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1. ccccceccsesccssccssccsscessceececesccesccesceesceecceeseeeseeesss 197 Ost MMM OGUCTIONs nean E OR 197 8 1 1 Win USE Proces SES osrin p E cumeueeddonsebgucancasnebaterte ace 197 8 1 2 PROCESS TYDES ae asare E E E E TN 197 8 1 3 WOTK MISE ieten E N 198 Dab A NO a T TE NEOA 198 O DAINO a a A AE 199 8 2 1 Starine d PlOCOS Soeiro nni in en ENE E 199 8 2 2 RESDONSIDIC PCTS OM savixscissastutnabivcenan a ttasiebeesietoeaen ana 199 8 2 3 WV OIC POMC astets2eGecita cece acts cih teem tic eatin cca ee oe acute eee deea tate ates 199 S 2 4 gt FaSK DESCHIDUON wsiessscectassessconasesetatencedcwenenaviensisatgacntapedactsasddeceseses 200 BIB WOK USU arenen EEE E E 200 8 3 1 OW CIN Ie oaa 201 8 3 2 SGC iret tC e N a edtceMacetactgtiaeeteseanates eatceteaceecumahat 201 8 3 3 Wiat lS DISD ay OC 6 vcs dssecownesetcercedpcccwansnscuerdabnuesesstienaineieneadescnca 203 8 3 4 PICO WMS ues towtatodepiutedetaveatopiateerionGenestateectenvesadeasateriasimerestateeriosuess 204 Be PrO SS Olas aay casstoccets T ets feet Race see tect oa eerie entan 205 8 4 1 OVENI W irar EREE EET TATEN 206 8 4 2 Se EE P E EN EE E E EEE RS 206 8 4 3 DELEON Paramete eaa a S 208 8 4 4 Screech Conten Ursinia biewanetecemcasaweeesaetaceue 209 8 4 5 SEE S OY a O E 210 8 5 JPUDINCANON PROCESS ocidente ne E e EE RE 210 8 5 1 OVENI onran 211 8 5 2 WORK GI OUD sesed a a a E a aa 212 PAGE 6 User Manual 8 5 3 ROIO aea E T E E 212 8 5 4 States dandio lED snaa A EA 212
2. Figure 94 Survey Editor Editorial View To create a new Survey you navigate to the folder you require in the file manager see Section 3 2 and choose File gt New gt Survey The survey editor opens You can open an existing survey by clicking on the name Note If you do not have the required write privileges start a publication process first See Section 8 5 In the editor you enter the following information e the name of the survey e participants open or closed survey e the list of supported languages e atitle and a description for each language and e finally the list of questions with title description and type O further explanation see the online help of the survey editor open context help Then you open the properties dialog and publish the survey as you do with all other contents of the portal see Section 3 5 16 Dals 2sd Where Is My Survey Surveys are not automatically displayed in the portal even if they have been published This means that they neither appear in a folder listing nor as a navigation element in the page frame see Section 4 1 3 Therefore you must write a Web article see Section 4 1 2 in which you link hyperlink to the survey and publish this article in the portal You can also send the article as an invitation mail as described in the next section PAGE 136 User Manual 5 Modules and Active Elements 5 2 2 2 Invitation Mail For closed surveys you must send a
3. cc esecsseccsesccesccesceesceescees 235 Reminder Process Walting cccceseccesscccescccescceecceesccensceeesceeeseees 236 REMUMMC CH eal stasis inc taatciedesstabios E T 236 Work List with Archived ProceSSe sS sscccssscccssccesscecescesescesscceuscss 237 Global Search in the Portal Appearance May Differ ccccccceeees 238 Extended Search in the Content Portal cee eeeccesccscceesccesceess 240 Extended Search in the Page Title Portal teeeeescceeeeeesceeeeee 241 SEALE Isa LO PIC Whe Cries sassaasentan sa nncshesshccekaasse cosauenenaacamasanananedetaeasiccns 241 Extended Search in the Portal ccccssccsssccsesccssccenscceesceeesceeescees 246 Editorial Search Editorial View ccccscccesccssccnsccsccescccssceesceess 249 Extended Search Options Editorial View ccccccccccccssseecesssssseeeeees 250 Search Options for a Text AttriDUte seia 252 Stored Query in Private Folders of User scott ccesecceesscceeesceees 254 Search for Users and Groups ssvesssncpandostestssesd sdunavdanseelaenswccsesasgecanetaves 255 File Menu in the Editorial View ccccssscssssccsescessscesscceesceeesceeeseees 262 Edit Menu in the Editorial View ccccssccsescceesccsscccnscceesceeesceeseees 266 Tools Menu in the Editorial View ccssccsseccesscccesceesccescessccenscss 268 Croup AdMmIN MeN Uere 271 PAGE 12 User Manual List of Tables
4. ccesesccnssccnssccnscccsscensscenssccnsecens 137 D2 MND SAIC TICKS soeone R ANAS 138 D WIR erei E TT E EEEN EE EEE 138 5 3 1 MOUCHO Me A nena cs teases 138 5 3 2 Seting Upa WINK izenian a E a 141 Det DOCUMENT ohare marisa ae A EEE 144 5 4 1 IPO dUCUO Meniere E T E E 144 5 4 2 Uploading and Maintaining Documents cccesecccesecceseseceeeses 145 5 4 3 setting UPa DOCUMENT Shale sesine N 147 Der ASIC VS E ana E nee enedee canes ane 151 5 5 1 MOUCHO aee oa caea west steneeteese ease 151 5 5 2 Creating and Editing laSKSrasnscnornonineo taan eE 153 553 setne Wa aSKOEIS escornar ee anaa Reri 155 5 6 News Channels and SubSCcriptions csccccsesecccssecccceseccceescceeeeseees 157 5 6 1 Od O secseancctuscadtnensasecuteecaaswansusacmasenc a tt 157 5 6 2 My SUDSCHDUIONS rsrsrsr ronse areste T 158 5 6 3 Setting Upa NEWS Channel pecine 161 D TODIC HOC aec E N N N 166 5 7 1 MV EFOGU CEO acceccatisacecustcceseibesuencseueieucss esevtadoteurauibi E 166 5 7 2 SELLING UD a TOPICI Orire er TEE 169 Dla Wealitallal ne TOPICS sostinei orase A 170 6 Group Administrati sssiissacisscemaviteeriieennanan anaes 175 S OUO Feciestesatc arash nceees trate a eduserreaed 175 6 1 1 WOK GrOUDS wxnaiicesatianst seeacte testes aces aeuaeesvansalaeadiote O S 175 6 1 2 FRO a ee ccaecnepcemaaaiacanteaaecenantaacnuaacotene 176 6 1 3 US Ol KS EEPE A EE A ENN EE EEE A EN E ETA 177 6 1 4 Ordina GOUD arisen ni T EA TEIE 177 62 Mamtainine WOnk GTOUDS sper
5. e Members can enter posts are all users with the Add Item privilege see Section 7 2 2 e Moderators are the moderators of the assigned work group see Section 6 1 2 Typically you should set a work group and one of the following access control lists see Section 7 3 Access Control Open to members Only members of the work group See Section 6 1 2 can read and enter posts Visitors are not permitted Open to members world All users can read posts visitors but only members readable of the work group see Section 6 1 2 can create posts themselves World open All users can read posts and create new ones Table 17 Typical Security Settings of a Forum Ensure especially in the case of moderated forums that at least one moderator is entered in the assigned work group see Chapter 6 Group Admin 5 1 3 3 Tips and Tricks e The forum object is also a folder You can save an intro article see Section 4 1 3 in it as a welcome text e A forum can also be useful within a wiki See Section 5 3 2 or within a document share see Section 5 4 3 e If users wish to be informed by e mail about new posts simply configure a news channel for the forum see Section 5 6 3 e lf multiple forums exist in the same folder you can publish the folder as a Forum List see general properties Section 3 3 3 selection list after Published as All forums are listed with the newest forum post and the number of thread
6. kal T Author ce O aaaaaaasaaad m aa C iaci c a c a c iL E m Name Mandatory Type Salutation O Salutation List Text Text Text Text i Text Document or Folder Hame Street ZIP City Country ka ea ea e a ea ea a Ea 4 lt 1 lt 1 41 4 4 C Le OC Oo i c F Image qa adaaaaag aqa a daaaaag qa 02daadadadadqdz 0 OO00000000 a x x x Technical Information aa WA m Faz i m Name Mandatory Type Original Content Type Content Type List Wished Content Type Content Type List frniulti Old IDs Integer multi Weight Float Old Weights Float multi Lifecycle Oe amp 9 108 ada co ga OL Oo x x x Name Mandatory Type Inport Dates O Date irmulti Import Folders T Document or Folder multi Archive Date O Date Archived C Checkbox 4 r r PEro Ea ia a lt 1 1 41 3 r r submit Cancel keset Figure 60 Metadata Administration The first column displays the name of the meta attribute in the current user language The attributes are grouped by topic General Author etc In the second column the mandatory fields are flagged The dropdown menu in the third column enables you to change the data type Caution You should only change existing data types in exceptional cases because otherwise all data set for documents and folders etc become
7. A selection dialog opens Select the user or role See Section 6 1 2 by clicking ona name Automatically a new line is shown in field Extended see Figure 19 Now you can flag the required privileges with a check mark See Section 7 2 2 3 3 6 Screen Metadata The functional metadata is displayed on the Metadata screen By maintaining the metadata you improve the search in large datasets Properties Metadata Description Traveling by car to the Hannover Messe Keywords Technics Computer Car General Main key Word Documentation Key Words please select Administration Documentation Fun Inxire Category Travel Themes Technics Computer Car HEX H Comments Information sheet for motorists Subrrit Cancel Figure 20 Metadata Screen in the Properties Dialog On the top part of the screen you can see the standard meta attributes e Description A short paragraph with a description PAGE 42 User Manual 3 The Folders e Keywords Text field for manual keywording You can enter multiple words separated by a comma In some cases a topic tree is available for assistance You will recognize this by the pencil symbol 4 after the entry field You open the topic tree by clicking on the pencil In this case you should only use keywords from the topic tree see Section 3 2 3 2 Note For Web articles see Section 4 1 2 the field is write protected because the keywords are not maintained
8. Desktop My Documents sr My Computer Lie E My H eaor File name Jews zip Places Save as type Compressed zipped Folder Cancel A Figure 52 Save as Dialog Internet Explorer The ZIP archive is stored on your PC Note In addition to the documents and folders the ZIP archive contains an RDF file under META INF meta rdf Resource Description Framework in accordance with W3C Standard references in Appendix 10 6 4 This saves important metadata for a description see Appendix 10 2 3 5 13 Uploading a ZIP Archive If entire directory trees are to be uploaded into the system uploading single documents using the upload dialog is inefficient see Section 3 5 2 A more convenient method is to upload a ZIP archive The archive can be created using common tools on any PC and can be uploaded with the upload dialog Select the check box Expand ZIP 1 Open the Folders see Section 3 1 2 Inthe navigation tree on the left select the folder into which the contents of the archive are to be uploaded 3 Activate the List or Symbols tab on the right and choose menu option File gt Upload see Figure 30 The upload dialog opens see Figure 31 4 Flag option Expand Zip with a check mark PAGE 66 User Manual 3 The Folders 5 For each archive that you wish to upload a Click on the button Browse depending on the browser used The file selection dialog of your browser opens b Selec
9. The properties screen displays the description file type owner creation date and modification date With the appropriate privileges you can rename the document or the folder and modify the description e Start Approval If the document share is linked with a task list you can use this function to create a new approval request see Section 5 4 2 4 above Note Depending on the type of the document or folder and your personal privileges some of these functions may not be available 5 4 3 Setting Up a Document Share Only the system administrator can set up document shares Document shares are set up in the editorial view They exist as special objects see Section 3 1 3 in the Folders There the system administrator can create a new document share at any time Document shares enable project teams and work groups to administer shared documents without having to leave the portal view You can find an introduction in Section 5 4 1 This section describes the configuration of a document share Note The Document Share module is not available in every installation 5 4 3 1 Properties Dialog Document shares are configured in the properties dialog See Section 3 3 To create a new document share you navigate to the folder you require in the file manager see Section 3 2 and choose menu option File gt New gt Document Share The properties dialog opens You can call this up again later to make adjustments menu File gt
10. User Manual 5 Modules and Active Elements e Team Members Depending on the configuration team members can create new tasks or can only read tasks e Moderators Moderators can create tasks and can modify existing tasks If a substitute is required for example the moderator enters the new responsible person Visitors team members and moderators can have tasks assigned to them Independent of their roles they can then maintain the degree of completion and enter comments The system administrator assigns the roles for each task list individually Access can also be granted to users who are not logged in 5 5 1 2 Tasks In addition to the degree of completion and the responsible person tasks also have other useful attributes Assigned To Responsible user This user can change the status degree of completion and comment Importance of the task high medium low Status Editing status The values may differ depending on the type of task the standard values are e Not started e In progress e Finished Complete Degree of completion in percent This is optional information provided by the responsible person PAGE 152 User Manual 5 Modules and Active Elements Start Date Planned start date Due Date Planned due date Comment Comment of responsible person Table 22 Attributes of a Task 5 25 13 Approvals In addition to general tasks you can also administer approval requests or approvals in task
11. e Delete The task is deleted after confirmation Only a moderator can delete a task see Section 5 5 1 1 5 5 3 Setting Up a Task List Only the system administrator can set up task lists Task lists are created and configured in the editorial view There they exist as special objects in the Folders see Section 3 1 3 The system administrator can set up a new task list at any location see Section 3 1 1 at any time Useful information on configuration of a task list is provided below Task lists support teamwork with formal administration of tasks You daily work with task lists is described in Section 5 5 2 for a general introduction see Section 5 5 1 Note The task module is not available in every installation 5352361 Properties Dialog Task lists are configured in the properties dialog see Section 3 3 To create a new task list you navigate to the folder you require in the file manager see Section 3 2 and choose menu option File gt New gt Task List The properties dialog opens You can call this up again later to make adjustments menu File gt Properties On the General screen see Section 3 3 3 you enter the name title and publication period As with all contents of the portal task lists must also be published see Section 4 1 4 The settings on the Security screen define the users privileges and thus their assignment to logical roles See the following section Note There is no sepa
12. 4h Groups Group Members oe Group A 24 Admins _ Members oe Group A d Admins Editors E WMembers i Editors 03 jun 2008 15 15 system Group Al world readable Group Admin T Name Date Owner Group ACL Admins O3 jun 2008 13 18 system Group Al world readable 9 Moderators i Members O3 jun 2008 13 18 system Group Al world readable 9 Reviewers Moderators 03 Jun 2008 15 15 system Group Al world readable Group A2 f Group E Group C inxire Reviewers O3 jun 2008 15 15 system Group Al world readable Refresh Figure 114 Group Administration 6 1 1 Work Groups The work groups ED usually map the hierarchical structure of the company In addition project teams and task forces are frequently created as work groups especially when shared content is to be maintained Users can belong to one or more work groups They can perform different roles in each work group The roles available are described in the next section PAGE 175 User Manual 6 Group Administration 6 1 2 Roles A user can have one or more roles i within a work group for example as an ordinary member an administrator or an editor The roles define which tasks the user has within the work group As a rule a new role means extended privileges for the documents folders and special objects See Section 3 1 3 of the work group The access control list regulates the details for each individual object See Section 7 3 Some
13. News Channel Feedback Path Misc gt Feedback Language English Lewel of Detail Complete Articles All threads My threads and selected ones C Only selected threads You hawe selected the folowing threads Thread Author Last post z biy comments Fritz 27 Jan 2011 14 57 m Testing the moderation Monika 15 May 2017 14 51 Submit Cancel Figure 103 Details of a Subscription The Level of Detail determines the extent to which you wish to be informed of new posts e Complete Articles A complete copy of each new or changed article or post will be sent to you e sSummary You receive a list of all new or changed articles or posts Hyperlinks lead to the display in the portal Note In some cases not all options are available In addition if the news channel belongs to an online forum see Section 5 1 you can restrict the subscription to selected Threads see Figure 103 e All Threads You receive information on all threads e My Threads Only the discussions that you have started yourself are included in the Subscription PAGE 160 User Manual 5 Modules and Active Elements e My Threads and Selected Ones In addition to discussions that you have started yourself you receive information on posts from the threads listed further down on the screen only if you have already subscribed to individual threads e Only Selected Threads You receive information only on posts from the threads listed below
14. Table 1 List View in the File Manager ccccssccsssccsescecescesscccnscceescsensceeesceeeseeess 31 Table 2 Special Screens of the Properties DialOg c cc cecccesssccesecceesscceeesccenees 37 Table 3 General PrOpemieS sonecie E S 39 Table 4 Properties Of a DOCUMEN enrera rnn E EEA 41 Table S Notes mine EC Moroso Aa 44 Table 6 Actions That Can Be Applied to Notes eesseeseseesseesseessscesseesseesseessseesseesseee 46 Table 7 Template Elements of a Web Article seesssessseesseesseessscesseesseesseessseesseesseee 88 Table 8 Editing Functions in the Article EditOr seeseessossonsonseessessessossossessssseess 90 Table 9 Edit Menu in the WYSIWYG EGitor cccceseccesscccssccsescessccenscseesceeuss 95 Table 10 Style Menu in the WYSIWYG Editor eeseseseseesseesseessseesseesseesseessseesseesseee 96 Table 11 Insert Menu in the WYSIWYG EditOf eeesseesseseeeseesseesseessessceseesssesseeseees 97 Table 12 Tools Menu in the WYSIWYG Editor seesseeessesseesessssesseeseessceseessseseeeseens 98 Table 13 Table Menu in the WYSIWYG Editor essseosseseseseesssesseeseessseseessseseeessees 99 Table 14 Help Menu in the WYSIWYG ECItOl c csecccsssccesesccessscceeseceeeseeees 100 TIES ENO Flas Tor LINKS reao SEO aos 116 Table 16 Special Properties of a FOrUM ssessseeesseeesseeesssecessecessecessecesseeeesseeess 133 Table 17 Typical Security Settings of a FOrUmM eess
15. The following dialog opens Start Process Reminder Working Title Meeting 13 00 Message Text Meeting at 13 00 Il send Message at 03 Mar 2011 12 45 Resend Message after 5 Minutes Comment We should attend in any case Subrnit Cancel Reset Figure 173 Defining the Reminder Time and Text 3 Enter the message text reminder time time interval between the reminders if required and Submit the dialog Note The comment is intended for the process history see Section 8 4 5 In the work list called using the main navigation the following entry appears user scott PAGE 235 User Manual 8 Workflow Management Work List User ID scott o My Tasks C Started by myself C Pending tasks Number of Results Working Tithe Type Date person in charge Actions 02 Mar 2011 16 36 please select please select View Details Reserve Process Ahhh ier Confirm Figure 174 Reminder Process Waiting 4 Atthe specified time the system sends a reminder e mail You asked tor the folowing message at 03 Mar 2011 14 45 Meeting at 13 00 Please confirm the following item in your worklist Working Title Meeting 15 00 Tnitiater scott History O2 Mar 2011 16 36 Wait scott We should attend in any case 03 Mar 2011 12 45 Remind system Time controlled step Figure 175 Reminder E Mail Note At the specified interval here 5 minutes up to three e mails a
16. The search term can appear anywhere in the text You can use the wildcards and ontains not The search term must not occur You can use the wildcards and e contains word One or more words in the attribute must match the search term You can use the wildcards and Note If you do not know the exact word ending append an asterisk for example auto e starts with The value of the attribute must begin with the search term You can use the wildcards and e equal to The search term must be exactly equal to the value of the attribute Wildcards are not permitted e not equal to The search term must not be equal to the value of the attribute Wildcards are not permitted Note There are some search values which you cannot enter directly for example a user In this case use the pencil to open a selection dialog Caution Did you enter multiple search conditions If you did you should consider whether the entry you are searching for is to fulfill all of the conditions or only one Select an appropriate option For more information on the effective use of the search screen see Sections 9 1 and 9 2 9 4 2 4 Save Query Occasionally you may have to carry out a complex search query several times Rather than filling out all search fields every time you can Save your search settings To do this choose the button Save Query You are requested to enter a name for the search Note The button only
17. Video Video file for example QuickTime Real Video AVI or Flash Archive Archive file for example in ZIP format Microsoft Word Word document Microsoft Excel Excel table Microsoft PowerPoint PowerPoint presentation RDF File with metadata in accordance with RDF standard Resource Description Framework see Appendix 10 2 DocBook Web article in DocBook format see Section 4 1 2 HTML HTML document XML Document in XML format Extended Markup Language PAGE 258 User Manual 10 Appendix 10 2 List of Supported RDF Attributes If you download a document or folder as a ZIP archive with inxire ECM see Section 3 5 12 an RDF file is generated automatically and stored under META INF meta rdf in the archive This RDF file contains important attributes such as owner and access control settings for all documents and folders in the archive If you later upload the ZIP archive to inxire ECM see Section 3 5 13 the attributes are read automatically from the RDF file and reassigned to the uploaded documents and folders RDF Resource Description Framework is a W3C standard for the exchange of metadata between Content Management systems references in Appendix 10 6 4 Manual processing of the RDF file by the end user is not intended The table describes the supported attributes See Section 3 3 3 to 3 3 6 Title dc title Designation in the portal in all available user languages per default in multiple lang
18. 16 36 scott Ti y LED Head Light fcopy pdt Documents Research 227K 09 Aug 2011 17 56 scott 0 oy Short_info_en xdoc fWebT emplates 625 09 Aug 2017 18 40 system Figure 47 Restoring Deleted Entries You can select any number of documents subfolders and other objects see Section 3 1 3 Note To restore the entries to a different folder you use the menu option File gt Restore to A selection dialog opens for the target folder select by clicking on the name 3 5 11 Emptying the Wastebasket Entries in the wastebasket are deleted automatically after the storage period has expired typically 30 days ask your system administrator Alternatively you can also delete entries in the wastebasket manually 1 Open the editorial view see Section 2 4 2 Navigate to the wastebasket via the main navigation on the right The wastebasket opens Note Per default all entries that you have deleted or which belong to you owner are displayed Using the search and filter options you can with the appropriate authorization also view the wastebasket of other users see online help 3 Select the entries that you wish to remove permanently from the system Note To quickly select all entries use the function Select Allinthe context menu over any check box right mouse click under Windows other operating systems may differ PAGE 63 User Manual 3 The Folders Number of Results 5 Type Name Path PAS Calis FAA
19. 3 5 10 Restoring Deleted Entries If you delete an entry from the Folders this is not removed from the system immediately but is first moved to the wastebasket Within the storage period typically 30 days you can restore the entry at any time that is return it to its Original folder It is also possible to restore the entry to any other folder To restore entries you require the add item privilege for the target folder and write privileges for the deleted entry see Section 7 2 2 The steps in detail 1 Open the editorial view see Section 2 4 2 Navigate to the wastebasket via the main navigation on the right The wastebasket opens Note Per default all entries that you have deleted or which belong to you owner are displayed Using the search and filter options you can with the appropriate authorization also view the wastebasket of other users see context help amp 3 Select all entries that you wish to restore and choose menu option File gt ROS CONG PAGE 62 User Manual 3 The Folders Wastebasket Restore to xX Erase finally e Kx D with sub groups FRK a WIeEletion I IFE Submit Search Humber of Results 5 Type Name Path Hotes Size Deletion Time Deleted by O Ga Cebit 2008 fhome scott Dal E 22 Feb 2011 14 32 scott ri oy Hannower night_lifte_en xdoc fhome scottf Cebit 2010 of 2349 04 Feb 2011 23 34 scott wo LED Head Light pdt Documents Research 227K 09 Aug 2011
20. 8 5 5 Starting a POCOS S irra e rE OEO ETEO 215 8 5 6 CODY and Oreina li eoan aaa A A 215 8 5 7 REVIEW PIOCES Ss naniesiona O ETR 217 8 5 8 FOnHeErINOrnNaU Oia E TO 217 8 6 Reminder PIOCES Sorc sncr est Siecce a a a a 217 8 6 1 OVEMNIEW orienten A 217 8 6 2 S oai E 218 8 6 3 States and Steps in the Reminder Proce cccesecceessccesesceees 218 Se MVC a aS CS ssasnonss cop vaneveasanmienenucadriasnanensseacod vans baneuanaeaben N 218 8 7 1 Creating New Portal Pages cccsscssesccsesccsscccescccesceensceeesceeeseees 219 8 7 2 REVISING a POMMAl Pag Erisin inne a ees coe tia tees wees 226 8 7 3 INIVOIV ING REVIEWER a 230 8 7 4 ENON Qik CINCO Vs tccesstecelannasscc E 234 8 7 5 Viewing Archived Processes sccssescssescesscccsscccnsceescesesceeceenscss 237 OP Gearanan sacuatinicenean ovdanae aia T 238 9 1 Soar ix he EC Mensan stactom dat E E ETE E EN 238 9 1 1 FUIETO SC ern E EA EEO 239 9 1 2 WOrd S eare Messiaeno T 240 9 1 3 SCAG TOF VEXE ALUN DULES orosenie a Rai 241 9 1 4 IU ENS dal een EIE AOON 242 9 1 5 FURR ET INON aO eein E E O E 242 9 2 Search for Advanced USESS sseseseesessesessssessosesscsssecsssssoseseososesseseseeeee 243 9 2 1 IATEOCIUIC HON eeann T E E 243 922 Mips and ICK seumas esana A E E E 243 9 2 3 Operators and FUNCTIONS sarrerei recair E NES 244 93 Glo balSearch inthe POM dl seeren an E 246 9 3 1 OVEIVIE We oaie R 247 9 3 2 CMCC Cs Call TE E T A 247 94 Editoral Seal Nesrin a E a ORE 249
21. 9 4 1 Ove VIEW reae R A O a 249 9 4 2 Extended Sear Mnie a 250 9 4 3 Edun e FUNE O11 ei a E 254 9 5 Search in Selection DidloS Srnec r iera 254 10 ADDEN rina isenaieodeussiaeetaatins 256 TOI ESCO ICON cere A N AR 256 10 2 List of Supported RDF Attributes sseessseesseesseesseeessccsseesseessecesscesseesseee 259 10 3 Menus in the Editorial View cc ccecceccsscsscescescesccsscescescesscsscescessens 261 10 31 Genera NOTES arsenem e aA AT 261 TO 2 HIEMEN irar TENTO TOTEE 261 IOo HEC IVE Me a A a AE 265 10 4 Tools MENU ssaa a a a 268 103 GrOU PAG MIN WCW sisses 271 104 Sample Mela Cala ent ccnticssssencnsevedatincedcesoessctassesstausosasulsewssadcesgeasctwosnsatts 274 TOS GUOSS aV A 277 TOs ACen E E 277 TOS AMCE QUO aer E nate T ET TTE 277 PAGE 7 User Manual 1053 AICI TEMDUALC sseni EEE 277 10 54 CONTENT REPOSO acere a a aa aaa 277 10 55 Dreo oeei r e TEATATI O EEO NEE 277 TO526 DOCBOOK Saine E A a 277 TOS 7 DOCUMEN acenos a a A 2 10 58 EGMOila VIGW weroacccessieaieoi atic tin eaiacciucaees eae ied ances 278 VO So OI GICN E E E E E EE 278 10 5 10 FOUG CTS eres aa a E 278 10 5 11 FOTOT E A 278 10 5 12 Metadata a E NN 278 10 5 13 NEWS CAE oone 279 TOSIA Oracle TEXT orrn enren EOE EN 279 10 5 15 ROlEnann aa N E E AO 279 TO5S 10 TOPICO qei RSS 279 TO N r E EO 279 1055 16 WOK GT OUD ass case recess dcis ondicieiie E NR 280 TO539 WY SIWY GrEGILOl sienrisinsemen rena 280 TOG REEN OS eree
22. Properties Below we provide information on the individual dialog screens PAGE 147 User Manual 5 Modules and Active Elements On the General screen see Section 3 3 3 you enter the name title and publication period As with all contents of the portal document shares must also be published see Section 4 1 4 You can find the special properties on the Document Share screen Properties Document Share Access Control for Content open to members world readable Enable Task List Iv Submit Cancel Figure 99 Properties of a Document Share The fields in detail Access Control for ACL for the documents and folders Content The documents and subfolders receive this access control list or ACL see Section 7 2 See examples in the next section Enable Task List Create a task list If you set a check mark here a task list is created within the document share See Section 5 5 Note An existing task list can only be deleted directly in the file manager Table 20 Special Properties of a Document Share The settings on the Security screen are explained in the next section PAGE 148 User Manual 5 Modules and Active Elements 5 4 3 2 Defining Roles The role assignment is controlled by way of the work group and access control settings on the Security screen See Section 3 3 5 A user can be a visitor or team member see Section 5 4 1 1 e Visitors are all users who have read privile
23. Selection list for form of address Web articles Documents Free text field Web articles Name Documents Free text field Web articles cor M gP r ZIP Documents Free text field Web articles City Documents Free text field Web articles Documents Free text field Web articles Country Documents Reference to a document image Web articles file in the Folders Image Original Content Type Documents Selection from list of document Web articles formats Technical Information Wished Document Type Documents Multiple selection from list of Web articles document formats Old IDs Documents Entry field for multiple integers Web articles separated by comma Weight Entry field for a floating point number PAGE 275 User Manual 10 Appendix Old Weights Users Entry field for multiple floating point numbers separated by comma Lifecycle Import Dates Documents Example of a date field with Web articles multiple entry write protected folders users work groups and roles Import Folders Documents Reference to multiple folders in Web articles the content repository and folders write protected Archive Date Documents Example of a simple date field Web articles write protected folders users work groups and roles Archived Documents Example of a check box write Web articles protected folders users work groups and roles Table 41 Sample Me
24. Some functions require you to first select one or more entries from the list with a check mark Many functions require special privileges for example write privileges in the current folder The menus of the editorial view are described individually in Appendix 10 3 2 4 2 2 Context Menu On all screens where there is a menu bar you can also use the context menu You open this by pressing the right mouse key over one of the following targets under Windows other operating systems may differ e Over the name ofa list entry appropriate editing functions are provided The entry is selected automatically e Over a check box you can select all or none of the entries e Inthe table background you can use the context menu to call general page functions for example to create a subfolder The following figures illustrate these options PAGE 21 User Manual 2 First Steps in inxire ECM E Editorial Work E home Images Web Pages E Help Q E Leisure E Misc Cebit 2010 File Edit Tools a Type Name Notes Size Open Download ZIF Info 15 E Exhibitors Hannowe Copy E Info night_lif Copy and Rename LJ Feedback yy Knowledge Base E News J Topics WebT emplates Trade_F Move Properties Properties recs wiew Motes wiew Relations Figure 5 Context Menu Over the Name of a List Entry Info Fa Cebit 2010 E Exhibitors E3 Info CJ Feedback yw Enowledge Base E News
25. T Topics E WebTemplates Hannover 3 night_life_en xdoc 4 Select All air_Info_en xdoc Deselect All Figure 6 Context Menu Over a Check Box E3 Editorial Work E home E Images Q Web Pages E Help E Leisure File Edit Tools a Type Name Mew Exhibitors Upload Copy fram E Misc fs Cebit 2010 E Exhibitors Info CJ Feedback wl Knowledge Base Info Hannover night_life_en xdoac Trade_Fair_Info_en xdoc Figure 7 Context Menu Over the Table Background PAGE 22 Date 08 Aug 2071 1 12 39 09 Feb 20 20 00 08 Aug 2071 1 15 51 08 Aug 20 1 17 18 20 00 08 Aug 2017 15 51 08 Aug 2017 ee Date 08 Aug 2011 12 39 g9 Feb 20 1 20 00 08 Aug 2011 15 51 08 Aug 2011 User Manual 2 First Steps in inxire ECM 2 4 2 3 Drag amp Drop Drag amp drop functionality is available for fast copying or moving of items You can simply drag list entries with the mouse to a different directory E Editorial Work E horme E Images 9 Web Pages a Ea Help Exhibitors E Leisure E Misc File Edit Tools a Type Name Info Fa Cebit 2010 z Hannover E Info A night_life_ en xdoc CJ Feedback Wy Knowledge Base E Mews amp Fair_Info_en xdac Figure 8 Moving or Copying with Drag amp Drop You can find a detailed description in Section 3 5 8 2 4 2 4 Folder and Group Trees The hierarchy of folders or groups is often
26. T Topics CityGuide San Francisco_en xdoc 4073 10 Aug 2011 11 30 File Edit Tools ln this task new documents and folders may be created or exiting ones updated or deleted Figure 162 Work Folder After Revision PAGE 228 User Manual 8 Workflow Management 6 Define visibility click on this task News from San Francisco Edit Content Wisibility Define Visibility Pass onto Editor View Process 0 Please mark any document or folder that should be visible on web site Hint In general article are published while embedded images are not To publish content just set a publication date and a title for any desired user language a Type Ea E3 E E FP 2 Ze if P P Hame Images Restaurants San Francisco sightseeing Cate Flore en xdoc Cafe Flore 1 jpg CityGuide San Francisco_en xdoc Golden Gate Park _en xdoc GoldenGatePark bmp GoldenGatePark bmp SFO brnip Path Leisure San Francisco Leisure San Francisco Leisure Leisure San Francisco Leisure San Francisco Restaurants Leisure San Francisco lmages Leisure San Francisco Leisure San Francisco Sightseeing Leisure San Francisco lmages Leisure San Francisco lmaqes Leisure San Francisco lmages Figure 163 Defining Visibility in the Portal Tithe German Title English Published Restaurants San Francisco sightseeing Caf Flore CityGuide San Francisco Golden G
27. The entry field is deleted from the article Note You can insert it again later by clicking on add T move up The entry field is moved up one position Note Only for elements that appear more than once such as authors and sections The entry field is moved down one position Table 8 Editing Functions in the Article Editor PAGE 90 User Manual 4 Web Content Management 4 3 3 Submitting and Saving Have you made changes Do not forget to confirm your changes by submitting the screen Otherwise the changes will be lost The button Submit is on the bottom right of the page see Figure 64 Using the button Save you can save your work at any time without leaving the article editor 4 3 4 Tips and Tricks e Ifyou do not need a particular template element you should hide it symbol X remove Otherwise you may not be able to save the article For example you must not leave the subtitle or the author s name empty However if the template permits you can remove the entire entry field by clicking on e To edit a section simply click in the text The WYSIWYG editor opens 4 4 WYSIWYG Editor The WYSIWYG editor helps to create formatted texts WYSIWYG stands for What You See Is What You Get and shows the article as it will appear when published This is in line with all common text processing programs You can format texts interactively and insert images lists and tables All the text contents of the port
28. Use the menu option Group Admin gt Search Group User see Section 6 4 10 PAGE 177 User Manual 6 Group Administration 6 3 Delegating Responsibility The work group hierarchy usually reflects how your company is organized Just as all company decisions are not made at the top level the group administration in inxire ECM enables delegation of administrative tasks to subordinate units Therefore the system administrator can nominate one or more administrators role Admins for any location in the work group hierarchy The administrator of a work group can e Enter users in the work group or remove them from it e Add roles e Change the objects of the work group depending on the access control list see Section 7 3 e Create or delete subordinate work groups e Administer all subordinate work groups e Nominate additional administrators for example in subordinate work groups This delegation principle enables flexible administration of the work groups at local level For example task forces and project teams can be created as work groups without having to resort to the central administration 6 3 1 Implicit Roles To enable administrators role Admins to administer subgroups they are automatically assigned as administrators of the subgroups Conversely the members role Members nominated by the administrators are also automatically members of the superordinate work groups An example will illustrate this e Gro
29. When you are finished editing you must release your changes as a new version a Flag the document with a check mark and choose menu option Edit gt Apply Changes P Documents Research Editorial Work home ae Hotes Size Web Pages Eek WebTemplates pdf ee FE en xdoc ppt J Cancel Reservation Figure 37 Applying Changes to a Versioned Document You are requested to enter a comment Caution Do not use menu option Cancel Reservation this undoes all your changes PAGE 56 User Manual 3 The Folders b Enter a comment for the new version and confirm the dialog with OK label can vary Your working copy becomes the new version Note If you wish to cancel editing use menu option Edit gt Cancel Reservation All changes are after confirmation undone Note You can find an overview of all versions in the version history see Section 3 5 6 3 5 6 Viewing the Version History In the version history you can view all versions of a versioned document Here you can also check if the document was reserved and if so by whom Various editing functions are available e File gt Copy Copies the flagged version into a different folder e Fdit gt Reserve Reserves the document the flagged version becomes the working copy This function is especially useful if the current version contains no data or incorrect data Caution Any changes made in the meantime are lost if any version other th
30. and choose menu option Tools gt Survey Report A pop up window opens with a statistical evaluation You can view each of the comments of the participants which are of course anonymous link View Details 5 2 4 Tips and Tricks e You can find important functions in the Tools menu see Appendix 10 3 4 e If you do not have write privileges use the publication process see Section 8 5 Here you can create the survey together with Web articles and images and then have it approved In this case however only an editor or administrator can send the invitation mail following publication e You can reset the survey this means deleting all entered data menu Tools gt Delete Survey Data If you wish to proceed with the survey you must then resend the invitation mail if applicable 5 3 Wiki Home Leisure Misc News Topics Cebit 2010 Knowledge Base Fan Forum Knowledge Rase search for search A C D F G K L P O 7 You have entered a wiki where all information is organized by headwords To find an article you may enter a word or phrase into the search field and submit You may search for any part of a word by using the wildcards or In addition wou may navigate by categories Please use the navigation tree on the left Figure 96 Wiki in the Portal 5 3 1 Introduction A wiki organizes articles according to headwords similar to a dictionary The articles are maintained by a team of authors in
31. ccccesescccessccceesscceessccceescessaeses 186 Figure 129 Deleting Work Group Demo 1 esecccesecccessccesecccenecceeescceeeseeens 188 Figure 130 Selecting Replacement Group Group A cccccsessecccssecceessecceeeees 188 AISULET 31 MOVIN SUDSIOUDS apnena N RANN 189 Heure 1322S Gare GTO 07 U SOM nar E 190 Figure 133 Searching for a Group OF USEF ccccesecccesscccesscceecccescceesseceeseeees 190 Figure 134 Properties OF User SC Ol aacissincwieccetaaiacteisesasediaavacbasdevssetasectoaseicaiows 191 Figure1352 Work LISt Of USEF SCOU i sscessevereetinccrcresreckacsascenerciiwercsiaeceneesoseswaciayeense 198 Figure 136 Task Description in the File Managel cccssecccsssscccessscceeseceeeeeees 200 Figure 137 Work List of User scott Beginner Mode ccscecccceeessssesceseeeeees 201 Figure 138 Work List in Expert M0de eessssesseeesssscessecessecesseeessesesseeesseecesseeeses 202 Figure 139 General Data of a ProCeSS ccssccsseccesscccsscceescceesceeesceeescescceeseees 205 Figure 140 Parameters of a Publication ProcesS esseesssecseseeeseesssesseeseeseceseeeseeses 208 Figure 141 Contents Changed in the Publication Process cscccssssccesesceeees 209 Figure 142 History OF a PrOCES Sossen ieee EE E T EA 210 PAGE 11 User Manual Figure 143 Figure 144 Figure 145 Figure 146 Figure 147 Figure 148 Figure 149 Figure 150 Figure 151 Figure 15
32. configure a news channel for the document share see Section 5 6 3 PAGE 150 User Manual 5 Modules and Active Elements 5 5 Task Lists Home Leisure Misc News Topics Tebi en Tasks Sales Fan Forum Knowledge Task List Tasks Sales Ease All Tasks Active Tasks Due Today 2 hly Tasks Sales Folders Submit Search Task Assigned To Status Priority Due Date Complete Approve 11 Mar 2411 IN Torsten Approved Medium 00 00 F Cleanup Ir O9 Mar 201 Ant Med 3035 folders oe progress B OO 00 P Strat 31 Dec 2010 o G nther Finished Medium acces 100 P Mew Task Figure 100 Task List in the Portal 5 5 1 Introduction Teams often need a way of tracking tasks that are assigned to the members For this purpose the system administrator can set up a task list Task lists can appear at any place within the portal but they are especially useful within a document share see Section 5 4 Depending on the configuration all team members or only a moderator receive the right to create new tasks Each task is assigned to a responsible person This person can maintain the degree of completion and enter comments The daily work is described in Section 5 5 2 Setting up a task list is explained in Section 5 5 3 Note The task module is not available in every installation 5 5 1 1 Roles The system administrator assigns the roles to the users e Visitors Visitors can only read tasks PAGE 151
33. through the images in the folder Note Due to space limitations the labels are not always written in full See Devil s xdoc in Figure 13 If you hold the mouse pointer over it the complete text is displayed 3 2 3 1 List View The list view is structured as a table By clicking on a column heading you can sort the table as required The current sort order is indicated by the arrow next to the column heading column Type in Figure 12 The meaning of the columns in the table PAGE 30 User Manual 3 The Folders Shows the type of the directory entry in the form of an icon The icons used are listed in Appendix 10 1 Name Name of the entry Notes Important notes see Section 3 4 are shown here with icons for example e Versioned document see Section 3 1 4 This is a link to the version history Published in the portal see Section 4 1 4 e Indicator of a pending update in a process see Section 3 2 5 There may be a link to the process For a complete list of all icons see Appendix 10 1 Size For folders Number of directory entries For documents Size in bytes Date Date of the last modification The entry is currently assigned to this user Owner Note This column is only visible in expert mode See Section 2 4 1 2 Group Assigned work group optional see Section 7 1 1 Note This column is only visible in expert mode See Section 2 4 1 2 4 O MD ACL Access co
34. 32 Steps Actions in the Publication Process 8 5 5 Starting a Process You can Start a publication process in two ways 1 Using the list or symbols view of the file manager see Section 3 2 Navigate to the folder in which you wish to create new contents or change existing contents Then choose menu option Edit gt Apply for Update You can find an example in Section 8 7 2 2 Using the layout preview of the file manager In the required folder switch to the layout preview see Section 3 2 4 2 If you edit contents here a publication process starts automatically after confirmation is requested However this only occurs if your access privileges See Chapter 7 are insufficient This mode of operation is described in Section 8 7 1 Once the process starts you can edit the contents of the folder and all subfolders as long as they belong to the same work group as the process see Section 8 5 2 8 5 5 1 Problems Is the menu option deactivated or are the editing icons missing in the layout preview Then the folder has probably not been set up properly e The folder must be assigned to a work group instructions in Section 3 5 17 e Editors must be defined in the work group role Editors see Section 6 4 2 Note The publication process is intended exclusively for portal pages in the context of Web Content Management see Chapter 4 It cannot be used in other areas of the Folders or for special objects such as wikis or for
35. 33 E EES m4 Info2 pdf 10 Feb 2011 15 53 ene BE E Memo 15 jpg O4 jun 2Z008 16 53 Jt Topics i BE oS SUbliminal en doc 08 Aug 2011 19 42 E WebTemplates Figure 11 The Folders 3 1 1 What Can You Find Within the Folders Besides the contents of the portal the Folders also contain personal and editorial work spaces Below is a brief introduction to the most important main folders the names Can vary e Web Pages The Web Pages folder contains all the portal content If the folder has been given a different name you can recognize it by the icon with the blue globe 4 For more information see Chapter 4 Web Content Management PAGE 25 User Manual 3 The Folders e Editorial Work The folder Editorial Work is where all the editorial work takes place All the temporary data that is required for revision of portal pages is stored here Completed processes are archived in the subfolder Archive see Chapter 8 Workflow Management e WebTemplates The templates for Web articles are stored here see Section 4 1 2 These are usually set up on initial configuration of the system e Images This area contains the central image database with graphic material for Web articles Besides images you can also find videos and animations e home The folder home is the access point to the private folders of all users Each user is assigned a subfolder with user ID As a rule you can only see your own folders and possibly t
36. 4 Detail View for Image Audio and Video Metadata For media information the link View Details leads to the single image view You can also access this view using the symbols view of the file manager see Section 3 2 3 Explore Image Details Bngeng INTERNATIONAL Entrance FORUM DESIGN ic Inbrmations Cent um information Size 27K Information Center EB Con vention Ce nter CemlTt Shops Type GIF Image Width 380 Height 418 Image Count Pixel Format RGE Bits per Pixel 7 Encoding LZ MIME Type image gif File Format GIF89a Properties Metadata ungen vorbehalten Subject to ateration Figure 23 Single Image View 3 4 5 Detail View for Processes The detail view of a process provides information on the type of the process the current status the edited contents and the history You can find a detailed description in Section 8 4 PAGE 47 User Manual 3 The Folders Process Update for 2010 General Process Type Publication Work Folder fEditorial Work Update for 2010 Target Folders Doc Web Pages MiscfCebit 2010 State In Pr paration W 1 Initiator scott Current Actor scott Actions Reserve Process Submit Withdraw icancel Figure 24 Detail View of a Process 3 4 6 Detail View of a Pending Update A note of type Update indicates a current revision of the document or folder as part of a process To provide a detail view the file manager opens in revision mode see
37. A AE 224 Editor s Work List After Reservation c cscccsescssccesscceescceesceeescees 225 ADPrOVINS A PTOCES S carru isine n a A TA E 225 Portal Page with City Portrait eeeeeeesseneeeseeesesrssesseesseseeeseessseseeeseesss 226 Startine a Publication PKOCESS ss ccssccasewdeteneveuaseosseucscobsenessonestetsoascameses 227 Entering a WOPKINS Title sciicssscasencstivsenezscecadteovexseenseadetecvisseesmieecaceiww s 227 Work Folder Before ReVISION csccssesceseccessccessceescecesceeccesscsenscss 227 Work Folder After REVISION cccssscssssccssccessccesscecesceeescesescescsensess 228 Defining Visibility in the Portal ccccsseccssscccsssccesecceesscceeesccenecs 229 Submitting the New City Portrait for Approval ccesecceeseccenesceees 230 Publication Process Waiting for ADProval ccccssesccesscceesseeeeesees 231 Stacie a REVICW osseo ine aa ON 231 Forwarding to the Reviewers cccesscccsscccescecescessccenscceesceeesceeeseees 232 Review Processes Have Been Started ccccsesccseccessccesscccesceeescees 232 REVIEWER S WOTK LIST irinriniiir iiini en NATE E EAEAN 232 ADDIOVING a DOCUMENT wsscessescossaveviecseveteveceddeadvecvevssiecsewessvevssesseteuse 233 Editor s Work List After Completion of REVIEWS cccesecceeseceeeeeees 234 Starting a Reminder Process ccseccessccesscccesccescceccesscceescseusceeuss 235 Defining the Reminder Time and Text
38. As you can see from the upper part of the screen the document has been reserved by user scott 3 5 7 Copying or Moving Occasionally you may have to copy or move contents from one folder to another You can do this quite easily using the File menu You can move any number of documents subfolders or special objects see Section 3 1 3 simultaneously To move objects you require the add item privilege see Section 7 2 2 in both the source and target folders To copy the add item privilege for the target folder is sufficient The steps in detail 1 Open the Folders see Section 3 1 2 Inthe navigation tree on the left select the folder where the contents are currently located 3 Activate the List or Symbols tab on the right and flag all required entries PAGE 58 User Manual 3 The Folders G Folders Re search T Categories E Documents List E Research E Editorial Work home File Edit Tools lees a ype Name Hotes Size Date Web Pages 1 headtire pdf 22K 09 Jun 2006 19 09 E WebTernplates Ve j LED Head Light pdf Ik 227K 09 Aug 2011 16 52 wv 3 oy News Feburary_en xdoc 766 O6 jun 2008 15 25 W4 a Overview 2070 ppt SSK 04 Aug 2011 17 07 BE A Seoul Emitter jog 6 92 16 Jun 2008 14 23 Figure 40 Selecting Documents to Copy or Move 4 Then choose menu option File gt Copy orFile gt Move A selection dialog opens for the target folder 4 Destination IE Joj x sl Destination a F
39. Experienced users can use a query language expression in place of a search term see Section 9 2 except in the field exact phrase Enclose the entire expression in parentheses for example today or tomorrow and Monday 9 1 2 Word Search The word search is a simplified form of the full text search It searches for entire words with wildcards if applicable Parentheses quotation marks or other elements of the query language are not permitted The word search is used for example in the specific search for page titles see extended search Section 9 3 2 2 PAGE 240 User Manual 9 Search exact pnrase without the words Attributes Mame cebit Modification Date Publication Date Expiration Date Figure 179 Extended Search in the Page Title Portal O12 Tips and Tricks e The search looks for whole words If the word ending is not known use a wildcard for example house e Multiple words are interpreted as a phrase and are found only in the specified sequence e You can use and as wildcards The asterisk represents any number of characters or none at all The question mark replaces exactly one letter e The search looks for all other special characters exactly as specified e Enter a single asterisk to display all results exercise caution here e Asarule the search is not case sensitive 9 1 3 Search for Text Attributes In the search for simple text attributes such as user names the system d
40. Group 24 Feb 2011 22 07 system Group C Group E 4 i insire Figure 131 Moving Subgroups b Flag all subgroups and choose menu option Group Admin gt Add Co Group A pop up opens with the group hierarchy See Figure 130 c Select the replacement group to which the subgroups are to be moved click on the name here Group A The subgroups are assigned to the replacement group d Flag the subgroups again and choose Group Admin gt Remove Member The subgroups are removed from the member list 4 Now you can delete the work group from the system In the navigation tree on the left click again on the superordinate work group 5 Flag the work group to be deleted in the list Demo 1 and choose menu Option Group Admin gt Delete The work group is deleted from the system 6 4 10 Checking Group Membership Do you need to find a user or a work group in the group hierarchy Then use the menu option Group Admin gt Search Group User This allows you to display the properties of each user and each group You can also see exactly where the user or group is incorporated into the group hierarchy This is illustrated here with user scott as an example 1 Open group administration See Section 6 1 2 Choose menu option Group Admin gt Search Group User PAGE 189 User Manual 6 Group Administration o Group Members AB Group A AB Group E Group C x oe ir Mew Work Group Owner Group j Find
41. Group Work groups are renamed in the properties dialog For this you require administration rights for the work group To rename a work group you open the properties dialog see Section 6 4 10 modify the name of the work group and confirm the change with Submit 6 4 9 Deleting a Work Group A work group can only be deleted if it contains no subgroups and if no documents folders or other objects are assigned to it see Section 3 1 3 The following instructions assume that you do not wish to delete the subgroups and assigned contents but rather that you wish to assign them to a replacement group Ensure that you can administer all the relevant work groups especially the superordinate work group and the replacement groups PAGE 187 User Manual 6 Group Administration As an example of deleting a work group we will remove work group Demo 1 from the system 1 Open group administration See Section 6 1 2 Transfer all documents folders and other objects to a replacement group d In the navigation tree on the left navigate to the superordinate work group here Group B In the central window all subgroups and active roles are listed including the work group that is to be deleted Demo 1 mone Group Members Group A Group E _ Admins a Members 4 T Name Date Owner Group Demo Croup Admin z as Group E1 E T Admins 03 jun 2008 13 17 system Group E inire Fa r Members 03 j
42. Groups When you assign a user to a role See Section 6 4 2 a selection dialog opens Here you can also search for Groups These are not work groups but rather user groups that have for example been copied from a company directory They are maintained outside the system see Administration Manual inxire ECM You can assign roles to these ordinary groups also The assignment is valid for all members of the group 6 2 Maintaining Work Groups In Figure 114 you can See the navigation tree on the left with the work group hierarchy The active roles appear under each work group If you navigate to a role the assigned users are listed on the right Users cannot be assigned directly to a work group but only by way of a role If the required role does not yet exist you must first add this to the work group Then you can assign the user to the role You perform both tasks with the menu option Group Admin gt Find Member For detailed instructions see Section 6 4 6 2 1 External Maintenance The system can be configured in such a way that users and groups are maintained externally for example in an LDAP system or Active Directory Server In this case you have limited use of group administration Consult your system administrator 6 2 2 Tips and Tricks e Directly under a work group you can only enter other work groups and roles e Navigate to a role to add users e You can search for users or groups to display the group memberships
43. IIR 2 User Manual inxire ECM Version 5 1 User Manual Copyright 2003 2011 inxire GmbH all rights reserved Author Dr Hans Martin Keller Solaris and Java are registered trademarks of Sun Microsystems Corporation Windows is a registered trademark of Microsoft Corporation Oracle Oracle 10g Oracle 11g Oracle Application Server 10g and CM SDK are registered trademarks of Oracle Corporation Other names may be registered trademarks of their respective owners PAGE 2 User Manual Table of Contents 1 2 Led 1 2 13 2 1 2 2 2 3 2 4 3 1 3 2 3 3 3 4 3 HN EROCIUICTOM scan ousstevsuesacoixovetbuseneaeeexasectescuacaeoieaxessducemeeaavanstaccuaseneeeeebanee ss 14 Objective ofthis Document nsession Ear a E R 14 MAROC ROU castes E EE E EREE 14 General NOES meon casaseaoatencusecoseasaccscacaunconessepenveans 14 FITSE otepS AM AMXIFE ECM eere ern r 15 Presenta on Of The SYSE Meese A a 15 FOSSIMS Mto the Systemene r a a 16 Modules and Active Elements nieren nn N 17 EON EVO N e E E E N 18 2 4 1 PASO Struct e eisor sane E ETANTE 19 2 4 2 Menus Windows and Dynamic Trees ccsccceescceesccseccenscecnsceeess 21 THEFOG eea a a seaeas scented ihe cenecaseactia 25 HAIEKELE LILE TION SEARE N AON IEAI A E AE A PETE ENA E I EE TT 25 Fl What Can You Find Within the Folders ccceseccsescsesceesceesceees 25 3 1 2 ACCESS LONTOO iare ena ea aeee eee ena 26 3 1 3 Special ODJECIS ssseees
44. LOCKS ar rr E A 76 4 Web Content Manaseme Meserii E E 79 A Podu Opna T tases eee 79 4 1 1 What Can Find in the Folders cccccsescesscccssccenscccesceeesceeescees 79 4 1 2 WEDAI CIES rerien o E EAN 79 4 1 3 Folder onroro anra E TA 80 4 1 4 PUDUSNCO eperera ATA E E AEA EE OA 81 4 1 5 P blication PIOCOSS amp cacscstecoanvesvatastactieuseitvocitivcasatneemttaseaseescns 82 4 1 6 Media Independent Data Management ccccsssssccccsssseccceeeeees 83 4 1 7 ECILOMal Syste miesenia E heel ete eddie eee 84 A2 Temple Ed O aos ana a sais cous weeaeacaraieuseerieb teas O 85 4 2 1 OVEIVIEW oaase e EE E TE 86 4 2 2 WANS US anra E Or Or 86 4 2 3 Ance laSo asana R an 86 ADA template Elemen Srania E AEN 86 Be AEE O a E E A AE 88 4 3 1 OVENVIOW fresdasaczercasivcas santa E E REOTA 89 4 3 2 EditiInNe FUNCUON Seane a r a T a 90 4 3 3 SUMMITS and Sa VIN So ssprchaesiccceeceeeeica A 91 We MPS ANG CKS osa 91 Al WYSIWYG EGU O serieei ranan Aa 91 4 4 1 OW CIV IC ori E 92 4 4 2 CUr or ANG oele cOnN oenn aN n ONA 92 4 4 3 EditmetheFeure m TC ann e seneseaonenctaeess 93 4 4 4 Edine tNeAD SUA areire eee 93 4 4 5 SUD MITTIN S and Savino oseere aiia aa a a 93 AAG UPSand TEOKS erer EE TORE EE 94 4 4 7 Menu Elements of the WYSIWYG Editor ccc cecccesceesceesceesceeecees 94 4 4 8 Auxiliary Dialogs in the WYSIWYG Editor ccceseccesscceesceeeseees 100 Bee COMPAL AMI CIES lt 5 2iiet sec caracccesss GeaGadenscantan ed ceo
45. Login as system administrator system 2 Open the Folders See Section 3 1 3 Inthe navigation tree on the left select the folder where the locked document or start folder is located 4 Activate the List or Symbols tab on the right and flag the document or the folder with a check mark You must select one entry only 5 Then choose menu option Tools gt Release Locks The following screen opens PAGE 76 User Manual 3 The Folders Release Locks Mame Cebit 2010 Type Folder Folder Web Pages Misc Modification Date 22 Feb 2011 wher system Lock State Work Group insire Access Control world readable Clearing of M Hard Lock Soft Lock M User Lock M Session Lock Versioned Documents M remove reservation and apply changes Comment system maintenance Recursive Update ri Subrit Cancel Figure 61 Releasing Locks in Directory Web Pages Misc Cebit 2010 In the upper part of the screen the selected entry is described here the folder Web Pages Misc Cebit 2010 The line Lock State displays any existing lock empty here 6 Flag the required options Different types of locks can be released o Hard Lock This lock prohibits any editing o Soft Lock Prevents editing but allows deletion of the entry o User Lock Allows editing only by the user who reserved the entry o Session Lock Locks the entry for the duration of a user session o Versioned Documents Reservation of a versioned documen
46. Note The Document Share module is not available in every installation 5 4 1 1 Roles Not all users are authorized to use all the functions in the document share We distinguish between the following e Visitors Visitors can read only e Team Members Members of the project team can upload documents and create folders The system administrator decides whether they can also change the properties of existing documents and delete contents Visitors and members are defined individually for each document share by the system administrator Access can also be granted to users who are not logged in PAGE 144 User Manual 5 Modules and Active Elements 5 4 1 2 Approval If the document share is linked with a task list see Section 5 5 you can request approval for each document This function enables for example a technical evaluation The practical steps are described in Section 5 4 2 4 For more information on approvals see the description of tasks in Section 5 5 1 3 5 4 2 Uploading and Maintaining Documents When you navigate to a document share in the portal the document directory opens see Figure 98 There the documents and folders of the document share are listed If you have the appropriate privileges you can also edit these For an introduction to document shares see Section 5 4 1 5 4 2 1 Overview The title of the page corresponds to the name of the document share or the current folder See Figure 98 Under t
47. Score Name Size and Date Use the sorting bar above the list for this 9 3 2 Extended Search The extended search options enable you to specify the search query in more detail You can also use them to restrict the search to specific portal areas or to include forum posts for example The entry fields are made up of three areas which are described below See Figure 181 9 3 2 1 Content Different variants of the full text search are available here e all of the words Each search term entered must occur in the text but not necessarily in the sequence specified e at least one of The text must contain at least one of the words entered e exact phrase The specified expression must occur in the text exactly as it is written Caution Special characters are interpreted exactly as written e without the words The text cannot contain any of the specified words This function can only be used in conjunction with one of the search fields above You can use the wildcards any number of characters and exactly one character Experienced users can find more information in Section 9 1 1 PAGE 247 User Manual 9 Search 9 3 2 2 Attributes These fields enable you to search specifically by page title name date and language Name The search is restricted to the title The search text must match a word or word group You can use the wildcards and For more information see Section 9 1 2 Modification Date This is th
48. Section 3 2 4 2 3 5 2 Uploading Documents Many types of documents such as PDFs or images originate outside inxire ECM You have to upload these into the system The following instructions describe the steps required The folder Research is assumed to be the target folder To upload documents you require the add item privilege see Section 7 2 2 for the target folder 1 Open the Folders see Section 3 1 2 Inthe navigation tree on the left select the folder into which the documents are to be uploaded here Research 3 Activate the List or Symbols tab on the right and choose menu option File gt Upload PAGE 51 User Manual 3 The Folders a Folders Re search J Categories Documents Research E Editorial Work Edit Tools E horme Images 9 Web Pages E WebTermplates Figure 30 Calling File gt Upload The upload dialog opens Upload Force Overwrite Expand ZIP E File Name Browse File Warne Browse File Warne Browse File Warne Browse File Warne Browse File Marne Browse File Name Browse File Name Browse File Warne Browse File Mame Browse Submit Cancel Reset Figure 31 Upload Dialog 4 For each file that you wish to upload a Click on the button Browse depending on the browser used The file selection dialog of your browser opens b Select the file and choose Open can differ depending on the browser The selection dialog c
49. Selecting Documents to Copy or Move 4 Press the left mouse key over one of the names keep it pressed drag the entry to the target folder and release the mouse key Note The target folder can be both in the directory on the right and in the navigation tree on the left Note If you wish to copy or move only one entry you do not have to flag it first This occurs automatically T Vategories E Documents List Research E Editorial Work E horme E Images Web Pages ri headfire pdf 227E File Edit Tools a Type Name Notes Size E Help Ma j Head Light pdf ee FE E Leisure mER News Feburary_en xdoc rog E Misc 4 G Cebit 201 0 CJ Feedbac wy Knowled Mowe e E News Oyverdew 2070 ppt a kK Seoul Ernitter jog 6 y o Figure 43 Drag amp Drop in the File Manager A small menu appears with the entries Copy and Move 5 Click on the required function The menu closes and the objects are copied or moved to the target directory Note The drag amp drop functionality can also be used in the search results list Note You can open closed areas in the navigation tree on the left by clicking on the plus sign see Section 2 4 2 4 PAGE 60 User Manual 3 The Folders 3 5 9 Creating a Copy in the Same Folder To create a copy of a document folder or other object in the same directory you can use the function Copy and Rename I 2 Open the Folders see Section 3 1 In the naviga
50. Subgroup You must navigate to a work group to use this function Member Administration PAGE 271 User Manual 10 Appendix Find Member A pop up opens where you can search for a new member Depending on your current position appropriate search options are provided e Inawork group you can insert another work group or a role e Ina role you can enter a user or an ordinary group For detailed instructions see Section 6 4 2 Add to Group The function Add to Group enters the flagged members into an additional work group or role A pop up opens where you can select the destination see Section 6 4 5 You can flag any number of entries Remove Member The flagged entries are removed from the member list however they remain in the system You can flag any number of entries Note Roles cannot be removed from a work group Instead you navigate to the role and remove all entered users Delete Note In the inxire ECM Web interface you can only delete work groups Users and ordinary groups are administered by the system administrator using external tools see Administration Manual inxire ECM Note Roles cannot be removed from work groups Instead you navigate to the role and remove all members Assign Doc Folds to This function assigns all documents folders and other Other Group objects which are assigned to the flagged work group to another group A pop up opens where you can select the replacement group
51. The article number corresponds to the Priority in the properties dialog see Section 3 3 3 If the article collection is distributed across multiple subfolders the author can also specify the start folder for the article collection and thus create relative linking seldom necessary Authors Title first and last name of the authors Text only split into these are displayed by default under the multiple fields title line this can vary Corporation The name of the company or the Text only organization PAGE 87 User Manual 4 Web Content Management Keywords A free text field for keywording List of terms The author can enter multiple words separated by a comma Depending on the storage area a topic tree may be available as an entry help see topic search Section 3 2 3 2 This field belongs to the metadata Ifa topic tree exists links to the topics are shown in the portal Read More Hits in the keyword list are ranked higher when searching than hits in the article content score Figure in Title An image right beside or above the title Single image a miniature version is shown in lists and overviews Abstract A short summary of the content this Simple text appears in all portal lists and overviews passage without and should be meaningful images tables and lists Text Body The actual content of the article Structured text with sections images tables bulleted lists etc Table 7 Template Elemen
52. article d Formatter D Figure 62 Presentation of Media Independent Contents The advantages of media independent storage are e Generation of different target formats in high quality HTML PDF etc e Uniform appearance of all articles corporate identity e tis easy to make changes to the style templates even after the articles have been created e Authors do not require knowledge of programming or HTML e Web design of the articles becomes unnecessary or is used only once on creation of the global style templates e Therefore the author can concentrate fully on the functional tasks The Web interface of inxire ECM combines the advantages of media independent data management with an easy to use graphical editorial system This is described in the next section 4 1 7 Editorial System The editorial system is entirely Web based and consists of the following components e Template Editor Screen for creation of article templates establishment of the basic structure and definition of mandatory elements See Section 4 2 e Article Editor Editor for creation and editing of Web articles see Section 4 3 gt In inxire ECM XSLT and CSS style templates are used for this PAGE 84 User Manual 4 Web Content Management e WYSIWYG Editor A graphical editor which is embedded in the article editor It is used for formatting text sections and offers numerous functional options highlighting images tables lists etc
53. articles in the article editor the heading is automatically placed in the appropriate title field You only need the properties dialog here if you wish to make an English article accessible to German users for example In this case you set an additional German title Example Suppose a folder has the following properties e Name latest e English title News e German title Aktuelles In the portal English speaking users see the navigation node News German users see Aktuelles In the editorial view only the name latest is displayed Here you can see that it is not always easy to match the entries in the Folders to the correct pages in the portal For this reason you should ensure that the name and titles are as similar as possible Note The name of an entry also determines the URL of a portal page Since users may have set bookmarks for this URL you should not change the name after publication You can adapt the title if required 4 1 4 3 Exceptions The exception proves the rule Documents or folders that are linked directly are visible even if they are not published These are e the images in an article e the targets of links hyperlinks Images that appear only as elements of an article are not to be published These can even be located in a different area of the Folders for example in an image database The target of a link be it an article or a folder must not necessarily be published You can decide thi
54. becomes visible after you have submitted the search hidden behind the drop down menu in Figure 184 Note Only search parameters are saved no results PAGE 253 User Manual 9 Search Saved queries are stored as special objects see Section 3 1 3 in your private folders See Section 3 1 1 To call up a stored query open the editorial view switch to Home using the main navigation menu and choose My Queries The folder with your stored queries opens Open the relevant search by clicking on the name a Folders Saved Queries J Categories E Documents List Editorial Work E horme 5 guest 3 scott E mail oi os inxire 27 Apr 2008 14 24 File Edit Tools a Type Name Notes Size Date Saved Queries m2 amp Search Head Light 17 Aug 2011 21 38 E Images 9 Web Pages Figure 185 Stored Query in Private Folders of User scott 9 4 3 Editing Functions In the editorial search there are numerous editing functions available similar to the file manager see Section 3 2 4 You can flag one or more of the search results with a check mark and then choose a function from the menu bar See Section 2 4 2 1 Alternatively you can use the context menu See Section 2 4 2 2 In the extended search the menu bar is above the entry fields see Figure 183 For a complete description of all menu options see Appendix 10 3 9 5 Searchin Selection Dialogs A recurring element in the application is
55. documents on the Topic Search tab page ofthe file manager see Section 3 2 3 2 Any number of topic trees can be created for example under the start page of the portal and in each wiki see Section 5 3 1 7 Setting up new topic trees is a task for the system administrator see Section 5 7 2 However the administrator can delegate maintenance of the individual topics by granting write privileges to selected users see Section 5 7 3 5 7 1 1 Assigning Topics The links between topics and documents are established in the editorial view as part of metadata maintenance see Section 3 3 6 There are two options 1 Using the standard meta attribute Keywords Here any number of words can be entered separated by a comma If a topic tree exists in the same portal area as the document is located this is provided as an entry help The keywords are automatically linked with the topic tree 2 Using a site specific meta attribute see Section 3 3 6 which is linked to a specific topic tree see Administration Manual inxire ECM You can only select topics from this topic tree To maintain the meta attributes you use the Metadata Screen in the properties dialog See Section 3 3 6 The Keywords of an article are an exception These are maintained together with the content in the article editor see Section 4 3 Note that it is only possible to enter keywords if the article template being used permits keywords see Section 4 2 4 PA
56. here but rather in the article editor see Section 4 3 After the standard fields come the site specific meta attributes These can be adapted flexibly to local requirements and are usually defined at installation for this reason they cannot be described here If your configuration has not been adapted you can see the inxire ECM sample metadata For a description see Appendix 10 4 3 4 Notes 3 4 1 Introduction Notes can be defined for every entry in the Folders whether they are documents folders or special objects These notes contain either technical information for example the height and width of an image or they represent additional functionality for example a news channel see Section 5 6 3 In the lists of the editorial view you can recognize the most important notes by their icons column Notes see Figure 16 In most cases you can find links to further information The table below summarizes all the notes used in inxire ECM Link Infos List of the hyperlinks and images in a Web Links article see Section 3 4 3 Image metadata The metadata of an image such as height Image M width resolution etc these are extracted from the image automatically see Section 3 4 4 Video metadata The metadata of an audio or video file these Video M are extracted automatically from the file See Section 3 4 4 PAGE 43 3 The Folders News channel News Ch Sent to subscriber flag Sent flag Wastebas
57. is also assigned to the new work group here for Demo 1 ENA Group Members Group A Group E k Group Admin Admins p i flembers a T Name Date Owner Group Demo eee rl Admins 16 Aug 2011 11 48 system Demo 1 E E blermbers B Members 15 ug 2011 11 48 system Derma Moderators 3 i Moderators 16 Aug 2011 11 59 system Demo 1 g Group BL oP 24 Feb 2011 22 07 system Group C Group E Group C lt inxire Figure 126 Work Group Group C Added to Work Group Demo 1 Note For this action administration rights are required for both groups in the example Group Cand Demo 1 Note Similarly you can assign an additional role to a user This role can be in a different work group 6 4 6 Removing a Subgroup You can remove a subordinate work group from the member list The work group remains in the system and can for example be inserted later at a different location see also Section 6 4 7 The example in the following instructions removes the work group Group C from work group Demo 1 1 Open group administration see Section 6 1 2 Inthe navigation tree on the left navigate to the superordinate group here Demo 1 3 Inthe list on the right flag the subgroup with a check mark here Group C and choose menu option Group Admin gt Remove Member PAGE 185 User Manual 6 Group Administration an Group Members Group A Group E 1 Admins lear lean
58. lists Approvals relate directly to documents in a document share see Section 5 4 1 2 This function enables a technical evaluation that is the document can be approved or rejected For this the task list must be located within a document share Approvals differ from general tasks in that they are linked to a document and the Status list is also slightly different e Not started e Im progress e Approved e Rejected In addition the degree of completion Complete is not available This makes it easy to recognize approvals in the task list See Figure 100 first line Approval requests are normally created and processed directly in the document share See Section 5 4 2 4 There you can see the approval status of each document see Figure 98 last line 5 5 2 Creating and Editing Tasks Tasks are created and maintained in the portal When you navigate to a task list in the portal you see a list of all tasks See Figure 100 Authorized users can edit the tasks A task list can be used by a project team or work group to organize internal tasks For a general introduction see Section 5 5 1 PAGE 153 User Manual 5 Modules and Active Elements 5 5 2 1 Overview The page title corresponds to the name of the task list in which you are located see Figure 100 Below the title are the filter functions In the drop down menu you can select a different task list or display tasks from all task lists You can filter the results
59. red circle and create links for these It is also possible to integrate a video in place of an image flash other formats on request If the image or video is located externally in an external internet portal you must enter the Web address URL into field Image Source directly For videos or Special image formats which the browser does not natively support you must also set the appropriate format under Type forexample Macromedia Flash swf Then choose the button Preview to test how it works For local images you should preferably use the functions Images or Documents An auxiliary dialog opens with the image database or the entire Folders see Chapter 3 PAGE 104 User Manual 4 Web Content Management Insert and Update images IE O x Insert and Update images al Folders Categories Documents 3 Research headfire pdf J LED Head Light pdf Mews Feburary_en xdoc a Overview 2070 ppt Editorial Work home Images A Web Fages WebTemplates Close Figure 71 Dialog for Image Selection Documents You can open closed folders by clicking on the plus sign You select the image by clicking on the name here Seoul Emitter jpg A preview appears automatically in the image editing dialog All common image and video formats are supported The dialog does not close immediately but enables selection of an alternative image Once you have found the required image you can clo
60. represented as a dynamic tree structure see Figure 3 left side Even if you can only see a few entries at first you always have access to the entire hierarchy e Click ona plus sign to display the list of subfolders or subgroups e Click again to close the list Ll Folders al Folders Categories Categories Documents Documents Editorial Work H Editorial Work E home home E Images Images E Web Fages Cag Web Pages G WebTemplates Help C Leisure Misc Mews Topics O WebTemplates Figure 9 Opening Folders by Clicking on the Plus Sign After you have found the folder or group you need you select it by clicking on the name PAGE 23 User Manual 2 First Steps in inxire ECM 2 4 2 5 Flexible Windows Some screens are Split horizontally or vertically into separate areas You can change the size of these areas by clicking on a border with the mouse pointer and keeping it pressed while dragging it to a new position 5 Folders Cebit 2010 T Categories Documents Editorial Work List home 1 File Edit Tools mages 9 Web Pages a T H E Help VEE BEEE E Leisure e Exhibitors E Misc 6 Cebit 2010 C a Info E Exhibitors E Info E A Hannover Q Feedback wr Knowledge Base E News f on O 7 Refresh night_life_en xq T 4 S Trade_Fair_Inta Figure 10 Flexible Windows In the figure you can See that scroll ba
61. section 6 4 9 You must flag exactly one work group Note A work group can only be deleted if no contents are assigned to it 23 This is not a work group but rather an ordinary user group see Section 6 1 4 PAGE 272 User Manual 10 Appendix Delete Properties The flagged work group is removed permanently from the system You must flag exactly one work group For detailed instructions see Section 6 4 9 Note In addition to other properties the group and role assignments of a user are displayed here In the case of work groups the position in the group hierarchy is shown see Section 6 4 10 Properties Search Group User The properties of the flagged entry are displayed You must flag exactly one list entry This can be a user a work group or an ordinary group This function enables you to search for users and groups and to display their properties A search window opens There you can Search for users ordinary groups and work groups A click on a name opens the properties dialog see Section 6 4 10 Table 40 Functions in the Group Admin Menu 14 These are not work groups but rather ordinary user groups see Section 6 1 4 PAGE 273 User Manual 10 Appendix 10 4 Sample Metadata Metadata consists of functional attributes which simplify administration and research in large datasets see Section 9 4 2 3 The metadata is maintained in the properties dialog on the Metadata scree
62. see Section 4 4 e Compare Articles Here you can compare two or more versions of a Web article You can also apply changes see Section 4 5 e Link Checker The links between the articles are checked regularly for errors Errors are shown on the screen Broken Links See Section 4 6 The following sections describe these tools in detail 4 2 Template Editor In the template editor you can create or revise templates for Web articles see Section 4 1 2 Creation of article templates is an important step when you initially set up the portal Templates are located in the WebTemplates folder the name can vary see Section 3 1 1 or in one of its subfolders They define the outline structure of the articles and contain little detail For this reason usually only one or two templates are required for each language Article Template Template name Simple Article_en xdoc Language English US Article Class Default Please select the desired template elements Element Mandatory Unchangeable Title Subtitle Article Number Authors Corporation Date Keywords Figure in Title Abstract OoOoOOOAAOO k E n annn Gn g M m m m m m r M M M Text Body Submit Cancel Reset Figure 63 Template Editor To open an existing template navigate to the templates folder flag the required template and choose menu option Tools gt Template Administration To create anew template call File gt New g
63. select one or more entries If you select more than one entry only the properties shared by all are displayed Properties rec The flagged entries are opened in the properties dialog see Section 3 3 and the option Recursive Update is activated automatically If you have write privileges for the entries you can make changes This function is especially useful for folders in order to make changes effective for all the documents subfolders and other contents contained in it You can select one or more entries View Notes The notes for the flagged entry are listed in detail see Section 3 5 18 You must select exactly one entry PAGE 264 User Manual 10 Appendix View Relations All relations from and to the flagged entry are listed see Section 3 5 19 In most cases relations are links of a Web article see Section 4 1 2 to other contents or embedded images You must select exactly one entry Table 36 Functions in the File Menu 10 3 2 1 File Menu in the Wastebasket The File menu in the wastebasket provides some special functions Restore This function restores the flagged wastebasket entries to their original storage location See Section 3 5 10 You can select one or more entries Restore to The flagged entries are restored to any directory in the folders When you call the function a pop up opens where you select the destination You can select one or more entries Erase Finally When you call this
64. the List or Symbols tab on the right Click on the name of the template Alternatively Flag the template with a check mark and choose menu option File gt OpenorEdit gt Edit The article editor opens see Figure 64 Insert the content You can prefill the template elements with content see Section 4 2 4 for example you can select a standard title image or create a general text arrangement in the text body For a description of how the article editor works see Section 4 3 Note To prevent subsequent editing of the template elements in the article you must open the template in the template editor next section and place a check mark at Unchangeable Confirm the dialog with Submit The new contents are now included in the article template 4 7 3 Modifying a Template You can modify the settings of an existing template in the template editor see Section 4 2 at any time i 2 Open the Folders See Section 3 1 In the navigation tree on the left select the template folder WebTemplates or similar name or the subfolder where the template is located Activate the List or Symbols tab on the right Flag the required template with a check mark and choose menu option Tools gt Template Administration PAGE 119 User Manual 4 Web Content Management List File Edit Notes Size Make VWersioned Joc 152 Rescan Article Compare Articles Reminder Process Figure 82 Menu Option Template A
65. the Publication Process cccscssssseeeccccceeeeeeeeeees 215 Table 33 Operators of the Full Text Search cscccesscccessccesesccenscceeeseceeesenees 245 Table 34 Search Attributes in the Editorial View cccsesceseccsscceescceesceeescees 252 Table 35 RDF Attributes in Inxire ECM cccssccsesccsesccsscccnscccnsceescesescesceeescees 260 Table 36 Functions inthe Fle MON UW icncrnronnaier inienn ae 265 Table 37 File Menu in the Wastebasket cccccssecccessscccsescccesescceeescseeesceeees 265 Table 38 Functions in the Edit M NU sccccssscccssccesssccesssccesscccenscceeescsesecees 268 Table 39 Functions in the TOOLS MENU ccceseccesssccenscccesscceesccesecceenseseeesesees 270 Table 40 Functions in the Group Admin Menu scccceseccesssccesecccesseceeeseeens 273 Table 41 Sample Metadata of inxire ECM cssccccessscceesescccesescceesescceeeseeeees 276 PAGE 13 User Manual 1 Introduction 1 Introduction 1 1 Objective of this Document With inxire ECM you now have an integrated software solution for Enterprise Content Management Without any special technical expertise you can quickly set up an intranet extranet or internet portal This document answers the following questions e How are contents created published and managed in inxire ECM e How does the editorial process work e How does the rights and role concept work e How can spe
66. the name of the work group Demo 1 and click on OK PAGE 180 User Manual 6 Group Administration The new work group is created and entered as a subgroup S Group Members Group A Group E a Admins Croup Admin a T Name Date Owner re Admins O3 jun 2Z008 13 17 system Tooo Z B Members O3 jun 2008 13 17 system Inxire 3 Demo 16 ug 2011 11 48 system r 4 Group Bl OS jun 2008 13 18 system Figure 119 Subgroup Demo 1 Is Created In further steps you can define roles and users Croup Group E Group E Demo Group E Note Alternatively you can also find an existing work group and insert it as a subgroup menu option Group Admin gt Find Member 6 4 2 Adding a User to a Work Group Before you can add a user to a work group you must decide which roles the user is to perform in this work group You must assign at least one role to the user For a list of the available roles see Section 6 1 2 As an example the roles Members ordinary member and Moderators moderator are assigned to user scott in work group Demo 1 1 Open group administration See Section 6 1 2 In the navigation tree on the left select the required work group here Demo 1 In the central window the subgroups and all active roles are listed 3 For each role that is missing in the work group choose menu option Group Admin gt Find Member A search window opens in which you can search for
67. the role or a work group a Enter the search text for example M and press Enter b Select the role click on the name here Moderators PAGE 181 User Manual 6 Group Administration BsearchMember TE Tad Search for M M Role M Work G Hame Type Marketing Work G Members Role Role ca Close Figure 120 Inserting Role Moderators The role is entered in the work group For information on the effective use of search windows see Section 9 5 4 You must now enter the user separately in each required role here Members and Moderators a Navigate to the role click on the name b Choose Group Admin gt Find Member A search window opens in which you can search for users and ordinary groups c Enter the search text for example s and press Enter ox Search for M User M Group Hame Type User A system User A Close Figure 121 Selecting User scott d Select the user click on the name here scott The user is assigned the new role 8 These are not work groups but rather ordinary user groups see Section 6 1 4 PAGE 182 User Manual 6 Group Administration E Group Members Group A Group E T Admins Croup Admin d 4 Members ee Demo A Admins Bi amp scott 15 Apr 2008 18 45 scott a T Name Date Owner d j Members d Moderators Figure 122 User scott Is a Member of Work Group Demo 1 Note You can also as
68. the selection dialog with search function The following section provides general information on its effective use PAGE 254 User Manual 9 Search iol x Search for bi M User M Group Hame Type Test amp dming User A TestEditor User A Testhloderator User A Testheviewert User A TestheviewerQ User A Testlser User A Testlserd User A Torsten User A Close Figure 186 Search for Users and Groups The figure displays a typical selection dialog here for group members see Section 6 4 2 At the top you can see the search field and below it the current results list Initially the results list is empty You must first enter a search text and then choose the Enter key or the Search button The results list is updated If the appropriate entry has been found you select it by clicking on the name The search in selection dialogs is usually a simple attribute search that is you search for the initial part of the text and can use the wildcards and For further tips see Section 9 1 3 Exception When searching for forum posts processes working title or wiki articles you search for a word in the title Here also you can use the wildcards and For tips on the word search see Section 9 1 2 PAGE 255 User Manual 10 Appendix 10 Appendix 10 1 List of Icons In lists and directories the following icons are used Unknown object only visible in exceptional cases Registered users Work
69. top of the page not in the figure you can access a full page preview This is also only visible to you 6 Navigate to the next task Define Visibility San Francisco View Process Edit Content Define Visibility Pass on to Editor Wisibility Please mark any document or folder that should be visible on web site Hint In general article are published while embedded images are not To publish content Just set a publication date and a title for any desired user language a Type Name Path Title German Title English Published A genie sarn Leisure erence sarn ipunas sarn gt P Francisco_en xdoc Francisco Francisco E SFOT bmp Leisure SFOT Ca gt f Figure 151 Defining Visibility Check here which entries are to be visible in the portal that is published see Section 4 1 4 The images of an article are not to be published here SFO1 bmp You can use the pencil to open the properties dialog and remove the check mark at published See Section 3 5 16 Note All entries that you have created using the layout preview are automatically flagged as published 7 Thenexttaskis Pass On to Editor This opens a list of the possible process actions see Section 8 5 1 PAGE 222 User Manual 8 Workflow Management San Francisco View Process j Edit Content Define Visibility Pass on to Editor Actions After you have finished your work you may forward it to an editor for approval Submit Pass onto edi
70. with the cell to the right Merge Rows Merge the current cell Cursor in a table cell with the cell below Divide Columns Split cell to the right Cursor in merged cell again Split lower cell again Cursor in merged cell Remove Row Remove row Cursor in a table cell not in header or footer E Remove Table Align Table Cell Align cell content Cursor in table or multiple Default according to the global cells selected style template Delete complete table Cursor in table or parts of a table selected Align Table Cell Left Align cell contents to the Cursor in table or multiple left cells selected Align Table Cell Align cell contents in Cursor in table or multiple Center center cells selected Align Table Cell Right Align cell contents to the Cursor in table or multiple right cells selected Table 13 Table Menu in the WYSIWYG Editor Only available in the context menu PAGE 99 User Manual 4 Web Content Management 4 4 7 6 Help Menu Icon Description Only activated if Label Context Help Calling context help for the WYSIWYG editor Table 14 Help Menu in the WYSIWYG Editor 4 4 8 Auxiliary Dialogs in the WYSIWYG Editor Various functions of the WYSIWYG editor open an auxiliary dialog The following sections describe these in detail 4 4 8 1 Emphasis Dialog ioj x O Default itane underline Close Figure 66 Select Emphasis Dialog You access t
71. without the words Attributes Hame Modification Date O jan 20117 00 00 Publication Date Expiration Date Language please select Show results with one or all of the condition s Storage Folder F eS With subfolders E SOUPCE M Documents and Folders Forum Posts Results per Page Submit Search Reset Sort by a Score Name Size Date ather Than Bits and Bytes ro O Bars rather than bits and bytes From the casual lounge to the traditional brewery top tips for Hannover s night lite 2128 Bytes 12 Aug 2011 Figure 181 Extended Search in the Portal PAGE 246 User Manual 9 Search 9 3 1 Overview You access the global search screen using the entry field in the page frame Entera keyword and press the Enter key or use the Search button On the results page the link Extended Search is available and this displays the extended search options see Figure 177 Alternatively you can go directly to the extended search by performing a standard search with an empty search field For each search result the title and where possible a brief summary of the content is displayed see figure above To the right of the title a score is displayed both as a percentage value and as a graphic The score depends on the number of hits found using the full text search Under the result you can find other useful data such as the size of the article or when it was last updated You can sort the results by
72. 1 2 Installation Guide inxire ECM Version 5 1 3 Administration Manual inxire ECM Version 5 1 10 6 2 Oracle Text 4 www oracle com technetwork database enterprise edition index 098492 html Technical product description description of the functions and numerous suggestions link changes frequently if necessary check www oracle com 5 www oracle com pls db112 portal portal_db selected 7 Official documentation of Oracle Text Oracle Ultra Search and other search functions for developers and users part of Oracle 11gR2 database documentation 10 6 3 DocBook 6 tldp org HOWTO DocBook Demystification HOWTO DocBook Demystification HOWTO excellent introduction to working with DocBook Eric Raymond 2002 7 www docbook org tdg en html docbook html DocBook The Definitive Guide official documentation of the DocBook standard also available in hard copy Norman Walsh and Leonard Muellner O Reilly 1999 8 www opendocs net docbook simplified docbook definitive guide Simplified DocBook The Definitive Guide official documentation of Simplified DocBook Norman Walsh and Leonard Muellner O Reilly 2002 9 www docbook org Information page on the DocBook Standard O Reilly 10 www oasis open org docbook Official home page of the DocBook Standard OASIS PAGE 281 User Manual 10 Appendix 11 www nwalsh com docbook Overview page with important references by on
73. 2 Figure 153 Figure 154 Figure 155 Figure 156 Figure 157 Figure 158 Figure 159 Figure 160 Figure 161 Figure 162 Figure 163 Figure 164 Figure 165 Figure 166 Figure 167 Figure 168 Figure 169 Figure 170 Figure 171 Figure 172 Figure 173 Figure 174 Figure 175 Figure 176 Figure 177 Figure 178 Figure 179 Figure 180 Figure 181 Figure 182 Figure 183 Figure 184 Figure 185 Figure 186 Figure 187 Figure 188 Figure 189 Figure 190 States and Steps of the Publication Process cccceseccesssccesesceees 211 Change Indicators in the File Managel ccccssssccsssccceseccesesceeeesees 216 States and Steps in the Reminder Process cccsseccsesscceesscceesceees 217 Empty Portal Page in the Category Leisure ccccessccceseccessscceeesees 219 Layout Preview in the Editorial VieWw ccccsssccssesccesscccesscceesccenees 220 Stanine a PIOCES S cnan A TO ecto 220 Selecting the Type of the New Entry cccccsssccesesccesecceesscceeeseeens 221 New Article in the Folder Leisure e ssesssesssesseesseseceseessseseerseesss 221 Benne VS OU orena a E N 222 Possible Actions in the Publication Process ccceseccesscceesceeeseees 223 Submitting San Francisco City Portrait eseeessseesseesseessseesseesseerseerses 223 Author s Work List After Submission scccesecceesceeescesescessccensess 224 ECUEOR S WWORKILISE cncescccceitcutsteeces a E
74. 51 QO8 Aug 20117 19 33 10 Feb 2011 14 53 O4 Jun 2006 16 53 O8 Aug 20117 19 42 E WebTemplates Refresh Figure 12 List View in the File Manager 3 2 1 Overview On the left of the figure you can see the navigation tree with the folder hierarchy On the right the contents of the current folder are displayed Above this is the name of the folder here News PAGE 28 User Manual 3 The Folders A folder can contain documents subfolders and special objects see Section 3 1 3 You can choose between different views A detailed list graphical symbols or the layout preview for the portal Just click on the appropriate tab Authorized users can make use of the numerous editing functions See Section 3 2 4 3 2 2 Navigation Tree The navigation tree contains all the folders in the content repository The tree mirrors the hierarchical structure Under each folder are listed its subfolders the subfolders of these subfolders etc To navigate to a folder click on its name Can t find a folder No problem You can open and close each folder by clicking on the plus or minus signs see Section 2 4 2 4 3 2 3 Views On the right the contents of the current folder are displayed As standard there are three views to choose from Switch between them by clicking on the tabs e List The entries with their details are listed in a table see Figure 12 e Symbols Each entry is represented by an icon Images appear as thumbna
75. 6 3 2 4 Editing Functions Depending on the view Selected different editing functions are available 3 2 4 1 List and Symbols View In the list and symbols view there is a menu bar above the folder content see Figure 13 Click on a menu to open it e File For file operations such as create delete and copy e Edit For working with temporary process data see Section 3 2 5 Web articles see Section 4 1 2 etc e Tools For useful auxiliary functions For instructions on using the menu bar see Section 2 4 2 1 For a detailed description of all menu options see Appendix 10 3 PAGE 32 User Manual 3 The Folders Alternatively you can call many functions by way of the context menu usually the right mouse key see Section 2 4 2 2 Over the name of an entry it contains appropriate functions for this entry Over the table background it contains folder functions and over the check boxes it contains auxiliary functions for selecting all entries Note The menu options are only available if you have sufficient privileges 3 2 4 2 Layout Preview The layout preview does not provide menus so that even beginners can work quickly and intuitively Instead function icons are located at the individual articles and documents Functions relating to the folder are provided at the top of the page New This function creates a new entry in the current directory When you call the function a dialog opens where you select
76. 87 File Menu in the Editorial View Below we describe each group of menu functions Create and Save New This function creates a new entry in the current directory It is only active in the file manager see Section 3 2 When you call the function a dialog opens where you select the type Folder article or survey etc see Section 3 5 1 Open Web articles and surveys are opened for editing documents are offered for download and folders are listed in the file manager see Section 3 2 You must select exactly one entry This function is equivalent to clicking on the name Upload The dialog for uploading documents is opened This function is only active in the file manager see Section 3 5 2 Download ZIP The flagged documents and folders are offered for download as a ZIP archive see Section 3 5 12 You can select one or more entries PAGE 262 User Manual 10 Appendix Find Topic The function Find Topic opens a pop up where you can find existing topics categories and insert them into the current directory See Section 5 7 3 2 This function is only active within a topic tree see Section 5 7 Note Alternatively you can create a new topic using the function New see Section 5 7 3 1 Copy and Delete Copy The function Copy creates a copy of the flagged entries and saves them in a separate directory When you call the function a pop up opens where you Select the target folder See Section 3 5 7 You can se
77. Article is described here 1 Open the Folders see Section 3 1 2 Inthe navigation tree on the left select the folder where the article is located 3 Activate the List or Symbols tab on the right and flag the required article with a check mark You can select one or more articles Note You can also select folders The folders and all their subfolders are searched recursively for articles 4 Callthe menu option Tools gt Rescan Article The links in the article are analyzed and corrected if necessary Any information gained is stored as a note for the article see Sections 4 6 and 3 5 18 PAGE 127 User Manual 5 Modules and Active Elements 5 Modules and Active Elements Modules enhance the portal with interactive elements Examples include online forums Surveys or wikis In the editorial view you can find them as special objects in the Folders see Section 3 1 3 for example as a forum or survey object They are created and configured here Most of these special objects must be set up by the system administrator Ordinary users can only create surveys or add topics to a topic tree Any number of forums surveys wikis etc can exist The users work with the modules in the portal There they can for example enter forum posts create wiki articles or take part in a survey without switching to the editorial view The following sections explain how the modules work and provide information on configuration and mai
78. D FG KL P Q Z an alphabetical list of the entries appears the letter intervals may differ from those shown here If no entries exist you cannot select the area see Figure 96 5 3 1 7 Topic Tree A wiki can contain a topic tree see Section 5 7 In the menu on the left you then see an entry such as Categories or Topics The topics are arranged hierarchically under this While editing an article the author can select individual topics from the topic tree field Keywords If a user subsequently navigates using the topic tree the assigned articles are listed for each topic Note Do not confuse the keywords of the article with the wiki headword which in lexicography is also known as the lemma The headword is the title of the article whereas the keywords topics are entered ad lib in a separate field The topics in the topic tree can as with the wiki headwords be searched or displayed as an alphabetical index See Section 5 7 1 4 5 3 1 8 Forum A wiki can contain a forum Here the authors can exchange ideas and suggestions for the articles You can find an introduction in Section 5 1 1 PAGE 140 User Manual 5 Modules and Active Elements 5 3 1 9 Full Text Search A wiki does not offer a full text search This is handled by the global search see Section 9 3 which you can access by way of the entry field in the page frame To search in a specific wiki open the extended search see Section 9 3 2 and restrict th
79. E EE E EEA N AE 281 TOGA IIC EC Maire ae r E phomunebinelewsbetmecasbacaeewabs 281 CO OE WO eE AER 281 TOGS DOCBOOK sceneria nienia T AAE a ATA 281 TOCA RDF onerar EAEI OE ENOTE TOTOE 282 PAGE 8 User Manual List of Figures Figure 1 Typical Website in the Portal Example cccssssseeeeccccceeecesseseeeseees 15 Figure 2 Login Screen Of INXire ECM csccesscessccssccsscccesccesccesccnsceescseecseescesceess 17 Figure 3 Accessing the Editorial View Example esssesssessssseeceeesssessseseceerssssssssees 19 Figure 4 Tools Mentiin the FOI GTS aeien 21 Figure 5 Context Menu Over the Name of a List ENntry cceccesecceseccensceensceeess 22 Figure 6 Context Menu Over a Check BOX ccceseccesscccssccesceescesccessceeesceensceeess 22 Figure 7 Context Menu Over the Table Background ccccesecccsscccesscceesecenees 22 Figure 8 Moving or Copying with Drag amp Drop ccccesscccssscccsesccensccceescceeesceenees 23 Figure 9 Opening Folders by Clicking on the PLUS Sign secccesecccesecceeseeeeees 23 FISUPE 1 OF FIEXI DIG WINGOWS cscccaccsiccacavanecdocrcneticesdececanetncceubsensdacnechetcancssecaistieesanees 24 Feure WMG FOUTS acs sscs rasta rsaraesenetemia ier eaemuncs a rA O 25 Figure 12 List View in the File Managel sssccsssscccseccccssccesesccesecceeescceaesceensees 28 Figure 13 Symbols View in the File Manage cssccccsssscccessscccesecce
80. Editing should occur as part of a controlled process The publication process see Section 4 1 5 This means improved logging and revision support and also the avoidance of errors thanks to dual control Note The use of special functionalities such as wiki forum etc is not described here but in Chapter 5 Modules and Active Elements 4 1 1 What Can I Find in the Folders The start page of the portal corresponds to the folder Web Pages The name may differ in your installation but you can recognize this special folder easily by the blue globe The contents of this folder and its subfolders form the pages of the portal Here you can find e Web articles structured texts with tables lists images etc e E Images as part of an image gallery or an article e Documents in various formats for downloading e Folders for the navigation structure in the portal frame and e WW Wikis forums online surveys or other special objects with unique functionalities See Chapter 5 4 1 2 Web Articles Text contents of the portal are stored in a structured format in accordance with the DocBook standard references in Appendix 10 6 3 Advantages of this open and widely used standard include media independent data management See Section 4 1 6 and numerous tools for conversion into common output formats such as HTML or PDF Documents in DocBook format are called Web articles here or simply articles You can recognize the
81. Finding a lODIC vias costacecdbacacactentuxeseioetiscensaveredeiata cs TAS 172 Figure 113 Topic Car Now Under Le iSure ssssccccssescceesescceeseccceesscceseeees 173 FISUre 14s Group ACIS tO esnean e eiei 175 Figure 115 Implicit Members of a Work Group scccccesescceesescceesccceessceceeeees 179 Figure 116 Implicit Administrators Of a Work GrouUP sccccsssescceessccceessceceneees 179 Figure 117 Creation of a Subordinate Group for Group B cseccesseceeseeceeees 180 Figure 118 Entering the Work Group Name cscccceseccesssccesscccenscceesseceeesesens 180 Figure 119 Subgroup Demo 1 IS Created c cssccsesscccsesccesesccenscceeescceeeseeees 181 Figure 120 Inserting Role MOCerators c cssccccsecccesscccsssccenssccesscceeeseceeesesens 182 Figure 121 Selecting USer ScOtt aoei EE E 182 Figure 122 User scott Is a Member of Work Group Demo 1 ccceeseceeeeeeeees 183 Figure 123 Revoking the Members Role From User scott cscceeesceeeseees 183 Figure 124 Select Group C and Choose Menu Option Add to Group 184 Figure 125 Pop Up with Work Group Hierarchy ccccssssscccsssscceessccceessceeeeeees 184 Figure 126 Work Group Group C Added to Work Group Demo 1 cc008 185 Figure 127 Removing Subgroup Group C From Work Group Demo 1 186 Figure 128 Top Level Work Group Group C
82. GE 167 User Manual 5 Modules and Active Elements 5 7 1 2 Synonyms Often a term does not have one unique word assigned to it for example student and pupil refer to the same thing In this case the most commonly used word should be created as the topic that is student The other words are then added as synonyms Maintaining the synonyms simplifies the search for the correct topic for example when keywording the contents see above Creation of a synonym is described in Section 5 7 3 3 oy fe i Homonyms A homonym is one of two or more words spelled and pronounced alike but different in meaning For example the word bear can mean both the animal noun and an action verb In this case multiple topics should be entered in the topic tree each distinguished by an appropriate suffix for example bear animal bear Support and bear give birth to Note A topic tree contains terms meanings not words 5 7 1 4 Searching in the Topic Tree In the portal on the start page of a topic tree see figure below you will find a search field and below it an index bar Both of these enable access to the topic index Synonyms are also included in the index Home Leisure Misc News Topics Ar Work Leisure Technics Search You hawe entered the topic index To find a keyword you may enter a word or phrase into the search field and submit A list of all topics that contain the given phrase in
83. Help User scott Edit Page Logout es Home Leisure Misc News Topics CityGuide San Francisco Paradise from quake to boom San Francisco The only place on earth where even the fog is magical Figure 158 Portal Page with City Portrait The city portrait is to be extended and moved to a separate subfolder navigation node 2 Followthe link Edit Page at the top of the page Note You must be logged in here user scott The layout preview opens in the editorial view see Figure 147 3 Activate the List or Symbols tab and select all entries that you wish to revise Then choose menu option Edit gt Apply for Update PAGE 226 User Manual 8 Workflow Management a Folders Leisu re T Categories E Documents E Editorial Work E hore E Images Web Pages Notes Size a E Help 730 Ea Leisure E Misc E Mews T Topics Figure 159 Starting a Publication Process You are requested to enter a working title Start Process Publication Please start a process first Afterwards you may perform the desired changes and submit for approval Working Title Mews from San Francisco Process Language English US Subrnit Cancel Reset Figure 160 Entering a Working Title 4 Enter a working title and submit the screen The file manager opens in revision mode Pale Leisure e e T Categories E Documents Edit Content Define Visibility Pass onto Editor E Ed
84. List User ID TestEditor g biy Tasks C Started by myself C Pending tasks Number of Results 1 Working Title Type Date person in charge Actions State 0 O4 Aug 207 1 aa San Franciscoa Publication 13 04 Editors E please select Waiting for please select Approval View Details Reserve Process Figure 155 Editor s Work List Note An editor must first reserve the process in order to carry out further actions 11 An editor here TestEditor01 accepts the process using the action RESeGLVe Process In the action menu all actions of the process are now visible PAGE 224 User Manual 8 Workflow Management Working Tithe Type Date person in charge Actions State San Francisco Publication 14 2 i E please select Waiting for w ae please select Approval View Details Cancel Reserve TORT Tete ee te te ee Yr ie Ye ae r Ye Yer Yr Start Review Ask for Revision Reject Finally Figure 156 Editor s Work List After Reservation Note A click on the Working Title opens the work folder see Figure 150 There the editor can view the contents of the process 12 The editor chooses the action Approve Process Approve Publication Working Tithe San Francisco Publication Date 08 Aug 2011 Expiration Date Comment approved az iz submit Cancel Reset Figure 157 Approving a Process Note Alternatively the editor can return the process to the author Ask
85. Manual 3 The Folders 3 5 15 Properties General Creation Date 05 Jun 2008 11 57 Modification Date 49 Aug 2011 17 56 Published O as Default Publication Date Expiration Date Priority Recursive Update W Subrnit Cancel Figure 53 Properties Dialog Recursive Note The tab Security is only visible in expert mode see Section 2 4 1 2 Make all required changes For detailed information on the use of the properties dialog see Section 3 3 Note Only the changed properties are updated later for the folder and all its contents You can recognize these by the white background no change yet in the figure Confirm the dialog with Submit The changes are applied to the opened folder and all its contents and subfolders Renaming You rename documents or directories using the properties dialog Call the dialog and enter the new name in the field Name See Section 3 3 3 5 16 Publishing Only published documents and folders are visible in the portal see Section 4 1 4 In some cases publication occurs automatically for example if you use the layout preview for creation of new contents see Section 3 2 4 2 Alternatively you publish manually in the properties dialog 1 Z Open the Folders see Section 3 1 In the navigation tree on the left select the folder where the entry to be published is located Activate the List or Symbols tab on the right flag the entry with a check mark an
86. Member Jun 2008 13 17 system Group A jun 2008 13 17 system Group E j Feb 2011 22 07 system Group C Jun 2008 13 11 system inxire Figure 132 Search Group User A pop up opens in which you can search for a user or a group 3 Enter a search text here for example s and press Enter iol xi al Search for M User M Group M wWork G Hame Type sales Work G User A System User A Close Figure 133 Searching for a Group or User Note The check boxes enable the specific search for users ordinary groups or work groups Work G 4 Click on the name of the user here scott The properties dialog opens see Section 3 3 These are not work groups but rather ordinary user groups see Section 6 1 4 PAGE 190 User Manual 6 Group Administration Properties General Name Tithe German Tithe English Type Folder Group Memberships fOroup 4 Admins Group By Admins Ainxire hark eting s Members Creation Date 15 Apr 2008 18 45 Modification Date 15 Apr 2008 18 45 Subrnit Cancel Figure 134 Properties of User scott Under Group Memberships you can see the user s work groups and roles scott is an administrator in work groups Group Aand Group B and an ordinary member of work group Marketing Note Only the user itself or a system administrator can make changes here 5 Exit the dialog using the button Cancel if you have not made any changes Note Similarly you ca
87. News Topics Leisure Mo Results Figure 146 Empty Portal Page in the Category Leisure In the figure the portal page is still empty This is where the city portrait will appear 2 Followthe link Edit Page at the top of the page Note You must be logged in here user scott The layout preview opens in the editorial view see Section 3 2 3 PAGE 219 User Manual 8 Workflow Management Leisure Deutsch English Print View Sitemap Settings Help User scott F Edit Fage Logout ear Home Leisure Misc News Topics Leisure No Results i ul Figure 147 Layout Preview in the Editorial View 3 Click on New You are requested to start a process only if you do not have write privileges Start Process Publication Please start 4 process first Afterwards you may perform the desired changes and submit for approval Working Title Sar Francisco Process Language English US Subrnit Cancel Reset Figure 148 Starting a Process 4 Enter a working title and choose button Submit A new publication process is created and then the New dialog is resumed PAGE 220 User Manual 8 Workflow Management New What do you want to creates el Folder BN Article Wf Upload file ils Survey Figure 149 Selecting the Type of the New Entry 5 Create the required elements You can choose to create a new folder navigation node create a Web article or firs
88. Note If the button Subscribe is not available no news channel has been set up Ifa subscription already exists the function changes to Edit Subscription 5 6 1 3 Edit Subscriptions You can view your subscriptions on the Subscriptions form and you can modify or cancel them as required For a description of the form see the next section 5 6 2 My Subscriptions On the Subscriptions form you can view and edit your subscriptions to news channels News channels can be set up for various areas of the portal for example in the news area or in a forum Each channel sends e mail messages to subscribers at regular intervals with information on changed articles or discussion posts You can access this screen by way of the utilities at the top of the page Follow the links Settings and Subscriptions see Section 2 1 only visible for logged in users PAGE 158 User Manual 5 Modules and Active Elements For an introduction to news channels and subscriptions see Section 5 6 1 Subscriptions Please select your subscriptions from the following news channels Hame Path Language New Articles in the Portal Home English Details Feedback Misc gt Feedback English Details General Hews News English Details General Hews News German Details Subrnit Cancel Figure 102 Subscriptions of a User 5 6 2 1 Overview The Subscriptions screen lists all available news channels A check mark in the first column indicates that a cha
89. Reject eee Forum 10 38 ea Figure 90 Moderation View in the Portal 5 1 2 1 Introduction The moderation view consists of two screens Initially you see a table with a list of all pending posts A click on a post takes you to the detail view Submitted posts can be approved rejected or their content edited 5 1 2 2 Overview Page All pending posts see figure above are listed on this page In the drop down menu you can select a specific forum or display the posts of all forums By clicking in the table header you can sort the list of posts The moderation functions are listed in the column on the right see Section 5 1 2 4 You can process each post individually The quickest and most convenient method is successive processing using the detail screen Simply click on the first post that you wish to process 5 1 2 3 Detail Screen Moderation Re ls football really a matter of life and G nther aca 15 Aug 2011 12 35 Of course it s not But it s hard to win if you don t score goals Approve Reject Edit Skip Back Figure 91 Detail Screen of the Moderation View PAGE 131 User Manual 5 Modules and Active Elements The detail screen displays a single discussion post in full Using the buttons underneath you can edit or skip the post Then the next post is displayed automatically If there are no further posts the overview page appears Using the Back button you can cancel editing at any time and
90. S home scott svight_life_en xdoc fhome scottfCebit 2010 f E S ee ght pdt Documents Research Ti LED Head Light fcopy pdt Documents Research E oy Short_info_en xdoc Web ermplates Figure 48 Selecting All Entries in the Wastebasket 4 Use the File menu or the context menu over the file name to call the function Erase Finally Mumber of Results 5 Type Name Path Hotes Size Deletion Time M FS Cebit 2008 fhorme scott wt G 22 Feb 2011 14 32 ri A Hannover niahr lifa an wda Shore lscotfCebit 2010 f 04 Feb 2011 23 34 scott mM p LED He Recto icuments Research 09 Aug 2011 16 36 scott lw LED He P icuments Research O9 Aug 201 1 17 56 scott m oy SHort_in th Templates 09 Aug 2011 18 40 system Figure 49 Deleting Entries Permanently From the Wastebasket All selected entries are after confirmation permanently removed from the system 3 5 12 Downloading a ZIP Archive You can download single documents quickly and easily by clicking on the name see Section 3 2 If you wish to save multiple documents or entire directory trees locally this procedure can become quite time consuming This is where the ZIP download helps You can use this to download multiple documents or entire folders as a ZIP archive here for example the folder Web Pages News 1 Open the Folders see Section 3 1 2 In the navigation tree on the left select the superordinate folder here Web Pages 3 Activate the List or
91. Section 3 2 5 2 There change indicators show which entries have been edited or deleted You can obtain more information as an info text if you position the mouse pointer over a change For an introduction to workflow management see Chapter 8 al Folders Cebit 2 0 I 0 View Process 0 T Categories Documents Edit Content Define Visibility Pass on to Editor Editorial Work home List E Images 9 Web Pages E Help E3 Leisure File Edit Tools In this task new documents and folders may be created or exiting ones updated or deleted E Misc Cebit 2010 a Type Name Notes Size Date Exhibitors C1 Ga Exhibitors J 08 Aug 2011 12 39 E Info m Feedback Cee 15 09 Feb 2011 20 00 a g Knowledge Ease O W ight_life_en B 09 Aug 2011 15 09 E Mews 4 N Trade_Fair_Info_en xdoac O9 Aug 201 15 27 T Topics ms Travel by Car pdt 09 Aug 2011 15 01 E WebTermplates Figure 25 Detail View of a Pending Update 3 5 Typical Tasks This section contains useful information for your daily work with folders documents and the other objects in the content repository You can carry out most tasks quickly and intuitively using the menu bar see Section 3 2 4 for all other tasks the following sections provide assistance PAGE 48 User Manual 3 The Folders e Section 3 5 1 Creating a New Folder e Section 3 5 2 Uploading Documents e Section 3 5 3 Editing a Document on the PC e Section 3 5 4 Converting a Document Into
92. Symbols tab on the right and flag the required entry with a check mark here the folder News You can select any number of documents and folders 4 Choose menu option File gt Download ZIP PAGE 64 User Manual 3 The Folders aj Folders Web Pages T Categories E Documents List E Editorial Work E home E Images 9 Web Pages Bats Edit Tools Fg Help 08 Aug 2011 12 21 Leisure O8 Aug 201 12 37 Misc 08 Aug 2011 12 38 E News 22 Feb 2011 21 24 T Topics 5 WebTemplates 08 Aug 2011 12 38 O9 Aug 2011 12 31 Figure 50 Downloading a ZIP Archive The browser offers the facility to Open or Save the document dialog differs depending on the browsen File Download i X Do you want to open or save this file Name News zip Type Compressed zipped Folder From theta insire cam oen C ce While files from the Internet can be useful some files can potentially harm your computer IF vou do not trust the source do not open or save this file What s the risk Figure 51 Download Dialog of the Internet Explorer ZIP Archive 5 Choose the option Save The subsequent dialog can differ depending on the browser and operating system Usually you must define a location to save to check the file name and choose the button Save PAGE 65 User Manual 3 The Folders Sa LX Save jni O My Documents E Fi HEL Fe My Music d My Pictures 7 My Recent Documents
93. UTC 96s WIKI ICCA PONa leessen A EEA RT 138 Figure 97 Properties of Wiki reserirarireniii e aei TEE NOE 141 Figure 98 Document Share in the Portal cccccssscccesccsecccsscccsscceesceeesceeescees 144 Figure 99 Properties of a DOCUMENT Share sscccccsssssecccessssccccesseeccceasesecees 148 Figure TOO Tas KLS 1m Che Pordon E T A T 151 Figure 101 Subscribe Button in an Online FOrUM seeesssessseesesssesseesesseceseerseeses 157 Figure 102 Subscriptions Of a USET cccseccessscccsesccesscceeescccesccescceeeseceeesesens 159 Figure T03 Details of a SUDSCHDL OM sicecssiscccsttatieetsiaantesbiesareaspasssesioeaieesasasacestone 160 Figure 104 Creating a News Channel for a FOlder ccceeccessccssccesceeesceeeseees 163 Figure 105 Detailed Configuration of a News Channel of Type Newsletter 163 Figure 106 List of Notes Containing News Channels ccccssccssscccsscecesceeeseees 165 Figure 107 Navigation in the Topic Tree Portal cccesssseeeecccceseecesseeeeceees 166 Figure 108 Topic List of an Article in the Portal cccssscccssesccessscceessceceneees 167 Figure 109 Start Page of a Topic Tree in the Portal cccccssscccesecceesseceeeseeees 168 Figure 110 Defining the Properties of the New TODIC scccssscccesscceesscceeseeees 171 Figure 111 New Topic At work Under Web Pages TOpiCsS sssssecsccseeeeees 172 Heure T2
94. User Manual 5 Modules and Active Elements Acibute Description O Language of Articles Language used in the articles For the full text search it is important to know the language of the contents Each wiki supports only one language specify this Disambiguation Suffix Suffix for disambiguation articles The manual disambiguation pages see Section 5 3 1 4 explain words with multiple meanings such as bear animal support or give birth to These special articles can be recognized by the suffix defined here for example Bear Disambiguation Caution You should only change the default value disambiguation in exceptional and justified cases Enable Discussions Create a forum If you set a check mark here a forum is created within the wiki See Section 5 3 1 8 where authors can discuss contentious Issues Note An existing forum can only be deleted directly in the file manager Keyword Navigation Create a topic tree Set a check mark here if you wish to create a topic tree See Section 5 3 1 7 in the wiki The authors can assign their articles to the topics of the topic tree You can navigate within the topic tree in the portal Table 18 Special Properties of a Wiki The settings on the Security screen are explained in the following section 5302 2 Defining Roles The role assignment is defined using the access control and work group settings on the Security screen see Section 3 3 5 A user can be a visit
95. W Footer E Template default Submit Cancel Figure 72 Insert Table Dialog This dialog provides support when you create tables To call it place the cursor in an empty paragraph and choose symbol or menu option Insert gt Insert Table Enter the number of rows and columns required Optionally you can insert a header or footer or select a different table template After you choose Submit the table is created You can make subsequent adjustments at any time 4 4 8 7 Edit Table Dialog Edit Table IE 1 Ioj x Table Properties Header lw Footer E Template default Cell Properties Column Width times rel to standard width Alignment Default Vertical Default submit Cancel Reset Figure 73 Edit Table Dialog In this dialog you can modify the properties of a table or table cell To call it either place the cursor in a table cell or select parts of the table Then choose symbol Bed Ormenu option Table gt Edit Table You can insert or remove headers and footers or modify the table template The settings on the lower part of the screen refer to the cell in which the cursor is located or to the cells that are selected Confirm your entries with Submit PAGE 106 User Manual 4 5 Compare Articles 4 Web Content Management The article comparison enables you to compare two or more versions of a Web article This can be useful in the publication process See Secti
96. a Versioned Document e Section 3 5 5 Editing a Versioned Document e Section 3 5 6 Viewing the Version History e Section 3 5 7 Copying or Moving e Section 3 5 8 Copying or Moving with Drag amp Drop e Section 3 5 9 Creating a Copy in the Same Folder e Section 3 5 10 Restoring Deleted Entries e Section 3 5 11 Emptying the Wastebasket e Section 3 5 12 Downloading a ZIP Archive e Section 3 5 13 Uploading a ZIP Archive e Section 3 5 14 Changing Properties Recursively e Section 3 5 15 Renaming e Section 3 5 16 Publishing e Section 3 5 17 Setting Access Privileges e Section 3 5 18 Displaying Notes e Section 3 5 19 Viewing Relations Only the system administrator can carry out the following activities e Section 3 5 20 Linking an Entry with a Second Folder e Section 3 5 21 Adapting the Metadata Configuration e Section 3 5 22 Releasing Locks 3 5 1 Creating a New Folder Folders help you to clearly organize the contents of the content repository Folders The following instructions describe the creation of a new folder As an example the subfolder Research is created in the folder Documents You require the add item privilege see Section 7 2 2 for the target folder Documents 1 Open the Folders See Section 3 1 PAGE 49 User Manual 3 The Folders 2 Inthe navigation tree on the left select the target folder in which the new folder is to be created here Documents 3 Activate the List or Symbols tab on the right
97. acter Dialog In this dialog all available characters are displayed The list is especially useful for special characters which are difficult to find using the keyboard You can open the dialog using the symbol or the menu option Insert gt Insert special character To insert a character in the text you simply click on it 4 4 8 4 Insert Edit Link Dialog S Insert and Modify Links IE l O x a O y Web Pages Documents bA Forum W Wiki Anchor Presentation Type Default Default Insert Link Cancel Portal View New Window Download Link IP Download Figure 69 Insert and Modify Links Dialog Using this dialog you can create and edit hyperlinks You call it up using the symbol or menu option Insert gt Insert Link You must first select a text block or an image or place the cursor in an existing link If the link target is in an external internet portal you can enter the complete Web address URL in the central entry field The URL is automatically split into its components protocol left dropdown menu server path central field and anchor right optional PAGE 102 User Manual 4 Web Content Management If the target is local use one of the functions Web Pages Documents Forum or Wiki An auxiliary dialog opens with the hierarchy of the portal pages the complete contents of the Folders or a search screen for forum posts or wiki articles To find the appropriate target you may have t
98. age If we assume for example that the area News in English corresponds to Aktuelles in German then you will only find it under this name if you have set the language to German search by page title see Section 9 3 2 2 Note This only applies to the search in the portal In the editorial view see Section 2 4 all hits are always shown independent of your language setting Designations are determined by the language independent name not the title See Section 3 3 3 9 1 5 Further Information More information is available on the following topics e Section 9 2 Query Language of the Full Text Search e Section 9 3 Global Search in the Portal e Section 5 1 1 4 Search in a Forum e Section 5 3 1 5 Search in a Wiki e Section 9 4 Search in the Editorial View PAGE 242 User Manual 9 Search 9 2 Search for Advanced Users Behind the entry fields of the full text search lies a powerful query language You can use this to describe logical dependencies between the search terms more precisely than is possible using the four fields of the extended search See Section 9 1 1 2 Or perhaps you don t know exactly which word occurs in the text Using the query language you can extend the search to include similar or related terms The query language helps you to find the correct document among a large volume of similar texts It is easy to learn and you can use it in both the global search See Section 9 3 and the search in a forum Se
99. agraph Cursor within a paragraph o Delete All Delete entire content ee Table 9 Edit Menu in the WYSIWYG Editor 4 4 7 2 Style Menu Description Only activated if Format paragraph as Cursor within a paragraph heading In the first paragraph a main heading is set otherwise a second level heading is set Default Default style according to the Text selected Corporate Design This style should preferably be used Set text in italics Text selected Underline the text Text selected PAGE 95 User Manual 4 Web Content Management Icon Description Only activated if Label Other style types may be Text selected available Remove Format Remove style Cursor within highlighted or title selection text or heading Table 10 Style Menu in the WYSIWYG Editor Note In the toolbar you can set styles using the icon An auxiliary dialog opens see Figure 66 4 4 7 3 Insert Menu Icon Description Only activated if Label Insert text before Insert empty paragraph Image selected or cursor before image table or within a table or paragraph paragraph or insert space or within a metadata before metadata placeholder placeholder Insert text after Insert empty paragraph after Image selected or cursor image table or paragraph or within a table or paragraph insert space after metadata or within a metadata placeholder placeholder Insert Link Insert or edit link Text or image selected or the cursor is i
100. ails Actions Links 09 Aug 2011 12 31 Properties View Details Update E 09 Aug 2011 15 09 Process Update for 2010 Properties View Details Back Figure 56 Notes of an Article If you require more detailed information on a note you should follow the link View Details in column Actions Note The screen View Notes is described in Section 3 4 2 PAGE 71 User Manual 3 The Folders 3 5 19 Viewing Relations The entries in the Folders are inter related based on various criteria e Web articles refer to other documents and folders hyperlinks see Section 3 4 3 e Images are integrated into Web articles See Section 3 4 3 e Documents and especially Web articles can be assigned to topics keywords see Section 3 3 6 All these relationships together form a semantic knowledge network Using the function File gt View Relations you can view all the relationships of an entry 1 Open the Folders see Section 3 1 2 In the navigation tree on the left select the folder where the required entry is located 3 Activate the List or Symbols tab on the right flag the required entry with a check mark and choose menu option File gt View Relations A list appears showing all the relations from and to the selected entry View Relations File Edit Path Hotes Kel Type Hannover night_lite_en xdoc Web Pages Misc Cebit 2010 nal LIME Computer Web Pages Topics T echnics Dal KEYWORD Hannover Bars_3 jpg We
101. al are contained in Web articles see Section 4 1 2 If you wish to edit an article first call the article editor see Section 4 3 Then you can open the individual text sections in the WYSIWYG editor The title image and abstract are also edited here You can use the WYSIWYG editor in the same way when comparing articles see Section 4 5 PAGE 91 User Manual 4 Web Content Management Z inxire ECM 5 1 IE Edit Style Insert Tools Table Help B k Gl BteyFK SE Be FL 9 Low ceiling fans whirring cool air easy Latin American rhythms in the background all that s missing is the Buena Wista Social Club The Cuabar Forget everything you ve ever heard about train station restaurants There s no stress here no rush just a really great relaxed atmosphere whether it s an after work drink or an evening out with fine food and wine e low ceiling fans e Latin American e no stress no rush a quick after work drink e fine food and wine Address Ernst August Platz 1 Hannover Telephone 0511 35398730 Fax 0511 35398735 E mail hannover syg steigenberger de Credit card VISA Eurocard other major cards Station City Rail Main Station Parking Raschplatz Parking Garage Opening Times Mon to Thur 11 1 pm Fri and Sat to 3 pm Pics EUS E PE EE Rib eye steak 17 90 Cocktails from 7 70 i aoe Entry 9 p fUL U P V Display Anchors l Invisible Borders Figure 65 WYSIWYG Editor 4 4 1 Overview The WYSIWYG editor a
102. all users to which it is assigned see Section 6 4 3 6 4 5 Assigning a Subgroup to an Additional Work Group Subordinate work groups which are currently in the member list can be directly assigned to a further work group without using the search dialog For example work group Group C a top level group is added to work group Demo ik 1 Open group administration See Section 6 1 2 In the navigation tree on the left navigate to the superordinate group here the origin of the group hierarchy Groups 3 In the list on the right flag the subgroup with a check mark here Group C and choose menu option Group Admin gt Add to Group Po Group Members Group A i Group E Group C p5 eae Mew Work Group e Owner Group j Find Member Jun 2008 13 17 system Group A Jun 2008 13 17 system Group E p Remove Member Feb 2011 22 07 system Group C j Jun 2008 13 11 system inxire Figure 124 Select Group C and Choose Menu Option Add to Group A selection dialog appears for the new superordinate work group iol xi Work Groups Groups Group A Group E Group E Group C inxire Close Figure 125 Pop Up with Work Group Hierarchy PAGE 184 User Manual 6 Group Administration 4 Select the work group click on the name here Demo 1 Note You may first have to open closed areas by clicking on the plus sign see Section 2 4 2 4 The selection window is closed and the subgroup Group C
103. allation 9 4 2 3 Attributes The Folders entries possess numerous properties and you can also search using these see Section 3 3 Click on the link Add Condition See Figure 183 to insert a new condition Then you can Select one of the following attributes in the drop down menu PAGE 251 User Manual 9 Search Designation in the editorial view Title in multiple Designation in the portal view one title for each languages language Content Type Type of the file for example Microsoft Word documents only Character Set Character set for text files documents only Language of the text content documents only Owner Owner of the entry has full access privileges see Section 7 1 3 Work Group Assigned work group see Access Control Table 34 Search Attributes in the Editorial View In addition the site specific metadata can be selected See Section 3 3 6 After you have selected an attribute a further drop down menu appears with the search options see figure below followed by the entry field for the search value Attributes Modification Date later than O jan 20177 99 00 Title English contains add condition contains not contains word Show results with i iti aeih the condition s egual to Submit Search Reset not equal to Figure 184 Search Options for a Text Attribute PAGE 252 User Manual 9 Search For text attributes you have the following options e contains
104. ameters are always present e Creation Date The process was Started at this time e Modification Date Date of the last change last action e Work Group The process is assigned to this work group Some process types such as the publication process are always tied to a work group The editors of this work group role Editors approve publication The other parameters vary depending on the type of process the figure shows a publication process see Section 8 5 PAGE 208 User Manual 8 Workflow Management 8 4 4 Screen Content The Content screen is only shown if the process uses revision mode see Section 8 2 3 for example for a publication process Similar to a search results list documents folders and other contents which have been changed in the process are listed Process San Francisco Content Content may be created or edited within Web Pages Leisure San Francisca a Type Hame State Path Cafe Flore_en xdoc modified San Francisco Restaurants ate Flom pag deleted San Francisco lmages es B A Cate Flore 2 jpg NEw San Francisco lmages io Cityouide San Francisco_en xdoc modified San Francisco Figure 141 Contents Changed in the Publication Process The figure above displays the following information e Target directory is the folder Web Pages Leisure San Francisco By clicking on the path you open the folder in revision mode see Section 3 2 5 e The articles Cafe Flore_en xdoc and CityGui
105. an the last one is flagged e Edit gt Remove Version Removes the flagged version This function is only available to the system administrator For an introduction to versioned documents see Section 3 1 4 To call the version history proceed as follows 1 Open the Folders see Section 3 1 2 In the navigation tree on the left select the folder where the document is located 3 Activate the List or Symbols tab on the right and click on the symbol versioned next to the file name PAGE 57 User Manual 3 The Folders a Type Name Hotes Size Date 1 headfire pdf 227K 09 Jun 2008 19 09 p2 p LED Head Light pdf 227k 09 Aug 2011 16 43 BE oy Mews Feburary_en xdoc 766 O6 jun 2008 15 25 T 4 El Overview 2070 ppt SSK O4 4ug 2011 17 07 BE E Seoul Ernitter jpg 6 92 6 jun 2008 14 23 Figure 38 Opening the Version History The version history opens Version History File Edit Tools Reservar scott Reservation Date O9 Aug 201 16 52 Reservation Comment lrmprove layout max Versions Common Notes Type Name Hotes Size Date Modifier Comment D1 LED Head Light pdf 227K 09 Aug 2011 16 43 scott Important document riz j LED Head Light pdf 227K 09 Aug 2011 16 51 scott New power class D LED Head Light pdf 22rK 09 Aug 2011 16 52 Back Figure 39 Version History Note In the figure above the individual versions are listed with number date and comment The indicates the current working copy
106. and choose menu option File gt New Galen Documents T Categories Documents E Editorial Work Edit Tools home Images 9 Web Pages E WebTermplates Upload Figure 26 Calling File gt New A selection dialog opens New What do you want to create E ai YA Article iy Uistead file Ms survey Figure 27 Defining the Type of the New Entry here Folder 4 Click on Folder The properties dialog opens for the new folder Create Folder General Mame Research Tithe German Tithe English Type Folder Folder Documents Published D as Defaut Bi Fublication Date Expiration Date Priority Cancel Figure 28 Defining the Properties of the New Folder 5 Enter at least the following information PAGE 50 User Manual 3 The Folders a Name here Research b Titleand Publication Date if the folder is to be visible in the portal see Section 4 1 4 Note The button Next guides you through the screens of the properties dialog See Section 3 3 1 6 Goto the final screen of the properties dialog button Next and confirm the dialog with Submit The folder is created a Folders Docu ments T Categories List File Edit Tools Notes Size Date Web Pages C a 0 09 Aug 2011 15 58 5 WebTemplates o Figure 29 Folder Research Created in Documents Directory Note Alternatively you can use the layout preview to create folders see
107. arch Note You can only ever see the articles for which you have a read privilege See Section 7 2 2 4 6 1 3 Editing Functions The menu bar at the top of the page provides numerous editing functions from the File Edit and Tools menus see Appendix 10 3 Before you call these you must flag an article with a check mark Alternatively by clicking on the article name you can switch to the file manager and make changes there for example uploading a new image Are the menu options grayed out Then you most likely do not have access privileges see Section 7 1 and you must first start a publication process see Section 4 1 5 PAGE 114 User Manual 4 Web Content Management 4 6 1 4 Error Levels The importance of the error is displayed in the column Error Flag e Warning Not all users who have read privileges for the article can also access the target of the link This can be due to missing access privileges ACL Conflict ora publication period Pub Date Conflict which is too short e Soft Error The target of the link has been renamed or moved As a rule this error is corrected automatically e Hard Error The target has been deleted You must restore the target select a different target in the article editor or remove the link from the article You can see a list of the broken links with the exact cause of the errors in the detail view see next section 4 6 1 5 View Details Using the link View Details in
108. ard the process see Section 8 3 4 Suppose for example you have started a publication process Then your first task is to create new portal contents or to review existing contents For this you have all the functions of the file manager at your disposal see Section 3 2 5 Then you forward your work to an editor for approval see Section 8 7 1 8 2 3 Work Folder Processes are frequently used to handle documents folders and other contents of the content repository see Chapter 3 For example in the publication process the contents of the portal which are located under folder Web Pages are edited the name can vary see Section 4 1 1 In the process you do not work with original data but with copies Either you have a temporary work folder in the editorial working area See Section 3 1 1 or you work directly in the target folder with working copies that are appended to the originals revision mode see Section 3 2 5 The latter has the advantage that you do not need to change your position in the Folders The type of the work folder is determined by the process For example the authors and editors in the publication process can use revision mode whereas the reviewers are assigned a temporary folder in the editorial area See Section 8 5 6 PAGE 199 User Manual 8 Workflow Management In any case you can access your work folder quickly and easily by opening the work list and clicking on the working title of the process The
109. arious navigation elements and useful functions The page layout of your portal can differ from that in the figure above as the appearance is frequently customized and in some cases additional functionality has been implemented However the following basic functionality should always be present e The horizontal main navigation with the categories above the content e Avertical navigation menu on the left to navigate within the categories e Anavigation path below the main navigation or above it This shows your current position and provides orientation e Supplementary information on the right of the screen such as downloads links to related topics etc this area is empty in the figure PAGE 15 User Manual 2 First Steps in inxire ECM Besides the navigation elements other useful aids are available usually at the top of the screen e Change the language Just click on the preferred language e Thelink Print View opens a preview of the printout But you usually won t need this the pages are automatically optimized for printing Try it out e Inthe Sitemap you can find an overview of all categories and subsections e Under Settings you can change your password and edit your subscriptions See Section 5 6 2 e The link Help opens the online help This is present on all pages of the portal In addition the more complex screens have context help e And of importance for authors The link Edit Page This accesses
110. art a standard forum search as described above Then on the results page click on the link Extended Search Now you can search by author date etc Only posts from this forum are found 3 Global Search The entry field for the global search is at the top right of the page frame see Section 9 3 This does not however take forum posts into account Therefore you should first display the extended search parameters by either submitting an empty search or following the link Extended Searchon the results page Then under Storage Source set the check mark for Forum Posts and remove the check mark for Documents and Folders Now all online forums are searched 5 1 2 Moderating a Forum A forum is moderated in the moderation view This displays the submitted but not yet published posts of a moderated forum see Section 5 1 1 2 Here the posts can be viewed edited and approved PAGE 130 User Manual 5 Modules and Active Elements You can access the moderation view using the button Moderate Forum which is provided for each moderator within a forum see Section 5 1 1 1 Only a moderator can use this screen Moderation Select forum Fan Forurm SUB mit Thread Forum a Date Author Actions Re Is football really a matter of life Fan 15 Aug 20 1 C nth Approve Reject and death Forum 12 35 ANEY Edit Re Snacks for the perect football Fan 15 Aug 20 1 en Approve Reject ntan ewening Forum 14 37 Edit Fan 16 Aug 20 1 Approwe
111. asiecaneens eens sanacenaedeeienseaieeens 107 4 5 1 OCI VIC os sasedut vena doncedeseianstescucttessteh essa ldncudsSeswuntneatuameaneleereeacinsnesese 108 4 5 2 Chance NGICALOl Sieve lt tosss doses EE a 108 4 5 3 Muupe COM Dall SONS sissen ners 109 4 5 4 WIE TUE IE MIGIIUS zonerien s E T 110 PAGE 4 User Manual LG MINI CHECK Ol scstetadotsdtnnsentsaseerienisdenesbadedatetdnstausssaeccieadabeensiatedateddwetneresines 112 4 6 1 BROKE HM EINKS SCN Cl eeren a aE EN RSS 112 A INDICA TASKS aeran E ARETON OEO O OTORO 117 4 7 1 Creaune a TEMPDA E anna aa A A 117 4 7 2 Filling a Template with Content cccceseccceseccesesccenecccesseceeesees 119 4 7 3 Modifying a Template sinisisi n EE T wuss 119 4 7 4 Creatine an AMICE eenei e E S 120 4 7 5 Editie an Arti Cle eean a ar TE aiat 122 4 7 6 Compans TWO ANICE S onaran 122 4 7 7 Comparing Multiple Articles senscccsusyewtanteatvcesuasevdccssstisalneseetedicotceau 124 Ueo ANa EEO a T 127 5 Modules and Active Elements csccccssscccsssccsscccessccesesccessscceeseceeesesens 128 Dil FOr n E E N 129 Sell MOUCHO M caan er seenee mien tern ear eer neter es erent a nett 129 bol Moderating a FOTLUIN ssnipe e r 130 5 1 3 Seins Up a FOrUM risser e E tos tacsveasemuseeascescteas 132 Ded UNV OVi a A E eaten uereaeucesieareceeeeeneaseataenuets 135 5 2 1 MA TPOCUICHION seiras a EE E AS 135 52 2 SOTHMNG UD a SURV CY earann a rE E SE S 135 5 2 3 Generating a Survey Report
112. ate Park Note Embedded images and hidden folders should not be published see Section 4 1 4 To make changes click on the pencil already set correctly in the figure above Submit The submit dialog opens PAGE 229 Activate the task Pass On to Editor and there choose the action VB TW BW VBVAAAN User Manual 8 Workflow Management Process Submit Publication Working Tithe Mews from San Francisco Editor please select Publication Date Expiration Date Process Language English US Comment Request for publication Subrrit Cancel Reset Figure 164 Submitting the New City Portrait for Approval 8 Entera comment and submit the screen Note You can also select an editor or propose a publication and expiration date see Section 4 1 4 A confirmation page is displayed The button Back leads to your work list where you can follow the further progress See Figure 154 9 All editors of the relevant work group see Section 8 5 2 receive an e mail notification and see the process in their work list See Figure 155 10 An editor accepts the process using the action Reserve Process and then executes the action Approve The contents automatically become visible in the portal on the publication date determined by the editor See Section 8 7 1 points 10 to 12 8 7 3 Involving Reviewers As an editor in the publication process See Section 8 5 1 you can request the Opinio
113. ate m running Iv finished M archived f Submit Search Number of Results 3 Working Title Type Date Initiator curr Actor Keserved by Actions State 7 Aug 20 1 View OO Meeting 13 00 Reminder 15 50 scott Details Sarna News from San Publicati 15 Aug 20 1 Whey Fean Se BEE TE Derails Bublighee San F Publicati 08 Aug 20 1 View ASNE gee S E i e E Details Published Figure 176 Work List with Archived Processes Note You can recognize archived processes by the light gray graphic inthe State column Note For a description of all the search options see Section 8 3 2 PAGE 237 User Manual 9 Search 9 Search 9 1 Search in inxire ECM In large portals containing huge amounts of information an efficient search is of critical importance For this reason inxire ECM provides entry fields for detailed searches in various areas such as forums wikis and topic trees See Chapter 5 In addition the global search see Section 9 3 is always available in the page frame The use of these search fields is intuitive and self explanatory However a more in depth understanding can help you to achieve the desired results quicker and more effectively The following sections describe the different ways of using the search and also provide useful tips and notes Deutsch English Sitemap Settings Help User scott Logout a __ gt am Home Leisure Misc News Topics Search Results Extended Sea
114. ay Channel Language English Access Control after Send world readable Archive Folder Year Week Frewious Pest Cancel Figure 105 Detailed Configuration of a News Channel of Type Newsletter Note The icon indicates an info text Simply place the mouse pointer over it The following table describes the different settings PAGE 163 User Manual 5 Modules and Active Elements Send Period Next Send Date Default Subject Detail Levels Channel Language Access Control After Send newsletters only Archive Folder newsletters only Time intervals for periodical distribution For newsletters intervals of days or weeks are recommended For online forums or change notifications the intervals should be shorter If the field is left empty information is sent whenever a new post is available Time of the next distribution When setting up for the first time you should enter the date when information is to be sent first Subsequently this field will be updated automatically Only valid for periodical send type that is if the field Send Period is set Start of the subject line The subject line of an e mail consists of the default subject and the title of the post If empty the title of the news channel is used instead see General screen The allowed levels of detail Either individual posts are sent with the complete text Complete Articles or the subscribers receive o
115. b Pages hlisc Cebit 2010 Info LIME Hannower_Bars_8 jpag Web Pages hlisc Cebit 20170 Info LIME Leisure Web Fages Topics KEYWORD Figure 57 Relations of Article Ernst August Brewery_en xdoc In column Type you can see the direction of the relation The columns Name Path and Notes describe the target or source of the relation The type of the relation is specified under Rel Type where LINK stands for a hyperlink or an embedded image and KEYWORD for a keyword relation In the figure you can see five relations o The article Hannover night life en xdoc has a hyperlink to this article o This article is assigned to the topics keywords Computer and Leisure PAGE 72 User Manual 3 The Folders o Andit contains the images Hannover Bars 3 jpgand Hannover Bars o jp0 Note You can access menu functions using the menu bar on the top or the context menu For example you can display the relations of a linked entry and thus follow the knowledge network 3 5 20 Linking an Entry with a Second Folder Only a system administrator can link an entry in the Folders with a second folder In exceptional cases it can be necessary to link a document a folder or a special object with a second folder You do this by way of the menu option File gt Hard Link demonstrated here using the folder Documents Research which is also to be integrated under Web Pages 1 Login as system administrator system 2 Open the Folders See Se
116. but also to the contents of all folders and their subfolders See menu function File gt Properties rec Section 3 5 14 Note Some entry fields and screens for example the field Name and the screen Metadata are not available in this case 3 3 3 Screen General The general settings see Figure 17 include e thenameas it is displayed in the editorial view e the title for the portal view one for each language e information on the type folder work group PDF document etc e further information such as storage location in the Folders creation date and date of the last modification PAGE 37 User Manual 3 The Folders e the settings for publication in the portal page template period and priority see Section 4 1 4 e andthe check box Recursive Update if applicable The fields in detail Name File or folder name only visible in the Edit editorial view Title German Name in the portal for German speaking Set edit remove users See Section 4 1 4 2 Title English Name in the portal for English speaking Set edit remove users eo Title in other languages if applicable Type of the displayed object Directory Storage location in the Folders Navigate to the storage location Caution there are possibly multiple Storage folders exits the properties dialog Possibly further informative fields such as the related process of a working copy see Section 3 2 5 or the position of a work group in the gro
117. cannot be executed Some functions require you to first select one or more entries from the list Other functions require special privileges for example write privileges in the current folder see Chapter 7 To select an entry click on the check box If you wish to select all entries it is best to use the function Select All inthe context menu above the check box right mouse key under Windows see Figure 6 You can recognize flagged entries by the check mark 10 3 2 File Menu The File menu contains important file operations such as create delete and copy You can apply these menu functions to documents and folders and also to the special objects in the Folders see Section 3 1 3 This menu is available on many screens in the editorial view especially where documents and folders are listed in table form Examples include the file manager see Section 3 2 or the results page of the editorial search see Section 9 4 PAGE 261 User Manual 10 Appendix T Categories E Documents E Editorial Work E horme E Images 9 Web Pages Open E Help Upload u Ej Leisure Download ZIP 13 Ej Misc ht_life_en xdoc E Cebit 2010 E Exhibitors E Info CJ fanforum GI Feedback Copy trom Edit Tools Mew Size _en xdac f Copy idf Copy and Rename yy Knowledge Base Mowe fi Sales Folders Delete E News J Topics Properties E WebTemplates Properties rec wiew Motes wiew Relations Figure 1
118. ch Spanish Italian German and Dutch Smythe Words that sound similar finds smith English only ik Apple or pear 5 To weight an expression or word the occurrence of pear is Relevant documents appear higher rated five times higher up in the results list gt Peau 0 To restrict the number of hits pear must show a score of The preceding expression must have over 30 a score above the specified threshold value Table 33 Operators of the Full Text Search Note You can find a more detailed description of all the commands in the documentation for Oracle Text which is the technological basis of full text indexing references in Appendix 10 6 2 The score is based primarily on the number of hits PAGE 245 User Manual 9 Search 9 3 Global Search in the Portal You are looking for information and do not know in which of the numerous categories or subsections of the portal it is concealed The global search can help There is always a Search field in the page frame After you enter a keyword the text content of all portal pages is searched If the simple keyword search is not sufficient because for example you wish to search for forum posts or words in the title then you can use the extended search see figure below Note Online forums and wikis provide additional local search options See Section 5 1 1 4 or 5 3 1 5 Extended Search Content all of the words cebit at least one of exact phrase
119. ch and Filter Per default all the processes that you have started or for which you are currently responsible are displayed Using the search and filter functions you can restrict or extend the list You can only see a simple selection list Then you are working in beginner mode see Section 2 4 1 2 and you have the following options see Figure 137 e My Tasks All processes that you have started yourself or for which you are currently responsible e Started by Myself Only those processes that you have started yourself PAGE 201 User Manual 8 Workflow Management e Pending Tasks Only processes for which you are currently responsible Responsibility has been assigned to you either directly or indirectly by means of a role See Section 6 1 2 which you hold Work List User ID F X please select Work Group F x O with sub groups Working Title Last Modified fH al Target Folder Doc ra 4 State M D runing M finished O O archived subrnit Search MHumber of Results 3 Working Title Type Date Initiator curr Actor Keserved by Actions State ety 1 Aug 207 1 San Francisco Publication ita scott Editors wiew Details Waiting fa 15 52 Approval 16 Aug 2011 Weekend Reminder ae scott please select d Wait Figure 138 Work List in Expert Mode In expert mode see Section 2 4 1 2 you have more options e User ID If you select another user click on the pencil 4 you can vie
120. cial functionalities such as forums wikis and topic trees be used 1 2 Target Group The user manual is intended primarily for editors authors and local group administrators who create and manage the contents in the system It also provides the system administrator with important information on configuration when using the integrated user interface 1 3 General Notes The user interface of inxire ECM is multilingual the standard languages are German and English Caution The designations used here can differ from the actual terms on the interface especially if customer specific adaptations have been made PAGE 14 User Manual 2 First Steps in inxire ECM 2 First Steps in inxire ECM 2 1 Presentation of the System Deutsch English Print View Sitemap Settings Help User scott Edit Page Logout sa Home Leisure Misc News Topics ae Cebit 2010 Exhibitors Info Bars Rather Than Bits and Feedback Bytes Knowledge Bars rather than bits and bytes From the casual lounge to the Devs traditional brewery top tips for Hannover s night life more Trade Fair Info hap of the exhibition center opening times how to get here all you need to know about the world s biggest technology fair And also Links to the most Important websites more Figure 1 Typical Website in the Portal Example The figure above shows a typical portal page with two articles in abridged format In the page frame you can see v
121. collaboration Multiple wikis can be created for different topical areas An authorized user can add new articles or edit existing ones A wiki is set up by the system administrator See Section 5 3 2 PAGE 138 User Manual 5 Modules and Active Elements Note The wiki module is not available in every installation eee ie Roles Individual users exercise different roles in a wiki e Visitors Visitors can only read articles e Authors Authors can write new articles and edit existing entries e Moderators Moderators can lock or delete articles Normally the author team edits the entries independently The moderator becomes involved to settle conflicts between the authors or to delete incorrect entries The visitors authors and moderators are determined individually for each wiki by the system administrator See Section 5 3 2 2 Access can also be granted to users who are not logged in 5 3 1 2 Synonyms Not every word has a unique meaning nor is there a unique word for every meaning A synonym is one of two or more words that have the same meaning for example student and pupil In the wiki you can create as many synonyms for an entry as you wish Simply click on the Synonym button under an article and follow the dialog Only authors and moderators can create synonyms 53 1 2 Homonyms A homonym is one of two or more words spelled and pronounced alike but different in meaning For example the word bear can mean bot
122. confirm your entries with the button Submit 5 6 3 2 News Channel Screen The News Channel screen determines the basic configuration of the news channel In addition to a short description you determine here the type of the news channel see Section 5 6 1 1 e Online Forum This is the only selection option if the channel belongs to an online forum e Newsletter The channel sends a newsletter at regular intervals This is only appropriate if the channel belongs to a folder The newsletters must be placed in the folder directly as articles or documents and they must be published See Section 4 1 4 but they need not necessarily be visible ACL private see Section 7 3 e Update Info The channel sends information on new or changed articles and documents in this portal area PAGE 162 User Manual 5 Modules and Active Elements Create News Channel News Channel Description General news in English O Newsletter This type of channel is designed to send periodical newsletters C Update Info Information about new or updated web content is send to subscribers wia electronic mail Frewious Mext Submit Cancel Figure 104 Creating a News Channel for a Folder 5 6 3 3 Details Screen Detailed configuration is carried out on the Details screen Create News Channel Details Send Period 1 Weeks Next Send Date B 29 Jul 2010 18 00 Default Subject insire Mews Detail Levels Iw Complete Articles Iw SUPT
123. created as work groups 7 1 2 Roles Within a work group a role See Section 6 1 2 is always assigned to the user for example as a member administrator or editor A user can hold multiple roles simultaneously Access privileges are assigned exclusively to the roles and not directly to the work group We say for example the editors of work group Management can edit the document Annual Report Work groups and roles are maintained in group administration See Chapter 6 7 1 3 Properties Dialog The access privileges for an entry in the Folders are maintained in the properties dialog see Section 3 3 This applies to all types of entries whether they are documents folders or special objects see Section 3 1 3 PAGE 192 User Manual 7 Access Control Under the Security tab only visible in expert mode see Section 2 4 1 2 you can find the following settings e Owner The entry is currently assigned to this user The owner can See the entry at any time and can make changes as required e Work Group The work group determines which persons have privileges The following settings define which access privileges the individual roles in the work group possess e Access Control Here you can select one of the predefined access control lists see Section 7 3 e Extended Under Extended there is a list of individual privileges See Section 7 2 2 that have additionally been assigned to individual users or to roles in
124. cs of a topic tree are maintained in the editorial view Any user with write privileges see Section 7 2 2 in the topic tree can add new topics and change existing ones To do this you open the Folders see Section 3 1 and navigate to the required topic tree There you can use the menu bar of the file manager see Section 3 2 to call one of the following functions e File gt New gt Topic Category Creates a new topic see Section 5 7 3 1 The properties dialog opens see Section 3 3 e File gt Find Topic Finds an existing topic and inserts it See Section 5 7 3 2 A topic can be incorporated in any number of locations in the hierarchy e Tools gt Create Synonym Adds a synonym to an existing topic see Section 5 7 3 3 Before calling it you must flag the topic with a check mark The meaning of synonyms is explained in Section 5 7 1 2 e File gt Properties Calls the properties dialog for an existing topic Before calling it you must flag the topic with a check mark Note You access the properties of a synonym by clicking on the icon or by way of the list of notes See Section 3 4 In the following sections you can find instructions for commonly used actions Note Topics and synonyms that are to be visible in the portal must be published see Section 4 1 4 PAGE 170 User Manual 5 Modules and Active Elements 5 7 3 1 Creating a New Topic To create a new topic use the menu option File gt N
125. ction 3 2 3 2 you can view the assigned documents See Section 5 7 10 5 17 Wiki A wiki organizes articles according to headwords similar to a dictionary In the portal multiple wikis can be created for different topical areas If you have sufficient privileges you can create and edit wiki articles directly in the portal See Section 5 3 Note This functionality is not available in every installation PAGE 279 User Manual 10 Appendix 10 5 18 Work Group Work groups combine multiple users in a logical unit and thus simplify the allocation of access privileges See Chapter 7 The work groups usually roughly map the hierarchical structure of the company In addition project teams and task forces are frequently created as work groups Within the work group one or more roles are assigned to the users for example as a member administrator or editor See Chapter 6 Group Administration 10 5 19 WYSIWYG Editor The WYSIWYG editor enables you to edit Web Articles interactively see Section 4 1 2 It is opened within the article editor see Section 4 3 for individual text sections The WYSIWYG editor works in the same way as familiar common text processing programs WYSIWYG stands for What You See Is What You Get the article is edited and displayed as it will appear when published See Section 4 4 PAGE 280 User Manual 10 Appendix 10 6 References 10 6 1 inxire ECM 1 User Manual inxire ECM Version 5
126. ction 3 1 3 In the navigation tree on the left select the folder where the required entry is located here Documents 4 Activate the List or Symbols tab on the right and flag the required entry with a check mark here Research You can select multiple entries 5 Then choose menu option File gt Hard Link this can only be seen bya system administrator Foer Documents T Categories Documents Research Editorial Work home Edit Tools Plew s Size Date Owner ifs Open Images P iterese 5 09 Aug 2011 17 56 scott public 9 Web Pages E WebTemplates Download iF Copy Copy and Rename Copy fram howe Delete Properties Figure 58 Linking a Folder Entry with a Second Folder A selection dialog opens for the second folder PAGE 73 User Manual 3 The Folders iol xi Destination a Folders Categories Documents Research Editorial Work home E3 ifs E Images E public wY E WebTemplates Close Figure 59 Selecting the Second Folder 6 Click on the name of the second folder here Web Pages The selected entry is entered in the second folder with equal rights Caution The entry is maintained with equal rights in both the original and the new folder no copy is created This could possibly confuse inexperienced users For example after you delete the entry in one of the two folders it remains intact in the remaining folder and appears
127. ction in the reference article you can copy the change into the working area A click on the accepted change in the working area undoes the change Using the context menu you can manually re edit in the WYSIWYG editor right mouse key under Windows other operating systems may differ For more information on the use of the Compare Articles function see Section 4 5 PAGE 126 User Manual 4 Web Content Management 10 Finally confirm the dialog with Submit Note If you have not made any changes you can exit the article comparison with Cancel The working version is updated Note As the base article you should always use the original version from which the reference articles and the working version originated 4 7 8 Analyzing Links The links of a Web article are saved in a note to enable automatic link management link checker see Section 4 6 This occurs automatically when you save in the article editor If an image has been unintentionally deleted and then restored for example you should manually analyze the links again The analysis has two tasks Firstly the data is updated for the link checker see Section 4 6 Secondly links to moved targets are corrected automatically To carry out the analysis you have two options e Open and save the article in the article editor e Menuoption Tools gt Rescan Article Opening of an article in the article editor was described in detail in Section 4 7 5 The function Rescan
128. d choose menu option File gt Properties PAGE 68 User Manual 3 The Folders The properties dialog opens Properties General Name headfire pdf Tithe German LED Kopflampe Tithe English LEO Head Light Type Adobe Postscript Folder Web Pages News Creation Date 09 Aug 2011 19 08 Modification Date 08 Aug 2011 19 08 aen g Publication Date 09 Aug 2011 14 08 Expiration Date Priority Subrrit Cancel Figure 54 Publishing in the Properties Dialog 4 Seta title for each language for which the entry is to be visible that is a designation in this language Note For Web articles the title is taken automatically from the content see Section 4 3 5 Flag the field Published with a check mark A publication date today is set automatically 6 If necessary select a page template as an expiration date and a priority see Section 3 3 3 Caution It is possible that contents are automatically moved to the wastebasket after the expiration date has passed Consult your system administrator 7 Finally confirm the properties dialog with Submit The entry is published Note Section 4 1 4 explains why portal contents must be published 3 5 17 Setting Access Privileges A sophisticated access control system regulates access to each individual entry in the Folders see Chapter 7 Normally access privileges are assigned automatically by the system so the user does not have to deal with th
129. d in it This function is only available to system administrators Articles and Templates Rescan Article Compare Articles This function analyzes the flagged Web articles See Section 4 1 2 and saves information on links see Section 4 7 8 You can select as many entries as you wish but you are restricted to Web articles and folders The folders and all their subfolders are searched recursively for Web articles The flagged article is compared with another article in the Folders A pop up appears where you can select the second article Then the article comparison opens see Section 4 5 You can find detailed instructions in Section 4 7 6 Note This function is not available in every installation PAGE 269 User Manual 10 Appendix Template The template editor opens see Section 4 2 Administration You must be in the templates folder See Section 3 1 1 and flag exactly one article template Surveys Note Surveys are not available in every installation For an introduction see Section 5 2 Send Survey This function sends an invitation e mail for the flagged Invitation survey See Section 5 2 2 2 You must flag exactly one survey When you call the function a pop up opens where you select the invitation mail Select a Web article see Section 4 1 2 Survey Report A statistical evaluation of the flagged survey is displayed see Section 5 2 3 You must flag exactly one survey Delete Survey Data __ This fu
130. de San Francisco_en xdoc were updated see column State e The image Cafe Flore 1 jog was deleted and replaced by image Cafe Flore 2 jpg in subfolder San Francisco Images Note The pencil opens the entry in the properties dialog see Section 3 3 By clicking on a name or path you access the storage folder revision mode see Section 3 2 5 There you can restore deleted contents for example PAGE 209 User Manual 8 Workflow Management 8 4 5 Screen History On the History screen you can find a protocol of all actions to date with the comments of the users Process San Francisco History 1f Aug 2017 14 38 Start Process scott 1f Aug 2017 14 46 Submit scott Request for publication Figure 142 History of a Process In the example in the figure above two actions are listed e Userscott started the process on 17 August 2011 without comments e Soon afterwards scott submitted some changes with a Request for Publication You can find an explanation of the actions here start process and submit in the description of the process type see Section 8 5 8 5 Publication Process The publication process is an approval process for the maintenance of portal contents see Chapter 4 Web Content Management Authors can create new contents or change existing contents without affecting the use of the portal They work with a copy of the data The results of their work are viewed by an editor who make
131. diting is not possible in the layout preview the publication process has not been configured or at least not for the current folder Consult your system administrator 4 1 5 2 Edit Contents To edit existing entries in the Folders you must first reserve them Of course you can also add new contents Apart from this work in the publication process does not differ greatly from normal work within the Folders For further information and general explanations see Chapter 8 Workflow Management 4 1 6 Media Independent Data Management The principal characteristic of a Web article see Section 4 1 2 is the structure oriented media independent storage of the content No direct information is stored for the presentation layout but only the semantic meaning of a text section For example the title of an article is flagged as lt title gt and is stored without any other formatting information It is of course later displayed in the appropriate size and format for example bold and separated from the text PAGE 83 User Manual 4 Web Content Management This information which is required for the presentation is inserted by an automatic process called the formatter according to the rules of a global style template For different output media for example HTML for the user interface or PDF for the print output appropriate formatting rules can be defined The following graphic will illustrate this process Style template Web
132. dministration The template editor opens see Figure 64 Modify the template You can add template elements or remove existing ones and you can define mandatory elements and flag prefilled elements as Unchangeable The functions of the template editor are described in Section 4 2 6 Confirm the dialog with Submit The changes are now included in the article template 4 7 4 Creating an Article You create Web articles in the article editor See Section 4 3 1 2 Open the Folders See Section 3 1 In the navigation tree on the left select the folder in which the entry is to be created Activate the List or Symbols tab on the right and choose menu option File gt New gt Article The dialog New Article opens Enter a file name PAGE 120 User Manual 4 Web Content Management New Article Article Name News Februar Article Template Subrrit Cancel Figure 83 New Article Dialog 5 By clicking on the pencil you open the selection dialog for the template 101 x E Select Template G WebTemplates oy Einfacher Article_de xdoc Sy Online Help_en xdac x Online Hilfe_de xdoc Sy Short Mote_en xdoc i Close Figure 84 Selecting a Template 6 Select a template click on the name The selection dialog is closed and the template is entered in the field Article Template 7 Exit the dialog New Article with the button Submit The article editor opens see Fi
133. e 31 States in the Publication Process PAGE 213 User Manual 8 Workflow Management The transitions between these states are triggered by one of the following actions Start Process In Preparation The author starts the process see Section 8 5 5 The author remains responsible for the process and can edit the contents Submit Waiting for The author has finished work and submits Approval it to the editor The author can explicitly select an editor Otherwise all editors in the work group can carry out the process Start review In Review The editor asks one or more reviewers for their opinion A subprocess is started for each reviewer see Section 8 5 7 Complete review Review Completed The reviewer provides a rating to the editor Optionally the reviewer can pass on the review report Review Result Ask for Revision In Revision The editor requests the author to revise the contents Approve Approved The editor approves publication The editor also defines the time of publication and optionally an expiration date Publish Published The contents are automatically activated at the time of publication by the system The process is completed Reject Finally Rejected The editor rejects publication due to fundamental flaws The process is terminated PAGE 214 User Manual 8 Workflow Management Withdraw cancel Withdrawn The author withdraws the publication and thus ends the process Table
134. e Section 5 1 1 4 9 2 1 Introduction The basic idea is to combine search terms with operators in order to obtain more exact results e Tree and garden e Apple Or pear Or to extend their meaning using functions e fuzzy gadren also finds garden note spelling error go also finds words of the same origin for example goes gone etc You can form various combinations of this basic pattern and create complex search conditions for example e today or tomorrow and S go In this example texts are found which contain today or tomorrow and a modification of go for example gone In addition to the operators and functions presented here there are several others You can find an overview in Section 9 2 3 9 2 2 Tips and Tricks The general rules of the full text search See Section 9 1 1 also apply to complex search queries This means that you can write consecutive words Separated by blank spaces and exact phrases in quotation marks between the operators and you can use the wildcards and PAGE 243 User Manual 9 Search Additional notes e Round brackets serve to group expressions Example today or tomorrow and Monday e Square brackets serve to group and cover all special characters Example today or tomorrow and Monday e To search for a word that is coincidentally also an operator or a function place it in double quotation marks Example 1 and Example 2 e Y
135. e been on your feet all day in the huge crowds You re hungry thirsty and tired you ve earned something nice uabar Bars Rather Than Bits DRESIN ciling fans whirring the air easy Latin American rhythms in the background all a nd Byte 5 Aan that s Gai mehr Ernst August Brewery Bars rather than bits and bytes From the casual lounge to the traditional brewery top tips for Hannover s night F bas his brewery is an institution in Hannover It life still brews its own Hann yversch beer by l hand It s brewed in accordance with the strict amp 3 mehr Mot only during Cebit You ve been on your feet all day in the huge crowds You re hungry thirsty and tired WoU ye earned something nice Submit Cancel Sawe Figure 87 Multiple Comparison Before Selection of Base Article The two reference articles are displayed on the left the working version on the right Note that in the figure the change 1 is indicated incorrectly This is a change by the author and not by the editor The reason for this error is the incorrect selection of the base article which we shall now put right PAGE 125 User Manual 4 Web Content Management 8 Select the correct base article a Choose menu option Base Article gt Open Other Base Article The selection dialog for the base article opens similar to Figure 85 b Click on the name of the original version Night Life 00 en xdoc The change 1 is now correc
136. e date when the last change was made You can enter a Start date an end date or both The symbol E opens a small calendar Publication Date When did the article become visible in the portal Enter a start date or end date for the search The symbol t opens a small calendar Expiration Date Some articles and areas are saved with an expiration date The entry fields define the start and end dates for the search Language Articles can be displayed in various languages even if you are currently working with the English user interface This field restricts the search to a single language for example to search for German texts only Note If the article you are searching for has not been approved for English users it will not be found In this case you would have to switch to the appropriate language utilities at the top of the page Caution Did you make entries in more than one field If you did you should consider whether the text you are searching for is to fulfill all of the conditions or only one Select the appropriate option 9 3 2 3 Storage Where is the search to take place In the entire portal or only in a specific area Folder This refers to the category or the subsection to be searched If you click on the pencil a pop up opens with the page hierarchy You can open subsections by clicking on the plus sign Click on a name to select it With Subfolders If you have selected a category Folder you can d
137. e of the founders of the DocBook Standard Norman Walsh 12 people freebsd org nik sgmlxml gif DocBook SGML and XML Processing Path graphical illustration of the processing chain Nik Clayton 2001 13 docbook sourceforge net DocBook Open Repository developer home page for various tools especially XSLT style sheets numerous links to other sources SourceForge 10 6 4 RDF 14 www w3 org RDF Here you can find the official specification for the Resource Description Framework RDF and numerous links to projects and tools PAGE 282
138. e one hand that you can change the data in the work folder if one exists see Section 8 2 3 On the other hand you can change the process itself for example complete it or forward it to another user The necessary functions are in the column Actions Depending on the type of the process and its state different actions are possible You can find details in the documentation for each process type see Section 8 5 Some general actions are also available View Details This link opens the process details with information on the work folder target directory and history see Section 8 4 PAGE 204 User Manual 8 Workflow Management Reserve Process The process is reserved exclusively for you for editing Cancel Reserve The reservation is canceled Suspend Process The process is paused temporarily only visible for system administrators Resume Process A suspended process is resumed only visible for system administrators Cancel Process The process is terminated abnormally only visible for system administrators Table 29 General Actions in the Work List Note Only actions appropriate to the situation are provided Note In some cases you must reserve a process before you can carry out other actions 8 4 Process Details In the work list you cannot see all the details of a process If for example you wish to know the progress to date history you need the process details You open these from the work l
139. e search to the preferred wiki Storage Folder Do not forget to flag With Subfolders 5 3 2 Setting Up a Wiki Only the system administrator can set up wikis This section provides important information on the configuration of a wiki Each wiki exists as a special object in the Folders see Section 3 1 3 To set up a new wiki the system administrator creates a new wiki object at a suitable location within the portal area see Section 3 1 1 The basic use of a wiki is described in Section 5 3 1 Note The wiki module is not available in every installation 5 3 2 1 Properties Dialog Wikis are configured in the properties dialog See Section 3 3 To create a new wiki you navigate to the folder you require in the file manager and choose File gt New gt Wiki The properties dialog opens You can call this up again later to make adjustments menu File gt Properties Below we provide information on the individual dialog screens On the General screen see Section 3 3 3 you enter the name title and publication period As with all contents of the portal wikis must also be published see Section 4 1 4 You can see the special properties on the Wiki screen Properties Wiki Language of Articles English Disambiguation Suffix Disambiguation Enable Discussions M Keyword Mavigation M Subrnit Cancel Figure 97 Properties of a Wiki The following table describes the different fields PAGE 141
140. e the link Extended Search to display additional search options see Figure 183 You can also go directly to the extended search by submitting an empty search field in the page frame PAGE 249 User Manual 9 Search The search results are listed in a table similar to the list view in the file manager see Section 3 2 The file path and a score are also displayed The score depends on the number of hits found using the full text search By clicking on a column heading you can sort the results 9 4 2 Extended Search The extended search options enable you to specify the search query in more detail You can also use them to restrict the search to specific areas in the Folders see Chapter 3 or to include forum posts The entry screen is made up of three areas which are described below Extended Search File Edit Tools Content all of the words cebit at least one of exact phrase without the words Storage Folder With Subfolders D All versions E SOUrCE z Documents and Folders C Forum Posts Attributes f mae condition i Show results with one or all of the conditionis Submit Search Reset Figure 183 Extended Search Options Editorial View 9 4 2 1 Content Different variants of the full text search are available here e all of the words Each search term entered must occur in the text but not necessarily in the sequence specified e at least one of The text must contain at least one of the word
141. echnical perspective a note object attached to an online forum or a folder in the portal area In the list view of the file manager you can easily recognize a news channel by its icon E Notes are described in Section 3 4 For an introduction to news channels and subscriptions see Section 5 6 1 PAGE 161 User Manual 5 Modules and Active Elements 5 6 3 1 Properties Dialog News channels are configured in the properties dialog see Section 3 3 To create a new news channel you navigate to the folder in the file manager where the online forum or the required folder are located flag the online forum or folder with a check mark and choose menu option Tools gt Create News Channel The properties dialog opens You can call this up again later to make adjustments Simply click in the list view of the file manager on the news channel icon amp column Notes On the General screen see Section 3 3 3 you must enter the name and title Only the title can be seen in the portal for example on the Subscriptions screen see Section 5 6 2 Caution A user can only subscribe to the channel if a title has been entered for the user s language see Section 4 1 4 The News Channel screen determines the basic configuration of the news channel For a description see Section 5 6 3 2 On the following Details screen the selected channel type is configured in detail The various settings are described in Section 5 6 3 3 Do not forget to
142. ed articles in this area Each news channel sends all messages in a defined language The information articles posts etc is sent exclusively via e mail PAGE 157 User Manual 5 Modules and Active Elements 5 6 1 2 Subscribe You can subscribe to a news channel in its entirety or you can restrict the subscription to individual threads of a forum or topics of a topic tree See Section 5 7 Depending on what you wish to do there are different ways to set up a subscription e Using the start page of a forum or the portal area On the start page of a forum or portal area with a news channel you can find the button Subscribe atthe bottom see Figure 101 With one click you subscribe to all posts of this channel e Using a discussion post While you are reading a post in the forum the button Subscribe enables you to subscribe to this particular discussion e Using the topic tree In the topic tree see Section 5 7 the button Subscribe is provided for each topic This way you only subscribe to articles on this topic Note If you are reading an article and wish to subscribe to similar articles you must first navigate to the topic tree To do this you click on one of the keywords on the right under Read More if available e Using the Subscriptions form On the Subscriptions form See Section 5 6 2 all available news channels are displayed but you cannot subscribe to individual topics or discussions here
143. ee Section 3 1 PAGE 277 User Manual 10 Appendix 10 5 8 Editorial View An independent application is available for the revision of portal pages and for administrative activities the editorial view Only logged in and authorized users have access See Section 2 4 10 5 9 Folder Folders help to structure the content repository A folder can contain documents and subfolders In the portal folders appear as navigation nodes see Section 4 1 3 The terms folder and directory are used synonymously in inxire ECM See Chapter 3 The Folders 10 5 10 Folders The Folders are inxire ECM s content repository with all saved information The structure resembles a classic file system with files and folders Files called documents here can exist in numerous formats for example as PDF documents or JPEG images In addition to documents and folders the content repository also contains special objects such as online forums and wikis See Chapter 3 The Folders 10 5 11 Forum A forum also online forum is a platform for online discussions Forums can be located anywhere within the portal Here you can read posts enter your own or with sufficient privileges you can also moderate See Section 5 1 Note This functionality is not available in every installation 10 5 12 Metadata Metadata consists of functional attributes that are linked with documents or folders By maintaining the metadata see Section 3 3 6 y
144. ee Section 5 4 Stored Queries You can save search queries in the editorial view These are stored in your private folders and can be opened again by clicking on them See Section 9 4 2 4 I Topic Category Tree A topic tree contains hierarchically arranged terms for categorization of documents and folders see Section 5 7 Users can navigate in the topic tree and display assigned contents Topic trees can be used both in the portal view and the editorial view iis Survey You can publish online surveys in the portal Surveys are created with the survey editor see Section 5 2 1 Website There is usually only one website object within the Folders and this is called Web Pages This indicates the start of the portal area see above Wi Wiki A wiki object contains the articles of a wiki in a special folder structure These articles are organized by headwords similar to a dictionary see Section 5 3 They are maintained directly in the portal You should not make any changes in the editorial view Most of these special objects have to be set up by the system administrator see Chapter 5 Modules and Active Elements An ordinary user can only create a stored query a Survey or a topic in the topic tree Note Not all of the functionality described here is available in every installation PAGE 27 User Manual 3 The Folders 3 1 4 Versioned Documents Each document can be changed into a versioned document The adva
145. een by way of the main menu of the editorial view using Admin gt Broken Links PAGE 112 User Manual 4 Web Content Management File Edit Tools Owner a x Work Group r AD with sub groups Folder Web Pages ox Published D Error Level All Articles Warning C Soft Error Hard Error Submit Search Number of Results 4 Type Name Date Erra Actions oy Cuabar_en xdac 12 Aug 2071 157 g soft Error Ernst August Brewery_en xdoc 09 Aug 2411 2 3 Warning View Details Hannover night_lite_en xdoc 09 Aug 2011 19 Hard Error Palo Palo_en xdoc 09 Aug 2071 12 21 Hard Error Wiz a Figure 79 Broken Links Screen 4 6 1 1 Overview At the top of the screen you see the menu bar with the editing functions see Section 4 6 1 3 Under this there are various filter and search options note in next section Then follows a table containing the faulty articles You can sort the list by clicking on a table heading For each article in addition to the regular attributes such as Name and Type see file manager Section 3 2 3 1 the error flag is also displayed Right next to this in the Actions column you can see the link View Details This opens a detailed list of all the broken links see Section 4 6 1 5 Using the editing functions and with sufficient privileges you can call the article editor to correct errors directly menu option File gt Open Edit gt Edit orthe context menu Alternatively you can switch to t
146. eessceseeeecees 29 Figure 14 Layout Preview in the File Manager cccssecccsssccesesccesscccesscceesecenecs 30 Figure 25 TOPIC S Gal CN anan E E A ES 32 Figure 16 File Manager Within a Process Revision Mode cccccccceeeeeeeeeeeeeeseees 34 Figure 17 General Properties Of a Folder ccccesecccesecccssscceesccenscccenscceeeseseness 35 Figure 18 Properties of a Versioned DOCUMENL s sessseesseessecesseesseesseesseeeseeesseesseee 40 Figure 19 Security Screen in the Properties Dialog eesssesssessseesseesssessseesseessee 41 Figure 20 Metadata Screen in the Properties Dialog eesseesssessseesseesseeeseeesseessee 42 Figure 21 View Notes Screen ssccsccssccescceccesccesccsscesccesccsceesccessosceesccescesceescs 45 Figure 22 Detail View of the Links in an Article essessesesesessesseeseeeseessceseerseesseeseess 46 Figure 2 32 SiNele Image VIEW renr Pleueceicbindtietiweaate ations 47 Figure 24 Detail View Of a ProcesSS ccssscssescssccesscccssccesceeesceescessccessceeeseeeess 48 Figure 25 Detail View of a Pending Update cccccesecccessccesssccesscccenscceeesccenees 48 Figure 262 Calne File gt NEW 2e sicsscvbeseaecestacsastdacdeusisdeotesteenetenesanconessdeesseisaceeeieess 50 Figure 27 Defining the Type of the New Entry here Folder secccsesescceeeeees 50 Figure 28 Defining the Properties of the New Folder cccesecccesscceessecessceenee
147. efine here if subsections are also to be searched PAGE 248 User Manual 9 Search e Source The default setting is Documents and Folders This means that all portal pages are searched If you wish to include forum posts also you must flag the check box Note This option is not available in every installation For more information on effective use of the entry fields see Section 9 1 9 4 Editorial Search In the editorial view see Section 2 4 there is a special editorial search which can find any contents in the Folders see Chapter 3 This is in contrast to the search in the portal independent of whether the contents have been published and independent of their language Here also however you can only find those contents for which you have a read privilege see Section 7 2 2 Folders Wastebasket Search Results File Edit Tools Extended Search Number of Results 2 Type Name Path Hotes Size Date O Web Pages fMisc 12 Aug 20 1 oy Trade_Fair_Info_en xdoc ICebit 2010 al 4081 15 47 wf 2128 eee night_life_en xdoc flebit 2010 15 47 C rN Hannover Web Pages fMisc 2 Figure 182 Editorial Search Editorial View 9 4 1 Overview You access the editorial search similar to the global search in the portal see Section 9 3 using the entry field in the page frame see figure above Enter a keyword and press the Enter key or use the Search button On the results page you can us
148. eisure E Misc E News a Type Name Notes Size Date lata D1 B 2010 10 wf 21 Jan 2011 20 32 Ea 2910_12 a PF Topics Ea 2010_12 09 Feb 2011 21 51 E WebTemplates oy Devil s Date_en xdac 09 Aug 2077 12 56 Infos pdf 10 Feb 2011 15 53 E Merio 15 ao p O4 jun 2008 16 53 oy O Subliminal_en xdac B 09 Aug 2011 12 58 File Edit Tools In this task new documents and folders may be created or exiting ones updated or deleted Figure 16 File Manager Within a Process Revision Mode 32 561 Temporary Work Folder A temporary work folder is a normal folder in the editorial area Editorial Work see Section 3 1 1 You can use the file manager there as normal 3 2 5 2 Revision Mode You can recognize the revision mode by the grayed out entries in the list view see Figure 16 You must reserve each entry before editing A working copy is then created and appended to the original No 3 in Figure 16 You cannot change the Originals Note In the layout preview entries are reserved for you automatically as soon as you click on an editing function In the list or symbols view you use the menu option Edit gt Reserve to reserve entries Using the menu option Edit gt Cancel Reservation you can undo your changes Following reservation the entries cannot be edited by other users or in another process Conversely you cannot edit entries that have already been reserved under another process Change indicators are displayed for
149. el You can compare this with a German radio station which occasionally plays songs in English Independent of this people of all languages can listen Subscribe to the Station 5 6 3 5 Deleting a News Channel To delete a news channel you must open the notes of the online forum or folder and choose the action Delete You can find instructions for opening the list of notes in Section 3 5 18 View Notes Mame Hews Folder iWeb Pages Modification Date 09 Aug 2011 19 13 wher System Work Group insire Access Control world readable Type Date Details Actions E News Ch O9 Mar 20 18 27 General News English Properties Delete News Ch O9 MMar 20 19 42 Algem Nachrichten German Properties De ete Figure 106 List of Notes Containing News Channels You can recognize news channels by their type News Ch The Details column contains the name and the language of the channel Note In the example a second German language news channel is configured This sends primarily German language articles PAGE 165 User Manual 5 Modules and Active Elements 5 6 3 6 Tips and Tricks e In multilingual portals you should set up a separate news channel for each language to provide all users with content in their language set respective titles e Anonline forum supports only one language see Section 5 1 3 1 Here you require only one news channel with identical language setting 5 7 Topic Trees Home Leisure Misc Ne
150. enamed without adapting the metadata configuration see Administration Manual inxire ECM 5 7 2 4 Copying a Topic Tree The simplest way to create a new topic tree is to copy an existing one In the file manager see Section 3 2 navigate to the superordinate folder flag the existing topic tree with a check mark and choose menu option File gt Copy instructions in Section 3 5 7 The tree and all contained topics are copied If appropriate you should remove topics which you do not require from the tree menu File gt Delete and possibly delete them in the wastebasket also see Section 3 5 11 You can safely make editing changes to the topic tree It is no longer linked to the original tree PAGE 169 User Manual 5 Modules and Active Elements Note A topic tree should preferably be created in the start directory of the portal see Section 3 1 1 or a wiki see Section 5 3 2 Only then can it be used for indexing articles see Section 5 7 1 1 Note If topic trees are to be navigable in the portal they must be published instructions in Section 3 5 16 Dif 22 Tips and Tricks e You can save an intro article See Section 4 1 3 in the start directory of the topic tree as a welcome text e Atopic tree is also useful within a wiki see Section 5 3 2 To create the topic tree open the wiki configuration see Section 5 3 2 set a check mark forKeyword Navigation and submit the dialog 5 7 3 Maintaining Topics The topi
151. er e To enter blank spaces and special characters use double quotation marks Example Hans Martin Finds all content with exactly this phrase Without the double quotation marks the hyphen would be ignored and the system would search for the words Hans and Martin e Advanced users can use a query language see Section 9 2 Example today or tomorrow and Monday Finds all texts that contain the word Monday and one of the words today or tomorrow e The search is not case sensitive PAGE 239 User Manual 9 Search 9 1 1 2 Extended Full Text Search Extended Search Content all of the words cebit at least one of computer server exact phrase without the words Figure 178 Extended Search in the Content Portal The link Extended Search which is found on every results page See Figure 177 opens the extended search options Four entry fields are provided for the search in the content e all of the words Each search term entered must occur in the text but not necessarily in the sequence specified e at least one of The text must contain at least one of the search terms e exact phrase The search term entered must occur in the text exactly as it is written Caution Special characters are interpreted exactly as written e without the words The text cannot contain any of the specified words This function can only be used in conjunction with an entry in the previous search fields Note
152. er in your installation Consult your system administrator For a step by step guide to setting the access privileges see Section 3 5 17 PAGE 196 User Manual 8 Workflow Management 8 Workflow Management 8 1 Introduction Processes are work sequences guided by the system in which usually several persons are involved Workflow management regulates and coordinates these processes allocates write privileges to the responsible persons sends informational e mails and carries out various checks Depending on the task different types of processes are available per default a publication process and a reminder process The publication process is an approval process for creating and updating portal pages The reminder process sends a reminder e mail at the designated time 8 1 1 Why Use Processes There are various reasons for choosing a process instead of normal editing Here are just some e Lack of access privileges prevents direct editing See Section 3 1 2 e Cooperation among several people must be coordinated e Time critical work steps require automatic execution e The work must be logged and archived audit compliant 8 1 2 Process Types As standard the following processes are available e Publication Process In this process see Section 8 5 you can create new portal pages or change existing ones The changes must be approved by an editor The editor can ask one or more reviewers for their opinion e Review Proces
153. ers can read and write posts e Moderators A moderator can remove inappropriate posts In moderated forums See below the moderator must approve submitted posts before they are published The system administrator defines the individual roles when the forum is set up See Section 5 1 3 2 Access can also be granted to users who are not logged in PAGE 129 User Manual 5 Modules and Active Elements 5 1 1 2 Moderated Forums A forum can be set up with or without moderation The posts in a moderated forum must be approved by a moderator before they are published The posts are checked and approved in the moderation view see Section 5 1 2 The moderators are determined by the system administrator 511 0 Subscriptions If a news channel see Section 5 6 has been set up you can subscribe to the forum or to individual threads You will then be informed by e mail of each new post You can find the Subscribe button on the start page of the forum and beside each discussion post Section 5 6 2 describes how you can modify your existing subscriptions 5 1 1 4 Search ina Forum There are different ways to search online forums 1 Forum Search On the start page of each forum see Figure 89 there is a search field above the thread list Here you can start a full text search see Section 9 1 1 of all posts Only posts from this forum are found 2 Extended Forum Search The extended search provides additional options First st
154. ersions are retained For an introduction to versioned documents see Section 3 1 4 Each document in the Folders can be converted into a versioned document using the following steps 1 Open the Folders see Section 3 1 2 In the navigation tree on the left select the folder where the document is located 3 Activate the List or Symbols tab on the right 4 Flag the required document with a check mark and choose menu option Tools gt Make Versioned PAGE 54 User Manual 3 The Folders enue Research T Categories E Documents List Ea Research E Editorial Work E home File Edit E3 Images a Typ Size Date Web Pages D1 amp 227K 09 Jun 20 E WebTemplates Mao J 227K 09 Aug 20 BERS 766 06 Jun 20 M4 a 53K 04 Aug 20 p amp 6792 16 Jun 2000 Figure 34 Making a Document Versioned You are requested to enter a comment Note Each version has a comment This is the comment for the first version Enter a comment and confirm the dialog with OK label can vary The document is converted into a versioned document a Type Name Notes Size Date 1 headtire pdt eefRK O9 Jun 2008 19 09 p2 LED Head Light pdt 22K 09 Aug 2011 16 43 BE oy Mews Feburary_en xdoc 66 06 Jun 2008 15 25 T 4 fal Overview 2070 ppt S3K O4 4ug 2011 17 07 BE A Seoul Ernitter jog 6 92 6 jun 2008 14 23 Figure 35 Versioned Document Note You can recognize versioned documents by the note versioned A click on the s
155. es With inxire ECM you can compare two or more Web articles and copy differences from one version into the other see Section 4 5 Here the comparison of two articles is described Section 4 7 7 describes the comparison of multiple articles Take the following scenario You are an author and you have created an article Night Life en xdoc You have forwarded acopy Night Life 01 en xdoc to an editor The editor has made some changes and corrections The editor returns the copy to you and you wish to selectively work some of the proposed changes into your working version Night BILLS Ole Rac PAGE 122 User Manual 4 Web Content Management You can do this quickly and easily using the Compare Articles function 1 2 la Open the Folders see Section 3 1 In the navigation tree on the left select the folder in which the working version Night Life en xdoc is located Activate the List or Symbols tab on the right Flag the working version with a check mark and choose menu option Tools gt Compare Articles A selection dialog opens for the reference article Reference Article IE g Ioj x Reference Article a Folders Categories Documents Editorial Work home E quest E scott Ea Cebit 2010 5 Exhibitors E Info oy Night Lite_en xdoc N Trade_Fair_Info_en xdoc Travel by Car pdf mail E Saved Queries E Images A Web Fages E WebTermplates Clo
156. es View Details Update 4 O9 Aug 20 15 09 Process Update for 2010 Properties View Details Back Figure 21 View Notes Screen On the upper part of the screen you can see information on the opened document or folder etc e Name The file or folder name as it is displayed in the lists of the editorial view The link opens the properties dialog see Section 3 3 e Folder Storage location in the Folders The path contains a link which opens the storage folder in the file manager see Section 3 2 e Modification Date Date of the last change Note In expert mode see Section 2 4 1 2 Owner Work Group and Access Control are also displayed On the lower part of the screen the notes are displayed in table form The column Type describes the type of note in some cases with an icon see Table 5 Inthe column Date you can see the date on which the last change was made to the note The column Details provides further information depending on the type For example you can See in Figure 21 the name of the process under which the update runs last line In the column Actions you can find one or more of the following functions only those functions appear for which the user has authorization PAGE 45 User Manual 3 The Folders Properties This function opens the note in the properties dialog see Section 3 3 Delete The note is deleted after confirmation The related entry in the Folders remains intac
157. es for you A working copy is created and appended to the original You can select one or more entries Note Following reservation the entries are locked for other users Cancel Reservation of the flagged entries is canceled Reservation You can select one or more entries Note Only a system administrator can cancel the reservations of other users Apply Changes This function completes editing of the flagged entries this means that the working copies now become the new originals You are requested to enter a version comment see Section 3 535 This function is only available for versioned documents see Section 3 1 4 You must either have reserved these yourself or be a system administrator You can select one or more entries Version History PAGE 267 User Manual 10 Appendix Remove Version The flagged version is removed This function is only active in the version history of a versioned document see Section not in the figure 3 5 6 It is only available to the system administrator You must flag exactly one version Table 38 Functions in the Edit Menu 10 3 4 Tools Menu The Tools menu contains many useful functions from different areas for example the functions for evaluating surveys see Section 5 2 3 and for comparing Web articles see Section 4 7 6 The Tools menu is displayed on many of the screens in the editorial view J Categories Documents List Editorial Work File Edi
158. ese PAGE 69 User Manual 3 The Folders If required you can open the properties dialog at any time and modify the access privileges manually To do this you must first switch to expert mode see Section 2 4 1 2 1 Open the Folders see Section 3 1 2 Click on Expert at the top of the page 3 In the navigation tree on the left select the folder where the required entry is located 4 Activate the List or Symbols tab on the right flag the required entry with a check mark and choose menu option File gt Properties The properties dialog opens see Figure 17 Note You can also select multiple entries or use function File gt Properties rec 5 Switch to the tab page Security Properties Security wher system Creator system Modifier scott Work inxire F Group Access world readable Grant to User or Kole Control Extended User fRole Read Write Add Item Modify Prop Delete scott E m E E E 4 Subrnit Cancel Figure 55 Security Screen in the Properties Dialog 6 Here you can modify a Owner The owner can see the entry at any time and can make changes as required b Work Group The entry is assigned to this work group if the selected access control list does not allocate any privileges to roles the work group is optional c Access Control Here you can select one of the predefined access control lists standard ACL see Section 7 3 This defines which access privileges the
159. esssesseesecsseesseoseeeseoseceseesseeseee 109 Reference Article Men oeira E AE 110 BASE ATLICIG MENU coniro E 110 Context Menu in the Working Area ccccsssccesccesccssccessecesccesceesceecs 111 BOKOM EKS S CreCNotsn ti tiie aces acd aden cee eke ates 113 Haks OF alr UU Aric Eiser e A 115 Creating an Article Template ccsscccssscccnsscccssscccsssccnssccenssceeaess 118 Menu Option Template Administration esseessseeessseessseesssecesseeesses 120 NEWA CE DIa onere a E eatentecateasasdant 121 Selecting a Template erasini an E A 121 Selecting a Reference Article isseire eTe ETE 123 Ccompanne FATECCAMICIGS ccsssestansietsaveneescss cactus scesuseadeaseiesuondsatassasemeeas 124 Multiple Comparison Before Selection of Base Article cccceeeee 125 Multiple Comparison with Correct Base Article cccsssecceeeseseeeees 126 Online Forum in the Portal Thread List ec tee eeeccesccecccesceesceecs 129 Moderation View in the Portal ccccssecccsscccescccesceeesceseccesceensess 131 Detail Screen of the Moderation VIEW ccccsescsesccseccesscceesceensceenss 131 Properties Of an Online FOrUM ccssscccssscccsssccsscccsssccesseccussceeaess 133 SUPVEY Ih LMe PONa lerre 135 Survey Editor Editorial VIEW eesis re 136 PAGE 10 User Manual Heure 95 SUIVEY REDON cssssteisveracesapnedeendeteonsiadeteteseaetaessnsetacndadencahesedetesanenenssanens 137 FIS
160. ew gt Topic Category see instructions in Section 3 5 1 L 2 Open the Folders see Section 3 1 In the navigation tree on the left select the superordinate topic under which the new topic is to be created Activate the List or Symbols tab on the right and choose menu option File gt New Click on Topic Category in the subsequent selection dialog The properties dialog opens Create Topic General Hame At Work Title Germani Arbeitswelt Tithe English At Work Type Topic Category Folder feb Pages Topics Fublished W as Default Publication Date 15 Aug 2011 16 16 Expiration Date Priority Submit Cancel Figure 110 Defining the Properties of the New Topic 5 Enter at least the following information a Name here At work b Titleand Publication Date ifthe topic is to be visible in the portal see Section 4 1 4 Note The name must be unique In the case of an error message either find the existing topic and incorporate it see Section 5 7 3 2 or use a suffix See Section 5 7 1 3 6 Goto the final screen of the properties dialog button Next and confirm the dialog with Submit The topic is created PAGE 171 User Manual 5 Modules and Active Elements Folder Topics T Categories E Documents List E Editorial Work E home E Images 9 Web Pages File Tools a Type Name Notes Size Date Sennen Ae Wark O 15 Aug 2011 16 28 X Leisure Lei
161. ews from San 11 Aug 2071 Ask for Revision vove Reviews Reject Finally Review Francisco_TestheviewerQ 1 _ 18 06 Completed Figure 171 Editor s Work List After Completion of Reviews 9 As the editor you can now Approve the process return it to the author for revision Ask for Revision orReject Finally The possible steps in the publication process are illustrated in Figure 143 see Section 8 5 1 Note If the author submits the contents again after the revision as an editor you can start another review cycle Note The quickest way to view the review reports is using the process details Open the work list and click on the column State The process details open see Section 8 4 On the Parameter tab page you can find links to the reports The field Review Rating displays the lowest rating of all reviewers See Figure 170 8 7 4 Entering a Reminder With inxire ECM you have a convenient reminder process at your disposal This sends a reminder e mail to the initiator at a predefined time see Section 8 6 An example 1 Open the Folders see Section 3 1 2 Activate the List or Symbols tab on the right and choose menu option Tools gt Reminder Process PAGE 234 User Manual 8 Workflow Management T Categories E Documents List E Research E Editorial Work E horme E Images 9 Web Pages 22 ek E WebTemplates ZAFE File Edit a Ff Notes Size 16 Jun Figure 172 Starting a Reminder Process
162. file manager opens As a reminder a link to the process is shown to the right of the title for example View Process 0 see Figure 136 8 2 4 Task Description In the file manager a sequence of tasks is defined for the person currently responsible Folders News Wiew Process J Categories E Documents Edit Content Define Visibility Pass on to Editor 5 Editorial Work Tasks gt home List E Images 9 Web Pages Help i E In this task new documents and folders may be created or exiting ones updated or E Leisure l deleted 5 Misc File Edit Tools E News Name Notes Size Date ee C1 I 2070_10 wf 1 2 jan 2011 20 32 IIF Topics 2010_12 2 09 Feb 2077 21 51 ebT ermplates Dewil s Date_en xdoc 09 Aug 2011 12 56 Info2 pdf 10 Feb 2011 15 53 Memo 15 jpq O4 jun 2008 16 53 Subliminal_en xdac E 09 Aug 2011 12 58 Figure 136 Task Description in the File Manager In the figure above you can see for example the tasks of an author in the publication process directly under the page title News A brief description of the current task is also shown under the menu bar You should carry out the tasks in the given sequence In each case an appropriate screen opens On the final screen Pass On to Editor you can forward the process to the next responsible person in this case to an editor for a decision see Section 8 7 1 8 3 Work List The work list is the pivotal point of the workfl
163. folders For wikis forums document shares and task lists privileges are granted to create new articles forum posts documents and tasks See Chapter 5 Making changes to the entry itself is not permitted Modify Properties With this privilege you can change all properties also the contents of documents and folders However you cannot delete the entry and you cannot change the access control settings This authorizes you to delete the entry Table 26 Individual Privileges Available in inxire ECM PAGE 194 User Manual 7 Access Control 7 3 Standard ACLs To simplify the assignment of access rights predefined access control lists standard ACLs have been defined As a rule it is sufficient to append a work group and one of the following standard ACLs to each entry in the Folders private no individual privileges only the owner sees the entry and can change it member readable Members Read world readable 19 Admins administrators Members Editors and Reviewers refer to the roles within the assigned work group see Section 6 1 2 PAGE 195 User Manual 7 Access Control reviewer readable editor world readable equivalent to world l Table 27 Standard ACLs of inxire ECM Hint Access control lists that have the word open in the name grant the privilege Add Item These are frequently used with folders and special objects such as wikis or forums Note The list of standard ACLs can diff
164. for Revision orinvolve reviewers Start Review see Section 8 7 3 13 Enter the publication date and comment and submit the screen This completes the process If the publication date is missing or is in the past the contents are approved immediately Otherwise publication occurs at the specified time Note Time specifications are to the minute for example 08 Aug 2011 12 00 Note The optional expiration date limits the visibility in the portal see Section 4 1 4 1 Caution Per default the contents are deleted automatically 30 days after the expiration date has passed PAGE 225 User Manual 8 Workflow Management Note In this example the contents were created in the layout preview In the next section you will see how experienced users work with the list or symbols view 8 7 2 Revising a Portal Page In Section 8 7 1 we demonstrated how you can create a new portal page using the layout preview of the file manager There you can also revise existing contents by using the editing symbols see symbols and in Figure 150 The functions of the layout preview are however quite limited Expert users therefore switch to the list or symbols view where a much greater range of functions is available for example copying and moving see Section 3 5 7 The following instructions should help to illustrate this 1 Navigate to the required page in the portal here Leisure Deutsch English Print View Sitemap Settings
165. function the flagged entries are deleted permanently from the system see Section 3 5 11 They cannot be restored You can select one or more entries Note Exercise great care with this function or wait until the wastebasket is emptied automatically usually after 30 days Table 37 File Menu in the Wastebasket 10 3 3 Edit Menu The functions for working with temporary process data See Section 3 2 5 versioned documents see Section 3 1 4 Web articles See Section 4 1 2 and surveys see Section 5 2 are combined in the Edit menu Here you can call the article editor or the survey editor You can reserve and release versioned documents and process data PAGE 265 User Manual 10 Appendix Are some of these terms unfamiliar You can find an introduction in the description of the Folders in Chapter 3 The Edit menu is displayed on many of the screens in the editorial view Examples include the file manager see Section 3 2 or the results page of the editorial search see Section 9 4 T Categories E Documents E Editorial Work E home E Images Web Pages E Help E Leisure E Misc E News E 2010_10 E 29170_12 4 T Topics Cancel Reservation Edit Hotes Size Apply tor Update yr E WebTemplates Apply Changes Figure 188 Edit Menu in the Editorial View Below we describe each group of menu functions Edit in the Editor Edit This function opens the flagged entry for editin
166. g of its content The article editor see Section 4 3 opens for Web articles and the survey editor See Section 5 2 2 opens for surveys You must select exactly one entry Note The relevant editor also opens if you click on the name of the article or Survey Processes The following functions are not available in every installation Apply for Update In the current folder a publication process see Section 8 5 is Started You can select entries before calling the function These are reserved automatically This function is only active in the file manager and is only active for contents of the portal You can find detailed Instructions in Section 8 7 2 PAGE 266 User Manual 10 Appendix Reserve Process The current process which is displayed on the top right is reserved exclusively for you This function is only active in the work folder of a process See Section 3 2 5 The process must not already be reserved Cancel Process The reservation of the current process which is displayed on Reservation the top right is canceled This function is only active in the work folder of a reserved process see Section 3 2 5 You must either have reserved the process yourself or be an administrator Reserve Note In the work folder of a process revision mode see Section 3 2 5 or when working with versioned documents see Section 3 1 4 you must reserve the contents before editing This reserves the flagged entri
167. ge It allows quick switching between the different areas of the editorial view Here you can find e the Home page with useful links to frequently used screens e theWork List for pending work in the workflow management system see Section 8 3 PAGE 19 User Manual 2 First Steps in inxire ECM the Folders with all the contents of the portal view as well as the editorial and personal data see Chapter 3 the Administration area with group administration the list of broken links and additional functions for system administrators and also the Wastebasket with all deleted documents and folders Below the main navigation menu the navigation path with your current position is displayed You can navigate backwards to higher level areas using this path 2 4 1 2 Useful Functions In addition to the above various useful functions support your work Search The entry field for the editorial search is at the top right of the page This provides a full text search across all the contents of the Folders Extended search options are also available See Section 9 4 Beginner Expert At the top of the page you can find the functions Beginner and Expert In beginner mode information relating to access privileges and work groups is hidden in order to keep the screens as simple as possible Change Language You can change the language manually using the functions at the top of the page In contrast to the behavior in the portal this has n
168. ges See Section 7 2 2 e Team Members can upload documents are all users with the Add Item privilege see Section 7 2 2 Team members can upload new documents and create folders This does not automatically mean that they can work in subfolders and that they can change or delete existing contents This is regulated by the Access Control for Content Screen Document Share see Table 20 above e To upload contents to the subfolder you must have the Add Item privilege see Section 7 2 2 e To change or delete documents or folders you must have general write privileges see Section 7 2 2 Here we describe typical configurations A work group should always be set Access Control Access Control for Content Open to members Member writable The team members are all the members of the work group See Section 6 1 2 They can upload and edit contents Visitors are not permitted Open to members The members of the work group team members can upload new contents but only administrators can change existing contents Visitors are not permitted Open to members Member writable The members of the work group world readable world readable team members can upload and edit contents All users can read contents visitors PAGE 149 User Manual 5 Modules and Active Elements Access Control Access Control for Meaning Content Open to members The members of the work group world readable team members can upload ne
169. group or ordinary group Role within a work group see Chapter 6 Topic category see Section 5 7 A synonym for a topic a note object see Section 5 7 1 2 i Website start folder of the portal see Section 3 1 1 Online forum or post See Section 5 1 Wiki see Section 5 3 Document share see Section 5 4 Task or task list See Section 5 5 News channel a note object attached to a folder or online forum see Section 5 6 12 This is not a work group but rather an ordinary user group see Section 6 1 4 PAGE 256 User Manual 10 Appendix Stored Query Online survey see Section 5 2 Published in the portal additional note see Section 4 1 4 Versioned document additional note see Section 3 1 4 Wastebasket entry a note object see Section 3 5 18 Indicator of pending update a note object see Section 3 2 5 Indicates the working copy of a pending update a note object see Section 3 2 5 Process in the context of workflow management see Chapter 8 Editorial folder a note object no longer used in inxire ECM 5 1 Protected document or folder note object used during a process see Chapter 8 General document Document with unknown format General binary format Unknown binary format Text Flat text file Image Image file for example GIF JPEG PNG etc Audio Audio file for example MPEG Layer 3 Audio mp3 PAGE 257 User Manual 10 Appendix
170. gure 64 8 Enter the contents in the article editor You can fill in the title and simple text fields directly you edit formatted text sections and images in the WYSIWYG editor See Section 4 4 For more information on the use of the article editor see Section 4 3 9 Confirm your entries with Submit Caution Remember to submit not only the WYSIWYG editor but also the article editor when you are finished Otherwise your entries will be lost The new Web article is created PAGE 121 User Manual 4 Web Content Management 4 7 5 Editing an Article To revise Web articles you open the article editor 1 2 Open the Folders see Section 3 1 In the navigation tree on the left select the folder where the article is located Activate the List or Symbols tab on the right Click on the name of the article Alternatively Flag the article with a check mark and choose menu option File gt OpenorEdit gt Edit The article editor opens see Figure 64 Revise the content You can change the title and simple text fields directly you edit formatted text sections and images in the WYSIWYG editor see Section 4 4 For more information on the use of the article editor see Section 4 3 Confirm your entries with Submit Caution Remember to submit not only the WYSIWYG editor but also the article editor when you are finished Otherwise your entries will be lost The article is updated 4 7 6 Comparing Two Articl
171. h the animal noun and an action verb The entries in the wiki should be supplemented in this case For example Bear animal bear support and bear give birth to Each article describes exactly one meaning 5 3 1 4 Disambiguation Pages If a user searches for a homonym an overview page with all entries is formed the disambiguation page The page appears with the following note e This is an automatically generated page you can create an article instead Bear Disambiguation By clicking on the headword proposed in the example Bear Disambiguation you create a new entry This entry is labeled a manual disambiguation page PAGE 139 User Manual 5 Modules and Active Elements 5 3 1 5 Headword Search On the start page of each wiki see Figure 96 there is a search field and below it an index bar Both of these enable access to the headword index Synonyms are also included in the index Enter a headword in the search field You can use the wildcards any number of characters and one character When you click on Search all matching entries are displayed If no entry exists yet for the headword the following message is displayed e No entry found for this word create new article Test By clicking on the headword here Test the article is created Only authorized users see this message For more tips see Word Search in Section 9 1 2 5 3 1 6 Index Bar If you click in the index bar e A C
172. he error flags in detail ACL Conflict Warning Not all users who have read privileges for the article can also access the target of the link Action Check the access privileges see Section 3 5 17 Pub Date Conflict Warning The target is only published for a short a period of time publication date conflict Action Harmonize the publication periods see Section 4 1 4 1 Target Moved Soft Error The target was moved to a different directory or it was renamed As a rule this error is corrected automatically Action Open the article in the editor and save it or choose menu option Tools gt Rescan Article Target Deleted Hard Error The target document has been deleted from the system Action Restore the target select a different target or remove the link Table 15 Error Flags for Links PAGE 116 User Manual 4 Web Content Management Note You can apply menu options to target documents by selecting the required target and then selecting an option in the menu bar at the top in Figure 80 Alternatively you can access numerous functions quickly and easily using the context menu right mouse key under Windows other operating systems may differ Note By clicking on the path here Info you open the file manager 4 7 Typical Tasks You can quickly and intuitively carry out many tasks in the maintenance of portal contents using the menu bar in the file manager see Section 3 2 4 1 As an alternative for simple editi
173. he file manager by clicking on the article name There you can use the layout preview See Section 3 2 4 2 and the publication process See Section 8 5 4 6 1 2 Search and Filter If you open the screen you initially see only your own articles that is the articles for which you are entered as the owner Using the search functions at the top of the page you can search for articles of other owners or work groups Or you can specify a location in the Folders The contents of the selected folder and all subfolders are searched PAGE 113 User Manual 4 Web Content Management The options in detail e Owner If you select another owner click on the pencil that owner s articles are displayed Alternatively you can delete the current entry symbol and use one of the following search options e Work Group Only articles assigned to the selected work group See Section 6 1 1 are displayed By clicking on the pencil you open a selection dialog e Folder Select a folder from the content repository click on the pencil The contents of this and all subfolders are searched e Published This filter restricts the display to published articles see Section 4 1 4 e Error Level Only articles with the selected error level or higher are displayed If you also wish to view articles without errors choose All Articles Each time you change the search options you must manually update the article list button Submit Se
174. his the documents and subfolders are listed in a table You can choose between two displays symbol or list You switch using the button By clicking on the name of a subfolder you can display its contents Alternatively you can navigate using the navigation tree on the left Authorized users can make use of the numerous editing functions See below 5 4 2 2 Documents A document share enables the exchange of documents within a work group or a project team You can upload any kind of document To do this use the button Upload Document atthe end ofthe page If you wish to view a document just click on its name or icon The document is opened in a separate browser window If your browser cannot display the document a download is offered 5 4 2 3 Folder For a better overview you can split the documents between subfolders You create a new folder using the button New Folder atthe end of the page PAGE 145 User Manual 5 Modules and Active Elements 5 4 2 4 Approval If the document share is linked with a task list see Section 5 5 you can request approval see Section 5 5 1 3 for each document Using this function you can carry out a technical evaluation for example You request approval using the Tools menu next to each document In the subsequent dialog you must specify a responsible person a due date and other information The responsible person approves or rejects the document In order to request an approval yo
175. his dialog using the symbol Style in the toolbar Before calling it you must select a text block The list of styles available can differ from that in the figure above depending on the configuration of the system You select the required style by clicking on the label You should preferably use the default style Default since this corresponds to the Corporate Design See Section 4 1 6 and is adjusted automatically if the corporate style is changed PAGE 100 User Manual 4 Web Content Management 4 4 8 2 Metadata Dialog iol x General Main Kew Word Key Words Category Themes Comments Author salutation Mame Street ZIP lity Country Image Technical Information Original Content Type Wished Content Type ud Wie Figure 67 Select Metadata Dialog You use this dialog to place a metadata placeholder in the current text You call it up using the symbol ull or menu option Insert gt Metadata The dialog displays the list of configured meta attributes To insert a placeholder in the text click on a meta attribute The placeholder is later replaced by the current value of the meta attribute when the article is displayed Note The figure shows the sample metadata See Appendix 10 4 The current configuration can differ significantly PAGE 101 User Manual 4 Web Content Management 4 4 8 3 Special Character Dialog Bselect Special character 1E o a i Figure 68 Select Special Char
176. hose of the guest user e Categories This is not a folder but a topic tree as can be recognized by the icon T see Section 5 7 In the topic tree the terms called topics or categories are arranged hierarchically These are used to categorize documents and folders for metadata maintenance see Section 3 3 6 Inthe Topic Search see Section 3 2 3 2 you can display the associated documents Additional main folders may exist for example a Documents folder for storage of guidelines and other editorial resources 3 1 2 Access Control Not all users can edit or even see all the contents of the Folders A sophisticated access control system regulates access to each individual entry This can mean for example that you are allowed to read a document but not to change it If you do not have write privileges especially for portal contents an approval process can help see Section 8 5 You can find a detailed description of the access control system in Chapter 7 PAGE 26 User Manual 3 The Folders 3 1 3 Special Objects In addition to files and folders the content repository also contains special objects which have unique functionality in the portal Task List Especially with document shares task lists can be set up See Section 5 5 amp Online Forum A forum appears at this point in the portal see Section 5 1 Document Share A project team can store shared documents here without having to leave the portal view s
177. icated in the following case continued work Figure 75 Scenario for Multiple Comparison e An author has created article A and forwarded it as a copy to an editor The editor makes changes and sends it back This is version B e Inthe meantime the author has continued work on the article This is nowa new version A The author can simply compare version A with version B from the editor Let us suppose version B from the editor contains an extra paragraph What has happened Did the author delete it or has it been inserted by the editor A simple comparison is not sufficient to clarify this question We have to look at the common basis for both versions the original article A If the author specifies article A provided a copy still exists using menu option Base Article gt Open Other Base Article the changes are assigned correctly e The author s changes appear in the working area e The editor s changes are displayed in the reference article Note Using menu option Reference Article gt Open Other Reference you can open additional reference articles for example if other users besides the editor have worked on it For detailed instructions on multiple comparisons see Section 4 7 7 PAGE 109 User Manual 4 Web Content Management 4 5 4 Menu Elements 4 5 4 1 Reference Article Menu Working Space Base Article m Might Life OO Might Life 01 Night Life 02 Than Bits c Open other Reference Bar
178. ies Dialog eeesseesseesssessseesseesseesseeesseess 70 Noreco aMANIC Cane a E atte tech ales tee decnectadsen taesessod cuenta 71 Relations of Article Ernst August Brewery_ n xdOC ccsccceesceeeseees 72 Linking a Folder Entry with a Second Folder scccesecceeseeceessccenees 73 SELECTING the Second FOIEM ccicdsccasiscessdsesecsastvaesenoesdieateeeeseesssaneonteveees 74 Metadata ACININIS Era tlON icsi edie ecessivicGeasedecades 75 Releasing Locks in Directory Web Pages Misc Cebit 2010 77 Presentation of Media Independent Contents cccccssseccceeseeceeees 84 Template ECON anina ea cvasiviasuiarasuisaiaeseraersieeiaee a 85 ANIC EONO cs sasarasdatartetsencaee tanocthecascesesd sleeSns EE TTE O 89 WYSIWYG Edito oorariani a aa 92 Select EMPNaASIS DIa lOS eerren ieir un NE 100 Select Metadata DIOS sdsscwsseseveseasdesanncusaude acansaensttaseeecedesseustaeusednsek 101 Select Special Character Dialog cccsssccssecccsssccesssccenscceeesccenees 102 Insert and Modify LINKS DialOG cceeescesescessccensccensceescesceeesess 102 Insert and Update Images Dialog sscccesscccessccesssccenscceessceenecs 104 Dialog for Image Selection DOCUMENTS cece ceeeseeccceeesesceeeeeesseees 105 Miser TaD Dialog secrecion e E a E 106 EA TADIE DIIlO S e e andonsee oavereuentoeesans 106 COMP Aline AICOS iip n r aar 107 Scenario for Multiple Comparison esssess
179. ils Under these is the name of the entry Symbols File Edit Tools O f 2010 10 D t 201012 O Ay l ot nfo2 podt C Nemo 15 jpg Dewil s xdoc Figure 13 Symbols View in the File Manager e Layout This is a layout preview for the portal which displays all published folder contents PAGE 29 User Manual 3 The Folders Layout Search a Home Leisure Misc News Topics Ez Default eQ 70 10 21 2 News P a Subliminal_en xdoc The Fear of Witchcraft Figure 14 Layout Preview in the File Manager Note The link Portal View atthe top of the page not in the figure opens the current folder in the portal Try it Note You can find the display rules for portal pages in Chapter 4 Web Content Management Information on publication is contained in Section 4 1 4 In the list and symbols view you can click on the name of the entry to open it Folders open directly in the file manager Web articles open in the article editor see Section 4 3 and other types of documents such as PDFs are offered for download Many icons contain a link to further information The type symbol of a document opens a preview in a separate browser window if the format permits this Notes column Notes in Figure 12 frequently lead to a detail view see Section 3 4 You can use the symbols view as an image gallery Simply click on a thumbnail to open the image in single view see Section 3 4 4 Buttons enable you to scroll
180. in menu see Appendix 10 3 5 The following step by step instructions describe more complex tasks e Section 6 4 1 Creating a Work Group e Section 6 4 2 Adding a User to a Work Group e Section 6 4 3 Revoking Role Assignments e Section 6 4 4 Removing a Role e Section 6 4 5 Assigning a Subgroup to an Additional Work Group e Section 6 4 6 Removing a Subgroup e Section 6 4 7 Moving a Work Group PAGE 179 User Manual 6 Group Administration e Section 6 4 8 Renaming a Work Group e Section 6 4 9 Deleting a Work Group e Section 6 4 10 Checking Group Membership 6 4 1 Creating a Work Group The following instructions describe the creation of a new work group using the example of work group Demo 1 1 Open group administration See Section 6 1 2 In the navigation tree on the left select the work group under which the new work group is to be created In this example the work group Demo 1 will be created under Group B 3 Choose menu option Group Admin gt New Work Group ects Group Members Group A Group E 2 Admins Members t Q f Group E l z ORE x Group C j Find Member jun 2Z008 13 17 system inxire jun 2Z008 13 17 system Jun 2008 13 18 system Figure 117 Creation of a Subordinate Group for Group B A pop up appears where you can enter the name Explorer User Prompt X Script Prompt Hame Cancel Demo 1 Figure 118 Entering the Work Group Name 4 Enter
181. in this folder Note The reviewer can also make changes directly in the contents local copy In the event of a subsequent revision these changes are then available to the author 7 The reviewer chooses the action Complete Review Process Complete Review Review Working Title News from San Francisco_TestRewewer _ 1 Review Rating Minor changes required Review Result News from San Francisco_Testkevwiewer l_1 Suggestions_en xdoc F A Comment DE with modifications Subrriit Cancel Reset Figure 170 Approving a Document It is mandatory to provide a Review Rating either No changes required Minor changes required Extensive changes required or Reject publication In addition the review report can be specified in the field Review Result if this has been created by clicking on the pencil you open a selection dialog 8 The reviewer enters a rating and submits the dialog This completes the review process When all reviews have been completed the main process is resumed and appears again in the editor s work list TestEditor01 PAGE 233 User Manual 8 Workflow Management Working Title Type Date person in charge Actions 15 Aug 2011 Mews from San Francisco Publication eins TestEditor please select please select View Details gt gt News from San ee 12 Aug 2911 Resere Process Francisco_TestheviewerQ2 _ J907 RAR IER e eee eee Completed gt gt N
182. individual roles in the work group are to receive PAGE 70 User Manual 3 The Folders d Extended Here you can assign additional privileges to individual users or to the roles of other work groups only in exceptional cases description of the privileges in Section 7 2 2 For instructions on using the screen see Section 3 3 5 7 Finally confirm your changes with Submit The access control is modified Remark For an introduction to the access control system see Chapter 7 Access Control Work groups and roles are described in Chapter 6 Group Admin 3 5 18 Displaying Notes Notes are additional properties that are assigned to entries in the Folders whether they are documents folders or special objects These notes contain either technical information such as the height and width of an image or they represent additional functionality for example a news channel see Section 5 6 3 For an overview of all notes see Section 3 4 To display the notes for an entry proceed as follows 1 Open the Folders see Section 3 1 2 In the navigation tree on the left select the folder where the required entry is located 3 Activate the List or Symbols tab on the right flag the required entry with a check mark and choose menu option File gt View Notes An overview of the notes appears View Notes Mame Hannover night life en xdoc Folder Web Pages sMiscflebit 2010 Modification Date 09 Aug 2011 15 09 Type Date Det
183. is only intended for the online help For this reason you can usually leave the setting Default 4 2 4 Template Elements The table below describes the available template elements To copy a template element to the template set a check mark in the first column You should select at least the elements Title and Text Body 4 2 4 1 Mandatory You can make each template element mandatory Just set a check mark in the column Mandatory Additional article classes can be provided on customer request PAGE 86 User Manual 4 Web Content Management 4 2 4 2 Unchangeable If you flag the check box Unchangeable next to a template element the author cannot change this element later This is useful for the company name for example Is the check box deactivated Then you have not yet written any content in the template element You must first save the template button Submit and edit it in the article editor click on the name There you can enter the company name for example Then you open the template editor again using the menu option Tools gt Template Administration Title The heading of the article this should Text only always be present This appears directly below the heading Article Number This is used to number articles that are Integer in the same folder In the portal the articles are then displayed in order This is especially relevant for articles that make up a logical unit for example the chapters of a book
184. ist by clicking on the column State In the work folder you can follow the process link at the top of the page View Process DOODO see Figure 136 Process San Francisco General Process Type Publication Work Folder Editorial Work isan Francisco Target Folders Doc Web Pages Leisure San Francisco State Waiting for Approval j Initiator scott Current Actor TestEditorO Editors Reserved by TestEditor Actions Cancel Reserve Start Review Approve Ask for Revision Reject Finally Figure 139 General Data of a Process PAGE 205 User Manual 8 Workflow Management 8 4 1 Overview The process details are split over three or four screens depending on the process and you can switch between these using the tabs General Here you can find general information on the type of the process on the work and target folders and on the current state The user who is currently responsible or an administrator can also call editing functions that is carry out one of the Actions provided see Section 8 3 4 Parameter This screen displays all attributes of the process which have been defined implicitly or explicitly by the users It provides the experienced user with useful details Content optional The Content screen is only shown if the process uses revision mode see Section 8 2 3 All new changed or deleted documents and folders are listed here HEsStory Here you can find a protoco
185. it Cancel Reset Figure 81 Creating an Article Template 4 Enter the following information a Template Name b Language article templates are tied to a specific language c Article Class optional see Section 4 2 3 5 Select the required template elements see Section 4 2 4 A check mark in the first column enables the element for the template Subsequently authors can only use these elements Select at least the Title and Text Body If you place a check mark in the column Mandatory the element becomes mandatory Note The check boxes in the column Unchangeable are initially deactivated You must first save the template button Submit open it in the article editor click on the name and then fill it with content see Section 4 7 2 Then you open the template editor again using menu option Tools gt Template Administration see Section 4 7 3 6 Confirm the dialog with Submit The template is created and can be used immediately You can call up the template editor again at any time using menu option Tools gt Template Administration see Section 4 7 3 PAGE 118 User Manual 4 Web Content Management 4 7 2 Filling a Template with Content You can prefill templates with contents in the article editor I 2 6 Open the Folders see Section 3 1 In the navigation tree on the left select the template folder WebTemplates or similar name or the subfolder where the template is located Activate
186. itorial Work 5 home List E Images 9 Web Pages Help Leisure Misc E News T Topics E WebTermplates File Edit Tools In this task new documents and folders may be created or exiting ones Updated or deleted a Type Name Notes Size Date eeSuIge Sar BE 730 10 Aug 2017 Francisco_en xdac 11 04 10 Aug 2017 SFO1 bmp E EL eee Figure 161 Work Folder Before Revision PAGE 227 User Manual 8 Workflow Management 5 Revise the contents You can avail of all the editing functions in the menu bar See Appendix 10 3 The special features of revision mode are described in Section 3 2 5 2 Typical work steps are demonstrated in Section 3 5 Lost A complete overview of the numerous editing functions cannot be provided at this point For an introduction to working with documents and folders see Chapter 3 If you require information on editing portal contents see Chapter 4 In the example the contents were moved to the new subfolder San Francisco a separate subfolder was created for images and further articles were supplemented to the city portrait San Francisco View Process j olders Categories Documents Edit Content Define Visibility Pass on to Editor Editorial Work home List Images Web Pages Ea Help E Leisure an Francisca E Images a Type Name Notes Size Date aan Images 4 10 Aug 2011 11 23 E Sightseeing E Misc Restaurants af 10 Aug 2011 11 17 E News sightseeing af 10 Aug 2011 11 18
187. its name will be displayed You may search for any part of a word by using the wildcards or Figure 109 Start Page of a Topic Tree in the Portal PAGE 168 User Manual 5 Modules and Active Elements If you enter a keyword in the search field and choose the button Search all matching topics and synonyms are listed You can use the wildcards any number of characters and one character 5S 1D Index Bar Alternatively you can use the index bar e A CD FG KL P Q Z When you click on an area an alphabetical list of the entries appears the letter intervals may differ from those shown here If no entries exist you cannot select the area 5 7 2 Setting Up a Topic Tree Only a system administrator should set up a topic tree The starting point of a topic tree is a special object of the Folders see Section 3 1 3 This cannot be created directly using the inxire ECM interface However it is possible to copy an existing topic tree See Section 5 7 2 1 If the topic tree is to be in a wiki you can also create it when configuring the wiki see Keyword Navigation in Section 5 3 2 Per default on installation of inxire ECM an empty topic tree is generated in the start folder of the content repository Categories see Section 3 1 1 and you can use this when carrying out metadata maintenance see Section 3 3 6 Caution This topic tree is part of the metadata configuration It must under no circumstances be deleted or r
188. ket entry W Basket Pending update Update Working copy Wrk Copy Process Editorial working area W Area Protected object protected A synonym for a topic in the topic tree see Section 5 7 1 2 Implements a news channel this sends new contents per e mail to the subscribers see Section 5 6 especially at folders and online forums Indication that this document has been sent by a news channel See Section 5 6 only documents Indicates that this object is in the wastebasket see Section 3 5 10 Indicator of a pending update see Section 3 4 6 Indicates the working copy of a pending update see Section 3 4 6 Implements a process in workflow management see Section 3 4 5 no longer used in inxire ECM 5 1 Protects a document or folder from process operations see Chapter 8 Internal note has no significance for the user Table 5 Notes in inxire ECM 3 4 2 View Notes On the View Notes screen you can view all notes of a document folder or special object see Section 3 1 3 With the appropriate privileges you can delete notes or change them in the properties dialog PAGE 44 User Manual 3 The Folders You access this screen using menu option File gt View Notes instructions in Section 3 5 18 View Notes Mame Hannover night life en xdoc Folder Web FagesiMisciCebit 2010 Modification Date 09 Aug 2011 15 09 Type Date Details Actions Links 09 Aug 2011 12 31 Properti
189. l of the actions to date with the users comments The following sections contain detailed descriptions of the individual screens 8 4 2 Screen General In Figure 139 you can see the general data of a process This is a publication process Process Type which is currently Waiting for Approval see Section 8 5 1 that is it has been submitted to an editor for assessment The process was initiated by user scott author and is currently the responsibility of the editors role Editors see Section 6 1 2 One of the editors TestEditor01 has reserved it for editing The last line shows the possible actions See Section 8 3 4 which are only available to an authorized user here TestEditor0l1 The meaning of the different fields PAGE 206 User Manual 8 Workflow Management Process Type Type of process see Section 8 1 2 Primary Process The primary process if this is not an independent rocess but rather a subprocess not in the figure P j Example In the publication process a subprocess is started per default for each reviewer review process see Section 8 5 7 Subprocesses The subprocesses of this process if any exist not in the figure Work Folder Temporary folder in the editorial working area see Section 3 1 1 optional assigned object 3 OP Note In the publication process this contains only the reviewer s data you can find the work folder of the authors and editors under Target Folde
190. l users can change properties you need write privileges for this See Section 7 2 2 If you do not have these all entry fields are write protected and in place of the button Submit you have only the function Back 3 3 1 4 Special Screens The following table lists the special screens for documents and other objects such as wikis and forums Document Special properties of documents such as size type and language see Section 3 3 4 Configuration of an online forum see Section 5 1 3 PAGE 36 User Manual 3 The Folders Configuration of a wiki See Section 5 3 2 Document Share Configuration of a document share see Section 5 4 3 News Channel Configuration of a news channel Part see Section 5 6 3 Details Configuration of a news channel Part Il see Section 5 6 3 Table 2 Special Screens of the Properties Dialog 3 3 2 Multiple Objects You can also open the properties dialog for multiple objects Just flag all the required entries before you call the dialog Only the properties that the entries have in common are displayed this means that fields where the selected objects differ remain empty Nevertheless you can with Sufficient privileges make changes in all fields Only your changes will be applied later when you Submit the dialog On the General screen an additional option appears the Recursive Update If you set a check mark here the changes are not only applied to the selected objects
191. lde r osr a E a 49 292 Uploddine DOCUMEN renion n aA 51 3 5 3 EGItINe a DOCUMENT Ol ING PC 2ic c2iiec costs eacdis date ceiwiaGaaspicenassiwouaens 53 3 5 4 Converting a Document Into a Versioned Document ceeeeeee 54 3 5 5 Editing a Versioned Document cscccsecccesccesccssceesceeceeesceesceess 55 3 5 6 Viewing the Version HISTON corrini E n E 57 ZDT COPYN OF MOVING messeri nern a 58 PAGE 3 User Manual 3 5 8 Copying or Moving with Drag amp Drop cscccssssccesecceesscceeesccenees 59 3 5 9 Creating a Copy in the Same FOIdETS sssccesesccesecccesscceeescceness 61 3 5 10 Restoring Deleted ENTES surorii anire EEEE 62 3 5 11 Emptying the Wastebasket ccccssscccsssscccessscccesscceesscceeeescees 63 3 5 12 Downloading a ZIPAIchive ccccceccsssccseccsecccecccesccesceescensceeecees 64 25S Uploading a LIP AICHIN Cernin E E O 66 3 5 14 Changing Properties Recursively cscccceseccesesccesecceesscceeeseeenees 67 rS Renanen a a ea ea 68 35L PUDUSMINE cisca5s5scosaseunnsaaccastiencenus vosacsosuasoncusseaaacustinusdouseessemeeomceeasenne 68 Jnl Sene ACCESS CIIVIIC SOS possa aa N E 69 Bebo DISPlAVINS NOTE orasini a 71 23919 Viewin RELATIONS oorsee e EEEO 72 3 5 20 Linking an Entry with a Second Folder eeessseesssesesceeseeeseerseessesseesss 3 3 5 21 Adapting the Metadata Configuration csseccssssecceesescceeeseees 74 Deel RCC a SII
192. lect one or more entries Folders are copied with all contents including subfolders Copy and Rename The flagged entry is renamed and saved as a copy in the same directory This function is only active in the file manager see Section 3 5 9 You must select exactly one entry Copy From Any entry from the Folders is copied to the current directory A pop up appears where you can Select the Source This function is only active in the file manager See Section 3 2 Move This function moves the flagged entries to a different directory When you call the function a pop up opens where you select the target folder see Section 3 5 7 You can select any number of entries PAGE 263 User Manual 10 Appendix Hard Link The flagged entries are assigned to a second directory A pop up appears where you can select the destination see Section not in the figure 3 5 20 Then the entries are maintained equally in both directories This can cause some confusion especially for occasional users You should only use this facility in exceptional and justified cases This function is only available to system administrators Delete The Delete function moves the flagged entries to the wastebasket You can select any number of entries Properties and Relations Properties The flagged entries are opened in the properties dialog see Section 3 3 If you have write privileges for the entries you can make changes You can
193. lements These elements can appear anywhere in the portal e Online Forums Each forum consists of any number of threads which can be displayed in chronological order and can be searched see Section 5 1 e W Wikis A wiki organizes articles according to headwords similar to a dictionary The articles are maintained directly in the portal by a team of authors see Section 5 3 e Document Shares Document shares enable project teams and work groups to maintain a common set of documents see Section 5 4 e l Task Lists Teams often need a way of tracking tasks that are assigned to the members A task list is ideal for this purpose see Section 5 5 e I Topic Trees In a topic tree the terms topics are arranged hierarchically You can navigate to the topics and display related articles see Section 5 7 PAGE 17 User Manual 2 First Steps in inxire ECM News Channels Users can subscribe to news channels to be informed by e mail about new or changed content A news channel covers a specific area of the portal for example the news area or a forum see Section 5 6 e ikh Surveys You can publish online surveys in the portal The replies are saved anonymously in a database and evaluated statistically see Section 5 2 Note Most of this functionality has to be set up by the system administrator An ordinary user can only create a survey or create a topic in the topic tree if the user has the appropriate authori
194. list by activity and by due date The tasks are displayed in a table By clicking in the table header you can sort the list By clicking on the name of a task or the pencil 4 you can open and view it If you have the required privileges you can also edit it 5522 Filter Functions You can restrict the display using the following criteria e All Tasks All tasks without restrictions e Active Tasks Only those tasks that have not yet been completed e Due Today Tasks that are due to be completed today e My Tasks Your tasks that is those tasks for which you have been entered as the responsible person 5 5 2 3 Creating a Task Authorized users can see the New Task button at the end of the page see Figure 100 By clicking on this button you open the dialog for creating a general task see Section 5 5 1 2 You can enter details such as the responsible person the due date and a short description Note This button only appears if you have selected a single task list in the drop down menu above and if you also have the required privileges Note Approvals for documents are not requested here but in the document directory See Section 5 4 2 4 PAGE 154 User Manual 5 Modules and Active Elements 5 5 2 4 Editing Functions For each task you can select from the following functions e s Edit By clicking on this icon you open the task for editing If you do not have write privileges you can only open and view the task
195. loses again and the path of the new file is transferred to the field File Name You can select up to 10 files 5 Confirm the upload dialog with Submit The new files are uploaded to the folder Research PAGE 52 User Manual 3 The Folders Note Using the button Cancel you can exit the upload dialog at any time without uploading the files The button Reset clears all entries Note To overwrite an existing document with the same name activate the check box Force Overwrite Alternatively flag the existing document with a check mark before calling the upload dialog see Section 3 5 3 Note The option Expand ZIP is described in Section 3 5 13 3 5 3 Editing a Document on the PC Some documents such as Microsoft Office files cannot be processed within inxire ECM You have to download these files process them on your PC and then upload them into the system again The steps required 1 Open the Folders see Section 3 1 2 In the navigation tree on the left select the folder where the document is located 3 Activate the List or Symbols tab on the right and click on the name of the document The browser offers the facility to Open or Save the document dialog differs depending on the browser File Download X Do you want to open or save this file a Name Overview 2010 ppt Type Microsoft PowerPoint Presentation 53 0 KB From theta inxire com goon C cea harm your computer IF you do not tr
196. ltiple paragraphs selected or cursor within bulleted list Only activated if Image selected PAGE 97 User Manual 4 Web Content Management Icon Description Only activated if Label Image Align Left Align image to left of text Image selected PE Image Align Right Align image to right of text Image selected Image Align Default Align image between text Image selected blocks Image is aligned to the right to the left or centrally depending on the global style template Increase Nesting Increase nesting of Cursor or selection within Level bulleted numbered list a bulleted numbered list Decrease Nesting Decrease nesting of Level bulleted numbered list Cursor or selection within or remove bullets a bulleted numbered list numbering Edit anchor Anchor selected Table 12 Tools Menu in the WYSIWYG Editor 4 4 7 5 Table Menu Icon Description Only activated if Label Edit Table Edit table Cursor within a table or parts of a table selected A dialog opens see Section 4 4 8 7 Insert row above Insert new row above Cursor in a table cell Insert row below Insert new row below Cursor in a table cell Insert column right Insert new column to the Cursor in a table cell oa Insert column left Insert new column to the Cursor in a table cell PAGE 98 User Manual 4 Web Content Management Icon Description Only activated if Label Merge Columns Merge the current cell Cursor in a table cell
197. lways opens in a separate browser window At the top of the page you see the menu bar with the editing functions Fora detailed description see Section 4 4 7 Under this is the toolbar which provides quick access to the most important functions Only functions appropriate to the Situation are active at any time Alternatively you can use the context menu This opens with a right mouse click in the content under Windows other operating systems may differ Appropriate functions are shown for the element under the mouse pointer 4 4 2 Cursor and Selections The cursor indicates your current position in the content You enter text with the keyboard here Many editing functions refer to the cursor position for example Insert Image see below PAGE 92 User Manual 4 Web Content Management You can position the cursor using the arrow keys on the keyboard or with a mouse click The cursor disappears once you Select a text block or an image To select a text block hold down the left mouse key and drag the mouse simultaneously over the text Or you can move the cursor with the arrow keys while holding down the shift key Double click on a word to Select it Select images and anchors with a single mouse click 4 4 3 Editing the Figure in Title If you have opened a figure in title in the WYSIWYG editor you can only edit the image You cannot enter text To select a different image flag the image with the mouse and call the f
198. m in the Folders by the content type DocBook Article and the file suffix xdoc PAGE 79 User Manual 4 Web Content Management They are edited in an interactive editor see Section 4 3 Similar to common text processing programs you can insert tables lists and images You can easily create a test Web article by switching to the private folders see Section 3 1 1 and choosing menu option File gt New gt Article After you enter a file name and select a template the article editor opens see Section 4 3 The final article is not yet visible in the portal but by clicking on the DocBook icon D you can open a realistic single view Note Article templates can be found in the templates folder see Section 3 1 1 They are created with the template editor when the system is set up and they define the outline structure of the article see Section 4 2 4 1 3 Folders Folders represent the navigation structure of the portal see Section 2 1 e The start page corresponds to the folder Web Pages the actual name may vary e ts subfolders define the categories of the main navigation e Subfolders at lower levels appear in the vertical navigation menu on the left e Only those folders are visible that have been published for the current language setting see below When you navigate to one of these folders in the portal the portal page is structured according to the following rules 1 Article List Image Gallery By defaul
199. n see Section 3 3 6 In addition to the standard attributes Description and Keywords you can define any number of other meta attributes These are usually defined by qualified persons when the system is being set up Here the sample configuration of inxire ECM is shown as an example The meta attributes are combined in topical groups here General author etc to provide orientation for the user Caution The actual configuration will most likely differ significantly from this Note A system administrator can view the current configuration in the editorial view underAdmin gt Metadata Administration Minor changes can also be made here see Section 3 5 21 General Serial Number Web articles Example of a numerical attribute folders work groups and roles Person in Web articles Reference to a user mandatory Charge folders field Deptin Charge Web articles Reference to a work group folders mandatory field Known Groups Reference to multiple work groups Main Keyword Documents Selection from keyword list mandatory field Keywords Documents Multiple selection from the folders keyword list Category Documents Selection from the topic tree folders Categories the name can vary see Section 3 1 1 PAGE 274 User Manual 10 Appendix Themes Comments Author Salutation Documents Multiple selection from the topic folders tree Categories Documents Free text field multiple lines folders Documents
200. n an existing A help dialog opens see link Section 4 4 8 4 Insert Edit Insert new image or edit Cursor within an empty Image existing one table cell or empty paragraph or an image A dialog opens see Section selected 4 4 8 5 ey Insert Table Create new table Cursor within an empty aragraph A dialog opens see Section paneer 4 4 8 6 PAGE 96 User Manual Icon Description Label Metadata Insert a placeholder for metadata A dialog opens see Section 4 4 8 2 Insert special character Insert special character A dialog opens see Section 4 4 8 3 Anchor Insert or edit anchor The anchor is set at the beginning of the paragraph Numbered List Create numbered list or change format of numbered list Note With existing numbered lists spacing and the numbering characters are changed alternatively Bulleted List Convert paragraphs to bulleted list or change format of bulleted list Note With existing bulleted lists the spacing is changed from narrow to wide Table 11 Insert Menu in the WYSIWYG Editor 4 4 7 4 Tools Menu Description Image Properties Edit image A dialog opens see Section 4 4 8 5 4 Web Content Management Only activated if Cursor within a paragraph Cursor within a paragraph Cursor within a paragraph without an anchor or anchor selected Cursor within a paragraph multiple paragraphs selected or cursor within numbered list Cursor within a paragraph mu
201. n display the group memberships of ordinary groups or work groups Note Alternatively you can access the properties dialog using menu option Group Admin gt Properties if you have already selected an entry in the member list PAGE 191 User Manual 7 Access Control 7 Access Control 7 1 Introduction Access control regulates access to the entries in the Folders see Chapter 3 For each entry a list of the authorized persons and their access privileges is defined the access control list Documents and folders can only be found and viewed by users with read privileges Write privileges are required to make changes As a rule the access privileges are assigned automatically by the system so the normal user does not have to deal with these For this reason they are not displayed in the beginner mode of the editorial view nor in the portal If required experienced users can switch to expert mode see Section 2 4 1 2 to set the access privileges manually lel Work Groups Work groups are a significant aspect of access control See Section 6 1 1 Rather than assigning privileges for numerous documents and folders to each individual user the users are split into work groups and the access privileges are then assigned to the work groups This greatly simplifies the administration of user privileges The work groups usually map the hierarchical structure of the company In addition project teams and ad hoc task forces are frequently
202. n invitation mail to define who can participate For open surveys sending a mail is optional The invitations are sent by e mail To do this you create a Web Article see Section 4 1 2 ideally with a link to the survey Before sending the e mail you should check the access privileges for the survey see Section 3 5 17 Ensure that the intended participants have read privileges see Section 7 2 2 Then choose menu option Tools gt Send Survey Invitation You are asked for the invitation article and you can select the addressees from those users with read privileges You can send the invitation several times Note You must have write privileges for the survey Note If you create the survey as part of a publication process you must request an editor or administrator to send the invitation after publication 5 2 3 Generating a Survey Report Report of Survey Fan Surrey For all World Cup fans Number of votings 9 Number of invited users 0 Question Answers How are Brazil going to do Quarterfinal semi final Final World Cup winners Knocked out earlier Mo reply Who will win the World Cup Hood question Specified by Us r Wiew Details b Mo reply Where will you watch the games At home Figure 95 Survey Report Surveys are evaluated in the editorial view See Section 2 4 PAGE 137 User Manual 5 Modules and Active Elements Select the relevant survey in the file manager See Section 3 2
203. n of one or more reviewers before you decide to publish The following instructions describe the basic procedure 1 The author here scott has started a publication process and has created or revised contents see Section 8 7 1 and 8 7 2 Then the author submitted the process for approval 2 Asan editor here TestEditor01 you see the following entry in your work list PAGE 230 User Manual 8 Workflow Management Work List User ID TestEditar0 1 o My Tasks C Started by myself C Pending tasks Number of Results 1 Working Title Type Date person in charge Actions State at ia f S 10 Aug 2011 a Publication oe Editors please select Waiting for Francisca Approval Figure 165 Publication Process Waiting for Approval 3 You may have to first reserve the process action Reserve Process if you have not yet been explicitly entered as the responsible person 4 Then choose action Start Review Working Title Type Date person in charge Actions State od M f 5 11 Aug 2011 ee Mo Publicados as TestEditor01 E please select gt Waiting for Francisco please select Approval View Details Cancel Reserve Te Yer e e Ye ie te tei Anprowe Ask for Revision Reject Finally Figure 166 Starting a Review The following dialog opens PAGE 231 User Manual 8 Workflow Management Process Start Review Publication Working Tithe Mews from San Francisco Reviewers
204. nction deletes all recorded data of the flagged survey and all information on the invited participants see Section 5 2 You must flag exactly one survey Caution The data cannot be restored Reminder Process This function starts a reminder process see Section 8 6 This sends you a reminder e mail at a predefined time You are requested to enter the time and message text see Section 8 7 4 Table 39 Functions in the Tools Menu PAGE 270 User Manual 10 Appendix 10 3 5 Group Admin Menu The Group Admin menu combines all the functions of group administration You can create delete and reorganize work groups and also administer members and roles This menu is only available in the group administration area See Chapter 6 Pee Group Members Group A T Admins T Members se Group Ad Mew Work Group Group AY l Group E j Find Member W jun 2008 13 17 system Group 7 i Group C Add to Group 13 Jun 2008 13 17 system Group A Jate Owner Group inxire y Remove Member 13 Jun 2008 13 18 system Group Al fi W jun 2008 13 18 system Group AZ Assign Dac Folds to other Group Delete Properties Search Group fUser Figure 190 Group Admin Menu Below we describe each group of menu functions Note Only a system administrator or work group administrator can make changes here New Work Group The function New Work Group creates a new work group This is entered in the list as a
205. nere E 177 6 2 1 External Maintenance eeren e A ESA 177 PAGE 5 User Manual 6 2 2 Mipsand WICKS huss tccchuresensssdicsloniudesepietedeladieesentsatsestvciudonepiuleteteniees 177 6 3 DeleSatiine RESPOMSIDIIY cscacccsitscsndsietewed ss a EA AA a 178 6 3 1 NDT CIE ROMS airnn EEEE TOTEE 178 Get SV IGA AS Sse eesertn cates ules A 179 6 4 1 Creatine a WOlK GTOUD a scnavies nvidia aia lied A lias 180 6 4 2 Adding a User to a Work GTOUD sorcerer iernii E 181 6 4 3 Revoking Role Assignments cssccesscccsscceescesescessceensceeesceeeseees 183 6 4 4 REMOVING a ROl C et 5 2iss iis ctsacevbeunblaccdssucsbonncdassceariieteantsdecasavecstors 184 6 4 5 Assigning a Subgroup to an Additional Work Group 0cce00s 184 6 4 6 REMOVING a SUD STOU Daaa e seamen 185 6 4 7 MOVINS a WORK GOUD ccssan Goascissnnsdsyens eaussswnecneventhatesoteadivestowines 186 6 4 8 RENAMING a Work GrOUP ssccccsssccesscccesscceescccnssccescceeeseceaescees 187 6 4 9 Deleting a Work GroUD marcio se a N a 187 6 4 10 Checking Group MemberShip sccccsssccesssccesssccesscceescceeeseeens 189 PRCGOSS COMO osen OR 192 PY ANTOdUCUO Neea E 192 Zeli WOK GOUD S cenuen a r r O 192 7 1 2 ROME S serio eE E E A EN A T EET EE 192 7 1 3 Properties DialO osease n Er ER 192 T2 BASIC CONC CED isss e EEE E 193 raeil AUITMONIZEC FOLSOM Sixcicasegscc air E A 194 7 2 2 PrIVIlIE SES reen a EEA E NE OVON 194 Pa ACE oa E eR Ce aR Re 195 8 Workflow Management
206. ng steps you can use the layout preview see Section 3 2 4 2 The following instructions describe some of the tasks in detail e Section 4 7 1 Creating a Template e Section 4 7 2 Filling a Template with Content e Section 4 7 3 Modifying a Template e Section 4 7 4 Creating an Article e Section 4 7 5 Editing an Article e Section 4 7 6 Comparing Two Articles e Section 4 7 7 Comparing Multiple Articles e Section 4 7 8 Analyzing Links 4 7 1 Creating a Template Templates define the outline structure of Web articles see Section 4 2 The following instructions describe how you can create a new template You must have the add item privilege see Section 7 2 2 for the template folder WebTemplates or the required subfolder 1 Open the Folders see Section 3 1 2 In the navigation tree on the left select the template folder WebTemplates or similar name or a subfolder 3 Activate the List or Symbols tab on the right and choose menu option File gt New gt Article Template The template editor opens PAGE 117 User Manual 4 Web Content Management Article Template Template name Short Note Language English U5 Article Class Default Please select the desired template elements Element Mandatory Unchangeable Tithe Subtitle Article Number Authors Corporation Date Keywords Figure in Title Abstract qaqa 111411a4aaa A E n en gn gn F m m F m m m M M M Text Body Subm
207. nice uabar Low ciling fans whirring the air easy Latin American rhythms in the background all that s Ge mehr Ernst August Brewery his brewery is an institution in Hannover It still brews its own Hanndversch beer by hand It s brewed in accordance with the strict Gs mehr Sub rrit Cancel Save PAGE 107 User Manual 4 Web Content Management 4 5 1 Overview Figure 74 shows the comparison of two articles The screen is split into two areas On the right is the working area with the opened article You can see the file name Night Life at the top 1 the file suffix and the language code are omitted for reasons of space A click on the icon SS opens the article in a Separate browser window On the left 2 you can see the reference article Night Life 01 Here also a Separate view opens if you click on the icon At the top right of the working area there is a menu bar With the menu Reference Article you can open a new reference article or display all opened reference articles at the same time see Section 4 5 4 1 The menu Base Article enables you to set the base article 3 This is initially identical to the opened article 1 You do not have to make any changes here unless you require multiple comparisons see Section 4 5 3 Differences between the articles are highlighted in color 4 8 With a mouse click you can accept individual changes reference article or undo them working area Try it ou
208. nly a list of hyperlinks Summary The posts must then be read online Here you determine the choice available to the subscribers The language of the news channel A news channel does not see posts in all languages It functions as a user with this language setting See explanation in Section 5 6 3 4 Newsletters cannot normally be read in the portal until after they are sent online archive This access control list ACL see Section 7 3 determines which users are granted access Structure of the online archive After being sent newsletters can be moved to an archive The archive is created in the folder to which the news channel belongs You can usually use it to navigate in the portal PAGE 164 User Manual 5 Modules and Active Elements Search Subfolders If this check box is flagged subfolders are also searched for new articles and documents update info only Table 24 Special Properties of a News Channel 5 6 3 4 Languages and Title A news channel is linked to a specific language see attribute Channel Language in Table 24 This is not necessarily the language of the posts because an English text for example can be approved for German users see Section 4 1 4 When browsing through the posts the news channel works similar to a user with this language setting Independent of this you define the titles of the news channel on the General screen These determine which users can subscribe to the chann
209. nnel is subscribed Next to the name of the channel the navigation path to the relevant category in the portal is displayed The path is usually stored with a link so that you can check the content In the column on the right there is a link to the details See Section 5 6 2 4 These show for example whether you have subscribed to an entire forum or only to individual discussion threads Below we describe each of the elements of the screen Do not forget to confirm any changes to your subscriptions by choosing Submit 5 6 2 2 Name This is the name of the news channel for example General News Note The name here is valid for the current language Users with a different language setting will see a translation if one exists 5 6 2 3 Path The navigation path to the area in the portal from which the posts are sent If this area can also be read online you can go there by clicking on the path The language is shown in parentheses The news channel primarily sends posts with this language If articles are present in multiple languages then as a rule a news channel is set up for each language Note A German speaking user can of course also subscribe to an English news channel and vice versa PAGE 159 User Manual 5 Modules and Active Elements 5 6 2 4 Details The Details link leads to an auxiliary dialog There you can enter or change the details of the subscription Subscription Details show all subscriptions
210. nsert Remark You can insert a remark in the text This is saved with your user ID It can only be seen in the article editor and article comparison not in the portal e Delete Remark The remark under the mouse pointer is deleted Note The context menu also opens over the reference article Here however only the function Center Windows is available Note Only functions that are appropriate for the mouse position are available 4 6 Link Checker With editorial work in the portal it sometimes happens that articles or folders will be deleted or moved even though other articles still link to them If a user then clicks on a link the following error message appears Page not found In order to detect these errors the inxire ECM editorial system automatically manages all links Every time the article editor is called or more exactly every time an article is saved the links are extracted from the content and saved as a note with the article see Section 3 4 3 In addition to links information on embedded images is also stored here These links are checked regularly Some errors such as renamed or moved targets are recognized and corrected by the system You will have to correct others manually That is the purpose of the screen Broken Links Note As an option error reports can be sent by e mail to the owners of the articles Consult your system administrator 4 6 1 Broken Links Screen You can access the Broken Links scr
211. ntage here is that older versions are not overwritten but are saved internally You can recognize versioned documents by the additional icon See Figure 11 column Notes By clicking on this icon you open an overview of all previous versions see Section 3 5 6 To prevent inadvertent overwriting you must reserve versioned documents before editing them menu Edit gt Reserve Do not forget to release the documents afterwards menu Edit gt Apply Changes 3 1 5 Working From Your PC You can also work directly with the file system of the content repository from your own PC if this has been enabled Protocols such as FTP SMB Windows and WebDAV are available for this purpose Consult your system administrator 3 2 File Manager The file manager is the principal tool in the Folders Using this you can view the contents of each folder and with the appropriate privileges edit them A navigation tree helps you to switch quickly between the folders The file manager opens automatically if you click on Folders in the main menu of the editorial view a Folders News T Categories E Documents List E Editorial Work E home E Images Web Pages Help 20170_10 af 1 File Edit Tools Notes Size Date 2 l jan 2011 20 32 Type Name E Leisure E Misc E News E 2010_10 Ea 2910_12 T Topics 2010_12 Devil s Date_en xdac Info2 pdt Nemo 15 jpq Subliminal_en xdoc 2 O9 Feb 2011 21
212. ntenance e Section 5 1 Forum e Section 5 2 Survey e Section 5 3 Wiki e Section 5 4 Document Share e Section 5 5 Task Lists e Section 5 6 News Channels and Subscriptions e Section 5 7 Topic Trees Note Modules must be activated on installation Therefore some of the functionality described here is not available in every installation PAGE 128 User Manual 5 Modules and Active Elements 5 1 Forum Home Leisure Misc News Topics Fan Forum Fan Forum Search for Search Knowledge Ease Thread Posts Last post Author Is football really a matter of life and death 6 Today 18 57 Torsten Offside 2 Today 10 38 Fritz Snacks for the perfect football evening 3 Yesterday 14 53 Beate SHalalalalalaaaa 14 48ug 2017 21 51 Monika Mew Thread Figure 89 Online Forum in the Portal Thread List 5 1 1 Introduction In a forum you can ask questions answer questions and follow the discussions of other participants Usually different forums are set up to cover different topical areas Each forum consists of any number of threads which can be displayed in chronological order and can be searched Only the system administrator can set up a forum See Section 5 1 3 Note The forum module is not available in every installation 5 1 1 1 Roles Not all users are authorized to use all the functions in the forum We distinguish between the following e Visitors Visitors can only read posts e Members Memb
213. ntrol list See Chapter 7 a after the ACL indicates additional privileges for individual users or roles see Section 3 5 17 Note This column is only visible in expert mode see Section 2 4 1 2 Table 1 List View in the File Manager PAGE 31 User Manual 3 The Folders 525 2 Topic Search Within a topic tree T see Section 5 7 a fourth tab is available Topic Search The contents of the current folder are not displayed here in this case a topic category but rather all documents that are linked to this topic These documents also appear in the portal if they have been published Folders Leisure T Categories fs Documents Topic Search Editorial Work gt home E Images Web Pages 5 Help m Ernst August Web Pages f Misc File Edit Tools Type a Name Path Hotes Size Date 09 Aug 2011 4 2497 Leisure Erewery_en xdoc flebit 20 10rlnfo 12 3 09 Aug 2011 E News Cebit 2017 0 Into 12 3 Mli Web F hli an Cuabar_en xdoc is TN aj S208 T Topics Web Pages Misc 09 Aug 2011 Falo Fal xa 2004 m oe ean iCebit 2010 Info 12231 fp Fun 10 Feb 2011 GEE Info pdt Web Pages fHews 13K 15 53 Figure 15 Topic Search Note In the case of articles the link between a topic and a document is maintained in the article editor Keywords see Section 4 2 4 and in the case of other documents it is maintained in the properties dialog tab page Metadata see Section 3 3
214. o effect on the visibility of articles and folders Only the dialog texts change Help The link Help at the top of the page opens the online help Using the symbol atthe top right you can access a context help page that corresponds to the current screen Further Information Chapter 3 The Folders Chapter 4 Web Content Management Chapter 5 Modules and Active Elements Chapter 6 Group Administration Chapter 8 Workflow Management Section 9 4 Editorial Search PAGE 20 User Manual 2 First Steps in inxire ECM 2 4 2 Menus Windows and Dynamic Trees The pages of the editorial view feature various dynamic elements which are described briefly here 2 4 2 1 Menu Bar On many screens there is a menu bar above the lists and directories This contains important editing functions Just click on a menu to open it The following figure shows the Tools menu Cebit 2010 a Folders J Categories E Documents List E Editorial Work E home E Images Web Pages 5 Help Make Wersioned gt a 08 Aug 2011 aial Sere Rescan Article Mtl E Misc l gt 15 09 Feb 2011 fs Cebit 2010 om parE iicies 20 00 E3 Exhibitors 08 Aug 2011 E Info 15 51 Gei 08 Aug 2011 W Knowledge Base 17 18 E News T Topics WebT emplates Reminder Process File Edit Typ Hotes Size Date w i p E if Figure 4 Tools Menu in the Folders Only active functions that is functions that you can execute are selectable here
215. o open closed folders information in Section 2 4 2 4 or submit a search query see Section 9 5 To make a selection click on the name Note The options Forum and Wiki are not available in every installation As a third option you can insert a cross reference to an anchor in the current article First delete the content of the central field and then click on the function Anchor A Selection window opens with all available anchors If you click on one of the anchors it is entered in the entry field on the right Use the dropdown menu on the bottom right to define how the target is displayed If you leave the setting Default Web articles and folders are opened in the same window Portal View whereas other documents such as PDF documents are opened in a new browser window PAGE 103 User Manual 4 Web Content Management 4 4 8 5 Insert Edit Image Dialog Z Insert and Update images IE ol x Image source Web Pages Misc Cebit 2010 Infof Hannover_Bars_ jpg Images Documents Type Image Preview Alternate text Entrance oftheCuabar i ss i lt CSt w Image Video Title TheCuabar i ti tsti i OCOOOOO Alignment Right gt Width 224 i Height 326 Hotspot Text Column capital ss SsSSS Submit Cancel Figure 70 Insert and Update Images Dialog This dialog enables you to select and format an image You can also define active image areas hotspots see
216. oes not search for words Instead the search term must match the start of the text You can use wildcards You can find examples of this type of search in the topic tree See Section 5 7 1 4 or in various selection dialogs see Section 9 5 Topics Search for a Search Number of Results 2 e At Work Automobile see Car Figure 180 Search in a Topic Tree PAGE 241 User Manual 9 Search 9 1 3 1 Tips and Tricks e You can use and as wildcards The asterisk represents any number of characters or none at all The question mark replaces exactly one letter e Enter a single asterisk to display all results exercise caution here e An is added automatically after the search term this means that it searches for the start of the text Example Ho finds house hotel etc but not my house e Asarule the search is not case sensitive 9 1 4 Multilingual If your portal supports multiple languages you will probably have noticed that when you change the language utilities at the top of the page sometimes different articles and modified navigation nodes are displayed see Section 4 1 4 2 The search in the portal also adapts to the language that is set In some cases therefore you may have to change the language to find articles in a different language Bear in mind when searching that an article or navigation node even if visible in all languages can have a different designation in each langu
217. older is to be visible You can choose not to publish individual entries for example the images of an article or a folder that is not to be visible in the navigation menu We will return to this topic later First we look in detail at the conditions for visibility of objects in the portal 4 1 4 1 Publication Period The publication period begins with the publication date and ends with the expiration date If no expiration date is set the publication period is valid indefinitely You can set both dates in the properties dialog tab page General see Section 3 3 3 In the lists of the editorial view you can recognize published entries by the note published 4 1 4 2 Titles and Languages For which language does the publication apply In the portal it is not the name of a folder or document that is displayed but its title This is a translated designation in the current user language Therefore an article or folder in the portal is only visible for those languages for which a title is set You edit the titles in the properties dialog tab page General see Section 3 3 3 Here you can find a separate entry field for each supported language English and German in most cases The titles provide you with very flexible multilingual control You can decide for example if a folder which is a navigation node is to be visible in all languages or only in one PAGE 81 User Manual 4 Web Content Management Note When you edit
218. olders Categories Documents Research Editorial Work home E Images A Web Fages E Help Leisure Misc Ea G Feedback WW Knowledge Base News T Topics G WebTemplates l Figure 41 Selecting the Target Folder Note You can open closed folders by clicking on the plus sign see Section 2 4 2 4 5 Select the target folder by clicking on the name here Cebit 2010 The selected objects are copied or moved to the target folder Note Alternatively you can copy or move the contents with drag amp drop see Section 3 5 8 3 5 8 Copying or Moving with Drag amp Drop Documents folders and other special objects can also be copied or moved using drag amp drop functionality see Section 3 5 7 1 Open the Folders see Section 3 1 PAGE 59 User Manual 3 The Folders 2 Inthe navigation tree on the left select the folder where the contents are currently located 3 Activate the List or Symbols tab on the right and flag all required entries ake Research J Categories 6 Documents List E Research E Editorial Work E home File Edit Tools ay lage a Type Name Hotes Size Date Web Pages 1 J headtire pdf 227K 09 Jun 2006 19 09 Web Templates Me j LED Head Light pdf 227E 09 Aug 2011 16 52 PE N Mews Feburary_en xooc 766 O6 jun 2008 15 25 W4 al Overview 2010 ppt 53K 04 Aug 2011 17 07 BE E Seoul Emitter jpg 6 92 16 Jun 2008 14 23 Figure 42
219. on 6 1 2 Inthe navigation tree on the left navigate to the superordinate work group here the origin of the group hierarchy Groups MT Group Members Group A Group E Group Admin Group C i ai a T Name Date Owner Group ACL r Group A OS jun 2008 13 17 system Group A world readable je Group E O3S jun 2008 13 17 system Group E world readable FE Group 24 Feb 2011 22 07 system Group world readable 4 inxire 03 Jun 2008 13 11 system inxire world readable Figure 128 Top Level Work Group Group C PAGE 186 User Manual 6 Group Administration 3 Assign the subgroup to the new work group see Section 6 4 5 a Inthe list on the right flag the subgroup with a check mark here Group C and choose menu option Group Admin gt Add to Group A selection dialog appears for the new superordinate work group see Figure 125 b Select the work group click on the name here Demo 1 The subgroup is assigned to the new work group Note You may first have to open closed areas by clicking on the plus sign see Section 2 4 2 4 4 Remove the subgroup from the old work group see Section 6 4 6 a Inthe list on the right flag the subgroup again with a check mark Group C and choose menu option Group Admin gt Remove Member Work group Group C is removed from the member list Note You require administration rights for the old and the new superordinate work group 6 4 8 Renaming a Work
220. on 8 5 for example if several users edit copies of an article in parallel and the author then wishes to consolidate these changes in the final article In the article comparison you can not only view the changes other users have made but you can also accept them individually by clicking on them You can also manually re edit using the WYSIWYG editor To call the compare article function choose the menu option Tools gt Compare Articles Note This functionality is not available in every installation a Might Lite 01 All marked changes with respect to Might Life a a Bars Rather Than Bits and Bytes Bars rather than bits and bytes From the casual lounge to the traditional brewery top tips for Hannover s night life 4 Fe a Low ahagceiling tans l i kiwhirring Hercool air easy Latin American rhythms in the packaround Sal that s mebr ee 8 Ernst August Brewery his brewery is an institution in Hannover It still brews its own Hanndversch beer by hand It s brewed in accordance with the strict Gea mehr Figure 74 Comparing Articles Compare Articles Working Space Reference Article Base Article Bars Rather Than Bits and Bytes Bars rather than bits and bytes From the casual lounge to the traditional brewery top tips for Hannover s night life Mot only during Cebit You ve been on your feet all day in the huge crowds You re hungry thirsty and tired WOoUWe earned something
221. on File gt Delete The topic is moved to the wastebasket You delete synonyms using the action Delete in the list of notes See Section 3 4 To open these flag the related topic in the file manager and choose File gt View NOLES PAGE 173 User Manual 5 Modules and Active Elements Caution If a topic has been deleted and is in the wastebasket any attempt to create the topic again causes the error message Object already exists Name must be unique In this case reinsert the topic see Section 5 7 3 2 PAGE 174 User Manual 6 Group Administration 6 Group Administration 6 1 Introduction In group administration you maintain work groups Work groups combine users in a single unit and thus enable easy allocation of access privileges See Chapter 7 Within a work group one or more roles are assigned to each user in order to more precisely define the user s tasks and privileges You access group administration using the main menu in the editorial view under Admin gt Group Admin Only logged in users are granted access here The system administrator can configure further restrictions access objects see Administration Manual inxire ECM If you wish to make changes you must have administration rights that is you must be a system administrator or the administrator of a work group _ INIR s Beginner Expert Deutsch English Help User scott Portal View Logout Home Work List Folders Wastebasket Search
222. on on the effective use of search dialogs see Section 9 5 Note Alternatively you can click on the topic in the topic tree under the search field Open closed areas by clicking on the plus sign The required topic is inserted into the list 9 Web Pages E Help E Leisure E Misc List E Mews T Topics y At Work 7 Leisure gt Leisure File Tools a Type Nam Date jea 7 gt 08 Aug 2011 13 04 r Fun Fun 08 Aug 2011 13 02 T Games Hames O8 Aug 2 O1 13 03 T Living Living 08 Aug 2011 13 03 at T i Travel 08 Aug 2011 13 02 T Car Erer y Electronics Figure 113 Topic Car Now Under Leisure Note This function also finds deleted topics in the wastebasket Note You can also search for synonyms for example automobile See Section 5 7 1 2 However the related topic car in this case is always inserted 5 7 3 3 Creating a Synonym To add a synonym to an existing topic see Section 5 7 1 2 you must navigate to the superordinate topic flag the topic with a check mark and choose menu option Tools gt Create Synonym The properties dialog opens see Figure 110 above Enter a unique name In the portal area also enter the title and publication date see Section 5 7 3 1 After you Submit the dialog the synonym is created You can recognize synonyms by theiricon column Notes in Figure 113 5 7 3 4 Deleting a Topic You delete a topic just as you would a document or folder using menu opti
223. only if you have already subscribed to individual threads If you are no longer interested in certain threads you can exclude these from your subscription by removing the check mark and choosing Submit Note You cannot subscribe to new threads here you can only do that within the forum Use the Subscribe button under the forum posts Some news channels offer the facility to subscribe to articles by Keyword from a topic tree See Section 5 7 In this case you have the following selection options e All Keywords You receive information on all new and changed articles e Only Selected Keywords The subscription covers only articles on the topics listed underneath only if you have already subscribed to individual topics If you are no longer interested in certain topics you can exclude these from your subscription by removing the check mark and Submitting the screen You cannot subscribe to new topics here you can only do that within the topic tree Simply navigate to the relevant topic and click on the Subscribe button under the article list Note The keywords if there are any are displayed to the right of each article under Read more By clicking on a keyword you access the topic tree where you can subscribe to the topic 5 6 3 Setting Up a News Channel Only a system administrator can set up news channels The system administrator sets up and maintains news channels in the editorial view A news channel is from a t
224. opies to you and you wish to work some of the proposed changes into your working version Night Life en xdoc The necessary steps in detail 1 2 Open the Folders See Section 3 1 In the navigation tree on the left select the folder in which the working version Night Life en xdoc is located Activate the List or Symbols tab on the right Flag the working version with a check mark and choose menu option Tools gt Compare Articles A selection dialog opens for the reference article see Figure 85 Click on the name of the first reference article Night Life 01 en xoc The article comparison is started PAGE 124 User Manual 4 Web Content Management 6 Choose menu option Reference Article gt Open Other Reference The selection dialog for the reference article is opened again Now Select the second reference article Night Life 02 en xdoc Note First the single comparison is displayed 7 Open the multiple comparison using menu option Reference Article gt Overview A Might Lite 01 AII marked changes with respect to Ps Compare Articles Night rer Working Space Bars Rather Than Bits Reference Article Base Article and Bytes f author Ears rather than bits and bytes From the casual lounge Ba rs Rat he r Than Bits to the traditional brewery top tips for Hannower s night ife and Bytes Bars rather than bits and bytes top tips for Hannower s night life Mot only during Cebit You v
225. or author or moderator in a wiki see Section 5 3 1 1 e Visitors are all users who have read privileges See Section 7 2 2 e Authors can create and change articles are all users with the Add Item privilege see Section 7 2 2 PAGE 142 User Manual 5 Modules and Active Elements e Moderators are the moderators of the assigned work group Typically you should set a work group and one of the following access control lists see Section 7 3 Open to members Authors are the members of the work group see Section 6 1 2 They can read and write articles Visitors are not permitted Open to members world All users can read articles visitors but only members readable of the work group authors can write them World open Anybody can read and edit articles this means that everybody is qualified as an author Table 19 Typical Security Settings of a Wiki Ensure that at least one moderator has been entered in the assigned work group see Chapter 6 Group Admin 5 3 2 3 Editing Articles The articles of a wiki are maintained using the portal view They are arranged automatically in an index structure below the wiki object You can view these articles in the editorial view but you should only make changes in exceptional and justified cases 5 3 2 4 Topic Tree Have you configured your wiki with a topic tree See Keyword Navigation in Section 5 3 2 1 If so you should fill the tree with appropriate topics or alte
226. other work groups This facility is only used in exceptional cases For information on using the screen see Section 3 3 5 For a step by step guide to setting the access privileges see Section 3 5 17 7 2 Basic Concept For each entry in the Folders see Chapter 3 an access control list ACL is defined This consists of a list of authorized persons and their privileges The following example will clarify this User C Read delete Table 25 Example of an Access Control List ACL User A is allowed to write that is change the document or folder in any way User B can only read the document or the contents of the folder whereas user C can both read and delete the entry Note Two users have total privileges independent of the access control list the owner and the system administrator PAGE 193 User Manual 7 Access Control 7 2 1 Authorized Persons Individual users or roles of a work group can become authorized persons see Section 6 1 2 Alternatively privileges can be assigned to all users without restrictions 7 2 2 Privileges The following privileges are available per default Read Read privileges are required in order to find a document a folder or other object and to read the content Write General write privileges enable the user to make any changes as required Add Item The Add Item privilege enables you to upload new contents here In the case of a folder the user can create documents and sub
227. ou can also enter complex search conditions in the fields of the extended search except in the field exact phrase See Section 9 1 1 2 Simply enclose the conditions in round brackets Example all of the words today or tomorrow go Finds all texts that contain one of the words today or tomorrow anda modification of go 9 2 3 Operators and Functions The following table contains the most important operators and functions Operator Example Explanation Function Tree and garden Logical and Both expressions must occur in the text Apple or pear Logical or Only one of the expressions must occur Apple not pear Logical not The second expression must not occur pear must not occur Apple minus pear Reduces the score of documents which contain the expression on the right each occurrence of pear reduces the score These documents appear lower down in the results list PAGE 244 User Manual 9 Search Operator Example Explanation Function ee Tree near garden Two words in close proximity default marere Sakae interval is 100 words fuzzy fuzzy gadren Approximate search finds garden note spelling error within Tre Walt Tia as Cae be The search term must occur ina aes E aati See title the abstract orthe keywords Tree within keyword Only for Web articles see Section 4 1 2 go Words with same origin finds goes gone only available for English Fren
228. ou improve the search see Section 9 4 in large datasets PAGE 278 User Manual 10 Appendix 10 5 13 News Channel Users can subscribe to news channels A news channel covers a specific area of the portal for example the news area or a forum The subscribers are informed regularly by e mail about new or changed articles See Section 5 6 10 5 14 Oracle Text Oracle Text forms the technological basis of the content search in inxire ECM It supports all common Office formats and provides a complex query language see Section 9 2 For references see Section 10 6 2 10 5 15 Role A role is a term from group administration see Chapter 6 A user can have one or more roles within a work group See Section 6 1 1 for example as an ordinary member an administrator or an editor Do not mistake the work group role for the roles in the forum see Section 5 1 1 1 wiki see Section 5 3 1 1 document share see Section 5 4 1 1 or task list see Section 5 5 1 1 See Section 6 1 2 10 5 16 Topic Tree In a topic tree the terms called topics or categories are arranged hierarchically In the portal you can navigate using the topics and you can display relevant articles see Section 5 7 1 It is sometimes possible to subscribe to individual topics See Section 5 6 1 2 In the editorial view topic trees serve to categorize documents and folders as part of metadata maintenance see Section 3 3 6 In the topic search see Se
229. ow management system Here you can find information on pending work or view the state of current processes for example checking the approval status of your latest article Filter and search functions enable you to search specifically for individual entries With the appropriate privileges you can even open the work lists of other users The work list is an important part of the editorial view and can be accessed using the main navigation menu see Section 2 4 PAGE 200 User Manual 8 Workflow Management Work List User ID scott o My Tasks C Started by myself C Pending tasks Number of Results 3 Working Title Type Date person in charge Actions State 1 Aug 291 1 eq Waiting San Francisco Publication 15 52 Editors View Details fae Benraad 16 Aug 2011 Weekend Reminder ns e please select q Waiting 10 Aug 2011 Cuabar update Publication an lize please select i Preparation Figure 137 Work List of User scott Beginner Mode 8 3 1 Overview The work list has a simple structure The search and filter functions are at the top The processes are listed below these Each line shows exactly one process By clicking on the Working Title you open the work folder if one exists see Section 8 2 3 by clicking on State you open the detail view see Section 8 4 With sufficient privileges you can use an editing menu in the Actions column Below each of the screen elements is described 8 3 2 Sear
230. please select a TestReyiewerO Testkewieweriz El Comment Please check carefully Subrrait Cancel Reset Figure 167 Forwarding to the Reviewers Note Depending on the configuration you may not be able to select more than one reviewer 5 Select the reviewers and choose button Submit A subprocess is started for each reviewer the main process is interrupted see Section 8 5 7 Working Title Type Date person in charge Actions State 7 gt ba dia a fr Review y et Testh eviewerQ2 aad eo Francisco_ estheyiewerQ 2 _ f i Details Rey ey gt gt Hoe from renee Aug 207 1 Teer eae ou ileus Wen Francisco_TestRewiewer _1 ile Details Review Figure 168 Review Processes Have Been Started 6 A reviewer here TestReviewer01 sees the following entry in the work list Working Title Type Date person in charge Actions State gt gt News from San 11 Aug 2071 l gt 000c Francisco_TestReyviewerQ 1 _1 cae 13 53 Testheviewer please select In Review please select View Details Reserve Process cocoon Figure 169 Reviewer s Work List Note The characters gt gt in front of the working title designate a subprocess PAGE 232 User Manual 8 Workflow Management Each reviewer receives a copy of the submitted contents in their work folder A click on the working title takes you there The reviewers can store a review report as a Web article for example
231. process is tied to a work group see Section 6 1 1 The work group is automatically retrieved from the folder where the processing starts see Section 8 5 5 Note You must switch to expert mode See Section 2 4 1 2 if you wish to have work groups displayed in the file manager or in the properties dialog tab Security see Section 3 3 5 8 5 3 Roles The participating users have different roles in the publication process e Author The author is the initiator of the process The author starts the process explicitly or implicitly see Section 8 5 5 Authors can create new contents or change existing contents The editor can request the author to carry out a revision All users who have access to the editorial view qualify as authors e Editor The editor views the submitted publication The editor can reject it demand a revision by the author or request the opinion of selected reviewers The author can select a specific editor Otherwise all editors in the work group can carry out the process role Editors see Section 6 1 2 e Reviewer The reviewers evaluate the publication They can also propose corrections to the content All the reviewers in the work group role Reviewers see Section 6 1 2 qualify as reviewers 8 5 4 States and Steps The following tables describe the states and steps in the publication process In Preparation Author The author has started the process and begins to create change or delete content
232. rate screen for task lists PAGE 155 User Manual 5 Modules and Active Elements 5 5 3 2 Defining Roles The role assignment is controlled using the access control and work group settings onthe Security screen see Section 3 3 5 A user can be a visitor team member or moderator of a task list See Section 5 5 1 1 e Visitors are all users who have read privileges See Section 7 2 2 e Team Members can enter tasks are all users with the Add Item privilege see Section 7 2 2 e Moderators are the moderators of the assigned work group see Section 6 1 2 Typically you should set a work group and one of the following access control lists see Section 7 3 Access Control Open to members The team members are all the members of the work group see Section 6 1 2 These can enter tasks Visitors are not permitted Open to members world All users can view tasks visitors but only members readable of the work group team members can create new tasks World open Anybody can read tasks and enter new tasks everybody is a team member Table 23 Typical Security Settings for Task Lists Ensure that at least one moderator has been entered in the assigned work group see Chapter 6 Group Admin 55 2 3 Tips and Tricks e A task list can also be useful within a wiki See Section 5 3 or within a document share see Section 5 4 e Ifthe task list is located within a document share see Section 5 4 then approval req
233. rch i sorm by a Score Name Size Date Irade Fair Info 39 EE Map of the exhibition center opening times how to get here all you need to know about the world s biggest technology fair And also Links to the most important websites 4081 Bytes 12 Aug 2011 amp Bars Rather Than Bits _ o o and Bytes ne Bars rather than bits and bytes From the casual lounge to the traditional brewery top tips for Hannover s night lite 2128 Bytes 12 Aug 2011 Figure 177 Global Search in the Portal Appearance May Differ PAGE 238 User Manual 9 Search 9 1 1 Full Text Search The most comprehensive search is the full text search across all text content Examples of a full text search include the global search in the page frame see Section 9 3 and the search in the forum see Section 5 1 1 4 9 1 1 1 Tips and Tricks e Per default the search looks for entire words If you do not know the exact word ending append as a wildcard Example house Finds all words that begin with house including house itself e You can enter multiple consecutive words separated by blank spaces Note In the fields of the extended search see below you must enclose the entire phrase in parentheses Example behind the house Finds all texts that contain these words in the sequence specified e You can use and as wildcards The asterisk represents any number of characters or none at all The question mark replaces exactly one lett
234. re sent before the process expires automatically 5 To prevent the system sending further e mails execute the action Confirm in the work list Enter a comment in the subsequent dialog and submit the screen The process is completed Note The reminder e mails are sent with a short time delay in some cases because the system queries pending actions at predefined intervals per default every five minutes If necessary the system administrator can configure shorter intervals PAGE 236 User Manual 8 Workflow Management 8 7 5 Viewing Archived Processes Once a process has been completed it remains in the work list for a certain period per default 30 days before it is moved to the archive You can also display archived processes in the work list if you switch to expert mode see Section 2 4 1 2 The steps in detail 1 Open the editorial view see Section 2 4 2 Click on Expert at the top of the page 3 Navigate to the Work List using the main navigation The work list opens with extended search options Note Per default only running and finished processes are displayed not those that are archived 4 Atthe State search field flag the option Archived and choose button Submit Search The work list is generated again and now also contains the archived processes Work List User ID F R please select Work Group F AD with sub groups Working Tithe Last Modified Cy Target Folder Doc eK S St
235. reminder e mail to the initiator at a predefined time Other persons are not involved Note This process is not available in every installation sae 8 6 1 Overview remind expire confirm E mail CZD cones Figure 145 States and Steps in the Reminder Process The figure shows the states and steps of the reminder process After initialization the process remains in the state Waiting until a reminder e mail is sent automatically at the predefined time PAGE 217 User Manual 8 Workflow Management Now you can Confirm the process manually Otherwise up to three e mails are sent at short intervals before the process ends automatically Expire To confirm open your work list see Section 8 3 and carry out the action Confirm Note The process does not require a work folder 8 6 2 Starting You Start a reminder process in the editorial view using the menu option Tools gt Reminder Process You are requested to enter the time and message text for the reminder e mail All other actions run automatically 8 6 3 States and Steps in the Reminder Process The states in detail e Waiting The user has started a reminder process The system is waiting for the reminder time Up to three reminder e mails are sent e Confirmed The user has confirmed receipt of the reminder e mail The process is completed e Expired After the third reminder e mail the process was ended automatically Expire Po
236. return to the overview page 5 1 2 4 Moderation Functions The following functions are available e Approve The Approve function publishes the submitted post e Reject The Reject function deletes the post e Edit Using the Edit function you can re edit the content of the post Then you return automatically to the moderation view 5 1 3 Setting Up a Forum Only the system administrator can set up forums In the editorial view forums appear as special objects see Section 3 1 3 Each of these forum objects contains the configuration of a single forum To set up a new forum the system administrator creates a new forum object anywhere within the portal area see Section 3 1 1 Below you can find useful tips for the configuration For a general introduction to online forums see Section 5 1 1 Note The forum module is not available in every installation Sad Properties Dialog Forums are configured in the properties dialog see Section 3 3 To create a new forum you navigate to the required folder and choose File gt New gt Online Forum The properties dialog opens You can call this up again later to make adjustments menu File gt Properties Below we provide information on the individual dialog screens PAGE 132 User Manual 5 Modules and Active Elements On the General screen see Section 3 3 3 you enter the name title and publication period As with all contents of the portal forums must also be published
237. revision mode see Section 8 5 6 PAGE 212 User Manual 8 Workflow Management Waiting for Editor The process awaits assessment by the editor The editor can make changes call for a revision approve publication or ask One or more reviewers for their opinion Approval In Review Reviewer The contents are available to the reviewers for assessment copies The reviewers can propose changes give a rating and create a review report Review Result Review Completed Editor All reviewers have provided their ratings and comments The editor must now decide whether to publish the contents or request a revision by the author In Revision Author The process awaits revision by the author The author can see the review reports and the working copies of the reviewers Approved Editor The editor has approved publication At the scheduled time publication date the contents are activated automatically by the system Published none The contents are published in the target directory The process is completed successfully There is a copy of the old and new contents in the editorial working area After a short period this is moved to the archive see Section 3 1 1 Rejected none Publication has been rejected by the editor There is a copy of the rejected contents in the editorial working area Withdrawn none The author has terminated publication A copy of the contents remains in the editorial working area Tabl
238. ries The last valid version is given the add on default In Figure 18 the working copy of a reserved document is displayed it does not yet have a version number Table 4 Properties of a Document 3 3 5 Screen Security The Security screen is only visible in expert mode See Section 2 4 1 2 It contains all properties that regulate access Here you maintain data such as the owner the work group and the access control list For further explanation see Chapter 7 Access Control Below you can find some tips for working with the screen Properties Security Owher system Creator Syste Modifier scott Work Group inxire ra 4 Access world readable Grant to User or Kole Control Extended UserfRole Read Write Add Item Modify Prop Delete scott E r E E E bd Subriit Cancel Figure 19 Security Screen in the Properties Dialog J351 Function Icons You cannot edit the fields Owner and Work Group directly Use the symbol 4 edit to open a selection dialog You can remove an initial work group by clicking on the symbol clear The version number is incremented by one for each new version However the numbering is not necessarily consecutive since versions can also be removed PAGE 41 User Manual 3 The Folders 3 3 5 2 Extended To assign extended access privileges use one of the following functions to the right of field Access Control e Grant to User e or Role
239. rnatively grant write privileges to a user So that this user can create the topics For information on maintaining the topics see Section 5 7 3 Setting of the access privileges is described in Section 3 5 17 5 3 2 5 Tips and Tricks e The wiki object is also a folder You can save an intro article See Section 4 1 3 in it as a welcome text e Awiki can also be useful within a document share see Section 5 4 3 e In addition to forums and topic trees wikis can also contain document shares see Section 5 4 and task lists see Section 5 5 PAGE 143 User Manual 5 Modules and Active Elements 5 4 Document Share Home Leisure Misc News Topics Cebit 2010 i Sales Folders Fan Forum Knowledge a ype Name Date Status ee E CeBIT Site Plan Today 13 58 ex Sales ie LED Head Light Today 13 58 FK Folders j ih EE Overview 2070 Today 13 58 Approved ai 4 Tasks aa Ga te eee en les P gt Seoul Emitter Ys Mew Folder Upload File Download ZIF Figure 98 Document Share in the Portal 5 4 1 Introduction Project teams and task forces sometimes need to maintain a collection of documents For this purpose the system administrator can set up a document Share at an appropriate location in the portal Team members can upload and read documents or grant approvals The documents and folders are managed in the document directory see Section 5 4 2 Creation of a document share is described in Section 5 4 3
240. roles have predefined tasks For example moderators can approve new posts or delete existing ones in the work group s online forums See Section 5 1 1 1 The available roles e Admins These are the administrators of the work group They maintain the list of members As a rule they have write privileges for the work group s objects depending on the access control list see Section 7 3 Note Admins are also automatically administrators in all subordinate work groups e Editors The editors have a special task in the publication process see Section 8 5 3 They can check submitted contents and approve them for publication They frequently have write privileges in the editorial working area see Section 3 1 1 e Members This role is assigned to ordinary members It is required because users cannot be entered in the work group directly Note Members are also automatically members in all superordinate work groups e Moderators Moderators have a special task in online forums wikis and task lists see Chapter 5 e Reviewers The reviewers evaluate submitted work as part of the publication process see Section 8 5 3 PAGE 176 User Manual 6 Group Administration 6 1 3 Users A user amp is identified in the system by a unique user name The user can perform multiple roles in different work groups Maintenance of the user accounts is not described here but in the Administration Manual inxire ECM 6 1 4 Ordinary
241. rs Doc Target Folders Doc Folders or documents which the process deals with Note In the publication process this is the folder in which the contents are to be published that is the work folder of the authors and editors State Description of the current status in parentheses the degree of completion as a graphic This field corresponds to the column State in the work list See Table 28 User who started the process Current Actor The user who is currently responsible See Section 8 2 2 For system controlled states user system is displayed Note In some cases the responsible role See Section 6 1 2 is shown in parentheses Reserved by User who reserved the process optional See action Reserve Process PAGE 207 User Manual 8 Workflow Management Actions List of editing functions for example to forward the process to the next responsible person see Section 8 3 4 Appears only if you have sufficient privileges Table 30 General Attributes of a Process 8 4 3 Screen Parameter On the Parameter screen all attributes of the process which have been defined implicitly or explicitly by the users are displayed Process San Francisco Parameter Creation Date 1 Aug 2011 14 38 Modification Date 17 Aug 2011 14 49 Work Group Marketing Editor Publication Date Expiration Date Review Result Review Kating Figure 140 Parameters of a Publication Process The first three par
242. rs appear if required You can control these with the arrow keys the page up and page down keys or the mouse Try it out PAGE 24 User Manual 3 The Folders 3 The Folders 3 1 Introduction The Folders are inxire ECM s content repository with all saved information If you switch from the portal to the editorial view using the link Edit Page this content repository opens automatically Within the editorial view you can access the Folders at any time by way of the main navigation see Section 2 4 The structure resembles a classic file system as is familiar from modern computer systems Files hereafter called documents can exist in numerous formats for example as PDF documents or JPEG images Folders enable you to store documents in any number of hierarchy levels In addition to documents and folders the content repository also contains special objects such as online forums or wikis These are special portal functionalities and are described in detail in Section 3 1 3 _ ANN f lt pn Beginner Expert Deutsch English Help User scott Portal View Logout Home Work List Folders Wastebasket Search fi Folders News T Categories 5 Documents List E Editorial Work File Edit Tools 5 home E Images J Web Pages a Type Name Hotes Size Date 5 Help pi B 20170_10 af 1 2 an 2011 20 32 a Leisure 2 amp 2010_12 2 09 Feb 2011 21 51 E Misc mA Devil s Date_en xdoc ii 08 Aug 2011 19
243. rto the detailed view column State Or you can forward the process to the next responsible person column Actions For a detailed description of the work list see Section 8 3 8 1 4 Archive Completed processes are shown for some time in the work list before they are archived You can also view archived processes using the work list for instructions see Section 8 7 5 PAGE 198 User Manual 8 Workflow Management 8 2 Daily Work 8 2 1 Starting a Process Processes are Started either automatically or manually For example the publication process starts automatically if you wish to edit an entry in the layout preview of the file manager See Section 3 2 3 and you do not have the required privileges However you can Start the process manually using the menu option Edit gt Apply for Update instructions in Section 8 7 2 Depending on the type of the process other rules may apply You can find details in the documentation for each process type See Section 8 5 8 2 2 Responsible Person At all times there is a responsible person defined for an ongoing process This can be either an individual user or a role in a work group that is possibly multiple users see Section 6 1 2 The responsible person is displayed in the work list in column Person in Charge orCurrent Actor see Section 8 3 3 If you are the person currently responsible for a process you must carry out the required tasks see Section 8 2 4 and then forw
244. s This is not an independent process but part of the publication process A separate review process is started for each reviewer e Reminder Process The reminder process See Section 8 6 is a simple time controlled process which sends a reminder e mail to the initiator at a predefined time Other persons are not involved Note Not all of the process types described here are available in every installation Additional processes may also be installed PAGE 197 User Manual 8 Workflow Management 8 1 3 Work List The work list is the access point to workflow management Here you can find all pending work that is processes for which you are currently responsible Also listed are those processes which you have started This ensures that you always have up to date information Note With sufficient privileges you can also view the processes of other users or archived processes see Section 8 7 5 Work List User ID scott o My Tasks C Started by myself E Pending tasks Number of Results 3 Working Title Type Date person in charge Actions State 1 Aug 201 1 oq Waiting San Francisco Publication 15 52 Editors View Details oA 16 Aug 2011 Weekend Reminder eater E please select q Waiting 10 Aug 2011 l Cuabar update Publication ea please select d a Preparation Figure 135 Work List of User scott From the work list one click takes you to the work folder of the process column Working Title o
245. s invalid PAGE 75 User Manual 3 The Folders The last seven columns assign the meta attributes to the object types document Web article folder user work group role and topic 4 Carry out the changes 5 Confirm the dialog with Submit Note For more information on metadata configuration see Administration Manual inxire ECM Caution Meta attributes are defined specifically for each customer The attributes displayed are purely sample data 3 5 22 Releasing Locks Only a system administrator can release locks In various system components locks are used to synchronize editing steps e Workflow management enables you to reserve processes for autonomous editing see Figure 155 e Versioned documents must be reserved before editing See Section 3 5 5 e Inthe course of a process entries are also reserved for editing revision mode see Section 3 2 5 In all cases locks are set which prevent editing by other users These locks can be released by the user who initially made the reservation The required functions are Edit gt Cancel Process Reservation orCancel Reservation A system administrator can also call these functions acting as a substitute In special circumstances for example if an employee has left the company the system administrator may be faced with the task of releasing multiple locks In this case the function Release Locks is very useful This can process entire folder hierarchies 1
246. s 50 Figure 29 Folder Research Created in Documents Directory ccesecceesceeees 51 Figure 30 Calling FIle gt U DIO AG ieni a samen wetaciettanwweaneneadeus 52 Figure 31s Upload DialOe sieisen E seas 52 Figure 32 Download Dialog of the Internet Explorer cecccesesccesecceesscceesceenees 53 Figure 33 The Upload Dialog in Overwrite Mode csssccccesssccceeseccceeseceseaeseees 54 Figure 34 Making a DOCUMENT Versioned seccessccenscccesceesceseccensceeescsensceeuss 55 FISUTE 352 Versioned DO CUM EMU seen cdisesdescussavadobeubedcenensvadousesbuseusnenedotersehinwsabeedineuses 55 Figure 36 Reserving a Versioned DOCUMENL ccssecccsscccescccesceseccenscsensceensceeuss 56 Figure 37 Applying Changes to a Versioned DOCUMENL ssccccsssecccessscceeeeecees 56 Figure 38 Opening the Version HIStOry ccccssccsssscceseccccssccesssccessccceesccesesccensees 58 Heure 39 Version HISTON aoreet vacerasasvauetiaveieereateasechivseneeessietiacraetat wesseeeneaens 58 Figure 40 Selecting Documents to Copy OF MOVE essseesssesseessseesseesseesseceseeesseesseee 59 Figure 41 Selecting the Target Foldet coriis eron rt a a 59 Figure 42 Selecting Documents to Copy or MOVE scccesscessscessccessccesscceesceeess 60 Figure 43 Drag amp Drop in the File Manage c csscccssecccssscccsssccenscccesscceeseseness 60 Figure 44 Calling Copy and RenamMe sseeesssessseesseessee
247. s Mew Work Group ate Owner Group p Find Member 5 Aug 2011 11 48 system Demo 1 Demo a Admins 4 Members Add to Group 5 ug 2011 11 48 system Dermo 1 d Moderators j S Aug 20717 11 59 system Dema g Group C 1 ee 4 Feb 2011 22 07 system Group C f Group E1 Assign Doc Folds to Figure 127 Removing Subgroup Group C From Work Group Demo 1 Work group Group C is removed from the superordinate work group Demo 1 Note The work group remains in the system even if it is no longer contained in another work group To delete a work group definitively choose menu option Group Admin gt Delete see Section 6 4 9 Caution The administrators of the superordinate work group here Demo 1 lose all rights for the subgroup here Group C If you only wish to move a work group we recommend therefore first entering it in the new work group and only then removing it from the old work group see Section 6 4 7 6 4 7 Moving a Work Group If you wish to move a work group within the group hierarchy you should first enter it in the new superordinate work group and then remove it from the old work group Note In principle you can also remove the subgroup from the old work group first However it is then possible that you will not have the rights to enter the subgroup in the new work group See Section 6 3 The steps in detail in the example work group Group Cis moved to Demo 1 1 Open group administration See Secti
248. s and subfolders Note If you are not editing a folder then the flag has no significance Table 3 General Properties 1 Depending on configuration of the system Consult your system administrator The default sorting can differ in your installation For example it can be according to publication date PAGE 39 User Manual 3 The Folders 3 3 4 Screen Document Properties Document Content size 232525 Content Type Acrobat POF Character Set please select Language English Version Series LED Head Light pdf Version Ma default Subrrait Cancel Figure 18 Properties of a Versioned Document This screen is only displayed for documents In addition to purely informative details such as file size and version number only for versioned documents see Section 3 1 4 it also contains important configuration settings Content Type File type for example Acrobat Set edit remove PDF Character Set Character set used in the text Set edit remove only for text formats Language Language of the content Set edit remove important for full text indexing Version Series Name of the version series only versioned documents see Section 3 1 4 Usually identical to the file name 3 Usually the content type is set automatically Only in exceptional cases do you need to make any corrections here PAGE 40 User Manual 3 The Folders Version No Numbering within the version None se
249. s and posts PAGE 134 User Manual 5 Modules and Active Elements 5 2 Survey Home Leisure Misc News Topics Cebit Fan Survey Fan Forurr For all World Cup fans Knowledge Base How are Brazil going to do Final Who will win the World Cup Hood question Germany Where will you watch the games At home MW Public viewing area l ina pub I At a friend s house M Wherever happen to be Subrnit Cancel Reset Figure 93 Survey in the Portal 5 2 1 Introduction Online surveys are an important tool for capturing the mood and opinions of the users To the participants a survey is presented as a form with a list of questions The replies are saved anonymously in a database and can be evaluated Statistically Surveys can be placed at any location within the portal They are either open this means open for all users with read privileges for this survey or they are restricted to a specific group of participants Surveys are created and evaluated in the editorial view Note The survey module is not available in every installation 52 2 Setting Up a Survey You create surveys with the survey editor PAGE 135 User Manual 5 Modules and Active Elements Edit Survey General Information Name Fans Urey Participants Logged in Users Languages M German M English Title Description German Fan Urmfrage F r alle WM Fans English Fan Survey For all World Cup fans Cancel Next
250. s entered PAGE 250 User Manual 9 Search e exact phrase The specified expression must occur in the text exactly as it is written Caution Special characters are interpreted exactly as written e without the words The text cannot contain any of the specified words This function can only be used in conjunction with one of the search fields above You can use the wildcards any number of characters and exactly one character Experienced users can find more information in Section 9 1 1 9 4 2 2 Storage Where is the search to take place Over the entire content repository See Chapter 3 or only in a specific area The search area can be extended to include forum posts or older versions of versioned documents The options e Folder This is the start folder for the search By clicking on the pencil you open a selection dialog with the folder hierarchy You can open any subfolders by clicking on the plus sign Click on a folder to select it e With Subfolders If you have selected a folder you can specify here if subfolders are also to be searched e All Versions Do you wish to search for older versions of versioned documents see Section 3 1 4 If you do flag the check box e Source The default setting is Documents and Folders This means that all objects in the Folders are searched If you wish to include forum posts also you must flag the check box Note This option is not available in every inst
251. s is displayed in the list view of the file manager See above This means that you can see at a glance which documents and folders have been edited or deleted You can obtain more information as an info text if you position the mouse pointer over the name of an entry This enables editors for example to gain a quick overview of all changes made by authors Using the menu option Edit gt Cancel Reservation you can undo changes individually Note You can only reserve contents that belong to the same work group as the process Note Contents that are currently being edited in other processes are locked 8 5 6 2 Reviewer The reviewers each receive a separate copy of the new and changed contents Their working area is within the editorial folders see Section 3 1 1 PAGE 216 User Manual 8 Workflow Management 8 5 7 Review Process A separate subprocess with a temporary work folder is created for each reviewer This appears in the work list as a review process It has the same title as the main process examples in Section 8 7 3 The main process resumes only after all review processes have been completed 8 5 8 Further Information e Section 8 3 Work List e Section 3 2 File Manager e Section 8 7 1 Creating New Portal Pages e Section 8 7 2 Revising a Portal Page e Section 8 7 3 Involving Reviewers 8 6 Reminder Process The reminder process is a simple time controlled process see Section 8 1 The process sends a
252. s of an article template and this specifies the possible elements If for example the template does not allow a title image then you cannot insert one The template can also lock elements so that you cannot edit them Or it can make certain elements mandatory For a description of all the template elements and other information see Section 4 2 4 PAGE 89 User Manual 4 Web Content Management 4 3 2 Editing Functions Have a look at the icons tt f next to the entry fields By clicking on the icon you open a pop up for editing Text content and images for example are not edited directly but in the WYSIWYG editor See Section 4 4 The icons f assist you to display or hide entry fields as required or to change their order Changing the order of entry fields is especially useful with text sections Is any editing function missing or can you not hide a particular field It has probably been locked in the template or been made mandatory see Section 4 2 4 The functions in detail amp edit A pop up opens for editing For keywords a topic tree is provided in some cases as an entry help see Section 5 7 For the figure in title the abstract and the text sections the WYSIWYG editor opens see Section 4 4 t add A new entry field appears Note Some elements can only appear once for example the subtitle Other elements such as authors or sections can be inserted as often as you wish X remove
253. s on a case by case basis When you click on the link the target is always displayed However if it is not published it does not appear in any search result list or in a navigation menu or in any other listing 4 1 5 Publication Process The contents of the portal are visible to many users Therefore most systems are configured in such a way that only administrators have write privileges in the portal area Nevertheless you can make changes quickly and easily Work with the publication process see Section 8 5 PAGE 82 User Manual 4 Web Content Management This has many advantages e You work with a copy of the data and are therefore free to experiment e A preview simulates the final status Simply switch to the portal view or use the layout preview tab page Layout in the file manager see Section 3 2 3 e While you are editing you can undo individual changes or you can cancel the entire process e Your revisions are proofread by an editor and are only published after the editor approves them 4 1 5 1 Starting a Process You can Start a publication process in two ways 1 In the layout preview of the file manager If you edit an entry here and you do not have write privileges a publication process is started automatically 2 Using the menu option Edit gt Apply for Update This is available in the list and symbols view of every folder in the portal area Note If the menu option Apply for Update is deactivated or e
254. s rather than bits and bytes From the casual lounge to Figure 76 Reference Article Menu The Reference Article menu enables you to select an alternative reference document It is made up of three areas e Inthe upper part of the screen the reference articles that are currently opened are shown here Night Life 00 Night Life 01 Night Life 02 By clicking on a name you open a single comparison with this version e Menu option Overview accesses the multiple comparison The reference articles are displayed one above the other see Figure 87 e You can include a further document in the list using menu option Open Other Reference An auxiliary dialog opens similar to Figure 71 Click on the name of the required article there 4 5 4 2 Base Article Menu Working Space Reference Article Might Life cl A Night Life Might Life 00 Bars Rat ruan elts and Bytes Bars rather than bits and bytes From the casual lounge to Figure 77 Base Article Menu You can modify the base article using the menu Base Article The menu is split Into two areas PAGE 110 User Manual 4 Web Content Management e Inthe upper part the base articles used to date are listed Night Life Night Life 00 By clicking on the name you set up the comparison screen for this article again Note When you open the article comparison the current working version is initially entered as the base document here Night Life e Themenu op
255. s the decision to approve or not The editor can if necessary ask one or more reviewers for their Opinion The publication process is a system led process See Section 8 1 Note This process is not available in every installation PAGE 210 User Manual 8 Workflow Management 8 5 1 Overview F 2 Reviewer start process submit Waiting for Approval ask for revision start review complete review ask for reject revision finally Review Completed withdraw SREE cancel Approved publish Withdrawn Published Rejected Figure 143 States and Steps of the Publication Process The figure shows the states and steps in the publication process This is a single level approval process with an optional review All states are shown in color to indicate the responsibility author editor or reviewer The person who is currently responsible processes or evaluates the contents in the work folder see Section 8 2 3 There all the functions of the file manager see Section 3 2 5 are available The arrows indicate the possible next steps These must be carried out manually by the responsible person on completion of work for example using the work list column Actions see Section 8 3 4 For a detailed description of the states see Table 31 below The steps are described in Table 32 PAGE 211 User Manual 8 Workflow Management 8 5 2 Work Group The publication
256. se Figure 85 Selecting a Reference Article Click on the name of the required reference article here Night Life 01 en xoc The article comparison is started See Figure 74 Accept whatever changes you wish With a mouse click you can accept changes reference article or undo them again working area Using the context menu you can manually re edit in the WYSIWYG editor right mouse key under Windows other operating systems may differ For detailed information on the use of the Compare Articles function see Section 4 5 Finally confirm the dialog with Submit PAGE 123 User Manual 4 Web Content Management Note If you have not made any changes you can exit the article comparison with Cancel The working version is updated 4 7 Comparing Multiple Articles The article comparison allows you to simultaneously open multiple reference articles and to select a specific base article see Section 4 5 The following scenario will illustrate this Corrections C ti Own changes Figure 86 Comparing Three Articles You are an author and you have created an article Night Life en xdoc You have forwarded two copies Night Life 01 en xdocand Night Life 02 en xdoc to different editors Both editors have made some changes and corrections In the meantime you have made some changes of your own and you have saved the original version under the name Night Life 00 en xdoc The editors return the c
257. se the dialog using the button Close Once the image has been determined you should enter an alternative text for non visual browsers important for accessible applications and in some cases enter a title for the image field Image Video Title This title is displayed as an info text in the default configuration whenever the user positions the mouse cursor over the image Other details are optional The toolbar at the top see Figure 70 enables you to set hotspots These are active image areas which contain a link similar to a link in text in the example the red circle around the column capital on the right Using the symbol you insert a new hotspot If you click on the hotspot with the mouse you can move it or change its size A click on the icon opens the dialog Insert and Modify Links so that you can edit the link See Figure 69 A click on the symbol removes the link a click on the complete hotspot For accessibility it is important that an alternative text is stored for hotspots too You select the hotspot click on it with the mouse and enter the text in the field Hotspot Text at the bottom This text is visible for visual users when they move the mouse cursor over the active area For this reason hotspots can also be used for labeling image areas even without links PAGE 105 User Manual 4 Web Content Management 4 4 8 6 Insert Table Dialog ioj x Insert Table Fos E Columns 3 Header
258. see Section 4 1 4 The Forum screen contains the special properties of the forum Properties Forum Moderation Moderated F Thread View Full thread at once Language of Posts English Subrmit Cancel Figure 92 Properties of an Online Forum The meaning of the different fields Moderation Moderated forum A moderated forum has the value Moderated all others have the value Free Discussion In a moderated forum new posts only become visible after they have been approved by a moderator see Section 5 1 2 Thread View Type of display The posts of a single thread can each be displayed ona separate page or they can all be displayed consecutively on a Single page This last setting is appropriate for forums where the posts are expected to be short Language of Posts Language of the majority of the posts For the full text search it is important to know the language of the contents However individual posts can deviate from this Table 16 Special Properties of a Forum The settings on the Security screen are explained in the following section PAGE 133 User Manual 5 Modules and Active Elements 5132 Defining Roles The role assignment is controlled by way of the access control and work group settings on the Security screen see Section 3 3 5 A user can be a visitor member or moderator in a forum see Section 5 1 1 1 e Visitors are all users who have read privileges See Section 7 2 2
259. seesssessseesseesseesseceseeesseesseerseeeses 134 Table 18 Special Properties Of a WIKI ccccsesccssscccsssccesesccesscceeescceescsesceees 142 Table 19 Typical Security Settings Of a Wiki eccceseccceseccesescceecceenscseeesesees 143 Table 20 Special Properties of a Document Share ceeeccceesescceesesceeeseecesees 148 Table 21 Typical Security Settings for Document Shares ccceseccceseeceeeseeees 150 Table 22s AttHDUTES OF a TaS Konserniin E E T A AETAT 153 Table 23 Typical Security Settings for Task LiStS ccccessccesssccesecceeseeceeeseeens 156 Table 24 Special Properties of a News Channel sssseessseessseeesseeessecessseessseeess 165 Table 25 Example of an Access Control List ACL ssessssesssseseeessesesssceceeessssssssees 193 Table 26 Individual Privileges Available in inxire ECM cccceesceesccescessceeecees 194 Table 27 Standard ACLS of inxXire ECM cccceseccesscccescecesccsecceescccesceeesceenscees 196 Table 28 Columns of the Work LISt ccccsesccsscccsscceescecesceseccensccescseesceeescees 204 Table 29 General Actions in the Work LiSt ccccessccsesccsescessscesscceesceensceescees 205 Table 30 General Attributes Of a ProCeSsS cscccesssccesscceessccesescceeecceenseceeeseeees 208 Table 31 States in the Publication PrOCeSS csecccesecccssscccsesccesscceeeseceeeseeees 213 Table 32 Steps Actions in
260. shows the editorial view immediately after it has been called using the link Edit Page see Figure 1 Beginner Expert INIRE Home Work List Folders Cebit 2010 aj Folders T Categories 5 Documents E Editorial Work E home E Images 9 Web Pages Help E Leisure E Misc E Cebit 2010 il E3 Exhibitors Eg Info CL Feedback yw Knowledge Bas Home Deutsch English Layout INIRE Leisure Misc News E News J Topics i Cebit 2010 Help User scott Portal wiew Logout Wastebasket Search Deutsch English Print View Sitemap Settings Help User scott Edit Page Logoi Topics LI Article Image WEE Hew Ki Exhibitors ps Cebit 2010 fl Figure 3 Accessing the Editorial View Example The portal page is embedded on the right of the screen and provides additional editing functions such as New A click on the List or Symbols tab displays the contents of the current directory in list or symbol form See Section 3 2 3 On the left of the figure you can see the folder hierarchy All folders under Web Pages form the categories and subsections of the portal the names in the portal can vary see Section 4 1 4 2 For the exact rules according to which the portal pages are formed from the folder contents see Chapter 4 Web Content Management 2 4 1 1 Main Navigation The main navigation is positioned horizontally at the top of the pa
261. sign a role in the work group to an ordinary group 6 4 3 Revoking Role Assignments As an example of removing a role assignment we will revoke the role Members from user scott in work group Demo 1 1 Open group administration See Section 6 1 2 In the navigation tree on the left navigate to the role here Members in work group Demo 1 3 Inthe list on the right flag the user here scott with a check mark and choose menu option Group Admin gt Remove Member P Group Members Group A Group E 4 Admins d Members eS Demo te Owner p Find Member Apr 2008 18 45 scott 4 Admins Members Add to Group _ Moderators Group E Group Inxire Figure 123 Revoking the Members Role From User scott The user s role is revoked Note The user possibly has other roles in the work group These role assignments remain intact Note The user is not deleted but remains in the system It is not possible to delete users using the inxire ECM interface see Administration Manual inxire ECM PAGE 183 User Manual 6 Group Administration 6 4 4 Removing a Role Before you can use a role in a work group you must first activate the role Then you can assign the role to users See Section 6 4 2 Of course you can also revoke roles from users see Section 6 4 3 However it is not possible to undo the activation of a role As an alternative we recommend that you revoke the role from
262. simultaneously in the wastebasket Note You should only use this function in exceptional cases since it makes intuitive working in the system more difficult Note Using the properties dialog you can determine all storage locations of an entry see Section 3 3 3 3 5 21 Adapting the Metadata Configuration Only a system administrator can configure meta attributes The site specific meta attributes see Section 3 3 6 are typically defined when the system is first set up Modifications during productive operation are only appropriate in exceptional cases and can only be carried out by the system administrator The figure in the following instructions shows the sample metadata of inxire ECM see Appendix 10 4 1 Login as system administrator system 2 Open the editorial view see Section 2 4 3 Using the main navigation call Admin gt Metadata Administration The metadata administration opens PAGE 74 User Manual 3 The Folders Metadata Administration General xl 7 1 m 1 Ei Name Mandatory Type Kole Topic serial Number O Integer Person in Charge User Work Group User imultii Wark Group frmulti Key Word List Key Word List riulti Category ud Categories imulti Text Area Dept in Charge Known Persons Known Groups Main Key Word Key Words Category Themes OOOOSsoOOod8 fF OoOOOOOO0O8 ad A T9103 7709 41 1 3 Comments q 7141111101014 q al T AATda
263. ssible actions e Wait The user starts a reminder process See Section 8 6 2 e Remind The system sends the user an e mail with the appropriate text This is a time controlled step e Expire The process is terminated automatically by the system after the third reminder e mail e Confirm The user confirms the process in the work list If this confirmation is not made up to three reminder e mails are sent 8 7 Typical Tasks The following instructions show practical examples for your daily work e Section 8 7 1 Creating New Portal Pages e Section 8 7 2 Revising a Portal Page e Section 8 7 3 Involving Reviewers e Section 8 7 4 Entering a Reminder e Section 8 7 5 Viewing Archived Processes PAGE 218 User Manual 8 Workflow Management 8 7 1 Creating New Portal Pages In order to create a new portal page you must write a Web article and store it in the appropriate folder in the portal area See Chapter 4 Web Content Management You may have to first upload images and other material from your PC You do not need a process to carry out these tasks as long as you have sufficient privileges in the portal area Otherwise you require the approval of an editor in the publication process We will illustrate this here using a city portrait as an example 1 Navigate to the required area in the portal here Leisure Deutsch English Print View Siternap Settings Help User scott a Edit Page Logout Home Leisure Misc
264. sssecsseessecsseeesseesseesseceseeeseee 61 Figure 45 Entering the NOW Nane cenir T TA 61 Figure 46 Copy Has Been Created ecascssecconszeved otavtadscstaseetdeawasassantavedetoctesscecauseghuensss 62 PAGE 9 User Manual Figure 47 Figure 48 Figure 49 Figure 50 Figure 51 Figure 52 Figure 53 Figure 54 Figure 55 Figure 56 Figure 57 Figure 58 Figure 59 Figure 60 Figure 61 Figure 62 Figure 63 Figure 64 Figure 65 Figure 66 Figure 67 Figure 68 Figure 69 Figure 70 Figure 71 Figure 72 Figure 73 Figure 74 Figure 75 Figure 76 Figure 77 Figure 78 Figure 79 Figure 80 Figure 81 Figure 82 Figure 83 Figure 84 Figure 85 Figure 86 Figure 87 Figure 88 Figure 89 Figure 90 Figure 91 Figure 92 Figure 93 Figure 94 RESLOMNS Deleted ENIES 2 ccscsarsiestvctueansiadedutnsdendeesensoeiieedsduansisivestesteeess 63 Selecting All Entries in the Wastebasket ccccesssccsescesscceesceensceeess 64 Deleting Entries Permanently From the Wastebasket cccssseceeeees 64 Downloade a ZIP ATCIIV Cicescor anc ecvepeesestuasheyae A 65 Download Dialog of the Internet Explorer ZIP Archive sssseeeeeeees 65 Save aS Dialog Internet Explorer ccccccccesseessseeeecccccceeeceesseeecceees 66 Properties Dialog RECUISIVE enored a A E 68 Publishing in the Properties Dialog esseessseesseesseesseessseesseesseesseeesseess 69 Security Screen in the Propert
265. sure eaj 4 08 Aug 2011 13 02 Ea j Technics aj 3 O8 fug 201 13 02 F je Topics WT Ar Work Figure 111 New Topic At work Under Web Pages Topics 5 7 3 2 Finding and Incorporating a Topic Each topic represents a term see Section 5 7 1 3 Therefore the name of the topic must be unique in the topic tree On the other hand a term for example car can belong to various superordinate terms for example technology traffic or leisure If you now attempt to create the same term here car under a second superordinate term you will see the message Object already exists Name must be unique You should instead find the existing topic and incorporate it here To do this choose the function File gt Find Topic 1 Open the Folders see Section 3 1 2 Inthe navigation tree on the left select the superordinate topic superordinate term under which the topic is to be incorporated 3 Activate the List or Symbols tab on the right and choose menu option File gt Find Topic A search dialog opens for topics iol x Search Topics Search for c T Topics T At Work T Leisure T Technics Close Figure 112 Finding a Topic PAGE 172 User Manual 5 Modules and Active Elements 4 Enter part of the name and choose the button Search You can use the wildcards any number of characters and one character Then click on the name to select the required topic For more informati
266. t You access the functions for manual re editing using the context menu See Section 4 5 4 3 This opens with a right mouse click in the content under Windows other operating systems may differ Do not forget to confirm your changes by choosing the Submit button Note The numbers in parentheses refer to the figure 4 5 2 Change Indicators The meaning of the colors e Red Text or image was deleted 4 5 e Green Text or image was added 8 e Yellow Hidden change For example a hyperlink may have been changed 6 You can see more information if you hold the mouse pointer over the colored item A short text appears with the date and type of change Note Comments and text sections that you have edited manually are also highlighted in yellow In Figure 74 you can see the following changes 4 This paragraph is missing in version Night Life 01 PAGE 108 User Manual 4 Web Content Management 5 Here a typing error has been corrected Text changes are displayed as a combination of deleting red and inserting green 6 The link was changed Most browsers show the new link in the status bar 7 This image was deleted As with text changes the old image is flagged as deleted and the new one as inserted 8 Here a word has been changed 4 5 3 Multiple Comparisons As long as you are only comparing two versions of an article the comparison is easy and can be handled intuitively It becomes more compl
267. t home Images 9 Web Pages E Help gt Leisure 15 Sl Rescan Article E Misc en xdoc Fy Cebit 2010 Compare Articles i E Exhibitors E Info GJ fanforum OJ Feedback ww Enowledge Ease 6 Sales Folders E News Reminder Process a TYE Hotes Size Make Versioned i 0 doc T Topics Figure 189 Tools Menu in the Editorial View Below we describe each group of menu functions Create News Channel This function appends a news channel to the flagged entry It is only available to the system administrator not in the figure You must select exactly one entry The properties dialog opens for configuration of the channel see Section 5 6 3 PAGE 268 User Manual 10 Appendix Create Synonym A new synonym is defined for the flagged topic category see Section 5 7 3 3 You must be in a topic tree see Section 5 7 and flag exactly One topic Then the properties dialog See Section 3 3 opens where you can enter the name title and publication period of the synonym Version and Lock Make Versioned Release Locks not in the figure This function converts the flagged documents into versioned documents See Section 3 5 4 You can flag one or more documents A dialog opens with which you can remove locks see Section 3 5 22 You must select exactly one entry If you select a folder then you can also release the locks for the documents and subfolders containe
268. t Caution The action cannot be undone View Details Opens a specialized detail view if available The following sections introduce the most important detail views Table 6 Actions That Can Be Applied to Notes 3 4 3 Detail View of Links A note of type Links Saves the hyperlinks and image references of a Web article see Section 4 6 The related detail view lists this information in table form Link Infos File Edit Tools Error Level wher System Work Group insire Associated Object Hannover night life en xdoc Folder Web Pages Misc Cebit 2010 Modification Date 09 Aug 2011 15 09 Type Name Path or URL Notes Link Type Error Flag New Path or URL Hannover _Bars_ 1 jpg Infa Include lmage Hannover _Bars_2 jog Infa Include lmage Cuabar_en xdoc Info Hannower_Ears_3 jpg Infa Include lmage Ernst August Brewerylen xdoc Into Hannover _Bars_4 jog Infa Include lmage Palo Palo_en xdoc Info Figure 22 Detail View of the Links in an Article The first columns Type Name Path or URL and Notes describe the target of the link The Link Type shows if it is an embedded image or video object Include Image ora hyperlink empty The remaining columns describe error Situations PAGE 46 User Manual 3 The Folders This screen can be accessed not only from the list of notes but also from the list of broken links see Section 4 6 1 There you can find a more detailed description see Section 4 6 1 5 3 4
269. t Article Template For detailed instructions see Sections 4 7 1 to 4 7 3 PAGE 85 User Manual 4 Web Content Management 4 2 1 Overview On the top part of the screen there are entry fields for e thename of the template e the language and e anarticle class Below these all available template elements are listed in a table These include the title subtitle and figure in title By clicking on a check box you can allow elements first column make them mandatory Mandatory or lock them against changes Unchangeable Subsequently authors can only use the template elements that have been selected They must include mandatory elements frequently the title image They cannot edit locked elements such as the company name The locked elements must already be filled with appropriate content in the template See information below Using the button Submit you confirm your entries and end the dialog By choosing Cancel you can exit the dialog without saving With the button Reset you delete all entries but remain on the screen 4 2 2 Language Each article template is linked to a specific language In multilingual portals therefore you must create a separate template for each language You cannot change the language of existing templates 4 2 3 Article Class The article class defines the purpose of the template In most cases it affects the display of the header and footer In many installations a separate article class
270. t The comment to be entered serves as a version comment for the new version when the changes are accepted see Section 3 5 5 Note The standard version of inxire ECM uses only soft locks user locks and locks on versioned documents The option Recursive Update is only available for folders If you flag a check box here locks are removed from all contents of the folder and its subfolders In the example above there is no lock visible for the folder but documents and subfolders within it may be locked 7 Confirm the dialog with Submit The selected entry and optionally any folder contents and subfolder contents are unlocked PAGE 77 User Manual 3 The Folders Note Using this function you can release process locks but you cannot end the process itself To do this go to the work list see Section 8 3 and call the action Cancel Process Note The system administrator can view locks in the properties dialog Security screen see Section 3 3 5 PAGE 78 User Manual 4 Web Content Management 4 Web Content Management 4 1 Introduction Web Content Management covers the maintenance of the portal contents using the editorial view All the portal articles and images and also the navigation elements exist as documents or folders in the content repository see Chapter 3 In the following sections we explain how you can use the editing functions in the Folders to create new portal pages or to adapt existing pages as required
271. t all published articles and images in the folder are listed First come all the articles in their short form title figure in title and abstract then all images in small format image gallery 2 Intro Article If the folder contains an intro article this appears before the list An intro article is a Web article whose name begins with intro 3 Index Article If an index article exists name begins with index only this article is displayed The article list image gallery and intro article do not appear 4 Downloads All other documents in the folder are provided for download on the right of the page 5 Published Only published articles images and documents are visible see below PAGE 80 User Manual 4 Web Content Management These rules apply for normal folders Special objects such as wikis or forums are subject to other rules see Chapter 5 Here too you can almost always create an intro article Note The navigation menus article lists and image galleries are sorted alphabetically by default However you can change this sequence by setting a Priority see Section 3 3 3 Entries with a priority appear first smaller values before greater 4 1 4 Published Or Where Is My Article The entries of the Folders do not appear automatically in the portal You must actively publish each individual article and each folder On publication you define for which period and for which languages the article or f
272. t into the editor e Copy amp Paste Alternatively you can import the contents by copying and pasting Select the text in the other application Use Ctrl C to copy it to the clipboard Use Ctrl V to insert it into the WYSIWYG editor To export contents use the procedure in reverse e After the contents are inserted the formatting is adjusted automatically according to the portal standards But be careful You should check all copied hyperlinks manually and upload images separately into the Folders see Section 3 5 2 e The footer contains two check boxes Display Anchors and Invisible Borders You can use these to display and hide anchors or table borders Try it out 4 4 7 Menu Elements of the WYSIWYG Editor 4 4 7 1 Edit Menu Icon Description Only activated if Label Undo Undo last change Content was previously edited e Reo Redo change Change was undone Cut Cut contents and place in Text image or table clipboard selected Keyboard shortcut Ctrl X Copy content to clipboard Text image or table selected Keyboard shortcut Ctrl C PAGE 94 User Manual 4 Web Content Management Description Only activated if Insert from clipboard Clipboard filled Keyboard shortcut Ctrl V Delete selected text image Text image or table or table selected Remove Link Remove link Cursor in a link Delete Metadata Remove metadata Cursor within a metadata placeholder placeholder E Delete Paragraph Delete complete par
273. t the ZIP archive and choose Open can differ depending on the browser The selection dialog closes again and the path of the new file is transferred to the field File Name You can select up to 10 ZIP archives or single files 6 Confirm the upload dialog with Submit The archives are unpacked and the files contained are uploaded to the Folders Note If the ZIP archive contains an RDF file under META INF meta rdf all the meta attributes defined there are copied automatically For a list of the supported RDF attributes see Appendix 10 2 3 5 14 Changing Properties Recursively You can view and with the appropriate authorization modify the properties of documents folders and other objects in the properties dialog See Section 3 3 Sometimes however you need to make the same change to all the contents of a folder and its subfolders for example modifying the publication date and the work group In this case the quickest method is to use the option Recursive Update demonstrated here with folder Documents Research 1 Open the Folders see Section 3 1 2 In the navigation tree on the left select the superordinate folder here Documents 3 Activate the List or Symbols tab on the right 4 Select your start folder Research and choose menu option File gt Properties rec The abbreviated properties dialog opens See Section 3 3 2 the option Recursive Update is set automatically PAGE 67 User
274. t upload the required images Upload File see Section 3 5 2 Alternatively you can also create an online survey see Section 5 2 Note Web articles are created and edited in the article editor Fora description see Section 4 3 for detailed instructions see Section 4 7 4 After this you return automatically to the layout preview and you can create further entries in the same way In the following example an image has been uploaded and used to create a Web article No 4 Leisu re View Process 0000 Edit Content Define Visibility Pass on to Editor es 15 Layout Deutsch English Print View Sitemap Settings Help User scott F Edit Fage Logout a Home Leisure Misc News Topics Preview Default Leisure P A CityGuide San Francisco en xdoc CityGuide San Francisco Paradise from quake to boom San Francisco The only place on earth Figure 150 New Article in the Folder Leisure PAGE 221 User Manual 8 Workflow Management Starting the process has changed the appearance of the screen See Figure 147 At the top right No 1 there is now a link to the process details see Section 8 4 Under the title No 2 a bar appears with your tasks see Section 8 2 4 And on the embedded portal page there is now an info text No 3 stating that this is no longer the original page that you are looking at but rather a private copy See Section 8 5 6 Note Using the link Portal View atthe
275. tadata of inxire ECM 1 gt Write protected metadata can only be changed by a system process or by the system administrator PAGE 276 User Manual 10 Appendix 10 5 Glossary 10 5 1 ACL Abbreviation for Access Control List The ACL together with the work group See Section 6 1 1 regulates access to the documents folders and special objects See Section 3 1 3 in the content repository See Chapter 7 Access Control 10 5 2 Article Editor The article editor enables you to edit Web articles see Section 4 1 2 You call it from the editorial view see Section 2 4 using menu option File gt Open See Section 4 3 10 5 3 Article Template An article template is the template for a Web article see Section 4 1 2 This defines which template elements title subtitle title image etc can or even must be used in the article The template may already contain some content See Section 4 2 10 5 4 Content Repository See Folders 10 5 5 Directory See Folder 10 5 6 DocBook DocBook is a universal media independent document format from the Organization for the Advancement of Structured Information Standards OASIS All text content in the portal is saved in DocBook format as a Web article see Section 4 1 2 References in Appendix 10 6 3 10 5 7 Document In inxire ECM a document refers to any type of file that is stored in the system Examples include Web articles PDF documents or images S
276. the editorial view see Section 2 4 Only logged in and authorized users can see this link The sections which follow introduce each of the different areas of the application Alternatively you can use one of the following links to look at a specific topic in detail Further Information e Section 5 1 Forum e Section 5 3 Wiki e Section 5 4 Document Share e Section 5 5 Task Lists e Section 5 6 News Channels and Subscriptions e Chapter 9 Search 2 2 Logging Into the System You can read the public contents of the portal without logging in However to gain access to protected information you must first log in with your user name Logging in to the system is also necessary if you wish to edit the portal pages or if you wish to switch to the editorial area editorial view see Section 2 4 You can access the login screen using the link Login on the top right of each page PAGE 16 User Manual 2 First Steps in inxire ECM Inxire ECM 5 1 Login scott Password e 6666666 Login Reset Deutsch English Guest Access Figure 2 Login Screen of inxire ECM Enter your user name and password and choose the button Login Alternatively you can choose not to log in and use the link Guest Access to view the public pages in the portal Note You can change the language using the functions at the bottom 2 3 Modules and Active Elements In addition to static information offerings the portal also contains active e
277. the actions column you can obtain further information see Section 3 5 18 File Edit Tools Error Level Owner _ system Work Group insire Associated Object Hannover night lifte _en xdorc Folder Web Pages Misc Cebit 2010 Modification Date 09 Aug 2011 19 31 Type Name Path or URL Notes Link Type Hew Path or URL am Hannover _Bars_1 jpq Infa Include lmage Hannover _Bars_ jpq Infa lnclude slmage Targed Moved Hannower_Ears_z2 jpg Fub Date Cuab xd Inf uabar_ en xdoc nfo Conflict Hannower_Ears_3 jpg Infa lnclude slmage ACL Conflict Ernst August Info Erewery_en xdoc Hannower_Ears_4 jpg Infa lnclude lmage Target Deleted Palo Palo_en xdoc Info Figure 80 Links of a Faulty Article PAGE 115 User Manual 4 Web Content Management The list contains all targets that are linked to in the article Broken relations are entered inthe column Error Flag The column Link Type in the center displays whether it is an include of the article that is an image or a video object or a link empty field The column Path or URL specifies the URL in the case of links to external websites and the relative path in the case of internal links In the example all links refer to the subfolder Info The column Error Flag describes the importance of the error The sum of the individual errors determines the overall evaluation which is shown at the top of the page asthe Error Level here Hard Error see Figure 79 T
278. the type Folder article survey etc Note The drop down menu to the right determines the page template Note The new entries are published automatically see Section 4 1 4 e edit For Web articles see Section 4 1 2 the article editor opens for surveys the survey editor opens see Section 5 2 2 and for other documents the upload dialog opens Upload see Section 3 5 2 e remove The entry is moved to the wastebasket Note If a publication process See Section 8 5 has been configured you can edit the entries even without authorization In this case a publication process is started after confirmation and you work with a copy of the data until approval is sranted see next section 3 2 5 Working in a Process During the course of a process see Chapter 8 you very seldom work with original data but usually with copies see Section 8 2 3 These copies are stored ina temporary work folder or they are appended directly to the originals revision mode In each case you can see a link to the process to the right of the title in the file manager for example View Process 0 No 1 in Figure 16 In most cases a task description is displayed No 2 see Section 8 2 4 PAGE 33 User Manual 3 The Folders News View Process 0 a Folders J Categories E Documents Edit Content Define Visibility Pass on to Editor Editorial Work E home List Images 9 Web Pages Help gt gt L
279. tion Open Other Base Article enables you to select an additional document An auxiliary dialog opens similar to Figure 71 where you can Select the new base article Click on the name of the required article there Note All flagged changes refer to the base article However the base article itself is not shown Note As a rule you should use either the current working version or the oldest version as the base article 4 5 4 3 Context Menu Working Space Reference Article Base Article Night Life Bars Rather Than Bits and Bytes Bars rather than bite aed hitac Eenes the cagyal lounge ta the traditional bre enter Windows at s night life Hot only during Ce Edit Text lmage et all day in the huge crowds OU Insert Remark You ve earned something eee Sen Figure 78 Context Menu in the Working Area The manual editing functions are concealed in the context menu You open this with a right mouse click in the text content under Windows other operating systems may differ In the working area you can e Center Windows This function aligns the reference article and the working area at the same text block PAGE 111 User Manual 4 Web Content Management e Edit Text Image An editing window opens The title and simple metadata fields are opened in a small text window formatted sections are opened in the WYSIWYG editor see Section 4 4 Note After editing the text block or image is displayed in yellow e I
280. tion tree on the left select the folder where the document or folder is located Activate the List or Symbols tab on the right and flag the required entry with a check mark You must select one entry only Then choose menu option File gt Copy and Rename alegories PS Documents Research ee Edit Tool Editorial Work mia Notes Size Web Pages 227K Web ermplates pdf il fe FE en xdoc 766 ppt Sok Z Copy fram lowe Figure 44 Calling Copy and Rename You are requested to enter the new name the dialog can differ slightly depending on the browser Explorer User Prompt X Script Prompt Mame Cancel LED Head Light copy pdf Figure 45 Entering the New Name Enter the new name and confirm the dialog with OK label can vary A copy of the selected entry is created in the same directory PAGE 61 User Manual 3 The Folders ategories Documents List Research a Fil Edit Toal Editorial Work LE eee a Type Name SIZE p headfire pdf ee FE Web emplates LEO Head Light pdf fe FE LED Head Light copy pdf ee FE Mews Feburary_en xdoac 756 Dvrernwiew 2070 ppt a kK Seoul Emitter jog Figure 46 Copy Has Been Created Note When you copy an identical object with the same properties is created Folders are copied with their entire contents including subfolders Caution In the case of a versioned document only the current version is copied see Figure 46
281. tiple screens tabs in the figure above e General screen Here you can find general settings such as name title and publication period see Section 3 3 3 e One or two special screens optional Depending on the entry opened one or two special screens are displayed for documents for example the Documents screen not in above figure For an overview of all special screens see Table 2 below PAGE 35 User Manual 3 The Folders e Security screen The settings for access control are stored here see Section 3 3 5 Note This screen is only visible in expert mode See Section 2 4 1 2 e Metadata screen The metadata screen displays the functional metadata such as keywords and description see Section 3 3 6 3 3 1 1 Navigating Between the Screens Depending on the situation different navigation elements are provided 1 When you create new objects you must go through the screens sequentially Use the buttons Next and Previous to switch between screens 2 Later if you open the properties dialog again tabs are displayed see figure above One click then takes you to the required screen Isl Submit To the bottom right of the page you can find the button Submit You must exit the dialog using this button in order to confirm your entries Otherwise all changes will be lost Note When you create new objects the button Submit only becomes active after you have worked through all the screens 3 3 1 3 Write Privileges Not al
282. tly assigned to the author Night Life 01 fll marked changes with respect to A Com pare Artic le 5 Might Lite 00 Working Space Ba rs Rat he r Than Rits Reference Article Base Article and Bytes X Night Life ll marked changes with respect to SK 1 Might fe OO Bars rather than bits and bytes From the casual lounge to the traditional brewery top tips for Hannover s night Ba rs Rat he r Tha n R its life 2 Editor 1 and Bytes 1 Author Bars rather than bits and bytes Frorsthe cacuellounge te thetracttonsl brewer top tips for Hannover s night life Not only during Cebit You ve been on your feet all day in the huge crowds You re hungry thirsty and tired you ve earned something nice Bars Rather Than Bits et uabar T EN ciling fans whirring the air easy Latin and Bytes American rhythms in the background all that s mehr Ears rather than bits and bytes From the casual lounge tN Ernst August Brewery to the traditional brewery top tips for Hannover s night life Fini his brewery is an institution in Hannover It still brews its own Hannd versch beer Hot only during Cebit You ve b feet all day i E E E net by hand It s brewed in accordance with the strict Ga the huge crowds You re hungry thirsty and tired you we earned something nice Submit Cancel Save Figure 88 Multiple Comparison with Correct Base Article 9 Accept whatever changes you wish By clicking on a sele
283. torial stuff for approval Withdraw cancel Cancel publication process Warning Any content modified will be lost Figure 152 Possible Actions in the Publication Process 8 Choose the action Submit Process Submit Publication Working Title San Francisco Editor please select Publication Date Expiration Date Process Language English US Comment Request for publication Subrrait Cancel Reset Figure 153 Submitting San Francisco City Portrait 9 Entera Comment and submit the screen Note You can also select an editor and propose a publication and expiration date see Section 4 1 4 A confirmation page is displayed The button Back leads to your work list where you can follow the further progress PAGE 223 User Manual 8 Workflow Management Work List User ID scott o My Tasks C Started by myself C Pending tasks Number of Results 1 Working Title Type Date person in charge Actions State 04 Aug 2071 Wi Waiti ug Editors ee wa aiting 13 04 Details for Approval San Francisco Publication Figure 154 Author s Work List After Submission Note For a description of the work list see Section 8 3 Note Since no specific editor was selected on submission only the role Editors appears inthe field Person in Charge 10 All editors of the relevant work group see Section 8 5 2 receive an e mail notification and see the following entry in their work list Work
284. ts of a Web Article 4 3 Article Editor In the article editor you can create and edit Web articles Web articles articles for short contain the text contents of the portal pages see Section 4 1 2 Article templates can also be filled with content here see Section 4 2 To open an existing article simply click on its name for example in the file manager see Section 3 2 Alternatively you can use the menu options Edit gt Edit orFile gt Open You can create a new article with menu option File gt New gt Article PAGE 88 User Manual 4 Web Content Management Article editor Cuabar_en xdoc Title Cuabar Figure in Title ex Abstract x Low ceiling fans whirring cool air easy Latin American rhythms in the background all that s Sections txt SH Low ceiling fans whirring cool air easy Latin American rhythms in the background all that s missing is the Buena Vista Social Club The Soe Cuabar Forget everything you ve T arar haard ahaniit train ctatinn Subrrit Cancel Save i Figure 64 Article Editor 4 3 1 Overview On the article editor screen you can see a list of entry fields one below the other in the figure above Title Figure in Title and Abstract Atthe end ofthe list you can find the actual text content under Sections You will frequently see either more or less than the elements shown above This is determined by the template Each article is created on the basi
285. u must have write privileges in the Task List The current approval status is displayed in the Status column list display see Figure 98 or as a tooltip of the task icon I when you hover the mouse cursor over the icon By clicking on the status or the icon you open the approval request Note If multiple approval requests exist for the same document a selection list appears first 5 4 2 5 Editing Functions For each list entry you can select from the following functions e Tools By clicking on this icon you open the Tools menu see below e Delete The document or folder is deleted after confirmation e J Status A click on this icon takes you to the approval request for this entry In the symbols view this icon replaces the Status column see Section 5 4 2 4 above The function keys at the end of the page always refer to the current folder e New Folder Here you can create a new subfolder e Upload File The dialog which follows enables you to upload one or more documents e Download ZIP The current folder together with all its documents and subfolders is downloaded as a ZIP archive PAGE 146 User Manual 5 Modules and Active Elements Using the icon amp Tools next to the entries you can access the Tools menu e Download ZIP The document or folder is downloaded as a ZIP archive e Upload and Overwrite Here you can overwrite the document this means upload it again from your local PC e Properties
286. uages English and German Description dc description Description of the document or folder Publication Date dc date Date time of publication in the portal see Section 4 1 4 Content Type dc format File type and optional character set in accordance with MIME standard only for documents for example text plain charset utf 8 Language dc language ISO 639 language code for example de Priority ioc sortPriority Controls the display sequence in the portal Entries with a priority appear first smaller values before greater Work Group ioc workGroup Name of the assigned work group for example inxire PAGE 259 User Manual 10 Appendix Access Control List ioc acl Internal designation of the assigned standard ACL see Section 7 3 Extended privileges are not saved Table 35 RDF Attributes in inxire ECM PAGE 260 User Manual 10 Appendix 10 3 Menus in the Editorial View On many screens in the editorial view there is a menu bar above the lists and directories which contains important editing functions See Section 2 4 2 1 These menus are described below in detail Note Many of the functions can also be called using the context menu see Section 2 4 2 2 10 3 1 General Notes The figures show the menus as they appear to a regular user Special actions which are restricted to the system administrator are not shown but are described in the tables All menu options shown in gray are inactive that is they
287. uests for documents See Section 5 5 1 3 can also be entered PAGE 156 User Manual 5 Modules and Active Elements 5 6 News Channels and Subscriptions Home Leisure Misc News Topics Cebi e Feed back Fan Forum Feedback Search for Search Knowledge apace Posts Last post Author Testing the moderation 15 May 2011 14 51 Monika sales hiy comments 27 Jan 2011 14 57 Fritz Folders i Base Hew Thread Figure 101 Subscribe Button in an Online Forum 5 6 1 Introduction A news channel sends e mail messages at regular intervals with information on new or changed contents in the portal All logged in users can subscribe to the news channel Any number of news channels can be set up to cover different areas of the portal for example the news area or an online forum News channels are set up by the system administrator see Section 5 6 3 5 6 1 1 News Channels The administrator can set up a news channel in any public or private area of the portal We distinguish between three types of channels e Online Forum News channel for an online forum see Section 5 1 e Newsletter New articles are created primarily for the news channel and are sent in the form of a newsletter As a rule the system administrator configures an online archive There you can read older issues see Section 5 6 3 3 e Update Info The news channel covers a specific area of the portal The subscribers are informed of all new and chang
288. ums 8 5 6 Copy and Original In this process you can only edit copies Therefore you work in a temporary work folder reviewer or in revision mode author and editor For a general introduction to work folders see Section 8 2 3 PAGE 215 User Manual 8 Workflow Management 8 5 6 1 Author and Editor Authors and editors work directly in the portal area of the Folders see Section 3 1 1 To edit existing contents you must first reserve them menu option Edit gt Reserve When you do this a copy is created and appended to the original revision mode see Section 3 2 5 2 The contents in copy can be edited normally following reservation The complete layout preview functionality is also available with the usual editing functions see Section 3 2 4 2 Using the link Portal View at the top of the page you can view a Web display that is visible only to you Try it out San Francisco View Process ij Revise Content Check Visibility Decide List File Edit Tools Please revise the submitted content You can make corrections as well i Leisure ban Francisco a Type Name Hotes Size Date Images E mag 1 E Images 5 4 17 Aug 2011 14 41 Restaurants deleted Misc 2 Cal Retort af 17 Aug 2011 12 45 i Mews m amp SghtSeSIAG modified Of 17 Aug 2011 15 25 Topics 4 w CityGuide San Francisco_en xdoc 4 A 4073 17 Aug 2011 14 49 ebTemplates Figure 144 Change Indicators in the File Manager Information on change
289. un 2 008 13 17 system Group E Demo 1 18 ug 2011 11 48 system Dermo E OS3 jun 2008 13 18 system Group El Figure 129 Deleting Work Group Demo 1 Note If the work group is incorporated in the group hierarchy at several points you can select any of the superordinate work groups Flag the required work group Demo 1 with a check mark and choose menu option Group Admin gt Assign Doc Folds to Other Group A pop up opens with the group hierarchy iol xi Work Groups i Groups F F fe Group E E inxire Close Figure 130 Selecting Replacement Group Group A Select the replacement group here that is the work group to which all documents folders and other objects are to be assigned click on the name here Group A Note Open any closed areas by clicking on the plus sign The contents are assigned to the replacement group PAGE 188 User Manual 6 Group Administration 3 Assign all subgroups if any exist to a different work group a Navigate to the work group click on the name here Demo 1 In the central window all subgroups and active roles are listed Eo Group Members Group i Group E Group Admin Admins P 4 T Members Demo 1 A Admins M1 i Admins 16 Aug 2011 11 48 system Demo 1 4 T Name Date Owner Group 4 Members B Members 16 4ug 2017 11 48 system Demo 1 4 Moderators i Ge Moderators 16 Aug 2011 71 59 system Dero 1 a Group C v4
290. unction Tools gt Image Properties The image editing dialog opens Here you can define the width height caption title and other image properties The image editing dialog is described in detail in Section 4 4 8 5 There you can also find out how to create hyperlinks for individual parts of an image Alternatively you can create a hyperlink to the whole image Use the function Insert Link directly in the WYSIWYG editor 4 4 4 Editing the Abstract The formatting options for the abstract are limited You cannot use images or bulleted lists here 4 4 5 Submitting and Saving Have you made changes Do not forget to confirm your changes by submitting the screen The button Submit is on the bottom left of the page Caution Initially the changes are only effective in the article editor or Compare Articles screen They are not saved permanently in the Folders until you submit the main screen To discard all changes and to close the WYSIWYG editor use the button Cancel Using the button Save you can save your work at any time without leaving the editor The entire article including the contents in the main window is saved PAGE 93 User Manual 4 Web Content Management 4 4 6 Tips and Tricks e Drag amp Drop You can drag contents from another application into the WYSIWYG editor Select the text for example in Microsoft Word press the left mouse key over the selection and while holding down the mouse key drag the tex
291. up A Oo Group Al o Group Az e Group B Group BL The implicit roles are as you would intuitively expect 1 Members of work groups Group A1 and Group A2 are also members of work group Group A see Figure 115 2 Similarly members of Group B1 are also members of Group B PAGE 178 User Manual 6 Group Administration 3 An administrator of work group Group A can also administer Group A1 and Group A2 see Figure 116 4 An administrator of Group B can also administer Group B1 The following figures show the implicit roles in the application Group Members T Admins Group Admin Members P ee eae 4 T Name Date Owner Group ACL Group AY Group E 6 Members O3 jun 2008 13 18 system Group Al world readable Group C E Members O3 jun 2008 13 18 system Group AZ world readable i insire Figure 115 Implicit Members ofa Work Group Eo Group Members Group A 4 Admins Group Admin a T Name Date Owner Group ACL ie a Admins O3 jun 2008 13 17 system Group A world readable i Members a Moderators l i 4 Reviewers Group Az a e p Figure 116 Implicit Administrators of a Work Group Note For site specific requirements additional implicit role relationships can be set up for example all editors role Editors can be automatically entered as members role Members 6 4 Typical Tasks You can carry out many administration tasks quickly and easily using the Group Adm
292. up hierarchy see Section 6 4 10 Creation Date Date on which the object was uploaded or generated Modification Date Date of the last change Published Check box indicates that a publication date has been set If you flag a previously unchecked box the current date is automatically set as the publication date PAGE 38 Set or remove the check mark User Manual 3 The Folders Page template in the portal Edit As a rule you can leave Default Publication Date Start of the publication period Set edit remove Without a publication date the object is not visible in the portal Expiration Date End of the publication period Set edit remove If nothing is specified the object is published indefinitely Caution As a rule an object is automatically moved to the wastebasket 30 days after the expiration date Priority Controls the sequence in the portal Set edit remove Entries with a priority appear first smaller values before greater Note Use as few priority levels as possible for example 1 2 and 3 Entries with the same priority or no priority are automatically sorted alphabetically Recursive Update Optional check box only if multiple Set or remove the objects are edited or File gt check mark Properties rec is called If this field is selected when you submit the dialog your changes are not only made to the opened object or objects but also to the contents of all folder
293. ust the source do not open or G While files from the Internet can be useful some files can potentially save this file What s the risk Figure 32 Download Dialog of the Internet Explorer 4 Choose the option Save The subsequent dialog can differ depending on the browser and operating system Usually you have to define a location to save to for example the desktop you then check the file name and choose the button Save 5 Edit the saved file on your PC 6 Finally upload the document to inxire ECM again see Section 3 5 2 a Inthe inxire ECM Web application open the folder in the content repository where the document is located see above PAGE 53 User Manual e 3 The Folders Select the list or symbols view and flag the document with a check mark Call the menu option File gt Upload The upload dialog opens in overwrite mode Upload This file will be owerwritten Qyergew 2070 ppt Force Overwrite W File Mame Browse Submit Cancel Reset Figure 33 The Upload Dialog in Overwrite Mode Click on Browse label can differ depending on browser and select the revised file in the subsequent dialog The path of the local file is transferred to the field File Name Finally Submit the upload dialog The content of the document is overwritten with the content of the local file 3 5 4 Converting a Document Into a Versioned Document The advantage of versioned documents is that old v
294. w contents but only administrators can change existing contents All users can read contents visitors World open Writable All users can upload and edit contents everybody is a team member World open All users can upload new contents but only administrators can change existing contents Table 21 Typical Security Settings for Document Shares Note As a rule team members should also be granted write privileges for existing contents Otherwise only system administrators and the administrators of the work group role Admins can update or delete documents and folders 5 433 PublishingAgent Documents and folders that are not uploaded via the portal but by other means for example via a network drive See Section 3 1 5 are not immediately published and are not displayed in the portal See Section 4 1 4 The PublishingAgent publishes these contents automatically to make them visible usually within 10 minutes The PublishingAgent is configured by the system administrator using external tools See Administration Manual inxire ECM Consult your system administrator 5 4 3 4 Tips and Tricks e The document share object is also a folder You can save an intro article see Section 4 1 3 in it as a welcome text e In addition to task lists document shares can contain other special functionalities such as wikis or forums see Section 5 3 or 5 1 e If users wish to be informed by e mail about new documents simply
295. w that user s work list However you only see the processes for which you have read privileges See Section 7 2 2 Alternatively you can clear the field symbol X and use one of the following search options e Work Group Only the processes of the selected work group see Section 6 1 1 are displayed You can choose to include subgroups check box e Working Title Here you can carry out a specific search in the working title Enter a word of the title You can use the wildcards and word search see Section 9 1 2 e Last Modified Date of the last change to the process The entry fields define the start and end dates for the search PAGE 202 User Manual 8 Workflow Management e Target Folders Doc You use these to filter by the folder or document which the process is dealing with In the publication process see Section 8 5 for example this is the folder in which contents are to be published e State You can select running finished and archived processes System administrators also have the option to filter suspended or faulty processes Note Some fields cannot be edited directly Click on the symbol amp edit A selection dialog opens Using the symbol clear you can remove the current value 8 3 3 What Is Displayed A short explanation of the table columns e Working Title Each process has a working title It is defined by the initiator Note By clicking on the working title you open the
296. work folder if one exists see Section 8 2 3 Type Type of process Per default a publication process and a reminder process are available see Section 8 1 2 Date of the last change last action Initiator User who started the process only visible in expert mode curr Actor The user who is currently responsible see Section 8 2 2 only visible in expert mode For system controlled states for example time controlled steps user system is displayed Note In some cases the responsible role see Section 6 1 2 is shown in parentheses PAGE 203 User Manual 8 Workflow Management Reserved by User who reserved the process only visible in expert mode See action Reserve Process Person in Charge In beginner mode this column combines the two columns curr Actorand Reserved by Actions Drop down menu with editing functions for example to forward the process to the next responsible person see following section Appears only if you have sufficient privileges State Degree of completion as a graphic followed bya descriptive text The color of the dots indicate the rough states of the process aS running green suspended yellow error red finished gray and archived light gray Note This column has a link to the process details see Section 8 4 Table 28 Columns of the Work List 8 3 4 Actions As the person currently responsible or as an administrator you can edit a process This means on th
297. ws Topics At Work Co mpu ter Documents e J Travel by Technics Car Cuabar Leisure a Low ceiling fans whirring cool air easy gt Computer 5 Latin American rhythms in the background all that s more Ernst August Brewery This brewery is an institution in Hannover It still brews its own Hanndversch beer by hand It s brewed in accordance with the strict more Palo Palo Figure 107 Navigation in the Topic Tree Portal 5 7 1 Introduction In a topic tree the terms called topics or categories are arranged hierarchically Articles and other contents can be assigned to these topics or categories A user can navigate using the topics and display assigned contents Topic trees can be used both in the portal view and the editorial view In the portal you will often find articles linked with topics tagging In the topic tree the articles are listed in short form See Figure 107 Conversely a list of the assigned topics if there are any appears next to each article see Figure 108 PAGE 166 User Manual 5 Modules and Active Elements Misc News Topics Cuabar Low ceiling fans whirring cool air easy Computer Latin American rhythms in the background all that s Leisure Low ceiling fans whirring cool air easy Latin American Figure 108 Topic List of an Article in the Portal In the editorial view you can also navigate using the topics and display all linked
298. ymbol takes you to the version history see Section 3 5 6 3 5 5 Editing a Versioned Document Before editing a versioned document you must reserve it Then you can carry out any number of editing steps Your changes only become visible for other users after you have released them and thus generated a new version For an introduction to versioned documents see Section 3 1 4 The following instructions describe the exact procedure mN Open the Folders see Section 3 1 In the navigation tree on the left select the folder where the document is located Activate the List or Symbols tab on the right Flag the versioned document with a check mark and choose menu option Edit gt Reserve PAGE 55 User Manual 3 The Folders ateqories Documents List Research Editorial Work home File Edit a Notes Size Images F Web Fages mi A 227K WebTemplates ma h 227K m3 amp D4 E m5 E Figure 36 Reserving a Versioned Document You are requested to enter a reservation comment Other users can view this comment in the version history see Section 3 5 6 5 Enter a reservation comment and confirm the dialog with OK label can vary The document is reserved exclusively for you 6 Carry out any editing steps required You can edit a reserved document in the normal way All menu options are available Note You are working on a copy of the document This means that other users cannot see your changes 7
299. your information This means that you can see exactly which documents and folders you have changed or deleted examples in Section 8 5 6 You can obtain more information as an info text if you position the mouse pointer over a change PAGE 34 User Manual 3 The Folders 3 3 Properties Dialog If you need more information than that available in the lists and directories of the editorial view you can turn to the properties dialog Here you can view all properties of documents folders users work groups and other special objects see Section 3 1 3 Or maybe you wish to change settings The properties dialog can help here also You need it for renaming folders for publication of articles configuration of wikis and forums and for the maintenance of metadata Within the Folders you can access the properties dialog using the menu options File gt PropertiesorFile gt Properties rec Within group administration see Section 6 1 you can find it using the menu options Group Admin gt Properties and Group Admin gt Search Group User 3 3 1 Overview Properties General Name Mews Title German Aktuelles Title English Mews Type Folder Folder Web Fages Creation Date 03 Jun 2008 13 13 Modification Date 42 Feb 2011 21 24 Published M as Defauk Publication Date O3 Jun 2008 00 00 Expiration Date Priority Submit Cancel Figure 17 General Properties of a Folder The properties dialog consists of mul
300. zardetaessackuved E TE 27 S34 VerSiOned DOCUMENTS iari nren ra E N 28 3 1 5 WOrKINE FONT TOUT PC voceri na eee AO E 28 EMONA O a a T E E A 28 3 2 1 OVEN IEW ariane OTER OONO OTTE 28 3 2 2 NV aoM iol ha wee em DRO ne ene ee ee en eo 29 3 2 3 VICWS Sess fal cas Stsipaiaevaa tian E dasa slcua T O a 29 3 2 4 E CGPS FUNCOM Soses 32 32 5 NV OTIS ira Proces S esner rer Eaa 33 Properties DIQlOS iecs dzscdsscuaseueseetddbacediVedateaandsesdavaaeetonidubaseasdeetennagiacsaaces 35 be al OVENI OIN ora E 35 3 32 MUTE O DI GCUS se cssssacheudacteahoccduan sete deatecenasb ad oaueatocciuamaetedseoteceaaays 37 3 333 SCE GOTO ea a 37 3 3 4 Sereen DOCUMEN secsi arn E EE 40 3 3 5 Sreem SEC UNITY eiaa A O ee aiteds 41 3 3 6 SCHON WEA Cal a ates acemacsberetacsuhcGaceuieccuseiecsedcasercteciavicGnsussccanseuentwaces 42 NOTE Sarrera E a canis aausesed eee tewedaunescaaeneas amesesueeees 43 3 4 1 HV EROCUIC HOV seers icseicte ovsevehs iubinta E a ities aneeieaeed 43 3 4 2 VIEW NOLES sicccuseeacisiounieiensmecestiensacucioscicsnainaaxeeacncteaeua Gara eaintee 44 3 4 3 Detail View OF LINKS cxtscsscctwsspccdeioeacstusveoedbosv bas guensendohevtedsansrbeedouerses 46 3 4 4 Detail View for Image Audio and Video Metadata cccceesceees 47 3 4 5 Detail View for ProC SSES suscipiens n 47 3 4 6 Detail View of a Pending Update ssseessseeessseesseeesseseessecessecesseeesses 48 TVD ICA MASKS arera a E EOE E AOT 48 3 5 1 CTE ALi a NewFo
301. zations Note Not all of the functionality described here is available in every installation 2 4 Editorial View The portal pages are maintained in the editorial view This is a separate application to which only logged in and authorized users have access You access the editorial view using the link Edit Page atthe top of each portal page except in forums wikis and other special areas To return to the portal choose Portal View The editorial view provides a glimpse behind the scenes e Images are stored separately from the articles for example in an image database or in a hidden folder e Articles can exist in multiple language versions or just one article for all languages e Each change made to a page in the portal undergoes a multi step approval process depending on the configuration e There are temporary work spaces for editors and reviewers and private areas for each user e Anaccess control regulates the visibility of each article and each category in the portal Only the editorial view provides you with a good overview of all this information Besides editorial maintenance of the portal pages the editorial view is also used for administrative tasks such as the administration of user groups see Chapter 6 and the configuration of online forums wikis and other special functionalities See Chapter 5 PAGE 18 User Manual 2 4 1 Page Structure 2 First Steps in inxire ECM The following figure

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