list of templates and click Create New. In the Create New page, complete the required fields for the new content: 3. If given the option, select one of the following: To create the file without importing content, click Create a new file. To create the file by importing content from a file outside the repository, click Use an already existing file. Click Browse. Select the file. 4. The Name field is populated with the template name by default. You may change the name if you wish. Type the name that identifies the file on the web. Any spaces you type in the name will be converted to underscores (_). Follow conventions for naming web pages in What are the naming conventions used on the web?, page 23. Note that you need not supply a file extension. 5. Enter remaining properties as desired. Note that if the Edit link appears next to a property, you set the property s values by clicking Edit and entering values. You enter values either by typing them in, or by selecting them from a list and clicking Add. You can move or remove a value in the list by selecting it and clicking Move Up, Move Down, or Remove. When you are done adding values, click OK. Web Publisher User Guide 53

54 Web Publisher Contributor Quick Start Available properties might include the following: Descriptive Name A short description for the file so that it can be identified easily. Subject A list of subjects that have been defined for your websites. Locale The language and region of the website to which the document is published. For more information on locales and translations, see Chapter 20, Creating and Managing Websites. Keywords This is used to find the file in a search. If a user performs a search and types in a word that matches a keyword, the file is listed in the search results. Authors Allows you to enter the names of the authors responsible for the content. Effective This sets the date to publish content to the website. Expiration Date sets the date to remove content from the website. Note the following: If the calendar button appears, you can set the date by clicking the calendar button: Click the calendar button and then select the date from the dropdown calendar. To move forward or backward through the calendar one month at a time, click the arrow keys. If the file is to be published to multiple websites, you might be allowed to set different effective and expiration dates for the each site to which the file is published. If so, the set for each site link appears on the file s Properties page. Click this link to enter the different dates you want to set for the different sites. Expiration Allows you to choose an expiration date for the content, if necessary. You may also choose to have the content never expire. Edit Now If Web Publisher displays the Edit now checkbox, you can select this option to have Web Publisher automatically open the file once it is created. Document Type Allows you to enter a type for the document. 54 Web Publisher User Guide

55 Web Publisher Contributor Quick Start 6. If other tabs appear, click the tab and enter information as desired. For more information on the items available through these tabs, refer to the topic that describes the item. 7. Click OK. Web Publisher creates the new file and places it in a repository location determined by the file s template and by folder mapping. To locate the file, see Locating new content for a web page, page 79. If you selected the Edit now checkbox when creating the file, Web Publisher opens the new file for editing. Con guring templates My Templates is used to store templates that are used to create content for the web. Specifically, it allows you to contain a group of templates that you use often so that you can access them quickly and easily. The Configure My Templates page enables you to add or remove templates from My Templates. To add or remove templates: 1. Choose My Templates from your home page or Navigation Bar. 2. Select Configure My Templates. 3. In the Configure My Templates selection page, select a template to add or remove from the My Templates list. For instructions on using the selection page, refer to Using a selection page to locate and select an item, page When you are done making your selections, click OK. Setting your personal preferences Preferences determine your personal settings and are stored in a cookie on the machine from which you accessed Web Publisher Contributor. If you delete the cookie, you lose the preference settings. The Preferences page appears differently depending on whether you are logged in to the Web Publisher or Web Publisher Contributor application. The following procedure is specific to users who are currently logged in to the Web Publisher Contributor application. To set general preferences for Web Publisher Contributor: 1. Click Preferences in the banner. Web Publisher User Guide 55

56 Web Publisher Contributor Quick Start 2. On the Preferences page, select the General tab. 3. In the Home Page Quicklinks field, select the actions to be available from the Home page. These actions will appear as quicklinks on the home page as described in Home Page Quicklinks, page In the Navigation Bar field, select the features to be available in the navigation bar. These features will appear as icons in the navigation bar as described in Navigation bar, page Select the checkbox for Drag and Drop if you want to use the drag and drop plug-in. This option requires that you restart your browser before your changes take affect. 6. To save your changes, click OK. To set preferences appropriate for the other available tabs see, Chapter 5, Setting Preferences and Configuring Browsers. 56 Web Publisher User Guide

57 Chapter 4 Searching for an Item in a Repository This section describes how to search for an item in the repository. This section describes the following: Configuring external searches, page 57 Running a simple search, page 58 Using quotes and operators to narrow a search, page 58 Running an advanced search, page 59 Search results, page 60 Saving a search, page 61 Running a saved search, page 61 Managing your saved searches, page 62 Con guring external searches In order for users to search external sources, an administrator must configure Web Publisher s connection to an ECIS search server. If this connection has not been configured, users cannot include external sources in your search. To con gure the connection to an ECIS search server: 1. Navigate to dfc.properties, located in one of the following, depending on the operating system: %DOCUMENTUM%\config\repository_name $DOCUMENTUM/config/repository_name 2. Open dfc.properties in a text editor. 3. Enable the ECIS search server by setting the following: dfc.search.ecis.enable=true 4. Specify the RMI Registry host to connect to ECI Server by setting the following: Web Publisher User Guide 57

58 Searching for an Item in a Repository dfc.search.ecis.host=localhost dfc.search.ecis.port=port where localhost is IP address or machine name of the ECI Server and where port is the port number Web Publisher uses to access the ECI server. The default port is Running a simple search A simple search matches your search words against indexed text and against text properties. A simple search looks in the internal and external locations that are designated in your advanced search screen. A simple search returns documents that have at least one of your search words. The search results first display documents that have all your search words and then, second, display documents that do not have all the terms but have at least one. To narrow your search, you can use quotes and operators. For details, see Using quotes and operators to narrow a search, page 58. To perform a simple search: 1. In the Search field at the top of the page, type the text for which to search. To separate text, you type a space. To search for a phrase or for combinations of words, you can use quotes and operators, as described in Using quotes and operators to narrow a search, page Click Go. 3. While the search runs, Web Publisher displays the first page of results. To view the status of the search, click Processing in the upper right corner of the page. 4. To revise the search and run it again, click Edit Search and then following the instructions in Running an advanced search, page To save the search, click Save Search (for more information see Saving a search, page 61). Using quotes and operators to narrow a search You can use quotes and operators (and, or) to narrow a search. You can use quotes and operators in a simple search (see Running a simple search, page 58) and in the Contains field of an advanced search (see Running an advanced search, page 59). Use quotes and operators as follows: Quotes 58 Web Publisher User Guide

59 Searching for an Item in a Repository Type quotes around words to return documents that have the exact word or phrase. For example, type "network" to find only those documents that have the word network. The search would leave out documents that have the word networking but that do not have the word network. Or, for example, type "knowledge management" to return documents that have the exact phrase knowledge management. The search would leave out documents that have the words knowledge and management separated. Operators (and, or) Type and to find documents that have both words connected by the and operator. Type or to find documents that have at least one of the words connected by the or operator. When there are three or more values, the order of operations follows the order of definition. Each time you add an operator, the previous operators are grouped together. Running an advanced search An advanced search allows you to select the locations in which to search and to select what properties to search. Depending on your organization s setup, you can search external sources as well as your organization s repositories. To perform an advanced search: 1. Do one of the following, depending on your WDK-based application: In the banner at the top of the Web Publisher page, click Advanced. In the left pane, click Advanced Search. The Advanced Search page opens displaying the General tab. 2. In the Contains field, type the words for which you want to search. Depending on the repository, this searches against a file s content and some properties. To separate text, type a space. To search for a phrase or for combinations of words, you can use quotes and operators, as described in Using quotes and operators to narrow a search, page In the Locations list, select the locations in which to search. To add locations to the list, click Edit and do the following: a. In the left-hand list, browse to the location you want to add, then select the location, and click. b. Repeat the last step for as many locations as you want to add. Web Publisher User Guide 59

60 Searching for an Item in a Repository c. Click OK. 4. In the Properties list, select the properties to search for by doing the following: a. In the first field, select a property upon which to search. In the second field, select the relationship of your search value to the property value. In the remaining fields, enter your search values. b. To search based on another property value, click Add another property and then select one of the following: And Or This returns search results that match this property value and the property value on the previous line. This returns search results that match either this property value or the property value on the previous line. Note: When there are three or more values, the order of operations follows the order of definition. Each time you add an operator (And or Or ), the previous operators are grouped together. c. In the first field, select a property upon which to search. In the second field, select the relationship of your search value to the property value. In the remaining fields, enter your search values. d. Repeat steps Step b and Step c for as many property values as you want to add. e. To remove a property from the search criteria, click Remove. 5. In the Date field, you can search for items for which a specific action occurred during a specific time. To search on this, select the action in the first field, and then select the time period in the remaining fields. 6. In Size field, select the range of file sizes that you want to search for. 7. To include hidden objects in the search, select Find hidden objects. Hidden objects are only visible to users with Read or Write permissions for the object. The search displays only the objects you have permission to view. 8. To search for past versions as well as the current version of a file, select Find all versions. 9. Click Search. Search results The search results display the items that match your search criteria. 60 Web Publisher User Guide

61 Searching for an Item in a Repository If you searched based on a text-based property, such as name, the words that match your search values are highlighted. Saving a search After performing a search, you can save the search to run again later. To save a search: 1. From the search results page, click Save Search. 2. In the Name field, type a name for the search. 3. The Description field is pre-filled with the query description. You can edit this if you desire. The field should not be left empty. 4. In the Location field, you select the repository in which to save the search. The specific path in the repository in which the search is saved is predetermined. 5. Click OK to save the search. If the name of the saved search already exists, the system asks you if you want to overwrite the search. Clicking Yes overwrites the search. Clicking No saves the search as a new object. All saved searches can be accessed using My Saved Searches tab or All Saved Search tab. Running a saved search This procedure describes how to rerun a search that you have previously saved. When you rerun the search, the search uses the same parameters but returns updated results. To run a saved search: 1. Do one of the following, depending on your WDK-based application: In the banner at the top of the Web Publisher page, click Advanced. In the left pane, click Advanced Search. 2. Select one of the following tabs: My Saved Searches Select this tab to run a search that you have saved in the repository you are currently viewing. All Saved Searches Select this tab to run all end-user saved searches to which you have at least Read permissions. These searches may have been saved into any other repository that you may be currently not viewing. Web Publisher User Guide 61

62 Searching for an Item in a Repository 3. If you have selected All Saved Searches, select the repository in which the search is saved. 4. To modify the search parameters before running the search, click Edit on the search s line item. Revising a saved search opens up the general tab of the advanced search screen with all the parameters pre-filled for that saved search. Make your changes and click Search. The changes will be used for running this saved search, unless you specify they should be saved permanently. Click Save Search to save the new search. 5. On the search s line item, click Search to display the results of the search. 6. If Web Publisher requires you to enter credentials for a search source, do so. 7. After the search results appear, you can do the following: To run the search again with modified search parameters, click Edit Search. Revise this search opens up the general tab of the advanced search screen with all the parameters pre-filled for that saved search. For both My Saved Searches and All Saved Searches, you can change the repository. To save the search, click Save Search. See Saving a search, page 61. Managing your saved searches This procedure describes how to access, revise, and delete saved searches. To manage saved searches: 1. Do one of the following, depending on your WDK-based application: In the banner at the top of the Web Publisher page, click Advanced. In the left pane, click Advanced Search. The Advanced Search page opens displaying the General tab. 2. Select one of the following tabs: My Saved Searches Select this tab to manage searches that have saved in the current repository. All Saved Searches Select this tab to manage searches that you have saved in repositories other than the current repository. The changes will be used for running this saved search, unless you specify they should be saved permanently. Click Save Search to save the new search. 62 Web Publisher User Guide

63 Searching for an Item in a Repository 3. To revise a search, click Edit on the search s line item and modify the search parameters. 4. For both My Saved Searches and All Saved Searches, you can change the repository. 5. To remove a saved search, click Remove on the search s line item. Web Publisher User Guide 63

64 Searching for an Item in a Repository 64 Web Publisher User Guide

65 Chapter 5 Setting Preferences and Con guring Browsers Preferences determine your personal settings and are stored in a cookie on the machine from which you accessed Web Publisher. If you delete the cookie, you loose the preference settings. Some preferences listed in this section might not appear. What appears depends on your organization s setup. This section describes the following: Setting general preferences, page 65 Setting author and developer preferences, page 66 Setting column preferences, page 67 Setting login preferences, page 68 Setting favorite repositories, page 68 Setting search sources, page 69 Setting Page Builder preferences, page 70 Setting formats, page 70 Configuring clients to open web files in authoring applications, page 71 Configuring your browser for media players, page 71 Setting general preferences To set general preferences: 1. On the Preferences page, select the General tab. 2. In Application Type field, select whether the Classic view or Streamline view appears when you log in. Web Publisher User Guide 65

66 Setting Preferences and Con guring Browsers 3. In Section to start in, select the page that displays when you log in. For example, if you select Subscriptions, Web Publisher displays your Subscriptions node when you log in. 4. In Theme, select the set of colors, patterns and fonts used in your display. 5. In Accessibility Options, select whether popup text and navigation shortcuts to appear. Popup text descriptions appear when you hover the mouse over an interface item. 6. In Checkout location, you can change the location of your checkout directory. Your checkout directory is the location on your computer where Web Publisher copies files when you access them for editing i.e., check them out from the repository. 7. In Drag and Drop, select the checkbox if you want to use the drag and drop plug-in. This option requires that you restart your browser before your changes take affect. 8. In Hidden objects, select Show hidden objects if you want Web Publisher to display hidden objects. Hidden objects are only visible to users with Read or Write permissions for the object. 9. To save your changes, click OK. Setting author and developer preferences To set web author and web developer preferences: 1. In the banner, click Preferences. 2. In the Web Author tab, set the following: HTML Editor (if available) Select the default application to use when editing HTML files. For example, ewebeditpro. Default locale filter Select the default locale displayed when you view a list of files. This is required if you use Web Publisher s globalization functionality (for translated websites). When a file is translated into multiple languages, the translations reside in the same folder. They are distinguished by their locale values. 3. In the Web Developer tab, set the following: Rules editor This determines whether to modify rules files using an external editor or Web Publisher s web-based Rules Editor. Temporary directory 66 Web Publisher User Guide

67 Setting Preferences and Con guring Browsers This determines the folder used to store temporary files. Temporary files are created when you use certain utilities, like the view-source command or a differencing tool. Type the path to the folder. Do not use quotation marks. For example: C:\Temp\Diff and View Source Link Check Application Path This sets the path to an external link-checking program. Web Publisher works only with link checkers that accept URL as a parameter. Web Publisher supports only link checkers launched from a command line. Link checking works only with web cabinets that have a website and Site Caching Services object set up. Type the path to an external link-checking program, followed by a parameter for passing the website URL. For example, if you use Watchfire WebQA, you might type this path: C:/Program Files/Watchfire/WebQA/ContentQA.exe/r/u Where /r/u is the parameter for passing the website URL. Differencing Application Path This sets the path to a differencing tool. If you use an external differencing tool, type the path in quotation marks, followed by "%1" "%2", which are parameters for passing the file names. View Source Application Path This sets the path to an external text editing application to use when viewing the source file for a web page. Type the path in quotation marks, followed by "%1", which is a parameter for passing file names. For example: "C:\Program Files\Windows NT\Accessories\Wordpad.exe" "%1" 4. To save your changes, click OK. Setting column preferences You can set the columns that are displayed for each node and that are displayed for virtual documents. To set column preferences: 1. On the Preferences page, select the Columns tab. 2. Scroll to the node/view combination for which you want to set columns. Click Edit for that view. 3. To display a property, do the following: Web Publisher User Guide 67

68 Setting Preferences and Con guring Browsers a. In the Select object type list, select the object type that contains the property you want to display. The available properties in that object type then appear in the Select attributes to display list. If you select Default Items, the properties for all object types in the repository appear. b. In the Select attributes to display list, select the property you want displayed as a column. c. Click the right arrow. d. Repeat these steps for as many properties as you want to add. 4. To change the order in which columns are displayed, select a property in the Selected attributes to display as column list and click the up or down arrow. 5. To remove a property from display, select the property in the Selected attributes to display as column list and click the left arrow. 6. Click OK. 7. Click OK. Setting login preferences If when logging in you checked Remember my credentials for next time, then you can view your saved credentials in the Login preferences. You can delete your saved credentials from the page. To set login preferences: 1. On the Preferences page, select the Login tab. Your saved credentials are displayed. 2. To delete your saved credentials, click Remove saved credentials. 3. Click OK. Setting favorite repositories The Repositories tab determines what repositories appear when you log in. If you use a link or bookmark to access a file in a repository that is not in your Repositories list, the repository is added to your list. Preferences are maintained per user profile on a particular machine. If you use a different machine, you will have to specify your favorite repositories again for that machine. 68 Web Publisher User Guide

69 Setting Preferences and Con guring Browsers To set favorite repositories: 1. On the Preferences page, select the Repositories tab. 2. In the Select a Repository list, select the repository you want to add and click the right arrow. Repeat this step for as many repositories as you want to add. 3. To remove a repository from your Repositories list, select the repository and click the left arrow. Repeat this step for as many repositories as you want to remove. 4. When you log in or change repositories, the repositories will appear in the order in which they are listed in the Repositories list. To change the order, select the repository you want to move up or down in the list, and then click the up or down arrow. Repeat this step for as many repositories as you want to move within the list. 5. Click OK. Setting search sources You can set default locations for searches. To set search sources: 1. On the Preferences page, select the Search tab. 2. Select the default locations for searches: My Favorite Repositories: This sets your default search locations to all the repositories in your default repositories list. You can view or modify your default list in the Repositories tab in Preferences. Current repository only: This sets your default search location to the repository that you are currently viewing at the time of the search. Other: This sets your default search locations to specific locations you select. 3. If you selected Other, navigate in the Available Repositories list to the location you want to add and select it. If you are prompted for your user name and password, enter these. Click the right arrow. Repeat this step for as many locations as you want to add. 4. To remove a location from the Included in Search locations, select it and click the left arrow. 5. To save your changes, click OK. Web Publisher User Guide 69

70 Setting Preferences and Con guring Browsers Setting Page Builder preferences To set Page Builder preferences: 1. In the banner, click Preferences. 2. In the Page Builder tab, set the following: Activate Page Builder Menu On This setting determines which mouse button brings up the Page Builder menu. You choose right click or left click. When users click an element with the chosen button, the Page Builder menu pops up. If you choose to have the right-click button open the Page Builder menu, then the left click button will open an element for editing when a user clicks on a content element. Default View for Templates You select which of the three Page Builder tabs you want displayed as the default when you open a Page Builder template for editing. Default View for Content Pages You select which of the three Page Builder tabs you want displayed as the default when you open a web page for editing. 3. To save your changes, click OK. Setting formats You can use the Formats preference to determine the applications used for viewing and editing files of a specific Documentum object type. To set format preferences: 1. On the Preferences page, select the Formats tab. 2. In the Choose object type list, select the object type for which you want to set the format. 3. In the Object s primary format list, select the file format that you want associated with this object type. 4. To set options for performing a read-only viewing of a file of this object type, set the following: Format for viewing The format designated by the file extension. 70 Web Publisher User Guide

71 Setting Preferences and Con guring Browsers Would you like this content to appear in the web browser? If the viewing application can be opened via a browser, you can make that the default for viewing. Selecting Yes opens the file within your browser and does not launch another application. Application for viewing The application used when viewing. 5. In the Application for editing list, select the application used when editing a file of this object type. 6. To save your changes, click OK. Con guring clients to open web les in authoring applications Web Publisher users who use Windows PCs to author web pages must configure Windows to open HTML and XML files in authoring applications. To do so, a user must be familiar with the Windows method for changing file type associations. This procedure is performed on each individual author s PC. To con gure Windows to open HTML and XML les in authoring applications: 1. Select Start>Settings>Control Panel. 2. From the Control Panel dialog box, select View>Options. 3. In the Options dialog box, click File Types. 4. Associate the edit action for HTML Document and XML Document file types with an application other than a web browser. Con guring your browser for media players Web Publisher supports a variety of objects. Among these is streaming media in the form of video and audio files. It may be necessary to configure your browser to open the appropriate media players when you want to play a streaming file from Web Publisher. The need to configure your browser depends on your operating system and which browser you are using. For example, Macintosh users with Netscape browsers may need to configure their browser. Microsoft Internet Explorer users will probably not have to configure their browser. Web Publisher currently supports the following Media Players: RealNetworks Real Player, Microsoft Windows Media Player, and Apple QuickTime Player. Web Publisher User Guide 71

72 Setting Preferences and Con guring Browsers When you choose to play a streaming file, Web Publisher will detect if you have any media players installed. If you have the appropriate media player for the selected file type, and the browser is configured to recognize it, Web Publisher will open the player and start playing the selected file. The following table details the types of streaming files and their MIME type. This will help you when configuring your browser. Table 5-1. MIME Types Based on Extension File extension.asf.asx.wma.wax.wmv.wvx.wm.wmx.wmz MIME type video/x-ms-asf video/x-ms-asf audio/x-ms-wma audio/x-ms-wax video/x-ms-wmv video/x-ms-wvx video/x-ms-wm video/x-ms-wmx application/x-ms-wmz.wmd application/x-ms-wmd For help on which players support which file formats, please see your player s help. Some browsers may require configuration to open the appropriate player for a file type. For example, Netscape on Macintosh hosts may require configuration. Follow the procedure below to configure Netscape on a Macintosh host. To con gure Netscape (on Macintosh) to play streaming les in the appropriate player: 1. In Netscape under the Edit menu, select Preferences. The Preferences dialog opens. 2. Expand the Navigator category. 3. Select Helper Applications. The Helper Applications window appears. 72 Web Publisher User Guide

73 Setting Preferences and Con guring Browsers 4. For each MIME type, click New Type and follow the directions to configure the MIME type for its file extension and appropriate player application. Web Publisher User Guide 73

74 Setting Preferences and Con guring Browsers 74 Web Publisher User Guide

75 Chapter 6 Working with Cabinets, Folders, and Files This section describes following: Creating new cabinets, folders, and files, page 75 Checking out and editing files, page 80 Viewing a file as read only, page 87 Viewing all locations to which an item is linked, page 87 Importing, page 88 Exporting, page 89 Deleting, page 90 Using the clipboard, page 91 Moving an item, page 92 Copying an item, page 92 Linking items and opening links, page 93 Subscribing to an item, page 95 Viewing locations and other additional information (Page View), page 97 Comparing files (differencing), page 97 Viewing how content displays on a website, page 98 Viewing the source file for a web page, page 99 Creating new cabinets, folders, and les This section describes the following: Creating a new cabinet, page 76 Creating a new folder, page 77 Web Publisher User Guide 75

76 Working with Cabinets, Folders, and Files Creating new content for a web page, page 77 Creating a new document, page 80 Creating a new cabinet Note: If your WDK-based application includes web cabinets, then to create web cabinets you use a separate procedure. See the index or table of contents for the procedure. To create a new cabinet: 1. Navigate to the repository where you want to create the cabinet. 2. Select the Cabinets node 3. Do one of the following, depending on the options available: Click New Cabinet. Select File>New>Cabinet. 4. In the Create tab, type the name of the new cabinet and type of cabinet. Enter additional information as desired. 5. In the Info tab, set properties as desired. The properties available are determined by your organization. If the Edit link appears next to a property, you can set the property s values by clicking Edit and entering values in the resulting page. If your WDK-based application supports CIS, the See CIS Values might appear. If so, select the suggested property values that you want to accept and then click OK. Suggested values cannot include the tilde (~) character or the vertical pipe ( ) character. 6. In the Permissions tab, specify the access specific users and groups have to the cabinet. For information on this tab, see Editing permissions in the Permissions tab, page Depending on your WDK-based application, other tabs might appear. Set information in these tabs as desired. For information on the functionality affected by those tabs, refer to the topic in this guide that covers that functionality. 8. Click Finish. 76 Web Publisher User Guide

77 Working with Cabinets, Folders, and Files Creating a new folder To create a new folder: 1. Navigate to the location where you want to create the new folder. 2. Do one of the following, depending on the options available: Click New Folder. Select File>New>Folder. 3. In the Create tab, enter the name and the type of the new folder. Enter additional information as desired. 4. In the Info tab, set properties as desired. The properties available are determined by your organization. If the Edit link appears next to a property, you can set the property s values by clicking Edit and entering values in the resulting page. If your WDK-based application supports CIS, the See CIS Values might appear. If so, select the suggested property values that you want to accept and then click OK. Suggested values cannot include the tilde (~) character or the vertical pipe ( ) character. 5. In the Permissions tab, specify the access specific users and groups have to the folder. For information on this tab, see Editing permissions in the Permissions tab, page Depending on your WDK-based application, other tabs might appear. Set information in these tabs as desired. For information on the functionality affected by those tabs, refer to the topic in this guide that covers that functionality. 7. Click Finish. Creating new content for a web page Note: To create content using In-Context Editing, refer to Creating new content via In-Context Editing, page 254. To create content for a web page: 1. Do one of the following, depending on the options available: In Web Publisher: Click either the Categories node or the Web Cabinets node, and click File>New Content. In Web Publisher Contributor: Click the Create New Content quicklink from the home page. Web Publisher User Guide 77

78 Working with Cabinets, Folders, and Files Click My Templates in the navigation bar or the quicklink from the home page, select a template from which to create content and click Create New. Skip to step Step 3 Navigate to a location using another quicklink or navigation bar item and select Actions> New>Content. 2. If a selection page appears, then you must select a template for the new file. Select the template and click OK. To create a new page in Page Builder you must select a Page Builder template For instructions on using the selection page, refer to Using a selection page to locate and select an item, page 39. Note: If the repository s Templates cabinet does not contain a template for a custom type, then you cannot create a file of that type now. Instead, you can create a file on your local machine, import it into the repository, and then assign it the custom type. 3. If given the option, select one of the following: To create the file without importing content, click Create a new file. To create the file by importing content from a file outside the repository, click Use an already existing file. Click Browse. Select the file. 4. In the Name field, type the name that identifies the file on the web. Any spaces you type in the name will be converted to underscores (_). Follow conventions for naming web pages in What are the naming conventions used on the web?, page 23. Note that you need not supply a file extension. 5. Enter remaining properties as desired. Note that if the Edit link appears next to a property, you set the property s values by clicking Edit and entering values. You enter values either by typing them in, or by selecting them from a list and clicking Add. You can move or remove a value in the list by selecting it and clicking Move Up, Move Down, or Remove. When you are done adding values, click OK. Available properties might include the following: Locale The language and region of the website to which the document is published. For more information on locales and translations, see Chapter 20, Creating and Managing Websites. Keywords This is used to find the file in a search. If a user performs a search and types in a word that matches a keyword, the file is listed in the search results. Effective Date This sets the date to publish content to the website. Expiration Date sets the date to remove content from the website. Note the following: 78 Web Publisher User Guide

79 Working with Cabinets, Folders, and Files If the calendar button appears, you can set the date by clicking the calendar button: Click the calendar button and then select the date from the dropdown calendar. To move forward or backward through the calendar one month at a time, click the arrow keys. If the file is to be published to multiple websites, you might be allowed to set different effective and expiration dates for the each site to which the file is published. If so, the set for each site link appears on the file s Properties page. Click this link to enter the different dates you want to set for the different sites. 6. If Web Publisher displays the Edit now checkbox, you can select this option to have Web Publisher automatically open the file once it is created. 7. In the Info tab (if available), set information as desired. 8. In the Permissions tab (if available), set permissions as desired by doing the following: To select a permission set, click Select. In the selection page, select the permission set. For instructions on using the selection page, refer to Using a selection page to locate and select an item, page 39. To add users or groups, click. 9. If other tabs appear, click the tab and enter information as desired. For more information on the items available through these tabs, refer to the topic that describes the item. 10. Click Finish. Web Publisher creates the new file and places it in a repository location determined by the file s template and by folder mapping. To locate the file, see Locating new content for a web page, page 79. If you selected the Edit now checkbox when creating the file, Web Publisher opens the new file for editing. Locating new content for a web page If you create a new content file and do not know where folder mapping placed the file within the web cabinets, use this procedure to find the file in the web cabinets. To nd where folder mapping has placed a le you created in the web cabinets: 1. Click the My Files node. Web Publisher User Guide 79

80 Working with Cabinets, Folders, and Files 2. Locate the file in My Files by sorting by name, version, or modify date. 3. Do one of the following, depending on the options available: Select the file and select View>Page View>Locations. Select More>View>Locations. Select More>View>Versions. (If you select this option, the you will see the location at the top of the list.) Creating a new document To create a new document: 1. Navigate to the folder where you want to create the new document. 2. Do one of the following, depending on the options available: Click New Document. Select File>New>Document. 3. If a selection page appears, then you must select a template for the new file. Select the template and click OK. For instructions on using the selection page, refer to Using a selection page to locate and select an item, page 39. Note: If the repository s Templates cabinet does not contain a template for a custom type, then you cannot create a file of that type now. Instead, you can create a file on your local machine, import it into the repository, and then assign it the custom type. 4. In the Create tab, type the name of the new file. Enter additional information as desired. 5. In the Info tab (if available), set information as desired. If the Edit link appears next to a property, you can set the property s values by clicking Edit and entering values in the resulting page. 6. Depending on your WDK-based application, other tabs might appear. Set information in these tabs as desired. For information on the functionality affected by those tabs, refer to the topic in this guide that covers that functionality. 7. Click Finish. Checking out and editing les This section describes the following: How checking out and editing works, page 81 The checkout directory, page Web Publisher User Guide

81 Working with Cabinets, Folders, and Files Checking out and editing a file, page 82 Checking in a file, page 84 Canceling checkout, page 85 Locating recently used files, page 86 Accessing your checked-out files, page 86 How checking out and editing works To edit files, you check them out to your local computer. When you check out a file, Web Publisher locks the file in the repository so that no one else can edit it except you. Other users can view the file, but they cannot make changes to it. If you check out a file that is linked to several locations in the repository, the file is locked in all those locations. When you check out a file, Web Publisher either copies or streams the file to your computer. Which occurs depends on the file s editing application. If the file uses an external editing application, Web Publisher downloads the file to your checkout directory. From your checkout directory, you can open and close the file as often as you want, making and saving changes. Your modifications are not saved into the repository until you check in the file. If the file uses an internal editing application then checking streams the file directly to your application. The file is not copied to your computer. When you save the file in the editing application, the file is saved directly to the repository. However, the file remains checked out. To unlock the file, you must check the file back in. To check out a file, you use either the edit command or the check out command. The edit command immediately opens the file upon check out. Web Publisher displays next to the files that you have locked and displays next to the files that other users have locked. You can sort your My Files list to group together the files that you have locked. You do so either by clicking Checked Out By or by clicking the column heading. The checkout directory By default, your checkout directory is in one of the following locations: On Windows operating systems: //Documentum/Checkout On Macintosh operating systems: Web Publisher User Guide 81

82 Working with Cabinets, Folders, and Files Root:Users:user_name:Documentum:Checkout You can open, edit, and close the file directly from your checkout directory, whether or not you are connected to the repository. In some cases, when you check out a file, Web Publisher might not copy it to your computer but instead stream it to your computer. Whether this happens depends on the file s editing application. If Web Publisher streams the file to your computer, it is not saved to your local machine. When a file is downloaded to your checkout directory, the local copy of the file has the same name as it has in the repository unless a naming conflict arises. A conflict arises if a file with the same name already exists in checkout directory. If a naming conflict arises, Web Publisher appends a number to the name of the local file to make the file unique within the checkout directory. This does not change the name of the file in the repository. When the file is checked back in, it keeps its original file name. For example, if you check out a file named supplies.xml, the file is copied to the checkout directory and named supplies.xml. If you then check out another file with the same name, the file is copied to the checkout directory and named supplies(2).xml. When you check out a file, if the file contains links and if you select to check out the linked files, then the linked files are also copied to your checkout directory. For example, if you check out an XML file called cars.xml that contains links to the files image.gif and info.txt, all three files are copied to the checkout directory. If a naming conflict arises for any of the linked files, Web Publisher appends numbers to the file names for which there are conflicts. The maximum length for file names is 64 characters. File names longer than 64 characters are truncated to 64 characters in the checkout directory. The checkout directory location can be edited in your Web Publisher preferences. Checking out and editing a le When you check out a file, the file is locked and copied to your checkout directory. You can access the file on your computer by navigating to your checkout directory and opening the file. When you edit a file, the file is checked out and Web Publisher opens the file in an editing application. If you are prompted to accept Documentum or Java applets, do so. Read all prompts carefully. Note: The checkout option is enabled regardless of whether you have adequate permissions to check out a given file. However, if you do not have adequate permissions for a file, then Web Publisher will not let you check out that file. 82 Web Publisher User Guide

83 Working with Cabinets, Folders, and Files Note: If your WDK-based application supports approvals, checking out sets pending approvals to cancel status. If you cancel the checkout, the cancel status resets to the pending status. To check out a le: 1. Do one of the following, depending on the options available: Navigate to the file. To check out a file without opening it, do one of the following: On the file s line item, click either Checkout. Select the file s checkbox. (To checkout several files at once, select each file s checkbox). Select File>Check Out. In Web Publisher Contributor click the Edit Your Files quicklink from the home page or navigate to and select a file using another quicklink or navigation bar item, and select Actions>Check Out. 2. If you are prompted for any of the following, take the prescribed action: If you are prompted to confirm which files to check out, do the following: If you are checking out several files: confirm checkout options for each file separately by clicking Next. For the last file, click Finish. You can apply the selected checkout options to all remaining files by clicking Finish before you get to the last file. If you are checking out a virtual document: select whether to check out the root file and all its descendants, or check out only the root file while also downloading the descendants as read-only, or check out only the root file without downloading descendants. If you are checking out a virtual document and if you receive a warning that some files are locked and will be checked out in read-only mode, click Continue to continue the checkout. If you are prompted for a checkout directory, type the path and directory. If you are prompted to select which repository location to use for relative path links within a virtual document, select the location. If you are prompted to install the software used for editing the file, do so. Web Publisher users only: If you are prompted to choose a location for a file that is mirrored in more than one location, but if the locations are not listed, then you must set your Checkout Directory property in the Web Author tab in your preferences before you can check out this file. Cancel the checkout and set the preference. For more information on preferences, see the chapter on setting preferences. Web Publisher User Guide 83

84 Working with Cabinets, Folders, and Files 3. The file is locked and copied it to your checkout directory. If the file does not open upon checkout, you can open it by locating the file in your checkout directory and opening the file. Checking in a le When a file is versioned upon checkin, its renditions, including any thumbnail renditions, are not maintained with the new version of the file. The renditions remain with the previous version. However, depending on your setup, a PDF rendition request is automatically submitted if you check in your file as the same version and a PDF rendition already exists. When a file is versioned upon checkin, its relationship to any parent document is not maintained, unless the parent document is checked in as a new version as well. If you are prompted to accept Documentum or Java applets, do so. Read prompts carefully. To check in a le: 1. Navigate to the locked file. 2. Do one of the following, depending on the options available: On the file s line item, click Checkin. Select the file s checkbox. (To check in several files at once, select each file s checkbox). Select File>Check In. 3. If Web Publisher cannot locate the file on your computer, you are prompted to locate the file. Browse to locate the file. 4. If prompted for checkin information, enter information as desired. Checkin information varies depending on your organization s setup. Checkin information might include the following: Save as This sets the version number. Selecting the same version number overwrites the original file with the new version. Version label This lets you label the updated version. Retain Lock This saves the updated file to the repository but keeps the file checked out in your name. Make this the current version 84 Web Publisher User Guide

85 Working with Cabinets, Folders, and Files This makes the updated file the current version. Keep a local copy after check in This retains a copy of the file on your local machine. But you no longer have the file checked out, and any changes you make to the local copy have no effect on the file in the repository. Check in from file This replaces the repository file with a file you choose. 5. If you are checking in just one file, click OK. 6. If you are checking in several files, use the Next button to enter checkin information for each file, or, optionally, you can click Finish to apply the current page s checkin information to all remaining files in the group. Canceling checkout Canceling checkout unlocks the file and discards the changes you made to the copy of the file on your computer. The repository retains the last version of the file as the current version. To cancel checkout: 1. Navigate to the locked file. 2. Do one of the following, depending on the options available: Click Cancel Checkout next to the file. Select the file s checkbox. (To cancel checkout on several files at once, select each file s checkbox). Select File>Cancel Checkout. 3. If you are prompted to confirm the cancellation, do one of the following: If you are canceling checkout on just one file: click OK. (Note that clicking Cancel cancels the cancel-checkout action. The file remains checked out.) If you are canceling checkout on several files and none of the files are XML-based virtual documents: click Next for each file. For the last file, click Finish. (Note that you can also click Finish before you get to the last file. At the confirmation prompt, click Continue.) If you are canceling checkout on an XML-based virtual document and are prompted whether to cancel checkout of descendants: select one of the following and then click OK: Virtual Document and all Descendants This cancels checkout on both the root file and all nested files. Only the Virtual Document Web Publisher User Guide 85

86 Working with Cabinets, Folders, and Files This cancels checkout only on the root XML file, not the nested files. Locating recently used les My Files displays files you have recently created or checked out. You can perform all the standard file operations from My Files. To perform a particular operation, use the standard Web Publisher procedure. For example, to check out a file, use the standard procedure for checking out a file. If your organization s setup includes multiple-repository functionality, then My Files also displays the files you have recently accessed from other repositories, as well as the repository you are currently viewing. You can perform all the standard operations on files from other repositories, so long as you have user names and passwords for those repositories (or are already logged into them). Note: You can link items between different repositories if your administrator has configured the server to run the dm_distoperations job and if your home repository is set. To access recently used les: 1. Click My Files. Note: If the expected items don t appear, refer to the information on navigating a list in the chapter on using the interface. Accessing your checked-out les My Files displays both the files that you currently have checked out as well as files that you ve recently checked out and checked back in. The files checked out in your name are designated by the key icon: To isolate the les you currently have checked out: 1. Sort the My Files list according to lock owner. To do so, do one of the following, depending on the options available: Click Checked Out By in the Sort by area. Click in the column headings row. Note: If the expected items don t appear, refer to the information on navigating a list in the chapter on using the interface. 86 Web Publisher User Guide

87 Working with Cabinets, Folders, and Files Viewing a le as read only Viewing a file opens the file in read-only mode and opens the file without checking it out. You cannot edit the file. Viewing allows you to see the contents of the file that is locked by another user or that you don t have adequate permission levels to check out. If your WDK-based application supports virtual documents, and if you want to view a virtual document s content in read-only mode, use the procedure specific for viewing virtual documents. To view links inside an HTML file, you must have virtual link installed. If virtual link is not installed, the HTML file might contain broken links. For more information on virtual link installation, refer to the documentation for WDK. To view a le in read-only mode: 1. Navigate to the file. 2. Do one of the following, depending on the options available: Click the file name or thumbnail, unless the document is already checked out by you. If the document is already checked out by you, then clicking the file name or thumbnail opens the document for editing not for read-only viewing. Select the file s checkbox and select File>View. Viewing all locations to which an item is linked You can view a list of the locations to which an item in the repository is linked. For example, if a template is linked to several folders to provide different user groups easy access to the template, you can view a list of the folders that contain the linked template. Web Publisher users only: Do not use this functionality for Web Publisher-specific items. Instead, use the Page View option. To view locations: 1. Navigate to the item. 2. Do one of the following, depending on the options available: Click More>View>Locations. Select the item, and then select View>Locations. Web Publisher User Guide 87

88 Working with Cabinets, Folders, and Files Importing You can import individual files or entire directories into the repository. You import a directory by importing the top-level folder in the directory. When performing the import procedure, you can select multiple files and folders. The files and folders can come from different locations on your local computer. However, all the files and folders selected in the same import are imported into the same location in the repository, as shown in the following figure. Figure 6-1. Importing les and folders When importing, note the following: By default, you can import any number of items at once. However, your administrator might have configured a limit on the number of items you can import at one time. Ask your administrator if a limit has been set. If your product supports the creation of renditions upon import, there is a delay between the time of import and the creation of the renditions. When importing a template, you must import it into the repository location that your WDK-based application uses for templates. To import an item into the repository: Note: If you are prompted to accept Documentum or Java applets, do so. Read all prompts carefully. 1. Navigate to the location where you want to import the file. 2. Do one of the following, depending on the options available: Click Import. Select File>Import. 3. Select the files you want to import. You can select multiple files and folders. If you select a folder, all the files in the folder and its subfolders are imported. To select files, do one of the following: 88 Web Publisher User Guide

89 Working with Cabinets, Folders, and Files To browse for an individual file to import, click Add Files; then navigate to the file and select it; and then click OK. To add more files, repeat the sequence. To browse for an entire folder to import, click Add Folders. Navigate to the folder, select it, and click OK. The folder s files, including files in the subfolders, are added to the import list. To add more folders, repeat the sequence. Note: To remove a file or folder from the import list, select the item and click Remove. 4. Once you have selected all the files you want to import, click Next. 5. If you are prompted to set properties, do one of the following: If you are importing one file: set properties and click OK. Be sure you select a template appropriate to the content you are importing. For example, if you are importing Page Builder content be sure you select a Page Builder template. If you are importing several files: use the Next button to set properties for each file. For the last file, click Finish. Clicking Finish before you get to the last file applies any settings you specified to all remaining files in the group. Exporting You can export files to local or networked computers. When you export, a copy of the file is saved to the location you select. To export a le: 1. Navigate to the file. 2. Do one of the following, depending on the options available: Click More>File>Export. Select the file s checkbox. (To export several files at once, select each file s checkbox). Select File>Export. 3. If you are prompted to confirm which files to export, do all of the following that apply: If you are exporting one file: click OK. If you are exporting several files: click Next for each file. (If any of the files are virtual documents, you must also perform the instructions in the next bullet.) For the last file, click Finish. Clicking Finish before you get to the last file applies any settings you specified to all remaining files in the group. If the repository includes XML functionality and you are exporting an XML-based virtual document: select one of the following and then click either OK, Next, or Finish: Only the Virtual Document Web Publisher User Guide 89

90 Working with Cabinets, Folders, and Files This exports the root file without downloading nested files. Virtual Document and all Descendants This exports the root file and all nested files. 4. When prompted for the location to which to export, select or type the location and click OK. Deleting This procedure describes how to delete most types of repository items. To delete an item: 1. Navigate to the item. If you want to delete a link but not the original item, make sure to navigate to the location of the link, not to the location of the original item. 2. Do one of the following, depending on the options available: Click Delete. Click More>File>Delete. Select the item s checkbox. (To delete several items at once, select each item s checkbox). Select File>Delete. 3. If you are prompted to specify what to delete, make the appropriate choices. You might be prompted to select the following: You might be prompted whether to delete just the selected version of the item or all versions. You might be prompted whether to delete translations of the item. If the item is a linked item, you might be prompted whether to delete just the current link to the item in the location you have chosen, or whether to delete the item in all locations. If the item is a folder, you might be prompted whether to delete just the folder or all sub folders and objects. If the item is a virtual document, you might be prompted whether to delete the descendants. If the item has relationships to other items in the repository, you might be prompted whether to continue deletion. 4. Do one of the following: If you are deleting one item, click OK or Finish. If you are deleting multiple items, you can display the delete options for each item by using the Next and Prev buttons. For the last item, click Finish. If 90 Web Publisher User Guide

91 Working with Cabinets, Folders, and Files desired, you can click Finish before you get to the last item. Doing so applies any settings you specified to all remaining items and prompts you to click Continue to confirm that is what you want to do. Using the clipboard Your clipboard holds the files you are moving, copying or linking to another location in the repository. The clipboard can hold multiple files at once. Note that when you copy or link items from the clipboard, they remain on the clipboard until you add new items to the clipboard. If your WDK-based application uses controlled documents, the clipboard is disabled for controlled documents. You can use the clipboard for uncontrolled documents. To add an item to the clipboard: Note that when you add items to the clipboard, they replace any items that you have just copied or linked. 1. Navigate to the item or items you want to add. 2. Do one of the following: Click Add to Clipboard. Select the item s checkbox. (To add several items at once, select each item s checkbox). Select Edit>Add To Clipboard. To view the clipboard: This function is not available if the clipboard is empty. 1. Do one of the following: Click View clipboard. Select Edit>View Clipboard. 2. To close the clipboard, click Cancel. To remove an item from the clipboard: 1. Do one of the following: Click View clipboard. Select Edit>View Clipboard. 2. Select the checkbox for the item you want to remove from the clipboard. To remove several items, select each item s checkbox. 3. Click Remove. 4. Click Close. Web Publisher User Guide 91

92 Working with Cabinets, Folders, and Files Moving an item By default, when you move an item, Web Publisher moves only the selected version of the item. Administrators can configure Web Publisher so that when you move an item, all versions of the item are moved. Ask your administrator which behavior applies. To move an item: 1. Navigate to the item or items. 2. Do one of the following, depending on the options available: Click Add to Clipboard on the same line as the item. Select the item s checkbox. (To move several items at once, select each item s checkbox). Select Edit>Add To Clipboard. 3. Repeat the above steps if you want to add items from other locations to the clipboard for moving. 4. To view the clipboard, select either View clipboard or Edit>View Clipboard. You should view your clipboard before moving items to make sure the clipboard contains only those items you want to move. Note: If an item does not appear on the clipboard, make sure you have set your view filters to display the item. 5. Navigate to the location to which to move the items. 6. Do one of the following, depending on the options available: Click Move here. Select Edit>Move Here. Copying an item You can copy files from one location to another. Note that when you copy a file to a location that already has a file of the same name, Web Publisher adds Copy to the filename. To copy items, you first add them to your clipboard. Your clipboard can hold multiple items at a time. To copy an item: 1. Navigate to the items. 2. Do one of the following, depending on the options available: Click Add to Clipboard next to an item. 92 Web Publisher User Guide

93 Working with Cabinets, Folders, and Files Select the item s checkbox. (To copy several items at once, select each item s checkbox). Select Edit>Add To Clipboard. 3. Repeat the above steps if you want to add items from other locations to the clipboard for copying. 4. To view the clipboard, select either View clipboard or Edit>View Clipboard. You should view your clipboard before copying items to make sure the clipboard contains only those items you want to copy. Note: If an item does not appear on the clipboard, make sure you have set your view filters to display the item. 5. Navigate to the location to copy to. 6. Do one of the following, depending on the options available: Click Copy here. Select Edit>Copy Here. 7. If the Clipboard page appears, select the item to copy, then click Copy. Note: If the item does not appear on the clipboard, make sure you have set your view filters to display the item. Linking items and opening links This section describes the following: Linking an item to multiple locations in the repository, page 93 Creating a shortcut from outside the repository to an item within it, page 94 Sending a link via , page 95 Opening a link in an , page 95 Linking an item to multiple locations in the repository You can link a folder or file to multiple locations in a repository. You can then access the folder or file from multiple locations. When you access a linked item, it is just as though you are accessing the item from its original location. For example, when you check out a linked item, the original item is checked out. When you copy a linked item, the original item is copied. You cannot link a locked item. Web Publisher User Guide 93

94 Working with Cabinets, Folders, and Files To link an item to another location: 1. Navigate to the item. Note: the item must not be locked. If it is locked, and if you are the lock owner, then you must first unlock the item before linking it. 2. Do one of the following, depending on the options available: Click Add to Clipboard for the item. Select the item s checkbox. (To link several items at once, select each item s checkbox). Select Edit>Add To Clipboard. 3. Repeat the above steps if you want to add items from other locations to the clipboard for linking. 4. To view the clipboard, select either View clipboard or Edit>View Clipboard. You should view your clipboard before linking items to make sure the clipboard contains only those items you want to link. Note: If an item does not appear on the clipboard, make sure you have set your view filters to display the item. 5. Navigate to the location you want to link the item to. 6. Do one of the following, depending on the options available: Click Link here. Select Edit>Link Here Creating a shortcut from outside the repository to an item within it You can create shortcuts on your computer or in s that link to items in a repository. You do so using the shortcut icon: To bookmark a page, use the above shortcut icon. To create a shortcut: 1. Navigate to the item. 2. If the icon does not appear next to the item, open the item s properties by clicking. 3. Drag the icon to the location where you want to create the shortcut. For example, drag the icon to a folder on your computer or to an open Web Publisher User Guide

95 Working with Cabinets, Folders, and Files Sending a link via A web-link is a shortcut that you send via . The web-link appears as a hyperlink in the message. When a user clicks the hyperlink, Web Publisher opens the linked item. You can send web-links only to users who have access to the repository and have Read permissions or higher for the item. To send a web-link: 1. Locate the file or files for which you want to send a web-link. 2. Do one of the following, depending on the options available: Click More>File> as web-link on the line for the file you want to send. Select the file s checkbox. (To send several files at once, select each file s checkbox). Select File> as web-link. 3. Your application opens a new message. The new contains the links. Type the recipient s address and any other information you want to add. Send the in the usual way you send s. Opening a link in an If you receive an that contains a link to a repository file, you can open the file if you have access to the repository and have at least Read permission on the file. To open a link that you have received via 1. Click the link. 2. If you are not logged into the repository, Web Publisher prompts you to do so. Enter your login information and click Login. 3. If prompted, select whether to View or Edit the document by clicking the appropriate button. Selecting View opens the document in read-only mode. 4. If prompted, select the application in which to open the document. Subscribing to an item To have quick access to a cabinet, folder, or file, you can subscribe to the cabinet, folder, or file. The item then appears in your Subscriptions. Instead of navigating through the repository to find the item, you can access it quickly through Subscriptions. Web Publisher User Guide 95

96 Working with Cabinets, Folders, and Files When you open or view an item through Subscriptions, the item is retrieved from its original repository location. You can have Web Publisher send a notification to your Inbox whenever a subscribed item is checked in. You can turn notifications on and off on an item by item basis. Your system administrator might have configured Web Publisher to notify you of other events besides checkin. Ask your administrator. To access your subscriptions: 1. Select Subscriptions. To subscribe to an item: 1. Navigate to the items. 2. Do one of the following, depending on the options available: Click Subscribe. Click More>Tools>Subscribe. Select the item s checkbox. (To subscribe to several items, select each item s checkbox). Select Tools>Subscribe. If the Subscribe option is not available, then you have already subscribed to that item. To turn noti cation on or off for a subscribed item: Note that replicas and references (shortcuts) are not supported. 1. Select Subscriptions. 2. Do one of the following, depending on the options available: Select either More>Tools>Turn on notification or More>Tools>Turn off notification. Select either Tools>Turn on notification or Tools>Turn off notification. To unsubscribe: 1. Navigate to the item. 2. Do one of the following, depending on the options available: Click Unsubscribe. Click More>Tools>Unsubscribe. Select the item s checkbox. (To unsubscribe from several items at once, select each item s checkbox). Select Tools>Unsubscribe. 96 Web Publisher User Guide

97 Working with Cabinets, Folders, and Files Viewing locations and other additional information (Page View) If you are using the Classic view, you can select to display certain additional information about the items in a list. For example, if you are viewing a list of files, you can select to display each file s location underneath each file name. You do so using the Page View option. To display additional information: 1. Select View>Page View>type of information, where type of information is the type of information is one of the following: Standard: displays basic information about the file, such as modify date and version number. Thumbnail: displays a small picture of the file. Locations: displays the locations of file in the repository. Comparing les (differencing) If you have a differencing tool installed on your computer and have configured your preferences to use that tool, you can compare two files. Any application which performs differencing is accepted. The files must be in a text-based format, such as HTML, XML, JSP, ASP, or TXT. Web Publisher does not support differencing of MSW or binary file formats. To use your differencing tool, you must set your preferences to point to the tool and to point to the temporary directory used for storing the comparison information. These preference are unique to you. The differencing tool is available to all user levels Your administrator can define a list of text-based formats that are available to be differenced. Only on objects that have a format within this list will have the differencing tool option available. You configure your differencing tool in the Preferences page, Web Developer tab. To compare two repository versions: You can select two versions of a file and display the differences between them, if the file format is able to be differenced. 1. View versions for the file, as described in Viewing versions, page Select Tools>Versions>Diff versions. Web Publisher User Guide 97

98 Working with Cabinets, Folders, and Files To compare two repository versions: You can select two versions of a file and display the differences between them, if the file format is able to be differenced. 1. View versions for the file, as described in Viewing versions, page Select Tools>Versions>Diff versions. Viewing how content displays on a website The web view feature lets you see how content will display on a website. When you web view, Web Publisher deploys the content to the web server that matches the content s lifecycle state and displays the content as a web page. You can see the content as a web page and test links to other pages on the site. As an example: if you perform a web view on a content file in the WIP state, Web Publisher displays the file from the WIP web server. Web Publisher deploys the content to the web server that matches the content s lifecycle state unless the content is in the Approved state. In that case, Web Publisher uses the Staging web server. You can perform a web view on content only if the file has a green light ( ), meaning that it has been successfully rendered into a web-ready format and can be accessed from a web server: If the file has a yellow light or red light, it is not ready for publication. Yellow indicates Web Publisher is waiting for Document Transformation Services to create a web-ready rendition. The process is brief, but the icon does not update until you refresh the screen. A red light indicates a file does not have a web-ready rendition. If a file is used on different websites, you can select which site to view. Similarly, if a file has multiple renditions, you can select the rendition to view. To view how content displays from a web server: 1. Navigate to the content file. 2. Do one of the following: Click More>View>Web View. Select the file s checkbox, and then select either the Web View button or the View>Web View menu option. The file opens as a web page. 3. If Web Publisher displays a left-hand pane that lets you select other renditions on this website or other renditions on other websites, select a rendition by clicking it. 98 Web Publisher User Guide

99 Working with Cabinets, Folders, and Files 4. When you are done viewing, close the browser or click Close. Viewing the source le for a web page In order to view a web page s source code, you must set your preferences to support this feature. You must set a temporary directory to download the source file to, and you must set the editing application used to view the source file. To view the source le for a web page: 1. Locate the web page. 2. Do one of the following: Click More>View>Source. Select the file s checkbox. Select View>Source. 3. If Web Publisher displays a page asking whether you want to download the requested file, click Yes. Web Publisher User Guide 99

100 Working with Cabinets, Folders, and Files 100 Web Publisher User Guide

101 Chapter 7 Working with Properties This section describes following: Properties overview, page 101 Setting properties, page 102 Viewing history, page 103 Properties overview Properties are descriptive characteristics, such as creation date, format, or lifecycle state. All repository items whether documents, cabinets, folders, workflows or other items have properties. If you have the proper permissions, you can access and modify properties. Properties can be accessed through the icon. The Properties page includes multiple tabs, each offering different information. The Info tab displays general properties, such as the item s name, creator, version number, and keywords. Keywords are the words that identify a file in a search. The Subscriptions tab selects whether to subscribe to the item. The History tab displays the item s history. Depending on your configuration, other tabs might also appear. If you are setting the properties for a folder that holds MS Office templates, and if you use Document Transformation Services (DTS) and you want to set up autorendering, you use folder properties to specify the formats to be rendered. Rendering occurs when a file is checked in. (DTS is used to create PDF or HTML renditions from Microsoft Documents. It is only used when content must be transformed in a web-ready format. Content originating in XML and HTML does not require DTS. XML content is rendered through our internal transformation engine to create the required web-ready formats. Any number if XSL stylesheets may be associated to a single XML file.) If you are changing the properties of a content file, Web Publisher checks folder mapping to determine if the file s location needs to be updated. If so, Web Publisher asks if you want to update the location. If you are setting the properties for a template, keep in mind Web Publisher User Guide 101

102 Working with Properties that folder mapping uses the properties to determine where to locate the files created from the template. Setting properties Properties are descriptive characteristics about an item. All repository items have properties. You can open an item s properties through the To view or set properties: 1. Navigate to the item for which to set properties. icon. 2. Do one of the following, depending on the view you are using: Click. Click the Properties link. Select View>Properties>Info. The Properties page appears. The Properties page often includes multiple tabs, each tab covering the settings that govern a particular functionality. Common tabs include the Info tab and the Permissions tab. The Info tab displays general properties such as name, creator, and version number. The Permissions tab displays the access that different users have to the item. For information on the Permissions tab, see Editing permissions in the Permissions tab, page 350. The remaining tabs that appear are determined by the WDK-based application you are running and by any customizations. For information on a particular functionality, refer to the topic in this guide that covers that functionality. 3. In the available tabs, set properties as desired. If the Edit link appears next to a property, you set the property s values by clicking Edit and entering values in the resulting page. You enter values by either typing them in a box or by selecting them from a list and clicking a right arrow. When you are done adding values, click OK. If the See CIS Values link appears, you can click this to receive suggested property values. You then select the values you want to accept and click OK. Suggested values cannot include the tilde (~) or vertical pipe ( ) characters. 4. Click OK. 102 Web Publisher User Guide

103 Working with Properties Viewing history The history of an item is a list of events that have occurred to that item, such as checkout, checkin, and promote. You can view the user responsible for the event, the date and time on which it occurred, and other information. In order for Web Publisher to display history, an administrator with config audit privileges must register which events to track and must assign you config-audit privileges. To grant config audit privileges, any superuser connects to Documentum Administrator, navigates to User Management, finds the administrator, and changes the extended privileges in the list. For more details refer to the Documentum Administrator User Guide. To view history: 1. Navigate to the item for which you want to view history. 2. Do one of the following, depending on the view you are using: Click. Then select the History tab. Click the Properties link. Then select the History tab. Select View>Properties>History. Web Publisher User Guide 103

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105 Working with Taxonomies and Categories Chapter 8 Taxonomies are hierarchies of categories into which to organize content. This section describes how to create and assign taxonomies, and how to assign content to taxonomies. For more information on using taxonomies in Web Publisher, including information on how to publish taxonomies, see the Web Publisher Administrator Guide. This chapter describes the following: Taxonomies overview, page 105 Navigating categories, page 106 Viewing an item s categories, page 106 Assigning content to a category, page 107 Submitting an item for categorization, page 107 Creating a new taxonomy, page 108 Creating a new category, page 111 Submitting a category to a workflow, page 114 Assigning taxonomies to web cabinets, page 115 If an operation is not described in this section, use the standard Web Publisher procedure to perform that operation. Taxonomies overview Taxonomy functionality is available if your WDK-based application integrates with CIS. A taxonomy is a specific hierarchy of categories and subcategories into which you organize content. If your installation includes taxonomy functionality, then the same content files can be grouped in different ways by creating different taxonomies. Taxonomies provide alternate organizational schemes from the scheme found in the repository folders. Web Publisher User Guide 105

106 Working with Taxonomies and Categories For example, a taxonomy might create categories based on your organization s departments. Content created by the Engineering department would be assigned to the Engineering category; content created by the Public Relations department would be assigned to the PR category; and so on. This taxonomy might be helpful for users who use documents only within their departments. Another taxonomy, however, might create categories based on product, combining a product s Engineering specifications into the same category as the product s PR bulletins. That taxonomy might be helpful for users who work only on specific products. You can move, copy and search categories just as you can folders. To do any of these, use the same procedure as applies to any item in the repository. A template can specify that new content created from the template is linked to one or more categories. When a user creates new content from the template, the content is only linked to categories for which the user has at least Browse permission. When you click Categories, the available taxonomies appear. When you click a taxonomy, its first level of categories appears. Navigating categories If this option is available in your WDK-based application, you can navigate categories. When you open the Categories node, the active taxonomies appear. Each taxonomy is a grouping of categories and subcategories used to organize content in a particular way. When you open a taxonomy, the top-level categories appears. When you open a category, its first level of subcategories appears, and so on. To navigate categories: If this option is available in your WDK-based application, you can navigate categories. 1. Click Categories. 2. Click a taxonomy. 3. Click a category. Continue clicking categories until you find the item you are looking for. Viewing an item s categories You can view a list of the categories to which a document is assigned. To view category locations: 1. Select the Classic view. 106 Web Publisher User Guide

107 Working with Taxonomies and Categories 2. Navigate to the document. 3. Select the checkboxes for one or more items. 4. Select View>Properties>Categories. Assigning content to a category The following must be true in order for you to assign content to a category: The content must be in the WIP or Staging state. The content s web cabinet must be linked to a taxonomy. You can assign a content file to multiple categories. To view the categories to which a content file is assigned, view the file s properties. You can assign content by doing any of the following: Selecting the category in the document s properties (as described below). Using the clipboard to copy the document to the category. Associating the document with a template that assigns a category. The document inherits the template s categorization. To assign content to a category through the content s properties: 1. Navigate to the content file. 2. Open the file s properties. You can open properties by clicking. 3. In the Categories tab, select the category. 4. Click OK. Submitting an item for categorization If CIS functionality is available in your WDK-based application, you can submit items for categorization. Submitting an item sends a request to a categorization queue. When CIS makes the assignment, the submitted item appears in the appropriate categories. To submit a le for categorization: 1. Navigate to the file you want to submit. 2. Do one of the following, depending on the options available: Click More>Tools>Submit for Categorization. Select the item s checkbox. Then select Tools>Submit for Categorization. Web Publisher User Guide 107

108 Working with Taxonomies and Categories You are prompted to confirm that you want to submit this file for categorization. 3. Click OK. If you selected multiple files, clicking OK or Finish submits all the files. To submit each item separately, click the Prev and Next buttons to display the confirmation page for each. Creating a new taxonomy To create a taxonomy: 1. Click Categories. 2. Do one of the following: Click New Taxonomy. Select File>New>Taxonomy. 3. In the Create tab, do the following: In the Name field, type a unique name for the taxonomy. If the Type dropdown list is available, select the type of taxonomy you want to create. This list appears if your organization has created custom taxonomy types. If the Type dropdown list does not appear, the new taxonomy is automatically assigned the dm_taxonomy type. 4. In the Info tab, set other properties as desired. The properties available are determined by your organization. If the Edit link appears next to a property, you set the property s values by clicking Edit and entering values in the resulting Web Publisher page. 5. To make the taxonomy active, select Active in the Info tab. 6. In the Web Cabinets tab, you can assign the taxonomy to one or more web Cabinets. If you use are publishing the taxonomy to a website, then you must assign the taxonomy to the web cabinet for the website. To assign the taxonomy to a web cabinet, click. In the selection page, select the website. For instructions on using the selection page, refer to Using a selection page to locate and select an item, page 39. Note that you can also assign a taxonomy to a web cabinet from the web cabinet s properties. 7. In the Translations tab (if available), type translated names for the taxonomy. You can type a different translated name for each locale. Translations enable you to browse taxonomies in multiple languages. Note that if you later change the taxonomy s name, you must update the translated names manually through the taxonomy s properties. 8. In the Permissions tab (if available), set permissions as desired. 108 Web Publisher User Guide

109 Working with Taxonomies and Categories 9. Click Finish. Should you require a custom taxonomy, it is also possible to create a subtype of the default dm_taxonomy object. This subtype can contain custom attributes. Creating a subtype requires Documentum Application Builder (DAB) Version 5.3 SP2 or higher. Once the subtypes are created using DAB, Web Publisher will then display these subtypes as options during the creation of a new taxonomy. As a result, a Web Publisher end-user can select the subtype when creating a new taxonomy. To create a subtype of an existing taxonomy: 1. In the Object Types folder within the Documentum Application Builder (DAB) window, create a new object type from Insert>Object Type. The new object is checked out from the repository. 2. Right-click on the new object that has been created and select Edit the selected object(s). 3. On the General tab, enter a name for your new subtype, as well as any Default Document Lifecycle which you would like to apply. 4. If this is going to be your first taxonomy subtype, select dm_taxonomy as the SuperType, otherwise you may select any other subtype which was originally based on dm_taxonomy for your new subtype. 5. Entering information into the User help and Comment for developers fields is optional. 6. Specify the lifecycle you wish to apply to this subtype in the Type Lifecycle field, as well as the default storage area for objects of this type in the dropdown menus for those fields. 7. On the next tab, Display Configuration, you will configure the amount of information on the subtype s Properties page. First, indicate the scope of this subtype. You will be presented a dropdown menu of applications available to you. You may select any of the available applications, however in most instances, you will use application= WebPublisher. 8. Click the Add button to add an option to the list of items to be displayed on the Properties page of this subtype. 9. Once the list of display configurations tab is populated, click Editto add any attribute(s) to be available to end-users. Select any attribute(s) you wish to have available on the display, either by choosing from the complete list of available attributes or by limiting the selection to only custom or hidden attributes which have been created. 10. The next tab, Security, allows you to specify which user(s) or group(s) coming from the application s ACL will have special permissions for the new subtype. 11. To add a constraint to your subtype, navigate to the next tab, Constraints. Using the Check Syntax and Reset Expression buttons to help you, enter a valid Docbasic Web Publisher User Guide 109

110 Working with Taxonomies and Categories expression that resolves to true or false into the Constraint Expression textbox. The Check Syntax button checks the syntax of the Docbasic expression in the Constraint Expression textbox. It does nothing if the syntax is OK. Otherwise, it displays an Invalid Constraints Expression error message. The Reset Expression button returns the contents of the Constraint Expression textbox to the last value that passed a syntax test. 12. The Functionality tab allows you to add, remove and edit actions to be available in your subtype. By double-clicking on the name of the functionality, you will be able to edit that functionality. You may also add and remove pre-existing functionalities if they do not apply to your subtype. 13. The final tab in the subtype creation process is the Events tab. Events are operations performed on objects in a repository or something that happens in an application. System events are events that Content Server recognizes and can audit. Application events are user-defined events. They are not recognized by Content Server and must be audited by an application. To modify an event, double-click the name of the event to open the editor. Please note that System Events cannot be modified, only application events. In addition, you cannot edit events which come from the event s parent. 14. Check your subtype into the repository for changes and configurations to take effect, by right-clicking on the name of the subtype and selecting Checkin selected object(s). The subtype will not be available for use until it has been fully checked in to the repository. The result of the configuration steps above will now be displayed to end users in Web Publisher when attempting to create a new taxonomy. In the following section, you will see that a user is about to create a new taxonomy in Web Publisher (from the New Taxonomy>Create menu). In addition to using the default taxonomy, dm_taxonomy, the user is now presented with any custom taxonomies created using the DAB steps above. Creating a new taxonomy once subtypes have been de ned: 1. From New Taxonomy>Create in Web Publisher, enter a name for the new taxonomy, as in the example below: mytaxonomy. 2. Select either the default dm_taxonomy type or any one of the subtypes that may have been created in DAB. 3. In the Title field, enter a descriptive name for the new taxonomy, otherwise the name of the new taxonomy will become the taxonomy s title. 4. Proceed to the Info tab. The category and Title of the new taxonomy will be pre-filled for you from the previous (Create) tab. 5. Until you enable the Active checkbox, the new taxonomy will not be available for viewing on the website. You may go back and modify that attribute at a later time. 110 Web Publisher User Guide

111 Working with Taxonomies and Categories 6. The Type, Owner Name, Created, and Modified fields are all pre-filled based on by whom and when the taxonomy is being created, and cannot be changed. 7. At this stage you will also see any custom attributes you defined in the steps above, and can populate or edit them as needed. To create a taxonomy le: 1. Create a taxonomy. Make sure the taxonomy is Active and associated with a web cabinet. 2. Link documents to the taxonomy. You link documents to a taxonomy the same way you link other files in the repository. Add the document to the clipboard, navigate to the taxonomy and selectedit>link Here. 3. Select a taxonomy and select Tools>Publish. A folder called Taxonomy is created under the associated web cabinet. In the taxonomy folder is the generated taxonomy XML file. The taxonomy file contains the taxonomy structure, and the category attributes including the category ID. The taxonomy file is like any other XML content file and can be versioned, associated with a presentation file, and published to a website. If the taxonomy contains subtypes of categories, the information about the custom category and the custom attributes of the category will be present in the XML file. Creating a new category If the option is available in your WDK-based application, you can create a new category within a taxonomy. To create a category: 1. In the Categories node, navigate to the location where you want to create the new category. 2. Do one of the following (depending on the Web Publisher view you are using): Click New Category. Select File>New>Category. You must be within a taxonomy to create a category. 3. In the Create tab, do the following: In the Name field, type the name of the new category. If the Type dropdown list is available, select the type of category you want to create. This list appears if your organization has created custom category types. If the Type dropdown list does not appear, the new category is automatically assigned the dm_category type. Web Publisher User Guide 111

112 Working with Taxonomies and Categories 4. In the Info tab, set other properties as desired. The properties available are determined by your organization. If the Edit link appears next to a property, you set the property s values by clicking Edit and entering values in the resulting Web Publisher page. 5. In the Translations tab (if available), type translated names for this category as desired. You can type a different translated name for each locale. Translations enable you to browse taxonomies in multiple languages. Note that if you later change a category name, you must update the translated names manually through the category s properties. If you later update a category name, you will have to manually update any translated category names. 6. In the Permissions tab (if available), set permissions as desired. 7. Click Finish. Should you require a custom category, it is also possible to create a subtype of the default dm_category object. This subtype can contain custom attributes. Creating a subtype requires Documentum Application Builder (DAB) Version 5.3 SP2 or higher. Once the subtypes are created using DAB, Web Publisher will then display these subtypes as SuperTypes during the creation of a new category. As a result, a Web Publisher end-user can select the subtype when creating a new category. To create a subtype of an existing category: 1. In the Object Types folder within the Documentum Application Builder (DAB) window, create a new object type from Insert>Object Type. The new object is checked out from the repository. 2. Right-click on the new object that has been created and select Edit the selected object(s). 3. On the General tab, enter a name for your new subtype, as well as any Default Document Lifecycle which you would like to apply. 4. If this is going to be your first category subtype, select dm_category as the SuperType, otherwise you may select any other subtype which was originally based on dm_category for your new subtype. 5. Entering information into the User help and Comment for developers fields is optional. 6. Specify the lifecycle you wish to apply to this subtype in the Type Lifecycle field, as well as the default storage area for objects of this type in the dropdown menus for those fields. 7. On the next tab, Display Configuration, you will configure the amount of information on the subtype s Properties page. First, indicate the scope of this subtype. You will be presented a dropdown menu of applications available to you. You may 112 Web Publisher User Guide

113 Working with Taxonomies and Categories select any of the available applications, however in most instances, you will use application= WebPublisher. 8. Click the Add button to add an option to the list of items to be displayed on the Properties page of this subtype. 9. Once the list of display configurations tab is populated, click Editto add any attribute(s) to be available to end-users. Select any attribute(s) you wish to have available on the display, either by choosing from the complete list of available attributes or by limiting the selection to only custom or hidden attributes which have been created. 10. The next tab, Security, allows you to specify which user(s) or group(s) coming from the application s ACL will have special permissions for the new subtype. 11. To add a constraint to your subtype, navigate to the next tab, Constraints. Using the Check Syntax and Reset Expression buttons to help you, enter a valid Docbasic expression that resolves to true or false into the Constraint Expression textbox. The Check Syntax button checks the syntax of the Docbasic expression in the Constraint Expression textbox. It does nothing if the syntax is OK. Otherwise, it displays an Invalid Constraints Expression error message. The Reset Expression button returns the contents of the Constraint Expression textbox to the last value that passed a syntax test. 12. The Functionality tab allows you to add, remove and edit actions to be available in your subtype. By double-clicking on the name of the functionality, you will be able to edit that functionality. You may also add and remove pre-existing functionalities if they do not apply to your subtype. 13. The final tab in the subtype creation process is the Events tab. Events are operations performed on objects in a repository or something that happens in an application. System events are events that Content Server recognizes and can audit. Application events are user-defined events. They are not recognized by Content Server and must be audited by an application. To modify an event, double-click the name of the event to open the editor. Please note that System Events cannot be modified, only application events. In addition, you cannot edit events which come from the event s parent. 14. Check your subtype into the repository for changes and configurations to take effect, by right-clicking on the name of the subtype and selecting Checkin selected object(s). The subtype will not be available for use until it has been fully checked in to the repository. The result of the configuration steps above will now be displayed to end users in Web Publisher when attempting to create a new category. In the following section, you will see that a user is about to create a new category in Web Publisher (from the New Category>Create menu). In addition to using the default category, dm_category, the user is now presented with any custom categories that were created using DAB using the steps above. Web Publisher User Guide 113

114 Working with Taxonomies and Categories Creating a new category once subtypes have been de ned: 1. From New Category>Create in Web Publisher, enter a name for the new category. 2. Select either the default dm_category type or any one of the subtypes that may have been created in DAB. 3. In the Title field, enter a descriptive name for the new category, otherwise the name of the new category will become the category s title. 4. Proceed to the Info tab. The category and Title of the new category will be pre-filled for you from the previous (Create) tab. 5. Until you enable the Active checkbox, the new category will not be available for viewing on the website. You may go back and modify that attribute at a later time. 6. The Type, Owner Name, Created, and Modified fields are all pre-filled based on by whom and when the category is being created, and cannot be changed. 7. At this stage you will also see any custom attributes you defined in the steps above, and can populate or edit them as needed. Submitting a category to a work ow This procedure describes how to start a workflow with a category attachment. To submit a category to a work ow: 1. In the Categories node, select the category you want to attach to a workflow. 2. Select Tools>Workflow>Start Attachments. 3. In the list of workflow templates, locate the template you want and select its checkbox. 4. Click OK. 5. Click the OK button (at the bottom of the page). 6. In the Info tab, type a workflow description. 7. Click Next. 8. If the workflow includes a Performers tab, then you specify users or user groups for one or more tasks. In the Performers tab, do the following: a. Click Select next to a task that must be performed. b. In the selection page, select the user or group to perform the task. For instructions on using the selection page, refer to Using a selection page to locate and select an item, page Web Publisher User Guide

115 Working with Taxonomies and Categories 9. Click Next. 10. In the Comments tab, do the following: a. Click Add. b. On the Add Comment page, type your comments in the Comment field. c. Select which users you want the comment delivered to: For subsequent recipients. This sends the comment to all remaining users in the workflow. For next recipients only. This sends the comment only to the users who receive the next task assignment in the workflow. d. Click OK. 11. Click Finish. Assigning taxonomies to web cabinets Web cabinet properties display which taxonomies are assigned to a cabinet and let you add or remove assignments. One cabinet can have multiple taxonomies, and one taxonomy can be assigned to multiple cabinets. To assign a taxonomy to a web cabinet: 1. Navigate to the web cabinet. 2. Open the cabinet s properties. You can open properties by clicking. 3. In the Taxonomies tab, select the taxonomy. 4. Click OK. Web Publisher User Guide 115

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117 Chapter 9 Working with Versions This section describes the following: Versions overview, page 117 Viewing versions, page 118 Versions overview You can keep track of revisions by creating new versions of files when you check them in. You can tell when files were changed, the changes that were made, and who made them. A file always receives version number 1.0 when it is first checked in. If you have adequate permission levels to do so, then when you check a file back in, you can decide whether to check the file in as a new version or the same version. Checking it in as a new version gives the file a higher version number than it had when you checked it out. The repository also keeps a copy of the older version. If you decide to check the file back in without increasing the version number, the file keeps the same version number as the original file and overwrites the original file. Depending on your WDK-based application, you might be able to select whether to increase the version number by a whole number or by just a decimal point (i.e., by a tenth). Increasing the version number by a whole number is considered a major revision; increasing by a decimal point is a minor revision. For example, if you check out version 1.0 of a file and check it in as a minor revision, the file is stored as version 1.1. If you repeat this process, the file is next stored as version 1.2. If you then decide to check out the file and then check it in as a major revision, the file s version number jumps from 1.2 to 2.0. The most recently checked-in file is marked CURRENT. It is always the current file that is displayed, unless you select to display all versions. If you edit a version of a file other than the current version, then when checking in the file you are given the following options: Web Publisher User Guide 117

118 Working with Versions Figure 9-1. Versioning You can check in the older version of the file as the new current version. If you select this option, Web Publisher assigns the file a version number higher than the file s previous current version. You can check in the older version as a branched version. This increments the older file by a new decimal-appended number. The incremented version becomes the current version in a new branch of version numbers. For example, in the diagram below, a user checks out version 5.0 of a document, edits it, and then checks it back in as version 6.0. Version 6.0 becomes the current version of the document. Later, another user checks out and edits version 5.0, which is no longer the current version. When the user checks it back in, Web Publisher creates a new branch of the document, which starts with version Viewing versions You can do the following: When viewing a list, you can have the list display all the versions of all the items in the list. You can navigate to an item and view all the versions of that item. You can navigate to a past version of an item and then view the item in read-only mode, or check out or edit the item. To display all versions of the items in a list: 1. Display the list. 2. In the list in the upper right corner of the page, select Show All Objects and Versions, as shown here: 118 Web Publisher User Guide

119 Working with Versions To view all the versions of an item: 1. Navigate to the file. 2. Do one of the following, depending on the options available: Click More>View>Versions. Select the file s checkbox. Then select View>Versions. To view, check out, or edit a past version: 1. Navigate to the past version of the item using one of the above two procedures. 2. To view or check out the past version, use the standard Web Publisher procedures for working with files. Web Publisher User Guide 119

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121 Working with Renditions and Transformations Chapter 10 A rendition is another iteration of an object file. For example, a rendition may be an alternate format, or a different resolution. A transformation is the user-invoked transformation of a file either to create a new rendition, or to create an new related object. This section describes following: Renditions in Web Publisher, page 121 Working with renditions, page 123 Working with transformations, page 127 Renditions in Web Publisher In Web Publisher, renditioning lets you create content in a format other than is readable on the web. After you create the content, you can have Web Publisher render it to a web-ready format. Renditions are added in the following ways: You can create renditions (including thumbnail renditions) outside the Web Publisher repository and import them in. If you use Document Transformation Services (DTS) and if you create a file in a Microsoft Office application, you can generate HTML and PDF renditions manually through the Add Rendition command or automatically through checkin. To generate renditions automatically through checkin, you must configure that option in the properties of the folder containing the file s template. When Web Publisher merges a content file with a presentation file, it creates a new rendition. It creates the rendition published to the web. When you modify a template or presentation file, you can have Web Publisher generate new renditions for all associated files (for example, for all web pages that use the template or presentation file). Web Publisher generates new renditions to publish to the web. Web Publisher User Guide 121

122 Working with Renditions and Transformations You can generate a rendition of an image file based on a transformation profile. The profile might require you to enter parameters that determine how the new rendition appears. The publish name rules If a transformation profile creates a file in the same format as the original file, or if it uses the same file format as other transformed images, then Web Publisher uses publish name rules to distinguish the transformations. A publish name rule defines a naming convention that distinguishes the new file from others in the same file format. For example, if logo.jpg is transformed to a different resolution, the publish name rule might name the new file logo_lres.jpg. The rule for naming image transformations is the following: object name + page number + file name modifier + extension The object name is the file name, minus the format extension. The page number is left out if it equals 0. The file name modifier is a unique identifier, such as an explanation of the file transformation. And the extension is the file extension. Publish name rules must result in web-safe names. A publish name cannot exceed 255 characters. Publish name rules apply only if the file is not the primary rendition. Example Publish name rules For example, publish name rules could generate the following files for a primary rendition titled Superhero.tiff: Table Example of publish names Publish name Superhero.tiff Superhero_th.jpg Superhero_lres.jpg Description Primary rendition Thumbnail Low resolution version for website Multi- le renditions If a Microsoft Office file contains embedded objects, such as GIF files, and if you use Document Transformation Services (DTS), then when the file is checked into the repository, DTS generates a multi-file rendition. DTS renders the content to HTML but 122 Web Publisher User Guide

123 Working with Renditions and Transformations separates the embedded objects into separate files. DTS then zips the rendered output into one zip file, which it gives the zip_html extension. Web Publisher then unzips the zip_html rendition and merges the main HTML file with its external application presentation file. Web Publisher then re-zips the files and stores them as the zip_pub_html rendition. When Site Caching Services (SCS) publishes the file, SCS unzips the zip_pub_html file into its constituent files and publishes these to the website. Working with renditions This section describes the following: Renditions overview, page 123 Viewing renditions, page 124 Importing a rendition, page 125 Setting a preview rendition, page 125 Viewing the preview rendition, page 126 Resetting renditions, page 126 Renditions overview A rendition is an alternate copy of a file or an additional file that can be included with an object. For example, it may be a copy of an image in a different format or in a different resolution. If an object has multiple renditions, Web Publisher designates one rendition as the primary rendition, which will appear in file lists. You can display all of a file s renditions by clicking the renditions icon (if your WDK application displays the icon) or through the More>View>Renditions menu in the Streamline view and the View>Renditions menu in the Classic view. The availability of some renditions and renditions functions are dependant upon which WDK application you are using and other installed products in your Documentum system such as Media Transformation Services and Document Transformation Services. Without the presence of these products, the Renditions functions may appear in Web Publisher but will not be available. For example, Media Transformation Services generates Thumbnail and Low Resolution renditions of image objects upon Import of the original object. Other rendition types may be generated for other objects depending on their format. If Media Transformation Services has not been installed and/or configured for your repository, these extra renditions will not be generated. Renditions Web Publisher User Guide 123

124 Working with Renditions and Transformations are generated for one item at a time and are processed asynchronously, meaning that renditions might not be immediately available after import. You can also create new renditions using Media Transformation Services Transformation capabilities. See Working with transformations, page 127 for more information on Transformations. Another Documentum product that rendition functionality depends on is Document Transformation Services. For example, an author could import a Microsoft Word file called Sales.doc, and then the author could generate an HTML rendition of the file (using Document Transformation Services) called Sales.htm. Both files would contain the same content but in different formats. You can create renditions outside the repository and import them in, or you can generate renditions within Web Publisher. You can generate new renditions of the same file format. To differentiate the multiple renditions of a file in the same file format, each rendition must be given a description during creation, in the Rendition Description field. When a file is versioned, its renditions, including any thumbnail renditions, are not carried forward with the new version of the file automatically. If you create a new version of the object, the renditions remain with the previous version. However, Web Publisher may automatically generate new renditions when you check in and version a file if it was selected during rendition creation. See Transformations overview, page 127 for more information on automatically updating a rendition upon versioning. You can configure lifecycles to automatically generate a PDF rendition at each lifecycle state. See your WDK-based administration guide for more details. Caution: Some Renditions features are not available in all products. The Renditions icon is available only in Digital Asset Manager and Web Publisher. Also, having multiple renditions of the same file format is only possible in Digital Asset Manager and Web Publisher. Webtop does not allow a Rendition Description, which would give each Rendition a unique identifier. Therefore, for any new renditions created, Webtop replaces any existing renditions of the same format. For example, a Microsoft Word document can only have one Acrobat PDF rendition at any time. Viewing renditions This procedure explains how to display a list of the different renditions of a file. To view renditions for a le: 1. Navigate to the file. 2. Do one of the following, depending on the options available: On the file s line item, click (if available). 124 Web Publisher User Guide

125 Working with Renditions and Transformations Click More>View>Renditions on the file s line item. If the menu bar is available: select the checkbox for a file. Then select View>Renditions. Importing a rendition This procedure describes how to import a file from outside the repository to use as a new rendition for an existing repository object. To import a rendition for a le: 1. Navigate to the file for which you want to import a rendition. 2. Do one of the following, depending on the options available: Click More>File>Import Rendition on the file s line item. If the menu bar is available: select the checkbox for a file. Then select File>Import Rendition. 3. In the File to Import field, enter the file you want to import. You can type the path to the file, or you can browse to locate the file. 4. In the Format field, select the rendition s file format. 5. In the Description field, enter a description for the rendition. You can use this field to differentiate between multiple renditions of the same format. Caution: Some Renditions features are not available in all products. The Renditions icon is available only in Digital Asset Manager and Web Publisher. Also, having multiple renditions of the same file format is only possible in Digital Asset Manager and Web Publisher. Webtop does not allow a Rendition Description, which would give each Rendition a unique identifier. Therefore, for any new renditions created, Webtop replaces any existing renditions of the same format. For example, a Microsoft Word document can only have one Acrobat PDF rendition at any time. 6. Click Import. Setting a preview rendition You can select an alternate rendition of a file as the preview rendition. By default, a file s primary rendition is used as its preview rendition, but this need not be the case. As the preview rendition is used for previewing, this lets you use a separate rendition from the primary rendition when the file is previewed. For example, you may set a low-resolution image as the preview image, so that you can more quickly view the image. For video Web Publisher User Guide 125

126 Working with Renditions and Transformations objects, a small section of the video may be taken and set as the preview, allowing you to preview a brief section of the video rather than the entire primary file. A file can have only one preview rendition. The following icon appears next to the preview rendition: Only users with Read permissions for the file can select a preview rendition. To set the preview rendition: 1. Navigate to the file. 2. Do one of the following, depending on the options available: On the file s line item, click. Click More>View>Renditions on the file s line item. If the menu bar is available: select the checkbox for a file. Then select View>Renditions. 3. Do one of the following: In the Streamline view, click the Set as Preview link beside the rendition that you want to set as the preview rendition. In the Classic view, select the checkbox of the rendition you want to set as the preview rendition. Click Set as Preview in the toolbar. Viewing the preview rendition The preview rendition (if one has been set), is designated by this icon: To view the preview rendition, click this icon. The appropriate application opens and displays or plays the preview rendition. If you experience any difficulty in playing an item s preview rendition (audio or video), see Configuring your browser for media players, page 71. Resetting renditions Resetting renditions allows you to put an object through the registration process again. This means that if Media Transformation Services failed to generate renditions during registration, or if an object has been versioned, you may choose to regenerate the file s 126 Web Publisher User Guide

127 Working with Renditions and Transformations default renditions. This includes the thumbnail, low resolution rendition, and any storyboards, if applicable. Note: The original file and any renditions that have been generated manually during the file s lifetime, will be left untouched, unless the rendition has been set to be transformed every time the object is versioned. If this is the case, the transformation is performed again, and added as a rendition to the object, replacing the previous rendition. To reset renditions: 1. Navigate to the file for which you want to reset renditions. 2. Do one of the following, depending on the options available: Click More>Tools>Reset Renditions on the file s line item. If the menu bar is available: select the checkbox for a file. Then select Tools>Transform>Reset Renditions. Working with transformations This section describes the following: Transformations overview, page 127 Transforming a document to PDF or HTML format, page 128 Creating a rendition through transformation, page 129 Creating a related object through transformation, page 130 Viewing transformation properties, page 132 Removing a saved transformation, page 133 Transformations overview A transformation is the automated rendering of a file from one look or format to another. Transformations let you automatically transform the look and format of an existing file in order to create a new rendition for the object or a new object that is related to the original object. Transformations let you store a file in multiple formats, sizes, orientations, etc. Examples of transformations include resizing, flipping, cropping, and correcting colors. You may also be able to transform a file to a different format. When transforming a file, you choose either a preset transformation task or a transformation profile and enter any applicable transformation parameters. The transformation profiles that are available for a given file depend on the file s format and the Documentum products installed and configured for the repository. Web Publisher User Guide 127

128 Working with Renditions and Transformations When creating a new rendition through transformation, you can use the Rendition Description field to create multiple renditions of the same format. Each rendition is identified by the description entered in the Rendition Description field. Transformations occur on one item at a time and are processed asynchronously, meaning that transformed items and renditions might not be immediately available. You receive a notification when a transformation is completed or if a transformation fails. Caution: Transformation functionality is available only on repositories that are configured with Media Transformation Services, Document Transformation Services, or both. Without the presence of these products, the Transformations functions described in this guide may not be available. Caution: Some Transformation features are not available in all products. For example, the Transform button on the toolbar and the ability to transform multiple objects at a time are both only available in Digital Asset Manager. Also, having multiple renditions of the same file format is only possible in Digital Asset Manager and Web Publisher. Webtop does not allow a Rendition Description, which would give each Rendition a unique identifier. Therefore, for any new renditions created, Webtop replaces any existing renditions of the same format. For example, a Microsoft Word document can only have one Acrobat PDF rendition at any time. Transforming a document to PDF or HTML format Web Publisher uses Documentum s Document Transformation Services to provide the functionality to transform documents to PDF or HTML format. When a document is selected for transformation to PDF or HTML format, the request is sent to a queue where it awaits processing by Document Transformation Services. The default transformation parameters are used for that document type. When processing is complete, a new file in either PDF or HTML format is stored in the parent object s list of renditions. This feature may not be available in some applications. It may also be possible, depending on what other Document products are installed on your system, to transform a document to PDF or HTML formats with options. See Creating a rendition through transformation, page 129 and Creating a related object through transformation, page 130 for more information. To transform a document to PDF or HTML: 1. Navigate to the document that you want to transform to transform to PDF or HTML. Note: You can transform a parent file or another rendition. (Locating renditions is described in Viewing renditions, page 124.) 2. Do one of the following: 128 Web Publisher User Guide

129 Working with Renditions and Transformations In the Streamline view, on the line item for the file, click More>Tools>Transform to PDF or More>Tools>Transform to HTML. In the Classic view, select the checkbox for the file, then select Tools>Transform>PDF Rendition or Tools>Transform>HTML Rendition. 3. The transformation request is immediately sent to the appropriate queue for processing. Creating a rendition through transformation Web Publisher uses Documentum s Advanced Document Transformation Services and Media Transformation Services to provide the functionality needed to transform a file in order to create a new rendition. For most file types, you can create new renditions using these products. Transformations to create new renditions occur on one item at a time and requests are processed asynchronously, meaning that new renditions may not be available immediately. You receive a notification in your Inbox when a transformation is completed or if a transformation fails. Caution: Not all features mentioned below are available for all file formats and some file formats cannot be transformed. See Renditions overview, page 123 and Transformations overview, page 127 for more information on Renditions and Transformations. This procedure describes how to create a new rendition of a file through transformation. To create a new rendition through transformation: 1. Navigate to the file that you want to transform to create a new rendition. Note: You can transform a parent file or another rendition. (Locating renditions is described in Viewing renditions, page 124.) 2. Do one of the following: In the Streamline view, on the line item for the file, click More>Tools>Transform (More Options) In the Classic view, select the checkbox for the file, then select Tools>Transform>More Formats Select the checkbox for the file(s) and click Transform in the toolbar. 3. The Transform wizard appears. Do the following: a. In the Choose Transformation Type section, select Create a New Rendition and click Next. The Select Transformation screen appears displaying the selected file and the available transformations for the selected files. Web Publisher User Guide 129

130 Working with Renditions and Transformations b. In the Select Transformation screen, select a transformation profile and click Next. c. If the Transformation Details screen appears, enter any information necessary for setting the parameters of the transformation and click Next. d. If a rendition of this file in the same format already exists, then you may be able to differentiate the new rendition you are creating by entering a description in the Rendition Description field. You may also select whether you want to perform this transformation every time the parent object is versioned, and whether to set this rendition as the default preview rendition. Caution: This page does not appear in Webtop applications. Webtop allows only one rendition of each file format. e. If you have selected multiple files for this transformation, click Next. Alternatively, if you wish to apply the selected parameters to all of the files selected for the transformation, or if you have selected only one file to transform, click Finish. f. If you are prompted that a file of the same format and description already exists, you can overwrite the existing file by clicking Yes. You can keep both the new file and the existing file by clicking No. Selecting No also requires that you enter a description. This depends on whether you already entered a Rendition Description in the previous step. Caution: This prompt does not appear in Webtop applications. Webtop allows only one rendition of each file format. Click Finish. 4. The transformation request is immediately sent to the appropriate queue for processing. Creating a related object through transformation If this option is available in your WDK application, the application uses Documentum s Advanced Document Transformation Services and Media Transformation Services to provide the functionality needed to transform a file in order to create a new related object. For most file types, you can create new objects using these products. Transformations to create new related objects occur on one item at a time and requests are processed asynchronously, meaning that new objects may not be available immediately. 130 Web Publisher User Guide

131 Working with Renditions and Transformations You receive a notification in your Inbox when a transformation is completed or if a transformation fails. Caution: Not all features mentioned below are available for all file formats and some file formats cannot be transformed. See Renditions overview, page 123 and Transformations overview, page 127 for more information on Renditions and Transformations. This procedure describes how to use a transformation profile to create a new related object. To create a new related object through transformation: 1. Navigate to the file(s) that you want to transform to create a new related object. Note: You can transform a parent file or a rendition. 2. Do one of the following: In the Streamline view, on the line item for the file, click More>Tools>Transform (More Options). In the Classic view, select the checkbox for the file(s), then select Tools>Transform>More Formats. Select the checkbox for the file(s) and click Transform in the toolbar. 3. The Transform wizard appears. Do the following: a. In the Choose Transformation Type section, select Create a New Object and click Next. The Select Transformation screen appears displaying the selected file and the available transformations for the selected files. b. In the Select Transformation screen, select a transformation profile and click Next. c. If the Transformation Details screen appears, enter any information necessary for setting the parameters of the transformation and click Next. 4. The New Object Definition screen enables you to enter or apply attributes for the new objects. This includes name, title, object type, permission set, lifecycle, and location. The only required attribute is a name for the objects. This screen also enables you to choose whether to perform this transformation every time these new objects are versioned. Do the following: a. Enter a name for the new object. The file name is entered by default. b. If you wish, enter a title for the object. c. If you wish, select an alternate object type for the object. d. Click Edit to enter an alternate permission set to the object. e. Click Edit if you want to apply a lifecycle to the objects. Web Publisher User Guide 131

132 Working with Renditions and Transformations f. Select the location for the new object. You have two options: Same as parent file This is selected by default. The new object is placed in the same cabinet or folder location as the original object. New location This requires you to select a new location in an edit window. g. Click the checkbox if you want to perform this transformation each time the new objects are versioned. 5. If you have selected multiple files for this transformation, click Next. Alternatively, if you wish to apply the selected parameters to all of the files selected for the transformation, or if you have selected only one file to transform, click Finish. The transformation request is sent to the server. When the transformation is complete, a notification is sent to your Inbox. Viewing transformation properties Transformation properties appear for an object when that object has been set to perform a transformation each time it is versioned. This option can be set when creating a new rendition or a new related object through transformation. The transformation request is stored and related to the source document. When the source document is versioned, the transformation is automatically applied to the new version using the same parameters as the original transformation and the transformation request is sent to the appropriate server for processing. The Transformation Properties lists all the saved transformations that will be applied to a document when it is versioned. To view transformation properties: 1. Navigate to the item for which to view transformation properties. 2. Do one of the following, depending on the view you are using: Click. Click the Properties link. Select View>Properties>Transformation. The Properties page opens with the Transformation Properties tab selected. The saved transformations for the item are listed, detailing the name and description of the transformation profile used, the output format, and whether the output is a Rendition or Related Object. 132 Web Publisher User Guide

133 Working with Renditions and Transformations Removing a saved transformation Transformation properties appear for an object when that object has been set to perform a transformation each time it is versioned. This option can be set when creating a new rendition or a new related object through transformation. The transformation request is stored and related to the source document. When the source document is versioned, the transformation is automatically applied to the new version using the same parameters as the original transformation and the transformation request is sent to the appropriate server for processing. To cease automatic transformations each time an object is versioned, the transformation request can be removed from the Transformation Properties. Clicking the transformation link in the Name column opens a property dialog that displays the parameters of the transformation. These parameters can be used to distinguish between different transformations saved for the object, that use the same transformation profile. To remove a saved transformation: 1. Navigate to the item for which you want to remove saved transformations. 2. Do one of the following, depending on the view you are using: Click. Click the Properties link. Select View>Properties>Transformation. 3. To find the saved transformation that you want to remove, click the transformation link in the Name column. The transformation parameter dialog opens, displaying the parameters that have been chosen for the saved transformation. 4. Click Close to close the Transformation Parameters dialog. 5. On the line for the saved transformation that you wish to remove, select Remove. The transformation is removed from the object s saved transformation list and is no longer performed when the object is versioned. Web Publisher User Guide 133

134 Working with Renditions and Transformations 134 Web Publisher User Guide

135 Chapter 11 Working with Replicas This section describes the following: Replicas, page 135 If an operation is not described in this section, use the standard Web Publisher procedure to perform that operation. Replicas A replica gives you access in the current repository to an object in another repository by actually copying the object. The replica is linked back to the source object, however, and checking out the replica also checks out the source object. Replicas allows users of different repositories to share documents over great distances. For example, you might use replicas if you have offices in California, Germany, and Japan that share the same documents. Replicas allows the same shared documents to be local to each office. A replica can have both global and local properties. When you change a global property value, the value is changed in the source object and in any other replicas. When you change a local property value, the value is changed only in the current replica. You can perform most of the standard file and folder operations on replicas. For example, you can export, copy, and check out replicas. You use the standard Web Publisher procedures to perform such operations. Replicas are designated by a small, duplicate-icon overlay in the lower left side of the file icon. The overlay looks like a little copy of either the folder or document icon. The Content Server uses automated jobs to synchronize replicas and source objects. Note the following: Web Publisher User Guide 135

136 Working with Replicas Replication jobs automatically synchronize the replica with the original file. You can manually synchronize the replica without waiting for the automated synchronization to occur by refreshing. Any operations that modify an object are implicitly performed on the source object and the replica object is updated to reflect the change. You should expect slower response times for any operations that change the source file (such as checking in), as the source file s repository might be geographically distant from you. Any operations that do not modify the source file, such as viewing or exporting, are performed on the replica, so no connection to the source file s repository is required. When you copy a replica, the copy is not a replica but is a new file. Therefore, changes to the original document are not updated in the copy, as they would be in the replica. If your WDK-based application supports translations, then when you create a translation you create a new file in the repository. You do not create a replica. You can perform lifecycle operations on replicas that already have lifecycles applied to them. In order for operations to succeed, repository configurations let you connect to the source file s repository. The connection is made silently. You are not prompted to log in to the source file s repository. A replica can be created only if the repository where the original file resides and the repository where the replica resides have the same sets of users and passwords. Definitions in the target repository must be the same or supersets of those in the source repository. It is recommended the two repositories are set up under the same federation for consistent synchronization of users and permissions. For information on setting up replication services or workflow APIs, refer to the Documentum Content Server Administration and Documentum Content Server Fundamentals guides. Web Publisher users only: Replicas are read-only, which means that operations that would change the content of the file in the source repository are prohibited. In particular, you cannot edit, check in, or check out a replica, as you are not allowed to make changes to it. Also, you cannot manually change the lifecycle of a replica. Also, using the refresh option does not refresh relationships, just attributes. 136 Web Publisher User Guide

137 Chapter 12 Working with Relationships A relationship is a connection between two items in a repository. Relationships allow Web Publisher to process items together. Relationships also allow users to access certain items by first accessing other related items. For example, if a document has been annotated by several reviewers and if each annotation has a relationship to the original document, a user can access the annotations by viewing the document s relationships. A relationship is defined by a relation type. The relation type specifies how the two items are related. For example, the relation type might indicate the relationship is maintained along versions. System relation types are those that are created by your WDK-based application. For example, a relationship between a file and its thumbnail is a system relation type. If the following option is available in your WDK-based application, you also have ad hoc relation types. Ad hoc relation types are those that are created by users. Users with administrative permission levels can create ad hoc relation types. To view relationships for an item: 1. Navigate to the item for which you want to view relationships. 2. Do one of the following, depending on the options available: Click More>View>Relationships. Select the item s checkbox. Select View>Relationships. To create a new relation type: Whether this option is available depends on your WDK-based application.. If this is available, you must have administrative permission levels to perform this procedure. 1. Select the Classic view. 2. Navigate to Administration/application name Admin/Relationships. 3. Do one of the following: Click New Relationship. Select Tools>Relations>New Relationship. 4. Type the name of the new relation type. Web Publisher User Guide 137

138 Working with Relationships 5. Click OK. 6. To add files and supporting documents to the relationship, click the name of the relationship to open it. To delete new relation type: Whether this option is available depends on your WDK-based application.. If this is available, you must have administrative permission levels to perform this procedure. 1. Select the Classic view. 2. Navigate to Administration/application name Admin/Relationships. 3. Select a relation type. 4. Select Tools>Relations>Delete Relationship. To view all the items that are using a relation type: Whether this option is available depends on your WDK-based application.. If this is available, you must have administrative permission levels to perform this procedure. 1. Select the Classic view. 2. Navigate to Administration/application name Admin/Relationships. 3. Select a relation type. 4. Select Tools>Relations>View All of Type. 138 Web Publisher User Guide

139 Chapter 13 Working with Contentless Objects This section describes the following: Contentless objects overview, page 139 Creating a contentless object, page 139 Creating a template for a contentless object, page 140 Contentless objects overview A contentless object has a file size of 0 kilobytes, has no file format associated with it, and has no content attached. You can use contentless objects to expose metadata on a websites. You do so by publishing them to the sites. You can promote, demote and expire contentless objects and attach them to change sets and workflows. You cannot perform for the following operations on contentless objects: editing, viewing related content, renditioning, transforming (i.e., transformations), and web viewing. Creating a contentless object To create a contentless object: 1. Select the Classic view. 2. Select the Web Cabinets node. 3. Within the Web Cabinets node, navigate to the location where you want to create the contentless object. 4. Do one of the following: To create the object from a template, select File>New>MetaObject>From Template. Web Publisher User Guide 139

140 Working with Contentless Objects To create the object without a template, select File>New>MetaObject>Create New. 5. If you chose to create the object from a template, select a template and click OK. For instructions on using the selection page, refer to Using a selection page to locate and select an item, page In the Create tab, type the name of the new contentless object. Enter additional information as desired. 7. In the Info tab, set information as desired. If the Edit link appears next to a property, you set the property s values by clicking Edit and entering values in the resulting page. You enter values by either typing them in an Enter new value box or selecting them from a Select from list box, and by then clicking Add. You can move a value up or down in the resulting list by selecting it and clicking Move Up or Move Down. You can remove a value by selecting it and clicking Remove. When you are done adding values, click OK. 8. Enter information in remaining tabs as desired. For information on the functionality affected by those tabs, refer to the topic in this guide that covers that functionality. 9. Click Finish. Creating a template for a contentless object To create a template for a contentless object: 1. Select the Classic view. 2. Select the Site Manager node. 3. Navigate to the location where you want to create the new template. 4. Select File>New>MetaTemplate. 5. Type the name of the new template. Enter other information as desired. If the Edit link appears next to a property, you set the property s values by clicking Edit and entering values in the resulting page. 6. Click Finish. 140 Web Publisher User Guide

141 Chapter 14 Working with Discussions A comment thread is an online user discussion about individual content files. Each thread can contain any number of comments linked to each other in a tree. Comment threads can be created, or added to, at any time. You use the rich text editor (RTE) to create and edit comments. This section describes the following: Discussions overview, page 141 Viewing discussions, page 142 Adding and editing comments, page 142 Deleting comments, page 143 Working with the Rich Text Editor, page 143 Discussions overview An online discussion is made up of a tree of comments, either as a consecutive series or as replies to other comments, but typically a mix of both. When discussions are related, or attached to objects (such as documents or rich media files), they are standalone and have their own page. When they are built-in, or embedded, discussions appear on the same page as the open items. Unlike other repository items, you cannot select, edit, check out, make versions or renditions of, or see properties of discussions. All renditions of an object share the same discussion. When you check in a new version of an object, it shares the same discussion as the immediately preceding version (branch, minor, or major). First versions have new discussions. A WDK setting can change this default behavior so that discussions are only shared for each new minor or branch version (while major versions have new discussions), or that no versions of an object share a discussion (every version has its own). When an object s versions create a series of discussions, they can provide a sort of timeline history of an object, along with the comments in each discussion. Web Publisher User Guide 141

142 Working with Discussions Access to a discussion is the same as your access to its parent (the object it is related to or embedded in). Typically you can only edit and delete the comments you create. Copying an object also copies its discussion and includes copies of all comments (and replies to comments, etc.) and their original creation date, author, and ACL. Viewing discussions In the optional Discussion status column of a list (indicated by the icon), objects that have discussion comments are distinguished by one of the following discussion icons: means you have read all comments in the discussion. means there are some comments in the discussion you have not read. To see a discussion, with or without comments (for example, to add a comment), either click on a discussion icon, or select a single object and pick View>Discussion. To sort a list of objects according to their discussion comments (read, unread, or none), click at the top of the Discussion status column. You can turn off the Discussion status column by using Display Setting preferences for columns. You can mark discussions as having all read or unread comments. For example, if you want a visual reminder when only new comments are added to a particular discussion, select or open the object it s associated with and pick File>Mark Discussion as Read. Conversely, you can make all comments appear to be unread with File>Mark Discussion as Unread. Selecting multiple objects applies these commands to each object in the selection. Adding and editing comments Users with at least Write permission to an object can go to the Properties: Info tab for the object, and select or clear the Show discussion checkbox. Once a discussion is shown, users with at least Relate permission on the discussion s primary parent can add a comment or a reply in that discussion. To add a comment to a discussion: 1. Display the discussion by doing one of the following: Click the discussion icon ( or ). Select a single object and pick View>Discussion. 142 Web Publisher User Guide

143 Working with Discussions 2. In the discussion, below the last comment, click add a comment. (If there is no add a comment button for an object, your permission for the parent object is less than RELATE.) 3. In the rich-text editing window, fill in the (required) title and (optional) body of your comment. 4. Click OK. Your comment appears below the last comment, set even with the left margin of the one above it. To reply to a particular comment: 1. Next to the title of the comment to which you want to respond, click. 2. In the rich-text editing window, fill in the title and body of your comment. Your remarks appear below the comment to which you are responding, indented to the right. If there is no icon for replying to a comment, your permission for the parent object might be insufficient for adding or replying to comments you need at least Relate permission. To edit a comment: 1. Next to the title of a comment you added, click. 2. In the rich-text editing window, edit the title and/or body of your comment. 3. Click OK to put your changes into effect. Unless you have administrative privileges, you can edit only the comments you add. Deleting comments If you have Delete permission on a given comment, and Relate permission on the discussion s primary parent, you can delete that comment and any replies to it. If you have Delete permission on all of the discussion s parents, you can delete all comments, even ones made by other people. If you have Delete for all parents, you can make the discussion unavailable by deleting all of them. Working with the Rich Text Editor The Rich Text Editor (RTE) enables you to format your text, include pictures and hyperlinks in your text, and check your spelling. The RTE is available when you Web Publisher User Guide 143

144 Working with Discussions create/edit or reply to comments, create or edit notes, and write optional descriptions for container objects in your repository, including folders, cabinets, and rooms. This section describes the following: Adding content to the RTE, page 144 The RTE toolbar, page 144 Adding content to the RTE You can add content to the RTE by typing, pasting, or dragging and dropping a selection of rich text from another client-side application, or from another RTE, or within the same RTE (a selection from an RTE can include images). When rich text that was composed outside the RTE is pasted into the RTE, it may contain elements that can be displayed but not directly edited. In general, the RTE will render any HTML content that the web browser can display. For example, a selection from a web browser that contains an HTML table appears as such when you paste it into the RTE. In this case you can edit the text within the table cells, but not the table itself. The RTE toolbar In the RTE, point to a button in the toolbar to see its name. In addition to standard text formatting tools (such as font, size, bold, text alignment and so forth), the Documentum RTE provides these tools: On Microsoft Windows, with Microsoft Word spelling checker installed, click to check spelling. (You will be prompted to download a plug-in.) When the spell-checker finds a possible misspelling, the word is selected, scrolled into view, and the Check Spelling dialog box opens. The word in question appears in the Change box with a suggested alternative in the To box. You can edit the text in the To box, or select a word from the list. Spelling commands are as follows: Change changes the selected word to the one in the To box. Change All changes all occurrences of the selected word in the text. Ignore leaves the selected word unchanged. Ignore All ignores all occurrences of the selected word in the text. Add to Dictionary adds the selected word to the dictionary used to check spelling. 144 Web Publisher User Guide

145 Working with Discussions Click to select from the clipboard menu. Choices are Undo, Redo, Delete, and Select All. With Microsoft Internet Explorer, the following choices are also available: Cut, Copy, Paste, and Remove Font Styles. Note that Cut, Copy, and Paste commands are also available on your browser s Edit menu. Click to insert a graphic. The Insert Image dialog box opens and provides controls for choosing and uploading one.bmp,.gif,.jpeg, or.png image at a time, which is then shown inline in the editing area. Click to insert a hyperlink. The Insert Link dialog box opens and provides a Title field, a URL field, and a checkbox option to Open in a new window. Web Publisher User Guide 145

146 Working with Discussions 146 Web Publisher User Guide

147 Chapter 15 Starting Work ows and Performing Tasks This section describes the following: Workflows overview, page 147 Opening a task or notification from your Inbox, page 150 Accepting a task, page 150 Completing a task, page 152 Getting your next work queue task, page 153 Rejecting a task, page 153 Reassigning a task, page 154 Repeating a task, page 155 Changing your availability, page 155 Starting a workflow, page 156 Sending a quickflow, page 158 Work ows overview A workflow is an automatic process that assigns specific tasks to specific users, in sequence, in order to carry out organizational procedures. Workflows allow you to pass files and instructions from person to person according to a predefined sequence. For example, an organization might use workflows to process insurance claims or develop new products. To start a workflow, you select the workflow template that includes the sequence of tasks you want performed. Some workflow templates specify the users who receive the tasks; others allow you to select the users. Web Publisher User Guide 147

148 Starting Work ows and Performing Tasks You can use a workflow template repeatedly to initiate task sequences. Multiple users can start workflows from the same template at the same time. A single user can start multiple workflows from the same template at the same time (the user must have at least Relate permission on the template). Workflow tasks that are sent to you appear in your Inbox. When you complete a task, you forward it from the Inbox, and the workflow automatically notifies the next user in sequence. The users in a workflow are called the workflow s performers. A workflow template might allow you to direct a task to a group of users, in which case the first user to accept the task becomes the one who performs it. The task is removed from the other users Inboxes. When you start a workflow, you can attach files you want users to view or reference. A file can be attached to only one workflow at a time. Users in the workflow can attach and remove files as the workflow progresses. Users can edit attached files. The workflow template determines whether the edited version or the original version stays with the workflow as the workflow progresses. For more information, see Attached files, page 149. Each workflow has a workflow supervisor who can pause, stop or make other changes to the workflow as the workflow is active. Workflows can include automatic tasks, such as the execution of scripts. If an automatic task fails, the workflow supervisor is notified and can retry, perform or stop the task. Automatic tasks allow you to integrate workflows with lifecycles (for example allowing you to promote files to new lifecycle states as they progress through a workflow). The Workflow Reporting utility allows you to perform additional management functions and allows you to view all workflows in a repository. Once started, a workflow is in one of three states: Running The workflow running normally according to the workflow template. Paused The workflow is temporarily halted, but expected to be reinstated. If reinstated, it continues from the point at which it was halted. Terminated The workflow is aborted and cannot be reinstated. The following figure shows the integration of a workflow with a lifecycle. A lifecycle defines the different stages a file goes through as it is created, edited, approved, and eventually retired. An author creates a file for the web and forwards the file to a workflow, which sends a review task to an editor. The editor suggests changes and sends the file back to the author, who revises the file and forwards the task, which initiates an automatic task. The automatic task promotes the file from WIP to Staging and sends the file to a developer. The developer tests it on a Staging web server. If the 148 Web Publisher User Guide

149 Starting Work ows and Performing Tasks developer rejects the file, Web Publisher demotes the file to WIP and returns it to the author. If the developer approves the file, an automatic task promotes it to Approved, and the workflow ends. Figure Integration of a work ow and lifecycle Attached les When sending a task or workflow, you can attach files that you want another user to work on. The files must be available for attaching. They cannot already be attached elsewhere, locked by another user, or in an advanced lifecycle state. When attaching files in multiple languages, keep in mind that a task recipient s filters might show only the files that match that user s language. When a user s filters block the user from seeing attached files in different languages, that user is allowed to attach only supporting files to the task. Web Publisher users only: To enable Web Publisher workflows to use supporting files with Business Process Services (BPS), workflow participants must do the following: Create a zip file, with a specific zip-file name, as determined by their administrator. Add supporting files to the zip file. Web Publisher User Guide 149

150 Starting Work ows and Performing Tasks Attach the zip file, with the specific name, as a supporting file to a workflow. For details on configuring the Web Publisher wcmbpsconfig.xml configuration file to use supporting files with BPS, refer to the Web Publisher Administrator Guide. Opening a task or noti cation from your Inbox Tasks are electronic assignments that are part of a workflow or quickflow. Notifications are messages that tell you an event has occurred. Tasks and notifications appear in your Inbox. Tasks can be assigned special priority levels: : high priority : low priority To open tasks and noti cations: 1. Click your Inbox. 2. Do one of the following: Click the name of the task or notification. Select the checkboxes for one or more tasks and notifications. Select File>View. 3. If Web Publisher displays multiple tabs, select the tab for the information you want to view. 4. To perform actions, see the appropriate procedure from the list below. To close the task or notification, click Close. Accepting a task, page 150 Completing a task, page 152 Rejecting a task, page 153 Reassigning a task, page 154 Repeating a task, page 155 Accepting a task After you open a task, you select whether to accept it. If you do, you can work on any attached files, add or remove files, and add or edit comments. In some cases, a task might not directed to you alone but to a group of users, with the intention that one in the group is to perform it. If you accept such a task, it is deleted from the other users Inboxes. 150 Web Publisher User Guide

151 Starting Work ows and Performing Tasks To accept and perform a task: 1. Open the task. (You can open a task by clicking its name.) 2. If the Accept button appears, click Accept. If the task has also been sent to other users, then the first user to accept the task is the one who performs it. Once you accepts it, it is removed from the other users Inboxes. 3. In the Info tab, do the following: a. If the Time and Cost fields appear, you can record the time and cost for you to perform this task. You enter the values according to whatever units your company uses. These are optional fields. b. If the Info tab displays attached files, you can perform standard Web Publisher operations on the files, such as checking out, editing, and checking in. c. If the Attachments area allows you to attach additional files, you can do so by clicking the Add link or add icon. In the selection page, select the file. If allowed, you can make multiple selections. For instructions on using the selection page, refer to Using a selection page to locate and select an item, page 39. If your WDK-based application includes functionality for supporting files, you can attach a supporting file by clicking the Supporting Files tab and selecting files. If you select to attach local files, you then select from these storage options: One time This does not store the files in the repository Multiple (private) This stores the files in your My Private Files area in the repository, which means only you can use these files again as supporting files. Multiple (public) This stores the files in the Public Files area of the repository, meaning others can use these files as supporting files. d. If the Info tab displays a form in which you should enter information, then enter the information. e. If the Info tab allows you to create and attach a new form, then click the link for creating a new form. Then select the template upon which to base the new form. And then click OK. The form s fields appear. 4. In the Comments tab, add comments by doing the following: a. Click Add or Edit. b. In the Comment field, type the comment. c. If the following options appear, then select one: Web Publisher User Guide 151

152 Starting Work ows and Performing Tasks For subsequent recipients This sends the comment to all users performing all future tasks in the workflow. For next recipients only d. Click OK. This sends the comment only to the users performing the next task in the workflow. e. Repeat these steps for as many comments as you want to add. To remove a comment, click Remove. 5. In the Progress tab, you can view task s history. 6. Do one of the following: To mark the task as completed and to forward it, refer to Completing a task, page 152. To close the task without yet forwarding it, click Close. Completing a task Once you have performed a task, you send it to the next user or activity in the workflow. You do so by performing the procedure here. Any changes you make to attached files are sent along with the task. To complete a task: 1. If you have not already done so, open the task. (You can open a task by clicking it in your Inbox.) 2. Click Submit, Forward, or Finish, depending on which button is shown. 3. If prompted for a password, type your password. 4. Click OK. 5. If prompted to select the next performers, do the following: a. Click Click To Assign next to the task for which you want to select performers. b. In the selection page, select the performers. If allowed, you can make multiple selections. For instructions on using the selection page, refer to Using a selection page to locate and select an item, page 39. c. Click OK. 6. If prompted, select the next task to forward from the Select Next Forward Tasks list by checking the appropriate checkboxes. 152 Web Publisher User Guide

153 Starting Work ows and Performing Tasks 7. Click OK. Getting your next work queue task If your organization uses use work queues, use this procedure to get the next work queue task. Your next task is the task of the highest priority from among the work queues you participate in. Your next task appears in your Inbox. You can manually retrieve your next task, or you can set your Inbox to automatically send your next task. If you choose to receive tasks automatically, the next task appears in your Inbox when you finish, forward, or reject your current task. You might want to turn on automatic receipt while you are working on tasks and turn off automatic receipt when you are not. If you leave automatic receipt on, you will always have an unfinished task in your Inbox. This topic includes several procedures. To manually retrieve your next work queue task: 1. Go to your Inbox. 2. Do one of the following, depending on the options available: Click Get Next Task. Click Tools>Work Queue Management>Get Next Task. To turn on automatic receipt of work queue tasks: 1. In your Inbox, select Get next task automatically. To turn off automatic receipt of work queue tasks: 1. 1) If it is opened, close your currently assigned work queue task. 2. In your Inbox, deselect Get next task automatically. 3. Re-open your currently assigned task and finish it, so that you do not have unfinished task in your Inbox. Rejecting a task If the option is available, you can reject a task. Not all tasks offer the Reject option. The workflow supervisor decides which recipients can reject a task. When you do, the following happens, depending on the task: The rejected a task goes back to the prior recipient. Web Publisher User Guide 153

154 Starting Work ows and Performing Tasks You are given the option to reroute the task to another user. In some cases, a task might not directed to you alone but to a group of users, with the intention that one in the group is to perform it. If you reject such a task, it is deleted from your Inbox but remains in the Inboxes of the other users in the group. To reject a task: 1. Open the task. (You can open a task by clicking it in your Inbox.) 2. Click Reject. 3. If required, select the checkboxes for the users to whom you want to reroute the task. 4. If required, type a message explaining the reason for the rejection. 5. Click Next. 6. To select other tasks to reject, do so from the Select Next Reject Tasks list by checking the appropriate checkboxes. 7. If required, type your password in the Sign Off Required field to electronically sign off the task. 8. Click OK. Reassigning a task If the workflow allows, you can reassign a task that has been assigned to you. You can delegate the task to another user, giving that user the responsibility to complete the task. To reassign a task: 1. Open the task. (You can open a task by clicking it in your Inbox.) 2. Click Delegate. 3. If you are prompted to specify the user to whom to delegate the task, do the following: a. On the task s line item, click click to assign. b. In the selection page, select the user to whom to delegate. For instructions on using the selection page, refer to Using a selection page to locate and select an item, page Click OK. 154 Web Publisher User Guide

155 Starting Work ows and Performing Tasks Repeating a task When you have completed a task, you might have the option to have another individual or group repeat the task. To repeat a task: 1. Open the task. (You can open a task by clicking it in your Inbox.) 2. Click Repeat. 3. On the task s line item, click click to assign. 4. In the selection page, select the user to whom to delegate. For instructions on using the selection page, refer to Using a selection page to locate and select an item, page Click OK. Changing your availability You can determine whether you are available to receive workflow tasks. If you make yourself unavailable to receive tasks, you must designate another user to receive your tasks for you. The top of your Inbox displays your availability. I am available indicates you are available to receive tasks; I am currently set to unavailable indicates you are not available to receive tasks and that another user is designated to receive the tasks sent to you. This setting is useful, for example, if you will be out of the office for an extended period. To change your availability to receive tasks: 1. Click your Inbox, and then click your availability status, which is one of the following: I am available I am currently set to unavailable 2. Do one of the following: To make yourself available, deselect the I am currently unavailable. Please direct my tasks to: checkbox. To make yourself unavailable, select I am currently unavailable. Please direct my tasks to:. Then click edit. Then select the user in the selection page. For instructions on using the selection page, refer to Using a selection page to locate and select an item, page 39. Web Publisher User Guide 155

156 Starting Work ows and Performing Tasks Starting a work ow To start a work ow: 1. Do one of the following: To start a workflow by first selecting the type of workflow, go to Step 2. To start a workflow by first selecting one or more files, go to Step 3. (You can send the workflow with or without attached files.) 2. To start a workflow by first selecting the type of workflow, do one of the following, depending on the options available: Click Start Workflow. Skip to Step 4. Select Tools>Workflow>Start. Skip to Step To start a workflow by first selecting files, do one of the following, depending on the options available: Navigate to the file you want to send and select More>Tools>Start Attachment. Navigate to the files you want to send, check their checkboxes, and select Tools>Workflow>Start Attachments. 4. In the list of workflow templates, locate the template you want and select its checkbox. If your organization uses DCM-enabled repositories, and if a controlled workflow template appears in the selection list, do not select the controlled workflow template for an uncontrolled document. 5. Click the OK button (at the bottom of the page). 6. In the Info tab, type a name for the workflow in the Workflow Description field. 7. You can send the workflow with attached files. To attach an existing file, do the following: a. In the Info tab, click one of the following, depending on what appears on the page: Add b. To locate the files you want to attach, click the appropriate tab, then navigate to the files within that tab. Tabs that correspond to repository nodes are navigated in the same way as the repository nodes. c. Click Add at the bottom of the page. d. When you attach a file that has links to other files, you can select to add the linked files by selecting Automatically Add Linked Objects. e. To remove an attached file, click either Delete or Remove. 156 Web Publisher User Guide

157 Starting Work ows and Performing Tasks 8. To create and attach a new form based on an existing form template, do the following: a. In the Info tab, click the name of the form or package, depending on what appears. b. Select the form template upon which to base the new form, and click OK. The form s fields appear in the Info tab. c. To remove a form, click Remove. If you remove a newly created form or cancel the workflow, the form is deleted automatically. 9. If your WDK-based application includes functionality for supporting files, you can attach a supporting file by clicking the Supporting Files tab and selecting files. If you select to attach local files, you then select from these storage options: One time This does not store the files in the repository Multiple (private) This stores the files in your My Private Files area in the repository, which means only you can use these files again as supporting files. Multiple (public) This stores the files in the Public Files area of the repository, meaning others can use these files as supporting files. 10. If the workflow includes the Performers tab, you can specify users for one or more tasks. Do the following: a. Click Select next to a task that must be performed. b. In the selection page, select the user or group to perform the task. For instructions on using the selection page, refer to Using a selection page to locate and select an item, page In the Comments tab, do the following: a. Click Add. b. On the Add Comment page, type your comments in the Comment field. c. Select which users you want the comment delivered to: 12. Click OK. For subsequent recipients This sends the comment to all remaining users in the workflow. For next recipients only This sends the comment only to the users who receive the next task assignment in the workflow. Web Publisher User Guide 157

158 Starting Work ows and Performing Tasks 13. Click Finish. Sending a quick ow A quickflow is a one-step processing instruction sent to the users of your choice. Quickflows do not involve a sequence of tasks but just one task. If you send a quickflow to several users, you can select whether each user receives the task at the same time or sequentially. To send a quick ow: 1. Navigate to the file you want to attach to the quickflow. 2. Do one of the following, depending on the options available: Click More>Tools>Quickflow. Select the file s checkbox. (To attach several files, select each file s checkbox). Select Tools>Workflow>Quickflow. 3. To select the users or groups to send the quickflow to, click Select user/group. In the selection page, select the users or groups. For instructions on using the selection page, refer to Using a selection page to locate and select an item, page In the Priority dropdown list, select the priority. 5. In the Instructions field, type any messages for the users. 6. To receive a notification when a user completes the review, select the Return to Me checkbox. 7. To require each user to enter an electronic signoff when completing the review, select the Require signoff checkbox. 8. Click OK. 158 Web Publisher User Guide

159 Chapter 16 Managing Work ows This section describes the following: Viewing workflows, page 159 Viewing audit trails for workflows, page 160 Viewing reports, page 161 Saving workflow information, page 161 Changing the workflow supervisor, page 162 Pausing a workflow, page 162 Resuming a paused workflow, page 163 Terminating a workflow, page 163 Processing a failed task, page 164 Creating a workflow template, page 164 See also: Workflows overview, page 147. Viewing work ows This topic includes two procedures: one for viewing all workflows and one for viewing only the workflows you own. To view all work ows: 1. Select Tools>Workflow>Workflow Reporting. Web Publisher displays the workflows that you are supervising and performing. To filter the list, select the appropriate filter in the upper right corner of the page. 2. To configure what is displayed in the list of workflows, click Edit Workflow Report. You can choose to display: Only those workflows that have overdue tasks Workflows supervised and performed by a specific user Web Publisher User Guide 159

160 Managing Work ows Workflows routing a specific document Workflows started from specific workflow template All workflows 3. To view a specific workflow: a. Select a workflow. b. Select Tools>Workflow>View Details>Map. 4. To view a workflow s details: a. Select Tools>Workflow>View Details>Summary. b. Workflow details display information about tasks and attached files. To select what information is displayed, select a filter in the list on the right side of the page. Filters enable you to refine the information and get broader or more granular levels of detail. To view the work ows you own: 1. Do one of the following, depending on the options available: Click the Inbox tab. Click My Workflows. Select Tools>Workflow>My Workflows. 2. To view a specific workflow: a. Select the workflow. b. Select File>View. Viewing audit trails for work ows You can view audit trails for those workflows for which audit event flags have been set by your administrator. (Audit event flags for workflows are set during design-time in Workflow Manager or Business Process Manager.) To view audit trails: 1. Select Tools>Workflow>Workflow Reporting. 2. Select a workflow. 3. Select Tools>Workflow>View Details>Audit. 160 Web Publisher User Guide

161 Managing Work ows Viewing reports You must have the process_report_admin role to access reports. Historical reporting provides aggregated reporting with regard to the performance of one or more business processes and the activities, users or groups associated with them. To view historical reports: 1. Do one of the following, depending on the options available: Click either Process Report or User Report. Select Tools>Workflow>Historical Report and then either >Process or >User. 2. In the General tab, select the duration and other parameters for which you want to run the report. 3. Click Run 4. In the Results tab, you view the report. To save the report to run again, click Save. 5. From the Process Historical Report, you can view the Activity Historical Report by clicking the process. You can view the Process Details Historical Report by clicking an instance. 6. From the User Historical Report, you can view details by clicking a user or instance. Saving work ow information If the option is available, you can save workflow information to your local file system as a Microsoft Excel spreadsheet. To save work ow information: 1. Select Tools>Workflow>Workflow Reporting. 2. Click Save Report. 3. In the File Name field, type a name for the information you are saving. 4. Select a location to which to save. 5. Click Save. Excel launches and the workflow information is saved in an Excel spreadsheet. Web Publisher User Guide 161

162 Managing Work ows Changing the work ow supervisor To change the work ow supervisor: 1. Select Tools>Workflow>Workflow Reporting. 2. Select the workflow. 3. Select Change Supervisor. 4. Select either All Users or the group to which the new supervisor belongs. 5. Select the user who will be the new supervisor for the workflow. 6. Click OK. Pausing a work ow When you pause a workflow, the workflow is halted temporarily but is expected to be reinstated. You might, for example, want to pause a workflow to modify the workflow template. Once your changes are complete, you can resume the workflow and it continues from the point at which it paused. To pause work ows via the My Work ows list: 1. Do one of the following, depending on the options available: Click the Inbox tab. Click My Workflows. Select Tools>Workflow>My Workflows. 2. Do one of the following, depending on the options available: Click Pause next to the workflow you want to pause. Select the checkboxes for the workflows you want to pause. Then select Tools>Workflow>Pause. 3. You are prompted to confirm that you want to halt the workflow. Click OK. To pause a work ow via Work ow Reporting: 1. Select Tools>Workflow>Workflow Reporting. 2. Select the workflow. 3. Select Tools>Workflow>Pause. 162 Web Publisher User Guide

163 Managing Work ows Resuming a paused work ow When you resume a paused workflow, the workflow starts where it left off. You can resume a paused workflow but you cannot resume a terminated workflow. To resume a paused work ow via the My Work ows list: 1. Do one of the following, depending on the options available: Click the Inbox tab. Click My Workflows. Select Tools>Workflow>My Workflows. 2. Do one of the following, depending on the options available: Click Resume. Check the checkboxes of the workflows you want to resume. Then select Tools>Workflow>Resume. 3. At the prompt to confirm the resumption, click OK. To resume a paused work ow via Work ow Reporting: 1. Select Tools>Workflow>Workflow Reporting. 2. Select the workflow. 3. Select Tools>Workflow>Resume. Terminating a work ow You can terminate a workflow at any point in its progress. A terminated workflow cannot be restarted. To terminate a work ow via the My Work ows list: 1. Do one of the following, depending on the options available: Click the Inbox tab. Click My Workflows. Select Tools>Workflow>My Workflows. 2. Do one of the following, depending on the options available: Click Abort. Check the checkboxes of the workflows you want to terminate. Then select Tools>Workflow>Stop. 3. In the Abort Workflow page, make sure the Aborted workflow will be deleted checkbox is checked. This ensures that the terminated workflow is automatically deleted from your workflows list. Web Publisher User Guide 163

164 Managing Work ows 4. Click OK. To terminate a work ow via Work ow Reporting: 1. Select Tools>Workflow>Workflow Reporting. 2. Select the workflow. 3. Select Tools>Workflow>Terminate. Processing a failed task If you are workflow supervisor and receive notice that an automatic task has failed, you can perform one of the two procedures in this topic. To retry a failed automatic task: 1. From your Inbox, open the failed automatic task. 2. Click Rerun. 3. Click OK. To complete a failed automatic task: 1. If not already selected, display the Task Manager page for the failed automatic task you wish to complete. 2. Click Complete. 3. Click OK. Creating a work ow template This procedure explains how to open Workflow Manager or Business Process Manager from Web Publisher. Once you open Workflow Manager or Business Process Manager, use that application s Help files for detailed instructions on creating workflow templates. To create a new work ow template: 1. Do one of the following, depending on the options available: Click New Workflow Template. Select File>New>Workflow Template. 164 Web Publisher User Guide

165 Managing Work ows 2. For information on creating a new workflow template, see the user help for Workflow Manager or Business Process Manager. Web Publisher User Guide 165

166 Managing Work ows 166 Web Publisher User Guide

167 Chapter 17 Using Change Sets to Bundle Files for Common Processing A change set bundles separate content files into a common container to be processed together as group. This section describes the following: Change sets overview, page 167 Accessing change sets, page 168 Creating a new change set, page 168 Adding files to a change set, page 169 Restarting a change set, page 169 Deleting a change set, page 170 Change sets overview Change sets bundle content together to be routed through a workflow and lifecycle as a group. This ensures that all content in the change set gets published at the same time. Web Publisher creates a change set when you attach files to a workflow. Web Publisher creates the change set to route and promote the attached files as a unit. You can access change sets through the Site Manager node. If you assign an effective date to a change set, Web Publisher automatically sets all the files in the change set to that effective date. If you do not assign an effective date to the change set, Web Publisher uses the effective date on each file to determine when it should go live. If you check out or edit files in a change set, Web Publisher demotes the change set to WIP. When you delete a change set, Web Publisher deletes only the change set and not the files within the change set. Web Publisher automatically deletes a change set at the end of a workflow. Web Publisher User Guide 167

168 Using Change Sets to Bundle Files for Common Processing If you add files to or remove files from a change set that is in the Staging state or beyond, Web Publisher demotes the change set to WIP. The same happens if you edit or check out files in the change set. The maximum number of files that you can add to a change set is 500. You cannot add files to or remove files from a completed change set. Replicas can be added to change sets only as supporting files. Accessing change sets To access a change set: 1. Select the Classic view. 2. Navigate to Site Manager\Change Sets. 3. To open a change set, click the change set s name. Creating a new change set To create a change set: 1. Select the Classic view. 2. Navigate to Site Manager\Change Sets. 3. Click New Change Set. 4. In the Name field, type the name of the new change set. 5. Enter other properties as desired. Properties might include the following: Description The explanation of the change set that appears in a task recipient s Inbox. Promotion Type Selects whether to include a file s related files in the change set. Effective Selects whether the change set is published upon approval. Priority 6. Click OK. You can label a change set as a higher or lower priority, as a message to the task recipients. 168 Web Publisher User Guide

169 Using Change Sets to Bundle Files for Common Processing The change set is created and displayed in your list of change sets. 7. To add files to the change set, see Adding files to a change set, page 169. Adding les to a change set There are several ways in which you can add a file to a change set. This topic includes several procedures. The maximum number of files you can add to a change set is 500. Replicas can be added only as supporting files. To add les to a change set by rst selecting the change set: 1. Select the Classic view. 2. Navigate to Site Manager\Change Sets. 3. Click the change set to open it. 4. Click Add. 5. Navigate to the files you want to add. 6. Select the checkbox for each file you want to add and click Select. 7. Click Finish. To add les to a change set by rst selecting the les: 1. In the Classic view, navigate to the file or files that you want to add to a change set. 2. Select the checkbox for each file that you want to add to the change set. 3. Select Tools>Change Sets>Add Files to Change Set. 4. Select whether to add the files as the files to be worked on (Main File) or as supporting files. 5. Select whether to add the files to an existing change set or a new change set. If you select new change set, type a name for the change set. 6. Click OK. Restarting a change set To restart a change set: 1. Select the Classic view. Web Publisher User Guide 169

170 Using Change Sets to Bundle Files for Common Processing 2. Navigate to Site Manager\Change Sets. 3. Select the checkbox for the change set you want to restart. Note: If the change set you want to restart has already been promoted to the Approved state, then you must first open the change set in order to restart it. You cannot restart it from the list of change sets. To open the change set, click the change set s name. 4. Click Restart Change Set. Deleting a change set When you delete a change set, Web Publisher deletes only the change set and not the files within the change set. To delete a change set: 1. Navigate to Site Manager\Change Sets. 2. Select one or more change sets. 3. Select Tools>Change Sets>Delete. 4. Click OK. 5. Do one of the following: If you are deleting one change set, click Finish. If you are deleting several change sets, click Next for each. For the last file, click Finish. (Note that you can also click Finish before you get to the last change set. Doing so applies any settings you specified to all remaining change sets. If a confirmation prompt appears, click Continue.) 170 Web Publisher User Guide

171 Chapter 18 Moving Content through its Lifecycle A lifecycle defines the different stages a file goes through as it is created, edited, approved, and, eventually, retired. This section describes the following: Lifecycles overview, page 171 Promotion overview, page 172 Promoting an item, page 173 Demoting an item, page 174 Assigning a lifecycle, page 174 Power promoting an item to the Approved state, page 175 Expiring an item, page 175 Lifecycles overview A lifecycle defines the different stages a file goes through as it is created, edited, approved, and, eventually, retired. For example, an employee might create a new human resources form, another employee might review it and return it for revision, and a third employee might give the approval necessary to make the file available to all employees. The lifecycle defines which stage the file is in at each point in the process. An item advances to its next lifecycle state either by Web Publisher automatically advancing the item or by a user manually advancing the item. The lifecycle determines what conditions must be met for Web Publisher to automatically advance the item. An item can also be demoted to a previous lifecycle state. Whatever stage an item has achieved is said to be that item s lifecycle state. A basic Web Publisher lifecycle has the following states: Start Web Publisher User Guide 171

172 Moving Content through its Lifecycle When content is newly created or newly versioned, Web Publisher places it in the Start state, for initialization purposes, and then immediately promotes it to the WIP state. WIP (Work In Progress) WIP is used for content in draft or review. Staging When content is complete and ready for testing, a user or workflow promotes it to the Staging state. By default, Web Publisher does not allow you to change an item if the item s lifecycle state is Staging or beyond. For example, you cannot edit the item s content, change its location or change its properties. However, administrators can set a system-level option that allows users with certain permission levels to override this. Approved When content is approved for the live website, a user or workflow promotes it to the Approved state. The content is ready for publication to the web. Active When an Approved content file reaches its publication date (i.e., effective date), the content is published to the web. Administrators design lifecycles. In a lifecycle, the first state is called the base state. The lifecycle moves through each state in single step increments called step states, either forward or backward to complete the cycle. The last state is called the terminal state. The claim form could have states called Draft, Reviewed, Approved, In Use, Revised, Reapproved, and Retired. You would move the file through the states as its status changed over time. Web Publisher lets you manually promote an item to its next lifecycle state. If you promote a change set, the files in the change set also advance to that state. If some files are already at that state or later, their states don t change. If synchronous publishing is enabled, promoting triggers a publish operation to the appropriate internal or external website. Power promoting advances an item directly to the Approved state. If you power promote a change set, the files within are promoted to Approved. When a file is power promoted to Approved, it is then immediately promoted to Active if it s effective date is blank and publishing is synchronous. Promotion overview Promoting advances an item to the next stage in its lifecycle. For example, if you promote a file that is in the WIP state, it is advanced to the Staging state. 172 Web Publisher User Guide

173 Moving Content through its Lifecycle You can promote items manually, or Web Publisher can promote them automatically. The item s lifecycle determines the conditions that must be met for Web Publisher to automatically promote the item. When you promote an item, Web Publisher checks whether the item is linked to other items that are candidates for promotion. If so, Web Publisher prompts you whether to promote those items as well. Candidate items must satisfy the following conditions: They must be in the same lifecycle state as the original item, or in a lower lifecycle state. For example, if you promote a WIP item, Web Publisher checks for linked WIP items. If you promote a Staging item, Web Publisher checks for linked WIP and Staging items. They must not be in a change set. They must be either automatically linked items (for example, added through Web Publisher Editor), or they must be manually linked items where the link type is defined as one that automatically includes links. Promoting an item Promoting an item advances it to its next lifecycle state. When you promote an item, Web Publisher checks whether the item is linked to other items that are candidates for promotion. Depending on your WDK-based application, you are either prompted to promote those items as well or the items are automatically promoted if there is a relation type specified to do so. If you are the items owner or a superuser, you need only Write permission on the item to promote it. If you are not the items owner or a superuser, you must have Write permission plus Change State permission in order to promote the item. To promote an item to the next lifecycle state: 1. Navigate to the items. 2. Do one of the following, depending on the options available: Click More>Document>Promote. Select the item s checkbox. (To promote several items at once, select each item s checkbox). Select Tools>Lifecycle>Promote. If your WDK-based application supports controlled documents, the controlled document must be the latest version in its branch to be promoted. Web Publisher User Guide 173

174 Moving Content through its Lifecycle Demoting an item Demoting returns an item to its previous lifecycle state. To demote an item, you must have the Change State permission on the item. To demote an item: 1. Navigate to the item. 2. Do one of the following, depending on the options available: Click More>Document>Demote. Select the file s checkbox and select Tools>Lifecycle>Demote. 3. Click Demote. Assigning a lifecycle If your WDK-based application supports manual assignment, you can manually assign a lifecycle if you have administrator or developer permission levels. You might want to manually assign a lifecycle to support new or different states. For example, let us say you have a lifecycle with four states: Start, WIP, Staging, and Approved. And let us say a user checks in a press release using that lifecycle. However, this particular press release must be reviewed by upper management before it is sent to staging, so a different lifecycle must be applied to the press release. An administrator could apply a different lifecycle. To assign a lifecycle to an object, you must have at least Write permission on the object. If you are attaching the item to a lifecycle or replacing a lifecycle, you must have at least Relate permission on the lifecycle. When you assign a lifecycle to a file, you can also select an alias set to associate with the file and the lifecycle. The alias set can identify the particular individuals who review, promote, or, depending on your WDK-based application, demote the file. Alias sets can also specify permission sets and repository locations. Consult your repository administrator for specific information on the alias sets available in your installation. When setting a lifecycle for a template, keep in mind that the lifecycle is assigned to all future files created from the template. The new lifecycle does not affect files that have already been created. To assign a lifecycle: 1. Navigate to the file. 2. Do one of the following, depending on the options available: 174 Web Publisher User Guide

175 Moving Content through its Lifecycle Click More>Document>Apply Lifecycle. Select the file s checkbox. (To assign a lifecycle to several files at once, select each file s checkbox). Select Tools>Lifecycle>Apply. 3. Select a lifecycle. 4. Click OK. Power promoting an item to the Approved state Power promoting advances an item directly to the Approved state. To power promote an item: 1. Navigate to the item. 2. Do one of the following: Click More>Document>Power Promote. Select the checkboxes for one or more items. Select Tools>Lifecycle>Power Promote. Expiring an item Expiring an item removes it from a website prior to its expiration date and notifies the file s author of the expiration. The expired item remains in the repository. Note: When a WIP document is expired, it is not immediately removed from the WIP site. It is removed from the WIP site the next time the publishing job runs. To expire items: 1. Navigate to the item you want to expire. 2. Do one of the following: Click More>Document>Lifecycle>Expire now. Select the checkboxes for one or more items. Select Tools>Lifecycle>Expire now. Web Publisher User Guide 175

176 Moving Content through its Lifecycle 176 Web Publisher User Guide

177 Managing Work ow Templates Chapter 19 This chapter describes the following: Sequence for creating a new workflow template for Web Publisher, page 177 Making a workflow template available, page 178 Associating a workflow template, page 178 Removing a workflow template from Web Publisher, page 180 Removing a workflow template from your system, page 180 Sequence for creating a new work ow template for Web Publisher This procedure describes how to create a new workflow template object and open the new object in Workflow Manager. To create a new work ow template, use the following sequence of procedures: 1. In Web Publisher, do one of the following: Click New Workflow Template. Select File>New>Workflow Template. Workflow Manager opens. 2. In Workflow Manager, design the new workflow. For instructions on using Workflow Manager, see Workflow Managers online help or the Workflow Manager User Guide. For information on how to design a workflow template for Web Publisher, see the Web Publisher Administrator Guide. 3. Once you have designed the workflow template, use Workflow Manager s Save or Save As command to save the workflow template into the following location or into a subfolder of the following location: Cabinets/System/Applications/Web Publisher Web Publisher User Guide 177

178 Managing Work ow Templates 4. To make the workflow template available to Web Publisher users, see Making a workflow template available, page 178. Making a work ow template available Once a workflow template has been created and saved into Cabinets/System/ Applications/Web Publisher or a subfolder, it appears in the Administration/Web Publisher Admin/Workflow Templates list, but it is not yet available to Web Publisher users. This procedure describes how to make the workflow template available to Web Publisher users. To make a work ow template available: 1. Log in to Web Publisher as administrator. 2. Select the Classic view. 3. Navigate to Administration/Web Publisher Admin. 4. In the Quick Links portlet, click Workflow Management. 5. In the Added Templates list, select a workflow template that has its State set to Installed. 6. Select Tools>Templates>Make available. The workflow template is made available to Web Publisher users. Associating a work ow template You may associate default workflows with locales. If a locale has a default workflow, when users request a translation for that locale, Web Publisher defaults the workflow selection to the default workflow associated with the locale. You may also associate default workflows to a content template. When a derived content object is sent on a workflow, Web Publisher defaults the workflow selection to the default workflow associated with the content template. To associate a mandatory default work ow with locales: 1. Select the Classic view. 2. Navigate to Administration/Web Publisher Admin/Globalization. 3. Check a locale. 4. Select View>Properties>Info. 178 Web Publisher User Guide

179 Managing Work ow Templates 5. Click Edit from the Default Translation Workflow option. 6. Check a default translation workflow. 7. Click OK. 8. Click the Set as Default checkbox. 9. Click OK. To use a work ow with your locale: 1. Select the Classic view. 2. Select the checkbox for the file you want to translate. 3. Select View>Translations. 4. Check the locale you want to use to translate your content into a specific language. 5. Select Document>Translations>Request Translation. The Request Translation page opens displaying the default workflow template associated with your selected locale. 6. Type a name for the workflow in the Workflow Name field. 7. Click OK. To associate a work ow with content templates: 1. Select the Classic view. 2. Navigate to Site Manager/Templates. 3. Check a template. The template must be unavailable in order to associate a workflow. 4. Select View>Associations>Workflow. 5. Check a default workflow from the dropdown list. 6. Click Apply and Close. To use a work ow with content templates: 1. Select the Classic view. 2. Create new content by choosing File>New>Document. 3. Select View>Translations. 4. Check the locale you want to translate your content into a specific language. 5. Select Document>Translations>Request Translation. The Request Translation page opens displaying the default workflow template associated with your selected locale. Web Publisher User Guide 179

180 Managing Work ow Templates 6. Type a name for the workflow in the Workflow Name field. 7. Click OK. Note: Locale objects and content template objects are not replicated. Removing a work ow template from Web Publisher You can remove a workflow template from Web Publisher so that it is no longer available to Web Publisher users. Note: To remove a workflow template you do not need to stop the workflows associated with the template. Removed workflow templates are not deleted from the repository. They remain in the System cabinet/application folder/web Publisher subfolder. Removed workflow templates can be added back later. All Web Publisher workflow templates must be installed to a subfolder of the Web Publisher folder in order to be added or removed from the Web Publisher workflow template list. To remove a Web Publisher work ow template from the work ow list: 1. Select the Classic view. 2. Navigate to Administration/Web Publisher Admin/Workflow Templates. 3. Check an unavailable Web Publisher workflow template to remove. 4. Select Tools>Templates>Make Unavailable. The Web Publisher workflow template is removed from the workflow template list. Removing a work ow template from your system You can remove a workflow template from your system so that it is no longer available to Web Publisher users. To remove Web Publisher workflow templates from your system you must first stop all workflows associated with that Web Publisher workflow template. You can stop a workflow, or a group of workflows by first running a report and then choosing which workflows to stop. 180 Web Publisher User Guide

181 Managing Work ow Templates When you stop a workflow, the workflow status changes to Terminated. Unlike a paused workflow, a stopped workflow cannot be restarted. To run a work ow report: 1. Select the Classic view. 2. Navigate to Administration/Web Publisher Admin/Reports. The Reports page opens. 3. Select workflow report from the dropdown list. 4. Select the workflow template associated with the workflows you want to stop. 5. Select All Users. 6. Click OK. A list of workflows associated with your selected workflow template displays. To stop a work ow: 1. On the Workflow Report page, check all the workflows you want to stop. 2. Select Tools>Workflow>Stop. The Abort Workflow page opens. 3. Ensure that the Aborted workflow will be deleted checkbox is checked. This box ensures that all stopped workflows are automatically deleted from the system. If you uncheck this box stopped workflows will be present in the system but unavailable for use. You will need to remove workflows from your system by accessing the System cabinet/application folder/web Publisher folder. 4. Click OK. The workflows are stopped and removed from the workflow list on the Workflow Report page. To remove a work ow template from your system using Work ow Manager: 1. In Workflow Manager, select File>Uninstall. If any users are running workflows based on this template, you will receive a warning message telling you that there are active workflow instances. You should return to the above procedure and stop all your workflows. Caution: Do not let Workflow Manager stop your workflows for you because Workflow Manager does not correctly stop Web Publisher workflows. 2. To uninstall all activities, click Yes. 3. To leave all activities installed and uninstall only the running workflow, click No. Web Publisher User Guide 181

182 Managing Work ow Templates To remove workflow templates using Business Process Manager use the instructions in Business Process Manager Administration Guide 182 Web Publisher User Guide

183 Creating and Managing Websites Chapter 20 This section describes the basic procedures in creating a website. For complete information on creating websites, refer to the Web Publisher Administration Guide. This section describes the following: Overview of creating a new website, page 183 Sequence for creating a new website, page 188 Creating a new web cabinet, page 189 Accessing site management, page 191 Assigning assets to a protected site, page 191 Enabling In-Context Editing for a site, page 192 Manually publishing, page 193 Archiving a site, page 193 Overview of creating a new website This overview includes the following topics: Publishing websites, page 184 Effective and expiration dates, page 185 Jobs, page 186 Synchronous and asynchronous publishing, page 187 Auto-publishing for WIP documents, page 187 Site protection, page 187 Web Publisher User Guide 183

184 Creating and Managing Websites Publishing websites Web Publisher uses Site Caching Services (SCS) to publish websites. SCS publishes websites from repositories to specified locations on web servers. SCS selects which content to publish and to what location according to the parameters in a publishing configuration. You create publishing configurations in Documentum Administrator. Web Publisher publishes each website in three stages: the WIP (Work In Progress), Staging, and Active stages. A recommended best practice for a web cabinet is to have three separate publishing configurations one for each stage. Each publishing configuration publishes to a separate target location. The WIP and Staging sites are for internal testing; the Active site is the live website or the site that is pushed to your live web farms. Users would access the WIP and Staging sites through the Web Publisher preview command or a URL. If you create the same website in multiple file formats or languages, you use the publishing configuration to determine what format or language is published to a given web server. For example, suppose product.htm has three renditions: product.htm, product.xml, and product.wml. Suppose you have two publishing configurations for the site: one that publishes HTML, GIF, and CSS files, and another that publishes WML files. (Product.xml is used for development and is not published.) You can write one publishing configuration to publish product.htm and another to publish product.wml. When you create a publishing configuration, SCS automatically creates a publishing job. The publishing job runs regularly to initiate the publishing operation. You can use Documentum Administrator or the IAPI to modify the job s interval or run the job manually. In addition to the publishing jobs, Web Publisher offers a user command to initiate the SCS publish operation and offers automatic publishing upon a file s advancement to a new lifecycle state. The SCS publish operation can be initiated when any of the following occur: When the publishing job s regular interval occurs. When a user previews content in the WIP or Staging states to see how it will appear on the web. Web Publisher initiates the publishing operation if the content has been modified since the last publishing job ran. When a user manually publishes content through the Publish command. When content is manually or automatically promoted to the Staging or Active state. Promotion initiates the publishing operation only if the website is configured to use synchronous publishing. Manual promotion occurs when a user either promotes content to the next lifecycle state or power promotes content to the Approved lifecycle state. Automatic promotion occurs when Web Publisher promotes content through an automatic workflow task or through the arrival of the content s effective date. If a web page reaches the Approved state after the effective date is met, the page is published the next time the site is updated. 184 Web Publisher User Guide

185 Creating and Managing Websites Web Publisher removes web pages from websites when the pages meet their expiration dates. Whatever SCS publishes must be ready to be delivered to a website. You can use XSLT to create web-ready XML documents (for display in XML-capable browsers such as Internet Explorer), or send documents to transformation engines in application servers such as BEA WebLogic. Another option is to use XSLT or another rendering device to convert the XML chunks to static HTML pages before they are pushed out with SCS. You can set up the correct links to external files (such as graphics) by exporting the XML files first and patching the links to mirror the repository path. Effective and expiration dates The effective date is the day a file is to be published to the live website. The expiration date is the day the file is removed from the website. Content is published when both of the following have occurred: the content reaches the Approved lifecycle state and the content reaches its effective date. When both occur, the Monitor_Lifecycles job sets the content to Active, and Web Publisher publishes the content to the Active site. The Active site is either the live website or the site that is pushed out to your live web farms. When an Active file meets its expiration date, the Monitor_Lifecycles job sets the file to Expired. If a file is promoted to Approved after its effective date has passed, the file is promoted to Active immediately upon reaching Approved. If a file has no effective date, it is published according to your system configuration. Web Publisher either publishes immediately or waits for the next job that synchronizes the file in cache. When a file is part of a change set, the change set s effective date overrides the effective dates for the individual files. If a file is published to more than one website, you can set different effective dates for the file for each site. The file is published to each site on the effective date specified for that site. When a file with multiple effective dates is approved, Web Publisher publishes the file to each site as the effective dates are reached. The file remains in the Active state as long as it is live on at least one website. The file is expired only after it has expired on each website. Multiple effective dates can only be applied to files during the first round of publishing. Once a file is active on all sites, its effective dates cannot be updated. Subsequent versions of the file go live to all websites at the same time. In a file s properties, you can set (i.e., you can edit the values of) multiple effective date and expiration date values if the following are true: Web Publisher User Guide 185

186 Creating and Managing Websites The file is a web document. The Multisite Effectivity setting is enabled in system settings. Refer to Defining system settings, page 335. The file does not have any Active or Approved versions (i.e., the version label is not set to Active or Approved for any version of the file). The file is not in a change set or, if it is in a change set, the effective date property for the change set is empty. There are multiple, valid Site Caching Services configurations associated with the file. Jobs A job is a repository object that takes a method and runs it at intervals. When you create a publishing configuration, Site Caching Services (SCS) automatically creates a publishing job that runs at regular intervals to initiate the publish operation. Web Publisher also includes the following jobs, which administrators can modify through Documentum Administrator: Create_Dynamic_Content This job sets up transformation for an XML object with XSL and formats by running XDQL. This job is configured to run once a day. By default this job is set to active. The interval can be changed. This job does not invoke an SCS publish. Monitor_Lifecycles This job promotes files based on their effective dates and expiration dates. This job does the following: When content reaches the Approved lifecycle state and reaches its effective date, the Monitor_Lifecycles job automatically promotes the content to Active. This triggers SCS to publish the content to the Active web server. If the effective date is blank, the file is promoted to Active right away. When an Active file reaches its expiration date, the Monitor_Lifecycles job sets the file to Expired, which removes the file from the Active web server. If the expiration date is blank, the file will never expire. By default this job is set to active. The interval can be changed. WcmObjectBag This job uses the object bag feature. The object bag feature reduces the response time when creating a web page by building web pages ahead of time. When a user creates new content from a template, Web Publisher must create the content object, the properties, and the relationships in the repository, and promote the file to the WIP lifecycle state. To save processing time, the WcmObjectBag job creates a set number 186 Web Publisher User Guide

187 Creating and Managing Websites of new files per template ahead of time. The job normally runs after office hours. Web Publisher s system settings determine the number of items to prefabricate ahead of time. By default this job is set to inactive. The interval can be changed. Synchronous and asynchronous publishing Web Publisher uses synchronous publishing by default, but for each site you have the option of choosing asynchronous publishing. If you want to specify asynchronous publishing, you do so in the site s properties. Synchronous publishing pushes content to a web server whenever it is promoted to the Staging or Active states. For example, if a file is promoted from WIP to Staging, it is published to the Staging web server. When synchronous publishing is enabled, and when a file with a blank effective date is promoted to Approved, Web Publisher immediately promotes the file to Active. Upon promotion to Active, a file is immediately published, unless Web Publisher s system settings are set to delay promotion to active. Asynchronous publishing turns off the publish-on-promotion function when the associated publishing job is running at least every 15 minutes. Content is not published on promotion to Staging or Active when the job is running at that frequency or greater. Web Publisher overrides asynchronous publishing and pushes content manually if a user previews WIP content as a web page but the content has not been published since last being modified. Specify asynchronous if jobs are running frequently. This speeds up the performance of Web Publisher. Auto-publishing for WIP documents In order for Web Publisher to automatically publish WIP documents, an administrator must configure the WcmApplicationConfig.properties file. If you set this file s auto-publish setting to true, then Web Publisher can automatically and asynchronously publishes WIP documents after checkin, import, and adding a translation without edit. For more information on auto-publishing, refer to the Web Publisher Administration Guide. Site protection If you share repositories among different departments or organizations, you can control access to a site s files and other components by assigning a permission set to the site. Web Publisher User Guide 187

188 Creating and Managing Websites All files assigned to the site inherit the permission set. For more information, refer to Assigning assets to a protected site, page 191 and refer to the Web Publisher Administration Guide. Sequence for creating a new website The following sequence lists the procedures you must perform in order to create a new website. The sequence includes the steps required if you are setting up a protected site. The steps for protected sites are labeled as such. To create a new web site, use the following sequence of procedures: 1. If you are creating a protected site, do the following: Enable site protection in Web Publisher s system settings. Refer to Defining system settings, page 335. Create the user groups that have access to the site. Refer to Chapter 32, Managing Users, Groups, and Roles. Create the permission set that governs access to the site. You do not use Documentum Application Builder to create the ACLs, as they have absolute values and are not Permission Set Templates. Refer to Chapter 31, Managing Permission Sets. If desired, create other components as needed, such as workflows and alias sets. You create most components using Documentum Administrator. IMPORTANT: When you create the protected site (as described in the next bullet item), you must assign the permission set. Once a site is created, you cannot assign a permission set unless you do so through the IAPI or IDQL utilities. 2. Create the site and set the site s properties. Refer to Creating a new web cabinet, page 189. Properties you might set include (but are not necessarily limited to) the following: Specifying the site s home page Enabling In-Context Editing for the site Enabling asynchronized publishing 3. Create templates for the website and save or import the templates into the appropriate categories in the Site Manager node. For information on creating and storing templates, refer to the Web Publisher Administration Guide. 4. If you are creating a protected site, assign the assets to the site. 188 Web Publisher User Guide

189 Creating and Managing Websites Refer to Assigning assets to a protected site, page Create the website s folder structure. Refer to Creating a new folder, page Using Documentum Administrator, create publishing configurations for the WIP, Staging and Active states for the website. The publishing configurations control what content is published. 7. If you enabled In-Context Editing for the site when creating the site, then an administrator must define In-Context Editing for the site. See the Web Publisher Administration Guide. Note that you can enable In-Context Editing after creating a site using the procedure, Enabling In-Context Editing for a site, page If the website is to be published in multiple translations, set up the necessary components. Refer to Setting up a multi-language site, page 228. Creating a new web cabinet When creating a web cabinet, keep in mind the following: Web cabinets must have web-safe names. Refer to What are the naming conventions used on the web?, page 23. If a web cabinet is to be a protected site, you must assign the permission set when creating the web cabinet. Once the cabinet is created, you cannot assign a permission set unless you do so through the IAPI or IDQL utilities. To create a web cabinet: 1. Click the Web Cabinets node. 2. Do one of the following, depending on the options available: Click New Web Cabinet. If the menu bar is available: select File>New>Web Cabinet. 3. In the Create tab, enter the following: Name: The name of the new cabinet. Type: The type of cabinet. Enter additional information as desired. 4. In the Info tab, enter information as desired. If the Edit link appears next to a property, you set the property s values by clicking Edit and entering values in the resulting Web Publisher page. You enter values by either typing them in an Enter new value box or selecting them from a Select from Web Publisher User Guide 189

190 Creating and Managing Websites list box, and by then clicking Add. You can move a value up or down in the resulting list by selecting it and clicking Move Up or Move Down. You can remove a value by selecting it and clicking Remove. When you are done adding values, click OK. Depending on your WDK application and your organization s setup, the See CIS Values might appear. If so, select the suggested property values that you want to accept and then click OK. Note that suggested values cannot include the ~ character or the character. 5. In the Publishing tab, set the following: Site Entry Page: Enter the website s home page. If you enable in-context editing, you must fill in this field, unless the default page is set in the HTTP server and the Site Caching Services HTTP Prefix is set. Asynchronous Publishing: Select this if you want to disable Web Publisher s publish-on-promotion function. Enable In-Context Editing: Select this if you want to give users access to content in this cabinet by navigating the websites created from this cabinet. 6. In the Permissions tab (if available), set permissions as desired. To set permissions, select a permission set and click Select. In the selection page, select the permission set. For instructions on using the selection page, refer to Using a selection page to locate and select an item, page 39. To add users or groups, click and then do the following: a. To select from all users or groups, click All. To select only from recently used users and groups, click Recently Used. b. Check the checkboxes adjacent the users or groups you want to add and click Add. Note that to remove an item from the list of selected items, select the item s checkbox and click Remove. c. Click OK. d. In the Permission dropdown list, select the access level for each user and group selected. e. In the Extended Permissions area, check the checkboxes of any extended permissions you want to add. f. Click OK. 7. Click Finish. 190 Web Publisher User Guide

191 Creating and Managing Websites Accessing site management You manage a website through the View>Web Cabinet Overview menu item and the Site Manager node. The Web Cabinet Overview displays the following portlets: Publishing configurations This portlet lets you view information about the site s publishing configurations. Protected assets This portlet lets you enable site protection for the site and to select the site s permission set. Editions This portlet gives access to the website s archived editions. In-Context Editing This portlet lets you enable In-Context Editing for the site. To open the web cabinet s overview Information: 1. Select the Classic view. 2. Click Web Cabinets. 3. In the right pane, select the checkbox for the website. 4. Select View>Web Cabinet Overview. To open the Site Manager node: 1. Select the Classic view. 2. Click Site Manager. Assigning assets to a protected site All objects assigned to the Web cabinet inherit the Web cabinet s ACL and are displayed or hidden on a website according to the ACL. If the Web cabinet does not have a customized default ACL then the Web Publisher default ACL is applied. If you share repositories among different departments or organizations, you can control access to a cabinet s files and other components by assigning a permission set to the cabinet. All files assigned to the cabinet inherit the permission set. You can protect assets that exist outside the cabinet such as workflows, lifecycles, and templates by assigning the assets to the cabinet. Assets assigned to a protected cabinet are no longer made available to other cabinets. If you use cabinet protection, Web Publisher allows Web Publisher User Guide 191

192 Creating and Managing Websites copy, move, and link operations between protected cabinets only if both cabinets have the same permission set. Before assigning objects to a protected site: 1. Ensure that site protection is enabled in your system settings. To do so, do the following: a. In Classic view, navigate to Administration/Web Publisher Admin/Settings. b. Select the General tab. c. Select the option to turn on cabinet protection. d. Click Apply. 2. Set the desired permissions for the cabinet. Refer to Editing permissions in the Permissions tab, page 350. To assign objects to a protected site: 1. In the right-hand pane, select the web cabinet s checkbox and select View>Properties>Protected Assets. 2. Add the objects (assets) you want to assign to the web cabinet. You can add lifecycles, workflows, categories, supporting files, and content templates. All selected assets share the same permission set as the web cabinet. a. Click on the asset icon for the asset you want to add. b. Select the assets and click OK. 3. Click OK. To change protected site permissions: 1. Check a Web cabinet in the right-hand frame and select View>Web Cabinet Overview. 2. In the Protected Asset Listing portlet click Edit. This portlet enables you to change the ACL on the Web cabinet. The Edit button will only be available to you if you have the proper permissions. 3. Click OK. Enabling In-Context Editing for a site You enable In-Context Editing (ICE) on a per site basis. You enable ICE for a website through the site s properties page. In addition to enabling ICE in site properties, you must define how ICE works, as described in the Web Publisher Administration Guide. 192 Web Publisher User Guide

193 Creating and Managing Websites To enable In-Context Editing for a website: 1. Select the Classic view. 2. Click Web Cabinets. 3. In the right pane, select the checkbox of the website. 4. Select View>Web Cabinet Overview. 5. In the In-Context Editing portlet, click On. Manually publishing You can publish a file, a folder or an entire cabinet. To publish: 1. Select the Classic view. 2. Navigate to the cabinet, folder or file that you want to publish. 3. Check the checkboxes for the cabinet, folder or file you want to publish. 4. Select Tools>Publish. 5. Select the statuses for which you want to publish. (This also selects the target server to which to publish.) 6. If you are publishing an entire website and if you want Web Publisher to rebuild the folder structure on the web server, check Rebuild directory structure. 7. Click OK. Archiving a site This section explains how to create a snapshot of a website. This section describes the following: Editions overview, page 194 Creating an edition, page 194 Specifying a default publishing configuration for exporting editions, page 194 Exporting an edition, page 195 Web Publisher User Guide 193

194 Creating and Managing Websites Editions overview You can create a snapshot of a website at any time in the site s existence, without affecting the site. The snapshot is called an edition. The edition is stamped with the date and time and captures everything needed to replicate the site. Editions are stored as hidden cabinets in the repository. Once you create an edition, you can export it to a computer and then browse the edition by opening its home page. When you export an edition, it retains all its file and folder structures. To export an edition you must first create a publishing configuration and specify that configuration in the System Configuration object. Creating an edition When you create an edition, you create a duplicate copy of an entire website at the time you create the edition. The edition is time-stamped and includes everything necessary to replicate the site. The edition is stored as a hidden cabinet in the repository. To create an edition: 1. Select the Classic view. 2. Click the Web Cabinets node. 3. Select a web cabinet by clicking its checkbox. 4. Select View>Web Cabinet Overview 5. In the Editions portlet, click 6. Type a name for the new edition. Enter a language. Type a description of the edition. 7. Click OK. 8. Web Publisher begins creating the edition. This might take some time. To check the status of the edition click the Task Status button. Specifying a default publishing con guration for exporting editions To specify a default publishing con guration for exporting editions: 1. Log in to Documentum Administrator as an administrator for the repository in which you want to set the default edition. 194 Web Publisher User Guide

195 Creating and Managing Websites 2. Create a publishing configuration. Set the Version to publish to "ANY VERSION". Note: The publishing configuration does not need to be active in order for you to use it as the default configuration for publishing editions. 3. Log into Web Publisher as an administrator. 4. In the left pane of the Classic view, navigate to Administration/Web Publisher Admin/Settings. 5. In the Edition Cache dropdown list, select the publishing configuration that you created in the previous steps. Note that the list displays only those publishing configurations that have their versions set to ANY VERSION. 6. Click Apply. Exporting an edition Exporting an edition outside the repository lets you browse the edition as you would a website. When you export an edition, it retains all the file and folder structures it contained on the Active website. Before exporting an edition, you must specify a default publishing configuration for editions. Refer to Specifying a default publishing configuration for exporting editions, page 194. To export an edition: 1. Select the Classic view. 2. Click the Web Cabinets node. 3. Select a web cabinet by clicking its checkbox. 4. Select View>Web Cabinet Overview 5. In the Editions portlet, select the edition you want to export. 6. Click. 7. Enter the following information: Host name Enter the name of the computer to which to export. Host directory Type the full path to the folder to which to export. HTTP virtual directory Type the URL prefix for accessing the computer on which you are storing the edition. 8. Click Export. Web Publisher User Guide 195

196 Creating and Managing Websites The edition is exported. You can browse the edition by opening its home page. 196 Web Publisher User Guide

197 Managing Content Templates Chapter 21 This section describes the following: Templates overview, page 197 Sequence for adding templates, page 199 Making associations, page 199 Validating Web Publisher Editor templates, page 202 Determining availability, page 202 Viewing where a template or supporting file is used, page 203 Updating the presentation of a web page, page 203 Updating the structure of XML files, page 204 For information on creating Web Publisher Editor and third-party templates, refer to the Web Publisher Administration Guide. Templates overview Templates and their supporting files are stored in the Site Manager node, which you access via the Classic view. Web Publisher uses the following types of templates and support files depending on the template authoring tool: Web Publisher Editor templates These create XML- and HTML-based content files that authors edit through Web Publisher Editor. In Site Manager, these are stored in the Templates node. ewebeditpro XML templates These create XML-based content files that authors edit through Ektron s ewebeditpro authoring tool. In Site Manager, these are stored in the Templates node usually in an ewebeditpro specific folder. Web Publisher User Guide 197

198 Managing Content Templates Users can select a template created by the ewebeditpro XML editor while importing. The imported content inherits the schema and presentation-file associations and treats the content as an ewebeditpro XML file. The system does not do any validation to ensure that the imported content can be edited via ewebeditpro using the schema and presentation files of the chosen template. External application templates These create content files that are edited through third-party applications (also referred to as external editing applications). In Site Manager, these are stored in the Templates node. Presentation files There are two types of presentation files, external and internal. External presentation files are created automatically by Web Publisher when an administrator creates any template, and are used to render content files into a publishable web page. These presentation files are either XSL stylesheets or HTML wrappers, and you can modify these presentation files. Internal presentation files are created automatically by Web Publisher when an administrator creates an ewebeditpro XML template, and are used to open templates in ewebeditpro s authoring tool. You cannot modify these presentation files. In Site Manager, these are stored in the Presentations node. Previews These are graphical representations that identify templates to authors. These are stored in the Site Manager/Previews node. Rules files These determine which elements and attributes in a content file are edited. They also determine the types of fields used to edit the elements and attributes. In Site Manager, these are stored in the Rules node. Instructions These determine how the structure in an updated XML template is applied to existing XML content. Instruction files are stored in the Site Manager/Instructions node. Refer to the Web Publisher Administration Guide for details on instruction files. Foldermaps These determine the locations of the content files created from templates. A folder map determines the content files location based on the file s properties, which are inherited from the file s template. Folder maps are stored in the Site Manager/Configurations/Foldermaps node. For information on configuring folder mapping, refer to the Web Publisher Administration Guide. For web pages generated by merging XML content files and XSL stylesheets, Web Publisher lets you update either side of the XML/XSL equation: 198 Web Publisher User Guide

199 Managing Content Templates You can update the look and feel of web pages by modifying an XSL stylesheet and then reapplying the stylesheet to multiple XML content files at once, as explained in Updating the presentation of a web page, page 203. You can update the XML structure in existing XML files by modifying the template that created the files and then reapplying the template to multiple files at once. For example, you might need to add elements or attributes that were unknown when the XML structure was originally designed. Refer to Updating the structure of XML files, page 204. Sequence for adding templates To add a template to Web Publisher, use the following sequence of procedures: 1. Create a template either outside of Web Publisher or through ewebeditpro XML. 2. Import the template into the Site Manager node. 3. Associate the template with its supporting files and workflows, except for ewebeditpro XML templates. Associations are inherited by the files created from the templates. Refer to Associating supporting files or workflows, page 200. For ewebeditpro XML templates, the associations are automatic. 4. If the template is an XML file, validate the template. Refer to Validating Web Publisher Editor templates, page Make the template available. Refer to Determining availability, page 202. For more information on creating templates outside of Web Publisher, refer to the Web Publisher Administration Guide. Making associations This section describes the following: Viewing associations, page 200 Associating supporting files or workflows, page 200 Adding formats for associating editor presentation files, page 201 Web Publisher User Guide 199

200 Managing Content Templates Viewing associations To view associations for a template or le: 1. Navigate to the template or file in the repository. 2. Check the template or file s checkbox. 3. Select View>Associations. Associating supporting les or work ows This procedure describes how to associate templates with necessary workflows or supporting files. You can also associate content files with supporting files and other items, allowing you to modify associations on a file-by-file basis. Note: In order to associate items to a template, the template must be unavailable to Web Publisher authors. To make associations to a template or le: 1. Navigate to the template or file in the repository. 2. If you are making an association to a template and if the template is available, then you must first make the template unavailable. 3. Check the template or file s checkbox. 4. Select View>Associations and click the type of item you want to associate: Preview, Presentations, Rules or Workflow. If your template is an ewebeditpro XML template you will only be able to associate a preview or workflow. All supporting files (presentation and rules) are already associated with the ewebeditpro XML template. 5. If applicable, indicate the type of template. 6. Click Continue. A page opens prompting you to select the items to associate. 7. To associate a presentation file, click the Presentation tab and do the following: a. In the presentation file area, click the appropriate Add hyperlink. Web Publisher displays fields for selecting the presentation file. b. Select the presentation file and enter any other necessary information. To define the format extension for the transformed file, do so in the Transform into dropdown list. c. Click Continue. 200 Web Publisher User Guide

201 Managing Content Templates 8. To associate a rules file, click the Rules tab. a. In the rules file area, click Add. b. Select the rules file and enter any other necessary information. c. Click Continue. 9. To associate a preview, click the Preview tab and then select the preview. 10. To associate a workflow, click the Workflow tab and then select the workflow. Associating a workflow, indicates that all files based on this template will use that workflow. 11. To make this workflow the default mandatory workflow click Mandatory. Selecting this option makes this workflow the default workflow to use with this template if no other workflows are chosen. 12. Click Associate. Adding formats for associating editor presentation les You must properly configure Editor presentation files (for example, XSL stylesheets) to transform content into the types of files you use on your website. When associating an Editor presentation file with a template, you can select the rendition the stylesheet creates by selecting a format from the Transform into dropdown list. To add more options to the Transform into list, use this procedure. To add formats for associating Editor presentation les: 1. In Documentum Administrator, create the new format. 2. In Web Publisher, select the Classic view. 3. In the left pane, expand the Administration node. 4. Expand the Web Publisher Admin subdirectory. 5. Select Settings. 6. Click the File Formats tab. 7. In the following two fields, add the new formats. You must use a comma to separate formats in the list. Formats are case-sensitive: Web formats Format extensions 8. Click Apply. 9. To see the change, you must log off from Web Publisher and then log back in again. Web Publisher User Guide 201

202 Managing Content Templates Validating Web Publisher Editor templates If your templates are XML-based Web Publisher Editor template you can validate the templates to ensure that they comprise well-formed XML. Before you can validate a Web Publisher Editor template, you must associate it with a rules file. To validate a Web Publisher Editor template: 1. Select the Classic view. 2. Navigate to Site Manager\Templates. 3. Navigate to the template and check the template s checkbox. 4. Select Tools>Templates>Validate. Determining availability In order for authors to use the template, you must make it available. Upon import or creation, a template is unavailable. You can check out an available template and work on a new version while the older version remains available. To make a template or supporting le available: 1. Select the Classic view. 2. Navigate to Site Manager/Templates. 3. Check the template. 4. Select Tools>Templates>Make Available. To make associations to a template, the template must be unavailable to authors. To make a template or supporting le unavailable: 1. Select the Classic view. 2. Navigate to Site Manager/Templates. 3. Check the template. 4. Select Tools>Templates>Make Unavailable. 202 Web Publisher User Guide

203 Managing Content Templates Viewing where a template or supporting le is used This procedure describes how to find files created from or associated with a template, or to find the templates associated with files. To view where a template or supporting le is used: 1. Select the Classic view. 2. Select the Site Manager node. 3. Navigate to the template, presentation file or rules file and check its checkbox. 4. Select View>Where Used. Updating the presentation of a web page You can update the look and feel of web pages by modifying an XSL stylesheet and then reapplying the stylesheet to multiple XML content files at once. You do so by reapplying an updated presentation file to existing web pages. After reapplying the presentation file the content file is updated but the web page files are not updated until you publish out to the website. Web Publisher can apply the presentation file to all existing published versions of the web page, whether published internally or externally. The newly created renditions replace the existing renditions and keep the same version number. After reapplying the presentation file, the rendition of the content file is updated but web page files are not updated until you publish out to the website. To reapply a presentation le: 1. Select the Classic view. 2. Navigate to Site Manager\Presentations. 3. Select one of the following: To reapply an internal application presentation file, select Editor. To reapply an external application presentation file, select External. 4. Navigate to the presentation file. 5. Check the file s checkbox. 6. Do one of the following: Select Tools>Templates>Apply Presentation Web Publisher User Guide 203

204 Managing Content Templates Select View>Where Used 7. If you selected Apply Presentation, you can reapply the presentation file to any selected content files. a. Select the content file to which you want to reapply the presentation file, and click OK. The content files you selected are updated to use the new presentation file. If you want to select all content files, select the all files checkbox at the top of the page. 8. If you selected Where Used, you can reapply or update the presentation file to any selected content files. a. Select the content file you want to update and click Apply Presentation The files you selected are updated to use the new presentation file. Updating the structure of XML les You can modify the structure of an XML template and then apply the changes to existing files that were created from that template. You can apply the addition, removal and renaming of elements, attributes, and values. You can apply the changes to multiple files at once. For more information, refer to the Web Publisher Administration Guide. 204 Web Publisher User Guide

205 Chapter 22 Using the Rules Editor to Write Rules Files for Web Publisher Editor The Rules Editor lets you write rules files for Web Publisher Editor without having to write the XML yourself. This section describes the following: Rules Editor interface, page 205: Creating or editing a rules file, page 207 Creating or editing a rule, page 209 Making a block of rules repeatable, page 219 Previewing how a rules file displays content, page 220 Deleting a rule, page 221 Viewing a rule s xml (read-only), page 221 Validating a rules file, page 221 Viewing warning messages for a specific rule, page 222 Editing a content template using the Rules Editor, page 222 Validating a content template using the Rules Editor, page 222 This section explains how to use the Rules Editor, but does not give a detailed explanation of rules files. For such an explanation, refer to the Web Publisher Administration Guide. Rules Editor interface The Rules Editor lets you write rules files for Web Publisher Editor without having to write the XML. To use the Rules Editor, you must specify Web-Based in the Rules editor field in your Web Publisher preferences. To create or edit a rules file, you open an XML-based Web Publisher Editor template upon which to base the rules file. You use the template to select the elements and attributes to which you assign rules. The rules file can later be used with multiple templates, as long as the templates contain the elements and attributes you ve created rules for. Web Publisher User Guide 205

206 Using the Rules Editor to Write Rules Files for Web Publisher Editor When the Rules Editor opens the template, it checks that the template is comprised of well formed XML. If it s not, the Rules Editor displays the errors one-by-one for you to fix them. The Rules Editor lets you edit and validate the template s XML through the Text View tab. The Rules Editor forces creation of valid XML, valid DQL (Document Query Language), and valid repository paths. If you edit a rules file that contains invalid XML, the Rules Editor displays an error message and will not open the rules file. The Rules editor lets you preview how the rule displays the content through the Preview tab. You can view the rule s source code (read-only) in the Rule XML tab. To use the Rules Editor, you must specify Web-Based in the Rules editor field in your Web Publisher preferences. Note that if you want rules files to open in a text editor, you set the Rules editor preference to external. Figure Rules Editor The left pane of the Rules Editor displays the XML-based Web Publisher Editor template and these tabs: Tree View Shows the XML-based template s elements and attributes as nodes in a tree. An element is surrounded by <>. An attribute is followed by an equal sign. Elements and attributes that have an existing rule display as blue text. You assign a rule by selecting the element or attribute and then selecting a rule from the Rules menu. You define the rule s values in the Rule Editor tab. 206 Web Publisher User Guide

207 Using the Rules Editor to Write Rules Files for Web Publisher Editor If this icon appears, then a rule has an error: Text View Displays the XML-based template s elements and attributes as raw XML. You can edit and validate the template from this tab. You cannot create a new template file from this tab. The right pane displays the selected rule and these tabs: Rule Editor Displays fields for defining the rule. Preview Displays how the rule displays the content in Web Publisher Editor. Rule XML Gives a read-only view of the rule s source code. Creating or editing a rules le Opening a rules file through the Rules Editor checks out and locks the rules file and the corresponding Web Publisher Editor template. The Rules Editor is designed to display only one template for a specified rules file, even though a rules file can be re-used by many templates. If the selected rules file is linked to more than one template, Web Publisher asks you to select the template that will be displayed in the Rules Editor. The changes to the rules file are applied to all linked templates once the rules file is saved, but only the selected template is actually checked out. To create or edit a rules le for Web Publisher Editor: 1. If you are creating a new rules file, first import into the repository the XML-based Web Publisher Editor template upon which you will base the new rules file. When you create the rules file later in this procedure, the Rules Editor will check out and lock the template. 2. In the Classic view, navigate to Site Manager\Rules. 3. Do one of the following, depending on whether you are creating a new rules file or editing an existing one: Navigate to the folder location where you want create the rules file. Then select File>New>Rule. Navigate to the rules file and check the file s checkbox. Then select File>Edit. Web Publisher User Guide 207

208 Using the Rules Editor to Write Rules Files for Web Publisher Editor The Rules Editor opens and displays the template s elements and attributes. The rules file is locked and checked out for editing. The associated Web Publisher Editor template is also locked and checked out. 4. If you are creating a new rules file, do the following: a. Type a name for the new rule. b. In the Select template box, navigate to the XML-based Web Publisher Editor template that you want to associate with the rules file, and select the template. You can select those templates that are not associated with any other rules file. c. If you want Web Publisher to use this new rules file for all translations, select the use this rules file for all the translations checkbox. d. Click Create. The Rules Editor opens and displays the template s elements and attributes. The new rules file is locked and checked out for editing. The associated template is also locked and checked out. 5. If you are editing an existing rules file that is linked to more than one template, select the template to be displayed in the Rules Editor. The changes to the rules file are applied to all linked templates once the rules file is saved, but only the selected template is actually checked out. 6. To create a rule, see Creating or editing a rule, page To make one or more rules repeatable, see Making a block of rules repeatable, page To preview how the rules file displays content, see Previewing how a rules file displays content, page To delete a rule, see Deleting a rule, page To view or validate the XML source code, see the appropriate topic: Viewing a rule s xml (read-only), page 221 Validating a rules file, page 221 Viewing warning messages for a specific rule, page To modify the associated content template, see Editing a content template using the Rules Editor, page To save the file, do one of the following: Click Select File>Save The rules file is saved to the repository as a new version. If the associated template has been modified, then it is also saved to the repository as a new version when you save the rules file. 208 Web Publisher User Guide

209 Using the Rules Editor to Write Rules Files for Web Publisher Editor 13. To close the rules file and the Rules Editor, do one of the following: Click Select File>Close Creating or editing a rule To create or edit a rule: 1. Open a rules file in the Rules Editor. 2. Click the Tree View tab. The tab displays the elements and attributes of the associated, XML-based template. Elements and attributes that have an existing rule display as blue text. 3. Select an element or attribute. If the selected item has a rule assigned, the Rule Editor tab displays the rule s values. If no rule is assigned, the Rules Editor displays a No Rule Assigned To Node message. 4. If no rule is assigned, select a rule from the Rules>Add Rule menu. The Rule Editor tab displays the rule s fields. 5. In the Rule Editor tab, set the rule s criteria. For field descriptions, see the following: Fields in the Rules Editor: common fields, page 210 Fields in the Rules Editor: fields unique to the xselector rule, page 214 Fields in the Rules Editor: fields unique to queries, page To save the new file, do one of the following: Click Select File>Save The rules file is saved to the repository as a new version. If the associated template has been modified, then it also is saved to the repository as a new version when you save the rules file. 7. To close the rules file and the Rules Editor, do one of the following: Click Select File>Close Web Publisher User Guide 209

210 Using the Rules Editor to Write Rules Files for Web Publisher Editor Fields in the Rules Editor: common elds Not all fields listed here are available for a given rule. Changing the component type in the top portion of the Rule Editor clears entries in the lower portion. Table Fields common to all rules Field Select component type Label for component Completion instructions Read-only Required Component applies to all elements with this full XML path with this name Description The rule used for the element or attribute. The field s title. Provides instructions to authors. The instructions appear below a field s label and in a smaller font. They can be several lines long. If selected, the author can not enter information in this field. The field is grayed out. If selected, the author must enter information in this field. The field is marked with a red star. The author is not able to save until information is entered. For elements, select with this name to apply to all elements with this name. Select full XML path to apply only to those instances of the rule that are nested in the same way. For example, that have the same path. For attributes, select with this name to apply the rule to all instances of the particular element/attribute combination. Select full XML path to apply only to those instances of the element/attribute combination nested in the same way. For example, that have the same path. 210 Web Publisher User Guide

211 Using the Rules Editor to Write Rules Files for Web Publisher Editor Field Only elements with this attribute value Description This lets you specify that the rule applies to the selected node only if a specified attribute is populated with a specified value. The attribute must be within the node or a sibling to the node. For example, suppose the template contains the following: Field Default to date and Date format Number of lines Minimum selection rows Minimum preview rows Enable local fallback rules for links <title editable=y translation= > You can apply a rule to the translation attribute but specify that the rule applies only if the editable attribute is set to Y. Description Determines that if there is no data saved in the XML file, the component is populated with the date, using the date format specified. Determines the size of the text field for a content rule. The default is 10 lines. The number of lines displayed in a list control s selection list. The default is 5. The number of rows in a text preview area. The preview can be made to show either the contents of the file itself or an attribute of the selected file. The default is 5. If selected, fallback rules are enabled. Fallback rules define an alternate translation of a file that is published when a file is not available in the site s designated language. If fallback is not enabled, then authors see all the translations of a file, though they will not be able to tell the difference between the translations. All translations of a file have the same name. Web Publisher User Guide 211

212 Using the Rules Editor to Write Rules Files for Web Publisher Editor Field Content editor options Description Determines what formatting buttons appear. Check the options for the buttons you want to enable: Bold: Displays a button to make text bold. Italic: Displays a button to make text italic. Font size: Displays two font buttons, one to increase font size and one to decrease it. The base font size is 3. Each click of the increase or decrease button changes the font size by 1. Font color: Displays a color formatting button that brings up a color palette. Color is stored as a hexadecimal triplet (#FFFFFF). 48 colors are available. Ordered lists: Displays a button to format selected paragraphs as numbered items. Unordered lists: Displays a button to format selected paragraphs as bulleted items. Indentation: Displays two indent buttons, one to increase a paragraph s left indent and one to decrease its left indent. Alignment: Displays three alignment buttons. Authors can left justify, right justify, or center the selected text. Spell checking: Displays the spell checking button, which opens a spell checker to find and correct errors. Links: Displays a button that lets authors add hyperlinks. Symbols: Displays a button that lets authors add special symbols. The special symbols are stored in the XML file using UTF-8 encoding. Be sure if you add this functionality that you process the symbols correctly in your XSL file. Otherwise, if your authors have their browser set to view ISO encoding, they are not able to see the special symbols when previewing or see garbage. 212 Web Publisher User Guide

213 Using the Rules Editor to Write Rules Files for Web Publisher Editor Field Tree control List control Set choices from list Set choices from DQL Query Preview options File contents Repository property Output options File contents Folder path Store as relative path Description Displays a folder structure from which to select a file. If you select this option, type or select the following: Root locations: The top level folder or folders in the repository to display. File formats: The formats of the files to display. Specify as many as you want, separated by commas. Use the format names specified in Documentum Administrator. The editor defaults to the formats crtext and html. Displays a file list compiled from a query. Queries are described in Fields in the Rules Editor: fields unique to queries, page 215. Determines that authors select from a list of specific values. You type the values in the text box. Displays a list compiled from a query. Queries are described in Fields in the Rules Editor: fields unique to queries, page 215. File contents: Determines which attribute of the selected text fragment is displayed in the right-hand preview area, allowing authors to verify that they have selected the correct file. Specify any non-repeating property that is valid for the object type you are querying. The default is title. Repository property: Determines which repository property of the selected text fragment is displayed in the right-hand preview area. The default is to title. File contents: Determines what aspect of the selected file should be stored in the file s contents. Folder path: Determines what aspect of the selected file should be stored in the XML, minus the name of the cabinet. If omitted, the editor defaults to folderpath. If selected, the path to the file is stored in the web page as relative to the web page. Otherwise the absolute path is stored. Web Publisher User Guide 213

214 Using the Rules Editor to Write Rules Files for Web Publisher Editor Field Output_format Allow import Checkbox rules Checkbox label Value when checked Value when not checked Description This setting displays a different rendition of the graphic in the editor than is displayed on the web. If you use this option, all the files from which your authors select must have renditions in the designated format. When an author selects a graphic, the name stored for the graphic in the web page s XML file is different than the rendition the author selects. You can select one of the following formats: jpg_th: selects a thumbnail rendition jpg_lres: selects a low resolution rendition If you use a list control (this is not available for tree control), you can include an Import button. This lets authors import files from their local systems. If enabled, you must set the repository location where the imported file is stored. This location should be included in the query used to populate the list, or else the next time the author opens the file, the file will not show up in the list. If you select this option, enter the following: Checkbox label: The label for the checkbox itself. Displays to the right of the checkbox. If omitted, the editor displays nothing. Value when checked: The value stored in the XML if the checkbox is checked. Value when not checked: The value stored in the XML if the checkbox is not checked. Fields in the Rules Editor: elds unique to the xselector rule Table Fields unique to the xselector rule Field Filter browser title Graphic types Description Instructions to authors that appear in the File Selector dialog box. Displays a thumbnail of a selected graphic file. 214 Web Publisher User Guide

215 Using the Rules Editor to Write Rules Files for Web Publisher Editor Field Any type Number of rows Drop cabinet Default filter property Add a filter Remove Filter Description Lets authors select any type of file, such as text, graphic, audio or video. The default is text. The number of files displayed at a time in the File Selector dialog box. The default is 10. Removes the cabinet name from the file path of the file the author selects. The default value displayed when the filter dropdown list is displayed. Adds a query to the list of queries displayed in the first dropdown list in the File Selector dialog box. Type a filter name (for example, query name) and then click Add. Fields for defining the new query appear below. You can include variable input in a query. To remove an existing filter, select the existing filter in the dropdown list, and then click Remove. Fields in the Rules Editor: elds unique to queries The following fields are unique to rules that include queries. Queries use DQL (Document Query Language). Table Query elds Field Property field: Selection property or Enter property to select in DQL query Description In a rule, a DQL query selects one attribute to return. The selected attribute displays in the rule s list control. The Rules Editor s property field specifies the attribute. If omitted, the editor returns the object_name attribute by default. Web Publisher User Guide 215

216 Using the Rules Editor to Write Rules Files for Web Publisher Editor Field Predicate field: Enter DQL predicate or DQL predicate Description Determines if a list control is populated. Use the syntax for a partial DQL statement, which means you include everything that appears after the word from in a full DQL query. You can query any type of object, including registered tables. The following is an example DQL predicate: dm_document where folder('/ cabinet',descend) Test Query Label Description Automatically execute query Enable locale fallback rules You can include variable input if you are writing a query for an xselector rule. The xselector uses the following two variable inputs: {object.attribute} (where attribute is a repository attribute), which receives the variable value from the file being edited, and {user.entry}, which receives the variable value from a selection made by the author. If you use {user.entry}, then the Rules Editor displays the Criteria is list and Criteria is DQL Query options, which select how the author selects the value. Use this button to test your query. A valid query returns a success message. The label the author sees for the query. If no label is entered, the editor uses Filter as the default. In the xselector rule, this is the label that appears in the filter dropdown list. Instructions to the author. In the File Selector dialog box, this option executes queries automatically once the author makes selections. If this is not selected, the File Selector dialog box displays the Go button, and the author must click the button to execute the query. Enables fallback rules, which display an alternate translation of a file is content is not available in the site s designated language. 216 Web Publisher User Guide

217 Using the Rules Editor to Write Rules Files for Web Publisher Editor Field Criteria is list Criteria is DQL Query Description If you include {user.entry} in a query, this option appears. Select this option to give the author a list of specific values to select from to define the {user.entry} variable in the DQL predicate. If you select this option, the Rules Editor displays fields for typing the specific values you will offer authors. You type each value on its own line. If you include {user.entry} in a query, this option appears. Select this option to give authors a list of queries from which to select to define the {user.entry} value in the DQL predicate (for example, to select the value for the variable in the query chosen in the first dropdown list in the File Selector dialog box). This second query runs to provide the value for the first query. If you select this option, the Rules Editor displays a sample query you can use as a starting point to write your own query. You write a full query, not a partial query. For example: select name as criterion_value, description as criterion_name from dm_format where name in (select a_content_type from dm_document) You can specify two attributes in the beginning of the Select statement: criterion_value: You must include this. This defines the value in the {user.entry} variable in DQL predicate criterion_name: This is optional. This defines how the query is named for authors in the dropdown list in the File Selector dialog box. If you do not include this, the criterion_value is used to name the query. Web Publisher User Guide 217

218 Using the Rules Editor to Write Rules Files for Web Publisher Editor Specifying variable input in a query You can specify variable input in an xselector query. The value entered in the query is determined by either an attribute value from the file or by user input. You include one or both of the following in the predicate field: {object.attribute} where attribute is a repository attribute found in the file being edited. The file s value for this attribute is the value entered in the query. For example, if your DQL predicate reads dm_document where owner_name='{object.owner_name}' then the query would return a list of files with the same owner as the file being edited. {user.entry} This variable allows the author to determine the value entered in the query. The author selects from either a list of fixed values or from a list of DQL queries. The author makes the selection from a second dropdown list displayed in the File Selector dialog box. If you use {user.entry} and select to write DQL queries to determine the value in {user.entry}, then you write full DQL queries to determine the value. The full queries can use the following attributes at the beginning of the Select statement: criterion_value You must include this. This defines the value in the {user.entry} variable in DQL predicate criterion_name This is optional. This defines how the query is named for authors in the dropdown list in the File Selector dialog box. If you do not include this, the criterion_value is used to name the query. Example Use of variable input in an xselector query dm_document where owner_name='{object.owner_name}' and any r_version_label='active' and a_content_type='{user.entry}' order by object_name An author selects the above query in the first dropdown list in the File Selector dialog box. The query returns any dm_document that has the same owner as the file being edited and has an r_version_label of Active and has an a_content_type determined by the author. Before the query returns the dm_documents, it displays a second dropdown list where the author selects the a_content_type. The second dropdown list could provide a list of values that are written right into the rules file, but in this case, the second dropdown list provides a list of queries, including this query: select name as criterion_value, description as criterion_name 218 Web Publisher User Guide

219 Using the Rules Editor to Write Rules Files for Web Publisher Editor from dm_format where name in (select a_content_type from dm_document) If an author selects this option in the second dropdown list, the Rules Editor uses the value returned in criterion_value to populate the {user.entry} in the first query. For example, the query chosen in the first dropdown list. Making a block of rules repeatable You can make one or more fields repeatable as a block, which means authors can determine how many times the fields appear on a given web page. Initially, Web Publisher Editor displays one instance of the block (which contains one or more fields), but the author can duplicate the block on the web page as often as desired. A set of repeating buttons appears next to the repeating block. The following figure shows a block of two text fields that are duplicated together. Figure Block of repeatable elds Repeatable fields are used when it is up to the author to determine how often a certain type of information is to appear. For example, on a page that lists Frequently Asked Questions, the number of question-and-answer groupings can vary. The rules file uses the <repeatdef> element to define repeatable blocks. A block of repeatable fields can contain multiple elements or attributes, but the elements or attributes must be siblings in the Web Publisher Editor template. Web Publisher User Guide 219

220 Using the Rules Editor to Write Rules Files for Web Publisher Editor To create a repeatable block: 1. Click the Tree View tab. 2. In the Tree View tab, select an elements or attribute for which a rule has been defined. 3. Select Rules>Set Repeating Block. The Rule Editor tab displays fields for defining the repeating rule. 4. In the Rule Editor tab, do the following: Type the label and completion instructions Select whether authors can repeat any element or attribute with this name, or whether they can only repeat the element or attribute when found in the selected path. 5. To add the next adjacent element or attribute to the repeating block, click the Add button. The element or attribute is added. 6. Repeat the last step for as many elements or attributes as you want to add to the repeating block. 7. To save changes, click Save. Saving the rules file saves changes to the repository as a new version. If the associated template has been modified then it is also saved to the repository as a new version when you save the rules file. Repeatable fields can also be nested. The nesting <repeatdef> element enables <repeatdef> elements to be contained within other <repeatdef> elements (nesting). You can create multiple nesting levels in your <repeatdef> element, but EMC urges caution with this type of structure because multiple nesting levels could affect the usability of <repeatdef>. For more information on <repeatdef> elements, see the Web Publisher Administration Guide. Previewing how a rules le displays content You can preview how the rules you are creating will display content in Web Publisher Editor. To preview the template: 1. Do one of the following: Click. Select File>Preview. 220 Web Publisher User Guide

221 Using the Rules Editor to Write Rules Files for Web Publisher Editor To correctly view links inside an HTML file you must have virtual link installed. If virtual link is not installed the HTML file opens but may contain broken links. For more information on virtual link support installation and use, refer to the Web Development Kit and Applications Installation Guide, and the Web Publisher Development Guide. Deleting a rule Deleting a rule removes the rule from the rules file. Deleting a rule does not remove the element or attribute in the template, but it does make the element or attribute available again for a new rule to be assigned. To delete a rule: 1. In the Tree View tab, select the rule you want to delete by clicking the rule. 2. Delete the rule by doing one of the following: Click. Select Edit>Delete. Viewing a rule s xml (read-only) To view the XML for the entire rules le: 1. Select Developer>Show Rules. To view the XML for a selected rule: 1. In the Tree View tab, select the rule. 2. Click the Rules XML tab. The tab displays the rule s XML. Validating a rules le You can validate a rules file s XML. You can also view warning messages concerning the file. Refer to Viewing warning messages for a specific rule, page 222. Web Publisher User Guide 221

222 Using the Rules Editor to Write Rules Files for Web Publisher Editor To validate a rules le: 1. Select Developer>Validate. Viewing warning messages for a speci c rule To view warning messages concerning errors within a rule: 1. Select Edit>View Messages. Editing a content template using the Rules Editor You can edit an XML-based Web Publisher Editor template in the Rules Editor by selecting the Text View tab. You make modifications directly to the template by selecting and typing your changes into this view. You cannot use the menu bar or tool bar in this view. If you modify a template, keep in mind your changes might affect the rules file. After editing the template, you should view the rules file through the Rule Editor tab. Saving validates to ensure well formed XML. To validate before saving, see Validating a content template using the Rules Editor, page 222. Saving the template creates a new version of the template in the repository. If the rules file has been modified, then it also is saved to the repository as a new version when you save the template. To save changes to a template using the Rules Editor: 1. Click the Apply button. 2. If the XML has errors, the Rules Editor tells displaying a warning message and will not save your changes. Click Details on the warning message to see the errors. Correct the errors and try saving again. Validating a content template using the Rules Editor Validation checks a Web Publisher Editor template for well formed XML. Validation does not check for adherence to a DTD or schema. If you have modified the template, you can perform this test before saving your changes. 222 Web Publisher User Guide

223 Using the Rules Editor to Write Rules Files for Web Publisher Editor To check your template for well formed XML: 1. Click the Text View tab. 2. Click the Check button. The Rules Editor validates the template. If the XML is well formed, the status bar at the bottom of Web Publisher displays a success message. If the XML is not well formed, a warning message displays. 3. If the XML is not well formed, you can obtain details about the failure by clicking the Details button on the warning message. Web Publisher User Guide 223

224 Using the Rules Editor to Write Rules Files for Web Publisher Editor 224 Web Publisher User Guide

225 Chapter 23 Creating and Managing Multi-Language Websites This section describes the following: Translated sites overview, page 225 Setting up a multi-language site, page 228 Viewing translations, page 228 Adding a translation, page 229 Requesting a translation, page 229 Working with locales, page 230 Working with fallback rules, page 233 Translated sites overview Web Publisher s globalization functionality lets you publish different translations of a website from the same location in the repository. The translated copies of a given file are located in the same folder as the original and share the same name as the original. They are differentiated by the values set for their locales. This overview describes the following: Locales, page 226 Fallback rules, page 226 How web pages are translated, page 227 Web Publisher User Guide 225

226 Creating and Managing Multi-Language Websites Locales A locale specifies the language and region of the website to which a file is published. A locale consists of both a language code and a region code. A locale can also specify fallback rules and a translation workflow. If you create websites in multiple languages, you must set a default locale filter in your Web Publisher preferences. In the repository, the various translations of a file are differentiated only by their locales. They otherwise share the same filename and repository location. When viewing files, you can filter the view to display all translations or just one translation. A folder might, for example, have three files called WinterWear.htm one with a German\Germany locale, one with an English\UK locale, and one with a Japanese\Japan locale. You can filter the folder to display only those files with German\Germany locales. When publishing translated files, you specify the locale in the website s publishing configuration. Web Publisher uses the following two-letter codes for the language portion of a locale: cn - Chinese (big 5) de - German en - English es - Spanish fl - Finnish fr - French it - Italian ko - Korean nl - Dutch no - Norwegian pt - Portuguese se - Swedish Fallback rules A fallback rule defines an alternate language that can be published to a website when a file is not available in the site s designated language. You specify the fallback rule in the website s locale. 226 Web Publisher User Guide

227 Creating and Managing Multi-Language Websites Fallback rules allow you to publish a translated website in its entirety, even if some content is not yet translated. For example, if you have an English-language website that is translated for publication as a German-language site, you don t have to wait until all content is translated before publishing the German-language site. Fallback rules could allow the original English content to be used for any German content that is not yet translated. And if new content is added to the English site, fallback rules could let you publish the new content in English until the German translations are ready. You enable fallback rules on a file by file basis. A given file must have fallback rules enabled for them to take effect. In the above example, if FILE_A exists only in English and has its fallback rules enabled, it is published. If FILE_B exists only in English but does not have fallback rules enabled, it is not published. Fallback rules from different locales can be strung together to provide multiple backup languages. For example, a Belgium site s fallback rule might specify French as a backup. And the French site s fallback rule might specify English as a backup. If neither the Flemish or French translation is ready, the English is published to the Belgium site. When you filter a list of files according to locale, Web Publisher applies fallback rules, displaying exactly which files will be published to a given website. By filtering a list according to locale, a translator can see what files have yet to be translated. Setting fallback rules for a template affects the fallback rules for the files created from that template. How web pages are translated You create a translation of a web page either manually or through a translation workflow. In both cases, Web Publisher automatically creates a new file with the same name as the original file. You can let Web Publisher automatically populate the new file with content from the original file, or you can import content to populate the new file. If the original file exists in multiple translations, then you select which translation to populate it with. Translations are based on the content you select. If you create a translation manually, you enact the translation without using a workflow. You might perform the translation yourself, import already translated content, or send the file as an attachment to a translator. If you create the translation through a translation workflow, the file s locale determines which workflow is used. A translation workflow is a workflow that includes translation tasks. (For information on creating a translation workflow, refer to the Web Publisher Administration Guide.) If configured to do so, a translation workflow might let you translation requests to translators outside your organization. In a typical scenario, when you launch a translation workflow, the workflow creates a new file, populates it with content from the original file, and sends the new file to Web Publisher User Guide 227

228 Creating and Managing Multi-Language Websites the first translator. Depending on the workflow, Web Publisher might promote the translations only when all the translations are ready, or Web Publisher might promote each translation separately. The workflow might let you send the new file to a translator outside your organization, via . If a workflow sends a file to different translators for different languages, Web Publisher might filter each translator s task list to display only those files that match each translator s language. Translators would not be allowed to attach main files to the workflow, as the filters might keep added files from appearing. If you link a file that has translations, the translations are also linked. If you delete a file that has linked translations, you are given the option to delete the linked translations. Setting up a multi-language site Before you can create multi-language websites, you must set a default locale filter in your Web Publisher preferences. To set up a website in multiple languages, do the following for each translation of the website: 1. If the site uses workflows to send content to be translated, create a translation workflow (for example, a workflow that includes translation tasks). Refer to the Web Publisher Administration Guide. 2. Define a locale for the site. Refer to Creating a new locale, page Using Documentum Administrator, create publishing configurations for the WIP, Staging and Active states for the website. Specify the locale in each publishing configuration. Viewing translations To view the list of translations for a le: 1. Navigate to the file. 2. Do one of the following, depending on the options available: On the file s line item, click More>View>Translations. If the menu bar is available: check the checkboxes for one or more files. Then select View>Translations. 228 Web Publisher User Guide

229 Creating and Managing Multi-Language Websites Adding a translation To add a new translation: 1. Navigate to the file. 2. Do one of the following, depending on the options available: On the file s line item, click More>View>Translations. If the menu bar is available, check the checkboxes for one or more files. Then select View>Translations. 3. Do one of the following, depending on the options available: On the file s line item, click More>Document>Translations. If the menu bar is available, check the file s checkbox. Then select Tools>Translations>Add Translation. Web Publisher displays the locales for which you can add a translation. 4. Check the checkbox for the type of translation you want to add. 5. Click Add Translation. 6. To base the new translation on an existing translation, select Base translation on the latest. Then select a translation from the adjacent dropdown list. 7. To import the new translation, select Import from local machine. Then use Browse to locate and select the file. 8. To automatically open the file in an editing application after you create it, select the Edit now checkbox. 9. Create the file by clicking Add. The translation is added. If you chose to have Web Publisher open the file, the file is opened for editing. Requesting a translation This procedure explains how to initiate a workflow that asks another user to create a translation for an existing file. To request a translation through a work ow: 1. Navigate to the file. 2. Do one of the following, depending on the options available: On the file s line item, click More>View>Translations. Web Publisher User Guide 229

230 Creating and Managing Multi-Language Websites If the menu bar is available, check the checkboxes for one or more files. Then select View>Translations. 3. Do one of the following, depending on the options available: On the file s line item, click More>Document>Translations. If the menu bar is available, check the file s checkbox. Then select Tools>Translations>Request Translation. Web Publisher displays all the locales for which you can request a translation. 4. Check the checkbox for the type of translation you want to request. 5. Click Request Translation. 6. To base the new translation on an existing translation, select Base translation on the latest and then select a translation from the adjacent dropdown list. 7. Enter the following: Workflow name A name for the workflow. Users see this name in their Inboxes. Priority A priority level. Your choice is a message to users and does not affect workflow processing. Message A comment for users. 8. Click Request. 9. If Web Publisher prompts you to specify users, do the following: a. For each task listed, select a user or user group from the adjacent dropdown list. b. Click Start the workflow. Working with locales To work with locales for with multi-language websites, you must set a default locale filter in your Web Publisher preferences. This section describes the following: Viewing locales, page 231. Creating a new locale, page 231. Setting locale properties, page 232 Setting a default locale, page Web Publisher User Guide

231 Creating and Managing Multi-Language Websites Viewing locales A locale specifies the language and region of a particular translation of a website. To view available locales: 1. Select the Classic view. 2. Navigate to Site Manager/Configurations/Globalization. The available locales appear in the right pane. Note: You can also view locales by navigating to Administration/Web Publisher Admin, and then in the Quick Links section, clicking Globalization. Creating a new locale This topic describes how to define a new locale for use with multi-language websites. To create a new locale: 1. Select the Classic view. 2. Navigate to Site Manager/Configurations/Globalization. 3. Do one of the following: Click New Locale. Select File>New>Locale. Select Tools>Locales>New Locale. 4. In the Language dropdown list, select the language for the website. 5. In the Country/Region dropdown list, select the country the website serves. 6. In the Description field, type an explanation of the website. For example, typing Spanish (MX) could indicate a Spanish-language site for Mexico. 7. In the Fallback to field, select the language to use for web pages that are not yet translated to the website s language. If you do not want an alternate translation to open, select <nothing>. Selecting <nothing> means that the locale will fallback to nothing so any untranslated pages are not published to the website. 8. In the Translation Workflow field, select a workflow that is used when a user requests a translation for this locale. If you do not want to specify one now, you can specify one later by editing the locale. a. Click Select Workflow. Web Publisher User Guide 231

232 Creating and Managing Multi-Language Websites b. Check a workflow to use. c. Click OK. The selected workflow displays in the Translation Workflow field. 9. Check Set as Default to set the selected translation workflow as the default ad hoc workflow for the repository. 10. Click OK. Setting locale properties You can edit a locale s properties, including the locale s fallback language and translation workflow. To edit a locale s properties: 1. In Classic view, navigate to Site Manager/Configurations/Globalization. The available locales appear in the right pane. 2. Do one of the following: Click. Select the locale s checkbox. Select View>Properties>Info. 3. Make any desired changes to the following fields: Language Name: The language that is used on the web site. For example, typing Portuguese. Country Name: The name of the country to which the language applies. For example, typing Brazil. Language Code: Language code used to indicate a particular language. Title: A brief explanation of the locale that lets users know what locale is used on the web site. For example, typing Portuguese (Brazilian) could indicate a Portuguese-language site for Brazil. Fallback Locale: The language to use for content that is not yet translated to the web site s language. If you chose Portuguese as your language code your fallback locale could be Spanish (ES). Default Translation Workflow: The workflow that is used when a user creates or requests a new translation. This is the workflow that sends the file to be translated. 4. In the Default Translation Workflow field, click Edit. a. Check a workflow to use. b. Click OK. 232 Web Publisher User Guide

233 Creating and Managing Multi-Language Websites The selected workflow displays in the Default Translation Workflow field. 5. Check Set as Default to set this locale as the default locale for the repository. 6. To save changes, click OK. Setting a default locale You can set a default locale for multi-language websites. To set a default locale: 1. Select the Classic view. 2. Navigate to Site Manager/Configurations/Globalization. 3. Select a locale. 4. Select Tools>Locales>Set as Default. Working with fallback rules This section describes the following: Viewing fallback rules, page 233 Creating fallback rules, page 234 Enabling fallback rules, page 234 Viewing fallback rules To view fallback rules: 1. Navigate to a file. 2. Do one of the following, depending on the options available: On the file s line item, click More>View>Translations. If the menu bar is available, check the checkboxes for one or more files. Then select View>Translations. 3. Do one of the following, depending on the options available: On the file s line item, click More>Document>Translations. If the menu bar is available, check the file s checkbox. Then select Tools>Translations>View Fallback Rules. Web Publisher User Guide 233

234 Creating and Managing Multi-Language Websites Creating fallback rules You create and define a fallback rule when you create a locale or edit a locale s properties. Refer to Creating a new locale, page 231 or Setting locale properties, page 232. Enabling fallback rules You turn fallback rules on or off for a particular file when you view the file s translations, as described here. You turn fallback rules on or off for a template when you edit the template s properties. To turn on or turn off fallback rules for a le: 1. Navigate to the file. 2. Do one of the following, depending on the options available: On the file s line item, click More>View>Translations. If the menu bar is available, check the checkboxes for one or more files. Then select View>Translations. 3. Do one of the following, depending on the options available: On the file s line item, click More>Document>Translations. If the menu bar is available, check the file s checkbox. Then select Tools>Translations>View Fallback Rules. Web Publisher displays the possible translations and displays a check mark next to actual translations. 4. Click either Turn ON the fallback rules for these translations or Turn OFF the fallback rules for these translations. 234 Web Publisher User Guide

235 Chapter 24 Using Portlet Builder to Create and Manage Portlets Web Publisher s Portlet Builder lets you create, manage and deploy JSR-168-compliant portlets to portal servers. A portlet is a self-contained, Java-based component that appears on a web page and provides access to specific functions and content. This section describes the following: Portlets overview, page 236 Sequence for creating and publishing portlets, page 237 Viewing portals and their components in Portlet Builder, page 238 Creating a new portal, page 239 Deleting a portal, page 239 Creating a new target portal server, page 240 Creating a new portlet, page 242 Editing a portlet, page 243 Previewing a portal or portlet, page 247 Manually publishing a portal, page 247 Expiring a portlet, page 248 Re-enabling a portlet, page 248 Configuring the connection to an LDAP server, page 248 This is an optional administrative procedure that configures Portlet Builder so authors can assign role-based access to published portlets. Viewing which parent template a portlet template is based on, page 249 Creating a new portlet template, page 250 Deleting a portlet template, page 250 For complete information on administering Portlet Builder, see the Web Publisher Administration Guide. Web Publisher User Guide 235

236 Using Portlet Builder to Create and Manage Portlets Portlets overview Portlet Builder lets you create, deploy, and manage JSR-168-compliant portlets on portal servers. A portlet is a self-contained component on a web page that provides access to specific functions and content. The portlet can include content from repositories and from external sources. The content can be static, aggregated, or both. Generated content can be gathered from RSS feeds or web services. Portlet Builder uses EMC Documentum Site Caching Services (SCS) to publish portlets to portal servers. Portlets can be published automatically via jobs that run at specific times or can be published manually. When you create a portlet, you create it within a portal. The portal is the container that publishes the portlet. The portal is associated with a web cabinet. The web cabinet stores any repository content used by the portlet. You create a portlet from a portlet template. Portlet templates are located in the Classic view in Portal Manager/Templates. Portlet Builder includes several default templates, though your organization might create additional ones. The default templates include the following types: Content-based and link-based templates These templates create portlets that display content and links. If your organization uses LDAP, you can determine which topics or links are displayed to which users based on LDAP group memberships. By default, these templates are found in the following locations: Portal Manager/Templates/HTML This template creates portlets that you write in HTML using a rich text editor. Portal Manager/Templates/TOPIC These templates create portlets that you write using an XML-based form. The portlets can display content, links, or both, and can group items into topics. Portal Manager/Templates/QUERY This template creates portlets that uses DQL (Documentum Query Language) to assemble lists of links. The queries search content that was generated on a web site during the last publishing cycle. Workflow-based (BPM-based) templates These templates create portlets that automatically generate content on a scheduled basis. The portlets display content generated using RSS feeds, RDF feeds, or web services. For each portlet, a workflow retrieves the feeds or initiates the web service. The content is retrieved in XML format and then transformed to HTML for display on the portal. When creating the portlet, you select the desired workflow and specify 236 Web Publisher User Guide

237 Using Portlet Builder to Create and Manage Portlets the parameters for retrieving content. The portlet displays the content that was generated the last time the workflow ran. These templates are located in Portal Manager/Templates/AUTO-PUB. By default, portlets have the following lifecycle states: WIP WIP (Work In Progress) indicates the portlet is in its draft phase. Any time you modify a portlet that is in a state other than WIP, a new version of the modified portlet is created and the portlet is demoted to WIP. This is true for all modifications, including modifications to the descriptor and the resource bundle. When a portlet is demoted to WIP, the last published version of the portlet remains available to the active portal servers. Approved Approved indicates the portlet is ready for publishing. When you publish a portlet, Web Publisher designates the portlet as Active. Portlet Builder has the following user roles: Content Authors These can create, edit, and delete portlets. Content Managers These can perform all the actions available to content authors, plus promote and expire portlets. Web Developers These can perform all the actions available to content authors and content managers, plus the following: Create, publish, and delete portals Create, edit, and delete portlet templates Administrators These can perform all the actions available to all other users. Administrators can create, edit, and delete target portal servers if they have superuser privileges. Sequence for creating and publishing portlets To create and publish portlets, use the following sequence of procedures 1. If you have not already done so, create the web cabinet that you will associate with the portal. Creating a new web cabinet, page Create a portal. See Creating a new portal, page 239. Web Publisher User Guide 237

238 Using Portlet Builder to Create and Manage Portlets 3. Create publishing configurations for the WIP and Active states for the portal. You create each publishing configuration by creating a separate target portal server for each. See Creating a new target portal server, page Create one or more portlets. See Creating a new portlet, page Manually publish the portal. See Manually publishing a portal, page 247. Viewing portals and their components in Portlet Builder To view portals and their components: 1. To view a portal, navigate in the Classic view to Portal Manager/Portals. The right pane displays the portals stored at the top level of this node. Portals are indicated by this icon: The right pane also displays the top-level folders in this node. 2. To view a portal that is stored further down in the node s folder structure, navigate to the appropriate folder. 3. To view the portlets contained in a portal, click the portal. The portlets appear in the right pane. Note that the tree view in the left pane does not change. Portlets are indicated by this icon: 4. To view the target portal servers for the portal, click View Target Portal Servers in the upper right corner of the page. Target portal servers are indicated by this icon:. A traffic light next to a target portal server indicates whether the portal has been modified since the last publish. A red light ( ) indicates the portal s portlets have been modified since the last publish and need to be synchronized with the portal server. A green light ( ) indicates the portlets have not been modified since the last publish. 5. To return to viewing the portal s portlets, click View Portlets. 6. To view a different portal and its components, click Portals in the left pane and navigate to the portal. 238 Web Publisher User Guide

239 Using Portlet Builder to Create and Manage Portlets Creating a new portal Important: Before you can create a portal, you must create a web cabinet to which to link the portal. When users create portlets in this portal, they can choose to display content from the portal s associated web cabinet. When you create a portal, Web Publisher creates the portal in the Portal Manager/Portals node. Web Publisher also uses the following locations for the portal: Cabinets/Portal Content/Portals Cabinets/Portal Manager/Portals To create a portal: 1. In the Classic view, navigate to Portal Manager/Portals. 2. Navigate to the folder or subfolder where you want to create the new portal. If desired, create a new folder for the portal. 3. Select File>New>Portal. 4. In the Create tab, set the following: Portal Name Type the name for the portal as it will appear in the repository. Portlet Lifecycle Select the lifecycle to assign to the portal. The portlets created in this portal will inherit this lifecycle. 5. In the Info tab, set the following: Click Select Web Cabinet and choose a web cabinet to link to the portal. When users create portlets in this portal, they can choose to link to content from the chosen web cabinet. Once you have selected the web cabinet, click OK to return to the Info tab. Set other properties as desired. If the Edit link appears next to a property, you can set the property s values by clicking Edit and entering values in the resulting page. 6. In the Permissions tab, specify the access specific users and groups have to modifying the portal. Refer to Editing permissions in the Permissions tab, page Click Finish. Deleting a portal When you delete a portal, you also delete its associated files in the Portal Content cabinet and Portal Manager cabinets. Web Publisher User Guide 239

240 Using Portlet Builder to Create and Manage Portlets To delete a portal: 1. In the Classic view, navigate to Portal Manager/Portals. 2. Navigate to the portal. 3. Select the portal. 4. Select File>Delete. 5. Select OK. Creating a new target portal server A target portal server is a publishing configuration that tells EMC Documentum Site Caching Services (SCS) the location to which to publish a portal. A portal can have more than one target portal server. In the target portal server, you specify the server and directory to which to publish, and you specify the lifecycle state of the portlets to be published. A recommended best practice is to configure a separate target portal server for both the WIP and Active states for a give portal. This way, users can preview the working portal in each of those states. The WIP server is used for internal testing. The Active server is used for publishing the live portal. Users preview content using Web Publisher s preview command or using the appropriate URL. To create a target portal server, you must have Superuser privileges in the repository. To create a target portal server: 1. In the Classic view, navigate to Portal Manager/Portals. 2. Navigate to the portal for which you want to create a target portal server. 3. Click the portal s name. The portal s portlets are displayed. 4. In the upper right side of the page, click View Target Portal Servers. The portal s target portal servers are displayed. 5. Select File>New>Target Portal Server. 6. In the Create tab, set the following: Name Type a name for the new target portal server. Portal Server Select the portal server s platform. 240 Web Publisher User Guide

241 Using Portlet Builder to Create and Manage Portlets Portal Server Version Where applicable, select the specific software version number of the portal server s platform. Publish State Specify the lifecycle state a portlet must have to be published to this target. Only portlets that are in this state are published to this target. 7. In the Portal Server Info tab, set the following information for the portal s application files: Target Host Name: Enter the network name or IP address of the portal server. Target Port: Enter the port number that SCS uses to access the portal server. Connection Type: Select whether the connection to the portal server is secure or nonsecure. Deployment Root Directory: The directory on the portal server where SCS places the portal s application files. If you change this setting after the initial publishing event for the configuration, you must republish the configuration using the Full Refresh option. Caution: During initial publication or a full refresh, the contents of the target root directory are deleted. Ensure that you designate the correct directory as the target root directory. Enable system authentication on target: To require authentication, select this and then enter the username and password for SCS to access to the portal server. 8. In the Portal Content Location tab, set information for the portal s content files. You can pre-populate the fields with the information from the previous tab by clicking copy info from portal server. Set the following information: Target Host Name Enter the network name or IP address of the portal server. Target Port Enter the port number that SCS uses to access the portal server. Connection Type Select whether the connection to the portal server is secure or non-secure. Deployment Root Directory The directory on the portal server where SCS places the portal s content files. If you change this setting after the initial publishing event for the configuration, you must republish the configuration using the Full Refresh option. Web Publisher User Guide 241

242 Using Portlet Builder to Create and Manage Portlets Caution: During initial publication or a full refresh, the contents of the target root directory are deleted. Ensure that you designate the correct directory as the target root directory. Content Root URL Enter the URL for accessing content from the portal over HTTP. Enable system authentication on target To require authentication, select this and then enter the username and password for SCS to access to the portal server. Schedule Job To set up automatic publishing at specified times, select this and then set the start date, frequency, and end date for automatic publishing. Note: The continuation interval setting can be set to zero, which means it is not used. This is used only for processes that need to pause and then resume at a later time. 9. In the Permissions tab, specify the access specific users and groups have to the target portal server. 10. Click Finish. Creating a new portlet To create a portlet: 1. In the Classic view, navigate to Portal Manager/Portals. 2. Navigate to the portal in which to create the new portlet. 3. Click the portal. 4. Select File>New>Portlet. 5. In the Portlet Type tab, do the following: a. Type a name for the new portlet. This is the name of the portlet as it appears in the repository. The portlet name cannot contain spaces. b. Click Select Template. c. In the selection page, navigate to the template you want to use to create the new portlet. To view a graphical depiction of the portlet the template creates, place your mouse pointer over the template name. For a description of the default portlet templates, see Portlets overview, page Web Publisher User Guide

243 Using Portlet Builder to Create and Manage Portlets For instructions on using the selection page, refer to Using a selection page to locate and select an item, page 39. d. Select the template and click OK. 6. In the Basic Properties tab, enter the following: Display Name The portlet descriptor, which is a name used by portlet server development tools. Title The name that appears in the portlet s title bar when the portlet is published to an internal or external website. Set other properties as desired. If the Edit link appears next to a property, you can set the property s values by clicking Edit and entering values in the resulting page. 7. Click one of the following: Finish This creates the portlet but does not open the portlet for editing. Finish and Edit This creates the portlet and opens the portlet for editing. 8. To edit the portlet, see Editing a portlet, page 243. Editing a portlet To edit a portlet: 1. If the portlet is already opened for editing, skip to Step 3. Otherwise, in the Classic view s Portal Manager/Portals node, navigate to the portlet you want to edit. 2. Do one of the following: Click the name of the portlet. Select the portlets checkbox, and then select File>Edit Portlet. 3. Do one of the following: To edit a content-based portlet, go to Step 4. To edit a workflow-based portlet, go to Step To edit a content-based portlet, do the following: a. If the Add Topic link appears, then you can add a new section to the portlet by clicking Add Topic. To edit the section, following the instructions in Step c. b. If Add Link appears, you can add a new link in a list of links by clicking Add Link. To edit the link, following the instructions in Step c. Web Publisher User Guide 243

244 Using Portlet Builder to Create and Manage Portlets c. To edit an existing topic or link, place your mouse over the topic or link. In the pop-up menu, click Edit. Do one of the following: If a form appears, go to Step d. If a text editor appears, go to Step f. d. If a form appears, enter information in the fields described below (depending on which fields appear): Headline This appears if you are editing a topic. In this field, type the name of the topic. You can turn the topic into a hyperlink by entering a target for the hyperlink in the Link URL field. Link Title This appears if you are editing a link. In this field, type the text users click on to follow the link. You enter the hyperlink s target in the Link URL field. Link URL This is the hyperlink target for the text written in either the Headline field or Link Title field. Enter the hyperlink target by typing its URL or by clicking Select and browsing the repository. Target Window Select whether the target specified in Link URL opens in the existing browser window or in a new browser window. Text Type the text that appears after the topic or link. Mouse-over Text Type the text that appears in a balloon when a user hovers the mouse over the topic or link. Bullet Image or Bullet Icon Select an image to display in front of the topic or link. Query Condition This appears if you are editing a topic that uses DQL (Documentum Query Language) to compile a list of links. DQL compiles a list of links to documents selected from the portal s associated web cabinet. For information on DQL, see Content Server DQL Reference Manual. In this field, enter the DQL query. The portlet will display links to those documents that fit both the query condition specified here and fit the file type specified in the Query Rendition Format field. Query Rendition Format 244 Web Publisher User Guide

245 Using Portlet Builder to Create and Manage Portlets This appears if you are editing a topic that uses DQL to compile links. In this field, specify the type of files for which to display links. This is used in conjunction with the Query Condition field. Entitlement To specify the users or groups that have access to this section of the published portlet, click Entitle. Deselect the top level group. Select the groups you want and click Submit. e. Click Submit. Repeat Step c for as many areas in the portlet you want to edit. Otherwise, skip to Step g. f. If a text editor appears, enter content in the text field. You can use the buttons above the field to format text. See The formatting buttons in Portlet Builder, page 245. When you are done entering content, click Submit. Repeat Step c for as many areas in the portlet you want to edit. g. To preview how the portlet will appear, click Preview. To close the preview window, click Close. h. Click Save. This checks the portlet into the repository. 5. To edit a workflow-based portlet: a. In the BPM tab, Web Publisher displays the workflow that will be used to generate the portlet s content. Do not change this. b. In the Options tab, set the feed or web service information. For portlets that use a web service, you can edit the payload file by clicking Edit. The payload file determines what information is passed to the web service. c. In the Schedule tab, you select whether the workflow runs automatically. To schedule the workflow to run automatically, select Active and then set the scheduling information for running the workflow. It is highly recommended that you also select Run Now to make sure the workflow runs soon in case you want to preview the portlet. Note: The continuation interval setting can be set to zero. This is used only for processes that need to pause and then resume at a later time. d. Click Finish. The formatting buttons in Portlet Builder Note: Some text operations such as cut, copy, and paste are accessed via the button. Web Publisher User Guide 245

246 Using Portlet Builder to Create and Manage Portlets Table The formatting buttons in Web Publisher Portlet Builder Button Description Selects the font for the selected text. Selects the size of the selected text. Makes the selected text bold. Underlines the selected text. Makes the selected text italics. Determines whether the selected text aligns to the right, left, or center, or whether the text is right justified. Turns selected text into bullet items. Turns selected text into numbered items. Increases the indent of a selected text. Decreases the indent of a selected text. Changes the color of the selected text. Highlights the selected text in the specified color. Displays a menu that lets you Undo, Redo, and perform these basic text operations: Cut, Copy, Paste, Delete, Remove Font Styles, and Select All Inserts a hyperlink. In the Insert Link page, enter the following and then click OK: Link Text: Enter the text users click to open the hyperlink. Address: Enter the link target either by typing the destination of an external link beginning with or by clicking Browse and selecting a file in the repository. If you choose the latter, the address is filled in automatically. Target: Select whether the target opens in the existing browser window or in a new browser window. Inserts an image from the repository. In the Insert Image page, click Browse to locate the image in the repository. Enter additional information as desired. Click OK. 246 Web Publisher User Guide

247 Using Portlet Builder to Create and Manage Portlets Previewing a portal or portlet If you are previewing a portlet that uses a workflow, then the workflow must have run at least once for the preview to work. To preview how a portal or portlet appears on the web: 1. In the Classic view s Portal Manager/Portals node, navigate to the portlet you want to edit. 2. Select the portlets checkbox. 3. Select File>View. Manually publishing a portal To manually publish a portal: 1. In the Classic view, navigate to Portal Manager/Portals. 2. Navigate to the portal you want to publish. 3. Select the portal s checkbox. 4. Select Tools>Publish To Portal. 5. Select whether to publish only content files or to publish both the content files and the application files. Select one of the following: Publish/update content files only This publishes content files only, regardless of whether any other portlet components (e.g., descriptor, resource bundle, Java classes) have been modified. Publish/update both application and content files This publishes all portlet components (including, for example, descriptor, resource bundle, Java classes) to ensure consistency. 6. To regenerate the content of auto-published portlets before the portal is published to the target, select Refresh Content First. 7. To remove all the existing content and portlet components before the portal is published to the target, select Refresh Directory Structure. 8. Click OK. 9. To verify that the publish has completed successfully, click the Task Status button at the bottom of the page. The Task Status Viewer displays the status of the publishing job. If the job has not yet completed, you can update the viewer to get the latest status information by clicking Refresh. Web Publisher User Guide 247

248 Using Portlet Builder to Create and Manage Portlets Expiring a portlet To make a portlet unavailable to portal servers you expire it. Expired portlets are not published. The expired portlet remains in the repository. You can reactivate an expired portlet by editing the portlet, which puts the portlet back in the WIP lifecycle state. To expire a portlet: 1. Navigate to the portlet you want to expire. 2. Select the portlet s checkbox. 3. Select Tools>Lifecycle>Expire now. Re-enabling a portlet You can reactivate an expired portlet by editing the portlet, which puts the portlet back in the WIP lifecycle state. Con guring the connection to an LDAP server LDAP (Lightweight Directory Access Protocol) is a third-party product that authenticates users and their roles. If your organization uses LDAP, then you can use an LDAP directory server to control access to published portlets and to specific content on published portlets. LDAP authentication can be used with portlets created from topicand query-based templates. When an author creates a portlet, the author selects which LDAP users can access the portlet and specific content on the portlet. Portlet Builder allows one LDAP configuration. For Portlet Builder to use LDAP, an administrator must do the following: Activate the Pcm LDAP Retrieval job in the Portlet Builder DocApp. For information on activating jobs, see the Documentum Administrator User Guide. Configure a connection to an LDAP directory server, as described in this section. The connection synchronizes Web Publisher with the user information contained in the LDAP directory. The information is refreshed during scheduled runs of the Pcm LDAP Retrieval job. Web Publisher can use the authentication information at any time, even if the connection to the LDAP server is not available. To con gure access to an LDAP server: 1. In the Classic view, navigate to the Administration/Portal User Groups/LDAP Groups node. 248 Web Publisher User Guide

249 Using Portlet Builder to Create and Manage Portlets 2. For the default Entitlement Configuration object, click the Properties icon for the default Entitlement Configuration object. 3. In the Access Setup tab, you configure the connection to the LDAP directory that contains the groups that portlet authors select from when assigning access to portlet content. Enter the following: Directory Server Name: Enter the LDAP server s IP address or network name. Port : Indicate the port used for connecting to the LDAP server. The default port is 389. Top Level DN: Type the name of the top-level group in the LDAP directory under which all other groups Portlet Builder will use are located. 4. In the Access Lookup tab, you configure the connection from the runtime portal server to the LDAP server. This is the connection used to authenticate a portal user to the content for which that user has entitlement. Enter the following: Directory Server Name: Enter the LDAP server s IP address or network name. Port: Indicate the port number for connecting to the LDAP server. The default port is 389. UID Search Umbrella DN: Indicate the top-level group that is searched when connecting to the LDAP server that is used to bring member information to Portlet Builder. 5. In the Schedule tab, specify when information about LDAP user groups is refreshed. 6. Click OK. Viewing which parent template a portlet template is based on To determine what the parent is of a portlet template: 1. In the Classic view, navigate to Portal Manager/Templates. 2. Navigate to the portlet template. 3. For the portlet template, click. 4. Click Inheritance Details. The parent template is listed. Web Publisher User Guide 249

250 Using Portlet Builder to Create and Manage Portlets Creating a new portlet template When you create the new template, you base it on an existing portlet template. The existing template becomes the parent of the new template, and the new template inherits all the characteristics of the parent template. You then modify one or more components in the new template, such as the XSL file or a workflow template, to make the new template a unique template. For information on creating a new portlet template, see the Web Publisher Administration Guide. Deleting a portlet template A Portlet Template may be deleted only if it has no inheritance children and it has no portlets created from it. When you delete a portlet template, all the components inside the template s folder are also deleted. Any relation with a parent template is also deleted. To delete a portlet template: 1. Select the template. 2. Select File>Delete. 3. Select OK. 250 Web Publisher User Guide

251 Chapter 25 Using In-Context Editing to Edit Web Pages In-Context Editing (ICE) lets you locate and edit content by navigating the live, staging, or in-progress version of a website. This section describes the following: In-Context Editing overview, page 251 Locating files by navigating websites, page 252 Editing content via In-Context Editing, page 252 Creating new content via In-Context Editing, page 254 In-Context Editing overview In-Context Editing (ICE) lets you locate and edit content by navigating the live, staging, or in-progress version of a website. Websites that are set up for In-Context Editing appear in the In-Context Editing node. When you access the site, the site s home page opens and you navigate the site to find the content you want. You can identify the content to update without having to know about where the content is located on the physical web server or the content name or any content properties. This feature can be accessed by all user developers as well as authors. If a web page can be edited, Web Publisher displays either the Edit Page button, the Edit Component button, or both. Clicking the Edit Page button launches the web page in the appropriate editing application. Clicking the Edit Component button displays which components on the web page can be edited. A web page comprising of several components, displays one or both of the following: Borders around the content you can edit, as in the following figure. The editable content is highlighted when the cursor is moved over it. Doing so invokes a pop-up menu that includes options such as edit, submit to workflow, and open properties. Hyperlinks that let you create new web pages. Clicking the link creates a new file. Usually the file is automatically linked to the web page you are viewing. When Web Publisher User Guide 251

252 Using In-Context Editing to Edit Web Pages creating templates, developers and administrators determine how the new page is linked. Web Publisher publishes a website at three stages in the website s development: WIP, staging, and active. You select which state to view. A website must already be published in the WIP and Active states to be accessed through In-Context Editing. If you update content in the Active state, Web Publisher creates a new WIP version of the file. When you save the updated content, the file appears on the WIP website but not the Active website. The updated content must go through the normal review process before it can be posted to the Active website. To send new or updated content to review, you submit it to a workflow using the Submit option in the upper right corner of the edited web page. The original file remains on the active website until your modified file is reviewed and published. For more information on In-Context Editing refer to the Web Publisher Administration Guide. Locating les by navigating websites To locate a le by navigating a website: 1. Select the In-Context Editing node or quicklink from the Web Publisher Contributor home page. The In-Context Editing page opens, displaying links to websites. 2. In the dropdown selection field to the right of the list of websites, select the lifecycle state of the website you want to edit. Web Publisher displays all websites in that lifecycle state that are available for In-Context Editing. 3. Click the website you want to edit. 4. Navigate the website to locate the file you want. 5. To edit the file, go to Editing content via In-Context Editing, page 252. Editing content via In-Context Editing Note that if you edit a web page that you accessed via the Active website, Web Publisher creates a new version of the page for your edits. When you complete your edits, the new version of the page appears on the WIP website, not the Active website. 252 Web Publisher User Guide

253 Using In-Context Editing to Edit Web Pages To edit content via In-Context Editing: 1. Do one of the following to open the appropriate content and the appropriate editing application. Note that some of the following options might not be available: To open the entire web page in an editing application do one of the following: Click the Edit Page button. In Web Publisher Contributor click the In-Context Editing quicklink from the home page. To edit specific components on the web page, click Edit Component, which highlights the editable components. All editable components will have a colored border around it. You can configure or remove the border color editing the wp.css style sheet which is located in the wp\theme\documentum\css directory. You can disable editing for an image by editing the configuration file ice_custom_config.xml that is located in the wp\config\library\ice directory. To edit the component, move the cursor over the component to invoke a pop-up menu; from the pop-up menu select Edit. The component opens in an editing application. To add a new web page, click the appropriate link for adding a new page. The new page opens in an editing application. 2. If the editing application is ewebeditpro and if you have not installed ewebeditpro, you are prompted to install it. Follow the prompts. 3. Make your additions or changes to the web page. 4. If you have clicked a hyperlink to another page, the target page will load normally. Click the edit mode button again to edit the target page. Click the Exit Edit Mode to refresh the current page Make sure that the editable elements are not called out. 5. To save your changes at any time while working, do one of the following: If the editing application is internal to Web Publisher (such as Web Publisher Editor or ewebeditpro), click Save. The file is saved directly to the Web Publisher repository. Click on review to view the file. If the editing application is external to Web Publisher, use the application s save command. Your changes are saved to the local copy of the web page on your computer. 6. When you are done with editing and saving the file in the editing application, click continue to save Web Publisher and refresh the web page. The refresh process may take some time. If your change does not show up right away, use the browser s Refresh or Reload function. Web Publisher User Guide 253

254 Using In-Context Editing to Edit Web Pages You can save as the same version or a minor version when you check in. Selecting the same version overwrites the original file with the new version. Enter comments if necessary. You can select retain lock to retain the lock in the repository. This makes your updates available for other users to see by opening the file in read-only mode, but it keeps the file locked. You can select check in from file to replace the original file with a file on your local machine. To use this option, do one of the following: Type the full path to the file and the file name, including the file extension. For example, if a file named SOP.doc is on your C drive in the My Documents folder, then you would type this: C:\My Documents\SOP.doc. Click Browse to locate and select the file. If the editing application is internal, click Close. This closes the file and checks it into the repository. If the editing application is external, make sure to save the web page one last time using the editing application s save command. Then return to Web Publisher and click Check In. The local copy of the web page on your computer is saved and check into the repository. You can now republish the newly saved page to the appropriate WIP site and re-query the page. Creating new content via In-Context Editing Depending on how your organization has configured the websites you work on, you can add content to a site by navigating the site. This is the In-Context Editing feature. If In-Context Editing is available for a website, you can add content by navigating the site. Pages that allow you to add content include a customized hyperlink for adding content. When you click the link, Web Publisher automatically selects the template from which the content is created. If you create new content, Web Publisher creates a WIP version of the file. When you save the file, it appears on the WIP version of the website. The new content file must go through the normal review process before it can be posted to the live website. To send the new file to review, you submit it to a workflow. To create a new content le through In-Context Editing: 1. Select the In-Context Editing node or quicklink from the Web Publisher Contributor home page. The In-Context Editing page opens, displaying websites of particular lifecycle state. 2. In the dropdown selection field to the right of the list of websites, select the lifecycle state of the website you want to add a new content file to. 254 Web Publisher User Guide

255 Using In-Context Editing to Edit Web Pages Web Publisher displays all websites in that lifecycle state that are available for In-Context Editing. 3. Click the website to which you want to add content. 4. Navigate to the web page where you want to add content. 5. At the web page, click Edit this page. If the page includes an option to add new content, one or more links appear on the page allowing you to add new content. If no such links appear, then you cannot add content to this page. Discontinue this procedure. 6. Click a link that allows you to add new content. Web Publisher opens a file-definition screen based on the template. 7. If given the option, select one of the following: To create the file without importing content, click Create a new file. To create the file by importing content from a file outside the repository, click Use an already existing file. Click Browse. Select the file. 8. In the Name field, type the name that identifies the file on the web. Any spaces you type in the name will be converted to underscores (_). Follow conventions for naming web pages in What are the naming conventions used on the web?, page 23. Note that you need not supply a file extension. 9. Enter remaining properties as desired. Note that if the Edit link appears next to a property, you set the property s values by clicking Edit and entering values. You enter values either by typing them in, or by selecting them from a list and clicking Add. You can move or remove a value in the list by selecting it and clicking Move Up, Move Down, or Remove. When you are done adding values, click OK. Available properties might include the following: Keywords These are used to find the file in a search. If a user performs a search and types in a word that matches a keyword, the file is listed in the search results. Effective Date This sets the date to publish content to the website. Expiration Date sets the date to remove content from the website. Note the following: If the calendar button appears, you can set the date by clicking the calendar button: Web Publisher User Guide 255

256 Using In-Context Editing to Edit Web Pages Click the calendar button and then select the date from the dropdown calendar. To move forward or backward through the calendar one month at a time, click the arrow keys. If the file is to be published to multiple websites, you might be allowed to set different effective and expiration dates for the each site to which the file is published. If so, the set for each site link appears on the file s Properties page. Click this link to enter the different dates you want to set for the different sites. 10. If Web Publisher displays the Edit now checkbox, you can select this option to have Web Publisher automatically open the file once it is created. 11. In the Info tab (if available), set information as desired. 12. In the Permissions tab (if available), set permissions as desired by doing the following: To select a permission set, click Select. In the selection page, select the permission set. For instructions on using the selection page, refer to Using a selection page to locate and select an item, page 39. To add users or groups, click. 13. If other tabs appear, such as Taxonomies, Web Cabinets, Categories, or Translations, click the tab and enter information as desired. For more information on the items available through these tabs, refer to the topic that describes the item. 14. Click Finish. Web Publisher creates the new file and places it in a repository location determined by the file s template and by folder mapping. To create a new template from the New Document command: 1. Click New Document within the web page. This is will place a link to create a new document at that spot on the page. When prompted enter the page name and the page description. 2. You can now edit the page content using the ewebeditpro or any external application. Click close after editing. The new content will be published to the WIP site. To set properties: 1. Select the object and click the Properties link to open the properties page. You can edit the properties page if the object is in WIP state. 2. Click save to save any updated properties value. This will republish the object to the appropriate WIP site, and re-query the current page. 256 Web Publisher User Guide

257 Using In-Context Editing to Edit Web Pages To submit a work ow: 1. Click submit, the system will confirm that object is not locked, unlock if necessary, and bring up the workflow selection page if necessary in a separate browser window. 2. If the template already defines the workflow, you will not be able to select the workflow. 3. Click submit on the workflow selection page to close the browser window. Web Publisher User Guide 257

258 Using In-Context Editing to Edit Web Pages 258 Web Publisher User Guide

259 Chapter 26 Using Page Builder to Create and Edit Web Pages Page Builder is a browser-based Web Publisher editor that lets you create and edit a web pages while viewing the page as it will appear on the web. Unlike many web page development tools, Page Builder is fully browser-based and does not require downloading applets or ActiveX controls. You add content to web pages and edit content on a web page through Page Builders WYSIWYG web page editor by first viewing the page and then making modifications to the page. Once you have created content Page Builder views (Layout, Content, and Preview) are used to instantly preview the web page. Layout view enables you to make edits to the web page structure, Content view enables you to make changes to the web page content, and Preview enables you to review a web page before it is published to a live web site. Note: You can also use the site view feature to review a web page. Page Builder requires the Page Builder DocApp to be installed. If the Page Builder DocApp is not installed, the Page Builder filter hides all Page Builder related actions. Refer to the Web Development Kit and Applications Installation Guide for more information on the Page Builder DocApp. Page Builder supports multiple pre-defined content elements, such as rich text, image, and hyperlink, and enables you to create content using a pre-defined template. When you choose a template, Web Publisher makes a copy of the template content and saves it as a new content file. The content file inherits the templates content and other characteristics, such as blueprint. A blueprint is a collection of components stored in a repository and is discussed in detail in the Web Publisher Administration Guide. This chapter describes the following: Understanding the Page Builder interface, page 260 Creating and modifying Page Builder templates, page 263 Creating and modifying web content, page 275 Modifying web page layout, page 270 Setting properties, page 301 Using safe mode to troubleshoot a problem in Page Builder, page 304 Web Publisher User Guide 259

260 Using Page Builder to Create and Edit Web Pages Understanding the Page Builder interface Page Builder lets you edit a web page while viewing the web page. When you edit the page, a page appears similar to the page shown in the following figure. Each rectangle on the page designates an element, a separate piece of editable content. Figure Page Builder interface The Layout tab should be used to create a new structure, or modify the existing structure of a page. The Layout tab also lets advanced users edit the web page as a whole by changing styles, adding or deleting elements, or moving elements on the page. In the Layout tab, the outermost rectangle designates the whole web page. The Content tab should be used to edit the page s elements (content). You edit an element by hovering your mouse over the element and clicking. When you hover your mouse over an element, its rectangle darkens, as the following figure shows. The Preview tab should be used to review a web page before it is published to a live web site Figure Hovering your mouse over an element 260 Web Publisher User Guide

261 Using Page Builder to Create and Edit Web Pages If you hover your mouse over an element and hold the mouse cursor still for a moment (as shown in the following figure), a tooltip appears to tell you what kind of element the element is. Figure Tooltip indicates the element type If you hover your mouse over an element and a lock icon appears in the element s upper left corner (as shown in the following figure), then the element is locked in one of two ways: either the element s position on the page is locked but not its content, or both its position and content are locked. For more information on locked content, see Locking or unlocking an element, page 273. Figure A locked element If a bar appears above an element, the element has an anchor name, which means you can create a hyperlink that jumps to the element from another element on the page. You can view the anchor name by hovering your mouse over the bar. You give an element an anchor name in the element s properties. See Setting properties, page 301. If gray dots surround an element (as shown in the following figure), the element contains embedded content from another file. For more information on embedded content, see Embedding content, page 297. Web Publisher User Guide 261

262 Using Page Builder to Create and Edit Web Pages Figure An element with embedded content The Preview tab lets you view your current draft of the web page as it will appear on the web. This tab lets you view your most recent edits without your first having to save your changes. You cannot test links from this tab. To test links, use the Site View button. The Safe Mode allows you to troubleshoot problems with external JavaScript and with movie player plug-ins. For more information, see Using safe mode to troubleshoot a problem in Page Builder, page 304. The buttons on the upper right side of the page do the following: Save button Saves your changes to the repository but keeps the content checked out (locked) in your name. Site View button Lets you view the web page as it will appear on the web and also lets you test links to other pages. In order to use Site View, you must first save the web page. When you are done viewing the web page in Site View, you click Edit to return to editing the page or click Close to close the page. The following tasks describe how to use site view in the context of editing a web page: Previewing a web page, page 281 Editing embedded content, page 299 Close & Unlock button Closes the web page and removes the lock you have on the page in the repository, but does not save your most recent changes. To save your most recent changes before closing and unlocking, click Save. Otherwise, you lose any changes you made to the web page since your last save. Close button Closes the page but keeps it checked out (locked) in the repository. Closing does not save your most recent changes. To save your most recent changes before closing, 262 Web Publisher User Guide

263 Using Page Builder to Create and Edit Web Pages click Save. Otherwise, closing discards any changes you made to the web page since your last save. Creating and modifying Page Builder templates This section gives information specific to creating new templates, and modifying templates in Page Builder. Templates are the files upon which new content files (web pages) are based. Templates can provide layout and other non-content related elements (such as JavaScript code) used in web pages. Administrators or developers use Page Builder s Layout tab to add new elements (for example content links, and components), modify the design of a template, and remove elements. Once any element has been created authors use Page Builder s Content tab to add content to the elements. You create Page Builder templates in the Page Builder authoring environment or in Dreamweaver, and in any language. When an author chooses a template, Page Builder makes a copy of the template and saves it as a new content file. The content file inherits the templates content and other characteristics. Supporting files, used during the import of Dreamweaver templates into Page Builder, render web pages or affect internal behaviors. For a template to use a supporting file, the two must be associated within Page Builder. As with templates, supporting files can be created outside the repository and imported in. They can then be checked out again for further revision. See the Creating Templates chapter in the Web Publisher Administration Guide for more information on templates. Creating a Page Builder template If you have Web Developer permissions, creating a new template involves three steps: you must create a template object, define the page layout and add default content to it. To create a new Page Builder template: 1. In the Classic view, navigate to Site Manager/Templates/[categoryname]. 2. Click File>New>Page Builder Template>Blank Template. The Create Page Builder Template: Create page opens. Web Publisher User Guide 263

264 Using Page Builder to Create and Edit Web Pages 3. On the Create tab, enter a file name, descriptive name and subject of your template 4. Select the object type of the template. 5. Select the lifecycle for the template. If you do not change the lifecycle, the default lifecycle will be used. 6. Select the locale for the template. If globalization is not set up on your repository you may not have access to locales other than English (US). 7. If you have more than one blueprint created, select the blueprint to be used, otherwise the default blueprint will be automatically applied. The blueprint used for this template determines the options that are available on content editing menus. See the Web Publisher Administration Guide for more information on blueprints. 8. Click one of the following: Finish to save and close the template. If you choose this option, you can later edit the template by locating it in the folder where you created it and then clicking its filename. Finish and Edit to save the template and open it for editing. 264 Web Publisher User Guide

265 Using Page Builder to Create and Edit Web Pages To edit your template, see Editing a Page Builder template, page 265. Editing a Page Builder template To edit a Page Builder template: 1. Navigate to Site Manager/Templates/[categoryname]. 2. Do one of the following: On the template s line item, click Edit. Select the template s checkbox and choose File>Edit. 3. To add an element, use the appropriate procedure below. Text element: Entering plain text, page 283 Rich Text element: Entering text into the rich text editor, page 283 Hyperlink element: Inserting a hyperlink, page 289 Image element: Inserting an image, page 290 Movie element: Inserting a movie, page 292 Layout element: Editing layout, page 271 Component element: Embedding content, page 297 Virtual Include element: Inserting an SSI instruction, page 299 Content Links element: Editing content links, page 294 Importing a template into Page Builder To import a template in Page Builder, use the following procedure as you would for creating a new Page Builder template. To import a template from a local le system: 1. Navigate to Site Manager/Templates/[categoryname]. 2. Click File>New>Page Builder Template>From File. The Create Page Builder Template: Create page opens. Web Publisher User Guide 265

266 Using Page Builder to Create and Edit Web Pages 3. On the Create tab, enter a file name, descriptive name and subject of your template. 4. Select the object type of the template. 5. Select the lifecycle for the template. If you do not change the lifecycle, the default lifecycle will be used. 6. Select the locale for the template. If globalization is not set up on your repository you may not have access to locales other than English (US). 7. If you have more than one blueprint created, select the blueprint to be used, otherwise the default blueprint will be automatically applied. The blueprint which is being used for this template will determine the options that are available on content editing menus. Note: When you are importing or exporting templates with blueprints from one repository to another repository, both the repositories should have either exactly the same blueprints or at least the ones that are backward-compatible. 8. Click one of the following: Finish to save and close the template. 266 Web Publisher User Guide

267 Using Page Builder to Create and Edit Web Pages If you choose this option, you can later edit the template by locating it in the folder where you created it and then clicking its filename. Finish and Edit to save the template and open it for editing. To edit your template, see Editing a Page Builder template, page 265. Importing a Dreamweaver template into Page Builder The pictorial representation of a Dreamweaver template (top level folder on a local file system) is as follows: All the Dreamweaver templates and supporting files are created under this folder. You can import the Dreamweaver template through Page Builder into a repository. To import a Dreamweaver template: 1. Navigate to Site Manager/Templates/[categoryname]. 2. Select File>New>Page Builder Template>Import Dreamweaver Template(s). Web Publisher User Guide 267

268 Using Page Builder to Create and Edit Web Pages The Import Dreamweaver Template(s): pagebuilder page opens. 268 Web Publisher User Guide

269 Using Page Builder to Create and Edit Web Pages 3. Click Add Folders navigate to the folder, select it, and click OK. The folders Dreamweaver template files, including files in the subfolders, are added to the import list. To add more folders, repeat the sequence. Note: To remove a folder from the import list, select the item and click Remove. 4. Select the object type of the template. 5. Select the lifecycle for the template. If you do not change the lifecycle, the default lifecycle will be used. 6. Select the locale for the template. Web Publisher User Guide 269

270 Using Page Builder to Create and Edit Web Pages If globalization is not set up on your repository you may not have access to locales other than English (US). 7. If you have more than one blueprint created, select the blueprint to be used for the content files created from Dreamweaver template files (.DWT), otherwise the default blueprint will be automatically applied to all files. The blueprint which is being used for this template will determine the options that are available on content editing menus. Note: When you are importing or exporting templates with blueprints from one repository to another repository, both the repositories should have either exactly the same blueprints or at least the ones that are backward-compatible. 8. Select your supporting files folder. Choose a location to store all Dreamweaver supporting files. After the Import Dreamweaver Template (top level folder) appears in the supporting files location, Web Publisher renames the Dreamweaver templates to Sample<template name>. 9. Once you have selected all the folders you want to import, click Next. 10. If you are prompted to set properties, do one of the following: If you are importing one folder: set properties and click Import. If you are importing several folders: use the Next button to set properties for each file. For the last file, click Import. Clicking Import before you get to the last folder applies any settings you specified to all remaining folders in the group. Exporting Page Builder templates To export a template in Page Builder, you use the same procedure as you would for exporting a Web Publisher template. For information on how to export a template in Page Builder, see the Exporting section in the Working with Cabinets, Folders and Files chapter in the Web Publisher User Guide or Web Publisher online Help. Modifying web page layout Modifying a web page layout is usually done by a system administrator or developer in a Page Builder template. Once a template has been created you can add new elements (for example content, images, hyperlink), rearrange existing elements, and remove elements. You should use the Layout tab to modify the layout of a template. The following sections describe how to perform these tasks 270 Web Publisher User Guide

271 Using Page Builder to Create and Edit Web Pages Editing layout The Layout element lets you determine the arrangement of content elements on a web page. The Layout element itself is not visible on the published page, but it provides the structure for determining where to place content elements in relation to each other. The Layout element uses a table structure for arranging content elements. You can place content elements above, below or adjacent to each other by creating rows and columns in which to place them. The following figure shows a Layout element with two rows. The first row has one column, and the second row has two columns. Figure Layout element You can nest a Layout element within another Layout element. You can also copy a Layout element on a page into a second Layout element on that page, even if the second Layout element is nested within the first (recursive insertion). This allows you, for example, to move elements that you have created at the top of a page down to a lower area on the page. To edit the layout of a web page: 1. Select the Layout tab. 2. To add a new Layout element, right-click the element that is above the location where you want to create the new Layout element. Then select Insert>Layout. If you want to create the new Layout element at the top of the page, you must first create the Layout element below the top element on the page. You then move the Web Publisher User Guide 271

272 Using Page Builder to Create and Edit Web Pages Layout element up. For instructions on moving, see Rearranging items on a web page, page 273. When you create a new Layout element, Page Builder automatically creates a row inside the layout and a column inside the row. Inside the column, Page Builder automatically creates a placeholder for creating your first content element. 3. To add a new row in a Layout element, right-click the row that is above where you want to insert the new row. Then select Insert>Row. Note: To create duplicate rows select Edit>Duplicate. You can repeat this step for as many rows as you want to add. If you want to create a new row at the top of the Layout element, you must first create the new row below the top row and then move it up. For instructions on moving, see Rearranging items on a web page, page 273. When you create a new row, Page Builder automatically creates a column inside the row. Inside the column, Page Builder automatically creates a placeholder for creating your first content element. 4. To add a new column in a Layout element, right-click the column that is to the left of where you want to insert the new column. Then select Insert>Column. Note: To create duplicate rows select Edit>Duplicate. You can repeat this step for as many columns as you want to add. If you want to create a new column at the beginning of a row (i.e., to the left of all the other columns in the row), you must first create the column elsewhere in the row. You then move the column to the left. For instructions on moving, see Rearranging items on a web page, page 273. When you create a new column, Page Builder automatically creates a placeholder inside the column for creating your first content element. 5. To create your first element in a new layout, row, or column, right-click the placeholder and select New>element, where element is the type of element you want to create. 6. Once you have created the first element in a row or column, you can add content or create additional elements, according to the usual procedures for doing so. 7. You can rearrange and duplicate the rows and columns in a layout, as described in Rearranging items on a web page, page To save changes, you must save the web page. To save the web page, click Save. For more information, see Saving changes to a web page, page Web Publisher User Guide

273 Using Page Builder to Create and Edit Web Pages Rearranging items on a web page This section describes how to rearrange elements, columns, and rows on a web page in Page Builder. To move elements, columns, and rows: 1. Select the Layout tab. 2. Right-click the element, column, or row. 3. In the pop-up menu, select the action you want to take: Move If you select Move, you must then select the direction you want to move the item. Note that you cannot move an item in the direction of a locked item. (For details on locked items, see Locking or unlocking an element, page 273.) Cut Copy Paste Duplicate This creates a copy of the item adjacent to the current item. 4. To save changes, you must save the web page. To save the web page, click Save. For more information, see Saving changes to a web page, page 282. Locking or unlocking an element You can lock an element in two ways: You can lock just the location on the web page, so that users cannot move the element but they can edit the element s content. You can lock both the location on the web page and the content. Typically you use this feature when creating a web page template. When an element is locked, only a user with adequate permission levels can unlock it. When you lock or unlock an element, any nested elements are also locked or unlocked. If you lock an element that contains other nested elements, you can then unlock specific nested elements as desired. When an element is locked, the lock icon appears in the upper right corner when you hover your mouse over the element, as shown here: Web Publisher User Guide 273

274 Using Page Builder to Create and Edit Web Pages Figure A locked element that cannot be moved If the element s content also is locked, then the element appears grayed out, as well, as shown here: Figure A locked element that can be neither moved nor edited To lock an element and its content on a web page: 1. Select the Layout tab. 2. Right-click the element. 3. In the pop-up menu, select Lock>Lock. 4. To save changes, you must save the web page. To save the web page, click Save. For more information, see Saving changes to a web page, page 282. To lock only an element but not its content: 1. Select the Layout tab. 2. Right-click the element. 3. In the pop-up menu, select Lock>Lock. (You must first lock both the element and its content. In the next step, you unlock the content.) 4. In the pop-up menu, select Lock>Unlock Content. 5. To save changes, you must save the web page. To save the web page, click Save. For more information, see Saving changes to a web page, page 282. To unlock an element and its content: 1. Select the Layout tab. 2. Right-click the element. 3. In the pop-up menu, select Lock>Unlock. 274 Web Publisher User Guide

275 Using Page Builder to Create and Edit Web Pages 4. To save changes, you must save the web page. To save the web page, click Save. For more information, see Saving changes to a web page, page 282. To unlock only the content but keep the element locked: 1. Select the Layout tab. 2. Right-click the element. 3. In the pop-up menu, select Lock>Unlock Content. 4. To save changes, you must save the web page. To save the web page, click Save. For more information, see Saving changes to a web page, page 282. Creating and modifying web content This section describes how to create and edit Page Builder web pages. Authors create web pages from Page Builder templates (usually created by administrators or developers). You can create web content in Page Builder by first creating a basic web page that includes content elements, then adding layout to the basic web page, and finally adding a component element. A basic web page includes content elements such as text, images, rich text and hyperlinks. All elements appear in list format on your page. Adding layout to you page means adding columns and rows so your page begins to look like a real web page with the content organized into a structure. Adding a component element enables you to reference another web page allowing you to reuse content from one page to another. A component element is actually a small web page, and is created the same way you create any other Page Builder web page using elements. Because a component element is a small web page Documentum often calls the component element a component page. You may want to create a component page for such elements as a corporate logo or copyright information because this information is often standard across your entire organization, and may need to be present on every web page. Using a component page enables you to create the content in one location, component page, and then reference that location on other pages. Referencing means you only need to update one component page and the change occurs throughout every page that uses that component page. Note: If you reference a component page throughout your entire website republishing and updating each page may take time. Page Builder does not save the actual content of a component page as part of the parent page. Instead, Page Builder saves the path to the content s source file as part of the web page. When you publish the web page, the latest version of the content is included as part of the published page and all web pages that include the embedded component are automatically republished (refreshed) to reflect the new content. For example, a user Web Publisher User Guide 275

276 Using Page Builder to Create and Edit Web Pages creates a company logo component that includes images and text. The logo component is then included as a component page to be displayed on every corporate web page. If the content of the logo component is updated all web pages that use the logo component page are republished. Note: Updating of web pages occurs during Page Builder s publish runtime using the Page Builder publishing logic. Once a component page is created on a web page it is outlined with a dotted line indicating that it is a component page. Component pages can also contain other component pages creating embedded components. For more information on embedded components see, Embedding content, page 297. Page Builder content supports the use of In-Context Editing (ICE) and imarkup to edit active web pages. ICE lets you locate and edit content by navigating the live, staging, or in-progress version web page. A website must already be published in the WIP and Active states to be accessed through In-Context Editing. For more information about ICE see, Chapter 25, Using In-Context Editing to Edit Web Pages. imarkup is a web-based plug-in tool that lets you attach annotations and free-form drawings to a web page in site view. You can create comments or diagrams on web-based content to communicate any required or recommended changes to a content author. For more information about imarkup see, Chapter 29, Using imarkup to Attach Comments and Diagrams. All content creation and modification is completed from web pages stored under the Web Cabinets node. Globalization support in Page Builder Content pages created by Page Builder may contain links to other pages, images and/or components. Page Builder provides a way to add, delete, or modify a translation for each content object. After multiple translations are created, it provides a way to choose the best matching translation when a link or component is resolved or published. Also, Page Builder can automatically reflect the changes (if any) when a page translation is added or deleted. How it works? The following example describes how the globalization support in Page Builder works. For example, let the primary locale be French and the fallback locale be English. When a page is created with images, only an English image exists. If you preview the English image and later add a French translation for the same image, it shows the French image automatically. When the same page is promoted and published, the French image is also 276 Web Publisher User Guide

277 Using Page Builder to Create and Edit Web Pages promoted and published. If the French image is deleted and the main page is published again, the English image, as the second best match, is promoted and published along with it. To check if Globalization is turned on: 1. Select a content page. 2. Click on the properties icon. If you see the locale displayed for the page, then the Globalization is turned on. If you do not see the locale, contact your administrator to turn on the Globalization. To turn on globalization: 1. Browse to Administration>Web Publisher Admin>Settings. 2. Select the Globalization checkbox. Web Publisher User Guide 277

278 Using Page Builder to Create and Edit Web Pages To add a translation to a content page: 1. Browse to any Web Cabinet folder. 2. Select the required content page. 3. Select File>Translation>Add Translation or click the Add Translation link directly. 4. Select a base translation locale from the Base translation on the latest dropdown box. 5. Select a locale for translation from the Add translation for this locale dropdown box. 6. Click OK. 278 Web Publisher User Guide

279 Using Page Builder to Create and Edit Web Pages Choosing an image of a speci c locale Image locale is automatically matched to the parent page locale. If there is no direct match then fallback rules will be used. If there is no fallback rules then the first translation found will be displayed. If you want to force any specific localized version, then it is recommend creating a separate image object with a different name. Creating new web content New web content is created on a web page that has been created from a Page Builder template. Once you have a web page you can modify it with content according to your task. The following sequence lists the procedures you must perform in order to create new web content in Page Builder. Create a web page: Web Publisher User Guide 279

280 Using Page Builder to Create and Edit Web Pages Create using the Creating a web page, page 280 procedure. Edit a web page Edit using the Editing a web page, page 280 procedure. Preview a web page Preview using the Previewing a web page, page 281 procedure Save changes to your web page Save changes using the Saving changes to a web page, page 282 procedure. Check in your web page Check in using the Checking in a web page, page 282 procedure. Creating a web page To create a new page that uses Page Builder, you select a Page Builder template when using the procedure for Creating new content for a web page, page 77. Ask your administrator which of your organization s templates use Page Builder. Page Builder templates are indicated by a specific Page Builder icon Editing a web page To edit a web page: 1. Navigate to the page in the repository. Web pages are usually stored under the Web Cabinets node. 2. Do one of the following: On the page s line item, click Edit. Select the page s checkbox. Select File>Edit. The web page opens in Page Builder in edit mode. 3. As desired, do any of the following: To create or modify an element, use the appropriate procedure below. Text element: Entering plain text, page 283 Rich Text element: Entering text into the rich text editor, page 283 Hyperlink element: Inserting a hyperlink, page 289 Image element: Inserting an image, page 290 Movie element: Inserting a movie, page Web Publisher User Guide

281 Using Page Builder to Create and Edit Web Pages Layout element: Editing layout, page 271 Component element: Embedding content, page 297 Virtual Include element: Inserting an SSI instruction, page 299 Content Links element: Editing content links, page 294 To move, cut, copy, paste, delete, or duplicate items on the page, see Rearranging items on a web page, page 273. To lock an element, see Locking or unlocking an element, page 273. To preview the web page, see Previewing a web page, page 281. To edit style for the web page or for an element on the web page, see Setting properties, page To save your changes, click Save. For more information, see Saving changes to a web page, page To close the file and remove your lock on the file in the repository, click Close & Unlock. Previewing a web page To preview a web page: 1. Navigate to the page in the repository. Web pages are usually stored under the Web Cabinets node. 2. Do one of the following: On the page s line item, click Edit. Select the page s checkbox. Select File>Edit. The web page opens in Page Builder in edit mode. 3. To preview without enabling the web page s links, click the Preview tab. 4. To preview and test links to other pages on the site do the following: a. Select the Content tab. b. Click the Site View button. Click Yes if you are prompted to save your content. 5. When you are done viewing in Site View, either click Edit to return to editing the page or click Close to close the page. Web Publisher User Guide 281

282 Using Page Builder to Create and Edit Web Pages Saving changes to a web page This procedure saves the changes you have made to a web page but does not close or check in (unlock) the page. The page remains checked out (locked) in your name, meaning only you can edit it. Other users can view the page and see your most recent saved changes, but they cannot edit the page. To save your changes to a web page: 1. Navigate to the page in the repository. Web pages are usually stored under the Web Cabinets node. 2. Do one of the following: On the page s line item, click Edit. Select the page s checkbox. Select File>Edit. The web page opens in Page Builder in edit mode. 3. To save your changes, click the Save button. 4. To check in (unlock) the page, see Locking or unlocking an element, page 273. Checking in a web page This procedure closes a web page being edited in Page Builder and unlocks the web page in the repository, so that others can edit the page. This procedure does not save your changes unless you first click the Save button. To check in a web page: 1. Navigate to the page in the repository. Web pages are usually stored under the Web Cabinets node. 2. Do one of the following: On the page s line item, click Edit. Select the page s checkbox. Select File>Edit. The web page opens in Page Builder in edit mode. 3. Click Save to save your most recent changes. To discard your most recent changes, skip this step. 4. Click Close & Unlock. 282 Web Publisher User Guide

283 Using Page Builder to Create and Edit Web Pages Entering plain text The Text element lets you enter plain text on a web page. To enter plain text: 1. In the Content tab, open the Text element by clicking it. The Edit Text page opens. 2. In the text area, type your text. 3. When you are done editing the element, click OK. 4. To save changes, you must save the web page. To save the web page, click Save. For more information, see Saving changes to a web page, page 282. Entering text into the rich text editor The Rich Text element lets you enter formatted text on a web page. You can use standard keyboard shortcuts in the Rich Text element, such as Ctrl+Z to undo, Ctrl+B to bold, and Ctrl+X to cut, to name a few. Entering formatted text in the rich text editor To enter formatted text: 1. In the Content tab, open the Rich Text element by clicking it. The Edit Rich Text page opens. 2. In the work area, do any of the following: Type text. Change the style or formatting of text by selecting the text and clicking the appropriate formatting button. For an explanation of the formatting buttons, see Formatting buttons in the rich text editor, page 284. Perform the following standard operations: Undo, Redo, Cut, Copy, Paste, Delete, Remove Font Styles, and Select All To do so, place your cursor or select text as appropriate and click then select the operation. Check spelling. See Checking spelling in the rich text editor, page 285., and Insert or change an image. See Inserting or modifying an image in the rich text editor, page 286. Web Publisher User Guide 283

284 Using Page Builder to Create and Edit Web Pages Insert or edit a hyperlink. See Inserting or modifying a hyperlink in the rich text editor, page Click OK. 4. To save changes, you must save the web page. To save the web page, click Save. For more information, see Saving changes to a web page, page 282. Formatting buttons in the rich text editor The following table describes formatting buttons found in Page Builder s rich text editor. Table Rich Text Formatting buttons Button Description Opens a dropdown list that lets you choose a font for the selected text. Opens a dropdown list that lets you choose a size for the selected text. Makes the selected text bold. Underlines the selected text. Makes the selected text italics. Opens a dropdown list that lets you choose the alignment of the selected text. Formats the selected text as bullet items. Formats the selected text as numbered items. Increases the indent of the selected text. Decreases the indent of the selected text. Opens a color palette that lets you choose a color for the selected text. Opens a color palette that lets you choose a background highlight color for the selected text. Checks spelling. See Checking spelling in the rich text editor, page 285. Displays a menu that lets you Undo, Redo, Cut, Copy, Paste, Delete, Remove Font Styles, and Select All. 284 Web Publisher User Guide

285 Using Page Builder to Create and Edit Web Pages Button Description Inserts an image. See Inserting or modifying an image in the rich text editor, page 286. Inserts a hyperlink. See Inserting or modifying a hyperlink in the rich text editor, page 288. Checking spelling in the rich text editor When the spell check button is clicked Page Builder checks your content for spelling errors and makes suggested corrections. Page Builder uses Microsoft Word as it s editor in the rich text editor element, and supports multiple language dictionaries. To ensure Page Builder uses the correct language dictionary during spell checks you must ensure your Page Builder machine is set to use the correct locale, and you must select your desired language dictionary in Word. For more information on selecting the correct language dictionary in Word see, Microsoft Office Word Help in the Microsoft Word application. To check spelling in the rich text editor: 1. Click. Page Builder looks for spelling errors. If none are found, Page Builder tells you so, and you can skip the rest of this procedure. Otherwise, the Check Spelling page opens display the misspelled word appears in the Change box with a suggested alternative in the To box. 2. Do one of the following: To change the spelling of the word, make sure the correct spelling appears in the To box. If the correct spelling does not appear, either type the correct spelling in the box or select the correct spelling from the list. Then click either Change (to change only this occurrence of the word) or Change All (to change every occurrence of the word). To let the spelling of the word remain as is, click Ignore. To let every occurrence of this spelling remain as is, click Ignore All. To let the spelling of the word remain as is and to add this spelling to the dictionary of correct words, click Add to Dictionary.. Page Builder makes the applicable changes and then displays the next misspelled word. 3. Repeat the previous step until Page Builder displays a message that the spell checker is done. 4. When the message appears that the spell checker is done, click OK. Web Publisher User Guide 285

286 Using Page Builder to Create and Edit Web Pages The spelling errors are corrected. Click OK to close the rich text editor. Inserting or modifying an image in the rich text editor To insert or modify an image in the rich text editor: 1. Do one of the following: To insert a new image, place your cursor at the desired location. To modify an existing image, click the image. 2. Click. The image properties dialog opens. Fields marked with red asterisks are required fields. 3. In the Source field, select the image. You either select the image from the repository or import the image from outside the repository. To select the image from the repository, click Browse, navigate to the image, and select the image. For instructions on using the selection page, refer to Using a selection page to locate and select an item, page 39. Note: To view an image before you select it hover your mouse over the image to see an inline preview. To select the image by importing it from outside the repository, do the following: a. Click Browse. b. Navigate to the repository location to which to import the image. To navigate, you can open a lower level in the directory structure by clicking a folder or category. You return to a higher level in the directory structure by clicking a location in the navigation path at the top of the page. c. When you have navigated to the desired location, click Import. d. On the import page, click Browse. e. Navigate to the image on your local file system. Select the image and click Open. f. On the import page, click Import. 4. To test that the correct image is displayed, click Test next to the Source field. After verifying that the correct image appears, close the test window. 5. Enter information in the following fields as desired: URL To make the image into a hyperlink, set the target that opens when users click the image. Do one of the following: 286 Web Publisher User Guide

287 Using Page Builder to Create and Edit Web Pages To enter the URL of an external web page, type the URL. Make sure to include the correct prefix (for example, To select a web page from the repository, click Browse, navigate to the page, and select the page. For instructions on using the selection page, refer to Using a selection page to locate and select an item, page 39. To enter an anchor on the current web page, click Browse and select the current web page. This enters the path to the current page in the URL field. Then, at the end of the path, add the following: #anchor_name where anchor_name is the anchor name of the element you want to jump to. Note that you give an element an anchor name by typing the name in the element s properties, as described in Setting properties, page 301. To test that the correct target appears, click Test next to the URL field. After verifying that the correct target appears, close the test window. Alternate Text Type the floating text that appears when users hover their mouse pointers over the image. Border Size Enter a number to determine the size of the border surrounding the image. If you do not want a border, set this to 0. Alignment Select the position of the graphic with respect to the surrounding content. Width and Height To determine a specific pixel width and pixel height for the image, enter the values here. If you leave both these fields blank, the image s actual width is used. If one field is left blank and the other has a value, the image is resized proportionally. EMC Documentum recommended leaving these fields blank to let the CSS (Cascading Style Sheets) determine the width and height of images. HSpace Set the horizontal space between the image and surrounding text. VSpace 6. Click OK. Set the vertical space between the image and surrounding text. Note: If you have entered invalid information in any of the fields, the dialog box will remain open and indicate which fields are invalid by surrounding them with red borders. If that happens, you must enter valid information in those fields. Then click OK. Web Publisher User Guide 287

288 Using Page Builder to Create and Edit Web Pages Inserting or modifying a hyperlink in the rich text editor To insert or modify a hyperlink in the rich text editor: 1. Do one of the following: To insert a new hyperlink, either select the existing text that you want to turn into a hyperlink or place your cursor at the location where you want to create new hyperlink text. To modify an existing hyperlink, place your cursor anywhere in the hyperlink. 2. Click. The link properties dialog opens. Fields marked with red asterisks are required fields. 3. In the Link Text field, type the text that users click to follow the hyperlink. 4. In the Address field, select the page that opens when users click the hyperlink. Do one of the following: To enter the URL of an external web page, type the URL. Make sure to include the correct prefix (for example, To select a file from the repository, click Browse, navigate to the file, and select the file. For instructions on using the selection page, refer to Using a selection page to locate and select an item, page 39. To enter an anchor on the current web page, click Browse and select the current web page. This enters the path to the current page in the URL field. Then, at the end of the path, add the following: #anchor_name where anchor_name is the anchor name of the element you want to jump to. Note that you give an element an anchor name by typing the name in the element s properties, as described in Setting properties, page 301. To test that the correct target appears, click Test. After verifying that the correct target appears, close the test window. 5. In the Alternate Text field, type the floating text that appears when users hover their mouse pointers over the hyperlink. 6. In the Target dropdown list, select whether the hyperlink target opens in a new browser window or the same browser window. 7. Click OK. Note: If you have entered invalid information in any of the fields, the dialog box will remain open and indicate which fields are invalid by surrounding them with red borders. If that happens, you must enter valid information in those fields. Then click OK. 288 Web Publisher User Guide

289 Using Page Builder to Create and Edit Web Pages Inserting a hyperlink The Hyperlink element lets you insert a link to another web page or to an anchor on the current page. To insert a hyperlink: 1. If the Hyperlink element has not yet been created on the page, do the following: a. Select the Layout tab. b. Right-click the element that is directly above the location where you want to create the new element. If the page contains only one, undefined element, then right-click that element. Note: If you want to create the new element at the top of the page, you must first create it below the top element and then move it up. For instructions on moving an element, see Rearranging items on a web page, page 273. c. In the pop-up menu, select New>Hyperlink. 2. In the Content tab, open the Hyperlink element by clicking it. Fields marked with red asterisks are required fields. 3. In the Label field, type the text that users click to follow the hyperlink. 4. In the Tooltip field, type the floating text that appears when users hover their mouse pointers over the hyperlink text. 5. In the URL field, select the target of the hyperlink by doing one of the following: To select an external web page, type the URL of the web page. Make sure to include the correct prefix (for example, To select a web page from the repository, click Browse, navigate to the page, and select the page. For instructions on using the selection page, refer to Using a selection page to locate and select an item, page 39. To select an anchor on the current web page, type the following: #anchor_name where anchor_name is the anchor name of the element you want to jump to. Note that you give an element an anchor name in the element s properties, as described in Setting properties, page 301. To test that the correct target appears, click Test next to the URL field. After verifying that the correct target appears, close the test window. 6. In the Target dropdown list, select whether the hyperlink target opens in a new browser window or the same browser window. Web Publisher User Guide 289

290 Using Page Builder to Create and Edit Web Pages 7. In the Image Source field, you can add an image that users can click to open the hyperlink target. You either add an image from the repository or import an image from outside the repository. To add an image to the repository, click Browse, navigate to the image, and select the image. For instructions on using the selection page, refer to Using a selection page to locate and select an item, page 39. To import an image from outside the repository, do the following: a. Click Browse b. Navigate to the repository location to which to import the image. c. Click Import. d. On the import page, click Browse. e. Navigate to the image on your local file system. Select the image and click Open. f. On the import page, click Import. 8. To test that the correct image appears, click Test next to the Image Source field. After verifying that the correct image appears, close the test window. 9. In the Image Alt field, type the floating text that appears when users hover their mouse pointers over the image specified in the Image Source field. 10. In the Paragraph field, type additional text you want to appear on the page next to the hyperlink. This text is not part of the hyperlink. 11. Click OK. Note: If you have entered invalid information in any of the fields, the dialog box will remain open and indicate which fields are invalid by surrounding them with red borders. If that happens, you must enter valid information in those fields. Then click OK. 12. To save changes, you must save the web page. To save the web page, click Save. For more information, see Saving changes to a web page, page 282. Inserting an image The Image element lets you insert images on a web page. You can turn images into hyperlinks. To insert an image: 1. In the Content tab, open the Image element by clicking it. Fields marked with red asterisks are required fields. The Image Attributes page opens. 290 Web Publisher User Guide

291 Using Page Builder to Create and Edit Web Pages 2. In the Image Source field, select the image. You either select the image from the repository or import the image from outside the repository. To select an image from the repository, click Browse, navigate to the image, and select the image. For instructions on using the selection page, refer to Using a selection page to locate and select an item, page 39. To select the image by importing it from outside the repository, do the following: a. Click Browse beside the Bullet Image field. b. Navigate to the repository location to which to import the image. c. Click Import. d. On the Import page, click Browse. e. Navigate to the image on your local file system. Select the image and click Open. f. On the Import page, click Import. 3. To test that the correct image appears, click Test next to the Image Source field. After verifying that the correct image appears, close the test window. 4. To make the image into a hyperlink, set the hyperlink target in the Image Hyperlink URL field. Do one of the following: To enter the URL of an external web page, type the URL. Make sure to include the correct prefix (for example, To select a web page from the repository, click Browse navigate to the page and select the page. For instructions on using the selection page, refer to Using a selection page to locate and select an item, page 39. To select an anchor on the current web page, type the following: #anchor_name where anchor_name is the anchor name of the element you want to jump to. Note that you give an element an anchor name in the element s properties, as described in Setting properties, page If you entered a target in the Image Hyperlink URL field, test that the correct target appears, by clicking Test next to the field. After verifying that the correct target appears, close the test window. 6. To determine a specific pixel size for the image, enter the values in the Image Width and Image Height fields. If both fields are left blank, then the image s actual width is used. If one of these fields is left blank and the other has a value, then the image is resized proportionally according to the value. EMC Documentum recommended leaving these fields blank to let the CSS (Cascading Style Sheets) determine the width and height of images. 7. In the Image Alt field, type the floating text that appears when users hover their mouse pointers over the image. Web Publisher User Guide 291

292 Using Page Builder to Create and Edit Web Pages 8. Click OK. Note: If you have entered invalid information in any of the fields, the dialog box will remain open and indicate which fields are invalid by surrounding them with red borders. If that happens, you must enter valid information in those fields. Then click OK. 9. To save changes, you must save the web page. To save the web page, click Save. For more information, see Saving changes to a web page, page 282. Inserting a movie The Movie element lets you run a movie on a web page using a link to the movie in the web page s source. Two different players, Flash and Windows Media Player (WMP), are available for rendering on a page; however, the supported formats may change depending on your player version and updates by Adobe or Microsoft. Generally, the following formats are supported by one these players: swt Flash wma WMP mp3 WMP mpeg2 WMP To insert a movie: 1. If the Movie element has not yet been created on the page, do the following: a. Select the Layout tab. b. Right-click the element that is directly above the location where you want to create the new element. If the page contains only one, undefined element, then right-click that element. Note: If you want to create the new element at the top of the page, you must first create it below the top element and then move it up. For instructions on moving an element, see Rearranging items on a web page, page 273. c. In the pop-up menu, select New>Movie. 2. In either the Layout or Content tab, open the Movie element by clicking it. Fields marked with red asterisks are required fields. 3. In the Source field, select the movie that appears on the web page either by entering an external URL to a movie, or by clicking Browse and selecting the movie from the repository. For instructions on using the selection page, refer to Using a selection page to locate and select an item, page 39. If the URL in the Source does not point to an existing movie, then Page Builder will stop trying to load the web page after 45 seconds and will prompt you to turn on 292 Web Publisher User Guide

293 Using Page Builder to Create and Edit Web Pages the safe mode. Safe mode disables all the Flash URLs in all the Movie elements on the web page. (For more information, see Using safe mode to troubleshoot a problem in Page Builder, page 304.) To turn on safe mode, click OK. If you suspect the movie needs more time to load, click Cancel, and Page Builder will again try to load the page. 4. To test that the correct movie appears, click Test. If the movie does not run, you have entered an invalid URL in the Source field. You must enter a valid URL before closing the Movie element. After verifying that the correct movie appears, close the test window. 5. In the Width field, enter the pixel width of the movie. 6. In the Height field, enter the pixel height of the movie. 7. Click OK. Note: If you have entered invalid information in any of the fields, the dialog box will remain open and indicate with red borders which fields are invalid. You must enter valid information. 8. To save changes, you must save the web page. To save the web page, click Save. For more information, see Saving changes to a web page, page 282. Inserting content links The Content Links element lets you enter search criteria into the Content Links page to generate a list of hyperlinks for display on a web page. This element generates a list of dynamic links to content in one or more web cabinets. The list of links is refreshed every time a page containing the links is republished. To insert a content links element: 1. Select the Layout tab. 2. Open the Virtual Include element by clicking it. Fields marked with red asterisks are required fields. 3. On the Layout tab, click in the blank element and choose Insert>Content Links. The content links element is created. Web Publisher User Guide 293

294 Using Page Builder to Create and Edit Web Pages Editing content links When you edit a page with a content links element, the search criteria runs according to an interval defined by a system administrator or developer in the Page Builder blueprint (for example, once every 30 minutes). The page must be reloaded or refreshed to see the new DQL query results. The fact that queries do not have to run every time a page is reloaded makes the editing process much more efficient. When the page is published, the list of links is regenerated to reflect the latest content available at publish time. If a page contains any content links it can be configured to auto-refresh at certain intervals. The interval can be set through Properties>Publish>Republish. If the content link is embedded in a component then the parent pages will be also be republished. The content links are only selected if they point to content in the appropriate lifecycle state (for example, if the master page is published to the Staging site it may only contain links to the content available in Staging state). You can modify the look and feel of the links by applying a CSS style or class to the entire Content Links element. To apply style, see Setting properties, page 301. To edit content links: 1. Select the Content tab. 2. Open the Content Links element by clicking it The page opens listing attribute fields that you can modify to create content links. 294 Web Publisher User Guide

295 Using Page Builder to Create and Edit Web Pages Search Criteria The value in this field is auto-generated by the Search Criteria page based on the search criteria that you entered in the Advanced Search page. You use the Advanced Search page to select the locations in which to search for links, and to select what properties to search. For more information on using advanced search see, Running an advanced search, page 59. Note: The Locations option on the Advanced Search page defaults to the current web cabinet. Link Label The text used for rendering the hyperlink label. Label text is configurable: the default is {$object_name} indicating that the actual page renders each link as the name of the referenced object. Default label text can be changed by clicking the Edit button; the Edit page allows you to select different attributes from a dropdown list and insert them into the label text. You should not change the spelling of attribute tokens inserted from dropdown list but you can add custom text between the tokens denoted as {$xxx} for example, {$object_name} published by {$authors}. Tooltip The tooltip displayed when you move your mouse over a hyperlink. This field is blank by default and can be configured the same way as Link Label. Web Publisher User Guide 295

296 Using Page Builder to Create and Edit Web Pages Paragraph A text paragraph displayed under each hyperlink. By default this field is set to use {$title} title attribute as the paragraph content, but it can be configured the same way as Link Label. Bullet Image The image icon to be used as a bullet point for the list. This image will be displayed at the beginning of each link. The same image will be used for all the links. We recommend you use a small image You either select the image from the repository or import the image from outside the repository. To select the image from the repository, click Browse and select the image. For instructions on using the selection page, refer to Using a selection page to locate and select an item, page 39. To import the image from outside the repository, see Importing Page Builder content, page 300. To test that the correct image appears, click Test. After verifying that the correct image appears, close the test window. Target Specifies how to open the link (e.g., same or new browser window) Max Number of Links The maximum number of links to be selected. 3. Modify the information in each field by clicking the Edit button. Clicking Edit opens the Web Page dialog appropriate to the field you are editing. a. To add change an attribute, pick the attribute from the dropdown list and click Insert. The selected attribute is added to the field dialog below. b. Click OK. Note: If you have entered invalid information in any of the fields, the dialog box will remain open and indicate which fields are invalid by surrounding them with red borders. If that happens, you must enter valid information in those fields. Then click OK. c. To add multiple attributes to the field dialog place your cursor in the dialog field at the location where you want to insert another attribute. Select an attribute from the dropdown list and click Insert. You will now see multiple attributes in the field dialog for example, object_name and acl_name. 296 Web Publisher User Guide

297 Using Page Builder to Create and Edit Web Pages 4. To save changes, you must save the web page. To save the web page, click Save. For more information, see Saving changes to a web page, page 282. Embedding content The Component element lets you embed content from another file onto a web page. Page Builder does not save the actual content as part of the web page. Instead, Page Builder saves the path to the content s source file as part of the web page. When you publish the web page, the latest version of the content is included as part of the published page. In Page Builder s Layout and Content tabs, embedded content is surrounded by gray dots, as shown here. Figure Embedded content as it appears in the Page Builder editor The Component element can be particularly useful if you want to include the same content on hundreds or thousands of web pages. You keep the content in one file. When you update the content in the one file, it is automatically updated on each web page on which it is embedded. The updating occurs as each web page is published. Web Publisher User Guide 297

298 Using Page Builder to Create and Edit Web Pages Embedded content must be of a text-based format, such as a.txt file, an.html, or a Page Builder file. When you select the file to embed, Page Builder lets you browse to a non-text-based file and check for text-based renditions of that file. To embed content: 1. Select the Content tab. 2. Open the Component element by clicking it. The Component Attributes page opens displaying any attribute field. 3. Click Browse to navigate to and select the file you want to embed. You must always use the Browse button to select the file. You cannot type the path to the file in the Component Source field. 4. Do one of the following: Navigate to a text-based file and select it. (For detailed instructions on finding and selecting a file, see Using a selection page to locate and select an item, page 39.) Navigate to a non-text-based file and click it s name to display a list of other renditions of the file. If a text-based rendition is available, select that rendition. (For detailed instructions on finding and selecting a file, see Using a selection page to locate and select an item, page 39.) The path to the file displays in the Component Source field. 5. To test that the correct content appears, click Test. A web page opens in a new browser displaying the content. After verifying that the correct content appears, close the test window. If the correct content does not appear, you must re-select a file in the Component Source field. 6. Click OK. Note: If the embedded content contains a JavaScript error, then Page Builder will stop trying to load the web page after 45 seconds and will prompt you to turn on the safe mode. Safe mode loads the web page with the embedded content s JavaScript disabled. (For more information, see Using safe mode to troubleshoot a problem in Page Builder, page 304.) To turn on safe mode, click OK. If you suspect the embedded content has no errors but needs more time to load, click Cancel, and Page Builder will again try to load the page. 7. To save changes, you must save the web page. To save the web page, click Save. For more information, see Saving changes to a web page, page Web Publisher User Guide

299 Using Page Builder to Create and Edit Web Pages Editing embedded content When you edit the page, the latest version of the embedded content is displayed. Note: If the source of the component is Page Builder content, then the source will be opened in Page Builder. If the source of the component is a Word document, then the source will be opened in Microsoft Office Word and so on. To edit embedded content: 1. Select the Content tab. 2. Click the Site View icon to view your web page. 3. Click Yes to Save your changes before viewing your web page. The Site View page opens. Moving your mouse over a component displays a faint gray border with a globe icon in the top right corner: 4. Click on the globe icon to navigate to the component. 5. Once a single embedded component is selected, click the Edit button to edit the component. To navigate from the embedded component back to the parent page or component use the history (arrow) buttons at the top of the page. You can navigate forward and backward through the components. If you exit the page, you will only be able to navigate backward from the component that was selected when you exit. The component information is lost in the history path when you exit; however, the component information is saved. 6. To save changes, you must save the web page. To save the web page, click Save. For more information, see Saving changes to a web page, page 282. Inserting an SSI instruction The Virtual Include element lets you add an SSI (server-side include) instruction on a web page to include a link to a dynamic component on the web server. The SSI instruction directs the web server to dynamically generate data for the page. You must have created the Virtual Include element in the Layout tab before you can modify it in the Content tab. To insert an SSI instruction: 1. If the Virtual Include element has not yet been created on the page, do the following: Web Publisher User Guide 299

300 Using Page Builder to Create and Edit Web Pages a. Select the Layout tab. b. Right-click the element that is directly above the location where you want to create the new element. If the page contains only one, undefined element, then right-click that element. Note: If you want to create the new element at the top of the page, you must first create it below the top element and then move it up. For instructions on moving an element, see Rearranging items on a web page, page 273. c. In the pop-up menu, select New>Virtual Include. 2. In either the Layout or Content tab, open the Virtual Include element by clicking it. Fields marked with red asterisks are required fields. 3. In the Virtual Location field, enter the path to the ASP or JSP file relative to the web server s root. 4. In the Domain field, enter the URL of the web server. This is used to display the dynamic content when editing the web page within Page Builder. 5. Click OK. Note: If you have entered invalid information in any of the fields, the dialog box will remain open and indicate which fields are invalid by surrounding them with red borders. If that happens, you must enter valid information in those fields. Then click OK. 6. To save changes, you must save the web page. To save the web page, click Save. For more information, see Saving changes to a web page, page 282. Importing Page Builder content You can import individual folders, files or entire directories into the repository. You import Page Builder content the same way you import any item into the repository. During import you must be sure to select a Page Builder template from the template property option. To import content see, Importing, page 88. Note: The Rendition page is disabled for Page Builder file. Therefore, importing and exporting renditions are not possible. Exporting Page Builder content To export the Page Builder content, refer to the steps given in Exporting, page Web Publisher User Guide

301 Using Page Builder to Create and Edit Web Pages Note: The Rendition page is disabled for Page Builder files. Therefore, importing and exporting renditions is not possible. Discarding changes to a web page You can discard any changes you made to a web page since you last performed a save on the page. To discard changes: 1. Do one of the following: To discard changes and unlock the file in the repository so that others can edit it, click Close & Unlock. To discard changes but keep the file checked out (locked) in your name, click Close. 2. When prompted whether to close with or without saving, click NO. Setting properties To edit properties in Page Builder: 1. Select the Layout tab. 2. Right-click the element. 3. In the pop-up menu, select Modify>Properties. The Properties page opens. Web Publisher User Guide 301

302 Using Page Builder to Create and Edit Web Pages 4. Enter properties as desired. You can enter the following properties: ID Enter a unique HTML ID for the element. IDs are helpful, for example, if you want to attach a style rule or JavaScript file to this element. Title Type the pop-up text that appears when the user s mouse hovers over hyperlink. This pop-up text will appear in both the Page Builder editor and on the published web page. Anchor Name Type a name for this element that can be used to jump to this element from another location on the web page. The name must start with a letter and can 302 Web Publisher User Guide

303 Using Page Builder to Create and Edit Web Pages contain only letters and numbers. You must make sure the name you type has not been given to any other elements on this page. When an element has an anchor name, Page Builder places a bar above the element in the Layout and Content tabs. Class Assign a class name to the element to be used as a style sheet selector for CSS (Cascading Style Sheets). Inline Style (overrides class CSS rules) Enter any inline rules that override the CSS. For example, you can add a scroll bar to an element such as the content link element by entering the following style. height: 300px; /* Specify desired height of the element */ width: 96%; padding-right: 20px; overflow-y: auto; overflow-x: hidden; border: thin silver solid; /* Specify desired border (optional) */ Style Section (overrides external CSS) Enter inline styles that override the CSS. These are stored in the web page in the <style> tag. CSS Files This lists the CSS files already added to this element. If the full path and name of the file is not visible in the list, hover your mouse over the file to see pop-up text with the full path and name. You can delete a file from this list by clicking the X next to the file. New CSS File Assign a new CSS file by clicking Browse and selecting the file from the repository. To select a web page from the repository, click Browse. For instructions on using the selection page, refer to Using a selection page to locate and select an item, page 39. To test that the correct CSS is used, click Test. After verifying that the correct CSS file appears, close the test window. It is recommended that you use a CSS file from the same web cabinet as the page you are editing, so that you can be assured the CSS file will be published at the same time as the web page. Once you have chosen the CSS file, it appears in the New CSS File field. The CSS file will be added to the CSS Files list when you save your changes to the element s properties. You can add only one CSS file at a time when editing properties. To add another CSS file, you must save and then reopen properties. Web Publisher User Guide 303

304 Using Page Builder to Create and Edit Web Pages Javascript Files This lists the JavaScript files already added to this element. If the full path and name of the file is not visible in the list, hover your mouse over the file to see pop-up text with the full path and name. You can delete a file from this list by clicking the X next to the file. New Javascript File 5. Click OK. Assign a new JavaScript file by clicking Browse and selecting the file from the repository. To select a web page from the repository, click Browse. For instructions on using the selection page, refer to Using a selection page to locate and select an item, page 39. To test that the correct Javascript file is used, click Test. After verifying that the correct Javascript file appears, close the test window. It is recommended that you use a JavaScript file from the same web cabinet as the page you are editing, so that you can be assured the JavaScript file will be published at the same time as the web page. Once you have chosen the JavaScript file, it appears in the New Javascript File field. The file will be added to the Javascript Files list when you save your changes to the element s properties. You can add only one JavaScript file at a time when editing properties. To add another JavaScript file, you must save and then reopen properties. Note: If you have entered invalid information in any of the fields, the dialog box will remain open and indicate which fields are invalid by surrounding them with red borders. If that happens, you must enter valid information in those fields. Then click OK. 6. To save changes, you must save the web page. To save the web page, click Save. For more information, see Saving changes to a web page, page 282. Using safe mode to troubleshoot a problem in Page Builder Safe mode allows you to troubleshoot problems with embedded content or with movie plug-ins. You are prompted to enable safe mode if either of the following occurs: Embedded content from the Component element contains invalid JavaScript. Safe mode disables the JavaScript in all the Component elements on the web page. The URL for a player plug-in in the Movie element does not point to an existing movie. Safe mode disables all the URLs in all the Movie elements on the web page. 304 Web Publisher User Guide

305 Using Page Builder to Create and Edit Web Pages When safe mode is enabled, each Component element and Movie element on the page displays a message that the element is disabled, and the Re-enable JavaScript and Movie link is displayed. IMPORTANT: You must eliminate the errors before you view in Site View or publish. To eliminate the errors, do one of the following: Deleting the offending Component and Movie elements from the page. Changing the selections in the offending Component and Movie elements. Once you have eliminated the errors, click the Re-enable JavaScript and Movie link to exit safe mode. If errors still exist, Page Builder will prompt you to continue to enable safe mode. Web Publisher User Guide 305

306 Using Page Builder to Create and Edit Web Pages 306 Web Publisher User Guide

307 Chapter 27 Using Web Publisher Editor to Create and Edit Web Pages Web Publisher Editor lets you create and edit web page content via forms. This section describes the following: Web Publisher Editor interface, page 307 Creating a page for editing in Web Publisher Editor, page 309 Editing a page in Web Publisher Editor, page 309 Entering unformatted text in Web Publisher Editor, page 310 Entering formatted content in Web Publisher Editor, page 310 Creating a table in Web Publisher Editor, page 321 Using a file selector in Web Publisher Editor, page 323 Using the checkbox field in Web Publisher Editor, page 325 Using the choice field in Web Publisher Editor, page 326 Repeating a field in Web Publisher Editor, page 326 Web Publisher Editor interface Web Publisher Editor arranges a web page s content into editable fields on a form, making it easy for you to add or edit content. Web Publisher Editor does not necessarily arrange content as it will appear on the published web page. When you edit a page in Web Publisher Editor, a screen similar to the following appears. Web Publisher User Guide 307

308 Using Web Publisher Editor to Create and Edit Web Pages Figure Web Publisher Editor interface A red star next to a field indicates that you are required to enter information in that field. Web Publisher Editor s default time-out is 2.5 hours. If you leave a page open for 2.5 hours without saving, then any changes you made are lost. Web Publisher Editor uses the following buttons: Save 308 Web Publisher User Guide

309 Using Web Publisher Editor to Create and Edit Web Pages This saves your changes to the file in the repository. If this is the first time you are saving in this session, the file is incremented to next version. If this is not the first time, the version number does not change. Close This closes the Editor. If you have not saved your changes since your last save, Web Publisher prompts you to save. The file remains checked out. Close & Unlock This closes the Editor. If you have not saved your changes since your last save, Web Publisher prompts you to save. The file is no longer checked out. Comment Click this to add comments about the content you have entered. For example, you might want to comment on what has changed in this version of the content compared to a previous version. By default, you cannot save and close content until you have entered comments. Web View Click this to view how the content appears on the website. Web Publisher Editor, as with all of Web Publisher, is internationalized. The user interface supports multiple languages and is determined by the language that you select when you log in to Web Publisher. Creating a page for editing in Web Publisher Editor To create a new page that uses Web Publisher Editor, you select a Web Publisher Editor template when using the procedure for Creating new content for a web page, page 77. Ask your administrator which of your organization s templates use Web Publisher Editor. Once you have created the new page, you edit it using the procedure for Editing a page in Web Publisher Editor, page 309. Editing a page in Web Publisher Editor To edit a page through Web Publisher Editor: 1. If the page is not already opened in your browser, then open the page according to the procedure for Checking out and editing a file, page 82. Web Publisher Editor opens automatically. Web Publisher User Guide 309

310 Using Web Publisher Editor to Create and Edit Web Pages 2. Position your cursor in the field where you want to create or edit content. Go to the appropriate topic below for instructions on entering content in the field: Entering unformatted text in Web Publisher Editor, page 310 Entering formatted content in Web Publisher Editor, page 310 Creating a table in Web Publisher Editor, page 321 Using a file selector in Web Publisher Editor, page 323 Using the checkbox field in Web Publisher Editor, page 325 Using the choice field in Web Publisher Editor, page 326 Repeating a field in Web Publisher Editor, page 326 Entering unformatted text in Web Publisher Editor A simple text field lets you type unformatted text. To enter text, you position your cursor in the field and type the text you want to appear on the web page. Figure Unformatted text in Web Publisher Editor Entering formatted content in Web Publisher Editor This topic describes how to enter formatted content, though additional information is also available by clicking this link: additional help on the content field. The content field lets you enter formatted text. Depending on how the field is configured, you can also insert blocks of HTML, insert custom tags containing pre-written code, and perform other functions. 310 Web Publisher User Guide

311 Using Web Publisher Editor to Create and Edit Web Pages Figure Content eld in Web Publisher Editor The content field supports multiple UTF-8 languages. For more information, see Language support in Web Publisher Editor, page 312. To enter content in the content eld: 1. Position your cursor in the field and type the text you want to appear on the web page. 2. As desired, do the following: To change the text s font, select the text with your mouse and select the font in the Editor Font field. To resize the text, select the text with your mouse and either select the size in the Editor Type Size field or click the font resizing buttons, as described in The formatting buttons in Web Publisher Editor, page 313. To perform other formatting changes, select the text with your mouse and click the appropriate formatting button at the top of the content field. Formatting buttons are described in The formatting buttons in Web Publisher Editor, page 313. To insert a paragraph break, press the ENTER key. A paragraph break inserts a <p> tag in the HTML source for the content file. To check spelling, refer to Checking spelling in Web Publisher Editor, page 315. To insert a hyperlink, refer to Creating a new hyperlink in Web Publisher Editor, page 316. To insert a table, refer to Creating a new table in the content field, page 317. Note that this is a different procedure than that of creating a table outside of the content field, as described in Creating a table in Web Publisher Editor, page 321. To insert a block of HTML from your clipboard, refer to Pasting an outside block of HTML into the content field in Web Publisher Editor, page 318. Web Publisher User Guide 311

312 Using Web Publisher Editor to Create and Edit Web Pages To view or edit the content s HTML source, click the HTML Source tab at the bottom of the content field. If you edit the HTML directly through this tab, you must first validate the changes by clicking the validate icon: Web Publisher will not let you return to the Editor tab until you validate the changes. Content inside the HTML Source tab should follow XML rules. All tags should be closed. The content <element> ignores <html> and <body> tags. To insert a custom tag, refer to Inserting a custom tag in Web Publisher Editor, page 320. To insert nonparsable content, refer to Inserting non-parsable XML in Web Publisher Editor, page 321. To view the content as it will exist on the web, with all linked items displayed, click Web View. Web Publisher displays the content as it will appear on the web and provides access to linked items. To simply preview how the HTML will render as a web page, click Preview. Language support in Web Publisher Editor The content field supports multiple UTF-8 languages. If needed, you can enter content in multiple languages for one template. Following is a list of supported languages. Table Supported languages in the content eld in Web Publisher Editor Supported languages Bengali French Norwegian Turkish Cantonese/ Traditional Chinese Chinese (Simplified) German Polish Ukrainian Greek Portuguese Vietnamese Croatian Hindi Russian Czech Hungarian Scottish Danish Irish Slovenian Dutch Italian Slovak 312 Web Publisher User Guide

313 Using Web Publisher Editor to Create and Edit Web Pages Supported languages English Japanese Spanish Finnish Korean Swedish To correctly display characters associated with languages other than English you must use the correct font. By default, Web Publisher Editor uses the Arial Unicode MS font so you must ensure that this font is installed on your machine. The formatting buttons in Web Publisher Editor The following table describes formatting buttons found in Web Publisher Editor. Table Formatting buttons in Web Publisher Editor Button Description Checks the spelling for the text in the field. Refer to Checking spelling in Web Publisher Editor, page 315. Cuts the selected text. Copies the selected text. Pastes text from your clipboard to the location where you have placed your cursor. Searches for the text you type. Undoes your last action. Redoes your last action. Inserts a horizontal rule. Inserts a hyperlink. Refer to Creating a new hyperlink in Web Publisher Editor, page 316. Inserts a symbol. Web Publisher User Guide 313

314 Using Web Publisher Editor to Create and Edit Web Pages Button Description Inserts a bookmark. Inserts an image from the server s image library. Inserts a table. Makes the selected text bold. Makes the selected text italics. Underlines the selected text. Puts a strike through in the selected text. Removes all formatting from the selected text. Increases the indent of a selected paragraph. Decreases the indent of a selected paragraph. Changes the color of the selected text. Selects text highlight color. Performs a word count. Turns selected paragraphs into numbered items. Turns selected paragraphs into bullet items. Aligns the selected paragraphs with the left margin 314 Web Publisher User Guide

315 Using Web Publisher Editor to Create and Edit Web Pages Button Description Aligns the selected paragraphs with the right margin Centers the selected paragraphs Creates superscript text. Creates subscript text. Pastes a block of HTML. Refer to Pasting an outside block of HTML into the content field in Web Publisher Editor, page 318. Inserts a custom tag. Refer to Inserting a custom tag in Web Publisher Editor, page 320. Validates HTML code added in the HTML Source tab. Checking spelling in Web Publisher Editor To check spelling in the content eld: 1. Click the spelling icon: Web Publisher looks for spelling errors. If none are found, Web Publisher tells you so, and you can skip the rest of this procedure. Otherwise, the Check Spelling dialog box opens and displays the first error. The misspelled word appears in the Not in dictionary field. 2. Do one of the following: To change the spelling of the word, make sure the correct spelling appears in the Change to field. If the correct spelling does not appear, either type the correct spelling in the field, or click Suggest and select the correct spelling from the options suggested. Once the correct spelling appears, click Change to change this occurrence of the word or click Change all to change every occurrence of the word in the field. To let the spelling of a word remain as is, click Ignore. To let every occurrence of the word in the field remain as is, click Ignore all. Web Publisher User Guide 315

316 Using Web Publisher Editor to Create and Edit Web Pages Web Publisher makes the applicable changes and then displays the next misspelled word. 3. Repeat the previous step until Web Publisher no longer displays misspelled words. Creating a new hyperlink in Web Publisher Editor If the hyperlink target is a repository file that is part the website you are publishing, Web Publisher Editor resolves the path to the file by entering the file s absolute path in the repository, minus the cabinet. For example, if you select a document in located in /CustomerCabinet/folder1/index.htm, Web Publisher Editor records the path as /folder1/index.htm. If desired, you can add a URL prefix to the path Web Publisher Editor records. If you select not to add a URL prefix, the browser appends the prefix in relation to the URL of the file in which you are creating the hyperlink. For example, if you are creating the hyperlink in a file with the URL then when the file is published to the website, the link /folder1/index.htm that Web Publisher Editor generated becomes To create a hyperlink: 1. Click the hyperlink icon: 2. In the Text to display field, type the text that users click to follow the hyperlink. 3. In the left panel, do one of the following to determine the hyperlink s target: Click Existing File or Web Page to make the target an existing web page. The page can be either on the current site or on another site. Enter the path or URL in the Address field. Click Address to make the target a new message addressed to a predetermined address. Click Places in Document to enter a target location within the current web page. Click Repository to make the target a file in the current web cabinet. Click Browse to locate the file. In the browser tree, navigate to the file. The browser tree displays only primary renditions. To select a secondary rendition of a file, right click on the primary rendition. If secondary renditions exist, the browser tree displays them as a new branch under the primary rendition. 4. Click OK. To change a hyperlink s destination: 1. Click the hyperlink. 316 Web Publisher User Guide

317 Using Web Publisher Editor to Create and Edit Web Pages 2. Change the link address by typing it in or by browsing the repository. 3. Click OK. To delete a hyperlink: 1. Delete the hyperlink text. Creating a new table in the content eld This procedure describes how to create a table within the content field. Note that this is a different procedure than that of creating a table outside of the content field, as described in Creating a table in Web Publisher Editor, page 321. To create a table in the content eld: 1. Put the cursor at the point in the content field where you want to create the table. 2. Click. 3. Enter the desired table attributes. Note that by default, the border attribute is set to Click OK. 5. To enter information in a cell, click the cell. Table cells expand to accept your text. The size of the table on the web page is determined by the table attributes. To edit a table: 1. To insert a new row, select. 2. To insert a new column, select. 3. To delete a row, select. 4. To delete a column, select. 5. To split a cell: select the cell and click 6. To merge cells: select the cells and click 7. To show the table s grid lines, click To edit a cell: 1. Select the cell by clicking the cell. For example: Web Publisher User Guide 317

318 Using Web Publisher Editor to Create and Edit Web Pages Figure Selecting a cell 2. To edit the attributes of the cell, select Cell>Edit Attributes. You can change the width, height, horizontal and vertical alignment of the cell, if text wraps within a cell, and the background color of the cells. Click OK. 3. To identify the cell as part of the table s header, select Cell>Change to header <th>. To remove the header designation, click in the header cell and select Cell>Change to normal <td>. 4. To delete the contents of a cell, select Cell>Delete Contents. The Delete contents action removes the content of a cell. This is intended as a convenience function. Using the backspace key in the Swing JEditorPane component (the window the user sees in the content control) can sometimes result in unintentional deletion of structure. This action cleanly removes the contents of a cell without removing any structure. Pasting an outside block of HTML into the content eld in Web Publisher Editor You can copy HTML from a location outside the repository and paste it into the content field as HTML. You can paste the following tags: headings: <h1> <h2> 318 Web Publisher User Guide

319 Using Web Publisher Editor to Create and Edit Web Pages <h3> <h4> <h5> <h6> anchors: <a> blocks: <p> <blockquote> <pre> <xmp> <br> lists: <ol> <ul> <li> fonts: <ol> <ul> <li> tables: <table> <caption> <td> <th> <tr> To paste HTML tags into a content eld: 1. Copy the HTML tags to your clipboard. 2. Place your cursor at the location where you want to paste the HTML tags. 3. Click the paste icon: Note: To view the HTML source, hold down CTRL+ALT while clicking the paste icon. Web Publisher User Guide 319

320 Using Web Publisher Editor to Create and Edit Web Pages Inserting a custom tag in Web Publisher Editor A custom tag is a pre-written block of content and code that you can include on a web page. Your organization s developers create custom tags according to your website s needs. Custom tagging lets you include information (such as dynamically generated information) that you might not have the expertise to write yourself. For example, a custom tag might include a block of code that generates updated information about numbers of items in stock every time a user visits the web page. When a custom tag is added to a file, you see only the name of the tag in the content field. If you double-click the tag name as it appears in the file, the custom tag selection list reappears. Do not modify the custom tag name in the content field. Doing so would have no effect on the XML that is saved in the document. You can delete the custom tag by double-clicking the description and then selecting the Delete button from the popup. If you are inserting multiple custom tags, you must type at least one space between each custom tag. To learn what custom tags your organization uses, ask your system administrator or developers. To insert a custom tag: 1. In the Web Publisher Editor content field, position your cursor at the point where you want to insert the custom tag. 2. Click the custom tag icon: The list of available custom tags appears. The list does not necessarily display each tag as the tag appears on the web page. 3. Click the name of the custom tag you want to include. The custom tag is inserted. The content field displays the tag as it appears in the custom tag list. This might not be the way the tag appears on the web page. To see how the custom tag appears on the web page, click Preview. To see how the custom tag is stored in the file, double-click the tag name. 4. To insert another custom tag next to the one you just inserted, first type a space. When you insert multiple custom tags, you must type at least one space between each custom tag. To delete a custom tag: 1. In the content field, click the custom tag. The custom tag pop-up opens. 2. Click Delete. 320 Web Publisher User Guide

321 Using Web Publisher Editor to Create and Edit Web Pages Inserting non-parsable XML in Web Publisher Editor Web Publisher Editor s <content> element and <textarea> element support the use of the <CDATA> element to contain content that you do not want to be parsed by an XML parser. Everything inside a CDATA section is ignored by the parser. In the HTML Source code, a CDATA section starts with: <![CDATA[" And ends with: "]]> In the content field, it appears as shown here: Figure CDATA support in content eld Creating a table in Web Publisher Editor This procedure describes how to create a table on a page that is edited in Web Publisher Editor. Web Publisher User Guide 321

322 Using Web Publisher Editor to Create and Edit Web Pages Note: this is not the procedure for creating a table within a content field, which is described in Creating a new table in the content field, page 317. Figure Table element in Web Publisher Editor To copy, delete or move a table row: The number of columns in a table is fixed, but you can change the number of rows and move rows up and down. 1. Select the row by clicking the vertical bar to the left of the row. 2. Click the appropriate button. (The buttons are located above the table.) Table Table editing buttons Button Description Click to copy the selected row. The copy is pasted immediately below. Click to delete the selected row. Click to move the selected row up one position. Click to move the selected row down one position. 322 Web Publisher User Guide

323 Using Web Publisher Editor to Create and Edit Web Pages Using a le selector in Web Publisher Editor You can select an existing text or graphic file to include on the web page. A file selector offers one of the following methods for choosing the file: Selection list The selected file opens on the right. Figure Example of a selection list Directory tree The selected file opens on the right. Figure Example of a directory tree Web Publisher User Guide 323

324 Using Web Publisher Editor to Create and Edit Web Pages Import button This lets you import files from outside the repository. Browse button This lets you search for files within the repository. Once a file is selected, Web Publisher Editor displays either a thumbnail picture of the file or the path to the file (as in the following figure). Figure Example of a Browse button To select a le: 1. If the selection field displays a list or a folder hierarchy, locate the file in the list or hierarchy. You might have to scroll down the list or click several folders in the folder hierarchy to find the file you are looking for. Then select the file by clicking it. 2. If the selection field displays the Import button, you can select a file from outside the Web Publisher repository by doing the following: a. Click Import. b. Click Browse. c. Navigate to the file. d. Select the file and click Open. e. If desired, type a descriptive name for the file. f. Click Import. 3. If the selection field displays the Browse button, you can search for a file within the repository by doing the following: a. Click Browse. The File Selector dialog box opens, displaying one or two dropdown lists across the top of the dialog box. These are used for your file search. 324 Web Publisher User Guide

325 Using Web Publisher Editor to Create and Edit Web Pages Figure Selection list in Web Publisher Editor b. In the first dropdown list, select the type of file you want to search for. If a second dropdown list is available, select the values you want to search for. If Go appears, click Go to run the search. The search results appear in the list box. If the list is longer than the box can show, the box displays one page of the list. Use the Go to field to jump to a different page in the list. Use the arrows to move forward of backward through the list. If Preview is available, you can click it to preview how the file opens through a web browser. c. In the list, click the file you want to add to the web page. d. Click Select. e. You can do the following: To preview the file in a web browser, click Preview. To remove the file from the web page, click Clear. Using the checkbox eld in Web Publisher Editor The checkbox lets you select whether or how something appears on the web page. For example, the checkbox could ask whether you want to use a certain font on a heading or whether you want certain information to appear. Web Publisher User Guide 325

326 Using Web Publisher Editor to Create and Edit Web Pages Figure Checkbox To select the option offered by the checkbox: 1. Click the checkbox. Using the choice eld in Web Publisher Editor The choice field displays a dropdown list from which you select what you want to appear on the web page. Figure Choice eld To enter content using the choice eld: 1. Click the down arrow to the right of the choice field. 2. Click the desired option. Repeating a eld in Web Publisher Editor If the repeating button set appears next to one or more fields, you can make one or more fields repeatable as a block, which means authors can determine how many times the fields appear on a given web page. Initially, Web Publisher Editor displays one instance of the block (which contains one or more fields), but the author can duplicate the block on the web page as often as desired using the adjacent buttons. 326 Web Publisher User Guide

327 Using Web Publisher Editor to Create and Edit Web Pages Figure A repeated eld Repeatable fields are used when it is up to the web page author to determine how often a certain type of information is to appear. For example, on a page that lists Frequently Asked Questions, the number of question-and-answer groupings can vary. Repeatable fields can also be nested. You can create multiple nesting levels, but EMC urges caution with this type of structure because multiple nesting levels could affect the usability of repeatable fields. Web Publisher User Guide 327

328 Using Web Publisher Editor to Create and Edit Web Pages The following table describes the buttons used to repeat fields. Table Buttons used to repeat elds Button Description Click to move the field or fields up one position in a series of repeatable fields. Click to move the field or fields down one position in a series of repeatable fields. Click to add the repeatable field or fields below the current position. Click to delete the repeatable field or fields. 328 Web Publisher User Guide

329 Chapter 28 Using ewebeditpro to Create and Edit Content ewebeditpro is an authoring tool for creating and editing the XML- and HTML-based content on a web page. ewebeditpro is a third-party authoring tool and not an EMC product. You download and install ewebeditpro from Ektron, Inc. This section includes basic information on using ewebeditpro. For more detailed information, refer to ewebeditpro s user guide at Figure ewebeditpro XML authoring tool This section includes the following: Creating a new content file for editing in ewebeditpro, page 330 Editing content in ewebeditpro, page 330 Adding an image in ewebeditpro, page 330 Adding a hyperlink in ewebeditpro, page 331 Web Publisher User Guide 329