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1. Workshare 100 Workshare Professional User Guide 4 n the Options area select the way in which you want to save the Redline document from the following New Document To save the Redline document as a completely new document If the Redline document has not been saved before and you selected Save a New Document in the Save Document dialog box this is the only option enabled Replace Original To replace the original document of the comparison with the Redline document This option is only enabled if the Redline document has been saved before and you selected Save a New Document in the Save Document dialog box New Version To save the Redline document as a new version This option is only enabled if the Redline document has been saved before and you selected Save a New Document in the Save Document dialog box Related Document Interwoven DMS only To save the Redline document as a related document related to the original or modified document This option is only enabled if you selected Attach Relate to Original Modified Document in the Save Document dialog box New Sub Version Hummingbird DMS only To save the Redline document as a new sub version This option is only enabled if the Redline document has been saved before and you selected Save a New Document in the Save Document dialog box Attachment Hummingbird DMS only To save the Redline document as an attachment to the original or modified document This option
2. Generate Confirmation Report d Skip Cleaning PDF Conversion Convert to PDF Double click to apply and preview m me 6 Select an attachment for which you will specify options or select Select All to select all attachments You can clean different documents in an email with different options by selecting attachments individually 7 In the Action Summary area select the Remove Track Changes and Remove Comments checkboxes to remove track changes and comments from the document Depending on the settings in the Workshare Configuration Manager these actions may be selected by default 8 If enabled by your administrator select Details The Remove Hidden Data tab is displayed showing the full list of hidden data types that can be cleaned Workshare 119 Workshare Professional User Guide 9 Protecting Email Attachments Chapter 9 Protecting Email Attachments Workshare Professional Alert Actions Hidden Data PDF Workshare Version 4 5 A Remove Hidden Data V Select All Hidden Data Risk 7 High Risk Elements i Clear All Previous Authors m Employee Records doc High O Accept All Changes And Turn Off Track Changes BEND O Delete All Comments Delete All Hidden Text cB Q4 Financial Results doc Medium Delete All White Text Sake LI Delete All Text Smaller Than Spt Turn Off Autoversioning Delete All Versions Remove Links Remove Hidden Slides Delete Speaker Notes c Medium Risk Ele
3. J D uist view Search Ready Line 17 Column 22 Workshare Panel Change Summary Window Redline Document The name of the Redline document is displayed in the Workshare DeltaView title bar The format is as follows WSComparison_ name of original document name of modified document Only one Redline document can be viewed in Workshare DeltaView at one time The different areas of the Workshare DeltaView work area are described in the following sections Workshare 85 Workshare Professional User Guide Redline Document The Redline document shows the results of the comparison between the original document and the modified document Changes are marked according to the rendering set applied to the comparison For example deleted text could be red and struck through and added text could be blue and underlined You can navigate between the changes in the Redline document and edit the Redline document to take account of changes if required You can also save and print the Redline document as well as send it by email All of these options are described in Working with Redline Documents page 93 Workshare 8s 7 Comparing Documents Using Workshare DeltaView Chapter 7 Comparing Documents Using Workshare DeltaView Redline Summary At the end of the Redline document you can see a summary of the comparison and a list of the changes found Document comparison done by Vorkshare Professional on Monday October 17 2005 3 4
4. s Deleted T Standard Y cjl F Move Destination er Delete Prompt to Save Changes M Cancel Apply Help on which you want to base a new rendering set 3 Configure or modify the parameters for the rendering set as follows From the Rendering Set drop down list select the rendering set you want to modify or e Click a category in the left pane to display parameters for that category in the right pane e Configure the parameters as required Categories and their parameters are described in Rendering Set Parameters page 148 displayed Type in the name of the new rendering set and W orkshare Professional will save your current configuration Cancel Help Click Save As in the Rendering Set Management page The following dialog box is 5 Enter a name for the rendering set Enter the name of an existing rendering set to overwrite a rendering set or enter a new name to create a new rendering set Do not use the following characters when naming rendering sets lt gt V Wor 6 Click OK Workshare Workshare Professional DeltaView User Guide 147 Deleting Rendering Sets In the Rendering Set Management page of the Rendering Set Manager select the rendering set to delete from the Rendering Set drop down list and click Delete RENDERING SET PARAMETERS The parameters for rendering sets are grouped into the following categories Comparison Options page 149 Redline Options
5. Display Document labels If selected the names of the original and modified documents are displayed above them Synchronize Documents on If selected clicking a paragraph in any document scrolls Navigation all three documents original modified and Redline to that point Redline View Page Layout View When selected the Redline document is displayed in page layout view Highlight Changes on When selected changes are highlighted in the Redline navigation document when you navigate to them For example by selecting a change in the Change Summary window 3 Parameter All Views Zoom Click OK 9 Workshare Description Enables you to select the magnification of the source documents and the Redline document as they appear in the Workshare Professional DeltaView main window You can select from 25 to 200 105 Chapter 8 Managing Content Risk in Documents This chapter describes how to view and navigate through the track changes comments and footnotes that may have been added to a document Additionally you can display a report of all the content risk in a document and remove selected content risk from a document It includes the following sections e Overview below introduces the ways in which Workshare Professional enables you to protect documents by viewing and removing sensitive content risk e Displaying Content Risk in Microsoft Word page 106 describes how to discover all content risk in a Micro
6. Importing Response X65896v3 Interwoven8 Social security numbers created in office 2000 doc NRemove Selection Name Response Enter the name of the person who sent the response po SENT VERSION The response you have chosen is an intelligent document It will be compared against version 3 of the original document NOTE If you are working with a document not saved in your DMS or that does not have previous versions there may be a drop down list of previous drafts of the same document that were sent for review fJ Workshare 47 Workshare Professional User Guide e 5 Managing Responses 4 Workshare Chapter 5 Managing Responses e f the response is not an intelligent document meaning it does not include an identifying tag Workshare Professional does not recognize to which version of the original document the response relates and the Import a Document page is displayed as follows Workshare Workshare Home Back Help Home Back Help 5 Import a Document Select Document Import a Document Select Document Importing Response 60 2 Workshare Quick R eference Importing Response Guide doc Draft Review TGW120450 NRemove Selection NRemove Selection Name Response Name Response it Ma of the person who sent the Enter the name of the person who sent the response ine o Eee SENT VERSION The imported response will be compared against a version of your d
7. MUTET Would you like to remove the all the hidden data categorized e under High 4 Click Yes The hidden data is removed from the document and the Content Risk page of the Workshare Panel is redisplayed showing the new details of the content risk in the document DISPLAYING CONTENT RISK IN MICROSOFT EXCEL AND POWERPOINT Workshare Professional integrates with Microsoft Excel and PowerPoint to provide an option to discover and view content risk in a document Content risk can include both of the following e Track changes comments and footnotes e Administrator defined content risk For example document properties such as title subject and author Workshare 108 Workshare Professional User Guide e 8 Managing Content Risk in Documents Chapter 8 Managing Content Risk in Documents You can display a comprehensive report of all the content risk in a document To discover content risk in your Microsoft Excel or PowerPoint document 1 Open your document in Microsoft Excel or PowerPoint and click Discover Content Risk in the Workshare Panel NOTE The document must be saved in order for Workshare Professional to discover content risk If you have not saved your document a message is displayed prompting you to save Click Yes Workshare Professional queries the document to determine the content risk contained in the document This process may take a few moments if your document is large or if it contains large amou
8. Word Document C PDF Ul Select Email Settings Choose the filing settings to apply to the Email M File Email on Send After clicking Create Email an email is created and the BCC field in the email message window is populated with the email address of the email folder of the appropriate Matter workspace Workshare determines the appropriate Matter workspace according to the Matter property of the document sent for review In order for this functionality to work correctly ensure the following e Matter workspaces must have a Matter property e A Document folder within a Matter workspace must have an email address specified e The document being sent for review must have a Matter property Workshare 34 Workshare Professional User Guide Chapter 4 Receiving Files for Review This chapter describes the options available when a document is received for review It includes the following sections Overview below introduces the review functionality of Workshare Professional Returning a Reviewed Document page 37 describes how to return a document after reviewing it Displaying Content Risk page 38 describes how to display a report of the content risk in a document Incorporating Changes page 38 describes how to view your proposed changes and also how to import your changes into the original document Removing the Review Copy Status page 40 describes how to remove the Review Copy status from the reviewed documen
9. My Recent Documents Desktop p EN My Documents My Computer i a in File name wS BinaryComparison Financial Information Fi aces Files of type Workshare DeltaFile Cancel 2 Navigate to the location where the comparison is saved and select the WDF file you want to open 3 Click Open The selected comparison is opened in Workshare DeltaView The source documents and the Redline document are displayed Workshare 103 Workshare Professional User Guide CONFIGURING USER PREFERENCES User preferences define the behavior of Workshare DeltaView in certain circumstances For example you can specify the view of the source documents and the Redline document To configure user preferences 1 From the File menu in the Workshare DeltaView main window select Preferences and then User Preferences The User Preferences dialog box is displayed User Preferences Select the options to specify how Workshare Professional should work Source Documents Page Layout View V Display Document labels v Synchronize Documents on Navigation Redline View V Page Layout View v Highlight Changes on navigation All Views Zoom 7 100z omoa 2 Select and deselect options as required The options available are as follows Parameter Description Source Documents Page Layout View If selected the source documents are displayed in page layout view
10. Or Browse to select a document to compare against N Browse When working with a DMS Workshare Home Back Help Compare Information This document is Audit Report Select Document Browse to select a document to compare against x Browse When not working with a DMS 2 Select the document against which you want to compare the open original document in one of the following ways e Select a version of the document from the drop down list This option is only available when working with a DMS NOTE If you are working with a document not saved in your DMS or that does not have previous versions there may be a drop down list of previous drafts of the same document that were sent for review e Click Browse and select a document from your DMS or locally Workshare Workshare Professional User Guide 79 7 Comparing Documents Using Workshare DeltaView Chapter 7 Comparing Documents Using Workshare DeltaView The Compare page is displayed as follows Workshare Home Back Help Compare Information This document is Financial Information Select Document Selected Document Audit Report N Remove Selection Comparison Option Please select how you would like your comparison displayed workshare default Iv Open in DeltaView zd Compare TIP If you want to change the selected document click the Remove Selection link and select a different document 3 f require
11. C Pages from I to 7 3 E 2 2 v Collate C Selection Print Redline in black and white Only print pages with changes Cancel 2 Select from the standard print options in the usual way 3 If you are printing to a black and white printer select the Print Redline in black and white checkbox as color text may not appear clearly when printing in black and white 4 f you only want to print pages of the Redline document that include changes select the Only print pages with changes checkbox 5 Click OK Saving Redline Documents You can save the comparison as a Workshare Professional DeltaFile WDF which contains all three documents original modified and Redline You can also save just the Redline document as a DOC RTF HTML TXT or PDF file You can save the Redline document to your DMS or locally The following procedure describes how to save to DOCS Open as an example To save the Redline document 1 From the File menu in the Workshare DeltaView main window select Save Comparison or click Save in the Workshare Panel The Save Document dialog box is displayed 7 Comparing Documents Using Workshare DeltaView Chapter 7 Comparing Documents Using Workshare DeltaView NOTE Clicking Save Comparison when you work with a DMS starts the DMS To save locally hold the Shift key down when clicking Save Comparison Save Select the option for saving the selected document y What do
12. Content risk 18 Content Risk Protection 9 Copying Text 58 DeltaFile 97 102 Displaying Changes 51 DMS 12 97 DOCS Open 102 Document Restrictions 10 123 124 126 128 Document Selection dialog 81 Documents Comparing 16 18 23 27 66 Email Protection 115 Emailing Redline 75 9 Workshare Procedure 75 External Restriction 10 123 126 128 Following Up Changes 60 61 Full Restriction 10 123 126 128 Go To 94 Hidden Data Report 18 Hidden Data 16 Report 16 Hidden Data 19 Hidden Data Report 19 Hidden Data Cleaning 23 Hidden Data Cleaning 31 Hidden Data 106 Hidden Data Report 106 Hidden Data Cleaning 106 Hidden Data Cleaning 110 Hidden Data Cleaning Options 111 Identification Tags 23 47 Importing Responses 42 Automatic 43 Manual 45 Procedure 45 Incorporate Changes 15 18 Launching Workshare 14 Lotus Notes 115 Manage Changes 42 59 Menu Workshare 15 Microsoft Outlook 115 Modified Document 12 96 162 Navigating 93 Navigating Changes 70 No Restriction 10 123 126 128 Offline 144 Original Document 12 58 Padded Cells 160 Panel 17 PDF Format 23 25 28 75 120 Person View 52 PKZip 116 Print 71 99 Printing Redline 71 Procedure 71 Receiving Files for Review 35 recently used file 82 Redline 12 51 58 69 82 96 99 100 103 145 150 151 Copying Text 58 Email 75 Print 71 Save 72 Rejecting Changes 61 Procedure
13. Document A You can then swap the original and modified documents so that Document B is now the original document and Document A is the modified document Workshare Professional automatically re runs the comparison comparing Document B to Document A and presents the changes made to Document B To swap the source documents Click Ai in the Workshare DeltaView toolbar to swap the source documents Workshare DeltaView automatically runs a new comparison using the modified document as the original document and the original document as the modified document The new Redline document is displayed in the Workshare DeltaView main window Editing Redline Documents In order to edit the Redline document you can open it in Microsoft Word and use all standard Microsoft Word functionality to edit the document as required To edit the Redline document 1 From the Edit menu in the Workshare DeltaView main window select Edit Redline The Redline document is opened in Microsoft Word as an RTF file with the default name Redline rtf All the changes are displayed 2 Edit the Redline document as required 95 7 Comparing Documents Using Workshare DeltaView Chapter 7 Comparing Documents Using Workshare DeltaView 3 Click Save to save the document By default Redline rtf is saved in a temporary folder Do not change the name or location In Workshare DeltaView the following message is displayed Workshare The Redline document has bee
14. Furthermore it System DMS enables a user to monitor and control modifications to a document while it is worked on by others Original Document The document at the center of activity This document can be compared against other documents or sent for review The original document always stays in the DMS Response A document that is returned after having been reviewed This document includes proposed changes to the original document Modified The document that is compared against the original document The Document modified document is usually a copy of the original document that has been altered perhaps by another user Redline Document The document that results from a comparison of two documents for example the original document and an earlier version of the original document or the original document and a response The Redline document indicates the changes differences between the two compared documents Workshare 12 Workshare Professional User Guide Term Definition Rendering Set Rendering sets define how Workshare Professional represents changes in a document For example inserted text is shown in blue with double underline and deleted text is shown in red with strikethrough These display preferences can be amended by the user 9 Workshare Chapter 2 Getting Started This chapter describes the Workshare Professional working environment and provides an overview of the tools available It includes the follow
15. Please consult your system administrator for more information If you selected PDF in step 2 you can click the PDF Security Options link displayed in the Select File Type area to set PDF security options The PDF Security Options dialog box is displayed PDF Security Options Save Your Security Settings Full security Prohibit printing Prohibit modification of text Prohibit text or graphics being copied Prohibit comments being added Password Optional Confirm password P Workshare Version 4 5 Select one or more of the security options individually or select the Full security checkbox to select them all The security options are as follows e Prohibit printing Prevents recipients from printing the PDF document e Prohibit modification of text Prevents recipients with Adobe Acrobat from editing the PDF document e Prohibit text graphics being copied Prevents recipients from copying graphics or text directly from the PDF document e Prohibit comments being added Prevents recipients with Adobe Acrobat from adding comments to the PDF document If required set a password to protect these security settings Recipients will need to enter this password in order to change these settings Click OK f Workshare 25 Workshare Professional User Guide e 3 Sending Documents for Review 7 Chapter 3 Sending Documents for Review If you are working with SharePoint select the Link to SharePoint checkbo
16. Show Hidden Text 9 Workshare Description If selected statistics about the changes between the original and modified documents is displayed in the Redline document You can select to display these statistics at the start of the document or at the end of the document If selected a summary of all the changes is displayed at the end of the Redline document The changes are hyperlinked to take you directly to the change in the Redline document If selected a summary of the options selected in the current rendering set is displayed at the end of the Redline document in the statistics report If selected details about the two documents being compared are displayed in the footer of the Redline document If selected text that was deleted from a section of the document and then subsequently moved to a new location is indicated If selected any extra spaces that have been added to or deleted from the modified document are indicated If selected paragraph markers 1 of any extra paragraphs that have been added to or deleted from the modified document are displayed If selected the line number is displayed to the left of each line in the Redline document If selected the change number is displayed next to each change in the Redline document You can select to display the number either in the Left or Right margin If selected vertical lines to indicate a change are displayed next to each change in the Redline document Yo
17. Workshare Professional integrates fully with Microsoft Outlook Lotus Notes and Groupwise to enable the removal of hidden data from documents when they are emailed The protection functionality of Workshare Professional can remove hidden data from the following document types e Microsoft Word e Microsoft Excel e Microsoft PowerPoint Workshare Professional can be configured either to automatically remove hidden data from any attached documents or to prompt the user when emailing a document with an attachment to determine if hidden data should be removed or not Workshare Professional can be configured to remove selected hidden data types For example to remove all built in properties document statistics and comments Different configurations can be specified for internal and external recipients Workshare Professional can also automatically zip attachments that are over a specified size and convert attachments to PDFs on send Additionally Workshare Professional can be configured so that Microsoft Outlook includes a Send and Protect button which the user can click to remove hidden data from any attachments when sending an email This allows users to manually clean the document s hidden data if there is no content risk policy configured by your administrator Your administrator usually performs this configuration from the Workshare Configuration Manager This enables a company wide policy for hidden data removal to be enforced For fur
18. 1 Attachments amp Example1 doc 16 KB This document has been sent for your review using VVorkshare Professional Please double click on the document to edit it in Microsoft Word and then e mail back to the sender Compare Attachment with Workshare 2 The Document Selection dialog box is displayed Select the files to compare as described in Chapter 7 Comparing Documents Using Workshare DeltaView Workshare Workshare Professional User Guide Chapter 5 Managing Responses This chapter describes how to import responses and manage the changes proposed by reviewers It includes the following sections e Overview below describes how Workshare Professional recognizes response documents and introduces methods of importing This section also describes how Workshare Professional works with files stored locally on your computer e Importing Responses page 42 describes how to import response documents using the automatic or the manual importing procedure e Reviewing Responses page 49 describes how to view all the changes proposed to your document from all the reviewers e Managing Changes page 59 describes how to work through the changes proposed by reviewers and handle them one by one You can select to accept a change reject it or mark it for future attention OVERVIEW When a document is sent for review Workshare Professional tags the document for identification purposes When the reviewer
19. 10 Workshare Panel 9 Workshare Description Enables you to compare a document with a previous version of the same document or with another document Refer to Chapter 6 Comparing Documents from within Microsoft Word and Chapter 7 Comparing Documents Using Workshare DeltaView for further information Enables you to display a report of all the content risk in a document as well as remove selected hidden data from the document Refer to Chapter 8 Managing Content Risk in Documents for further information Enables you to convert documents to PDF Refer to Chapter 11 Converting to PDF for further information Enables you to control your documents by setting restrictions on whether or not they can be emailed Refer to Chapter 10 Controlling Documents for further information Enables you to produce several different types of report For example a Document Audit Report which includes information about the review cycle of the document or a Risk Report which provides a full account of the different types of content risk in a document Refer to Chapter 12 Creating Reports for further information Enables you to configure system parameters in the Workshare Configuration Manager Refer to the Workshare Professional Administration Guide for further information Provides access to the Learning Center on the Workshare Website where you can access useful information to help you learn about Workshare Professional The Learning Cente
20. If you select any other format the Workshare Panel is displayed as follows Workshare 97 Workshare Professional User Guide 7 Comparing Documents Using Workshare DeltaView Chapter 7 Comparing Documents Using Workshare DeltaView Select the file type of the comparison word Document doc x Select whether you want to attach the original or modified document in DOC format to the email 3 Click Create Email An email message window is displayed with the selected files as attachments t Workshare Professional Document Distribution Message This message has not been sent ES DV Comparison Example1 wdf 21 KB The following files have been attached to this mail by Workshare Professional DV Comparison Example1 wdf VVorkshare DeltaFile 4 Enter the recipient s name and any other text you want to include and click Send Workshare 98 Workshare Professional User Guide Printing Redline Documents You can print the Redline document at any time To print the Redline document 1 From the File menu in the Workshare DeltaView main window select Print Comparison or click Print in the Workshare Panel The Print dialog box is displayed Print E EE E Printer Name wsstorage Development_A_1st Properties Status Ready Type HP LaserJet 4100 PCL amp Where HPLasenet4100Series_copy_1 Comment Print to file m Print range Copies All Number of copies fi ES
21. It may take a few moments for the email message window to be displayed If you work with the From field in your email application Workshare Professional uses the information from the From field as the sender information for return to sender purposes This is useful if you are sending a document on someone else s behalf The email might be from you but you can enter a different name in the From field as the sender If you do not enter anything in the From field Workshare Professional regards the sender of the email as the sender for return to sender purposes If this window is not displayed you may not have your email application set as the default mail program in Internet Explorer In Internet Explorer select Internet Options from the Tools menu In the Programs tab select your email program Microsoft Outlook Lotus Notes Groupwise from the E Mail drop down list 9 Enter the recipient s name and any other text you want to include and click Send The file is sent to the specified recipients NOTES The Home page of the Workshare Panel is redisplayed Depending on the configuration of Workshare Professional an email protection dialog box may be displayed before the document is sent Refer to Chapter 7 Protecting Email Attachments for further information CJ Workshare 30 Workshare Professional User Guide e 3 Sending Documents for Review Chapter 3 Sending Documents for Review Cleaning Hidden Data Before Sending When se
22. Prohibit comments being added Prevents recipients with Adobe Distiller from adding comments to the PDF document You can protect these security settings by entering a password in the relevant fields Double click to apply and preview 15 Click Return to Actions Page NOTE Double click an attachment in the Attachments area to apply the specified settings and preview the attachment without actually sending the email You can then confirm that the hidden data cleaning and PDF conversion was correct 16 Select Generate Confirmation Report to display a report of the hidden data that was cleaned when the email is sent This can be used to confirm that the correct options were applied 17 Select Skip Cleaning to send the attachment without removing any hidden data Workshare 121 Workshare Professional User Guide e 9 Protecting Email Attachments Chapter 9 Protecting Email Attachments 18 Click Send Workshare Professional cleans hidden data from the attached documents and converts it to PDF according to your selections Additionally if Workshare Professional has been configured to automatically zip attachments over a certain size limit the document is zipped NOTE Even if you select not to remove hidden data Workshare Professional can still automatically zip any attachments over the size limit specified in the configuration For further information on the different configuration parameters available refer to the Worksh
23. Remove in the Document Risk Report The Advanced Options dialog box is displayed Advanced Options Choose the hidden data elements you would like cleaned in the selected documents JS High Risk Elements Workshare Version 4 5 Accept All Changes And Turn Off Track Changes Delete All Comments Remove Links Medium Risk Elements Delete Routing Slip Delete All Custom Properties Low Risk Elements Clear All Built In Properties Remove Headers Remove Footers Convert Field Codes To Text Cancel Help A complete list of hidden data that can be removed reset or converted is listed in the dialog box For a full description of the different options refer to Cleaning Options page 111 2 Select the hidden data you want to remove by selecting the checkboxes to the left of the hidden data options Selecting the checkbox to the left of for example High Risk Elements selects all the hidden data options in that category TIP You can select a category heading for example Medium Risk Elements and then deselect one or two hidden data options within that category as required 3 After making your selection click OK The selected hidden data is removed from the document Workshare Workshare Professional User Guide 110 Workshare Professional may take a few moments to clean you document depending on the size of the document and the amount of hidden data to be removed The Content Risk page is u
24. a restriction status from documents and allow them to be emailed Workshare 123 e 10 Controlling Documents Chapter 10 Controlling Documents SETTING RESTRICTIONS Document restrictions are set from the Document Restriction page of the Workshare Panel If required you can password protect a restriction status so that only users who know the password can remove or change a restriction status for a document To set document restrictions 1 With your document open in Microsoft Word Excel or PowerPoint click Restriction in the Workshare Panel or select Document Restriction from the Workshare menu when using Microsoft Word The Document Restriction page is displayed Workshare Home Back Help Document Restriction Select Restriction Options No Restriction This document is not restricted and can be freely emailed to all recipients External Restriction This document can only be emailed to people within your organization Email to external recipients will be blocked Full Restriction This document cannot be emailed to anyone Any email containing this document will be blocked Please note You will need to save the document after clicking APPLY to save the level of document restriction selected 2 Select the restriction status you require for the open document from the following e No Restriction The document is not restricted and can be emailed freely e External Restriction The document is partiall
25. change the precise location of the change as well as the details of the change itself You can navigate smoothly between changes and select to apply changes to your original document as required To review responses From the Workshare menu select Manage Changes or click Manage Changes in the Home page of the Workshare Panel The Manage Changes page is displayed as follows Workshare Home Back Help Manage Changes Change Summary 82 unread changes Actions View and manage proposed changes to your document according to who proposed them al Edit changes by Person Edit changes by Section View and manage proposed changes to your document according to their position in the document Edit changes by Status P View and manage proposed changes to your document according to their status eg applied flagged Import a document Import changes proposed to your document by selecting another document which includes the proposed changes Workshare 49 Workshare Professional User Guide e 5 Managing Responses Chapter 5 Managing Responses The Manage Changes page displays a summary of the changes proposed to the document both unread changes and changes flagged for follow up The Actions area of the page enables you to do the following e Display and manage proposed changes according to who proposed them e Display and manage proposed changes according to their position in the document e Display and ma
26. defined content risk For example document properties such as title subject and author You can display a comprehensive report of all the content risk in a document To discover content risk in your Microsoft Word document 1 Open your document in Microsoft Word and select Show Content Risk from the Workshare menu or click Content Risk in the Home page of the Workshare Panel You can also click Content Risk from other pages in the Workshare Panel NOTE The document must be saved in order for Workshare Professional to discover content risk If you have not saved your document a message is displayed prompting you to save Click Yes Workshare 106 e 8 Managing Content Risk in Documents Chapter 8 Managing Content Risk in Documents Workshare Professional queries the document to determine the content risk contained in the document This process may take a few moments if your document is large or if it contains large amounts of content risk Once the discovery process is complete the Content Risk page of the Workshare Panel is displayed showing a summary of the content risk found Workshare HIGH RISK ELEMENTS This document contains high risk hidden data xClick here to remove y 5 Hidden track changes y 1Comment This document contains high risk content policy violations MEDIUM RISK ELEMENTS This document contains medium risk hidden data Click here to remove yJ 1 Document reviewer This document contains medium r
27. document that you want to copy into the original document 2 Click in the selected text and holding the left mouse button down move the cursor to the position in the original document where you want to copy the text 3 Release the mouse button To copy and paste 1 Select the text in the Redline document that you want to copy into the original document Workshare 58 2 Copy the selection to the clipboard by pressing Ctrl and C on your keyboard selecting Copy from the Edit menu or clicking the Copy button in the toolbar 3 Position the cursor in the original document where you want the text to be inserted 4 Copy the selection from the clipboard by pressing Ctrl and V on your keyboard selecting Paste from the Edit menu or clicking the Paste button in the toolbar The text is copied to the original document Any mark up in the text introduced as part of the comparison process is stripped out Changes that are either deletions or the sources of moved text are not copied across MANAGING CHANGES After sending a document for review and then receiving responses back from the reviewers it is useful to work through the changes proposed by reviewers and handle them one by one You can select to accept a change reject it or mark it for future attention A handy icon is added to the left of the change in the Manage Changes page and in the Redline document to indicate that you have dealt with the change This is useful to avoid mis
28. elements Low Medium High HIGH RISK ELEMENTS 1 Hidden text The Prospectus should contain all such information which according to the particular nature of the Company and its subsidiaries and related companies investors and their professional advisers would reasonably require and reasonably expect to find there for the purpose of making an informed assessment of the assets and liabilities financial position profits and losses and prospects of the Company and of the rights attaching to its shares Each content risk category high medium low is displayed in its own color coded area and within that area each content risk type is listed showing the details of the actual content risk found For content risk types like track changes or comments the text associated with the item is listed as well as the user who made the change For other types like built in properties the values of the fields are listed You can print the content risk report by selecting Print from the File menu AUDIT REPORT You can produce an audit report that includes information about the review cycle of the document For example how many times it has been sent for review the number of changes proposed and so on To produce an audit report 1 From the Workshare menu select Report Wizard The first page of the Report Wizard is displayed 2 Select Audit Report from the drop down list and click Next The Report Format page of the Wizard i
29. enabled You must create the document online and then check it out in order to enable Workshare Professional functionality Also documents checked out before Workshare Professional is installed will not have Workshare Professional functionality enabled You must check the document back in and then check it out again after installing Workshare Professional in order to enable Workshare Professional functionality Notes for DM5 Attach When you check a document back into DM5 after working on it in DM5 Attach you are asked which documents you want to bring in from DM5 Attach You will see a list of all Microsoft Word files DOC as well as the Workshare Professional document audit files w3 The document audit files are flagged so they will not be checked back in You should leave the settings this way There is no need to select the document audit files for check in Workshare Professional will automatically ensure that the document audit files connected to a DOC file are checked in at the same time as the DOC file Please note that you can only create collaborations and check them back in on documents initially checked out of the DMS Notes for Interwoven When saving a comparison document while offline you cannot save the comparison into Interwoven Portable You can only save locally Thus when you select Save the local File Save As dialog box is displayed You can save the comparison into the DMS when you are back online Works
30. for Review page select the type of hidden data you want removing by selecting the checkboxes to the left of Track Changes and or Comments Remove Hidden Data Please select the hidden data you would like to clean Track Changes 2 Comments 1 For your information you can also see the number of footnotes in the document This information is only displayed when the Handle Footnotes as hidden data parameter Administration category in the Workshare Configuration Manager is selected The Workshare Configuration Manager is described in the Workshare Professional Administration Guide NOTES The number in parentheses indicates the number of instances of track changes comments and footnotes in the document Workshare Professional can be configured so that the Track Changes and Comments checkboxes are selected by default Select the Clean track changes by default and Clean comments by default parameters in the Email Settings category of the Workshare Configuration Manager Refer to the Workshare Professional Administration Guide for further information Workshare 31 Workshare Professional User Guide e 3 Sending Documents for Review Chapter 3 Sending Documents for Review Click Create Email The selected items are cleaned from the sent document and an email message window is displayed with the cleaned document as an attachment If required you can open the attachment and see that the hidden data has been removed NO
31. if the file is opened in recovered text mode Microsoft Word only Removes information about all document reviewers who have made changes in the document Track changes are not removed but information about the user who made the change is removed Microsoft Word and Excel Accepts all revisions made to the document The revisions are therefore no longer displayed as revisions but rather as text in the document Track changes is also turned off so that further revisions are not tracked Microsoft Word Excel and PowerPoint comments embedded in the document Removes any Microsoft Excel and PowerPoint included in the sheet or slide Removes any headers Microsoft Excel and PowerPoint included in the sheet or slide Removes any footers 9 Workshare 111 Option Delete All Hidden Text Delete All White Text Delete All Text Smaller Than 5pt Delete Routing Slip Delete All Custom Properties 9 Workshare Description Microsoft Word only Removes all text that has been formatted as hidden Hidden text can be viewed in Microsoft Word by selecting Options from the Tools menu and selecting Hidden Text in the Formatting marks section of the View tab Microsoft Word only Removes all text that has been formatted with a font color of white and has no background color White text can be viewed in Microsoft Word by selecting Options from the Tools menu and selecting Blue background white text in the General o
32. into the Master document and displayed You can then select to incorporate the changes into the Master document as required Refer to Chapter 5 Managing Responses for further details Compare the Modified Copy against the original or Master document using Workshare DeltaView The comparison Redline document is displayed in the Workshare DeltaView window Refer to Chapter 7 Comparing Documents Using Workshare DeltaView for further details Display a report of all the content risk in the document Refer to Chapter 8 Managing Content Risk in Documents for further information Return to the Review Copy page Workshare 3 4 Receiving Files for Review Chapter 4 Receiving Files for Review REMOVING THE REVIEW COPY STATUS You may want to remove the Review Copy status from the reviewed document In effect you are saving the document as a new document and it is no longer part of a Workshare Professional collaboration Workshare Professional removes the intelligent tag thus breaking the association between the document and the review cycle You can open the document as a fresh document and all Workshare Professional functionality will be available from the Workshare Panel To remove the Review Copy status Click here to remove 1 Click EET RM information The following message is displayed Workshare You are about to save this document as a new document Once you have completed this it will no
33. of the Somparyorganization both individually and collectively Financial Services Act 1986 all other applicable statutory provisions giving any thought to its accuracy However itis cuero scolares teri Sen ni important that such information should now be considered in the form and context in which it d appears oris reflected in the curren It can extend GD against all the other doc prepared in c chon the Prospectus to situations where 4 enquiries Itis also an offence to dishonestly B dishonestly te conceal a material fact for the The Directors of the Companyorganization both individually and collectively are responsible for ensuring that all material facts in relation to the Company and its subsidiaries are disclosed These Notes are intended to assist in this exercise but one matter which Page 1 Sec 1 1n At 4 Ln 14 Col 1 REC TRK ExT ovr OX Selecting a change in the Manage Changes page highlights the selected change in both the original document displayed in the upper right area and in the Redline document displayed in the lower right area Three action buttons apply reject and follow up are displayed below the change in the Manage Changes page NOTES If it takes some time for Workshare Professional to find the change for example in very long documents a progress bar indicates the progress of the find process If Workshare Professional cannot find the location of the change in the
34. original document a message is displayed requesting that you locate the change manually Workshare 50 Workshare Professional User Guide The Redline document is the result of comparing the imported response against the original document The relevant Redline document is displayed according to the change selected You can continue to navigate between changes and apply them or reject them as required Refer to Managing Changes page 59 Displaying Changes When working with a DMS changes in the Manage Changes page are displayed according to the version to which they relate This means all changes to version 1 of the document are displayed under Changes proposed to Version 1 all changes to version 2 under Changes proposed to Version 2 and so on Under each version you can display the changes in three different ways by person reviewer by section according to the order in the document in which they occur and by status such as applied or rejected When not working with a DMS no version information is displayed You can also display the changes by person section and status The different ways of displaying proposed changes in the Manage Changes page are described in the following sections Workshare 5 e 5 Managing Responses Chapter 5 Managing Responses Person Clicking Edit changes by Person lists all the changes according to the name of the reviewer who made them The name is the name of the person who sent the res
35. returns the document Workshare Professional identifies the tag and recognizes the document as a response to the document you initially sent for review Therefore when you receive a response email from a reviewer you do not need to remember the location of the original document in the DMS or even its origin or purpose You just open the attachment and Workshare Professional recognizes the document as a response The response is imported into the original document which is opened in Microsoft Word with the Workshare Panel displayed Once a response document has been imported you can review the changes proposed by the reviewer and apply or reject them as required This is where Workshare Professional truly leverages the functionality of Microsoft Word the DMS and the email application IMPORTING RESPONSES In Workshare Professional import means to associate a response with the original document so that the proposed changes can be reviewed and accepted into the original document if required Importing a response involves a comparison When Workshare Professional recognizes a response it compares the response document against the original document creating a Redline document that presents the changes between the two documents When you receive a response from a reviewer by email you may want to save the attached file and deal with it later or you may want to open the attached file immediately by double clicking it within the email Workshare P
36. sections e Document Restrictions below introduces the restriction statuses available in Workshare Professional e Setting Restrictions page 124 describes how to restrict a document e Emailing Restricted Documents page 126 describes the effect a restriction status has on a document when it is emailed DOCUMENT RESTRICTIONS Workshare Professional enables you to set document restrictions that control the distribution of documents via email The following restrictions are available e No Restriction The document is not restricted and can be emailed freely Use this status on a completed document that needs to be distributed to clients for review e External Restriction The document is restricted and can only be distributed internally within your organization Use this status if you are collaborating on a document with colleagues but the document is not yet ready for client review e Full Restriction The document is restricted and cannot be distributed via email Use this status if you are working on a document yourself and do not want it distributed This restriction can also be used in conjunction with DMS security to ensure that all users access the document via your DMS and cannot email the document to other users In this way you can be sure that the document is only viewed by those with DMS access to the document These restrictions can be password protected This ensures that only users who know the password can remove
37. the Show review options for incorporating response documents into collaborations parameter in the Workshare Configuration Manager Administration category is selected If you are working with a document not saved in your DMS or that does not have previous versions there may be a drop down list of previous drafts of the same document that were sent for review You can select to display the changes which enables you to review the proposed changes or you can select to incorporate the changes which enables you to import the changes and then accept reject the changes into the original document or you can select to open the response document in Microsoft Word only You can perform all of these steps or just one Click In order to Open Modified Copy Open the response document in Microsoft Word The response document is opened in Microsoft Word with a Modified Copy status the Workshare Panel displays the Modified Copy page see page 39 You can see the response document and then go on to Workshare 43 Workshare Professional User Guide Compare or Manage Changes You can also return the document to Review Copy status the Workshare Panel displays the Review Copy page see page 36 Compare Documents l Open Original Manage Changes and Compare the response document against the original document using Workshare DeltaView The comparison Redline document is displayed in the Workshare DeltaV
38. unclear whereas paragraphs with only insertions or deletions do not have such readability problems Workshare 153 e B Configuring Rendering Sets Appendix B Configuring Rendering Sets Inserted Text Format The Inserted Text Format category includes parameters that enable you to customize how you would like inserted text to appear in the Redline document Workshare Inserted Text Format Set the options for the formatting of inserted text in the Redline document recor MENMNNN Text Background v Test Format Double Underline Surrounding characters Characters Version 4 5 Options lll Deleted Test Format E Moved Text Format The Inserted Text Format parameters are described in the following table Parameter Description Text Color The color of inserted text Text Background The color of the background of inserted text Text Format The format of inserted text Select from Underline Double Underline Italic or Strikethrough Surrounding Characters A keyboard character to go before and after inserted text f Workshare p Workshare Professional DeltaView User Guide B Configuring Rendering Sets Deleted Text Format Appendix B Configuring Rendering Sets The Deleted Text Format category includes parameters that enable you to customize how you would like deleted text to appear in the Redline document Workshare Version 4 5 Deleted Text Format S
39. you want to do with the document Saves the comparison as a new document or version in the current document system NOTE When saving a Redline document locally the LocalStore Save As dialog box is displayed where you can navigate to the location where you want to save the file and enter a name for the file 2 From the drop down list select how you want to save the document from the following e Save a New Document e Attach Relate to Original Document Only available when using the Interwoven or DOCS Open integration and the original document is from Interwoven or DOCS Open e Attach Relate to Modified Document Only available when using the Interwoven or DOCS Open integration and the modified document is from Interwoven or DOCS Open NOTE The modified document is the current document open in Microsoft Word the original document is the document selected to compare against the current document 3 Click OK The DOCS Open Save As dialog box is displayed m Document Information Number 0 Version Description New Document p Options Comment Save s Type Attachment E Workshare DettaFile 7 wd Cancel Help The Document Information area provides information about the currently open Redline document if it is already saved This information includes the DMS document number the version number and a description If the Redline document is a new document these fields are empty
40. 5 16 PM ile C Documents and Settings ciaranb My Document 1 Documents Test Documents Financial Information doc ile C Documents and Settings ciaranb My Document 2 Documents Test Documents Financial Information Oct 2005 doc Insertion Cis Moved to Movedto S Style change m egend msetedcel Deleted col o Moved cell IIIS ann SpiWMergedcel Padding coll Statistics Count nsertions CSCS eletions E Movedfrom QU Movedto iylechange 0 omatchanged o O otalchanges In order for the Redline document to include this summary ensure that Include Redline Summary is selected in the Redline Options page of the Rendering Set Manager Refer to Appendix B Configuring Rendering Sets Workshare 87 Workshare Professional User Guide Redline Document Right Click Menu Right clicking text or changes in the Redline document displays a popup menu providing rapid access to some of the more commonly used tools Option Description Copy Copies selected text to the clipboard Select All Selects all the content of the Redline document Find Opens the Find dialog box enabling you to search for specified text or keywords in the Redline document Find Next When you have specified text or a keyword in the Find dialog box navigates to the next occurrence of the specified search text or keyword in the Redline document Edit Red
41. 5 Managing Responses Chapter 5 Managing Responses Section Clicking Edit changes by Section lists all the changes according to the following criteria e The version of the document sent for review e The draft of the document sent for review meaning the date and time the document was sent e The order the proposed changes appear in the document NOTE You can also select Order by Section from the drop down list at the top of the Manage Changes page once changes are displayed Workshare Home Back Help Manage Changes Order by Section x MW 4 Sent for Review Actions i 3 Responses on 10 17 2005 B Julie Stevens s e mM 5 Ei H 3 bg d H Fara lskd fa lskidflaksj John Smith These Notes do not purperHe vedly ethe than rir Ahe EisaneiaHnlemationdncludedan lo Mere rn i John Smith Julie Stevens John Smith a Julie Stevens SEED The name of the reviewer who proposed the change is shown above the change NOTE In Person view and Section view inserted bulleted and numbered lists are shown separately in the list of changes O Workshare 54 Workshare Professional User Guide Click the Actions button to reveal the following drop down menu Show Changes Hide Applied Changes Document Review Report The options are as follows Option Show Changes Hide Applied Changes Manage Format Changes Document Review Report Description Displays the changes pro
42. 61 Removing Hidden Data 106 110 Procedure 110 Rendering Set 13 69 82 145 146 147 Response 12 Responses Importing 42 Manage 42 Merge 15 18 9 Workshare Reviewing 49 Returning Documents to Sender 16 Review Receiving Files 35 Reviewer Making Changes 16 Reviewing Responses Procedure 49 Save 99 Saving Redline 72 Procedure 72 Section View 54 Send and Protect 122 Sending Documents for Review 15 23 Procedure 24 Status View 56 Terms and Concepts 12 Track Changes 31 Versions Comparing 16 18 23 27 66 WinZip 116 Word 96 102 Workshare Functionality 7 Launching 14 Microsoft Word 14 106 108 Overview 7 Terms and Concepts 12 Workshare Menu 15 Workshare Panel 16 17 Zip 115 116 163
43. ALERT m 20 ENABLING WORKSHARE PROFESSIONAL FUNCTIONALITY e esses eee ne eene ne ness 21 Saved DOCUMENTS sausrai ecu sce va eee E e On dee ve xen d vec eae Va e ve vE e s egi vu ca eo e voe vene e ets 21 Latest Versions i 9 c lev De ISO P IUD e Ie Na iege uve D eg Dus DEI Deve Ra tace DOO Du Des Dec RV e De ge G 21 CHAPTER 3 SENDING DOCUMENTS FOR REVIEW 4545534 024234092 0a ya Y RYE REP Re E Eoa A YE EKoEE 23 OVERVIEW d M 23 SENDING DOCUMENTS FOR REVIEW eeseesseeeeee ensem hh hh nnne then enne 24 Comparing Documents Before Sending cesseesseesseessssseeee eee ehe ehe eene nen 27 Cleaning Hidden Data Before Sending ccc sce e eee e ence eect eee eeee eee eeseeeseeeeeeseeeeeeeees 31 Sending Additional DOCUMENTS i e serus casi ceed seca sded anie Rr eura d Glee dled dee ad e a a ERN ewes 32 Filing Emails in Interwoven Ssss aaa a aa 34 CHAPTER 47 RECEIVING FILES FOR REVIEW iix sau kicks n itia REY ERR OHOR ORI DOE BUCO C a ER Kk a 35 OVERVIEW e 35 RETURNING A REVIEWED DOCUMENT ec eese hehe he enhn rehenes sesh sn sees 37 DISPLAYING CONTENT RISK 2 isse e notar Rao n e Rp YR ER ge Rr RP TR SRI SR SERIO y ERI RARER R 38 INCORPORATING CHANGES 1 visis ves esu ves vean vee Peg Ps Pe sR Pe pede ess PedE es PSP YIN PEE FIN Pede 38 REMOV
44. DOCUMENTS FOR REVIEW You can send any document to multiple recipients for them to review The process is initiated from Microsoft Word so after working on your document you simply send it out for review The document is sent by email in DOC or PDF format NOTE You can also send an RTF document for review In this situation the RTF document is converted and sent in DOC format so the recipient receives a document with a doc extension The original document is not converted and remains as an RTF document You can later import responses into the RTF document To send a document for review 1 From the Workshare menu select Send Draft For Review or click Send in the Home page of the Workshare Panel The Send Draft for Review page is displayed as follows Workshare Workshare Home Back Help x Send Draft For Review Help Back Home Send Draft For Review Select File Type Select File Type Select the format in which you want to send this document Word Document C PDF Select the format in which you want to send this document word Document C Link to SharePoint PDF IV Link to SharePoint Target Location Shared Documents in Daves Document Workspace Attach a Comparison You can compare this document against a previous version of the document by selecting from the list below IV Include attachment s in email wAdd Users to the new Workspace Select a version X Or Browse for the fi
45. Document History Report Microsoft Internet Explorer File Edit View Favorites Tools Help O O DAG P frm 2 3 B WhO Workshare Version 4 5 A Document History Report REPORT INFORMATION Document Report for Financial Information Generated on 10 18 2005 10 28 21 AM Date Activity rem cE TER Sent By 10 17 2005 5 56 59 PM Sent For Review Sent To Cerne Workshare Workshare Professional DeltaView User Guide 143 Appendix A Offline Mode When working with a DMS it is possible to work on documents in offline mode To do so the documents are checked out of the DMS into a local offline directory The documents can then be worked on locally for example on a laptop while traveling Later the documents are checked back into the DMS When working with an Interwoven DMS documents can be checked out into Interwoven Portable When working with DOCS Open documents can be checked out into SafetyGain When working with DM5 documents can be checked out into DM5 Attach The full functionality of Workshare Professional is available offline in the following situations e When working offline in DM5 Attach e When working offline in Interwoven Portable for Interwoven InfoRite 5 3 and Interwoven DeskSite 6 0 6 5 and 6 6 NOTE You cannot access Workshare Professional functionality in DOCSOpen SafetyGain while offline Documents created offline will not have Workshare Professional functionality
46. Documents You can print the Redline document at any time To print a Redline document 1 Click Print in the Workshare Panel or click Report in the toolbar above the Redline document The Print dialog box is displayed Print Printer Mame GS WwsstoragelDevelopment A 1st hc Status Idle Find Printer HP LaserJet 4100 PCL 6 Type Where Mwsstorageldevelopment A 1st C Print to file Comment C Manual duplex Page range Copies Number of copies Current page Pages Collate Enter page numbers and or page ranges separated by commas For example 1 3 5 12 Print what Documentshowing markup Zoom ETE 1 Pages per sheet 1 age Print All pages in range vi baa eee Scale to paper size No Scaling 2 Select from the standard print options in the usual way 3 If you are printing to a black and white printer select the Print Redline in black and white checkbox as colored text may not appear clearly when printing in black and white 4 f you only want to print pages of the Redline document that include changes select the Only print pages with changes checkbox 5 Click OK Workshare n Workshare Professional User Guide 6 Comparing Documents from within Microsoft Worc Chapter 6 Comparing Documents from within Microsoft Word Saving Redline Documents You can save the Redline document as an RTF or Microsoft Word file to your DMS or locally The follo
47. FROM WITHIN MICROSOFT WORD eee eee 66 OVERVIEW 3554 esoo sd avene ER UE AY esue x dr Fen ERO SES Kurs uus CREE Den UR E SE ER Ee UE EEUU OE 66 PERFORMING A COMPARISON ccccescccecceccecseeeeeseeeeesseeeesseeeessseeesseeeeaseeeeseeesaneeeeaees 67 Navigating Between Changes cesseeeeeeeeeee ee eene nnn ehh hne ehh enhn eher ne 70 Edit the Rendering Set 2 25 seed cevstelcandsee te e ese ege e are e ese rers sas vo e ese eges e iT rere pos 70 Swapping the Source Docurments 4o ciis esae cesa c sav uo pee inae e 4 Fe aaae ean ea 2a RE TERR REF EAS RUAS 70 Importing Changes into the Original Document cseesseesseeseeen Ime eene 70 Printing Redline DOCUMENKS esi iste ee eoe tr eara gate Er a e VR E Xa VR NAE NER EN NSM MR ENR EEA 71 Saving Redline Doc rments 2 hh ER En ER ER EN ERA RR AERA A ER Na ERR EN NERA E S ERN e RAN ERA S 72 Sending Compared Documents by Email cece scence ence eee eee eeceeeeeeeeeeseeeseeneeeaeeeaes 75 CHAPTER 7 COMPARING DOCUMENTS USING WORKSHARE DELTAVIEW eere 78 OVERVIEW crs oisinneec inne EEE K NEEE ENSE EREEREER EEEREN EEEE EE ENADES DE ERES 78 PERFORMING COMPARISONS sssivstanscsenssovscunsessoronssddasaingad eae EEEE E E as 78 Launching Workshare DeltaView from Microsoft Word ssssssssssssssseseessesssssseeessssseseee 79 Launching Workshare DeltaView from your Desktop sssssssssssssssssssseesssssssseeeessssseseee 81 WORKS
48. Getting Started When you click Send Manage Changes Content Risk or Restriction in the Workshare Panel or the respective options in the Workshare menu the following message is displayed Workshare The document you have selected is not the latest version Workshare functionality will be disabled Please select the latest version in order to enable Workshare functionality on this document Workshare 2 Workshare Professional User Guide Chapter 3 Sending Documents for Review This chapter describes how to send a Microsoft Word document to other people for review It includes the following sections e Overview below introduces the send for review functionality of Workshare Professional e Sending Documents for Review page 24 describes how to send documents for review including how to compare documents before sending how to clean hidden data from documents before sending and how to send multiple documents OVERVIEW Workshare Professional enables multi user input to a single document facilitating both the formal review process as well as simple document exchange You can send any document to multiple recipients in order to receive their input to the document The process is initiated from Microsoft Word so after working on your document you simply send it out for review The document is sent by email SharePoint users can also upload their document to SharePoint and direct reviewers to its location When a d
49. HARE DELTAVIEW MAIN WINDOW cseeeeee e enhn hehe ehh nns ehh nn 85 Redline DOCUIMENE s s osos saeua eaae aE e SEEN RTRNEE RENTRER NEREAE RE SERESRE SACRE E ERA EEA 86 Change Summary WindOoW 5 ee ees eerte nett nno repas ene b e eae oaa S eae sooo eaae aaia aas 88 Source Documents WINKOW 54 eee esee oder hate perpe Ee trae Re DER Pee epa a ase PR eS aS rase Sa A eese adde 89 Workshare DeltaView Men Bat iiec ent ena eror ens menn orna ena nonu eaae naa ea re a 90 Workshare DeltaView Toolbar ere e dene cies nr rino enema nnne aano aer ade aud aa ane a eR 92 WORKING WITH REDLINE DOCUMENTS is e ee no eh oan oaa oaa exse oi eR EE EE EE LEE EAT E SEES a gue 93 Navigating Changes 55 2502 e ere oer ose e o qose osa ORARE a SENE RR SERO e RORRUAERSRRA SIS e SER TERES A ORE 93 Swapping the Source Documents sssssssssssssssssesesessssoooossssssssssssessssssssssssssesesee 95 Workshare 4 Editing Redline Documents 5 4 5 0 414 error aea ror noie reden pose xo Pese sic E e a OSO E OA 95 Importing Changes into the Original Document csse me eene 96 Sending Compared Documents by Email ssssssssssssssssssssssosososssssssssssssssssssssssssssesees 96 Printing Redline Documents 2 5 0 pr I e enr pr n RS EIE RR EESN ER S NEAR ATE ER ER RENNES VERE 99 Saving Redline Documents ecce cece eee cence ence eee eene ehe ehe hse ehe se he eene nnne 99 CONFIGURING USE
50. HARE DELTAVIEW MAIN WINDOW The Workshare DeltaView main window enables you to view Redline documents the results of a comparison between an original document and a modified document You can view in one work area both source documents the Redline document as well as a summary of the changes between the two source documents Workshare DeltaView Workshare Deltaview Source Documents Menu Bar Tool Bar Window Workshare Professional WS BinaryComparison Fincncial Information Financial Information Oct 2005 File Edit View Help Workshare X Financial Information doc Financial Information Oct 2005 doc pote 1986 all other applicable These Notes do not geek to cover every statutory provisions and Th 6 tat ioi the PF t Te ee statement in e Prospectus or every the Rules of the London comparison z implication arising from these statements It is Stock Exchange and therefore important that the whole of the VA Prospectus is carefully considered and G against all the other documents d Manage The Directors of the I both individually and collectively arg Text Page Line eset ising 14 gt The Directors of the giving any thought to its accuracy It can extend to situations where gt giving any thought to i enquiries It is also an offence dishonestly gt enquiries It is also an offence to dishonestly dishonestly ke conceal a material Fact For the gt dishonestly conceal a material Fact For the
51. ING THE REVIEW COPY STATUS sssssssesrsssisosisos isos rnes ehh ehe enhn hh eth ere etes ne nnne 40 COMPARING AN ATTACHMENT Pe 40 CHAPTER 5 MANAGING RESPONSES L1 qd oq nanne aA EEAO 42 ar Guide OVERVIEW gp UUTN VVT M 42 IMPORTING RESPONSES eere roe Ey ER Rea REED US E RR ERU NA UNS EERTRARIS UR RAN TRCE S UERERE TR ARES tees 42 Automiatic Importing 2 5 2 259 50 aoa ean p e Te eoa OR SERA ON SERE TER SR ose PA EAS eE S sede ERR Reese eA 43 Manual Importing 2 5 5 eene eser tere te noeh nr eh ge rae e n e geie niarainn nia ese eae passe es ase sae 45 REVIEWING ize 49 Displaying Changes pe DIR RIS DDR RAS YR EAD INE E E A SIR P en ER IN V DRE MEUS PE VEERNN DR 51 Redline Docuirient essen tr eR nap eR RENLERARERRR AENEAN EE EEEE RERE E UT seas 58 OniginaliDOCUMENE cc sccssccawecetenmeers RT 58 MANAGING CHANGES viiscwaicndamasesinbawlewcntnrwwies edemaous nm 59 Applying Changes AULOMALICAULY vesiieduse ceo raices we rhone ene du nex ae aru ndun id pi aee a aea 59 Applying Changes Mantually 5 5 rte nr ra m e pae e nara m ease eeu I ere OR En UR s a qeu aaa e ei ae eia 60 Rejecting Changes i oe RT REIS lien ARE IR SD RM DNE TE C A EUR Pres REED REN DES ER E URVEDRNE DTE 61 Applying Multiple Changes o o reple Ra o n E E ZAVSRR RED ARR RES S VNDRERONR RR E E SV DE UEES 61 CHAPTER 6 COMPARING DOCUMENTS
52. Manager The Redline Options Summary indicates which settings Workshare DeltaView disabled in order to perform the comparison Redline Options Summary Option Status Redline Statistics at End of Document ON Include Redline Comparison Summary OFF Show Line Numbering OFF Show Change Numbers OFF Show Change Bars on Left ON Show Hidden Text OFF Detect List Numbering Changes ON Compare Headers Footers ON f Workshare 83 Workshare Professional User Guide Redline Options Summary Compare Footnotes SET OFF Display DeltaView Footers OFF Ignore Embedded Objects Images OFF Compare at Character Level OFF Compare Numbers at Character Level OFF Show Moved Deletions OFF Show Changes to Spaces OFF Show Paragraph Changes OFF Ignore Case Changes OFF Ignore Textboxes SET ON Ignore Field Codes OFF Ignore Tables OFF NOTE Even if you have not selected the Include Reline Options Summary parameter in the Redline Options page of the Rendering Set Manager when Workshare DeltaView performs an auto retry the Redline Options Summary is always displayed after the comparison The status indications are as follows ON This setting is selected and was applied during the comparison OFF This setting is not selected and was not applied during the comparison SET ON This setting was not selected but was enabled by Workshare DeltaView and applied during the comparison SET OFF This setting was selected but was disabled by Workshare DeltaView and not a
53. Microsoft PowerPoint only Removes hidden slides from Microsoft PowerPoint files Hidden slides are not required for a slide show they are not automatically displayed during a slide show but they may contain confidential information Delete Smart Tags Microsoft Word only Removes smart tags from Microsoft Word documents Smart tags are added to your documents as you create them if you have the option enabled These tags are linked to particular text in your document such as a name and allow you to perform certain actions by selecting the link associated with the text Depending on the smart tag functions you use they may embed extra hidden information in your document Smart tags only exist in Microsoft Office XP and later NOTE Workshare Professional can be configured to discover and display content violations however this content will not be removed from the document Workshare 114 Chapter 9 Protecting Email Attachments This chapter describes the email protection options provided by Workshare Professional It includes the following sections e Overview below introduces the email protection functionality of Workshare Professional e Sending Email Attachments page 117 describes how Workshare Professional can remove hidden data from email attachments as well as convert attachments to PDF e Cleaning Email Attachments page 122 describes how to clean hidden data from email attachments as you send them OVERVIEW
54. P Red double headed arrow Move deletion moved text which includes a deletion The Search tab enables you to search for changes in the Redline document that include a specific keyword or text Refer to Searching for Changes page 94 Source Documents Window The Source Documents window displays the original document and the modified document You can scroll through both documents as required Selecting a point in one source document automatically scrolls the other source document as well as the Redline document to the same point NOTE In order for this automatic synchronization to occur the Synchronize Documents on Navigation checkbox must be selected in the User Preferences dialog box Refer to Configuring User Preferences page 104 The source documents are read only and cannot be modified in any way DeltaView modified Document doc a a DRAFT ARRANGEMENT LETTER FOR STAND ALONE BONDS DRAFT ARRANGEMENT LETTER FOR STAND ALONE BONDS The Directors The Directors Quality Bonds Plc Issuer Plc Quality Bonds Plc Issuer Plc 4 4 The name of the source document is shown above the document The full path and document name is shown 7 Comparing Documents Using Workshare DeltaView S Chapter 7 Comparing Documents Using Workshare DeltaView CE You can hide display the Source Documents window by clicking in the Workshare DeltaView toolbar You can display one or both of the source documents in the So
55. PM No Changes Received SENT FOR REVIEW ON 10 17 2005 5 55 43 PM 3 My Computer HISTORY REPORT You can produce a History report that is effectively a subset of the Audit Report displaying when your document was Sent for Review including the recipients as well as when changes were received and incorporated into your document To produce a history report 1 From the Workshare menu select Report Wizard The first page of the Report Wizard is displayed Workshare 141 Workshare Professional DeltaView User Guide 12 Creating Reports Chapter 12 Creating Reports 2 Select History Report from the drop down list and click Next The Report Format page of the Wizard is displayed Workshare Version 4 5 Select the report Format you want to generate then click Next Choose this option if you want Workshare to automatically generate an HTML report lt Back Cancel 3 Select the format of the report HTML or XML and click Next The report is generated and a progress page is displayed Once report generation is complete a confirmation page is displayed as follows The report generation has completed successfully Click Finish to launch the report Workshare Version 4 5 Workshare 142 Workshare Professional DeltaView User Guide 12 Creating Reports Chapter 12 Creating Reports 4 Click Finish to display the report An example HTML report is shown below 2i Workshare
56. R PREFERENCES eeeeeee eese eee ehh ehe hh ehe ehe hh rennen 104 CHAPTER 8 MANAGING CONTENT RISK IN DOCUMENTS esee een 106 OVERVIEW dec reren EEEO EE EEEE 106 DISPLAYING CONTENT RISK IN MICROSOFT WORD cscceececcecceeceececeeceeeencensesceesensensensenss 106 DISPLAYING CONTENT RISK IN MICROSOFT EXCEL AND POWERPOINT cesse 108 CLEANING HIDDEN DATA ss scdscssccediasccdeduassndediacssaediaseisetiasscdetiaenidetinssacetaaseiaedanes oa 110 CLEANING OPLIONS T 111 CHAPTER 9 PROTECTING EMAIL ATTACHMENTS eee enne 115 OVERVIEW ii o 115 Attachment Checking 5 5 doen ient eerie see tno rna rte hn sean e Sega S eua RA tavaederedsdedsaedededeaede 115 RECIPICNE CHECKING mee E 116 ALCACHMENE ZIPPING vsisi i a aa a aa a a a daas 116 SENDING EMAIL ATTACHMENTS e eesssssossesssssocesecsssssocreessssoccsesssssoesseessssosssesssssoeeeee 117 CLEANING EMAIL ATTACHMENTS separa epa ran RR seca ens RR SU RRR RE ERR ER SNR KATOAA Ra 122 CHAPTER 10 CONTROLLING DOCUMENTS sscccscccccccccccccccccccsssccccsccssssscsscees 123 DOCUMENT RESTRICTIONS oe Cm 123 SETTING RESTRICTIONS sicesunceciuiewsaedainieinsaree SEN TEXTERENE INS SRRE DER SER ENS DSEREIXUIR E AE R 124 EMAILING RESTRICTED DOCUMENTS e esee enne he teste heer esses esses sese sese 126 CHAPTER 11 CONVERTING TO PDF 5 5 eia uacua we oua a
57. Select the format of the text in its original position from the From drop down list and in its new position from the To drop down list Select from Underline Double Underline talic or Strikethrough Surrounding Characters A keyboard character to go before and after moved text Specify the characters to surround the text in its original position in the From fields and in its new position in the To fields f Workshare 156 Workshare Professional DeltaView User Guide e B Configuring Rendering Sets Appendix B Configuring Rendering Sets Font Change Format The Font Change Format category includes parameters that enable you to customize how you would like any font changes to appear in the Redline document Workshare Font Change Format Set the options for the formatting of any font changes Version 4 5 in the Redline document Show Font Changes wt Text Background Automatic Surrounding Characters Style Change Format ER Table Cell Format The Font Change Format parameters are described in the following table Parameter Description Show Font Changes If selected font changes are shown in the Redline document Text Color The color of font changes Text Background The color of the background of font changes Surrounding Characters A keyboard character to go before and after font changes NOTE Insertions and deletions override any font changes For example if the modif
58. TES It may take a few moments for the email message window to be displayed If you work with the From field in your email application Workshare Professional uses the information from the From field as the sender information for return to sender purposes This is useful if you are sending a document on someone else s behalf The email might be from you but you can enter a different name in the From field as the sender If you do not enter anything in a From field Workshare Professional regards the sender of the email as the sender for return to sender purposes If this window is not displayed you may not have your email application set as the default mail program in Internet Explorer In Internet Explorer select Internet Options from the Tools menu In the Programs tab select your email program Microsoft Outlook or Lotus Notes from the E Mail drop down list Enter the recipient s name and any other text you want to include and click Send Administrator defined hidden data is removed according to the settings specified by your administrator in the Workshare Configuration Manager and the file is sent to the specified recipients NOTES The Home page of the Workshare Panel is redisplayed Depending on the configuration of Workshare Professional an email protection dialog box may be displayed before the document is sent Refer to Chapter 9 Protecting Email Attachments for further information Sending Additional Documents Works
59. View OVERVIEW Workshare Professional enables you to compare two documents within Microsoft Word and instantly see any differences between them You can compare a document against an earlier or later version of the same document or against a different document Comparison results are displayed in a Redline document within Microsoft Word with changes clearly marked For example deleted text is_red and_struck_threuah and added text is blue and double underlined In one view you can see both the original document and the comparison document 6 Comparing Documents from within Microsoft Worc Chapter 6 Comparing Documents from within Microsoft Word PERFORMING A COMPARISON You can compare your original document against a previous version of the document or against another document entirely You can also compare any two versions of a document For example there may be ten versions of a document in your DMS You can open version 3 and compare it against version 5 To compare documents 1 From the Workshare menu select Compare Versions or click Compare in the Home page of the Workshare Panel The Compare page is displayed as follows Workshare Home Back Help Compare Information This document is Financial Information Select Document Choose a comparison document from the dropdown list Select a version Or Browse to select a document to compare against x Browse When working with a DMS Worksh
60. When Workshare Professional is installed the following buttons are added to the Standard toolbar in Microsoft Word Excel and PowerPoint Toggle Workshare Panel Displays hides the Workshare Panel Convert to PDF Enables you to convert a document to PDF Se Convert to PDF and Email Enables you to convert a document to PDF and adds the PDF as an attachment to an email 2 Getting Started Chapter 2 Getting Started In Microsoft Outlook the Send with Protect button is added to the Standard toolbar in the message window enabling you to discover content risk in email attachments as you send them Untitled Message HTML i File Edit View Insert Format Tools Actions Help CF sere and roted TX YWTEEWAITYIETU SM NOTE In order for this button to be available the Show Send with Protect button in mail messages parameter Email Settings category must be selected in the Workshare Configuration Manager WORKSHARE DOCUMENT ALERT Workshare Professional displays a Document Alerts icon N on your computer s system tray situated on the bottom right of your computer screen This tool will scan the active document on your computer and alert you to hidden risks and content policy violations Document Alerts will detect the level of content risk and change color depending on the risk category Icon State Description ER High Level Content Risk The active document contains high levels of content risk e Me
61. Workshare Professional Secure Document Compliance for Microsoft Office Workshare Professional User Guide Company Information Workshare Professional User Guide Workshare Ltd UK 20 Fashion Street London E1 6PX UK Tel 44 0 20 7426 0000 44 0 20 7539 1400 Workshare Inc USA 208 Utah Street Suite 350 San Francisco CA 94103 USA Tel 1415 975 3855 1 888 404 4246 Fax 44 0 20 7426 0060 Fax 1415 975 3854 Workshare Website www workshare com Trademarks Trademarked names appear throughout this guide as well as on other parts of the Workshare Professional CD or download Instead of listing these here or inserting numerous trademark symbols Workshare wishes to state categorically that no infringement of intellectual or other copyright is intended and that trademarks are used only for editorial purposes Disclaimers The authors publishers of the Workshare Professional User Guide and associated Help material have used their best efforts to ensure accuracy and effectiveness Due to the continuing nature of software development it may be necessary to distribute updated Help from time to time The authors would like to assure users of their continued best efforts in supplying the most effective Help material possible The authors publishers however make no warranty of any kind expressed or implied with regard to Workshare programs or Help material associated with them including the Workshare Pr
62. al Alert Workshare Version 4 5 A Content Risk Alerts This email contains attached documents with JV Select AI the following potential policy violations m Employee Records doc High Risk Possible Social Security Number e Q4 Financial Results doc Employee Records doc 16 phrase s Medium Risk Revenue Q4 Financial Results doc 3 phrases lt Jl gt View Risk Report m J e 4 When you have reviewed these content violations click Next to continue sending the email or click Cancel to cancel sending the email 5 Depending on your company s configuration settings Workshare Professional will e Remove hidden data and convert the attached documents to PDF according to the settings specified in the Workshare Configuration Manager Refer to the Workshare Professional Administration Guide e Display the following dialog box which prompts you to select what hidden data you want to remove and whether you want to convert the attached documents to PDF Workshare 118 Workshare Professional User Guide e 9 Protecting Email Attachments Chapter 9 Protecting Email Attachments Workshare Professional Alert Actions Hidden Data PDF Workshare Version 4 5 VA Action Summary IV Select All Hidden Data Risk QA Hidden Data m Employee Records doc High BUD Remove Comments Modify Cleaning Options 3 z 5 i Remove Track Changes i Q4 Financial Results doc Medium s 5 BEHEE View Risk Report
63. anges are displayed in the Redline compared document You can select from the standard rendering sets provided with Workshare Professional or you can create and customize your own rendering sets described in Appendix B Configuring Rendering Sets Rendering Set Standard Y Standard no color Standard no moves Standard with caret for deletes Standard with change numbers Standard with font changes x NOTE Clicking to the right of the Rendering Set field displays the Rendering Set Manager where you can create modify and delete rendering sets For a full description refer to Appendix B Confieuring Rendering Sets 7 Click OK The comparison process is launched and a Progress dialog box is displayed Please wait EA AAA gt Comparing Documents Cancel The Progress dialog box indicates the progress of the comparison When the comparison is complete the Redline compared document is displayed in the Workshare DeltaView window For a full description of the Workshare DeltaView interface refer to Workshare DeltaView Main Window page 85 If Workshare Professional cannot complete the comparison it will do one of two things e f enabled auto retry mode is invoked See Auto Retry Mode below e f auto retry mode is not enabled or if Workshare Professional cannot complete the comparison in auto retry mode failsafe mode is invoked See Failsafe Mode page 84 Workshare 82 Workshare Professiona
64. another document by clicking Show in the Workshare Panel and repeating the procedure described on page 67 You can navigate between the changes in the Redline document switch the original and modified documents import the changes into the original document save the Redline document print it or email it using the tools available in the toolbar located above the Redline document and the options provided in the Workshare Panel These options are described in the following pages Workshare 69 Workshare Professional User Guide Click Home in the Workshare Panel to close the Redline document and return to the Home page of the Workshare Panel Navigating Between Changes After performing a comparison you can review the Redline document the result of the comparison and consider the changes between the two documents You can move between changes in the Redline document by jumping from change to change Click in the toolbar above the Redline document to move to the previous change and highlight the entire change in the Redline document and in the original document Click in the toolbar above the Redline document to move to the next change and highlight the entire change in the Redline document and in the original document Edit the Rendering Set You can edit the way the changes are presented in the Redline document by editing the rendering set applied to the comparison Click in the toolbar above the Redline document For f
65. are Home Back Help Compare Information This document is Audit Report Select Document Browse to select a document to compare against N Browse When not working with a DMS 2 Select the document against which you want to compare the current document in one of the following ways e Select a version of the document from the drop down list This option is only available when working with a DMS NOTE If you are working with a document not saved in your DMS or that does not have previous versions there may be a drop down list of previous drafts of the same document that were sent for review e Click Browse and select a document from your DMS or locally Workshare Workshare Professional User Guide 67 6 Comparing Documents from within Microsoft Worc Chapter 6 Comparing Documents from within Microsoft Word The Compare page is displayed as follows Workshare Home Back Help Compare Information This document is Financial Information Select Document Selected Document Audit Report x Remove Selection Comparison Option Please select how you would like your comparison displayed workshare default z Iv Open in DeltaView d Compare TIP If you want to change the selected document click the Remove Selection link and select a different document 3 f required select a rendering set from the drop down list in the Comparison Options area to determine how the c
66. are Professional Administration Guide CLEANING EMAIL ATTACHMENTS When the Show Send and Protect button in mail messages parameter Email Settings category is selected in the Workshare Professional Configuration Manager the Send and Protect button is added to the Standard toolbar in the message window of Microsoft Outlook This button enables you to clean hidden data from any email attachments as you send them To clean email attachments 1 Prepare your email in the usual way and attach a document or documents as required 2 Click Send and Protect The following dialog box is displayed Workshare Professional Alert Actions Hidden Data PDF Workshare Version 4 V4 Action Summary vw Select All Hidden Data Risk id Hidden Data m Employee Records doc High unana Remove Comments Modify Cleaning Options g A i Remove Track Changes CE Q4 Financial Results doc Medium 5 BEHES View Risk Report Generate Confirmation Report F Skip Cleaning PDF Conversion TET Convert to PDF Double click to apply and preview 3 Specify the hidden data to remove as well as whether to convert the attachment to PDF as described in steps 3 to 16 in Sending Email Attachments page 117 Workshare m Workshare Professional User Guide Chapter 10 Controlling Documents This chapter describes how to control your documents by setting restrictions on whether or not they can be emailed It includes the following
67. av Ka VES FEY YE EE ELA RECEZLA dae Ede 128 OVERVIEW m n 128 CREATING PDES Re cee 128 CREATING PDFS AND SENDING BY EMAIL 0ccecceeccesccesccenecenscenseeseeeseeeneeesseeneeeeseennees 131 CHAPTER 12 CREATING REPORTS cicssansacassensssiosaansiacwstiavaisweanweadasiamsssoscansediean 133 OVERVIEW c 133 The Report drei 133 REVIEW REPORT scnai224 cede MH 135 RISK REPORT cscs 137 AUDIT idzo qm ues 139 HISTORY REPORT m 141 APPENDIX A OFFLINE MODE 55434524349 543439 C1RRAXEREECFARERARWEERREERERREREXRYGdARE E b e 144 Notes for DM5 Attach ccccccececceeceeeeeeceee eese ee ee ee e res ssse sese seres essere en 144 Notes for InteFWOVell crece ose re e aun eco eee e oexe vase vended eve ee Pe bex T eMe gs ed des 144 APPENDIX B CONFIGURING RENDERING SETS ccccccssccccccccccsccccscccssssscssssssssees 145 INTRODUCING RENDERING SETS cceesesseeeeeee eene hehehe hehehe tese ss esses esee sre 145 Where are Rendering Sets Stored cccccsncccnseccessccnscecnseccesaccsnsecessacesaeecnensoesacenae 145 APPLYING RENDERING SETS 255 25 5 5e era oe Ros R idre sni RR ERR PRA RERO ER E SEE SER OR Ree E e SER EEES 145 CUSTOMIZING RENDERING SETS ss
68. ave made changes to the document and not saved the document is saved An email message window is displayed with the original document and any comparison or additional documents as an attachment Workshare 26 Workshare Professional User Guide e 3 Sending Documents for Review Chapter 3 Sending Documents for Review t Workshare Professional Review Financial Information doc Version 1 Message HTML This message has not been sent Subject Workshare Professional Review Financial Information doc Version 1 Attach W Financial Information doc 23 KB Attachment Options This document has been sent for your review using Workshare Professional Please double click on the document to edit it in Microsoft Word and then e mail back to the sender d Compare Attachment with Workshare NOTES It may take a few moments for the email message window to be displayed If you work with the From field in your email application Workshare Professional uses the information from the From field as the sender information for return to sender purposes This is useful if you are sending a document on someone else s behalf The email might be from you but you can enter a different name in the From field as the sender If you do not enter anything in the From field Workshare Professional regards the sender of the email as the sender for return to sender purposes If this window is
69. be edited as easily as Microsoft Word Excel and PowerPoint documents To create a PDF 1 To convert a Word Excel or PowerPoint document to PDF format e Open your document in Microsoft Word select Convert to PDF from the Workshare menu or click Convert to PDF in the Home page of the Workshare Panel or click the Create New PDF button in the toolbar e Open your document in Microsoft Excel click Convert to PDF in the Workshare Panel or click the Create New PDF button in the toolbar e Open your document in Microsoft PowerPoint click Convert to PDF in the Workshare Panel or click the Create New PDF button in the toolbar e Right click the closed Word Excel or PowerPoint file on your desktop or DMS and select Convert to PDF with Workshare from the menu Workshare 128 e 11 Converting to PDF Chapter 11 Converting to PDF The Create PDF dialog box is displayed Create PDF Save PDF Select OK to save your current document as a PDF file or select Preview to view your document as a PDF before saving w PDF Security Options Page range All C Pages Print All pages in range Workshare Version 4 5 NOTE The Print range area is slightly different in Microsoft Excel and PowerPoint 2 If required you can click the PDF Security Options link to set PDF security options The PDF Security Options dialog box is displayed PDF Security Options Save Your Security Settings Full security Prohibit p
70. ch text or keyword in the currently active document Opens the Redline document in Microsoft Word as an RTF file You can then edit the Redline document as required Refer to Editing Redline Documents page 95 Displays hides the Change Summary window Displays the Workshare Panel down the left side of the window Displays hides the Source Documents window You can display the original document only the modified document only both source documents or none at all Enables you to change the display of all displayed documents from 20 to 200 of their original size Provides access to online help Displays this user guide Displays the Workshare home page in your browser Displays a list of keyboard shortcuts available in Workshare DeltaView Displays version information about Workshare DeltaView Workshare DeltaView Toolbar The Workshare DeltaView toolbar includes the following buttons Button LI 9 Workshare Description Opens the Document Selection dialog box enabling you to perform a new document comparison Refer to page 81 Navigates to the previous change and highlights the entire change in the Redline document Refer to Navigating Between Changes page 93 Navigates to the next change and highlights the entire change in the Redline document Refer to Navigating Between Changes page 93 Enables you to navigate to a specific change number The entire change is highlighted in the Redline document R
71. configure whether each individual option is available from the Administration category in the Workshare Configuration Manager The Workshare Configuration Manager is described in the Workshare Professional Administration Guide LI Send P Manage Changes x Compare d Content Risk p Convert to PDF Restrictions Send Enables you to send a draft of the document by email to other people enabling them to make comments and changes to the draft Refer to Chapter 3 Sending Documents for Review for further information NOTE Additionally you can access this functionality by selecting Workshare Send for Review from the File menu in Microsoft Word Manage Changes Enables you to import responses and review the changes that have been proposed to a document accepting or rejecting them as required Refer to Chapter 5 Managing Responses for further information Compare Enables you to compare a document with a previous version of the same document or with another document Refer to Chapter 6 Comparing Documents from within Microsoft Word and Chapter 7 Comparing Documents Using Workshare DeltaView for further information Content Risk Enables you to display a report of all the content risk in a document as well as remove selected content risk from the document Refer to Chapter 8 Managing Content Risk in Documents for further information Restriction Enables you to control your documents by setting rest
72. cument as a new table but it is shown as an insertion Inserted Cell Color The color of inserted cells Deleted Cell Color The color of deleted cells Moved Cell Color The color of moved cells Merged Cell Color The color of merged cells Padding Cell Color The color of padded cells f Workshare 159 Workshare Professional DeltaView User Guide What are Padded Cells Padded cells occur when an insert and delete have occurred within a table a cell becomes both an insert and a delete therefore it creates a padded cell Original Table Cell 1 Cell 2 Cell 3 Cell 4 Cell 5 Cell 6 Modified Table Cell 1 Cell 3 Cell A Cell B Cell 4 Cell 6 Rendered Table Cell 1 Cel2 Cell 3 Cell A PADDED CELL Cell B Cell 4 Gl X Cell 6 Workshare 160 e B Configuring Rendering Sets Change Numbering Format The Change Numbering Format category includes parameters that enable you to select whether change numbers are shown in the Redline document and if so how they appear Workshare Change Numbering Format Set the options for the formatting of the change Version 4 5 numbering in the Redline document Show Change Numbering x Pasition Numbering Before Change Style Change Format v Show Change Numbering Tips Number Color Format Number Format Numbering Format OK Cancel Apply Help The Change Numbering Format parameters are described in the followin
73. d Recipients receive the email with all attachments included in a single zip file Attachments zipped by Workshare Professional can be unzipped by recipients using either WinZip or PKZip Versions 2 5 and above Attachments in the following formats can be zipped e DOC e RTF e XLS e DOT If any of the above formats are included as an attachment ALL attachments will be zipped even attachments not in the above format For example if you sent an email and attached a DOC file and a TIF file Both files would be zipped into a single ZIP file Workshare 116 9 Protecting Email Attachments Chapter 9 Protecting Email Attachments If none of the attachments is in any of the above formats the attachments will not be zipped For example if you sent an email and attached a PDF file and a TIF file Neither file would be zipped Automatic zip files can also be password protected If this option is enabled you are prompted to set and confirm a password whenever a file is automatically zipped by Workshare Professional Please enter the password and confirmation of the password to protect the Zip Archive Password l Confirm This can be used as an additional security measure if you want to ensure that documents are only sent to the intended recipients You need to provide the password to the email recipient for them to read the document It is recommended that you do not distribute this password via email Your administra
74. d select a rendering set from the drop down list in the Comparison Options area to determine how the comparison document is displayed For example deleted text could be shown in red with a strikethreush For further information about rendering sets refer to Appendix B Configuring Rendering Sets 4 Select the Open in DeltaView checkbox Un selecting this checkbox will compare your document from within Microsoft Word Refer to Chapter 6 Comparing Documents From Within Microsoft Word for more information 5 Click Compare Workshare DeltaView performs the comparison A progress bar indicates the progress of the compare process Workshare 80 Workshare Professional User Guide 7 Comparing Documents Using Workshare DeltaView Chapter 7 Comparing Documents Using Workshare DeltaView When the comparison is complete the results of the comparison are displayed in the Workshare DeltaView window For a full description of the Workshare DeltaView interface refer to Workshare DeltaView Main Window page 85 Launching Workshare DeltaView from your Desktop In this scenario you launch Workshare DeltaView as a standalone application from your desktop or the Start menu You then select the documents you want to compare To compare documents 1 Click the Workshare DeltaView shortcut on your desktop or from the Start menu select Programs gt Workshare gt Workshare Professional Workshare DeltaView The Document Selection dialog box is
75. d in the menu bar Send Draft For Review Manage Changes Compare Versions Show Content Risk Convert to PDF Document Restriction Report Wizard Options Learning Center Return To Sender Show Workshare Panel The Workshare menu includes the following options NOTE All of these menu items are configurable It is also possible to replace the Workshare menu with a toolbar This can be configured from the Administration category in the Workshare Configuration Manager The Workshare Configuration Manager is described in the Workshare Professional Administration Guide Menu Item Toolbar Button Description Optional Send Draft 54 Enables you to send a draft of the document by email to For Review other people enabling them to make comments and changes to the draft Refer to Chapter 3 Sending Documents for Review for further information Additionally you can access this functionality by selecting Workshare Send for Review from the File menu in Microsoft Word Manage 2 Enables you to import responses and review the changes Changes that have been proposed to a document accepting or rejecting them as required Refer to Chapter 5 Managing Responses for further information QWorkshars i Menu Item Toolbar Button Optional Compare mi Versions Show eV Content Risk Convert to PDF Document Eal Restriction Report Wizard Options 3 Learning E Center Return To amp Sender Show
76. d within the document Workshare Professional can be configured to define your company s content risk policies when sending documents internally or externally These policies can differ when a document is sent internally or externally Content risk is categorized into low medium and high risk levels and each category can be configured by the user For example You may not want hidden server names and users details to be included in documents sent externally but it may be fine to leave those details in documents sent within the organization Workshare Professional alerts users to content policy violations and removes sensitive hidden data from documents before they are sent ensuring that the recipient of the document only has knowledge of what the document sender intended Hidden data is hidden information that is contained in Microsoft Office documents Whenever you create edit or save a document hidden data is added to the document Hidden data includes information such as e Track changes comments and footnotes e Administrator defined hidden data such as author s name server names keywords routing slips and authoring trails e Previous versions of the document Content policy violations occur when documents contain sensitive privacy intellectual property and financial disclosure information Workshare Professional can be enabled to discovery sensitive information such as financial information social security numbers credit card
77. displayed Document Selection Please Select the Documents to be Compared Original Document z Modified Document z Rendering Set Standard Y Perform Text Only Comparison Failsafe Mode T Workshare Version 4 5 Cancel Help 2 Select the original document you want to compare by clicking the Open 2 button to the right of the Original Document field 3 Navigate to the document location in your local file system or in your DMS and click Open The selected document is displayed in the Original Document field 4 Select the document you want to compare with the original document by clicking the Open 2 button to the right of the Modified Document field 5 Navigate to the document location in your local file system or in your DMS and click Open The selected document is displayed in the Modified Document field Workshare 81 Workshare Professional User Guide 7 Comparing Documents Using Workshare DeltaView Chapter 7 Comparing Documents Using Workshare DeltaView TIPS If you want to compare a recently used file click the drop down in the Original Document and Modified Document fields and select the documents you want to compare These lists contain the last 10 documents you have used Tg To swap the original and modified documents click 5 6 From the Rendering Set drop down list select the rendering set you want to use Rendering sets contain a set of parameters that define how ch
78. dium Level Content The active document contains medium levels of Risk content risk EN Low Level Content Risk The active document contains low levels of content risk zx Standby Document Alerts is currently on standby Document Alerts does not detect an active Word document Workshare 20 Workshare Professional User Guide 2 Getting Started Chapter 2 Getting Started Document Alerts can also be configured to display a notification when a document s risk level changes to either medium or high This is configured by right clicking the Document Alerts icon and selecting Show High Risk Alerts or Show Medium Risk Alerts from the Options menu Document Alerts can check the level of risk of the active document every ten seconds by activating the Active Monitoring option from the right click menu If the active document changes its risk category level Document Alerts will change color and display a notification if activated De activating Active Monitoring enables Document Alerts to check the risk category level every time you open or save your document NOTE Active Monitoring reports on the existence of hidden data risk only Content policy violations are reported when you open or save your document or run a risk report To view a risk report of the active document double click on the Document Alerts icon or right click on the icon and select Report on Active Document Refer to Risk Report page 137 for more information about the con
79. e Manage Changes page the change is marked with a large red cross X and in the Redline document each line of the change is marked with small red crosses sd NOTE If you want to reverse your action click Undo The change is no longer marked as rejected The icon is displayed to the left of the change in the Manage Changes page to show that it has been undone If you are not sure whether you want to reject the change you can click follow up instead of reject This marks the selected change as requiring attention at a later time indicated by a large red flag in the Manage Changes page and small brown flags against each line of the change in the Redline document The change is not applied in the original document at this stage Applying Multiple Changes Workshare Professional provides two options to apply multiple changes to a document The two options are e Accept reject all changes using Workshare e Merge changes as Track Changes using Microsoft Word The Workshare option is recommended when users wish to maintain the integrity and audit history of all changes The Microsoft Word option is recommended when users require a time efficient method of applying mass changes to large or complex documents NOTE Please consult the technical brief Managing Changes in Workshare Professional 4 5 on the Workshare Learning Center for a detailed description on the benefits of each method To enable one of the two options to a
80. e Workshare Panel The first page of the Report Wizard is displayed Workshare Workshare Professional DeltaView User Guide k 137 12 Creating Reports Chapter 12 Creating Reports 2 Select Risk Report from the drop down list and click Next The Report Format page of the Wizard is displayed Workshare Version 4 5 Select the report Format you want to generate then click Next Choose this option if you want Workshare to automatically generate an HTML report lt Back Cancel 3 Select the format of the report HTML or XML 4 Click Next The report is generated and a progress page is displayed Once report generation is complete a confirmation page is displayed as follows The report generation has completed successfully Click Finish to launch the report Workshare Version 4 5 Workshare 138 Workshare Professional DeltaView User Guide 12 Creating Reports Chapter 12 Creating Reports 5 Click Finish to display the report An example HTML report is shown below F Document Risk Report Microsoft Internet Explorer File Edit view Favorites Tools Help Q gt 2 5 JO search S Favorites O 7 S i 8 33 Workshare Version 4 5 EN A Document Risk Report REPORT INFORMATION DOCUMENT REPORT FOR GENERATED BY CiaranB FINANCIAL INFORMATION DOC GENERATED ON 10 18 2005 10 20 22 AM Severity Thigh risk elements 0 medium risk elements 8 low risk
81. ed and the character specified is X the word appears as XXXXXXX A keyboard character to go before and after deleted text Workshare Professional DeltaView User Guide 155 e B Configuring Rendering Sets Appendix B Configuring Rendering Sets Parameter Description Include Deletions If selected a summary of deletions is included with the Summary Redline document Moved Text Format The Moved Text Format category includes parameters that enable you to customize how you would like moved text to appear in the Redline document Workshare Moved Text Format Set the options for the formatting of moved text in the Version 4 5 Redline document ptions gl Inserted Text MV Show Movements in Redline Document co ae Format Test Background E Text Format From Strikethrough oct m E To Double Underline Surrounding From characters Characters Moved Text To characters Format OK Cancel Apply Help The Moved Text Format parameters are described in the following table Parameter Description Show Movements in If selected moved text is shown in the Redline document If Redline Document you leave this checkbox unchecked then any text that has been moved is displayed the same as inserted and deleted text Text Color The color of moved text Text Background The color of the background of moved text Text Format The format of moved text
82. ed in steps 2 to 9 page 129 of the Creating PDFs section Workshare 131 Workshare Professional User Guide 11 Converting to PDF Chapter 11 Converting to PDF 3 After specifying a save location and clicking Save an email message window is displayed with a PDF of the open document as an attachment Untitled Message HTML To This message has not been sent Subject 5 Document3 pdf 1 KB Attachment Options 4 Enter the recipient s name and any other text you want to include and click Send The PDF document is sent to the specified recipients Workshare 132 Workshare Professional User Guide Chapter 12 Creating Reports This chapter describes how to create different reports using the Workshare Professional Report Wizard It includes the following sections Overview below introduces report functionality available in Workshare Professional Review Report page 135 describes how to create a report showing changes proposed to your document Risk Report page 137 describes how to create a report showing the different types of content risk in your document Audit Report page 139 describes how to create a report showing when your document was sent for review as well as a list of all proposed changes and their status History Report page 141 describes how to create a report showing when your document was sent for review and when changes we
83. ed which the Managers wish to be able to rely upon in accordance with this arrangement letter the Issuer 38 5 33 In the event of any inconsistency between this arrangement letter and such terms and conditions the terms shall prevail as between the rel 56 gt 57 6 49 4b arrangement letter gt arrangement letter 7 59 gt 60 7 5 See coessiene eiee et suerte ce s he dieems B4 ds 8 4b arrangement lettere gt arrangement letter 725 73 B wi e 82 23 This letter is addressed to Lead Manager the Lead Manager and to each of the other managers whose names are set out above who hav 83 10 41 PIS pump v vus ppr quer up ng Eque lastar in ahnum ar inin udhann banda i emau namn Aini dian ar Bananas nia han nnt a p 04 OK in 47 gt B List view Search J NOTE Workshare DeltaView only searches the changes for the specified text It does not search the text of the original or modified documents To search the entire text of the original modified or Redline documents use the Find and Find Next options in the Edit menu 3 Repeat step 2 to run another search if required Swapping the Source Documents You can re run a comparison exchanging the original document for the modified document and the modified document for the original document For example if you selected Document A as the original document and Document B as the modified document Workshare DeltaView compares Document A to Document B and presents the changes made to
84. efer to Navigating to a Specific Change page 94 Swaps the original and modified documents Refer to Swapping the Source Documents page 95 92 Button Description Opens the Rendering Set Manager where you can apply different rendering sets to a comparison and if you have permission you can add edit and delete rendering sets Refer to Appendix B Configuring Rendering Sets Displays hides the Change Summary window Displays hides the Source Documents window WORKING WITH REDLINE DOCUMENTS This section describes the tools available to you when working with the compared Redline document after a comparison Navigating Changes After performing a comparison you can review the Redline document the result of the comparison and consider the changes between the original and modified documents You can move between changes in the Redline document by jumping from change to change or searching for a specific change using change numbers or keywords Navigating Between Changes Selecting a change in the Change Summary window highlights the change in the Redline document and displays the position of the change in both of the source documents Work and Procedures 14 In other jurisdictions standards and practice relevant to reporting accountants may be different and may not provide for reporting in the manner contemplated herein Accordingly our report should not be relied on as if it had been provided in accordance with t
85. elect all changes and display an Apply Selected button and a Reject Selected button Track Changes Actions 2 Track Changes in this document J apply selected X reject selected 8 Click Apply Selected to accept these changes or click Reject Selected to reject these changes 9 To apply or reject individual changes select the change and click the Accept or Reject button TIP If you want to apply or reject the majority of the changes select Accept Reject All Changes from the Actions menu and then unselect the checkboxes for the changes that you do not want to apply Then click Apply Selected or Reject Selected as required Workshare 65 Workshare Professional User Guide Shantar Le fri vmm XACT Mant T pores an bhia dAsersmcnstt VAIAcA Chapter 0 Comparing Documents Trom within Microsott Wore Chapter 6 Comparing Documents from within Microsoft Word This chapter describes how to compare documents using Workshare Professional from within Microsoft Word It includes the following sections e Overview below introduces the comparison functionality of Workshare Professional e Performing a Comparison page 67 describes how to compare a document against an earlier version of the document or against a different document and describes the Redline document the result of the comparison For information about comparing documents using Workshare DeltaView refer to Chapter 7 Comparing Documents Using Workshare Delta
86. et the options for the formatting of deleted text in the Options Inserted Text Format Deleted Text Format Moved Text Format Redline document co Text Background Text Format Strikethrough Replace Deletes with Single Character Replacement Character Surrounding characters Characters Include Deletions Summary OK Cancel Apply Help The Deleted Text Format parameters are described in the following table Parameter Text Color Text Background Text Format Replace Deletes with Single Character Replacement Character Surrounding Characters Workshare Description The color of deleted text The color of the background of deleted text The format of deleted text Select from Underline Double Underline Italic or Strikethrough If selected deleted text is replaced with a single character If you select this checkbox enter the required character in the Replacement Character field For example if the word compare is deleted and the character specified is X the word appears as X The character used to replace deleted text If the Replace Deletes with Single Character checkbox is selected the deleted text is replaced with a single instance of the character specified If the Replace Deletes with Single Character checkbox is not selected each character in the deleted text is replaced with the character specified For example if the word compare is delet
87. ewer 4 If required select the Only display pages with changes checkbox to exclude pages from the comparison that do not have any proposed changes 9 Workshare 135 Workshare Professional DeltaView User Guide 12 Creating Reports Chapter 12 Creating Reports 5 Click Next The report is generated and a progress page is displayed Once report generation is complete a confirmation page is displayed as follows The report generation has completed successfully Click Finish to launch the report Workshare Version 4 5 6 Click Finish and your report is loaded into your default PDF viewing application normally Adobe Reader An example is shown below Workshare 13 Workshare Professional DeltaView User Guide 12 Creating Reports Chapter 12 Creating Reports F Adobe Reader wtfOF15BFE9 PDF 100 Workshare Version 4 5 AS Document Review Report REPORT INFORMATION AUTHOR qaadmin GENERATED ON 10 18 2005 10 12 44 AM DOCUMENT NAME Financial Information CHANGES SUGGESTED BY ell Sit E 8 Ix Mama Danan Numer 8 50 x 11 00 in Jui RISK REPORT You can create a Risk Report that provides a full account of the different types of content risk in a document The report can be in XML or HTML format and can be printed if required To create a Risk Report 1 From the Workshare menu select Report Wizard or click Report in the Content Ris page of th
88. ewers Chapter 6 Comparing Documents from within Microsoft Word describes how to compare documents using Workshare Professional from within Microsoft Word Chapter 7 Comparing Documents Using Workshare DeltaView describes Workshare DeltaView a standalone application included with Workshare Professional that enables you to compare two documents Chapter 8 Managing Content Risk in Documents describes how to view and alert visible content violations such as financial intellectual property and personal content violations and hidden data such as track changes comments and footnotes that may have been added to a document Additionally this chapter describes how to display a report of all the content risk in a document and remove selected hidden data from a document Chapter 9 Protecting Email Attachments describes the email protection options provided by Workshare Professional such as the alerting of visible content violations the removal of hidden data from email attachments and the conversion of email attachments to PDF Chapter 10 Controlling Documents describes how to control your documents by setting restrictions on whether or not they can be emailed Chapter 11 Converting to PDF describes how to convert your documents to PDF using Workshare Professional Chapter 12 Creating Reports describes how to create different reports using the Workshare Professional Report Wizard Appendix A Offline Mode describes how to use Wo
89. g table Parameter Description Show Change If selected the number of the change is displayed next to each Numbering change in the Redline document Position If selected the change number is displayed before the change If not Numbering Before selected the change number is displayed after the change It is Change recommended to position the change number before the change as footnotes often appear after text This reduces confusion This parameter is only enabled when Show Change Numbering is selected Show Change If selected tool tips are displayed when you position the cursor over Numbering Tips change numbers Number Color The color of change numbers This parameter is only enabled when Show Change Numbering is selected Number Format The format of change numbers Select from a range of formats including Superscript or Bold This parameter is only enabled when Show Change Numbering is selected f Workshare t Workshare Professional DeltaView User Guide Index Analyzing Documents 16 18 19 106 Applying Changes 59 Procedure 59 Attachments Checking 115 Converting to PDF 117 Protection 115 Removing Hidden Data 117 Zipping 116 Changes Apply 59 Display 51 Follow Up 60 61 Incorporate 15 18 Manage 42 59 Navigate 70 Reject 61 Cleaning Hidden Data 23 31 106 110 Procedure 31 110 Cleaning Options 111 Comments 31 Comparing Documents 16 18 23 27 66 Procedure 27 32 34 67 79 81
90. gain control over the document when the files are saved to their computer or network Workshare 11 Workshare Professional User Guide e 1 Introducing Workshare Professional Chapter 1 Introducing Workshare Professional Moving and Copying Files Workshare Professional can help you keep track of changes even if you move your document to a different location If you manually copy or move a Microsoft Word document on your computer when you next open that document Workshare Professional checks to see if your document used to have changes to it and if the document audit file has also been moved If it has not the following message is displayed Workshare This document is based on the following file C Documents and Settings ciaranb My Documents T est Documents Draft Report doc This document has been reviewed by other users and has their proposed changes associated with it Would you like to keep the history of proposed changes alongside the new document e j ome om Selecting Yes opens the document and copies the document audit file to the new location Selecting No opens the document but does not copy over the document audit file TERMS AND CONCEPTS The following terms and concepts are regularly used in Workshare Professional and throughout the documentation Term Definition Document A system that enables organizations to centralize the management Management storage retrieval and distribution of documents
91. ges and eliminates the need to check the changes manually You can review the Redline document by navigating between the changes To make the review easier you can customize how the changes are highlighted within the document A statistical summary at the end of the Redline document enables you to precisely match the document changes PERFORMING COMPARISONS You can launch Workshare DeltaView both from within Microsoft Word and from your desktop You can compare your original document against a previous version of the document or against another document entirely You can also compare any two versions of a document For example there may be ten versions of a document in your DMS You can open version 3 and compare it against version 5 You can also use Workshare DeltaView to compare an email attachment with another document on your local file system or DMS Workshare _ 7 7 Comparing Documents Using Workshare DeltaView Chapter 7 Comparing Documents Using Workshare DeltaView Launching Workshare DeltaView from Microsoft Word In this scenario you first open your original document in Microsoft Word To compare documents 1 From the Workshare menu select Compare Versions or click Compare in the Home page of the Workshare Panel The Compare page is displayed as follows Workshare Information This document is Financial Information Select Document Choose a comparison document from the dropdown list Select a version X
92. gher document quality but also through increased productivity as well as reducing stress at deadlines Comparison Workshare Professional enables you to compare two documents and instantly see any differences between them For users who have a DMS Workshare Professional provides access to version information stored in the DMS Understanding differences between one version of a document and the next is a critical function when editing and reviewing documents in multi user environments Workshare Professional utilizes Workshare DeltaView the market leading and most advanced comparison engine in the market today to perform comparisons accurately and seamlessly Comparison results are displayed within Microsoft Word or in a separate Workshare DeltaView window Workshare Professional s fast accurate and reliable document comparison capabilities enable you to quickly compare even the most difficult and complex documents Workshare Workshare Professional User Guide Content Risk Protection Workshare Professional prevents users from accidentally emailing confidential information that is stored in a Microsoft Office document Workshare Professional automatically enforces your company policies for content risk and can remove content risk automatically and seamlessly Content risk is comprised of hidden data and content policy violations Workshare Protect alerts you to the content policy violations and allows you to clean hidden data containe
93. ginal Modified Document in the Save Comparison dialog box New SubVersion Hummingbird DMS only To save the Redline document as a new sub version This option is only enabled if the Redline document has been saved before and you selected Save a New Document in the Save Comparison dialog box Workshare n 6 Comparing Documents from within Microsoft Worc Chapter 6 Comparing Documents from within Microsoft Word Attachment Hummingbird DMS only To save the Redline document as an attachment to the original or modified document This option is only enabled if you are attaching a Redline document to the original or modified document meaning you selected Attach Relate to Original Modified Document in the Save Comparison dialog box 5 Interwoven DMS only From the Logged in Servers drop down list select which server you would like to use This list is a list of previously logged in servers If you want to log in to a different server click Servers 6 From the Save As Type drop down list select the format for the saved file from the following Word Document doc Saves the Redline document as a Microsoft Word file The source documents are not saved Rich Text Format rtf Saves the Redline document as an RTF file The source documents are not saved 7 Click OK In Interwoven 8 the following dialog box is displayed New Profile 3 xj d i Other Properties Please choose the locati
94. gt Dear Sir Madam 1 gt 2 1 13 o managers E M 3 1 36 o By signing and accepting the terms of this arrangement letter the lead manager confirms tha 4 1 41 T Petree ar Se SarrRaS tot menep po GASC ee T 5 2 10 4b Our comfort gt 6 Our comfort 6 2 15 4b For the avoidance 7 For the avoidance 7 2 23 negligently gt negligently 8 2 i 4 b are e Sooo SaaS Workshare 88 Oo You can hide display the Change Summary window by clicking IE in the Workshare DeltaView toolbar or by selecting Document Change Summary from the View menu TIP The Change Summary window is by default positioned down the left side of the Workshare DeltaView environment It can also float over the other windows Click and drag the title bar of the Change Summary window to move it to a different location The following information is shown for each change in the Change Summary window Text Details of the change Change No The number of the change in the document A change may have two numbers when it includes two actions For example a deletion and an addition Page Line The page number and the line number in the original document where the change occurs The icons to the left of each change indicate the type of change as follows 4p Red blue arrow heads Deletion and insertion on same line e Green double headed arrow Moved text Red left pointing arrow Deleted text gt Blue right pointing arrow Inserted text
95. hare 144 Appendix B Configuring Rendering Sets Appendix B Configuring Rendering Sets This chapter describes how to configure rendering sets in Workshare Professional and apply them to a comparison It includes the following sections e Introducing Rendering Sets below introduces Workshare Professional rendering sets and describes how they determine the look of a Redline document e Applying Rendering Sets page 145 describes how to apply a rendering set to a comparison e Customizing Rendering Sets page 146 describes how to create your own rendering sets as well as modify and delete existing rendering sets e Rendering Set Parameters page 148 provides a detailed description of all the parameters included in rendering sets INTRODUCING RENDERING SETS Workshare Professional uses colors and different formats in the Redline document to enable you to see the changes that have been made to the documents For example the following indications can be used e Deletions in red with a strikethrouah e Insertions in bright blue with a double underline e Moved or cut text in eceen with a strikethreuah e Pasted copied text in green with a double underline e Moved deletions in gt male The colors and formats adopted depend on the rendering set applied to the comparison Workshare Professional includes several different rendering sets that you can apply as required or you can modify these rendering sets or create your ow
96. hare Professional enables you to send multiple documents for review at the same time The additional documents may be related to the original document for example appendices or they might be unrelated To send additional documents 1 In the Attach Additional Documents area of the Send Draft for Review page click Browse and select an additional document from your DMS or locally The selected document is listed in the Attach Additional Documents area as follows Attach Additional Documents Browse for additional documents to attach to your email Browse wo raft Review TGW120450 options X NOTE To delete a document so that it is not sent for review click LX J to the far right of the document in the Attach Additional Documents area Workshare 32 Workshare Professional User Guide e 3 Sending Documents for Review Chapter 3 Sending Documents for Review 2 When you attach additional Microsoft Word documents Workshare Professional treats these documents as sent for review and displays an Options button next to each document Click this Options button to convert to PDF attach a comparison and clean hidden data The Additional Document Options dialog box is displayed Workshare Additional Document Options W Draft Review TGW120450 Select File Type Select the format in which you want to send this document Word Document C PDF Attach a Comparison Browse for the file you want to co
97. he standards and practice A any eae jedi body in any other pies rame NOTE In order for this automatic synchronization to occur the Synchronize Documents on Navigation checkbox must be selected in the User Preferences dialog box Refer to Configuring User Preferences page 104 Click Previous in the Workshare DeltaView toolbar to move to the previous change and highlight the entire change in the Redline document Click Next nd in the Workshare DeltaView toolbar to move to the next change and highlight the entire change in the Redline document Workshare z 7 Comparing Documents Using Workshare DeltaView Chapter 7 Comparing Documents Using Workshare DeltaView Navigating to a Specific Change Number Changes are allocated numbers which are displayed next to the change in the Change Summary window A change may have two numbers when it includes two actions for example a deletion and an addition You can move to a specific change number in the Redline document To navigate to a specific change number 1 Click in the Workshare DeltaView toolbar The following dialog box is displayed Enter the change number to go to within the current document Change Number CR e 2 In the Change Number field enter the number of the change you want to display in the Redline document 3 Click Go To The entire change is highlighted in the Redline document 4 Repeat steps 2 and 3 to navigate to further changes as re
98. his case the document will be sent as a PDF file The recipient will be able to open and view it in Adobe Reader but will not be able to edit the document at all A PDF label is displayed beneath the attachment in the Attachments area to show that you have selected to convert it to PDF Workshare 120 Workshare Professional User Guide 9 Protecting Email Attachments Chapter 9 Protecting Email Attachments 13 If you want to set PDF security options click PDF Details The PDF Conversion tab is displayed Workshare Professional Alert Actions Hidden Data POF Workshare Version 4 5 PDF Conversion Select your PDF Security Settings IV Select All Hidden Data Risk Zh Employee Records doc ausum Prohibit printing Prohibit modification of text Ful Security cB Q4 Financial Results doc Medium EBAN Prohibit text or graphics being copied Prohibit comments being added Password optional Confirm password Set Password Return to Actions Summary 14 Select one or more of the security options individually or select the Full Security checkbox to select them all The security options are as follows e Prohibit printing Prevents recipients from printing the PDF document e Prohibit modification of text Prevents recipients with Adobe Distiller from editing the PDF document e Prohibit text or graphics being copied Prevents recipients from copying graphics or text directly from the PDF document e
99. ide Applied Changes Document Review Report Rename Delete The options are as follows Option Show Changes Accept Reject All Changes using Workshare Merge Changes as Track Changes Manage Format Changes Document Review Report View Email Remove Email Link Rename Delete Workshare Description Displays the changes made by the reviewer below their name Displays the changes made by the reviewer below their name and selects all the changes This is indicated by a selected checkbox to the left of each change You can then apply or reject all or some of the changes Refer to Applying Multiple Changes page 61 Enables you to merge all the changes from the response document into the original document as tracked changes by using Microsoft s Word Merge function Refer to Applying Multiple Changes page 61 Enables you to manage changes to the formatting of a document Enables you to generate a report of the changes proposed by the reviewer Refer to Chapter 12 Creating Reports Opens the email sent by the reviewer when submitting their response Removes the link to the email sent by the reviewer when submitting their response Enables you to modify the name of the reviewer Enables you to delete the reviewer and their proposed changes from the Manage Changes page This action cannot be undone and you would have to import the response again if you wanted to see the reviewer s changes 53 e
100. ied document has new inserted text in a different font it appears as inserted text and not as font change text f Workshare 157 Workshare Professional DeltaView User Guide e B Configuring Rendering Sets Appendix B Configuring Rendering Sets Style Change Format The Style Change Format category includes parameters that enable you to customize how you would like any style changes to appear in the Redline document Workshare Style Change Format Set the options for the formatting of any style changes Version 4 5 in the Redline document Format Show Paragraph Style Changes oe m Character Style Changes Show Style Changes Text Backoound gt Text Format Table Cell Format The Style Change Format parameters are described in the following table Parameter Description Show Paragraph Style If selected paragraph style changes are shown in the Redline Changes document Paragraph style changes are indicated in words for example normal to heading two Label Color The color of text in paragraphs where the paragraph style has changed Character Style Changes Show Style Changes If selected character style changes are shown in the Redline document Text Color The color of character style changes Text Background The color of the background of character style changes Text Format The format of character style changes Select from Underline Double Underline Italic or Str
101. iew window Refer to Chapter 7 Comparing Documents Using Workshare DeltaView for further details Automatically import the changes into the original document Workshare Professional performs a comparison between the response document and the version of the document that was sent for review and identifies all changes Workshare Professional automatically recognizes the version of the response because of the tag inserted when the document was sent for review When the import is complete and the original document is open the Manage Changes page is displayed in the Workshare Panel and you can now view the changes proposed in the response document and select to incorporate the changes into the original document as required Refer to Reviewing Responses page 49 If the original document is not open it is first opened and the Manage Changes page is displayed in the Workshare Panel NOTE If Workshare Professional cannot open the original document for example it is open and locked by another user the response is not imported You can import the response manually You can also open the response document in Microsoft Word NOTE The checkbox at the bottom of the Modified Copy dialog box changes according to your selection For example if you selected Open Modified Copy the checkbox would say Always Open Modified Copy By selecting the checkbox you ensure that future automatic imports of response documents are dealt with in the same way For e
102. iew within Microsoft Word This consolidated view enables you to act upon each change to apply reject or flag for follow up O Workshare _ e 1 Introducing Workshare Professional Chapter 1 Introducing Workshare Professional List of Proposed Changes Original Document CA Draft Review TGW120 50 doc Microsoft Word i Ele Edt View Worksh re Forma Tools Table Widow Help Draft Review Summary peraan outlines the official position ofthe board of directors of the company The gt The outines the official posi ails of changes suggested by Ciaran Brennan Soe Lem DR E ep report 4 Hide A w _ X reject 9 followup 3 directors of the company The board havehas performed DD performed athorsughan extensive audit Draft Review L audit of each department and have concluded Summary a orsi introduced in order to sechice the cunert This outlines the official position of the board of directors of the revenue for Q4 ovoione sales company The board havehas performed a thereughan extensive audit of each department and have concluded that strict measures must be introduced in order to reduce the current Redline document showing the changes made by the reviewer In addition Workshare Professional preserves the technical integrity and style of the document preventing your document from becoming corrupt or inadvertently incorporating foreign formatting or style This not only benefits you through hi
103. ikethrough NOTE Changes to heading styles are also shown in the statistics report at the end of the Redline document Workshare 158 Workshare Professional DeltaView User Guide e B Configuring Rendering Sets Appendix B Configuring Rendering Sets Table Cell Format The Table Cell Format category includes parameters that enable you to customize how you would like any format changes in tables to appear in the Redline document Workshare Table Cell Format Set the options for the formatting of any table cell rsion 4 Version 4 5 changes in the Redline document Table Change ptions Changes with surrounding chars tyle Ch yi Inserted Cell Color iin ES Deleted Cell Color 1 Table Cell Format Moved Cell Color a Merged Cell Color 1 Padding Cell Color gt ui Change Numberi The Table Cell Format parameters are described in the following table Parameter Description Table Change Options The way changes in tables are indicated You can select from the following Changes with surrounding chars Changes without surrounding chars Whole original and modified tables Whole modified table only or Whole modified table only unmarked Selecting Whole modified table only unmarked the modified table is shown in the Redline document as a new table with no changes marked Selecting Whole modified table only the modified table is also shown in the Redline do
104. ination Delete Management 9 Move Source Save As Comparison Options Redline Options Ql z Prompt to Save Changes M 2 From the Rendering Set drop down list select a rendering set to apply to the comparison 3 Click OK Workshare DeltaView re performs the comparison applying the new rendering set styles to the resulting Redline document CUSTOMIZING RENDERING SETS If you have the relevant access rights you can modify and delete existing rendering sets as well as create new rendering sets NOTE Depending on how Workshare Professional has been distributed through the company you may or may not have access rights to configure rendering sets If you have any questions about your access rights please speak to your system administrator To customize a rendering set 1 From the File menu in the Workshare DeltaView main window select Preferences and then Edit Rendering Set or click in the Workshare DeltaView toolbar The Rendering Set Manager is displayed with the Rendering Set Management page open Workshare Workshare Professional DeltaView User Guide e B Configuring Rendering Sets Appendix B Configuring Rendering Sets Workshare Rendering Set Management Version 4 5 Rendering Set _ Management Boye seuss Save As Rendering Set Comparison ptions Redline Options Save load and delete rendering sets Inserted Text Stendad
105. ine document as well as the original and modified documents as email attachments Workshare 96 Workshare Professional User Guide 7 Comparing Documents Using Workshare DeltaView Chapter 7 Comparing Documents Using Workshare DeltaView To send compared documents by email 1 In the Workshare Panel click Email or from the File menu in the Workshare DeltaView main window select Email To The Workshare Panel displays the Email Comparison page as follows Workshare Home Back Help Select File Type Select the file type of the comparison Word Document doc Include Source Documents Attach Original Document attach Modified Document BY Create Email 2 Select the format in which you would like to send the Redline document from the drop down list e f you select WDF the Workshare Panel is displayed as above Selecting this option sends the compared documents as a DeltaFile A DeltaFile contains the Redline document and a reference to the original and modified documents in the DMS A DeltaFile can only be opened in Workshare DeltaView The file extension for a DeltaFile is WDF e f you select PDF the Workshare Panel is displayed as follows Select the file type of the comparison PDF pdf NPDF Security Options Select whether you want to attach the original or modified document in DOC format to the email Also you can specify security options for the Redline PDF if required e
106. ing sections e Launching Workshare Professional below describes how to access Workshare Professional functionality e Workshare Menu page 15 describes the options available in the Workshare menu e Workshare Panel page 17 describes the Workshare Panel and the options available from it e Workshare Toolbar Buttons page 19 describes the Workshare toolbar buttons added to the Microsoft toolbar e Workshare Document Alert page 20 describes the Workshare Document Alerts displayed in the system tray e Enabling Workshare Professional Functionality page 21 describes how to ensure that Workshare Professional functionality is fully enabled LAUNCHING WORKSHARE PROFESSIONAL Workshare Professional integrates within Microsoft Word Excel and PowerPoint To this end there is no independently accessed user interface for Workshare Professional the user interface is accessed from within Microsoft Word Excel or PowerPoint and is available from all documents NOTE The comparison functionality of Workshare DeltaView is also available as a standalone application Refer to Chapter 7 Comparing Documents Using Workshare DeltaView for further details The Workshare Professional user interface adopts a task oriented approach guiding you through each process one step at a time and providing clear explanations at each step This provides a steady flow to your work with no need to move between interfaces or waste time deducing functiona
107. inistrator has restricted the save format to RTF If you try and save a Redline document as a version of the original or modified document the version created is saved in Microsoft Word format rather than the administrator defined RTF format For newly profiled documents the file format chosen determines the application ID that will be used on the DOCS profile For Workshare Professional DeltaFile format DELTAVIEW is used and for Microsoft Word and Rich Text Format MS WORD is used If the comparison has been saved as an attachment both rich text format and Workshare DeltaFile files you can only retrieve it by right clicking the original or modified document and selecting Compatible Apps Workshare 102 Workshare Professional User Guide 7 Comparing Documents Using Workshare DeltaView Chapter 7 Comparing Documents Using Workshare DeltaView Opening Saved Workshare Professional DeltaFiles When a comparison has been saved as Workshare DeltaFile you can open it from Workshare DeltaView To open a saved comparison 1 From the File menu in the Workshare DeltaView main window select Open An Open dialog box is displayed NOTE Clicking Open when you work with a DMS starts the DMS To open from a local or network drive hold the Shift key down when clicking Open Open from LocalStore Look in DB Documents 8 er Ese WS BinaryComparison Comparison Financial Information Financial Information Oct 2005 wdf
108. ion buttons below the change are now displayed as follows W undo X reject followup NOTE If you want to reverse your action and remove the change from the original document click Undo The icon is displayed to the left of the change in the Manage Changes page to show that it has been undone If you are not sure whether you want to apply the change you can click follow up instead of apply This marks the selected change as requiring attention at a later time indicated by a large red flag in the Manage Changes page and small brown flags against each line of the change in the Redline document The change is not applied in the original document at this stage Multiple Changes Found Workshare Professional may detect several locations where a change could be applied For example if you have more than one occurrence of a certain phrase or paragraph then a change could possibly be applied in two places If so when you select the change in the Manage Changes page a next possible location button is displayed You must decide in which location you want to apply the change J apply X reject followup 1 next possible location To select a change position 1 Click next possible location to scroll to the next potential position 2 Continue to click next possible location until you find the position where you would like to apply the change 3 Click apply Applying Changes Manually Sometimes Wor
109. ired select a rendering set from the drop down list to determine how the comparison document is displayed For example deleted text could be shown in red with s strHikethreush For further information about rendering sets refer to Appendix B Configuring Rendering Sets NOTE The rendering set selected for the main document is also applied for any other comparisons sent with the main document Workshare 29 Workshare Professional User Guide e 3 Sending Documents for Review Chapter 3 Sending Documents for Review 8 Click Create Email Workshare Professional performs the comparison A progress bar indicates the progress of the compare process When the comparison is complete an email message window is displayed with the original document and the compared Redline document as attachments E Workshare Professional Review Financial Information doc Version 1 Message HTML DER Edt Insert Format Tools Actions Help This message has not been sent TO Gen Subject Workshare Professional Review Financial Information doc Version 1 Attach W Financial Information doc 23 KB Attachment Options f Comparison of Document sent on 10 24 2005 2 22 26 PM with Financial Information pdf 38 KB This document has been sent for your review using Workshare Professional Please double click on the document to edit itin Microsoft Word and then e mail back to the sender NOTES
110. is only enabled if you are attaching a Redline document to the original or modified document meaning you selected Attach Relate to Original Modified Document in the Save Document dialog box 5 Interwoven DMS only From the Logged in Servers drop down list select which server you would like to use This list is a list of previously logged in servers If you want to log in to a different server click Servers 6 From the Save As Type drop down list select the format for the saved file from the following Workshare Professional Saves both the Redline document and the source DeltaFile wdf documents as a Workshare Professional DeltaFile This file can only be opened in Workshare Professional DeltaView Word Document doc Saves the Redline document as a Microsoft Word file The source documents are not saved Text Only txt Saves the Redline document as a text file The source documents are not saved Rich Text Format rtf Saves the Redline document as an RTF file The source documents are not saved HTML Document htm Saves the Redline document as a HTML document The source documents are not saved Workshare to 7 Comparing Documents Using Workshare DeltaView Chapter 7 Comparing Documents Using Workshare DeltaView Adobe Acrobat File pdf Saves the Redline document as a PDF file The source documents are not saved You can only save as a PDF file and this option will only be available if you have Adobe Ac
111. isk content policy violations LOW RISK ELEMENTS This document contains low risk hidden data xClick here to remove 5 Document statistics v 3 Built in properties This document contains low risk content policy violations NOTES You can click Report to create a risk report that provides a full account of the different types of content risk in a document Refer to Chapter 12 Creating Reports Workshare 107 Workshare Professional User Guide e 8 Managing Content Risk in Documents Chapter 8 Managing Content Risk in Documents The content risk found is divided into high risk medium risk and low risk In each category the content risk is listed by type For example hidden text fields and statistics Y 2 To display details of the content risk found click to the left of a content risk type 6 Hidden track changes organization insertion by Ciaran Brennan Company Deletion by Claran Brennan the investor was induced to acquire an interest in the Company as a result Insertion by Ciaran Brennan NOTE Workshare Professional is configured by default to display a maximum of 100 track changes Please consult with your administrator if you require this limit to be increased 3 To delete an entire category of hidden data click the link in the category A confirmation dialog box is displayed For example if you clicked the link in the high risk category the following dialog box is displayed
112. ity to audit these changes Eliminate the ability to manage changes by person Import all style and format changes If you require more control over the changes you should manage changes from the Manage Changes section in the W orkshare panel Do you wish to continue Do not show this message again Yes No 3 Click Yes to allow all the changes suggested in the response document to be imported into the original document and appear as track changes Click No to cancel the action 4 f you have rejected or flagged previous suggested changes to this document Workshare Professional will display a message explaining that these changes will be marked as applied NOTE Clicking Yes will override all previously rejected or flagged changes that have been suggested by the reviewer Workshare 64 Workshare Professional User Guide e 5 Managing Responses Chapter 5 Managing Responses Workshare This action will override all previously rejected or flagged changes e from this response document Do you wish to continue 5 The Manage Changes panel on the left of the document will describe each track change that has been imported into the original document Y Track Changes Actions 2 Track Changes in this document Click the down arrow to view each particular change that has been imported 7 To apply or reject all as track changes select Accept Reject All Changes from the Actions drop down menu This will s
113. k insertions and deletions individually unless 90 of the paragraph has changed In other words in most circumstances paragraphs will be displayed in the same way as the first example shown previously Only when more than 90 of the paragraph has changed will Workshare Professional display the paragraph as the second example e With readability set at 50 Workshare Professional will mark insertions and deletions individually unless 50 of the paragraph has changed In other words paragraphs will be displayed in the same way as the first example shown previously unless more than 50 of the paragraph has changed e With readability set at 90 Workshare Professional will mark insertions and deletions individually unless 10 of the paragraph has changed In other words in most circumstances paragraphs will be displayed in the same way as the second example shown previously Only when less than 10 of the paragraph has changed will Workshare Professional display the paragraph as the first example The default setting for readability is 10 Workshare Professional looks at each paragraph separately and assesses its readability according to the number of changes in the paragraph NOTE When working with tables Workshare Professional does not treat the entire table as a paragraph Each paragraph within each cell is treated separately Readability only applies to paragraphs that contain both inserted and deleted text because such paragraphs may be
114. kshare Professional cannot find the location of the change For example the change may suggest that a line of text is deleted and you have already deleted or modified this text in the original document Also if the paragraph or section that includes the change has been edited significantly since the document was sent out for review If Workshare Professional cannot find the location of a selected change the apply button is not enabled and a popup balloon is displayed next to the change in the Manage Changes page requesting that you locate the change manually in the original document For example YOUR ASSISTANCE IS REQUIRED Please select the text in your document to be replaced by this change gt gt help Workshare eo To apply the change simply position the cursor at the required point in the original document For example if the change proposes to insert a line of text simply position the cursor in the original document at the point where you would like the text inserted The apply button is then enabled Click apply and the change is implemented in the original document Rejecting Changes As you review the changes proposed by reviewers you may decide you do not want to implement the change in the original document You can therefore reject the change clearly indicating that you do not want to give the change further attention To reject a change Select the change in the Manage Changes page and click reject In th
115. l DeltaView automatically attempts to perform a comparison using reduced settings Workshare Professional DeltaView methodically and automatically disables the Comparison Options selected until it is able to perform a comparison Detect List Numbering If selected changes to automatically generated list numbers for numbered paragraphs are detected Compare Headers Footers f selected the headers and footers in the original and modified documents are compared Compare Footnotes If selected the footnotes in the original and modified documents are compared Compare at Char Level If selected words that are only slightly different from each words other are compared For example if banana has been changed to bananas Workshare Professional DeltaView shows just an insertion of an s in the Redline document rather than showing a deletion of banana and an insertion of bananas This is intended to catch simple typing mistakes Workshare 149 Workshare Professional DeltaView User Guide e B Configuring Rendering Sets Appendix B Configuring Rendering Sets Parameter Description Compare at Char Level As above description but compares numbers instead of numbers characters Ignore Embedded If selected images are ignored while doing the comparison Objects Images Ignore Case Changes If selected any case changes for example upper case to lower case made in the modified document are ignored Ignore Text Boxes If selected an
116. l Help NOTE When saving a Redline document locally the LocalStore Save As dialog box is displayed where you can navigate to the location where you want to save the file and enter a name for the file The Document Information area provides information about the currently open Redline document if it is already saved This information includes the DMS document number the version number and a description If the Redline document is a new document these fields are empty 4 n the Options area select the way in which you want to save the Redline document from the following New Document To save the Redline document as a completely new document If the Redline document has not been saved before and you selected Save a New Document in the Save Comparison dialog box this is the only option enabled Replace Original To replace the original document of the comparison with the Redline document This option is only enabled if the Redline document has been saved before and you selected Save a New Document in the Save Comparison dialog box New Version To save the Redline document as a new version This option is only enabled if the Redline document has been saved before and you selected Save a New Document in the Save Comparison dialog box Related Interwoven DMS only To save the Redline document as a related Document document related to the original or modified document This option is only enabled if you selected Attach Relate to Ori
117. l User Guide 7 Comparing Documents Using Workshare DeltaView Chapter 7 Comparing Documents Using Workshare DeltaView Auto Retry Mode If Workshare Professional is unable to complete the comparison and auto retry mode is enabled then Workshare Professional attempts to perform the comparison using reduced settings For example Workshare Professional may attempt to compare the documents without comparing field codes or without comparing footnotes Workshare Professional repeatedly attempts to perform the comparison disabling settings one at a time until the comparison is successful NOTE Auto retry mode is enabled in the Comparison Options page of the Rendering Set Manager Refer to Appendix B Configuring Rendering Sets Once the comparison is successful the following message is displayed Workshare Professional was unable to perform the full comparison using the current settings Workshare Professional therefore performed the comparison using reduced settings Please refer to the Redline Options Summary displayed at the beginning or end of the comparison for details of which settings were disabled NOTE The comparison may take longer that usual because Workshare Professional is attempting to compare using different settings Click OK and scroll to the Redline Options Summary which is displayed at the beginning or end of the Redline document according to your settings in the Redline Options page of the Rendering Set
118. l document as track changes by using Microsoft Word s Merge function Users familiar with Track Changes may prefer to use Microsoft Word s Merge capabilities to apply multiple changes as it creates track changes for all the suggested changes in the document However by applying all as track changes e The Microsoft Word merged track changes will not appear in Workshare reports e You will be unable to undo these changes at a later date e The merged track changes will not be synchronized with the identified changes in the reviewer s response section of the Manage Changes panel e Previously accepted changes using Workshare s functionality will be undone or appear as track changes To apply all as track changes 1 This option appears in the Actions drop down menu after you have imported a response document Workshare 63 Workshare Professional User Guide e 5 Managing Responses Chapter 5 Managing Responses Show Changes Hide Applied Changes Manage Format Change Document Review Report View Email Remove Email Link Rename Delete 2 Select Merge Changes as Track Changes When you select this option Workshare displays a message to explain the consequences of applying all track changes Workshare You have selected Merge Changes as Track Changes This will allow you to accept or reject changes from the Track Changes section in the W orkshare panel However please note that this will also Eliminate the abil
119. lag is checked and the document is handled according to its restriction status e f the document has a No Restriction status it is emailed without any warning e f the document has an External Restriction status it can be freely emailed to internal recipients If you try to email it to an external recipient you see a warning indicating that the document is restricted If some recipients are internal the following message is displayed Workshare This email contains a restricted attachment e Any external recipients will be removed Do you still want to send this email anyway If you click Yes to send the email anyway external recipients are removed and the document is only emailed to internal recipients You also have the option to click No and cancel the email at this point If the email is to external recipients only the following message is displayed Workshare This email contains a restricted attachment na All external recipients will be removed l This email cannot be sent as there are no internal recipients The email cannot be sent Click OK to cancel the email Workshare 126 Workshare Professional User Guide e 10 Controlling Documents Chapter 10 Controlling Documents e If the document has a Full Restriction status it cannot be emailed at all If you try to email it you see a warning indicating that the document is restricted and that the email cannot be sent Workshare This email contai
120. le you want to compare against Browse Attach a Comparison Remove Hidden Data Browse for the file you want to compare Please select the hidden data against Browse you would like to clean There are no track changes Remove Hidden Data There are no comments Please select the hidden data Attach Additional Documents you would like to clean skip All Metadata Cleaning There are no track changes There are no comments Browse for additional documents to attach to your email Browse Create Email Browse for additional documents to When not working with SharePoint attach to your email NBrowse E Create Ema When working with SharePoint Attach Additional Documents Workshare 24 Workshare Professional User Guide e 3 Sending Documents for Review 2 Chapter 3 Sending Documents for Review In the Select File Type area select the format in which you want to send the document by selecting one of the following radio buttons e PDF The document will be sent as a PDF file The recipient will be able to open and view it in Adobe Reader but will not be able to edit the document e Word Document The document will be sent as a Microsoft Word file doc and the recipient will be able to edit it in Microsoft Word NOTE If you do not have the Workshare PDF Publisher printer installed Workshare Professional cannot convert the document to PDF The document will be sent in Microsoft Word format doc
121. lect whether to PDF all pages in the specified range or only the odd or even pages 7 If required click Preview to view the document as a PDF Click OK A Save dialog box is displayed LocalStore Save As Save in C3 Corporate Reports 2005 x t ak Eg My Recent Documents Ls Desktop My Documents amp File name Draft Report BD123863 pdf D My Network Save as type PDF Documents pdf X Places Workshare 130 Workshare Professional User Guide e 11 Converting to PDF Chapter 11 Converting to PDF 9 Specify the name and location for the PDF file and click Save The document is converted to PDF When the process is complete the following message is displayed Workshare Your PDF has been saved successfully Would you like to view e the PDF now 10 Click Yes to open the PDF file If you click No you can open the PDF at any later time from the save location CREATING PDFs AND SENDING BY EMAIL At any time when working on a document in Microsoft Word Excel or PowerPoint you can convert the document into PDF and send it by email To create a PDF and send by email 1 Open your document in Microsoft Word Excel or PowerPoint and click the Convert to PDF and email button in the toolbar The Create PDF dialog box is displayed Table window Help Type a question for help X 2 The Create PDF dialog box is displayed Follow the procedure to create a PDF as describ
122. line Opens the Redline document in Microsoft Word as an RTF file You can then edit the Redline document as required Refer to Editing Redline Documents page 95 Zoom Enables you to change the display of the Redline document from 20 to 200 of its original size Link to Move When text has been moved to another position navigates and highlights the text in its new or previous position in the Redline document When right clicking text in its new position clicking Link to Move highlights the text in its previous position When right clicking text in its original position clicking Link to Move highlights the text in its new position You must right click a move type change for this option to be available Link to Change Jumps to the Redline Summary at the end of the Redline document highlighting the selected change The Include Redline Summary option must be selected in the applied rendering set Refer to Appendix B Configuring Rendering Sets You must right click a change for this option to be available Change Summary Window The List View tab of the Change Summary window displays all the changes between the original document and the modified document in the order that they occur Selecting a change in the Change Summary window highlights the change in the Redline document and displays the position of the change in both the source documents Change Summary a m Text Change No Page Line z 4b Dear Sirs
123. lity After you have installed Workshare Professional you see the following e In Microsoft Word Excel and PowerPoint the Workshare Panel displayed down the left side of the window Refer to Workshare Panel page 17 e In Microsoft Word Excel and PowerPoint Workshare buttons are added to the Standard toolbar Refer to Workshare Toolbar Buttons page 19 e In Microsoft Word the Workshare menu is added to the menu bar Refer to Workshare Menu page 15 e In Microsoft Word the Workshare Send for Review option is added to the Microsoft Word File menu This provides access to the send for review functionality of Workshare Professional described in Chapter 3 Sending Documents for Review The addition of Workshare Professional does not affect the standard functionality of Microsoft Word Excel or PowerPoint You can operate these applications as usual and access the Workshare Professional functionality as required Workshare Professional functionality can also be accessed in the following ways e Double click the Workshare DeltaView icon on the desktop Workshare a e Select Workshare DeltaView from Programs Files in the Start Menu e Right click on closed documents and select Compare with Workshare or Convert to PDF with Workshare e Click the Compare Attachment with Workshare button when you receive an email that contains an attachment WORKSHARE MENU Whenever you open a document in Microsoft Word the Workshare menu is include
124. longer be a Review Copy Do you wish to continue Do not show this message again No 2 Click Yes A standard Save As dialog box is displayed 3 Specify the name and location of the new file and click Save 4 Close your reviewed document When you re open the reviewed document the Home page is displayed in the Workshare Panel It is as if the document is a Master document with all Workshare Professional functionality available For example you can send the document for review compare it with another document and so on COMPARING AN ATTACHMENT When you receive an email with an attachment in DOC or PDF format Workshare Professional enables you to compare the attachment with any document on your local file system or DMS This feature can be used to compare the attached file with a previous version or another document on your computer Workshare 40 Workshare Professional User Guide 4 Receiving Files for Review Chapter 4 Receiving Files for Review To compare an attachment 1 Click the Compare Attachment with Workshare button that appears at the bottom of the email E workshare Professional Review Example1 doc Version 1 Message HTML AHR t File Edit View Insert Format Tools Actions Help i Qu Reply Reply to All 3 Forward 4 a 24 e S X A O From A Ciaran Brennan Sent Fri 8 19 2005 2 32 PM To Ciaran Brennan ti Subject Workshare Professional Review Example1 doc Version
125. ltaView This chapter describes Workshare DeltaView a standalone application included with Workshare Professional that enables you to compare two documents It includes the following sections e Overview below introduces the Workshare DeltaView application e Performing Comparisons page 78 describes how to compare a document against an earlier version of the document or against a different document using Workshare DeltaView e Workshare DeltaView Main Window page 85 describes the Workshare DeltaView environment and provides an overview of the functionality available e Working with Redline Documents page 93 describes the tools available to you when working with the compared Redline document after a comparison e Configuring User Preferences page 104 describes how to configure user preferences which define certain aspects of the way Workshare DeltaView works For information about comparing documents using Workshare Professional from within Microsoft Word refer to Chapter 7 Comparing Documents from within Microsoft Word OVERVIEW The Workshare DeltaView application compares two versions of a document the original document and the modified document and produces a comparison Redline document enabling you to instantly see any differences between them In one view you can see both the original document and the comparison document Workshare DeltaView s powerful engine accurately and reliably displays document chan
126. mail A A d elutienDOC file and open it in Word nen arirting It would be much easier to read this paragraph if it was presented as the entire paragraph deleted followed by a new paragraph inserted as follows DeltaView Table of contents issue An error occurs in the number of bullet points when DeltaView does a redline on a document where the table of contents is automatically generated in Word Workaround Save the table of contents in as a DOC file and open it in Word before printing Obviously if there were only a few deletions and insertions in a paragraph then the first example is easy to read f Workshare 152 Workshare Professional DeltaView User Guide In the Readability Options page you can specify at what point Workshare Professional no longer marks deletions and insertions individually but marks the entire paragraph as a deletion followed by the new paragraph as an insertion You specify this by setting a readability percentage as follows In the Readability Options page drag the slider under the Minimum percentage of matched text in a paragraph field to your required setting As you drag the slider the percentage is shown as a tool tip above the slider Minimum percentage of matched text in a paragraph TAREA LEER HL HH HH JHHELEUE IHR EHI AH HH A B A The meaning of the setting is as follows e With readability set at 10 Workshare Professional will mar
127. mat doc Refer to your system administrator Workshare 75 Workshare Professional User Guide 6 Comparing Documents from within Microsoft Worc Chapter 6 Comparing Documents from within Microsoft Word 3 f you selected PDF in step 2 you can click the PDF Security Options link to set PDF security options The PDF Security Options dialog box is displayed PDF Security Options Save Your Security Settings Full security Prohibit printing Prohibit modification of text Prohibit text or graphics being copied Prohibit comments being added Password Optional Confirm password Workshare Version 4 5 4 Select one or more of the security options individually or select the Full security checkbox to select them all The security options are as follows e Prohibit printing Prevents recipients from printing the PDF document e Prohibit modification of text Prevents recipients with Adobe Distiller from editing the PDF document e Prohibit text graphics being copied Prevents recipients from copying graphics or text directly from the PDF document e Prohibit comments being added Prevents recipients with Adobe Distiller from adding comments to the PDF document 5 If required set a password for access to the PDF by entering the password twice to set and confirm the password in the relevant fields By setting a password the recipient can remove the security from the PDF by selecting Document Security fr
128. ments Clear All Document Reviewers Delete Routing Slip Delete All Custom Properties Delete All Document Variables ha Return to Actions Summary NOTE The settings for items that appear in gray have been locked by your administrator Please speak to your administrator to override these settings Double click to apply and preview 9 Select the hidden data you want to remove by selecting the checkboxes to the left of the hidden data options Selecting the checkbox to the left of the category headings for example High Risk Elements selects all the hidden data options in that category TIP You can select a category heading for example Medium Risk Elements and then deselect one or two hidden data options within that category as required If you do not click Details the default settings specified by your administrator will be applied See the Workshare Professional Administration Guide for more details about the different hidden data types 10 Click Return to Actions page 11 In the Action Summary area click View Risk Report to discover the content risk in the selected document s A risk report is displayed in a separate window and can be saved and printed as required Refer to Risk Report page 137 for further information Viewing the risk report enables you to evaluate the content risk contained in the selected attachments 12 In the PDF area select Convert to PDF if you want to convert the attachment to PDF In t
129. meters affecting how Workshare DeltaView works for example whether source and Redline documents are synchronized when navigating Refer to Configuring User Preferences page 104 Opens the Rendering Set Manager where you can apply different rendering sets to a comparison and if you have permission you can add edit and delete rendering sets Refer to Appendix B Configuring Rendering Sets Opens the Workshare Configuration Manager where if you have permission you can configure Workshare Professional for example the way it interacts with your DMS and email client Refer to the Workshare Professional Administration Guide Exits the Workshare DeltaView application You are prompted to save the current comparison before exiting Copies selected text to the clipboard Selects all the content of the currently active document For example if the cursor is in the Redline document all content of the Redline document is selected Opens the Find dialog box enabling you to search for specified text or keywords in the currently active document 91 Menu View Help Option Find Next Edit Redline Document Summary Change Workshare Panel Source Documents Zoom Help Topics User Manual Workshare Professional Page Home Keyboard Shortcuts About Workshare Professional Description When you have specified text or a keyword in the Find dialog box navigates to the next occurrence of the specified sear
130. mpare against Hidden Data Please select the hidden data you would like to clean Track Changes Comments 3 Use the procedures described in steps 2 to 7 page 25 to specify the format of the additional document as well as whether to include a comparison with it and whether to remove hidden data from it 4 Click OK Repeat steps 1 to 4 above to add further documents to the list of documents in the Attach Additional Documents area All the selected documents will be sent for review with the original document Workshare 3 Workshare Professional User Guide e 3 Sending Documents for Review Chapter 3 Sending Documents for Review Filing Emails in Interwoven 8 When working with an Interwoven 8 DMS Workshare Professional can automatically file the email generated when sending a document for review in the appropriate Matter workspace In order for this functionality to be available you must have selected the Allow email filing options checkbox in the DMS Properties dialog box accessible from the Workshare Configuration Manager Document Management category The Workshare Configuration Manager is described in the Workshare Professional Administration Guide To file emails In the Filing Emails area of the Send Draft for Review page select the File Email on Send checkbox Home Back Help Send Draft For Review Select File Type 4 Select the format in which you want to send this document
131. n INCORPORATING CHANGES You may want to incorporate the changes made to the document into the original document rather than sending back the reviewed document to the sender You can do this using Workshare Professional as long as you have access to the original document To incorporate changes Click here to incorporate changes into the master Click copy The Workshare Panel is displayed as follows Workshare Help Modified Copy ij This is a modified copy of a document that you originally sent for review Content Risk Click here for Review Copy options Workshare 38 Workshare Professional User Guide The document is now referred to as the Modified Copy because it is a copy of the original document with your changes made to it You can select to display the changes which enables you to review the changes you made or you can select to incorporate the changes which enables you to then accept the changes into the original document You can also produce a report of the content risk in the document You can perform all of these steps or just one or you can return to the Review Copy page Click Y Manage Changes Compare e Content Risk Click here for Review C m p y o p ti ons In order to Import your changes into the original or Master document The latest version of the Master document is opened and the changes proposed by the Modified Copy are imported
132. n modified outside of Workshare Professional Would you like to reload the document 4 Click Yes to replace the displayed Redline document with your modified Redline document NOTE In order for Workshare Professional to recognize the changes that you made to the Redline document you must leave the Redline document with its default name Redline rtf in its default temporary folder However for your own purposes you can also use Save As to save the modified Redline document as a Microsoft Word file or other format and in a different location as required If you re compare the original and modified documents any changes made to the Redline document are lost In order to save any changes made to the Redline document you must save it Importing Changes into the Original Document You can import the changes detailed in the Redline document into the original document From the File menu in the Workshare DeltaView main window select Manage Changes or click Incorporate Changes in the Workshare Panel The changes detailed in the Redline document are imported into the original document The original document and the Manage Changes page of the Workshare Panel are displayed You can then select to incorporate the changes into the original document as required Refer to Chapter 5 Managing Responses for further details Sending Compared Documents by Email Workshare Professional integrates with your email system You can send the Redl
133. n rendering set NOTE It is general practice that your system administrator will have been involved in creating a set of standard rendering sets for your company to use and may have restricted the rights of users to create delete or modify their own rendering sets If you have restricted access rights and have special requirements for rendering sets please speak to your system administrator Where are Rendering Sets Stored Rendering sets are stored locally in C Program Files Workshare Modules Rendering until you move them to a network drive when rolling Workshare Professional out to all users APPLYING RENDERING SETS You can apply a rendering set to a comparison before the comparison is run and also in Workshare DeltaView at any time after a comparison has been performed Workshare 145 Workchare Profeccional Delta 3 tide Workshare Professional Delta ar Guide e B Configuring Rendering Sets Appendix B Configuring Rendering Sets To apply a rendering set after the comparison has been run 1 From the File menu in the Workshare DeltaView main window select Preferences and then Edit Rendering Set or click in the Workshare DeltaView toolbar The Rendering Set Manager is displayed with the Rendering Set Management page open Workshare Rendering Set Management Version 45 Save load and delete rendering sets i Rendering Set Rendering Set Inserted Text bomm O Delsted T Standard Y Lili Move Dest
134. nage proposed changes according to their status for example applied flagged e Import changes to the document Selecting one of the Edit changes options lists all the proposed changes in the Manage Changes page The sample screen shown below shows changes displayed according to the reviewer that proposed the changes Edit changes by Person For a detailed description of how changes can be displayed in the Manage Changes page refer to Displaying Changes page 51 C3 Financial Information doc Microsoft Word Workshare i Secures Regulations 1995 as amended the POS Kegs the 3 Financial Services Act 1986 all other applicable statutory provisions Home Back Help Ej and the Rules of the London Stock Exchange and Manage Changes Order by Person s i against all the other documents prepared in connection with the Prospectus amp Richard Steel Actions 5 Changes on 10 17 2005 Click on the changes below then The Directors of the Company both individually and collectively are responsible for choose to apply or reject them gt thet all matarial facte in relation tatha namnam and ite onhoidiarian ava dionlacad jij ails of changes suggested by Richard Steel 10 17 2005 10 53 01 AM q m amp Report 4 Hide X reject 9 followup for compliance with all relevant requirements of The Public Offers of Securities Regulations 1995 as amended the POS Regs the The Directors
135. nal recognizes the revised document as a revision to your original Workshare Professional then e Finds your original document and offers to open it wherever it is stored e Automatically analyzes the revised document for changes and comments e Presents the suggested changes to you in an easy to understand format e Enables you to automatically accept changes and apply them to your document reject changes or flag changes for later follow up e Enables you to view your colleague s original email at any time wherever you have stored the email Workshare Professional has also made key functionality of the DMS available from the Microsoft Word environment For example Workshare Professional provides a list of the DMS versions of a document enabling the comparison of document versions Workshare 10 e 1 Introducing Workshare Professional Chapter 1 Introducing Workshare Professional Document Audit File When working with Workshare Professional all data relating to your business document for example responses to a document sent for review are stored inside a document audit file This file is created automatically It has the same name as the original file and a W3 extension When your document is stored on your hard drive the document audit file is stored at the same location as the original file If your document is stored in a DMS the document audit file is automatically added as a related file to the original document W
136. nce to dishonestly Iv l a dishonestly to conceal a material fact for the E ish 3 Deselect some changes if required 4 Click one of the following buttons Button Description apply selected Applies the selected changes in the original document reject selected The selected changes are not applied in the original document and are marked as rejected undo selected The selected changes are undone For example if a change had been applied the apply action would be undone Workshare 62 Workshare Professional User Guide e 5 Managing Responses Chapter 5 Managing Responses The selected changes are applied or rejected or undone according to your selection A report on the number of changes and the action taken is displayed Workshare 4 changes were applied 1 change was not applied This change will be indicated with a question mark please handle it individually You may wish to use Hide Applied Changes from the Actions menu in the Workshare Panel to assist in viewing this change If Workshare Professional cannot carry out the action on a specific change for any reason it marks the change with the following icon S For example there may have been more than one place that the change could have been applied Merge Changes as Track Changes When you import a response document into an original document Workshare Professional allows you to merge all the changes from the response document into the origina
137. nding a document for review you can select to remove track changes and comments from the sent document e Track Changes May expose the history of the document prior uses of the document or other proprietary information e Comments May expose information about the drafting of the document that would be inappropriate to reveal to outside parties Workshare Professional also cleans administrator defined hidden data from the sent document For example document properties such as title subject and author Administrator defined hidden data is always removed from a document when it is sent for review Your administrator defines what hidden data is removed in the Workshare Configuration Manager Refer to Chapter 9 Protecting Email Attachments for further information NOTES Track changes comments and administrator defined hidden data are removed from the sent document only and not from the original document Hidden data cleaning does not remove comments from a comparison document Special care should be taken when attaching a comparison document to the email If at least one of the compared documents the original or the modified contains comments the comments will be included in the comparison Redline document It is strongly recommended not to attach a comparison that contains sensitive comments when sending documents for review To clean hidden data from a document before sending 1 In the Remove Hidden Data area of the Send Draft
138. ndividually page once changes are displayed 9 Workshare NOTE You can also select Order by Status from the drop down list at the top of the Manage Changes 56 e 5 Managing Responses Chapter 5 Managing Responses Home Back Help x OO Manage Changes Order by Status x Y Track Changes Actions 2 Track Changes in this document L3 Y Unread 2 Changes Y Read 3 Changes wy Flagged 2 Changes V Y Applied 5 Changes X Rejected 2 Changes gt Y Not Found 4 Changes gt Y Merged 3 Changes Double click a status to display the changes with that status below The name of the reviewer who proposed the change is shown above the change TIP When selecting a change in any view the name of the reviewer and the date and time of submission are shown above the Redline document Details of changes suggested by Marlon 05 11 2004 13 47 53 f Workshare 57 Workshare Professional User Guide Redline Document The Redline document displayed in the lower right area is a copy of the original document with a reviewer s changes marked The Redline document is the result of a comparison between the original document and an imported response It has a gray blue background color and cannot be edited Depending on the change selected in the Manage Changes page the relevant Redline document is shown in the lower right area Changes in the Redline document are represented by different c
139. ng Markup Show 93 2 These Notes assume that a they will be reviewed at one or more verification meetings to be attended by the Directors and representatives of a sponsor and of the solicitors and accountants at which a line by line review of the Prospectus will also take place b the Prospectus will be checked at the meetings G for compliance with all relevant requirements of The Public Offers of Securities Regulations 1995 as amended the POS Regs the i Financial Services Act 1986 all other applicable statutory provisions and the Rules of the London Stock Exchange and m s s ta ji gt Binary Comparison between Audit Report and Financial Information m ud up B GD report These N do not purport to verify other than minimally th inancial Information includedinPartsIV andIVB of the Prospectus which is the primary thoug The Redline document clearly displays the changes between your original document and the selected document Changes are marked according to the rendering set applied to the comparison For example deleted text is red and strucl threush and added text is blue and double underlined Selecting a change in the Redline document scrolls to the change and highlights it in the original document You can continue working in the original document as required At any time you can again compare the original document with a previous version or
140. not displayed you may not have your email application set as the default mail program in Internet Explorer In Internet Explorer select Internet Options from the Tools menu In the Programs tab select your email program Microsoft Outlook Lotus Notes Groupwise from the E Mail drop down list 13 Enter the recipient s name and any other text you want to include and click Send The document is sent to the specified recipients NOTES The Home page of the Workshare Panel is redisplayed Depending on the configuration of Workshare Professional an email protection dialog box may be displayed before the document is sent Refer to Chapter 9 Protecting Email Attachments for further information Comparing Documents Before Sending When sending a document for review you may want to include a comparison with a previous version of the document or with another document This can help the recipient to see the changes that you have made to the document To compare documents before sending 1 In the Attach a Comparison area of the Send Draft for Review page select the document against which you want to compare the current document in one of the following ways Workshare 27 Workshare Professional User Guide e 3 Sending Documents for Review Chapter 3 Sending Documents for Review e Select a version of the document from the drop down list When working with a DMS and the document has previous versions the drop down list is a list of othe
141. ns a restricted attachment This email cannot be sent amp NOTE If you send documents with an External Restriction status Workshare Professional removes the external recipients If the document is sent to a distribution list each member of the distribution list is checked If Workshare Professional finds an external address in the distribution list Workshare Professional removes the entire distribution list Only distribution lists with all internal users will remain Workshare 2 Workshare Professional User Guide Chapter 11 Converting to PDF This chapter describes how to convert your documents to PDF using Workshare Professional It includes the following sections e Overview below introduces the PDF conversion functionality available in Workshare Professional e Creating PDFs below describes how to convert a document to PDF e Creating PDFs and Sending by Email page 131 describes how to convert a document to PDF and send by email OVERVIEW Workshare Professional enables you to quickly and easily convert Microsoft Office documents into PDF Portable Document Format This Workshare Professional functionality is available from within Microsoft Word Excel and PowerPoint environments CREATING PDFs At any time when working on a document in Microsoft Word Excel or PowerPoint you can convert the document into PDF This is useful if you want to maintain a file in its current format as PDF documents cannot
142. nstalled Workshare Professional cannot convert the document to PDF The document will be sent in Microsoft Word format doc Refer to your system administrator Workshare 28 Workshare Professional User Guide e 3 Sending Documents for Review Chapter 3 Sending Documents for Review 3 f you selected PDF in step 2 you can click the PDF Security Options link to set PDF security options The PDF Security Options dialog box is displayed PDF Security Options Save Your Security Settings Full security Prohibit printing Prohibit modification of text Prohibit text or graphics being copied Prohibit comments being added Password Optional Confirm password Workshare Version 4 5 4 Select one or more of the security options individually or select the Full security checkbox to select them all The security options are as follows e Prohibit printing Prevents recipients from printing the PDF document e Prohibit modification of text Prevents recipients with Adobe Acrobat from editing the PDF document e Prohibit text graphics being copied Prevents recipients from copying graphics or text directly from the PDF document e Prohibit comments being added Prevents recipients with Adobe Acrobat from adding comments to the PDF document 5 If required set a password to protect these security settings Recipients will need to enter this password in order to change these settings Click OK 7 f requ
143. nts of content risk Once the discovery process is complete the Document Risk Report is displayed showing the details of the content risk found Workshare Version 4 5 A Ax Document Risk Report ee I DOCUMENT REPORT FOR GENERATED BY CiaranB BOOK1 GENERATED ON 10 17 2005 5 08 57 PM Severity 1 high risk elements 0 medium risk elements 5 low risk elements Low Medium High HIGH RISK ELEMENTS 1 Comment Ciaran BrennaniPlease insert relevant figure here by Ciaran Brennan by LOW RISK ELEMENTS 3Document statistics b Remove Print Help The content risk found is divided into high risk medium risk and low risk In each category the content risk is listed by type For example hidden text fields and statistics 2 To print the report click Print 3 To remove the hidden data from the Microsoft Excel or PowerPoint document click Remove Refer to Cleaning Hidden Data page 110 for further information Workshare 109 Workshare Professional User Guide e 8 Managing Content Risk in Documents CLEANING HIDDEN DATA Chapter 8 Managing Content Risk in Documents In Microsoft Office documents once you have discovered the content risk in a document you can remove selected types of the discovered hidden data as required To remove hidden data 1 In Microsoft Word click Remove in the Content Risk page In Microsoft Excel or PowerPoint click
144. numbers and profanity optional You can be alerted to these content policy violations when you generate reports email documents and from the system tray Document Alerts tool NOTE Workshare Professional alerts users to the existence of content policy violations but does not remove this content Workshare Professional discovers content policy violations in Microsoft Word documents only Workshare Professional integrates with Microsoft Office providing an option to display a comprehensive report of all the content risk in a document while it is open in Microsoft Word Excel and PowerPoint Document Restriction Workshare Professional enables you to restrict access to sensitive business documents by applying restriction settings These restrictions can prevent documents from being emailed either to any user or to external users Workshare Professional provides the following levels of document security e No Restriction The document is not restricted and can be freely emailed to all recipients e External Restriction The document can only be emailed to people within your organization Email to external recipients will be blocked Workshare 5 e Full Restriction The document cannot be emailed to anyone Any email containing this document will be blocked This Workshare Professional functionality is available from within Microsoft Word Document Alerts Workshare Professional enables you to actively monitor the risk level of you
145. ocument is sent for review Workshare Professional tags the document When the reviewer returns the document Workshare Professional identifies the tag and recognizes the document as a response to the document you initially sent for review In addition Workshare Professional provides the following useful functionality e You can send the document in PDF format The recipient can then only view the document and cannot edit it in any way e You can compare the document before sending it against an earlier version or against another document You can then include the comparison when you send the document for review e You can clean sensitive hidden data from the document before sending it for example track changes and comments Such information may expose the history of the document prior uses of the document or other proprietary information NOTE Administrator defined hidden data hidden data defined by your administrator in the Workshare Configuration Manager is also cleaned from a document when it is sent for review Refer to Chapter 9 Protecting Email Attachments for further information This process also applies to documents uploaded to SharePoint through Workshare Professional e You can send additional documents for example appendices with the original document These documents will also be tagged by Workshare Professional Qworkshare i e 3 Sending Documents for Review Chapter 3 Sending Documents for Review SENDING
146. ocument to identify changes Please select which version of your document you originally sent out from the list below Select aversion x When not working with a DMS When working with a DMS In the text field in the Name Response area enter the name of the person who sent the response you are going to import When working with a DMS and if the response is not an intelligent document select the version of the original document into which you want to import the response from the drop down list in the Sent Version area You can only select a version that has been sent for review Any versions not sent for review are not included in the drop down list If there is only one possible version there is no drop down list in the Sent Version area 48 Workshare Professional User Guide e 5 Managing Responses Chapter 5 Managing Responses 6 Click Import Workshare Professional imports the response by performing a comparison between the selected version of the original document and the response document When the import is complete the Manage Changes page is displayed in the Workshare Panel and you can now view the response document and review the changes Refer to Reviewing Responses below REVIEWING RESPONSES Once you have imported responses you can view all the changes proposed to your document Workshare Professional enables you to quickly and easily see all the pertinent facts such as which reviewer proposed the
147. ofessional User Guide The authors publishers shall not be liable in the event of incidental or consequential damages in connection with or arising out of the programs or associated Help instructions Copyright 2005 Workshare Ltd All rights reserved Workshare Professional and Workshare DeltaView are registered trademarks of Workshare Ltd Workshare Protect Workshare 3 Workshare DeltaServer SafetyGain and the Workshare logo are trademarks of Workshare Ltd All other trademarks are those of their respective holders About This Guide This guide describes how to use Workshare Professional designed to work in line with Microsoft Office and safely control the flow and auditability of document events inside and outside the perimeter across email servers portals and repositories This guide includes the following chapters Chapter 1 Introducing Workshare Professional provides an overview of the Workshare Professional functionality as well as a summary of the key features and benefits Chapter 2 Getting Started describes the Workshare Professional working environment and provides an overview of the tools available Chapter 3 Sending Documents for Review describes how to send document to other people for review Chapter 4 Receiving Files for Review describes the options available when a document is received for review Chapter 5 Managing Responses describes how to import responses and manage the changes proposed by revi
148. olors as follows Inserted text is blue and double underlined Devetoc tesjs secened circ tendo The toolbar displayed above the Redline document includes the following buttons Navigates to the previous change and highlights the entire change in both the Redline document and the original document Refer to Navigating Between Changes page 70 Navigates to the next change and highlights the entire change in both the Redline document and the original document Refer to Navigating Between Changes page 70 Enables you to print a report of the changes proposed to a selected version Aml m Report ang draft Refer to Chapter 12 Creating Reports E Hide Hides displays the Redline document The name of the reviewer and the date and time of submission are shown above the Redline document Original Document The original document is updated with changes as they are accepted At any time you may edit and format the original document exactly as you would any ordinary Microsoft Word document For example even after you have accepted a change into the original document you can still edit or delete it manually You can also copy text from the Redline document into the original document Copying Text from the Redline Document You can select whole blocks of text in the Redline document and move it into the original document by dragging and dropping or using copy paste functionality To drag and drop 1 Select the text in the Redline
149. om the File menu in Adobe Acrobat If you do not specify a password here and communicate it to the recipient the recipient cannot change remove the security set for the PDF 6 Click OK Workshare 76 Workshare Professional User Guide 6 Comparing Documents from within Microsoft Worc Chapter 6 Comparing Documents from within Microsoft Word 7 Click Create Email An email message window is displayed with the comparison in the specified format as an attachment If the PDF file type was selected a progress dialog box indicates the progress of the conversion to PDF amp Workshare Professional Comparison Comparison of Audit Report with Financial Information M DAR Subject Workshare Professional Comparison Comparison of Audit Report with Financial Information Attach Comparison of Audit Report with Financial Information 10 KB Attachment Options This comparison document has been sent to you using Workshare Professional 8 Enter the recipient s name and any other text you want to include and click Send The file is sent to the specified recipients NOTE Depending on the configuration of Workshare Professional an email protection dialog box may be displayed before the document is sent Refer to Chapter 9 Protecting Email Attachments for further information Workshare 77 Workshare Professional User Guide Chapter 7 Comparing Documents Using Workshare De
150. omparison document is displayed For example deleted text could be shown in red with a strikethreush For further information about rendering sets refer to Appendix B Configuring Rendering Sets 4 f required select the Open in DeltaView checkbox to perform the comparison using Workshare DeltaView Refer to Chapter 7 Comparing Documents Using Workshare DeltaView for information about comparing documents using Workshare DeltaView If you do not select this checkbox the page is displayed as follows workshare default Edit Rendering Set E Open in DeltaView Workshare 68 Workshare Professional User Guide 6 Comparing Documents from within Microsoft Worc Chapter 6 Comparing Documents from within Microsoft Word 5 Click Edit Rendering Set if you want to change how the comparison document is changed For further information about rendering sets refer to Appendix B Confieuring Rendering Sets 6 Click Compare Workshare Professional performs the comparison A progress bar indicates the progress of the compare process When the comparison is complete the results of the comparison are displayed in a comparison Redline document in the lower right area The original document remains open in the upper right area E Financial Information doc Microsoft Word Le Edit View Workshare Insert Format Tools Table Window Help Type a question for help X Am EE URN CEA 9 Outline IndPar B Final Showi
151. on and document properties Tos 2 Description e m Custom3 Location ja Intewoven8 2 lt INTERWOVENS gt Select v Custom23 Author o O Bl Custom30 Custom4 Custom LT Custom2 C I e eee BI Security Modify Comments Shared as Private m a 8 n Bi zl e WopkSite 8 Complete the fields as required and click OK The Redline document is saved to the specified location Workshare 74 Workshare Professional User Guide 6 Comparing Documents from within Microsoft Worc Chapter 6 Comparing Documents from within Microsoft Word Sending Compared Documents by Email You can send the Redline document in Microsoft Word format or as a PDF as an email attachment To send a Redline document by email 1 Click Send in the Workshare Panel The Email Comparison page is displayed as follows Workshare Home Back Help Email Comparison Select File Type Select the file type of the comparison C Word Document PDF NPDF Security Options ET create Emai 2 Select the format in which you want to send the comparison from the following e PDF The comparison will be sent as a PDF file e Word Document The comparison will be sent as a Microsoft Word file doc NOTE If you do not have the Workshare Professional PDF Publisher printer installed Workshare Professional cannot convert the document to PDF The document will be sent in Microsoft Word Document for
152. orkshare Professional and Documents Stored on your Computer If you store your documents on your computer or on a network rather than a DMS Workshare Professional enables you to re use documents easily either continuing to manage changes associated with a document or starting a document as a clean slate with no changes associated with it at all When a document has been reviewed and therefore has an associated document audit file performing a Save As causes Workshare Professional to display a message asking whether to save the document as a new version keeping the responses associated with it in which case the document audit file is copied or to save it as a new document without the responses in which case the document audit file is not copied and you have a clean slate document Workshare This document has been reviewed by other users and has their proposed changes associated with it Would you like to keep the history of proposed changes alongside the new document Selecting Yes saves the document in the specified location with the specified name and the document audit file is also copied to the same location The document audit file is given the same name as the saved file with a W3 extension Selecting No saves the document but does not copy over the document audit file TIP To assign the control of a document to somebody else simply email them the document and its associated document audit file This user will
153. page 150 Readability Options page 152 Inserted Text Format page 154 Deleted Text Format page 155 Moved Text Format page 156 Font Change Format page 157 Style Change Format page 158 Table Cell Format page 159 Change Numbering Format page 161 The categories appear in the left pane of the Rendering Set Manager Selecting a category displays the parameters for that category in the right pane of the Rendering Set Manager The different categories and their parameters are described in the following sections Workshare 148 e B Configuring Rendering Sets Appendix B Configuring Rendering Sets Comparison Options The Comparison Options category includes parameters that enable you to customize how the compare is performed Workshare Comparison ptions You can choose the document features to be Version 4 5 compared E Auto Retry Allow Auto Retry E Comparison Options Detect List Numbering Compare Headers Footers Compare Footnotes L1 Compare at Char Level words L1 Compare at Char Level numbers L1 Ignore Embedded Objects Images L1 Ignore Case Changes L1 Ignore Textboxes C Ignore Field Codes C Ignore Tables C Compare comments Rendering Set Management Redline Options amp s The Comparison Options parameters are described in the following table Parameter Description Allow Auto Retry When selected if a comparison fails for any reason then Workshare Professiona
154. pdated after the document has been cleaned to show any remaining hidden data and content policy violations After cleaning the document with hidden data removed is still stored in memory only If you want to keep the cleaned document you now have to save the document Cleaning Options The different hidden data cleaning options are explained below Option Clear All Built In Properties Reset Document Statistics Clear All Previous Authors Clear All Document Reviewers Accept All Changes And Turn Off Track Changes Delete All Comments Remove Headers Remove Footers Description Microsoft Word Excel and PowerPoint Removes all summary properties author category comments company keywords manager title subject and hyperlink base and custom properties text date and number Built in properties can be viewed in Microsoft Word Excel and PowerPoint by selecting Properties from the File menu and then selecting the Summary tab Microsoft Word only Resets all the document statistics total edit time revision number last authors and file dates Statistics and file dates can be viewed in Microsoft Word by selecting Properties from the File menu and then selecting the Statistics tab Microsoft Word only Removes information about all authors who have previously saved the document as well as save locations This information cannot be viewed from within Microsoft Word but it is visible from Microsoft Word
155. ponse or the name you entered when importing the response Under each reviewer s name the changes are displayed in the order they appear in the document NOTE You can also select Order by Person from the drop down list at the top of the Manage Changes page once changes are displayed Click a reviewer s name or the changes link or select Show Changes from the drop down Actions menu to display hide the changes made by that person below their name Workshare Home Back Help Manage Changes Order by Person v wA Y Julie Stevens Actions 24 Changes on 10 17 2005 w Y John Smith Actions 12 Changes on 10 17 2005 w amp Richard Steel Actions 5 Changes on 10 17 2005 Click on the changes below then choose to apply or reject them The Directors of the Comparyorganization both individually and collectively giving any thought to its accuracy However it is important that such information should now be considered in the form and context in which it appears or is reflected in the curren It can extend to situations where la enquiries It is also an offence to dishonestly gd Fish NOTE In Person view and Section view inserted bulleted and numbered lists are shown separately in the list of changes Workshare 52 Workshare Professional User Guide Click the Actions button to reveal the following drop down menu Show Changes Merge Changes as Track Changes H
156. posed to this version and this draft in the order they occur in the document Hides the changes that have been applied When the changes are displayed below the reviewer s name the applied changes are not shown The number of changes that are hidden is shown in parentheses after the reviewer s name Enables you to manage changes to the formatting of a document Enables you to generate a report of the changes proposed by the reviewer Refer to Chapter 12 Creating Reports Workshare ss Status Clicking Edit changes by Status lists all the changes according to their status as follows Track Changes Changes to the document that have been recorded as track changes Unread Changes that have not yet been read Read Changes that have been read but no action has yet been taken Flagged Changes that have been flagged for follow up Applied Changes that have been applied in the original document Rejected Changes that have been rejected meaning they are not wanted in the original document Merged Changes in a response document that have been merged as track changes into the original document using Microsoft Word s Merge functionality Not Found Changes that Workshare Professional was unable to locate For example where you have selected to apply all changes those changes that could be applied are marked as applied and those that could not are marked as not found You can then click through them manually and apply them i
157. pplied during the comparison NOTE Workshare is continually developing and improving its software To this end if you are comparing documents and auto retry mode is invoked Workshare is interested to analyze the documents concerned Please forward the documents to Workshare Customer Support If Workshare DeltaView cannot complete the comparison even using reduced settings failsafe mode is invoked Failsafe Mode If Workshare DeltaView is unable to complete the comparison and auto retry mode is disabled or if Workshare Professional cannot complete even a reduced comparison in auto retry mode then failsafe mode is invoked Failsafe mode means that Workshare DeltaView performs a text only comparison comparing only the text in a document and not the formatting or styles Workshare 84 7 Comparing Documents Using Workshare DeltaView Chapter 7 Comparing Documents Using Workshare DeltaView Manually Invoke Failsafe Mode You can manually invoke failsafe mode so that a text only comparison is performed You may want to do this if after a full comparison your Redline document was not fully shown in Workshare DeltaView for any reason Additionally you may want to do this if you are more interested to see text changes rather than formatting and style changes Before running the comparison select the Perform Text Only Comparison Failsafe Mode checkbox in the Document Selection dialog box and then click OK to run the compare WORKS
158. pply multiple changes to a document please consult your administrator or open the Workshare Configuration Manager Administration settings Refer to the Workshare Professional Administration Guide for more information Accept Reject All Changes Using Workshare If required you can apply or reject several changes at the same time To work with multiple changes 1 Display changes by Person in the Manage Changes page Workshare e 5 Managing Responses Chapter 5 Managing Responses 2 From the Actions drop down menu to the right of the reviewer whose changes you want to apply select Accept Reject All Changes using Workshare The changes made by the reviewer are displayed below their name and all the changes are selected This is indicated by a selected checkbox to the left of each change Workshare Home Back Help Manage Changes Order by Person x X Julie Stevens Actions 24 Changes on 10 17 2005 ae Y John Smith Actions 12 Changes on 10 17 2005 A Richard Steel Actions L 5 Changes on 10 17 2005 Jf apply selected X reject selected undo selected The Directors of the Companyorganization both individually and collectively giving any thought to its accuracy However it is important that such information should now be considered in the form and context in which it appears or is reflected in the curren It can extend to situations where v l a enquiries It is also an offe
159. ptions section of the General tab Microsoft Word only Removes all text that has been formatted with a font size less that 5pt Small text can be viewed in Microsoft Word by selecting Zoom from the View menu and specifying a percentage greater than 100 Microsoft Word and Excel Removes all entries from a routing slip as well as the message subject and text This can prevent email addresses of colleagues from being unknowingly distributed This also deletes any envelope information such as recipients subject and introduction which are used when sending to a mail recipient Routing Slip entries can be viewed in Microsoft Word by selecting Send To and then Routing Recipient from the File menu Envelope information can be viewed in Microsoft Word by selecting Send To and then Mail Recipient from the File menu Microsoft Word Excel and PowerPoint Removes any custom properties that have been added to the document Custom properties can be viewed in Microsoft Word Excel and PowerPoint by selecting Properties from the File menu and then selecting the Custom tab 112 Option Convert Field Codes To Text Delete All Document Variables Convert Attached Template To Normal Turn Off Autoversioning Delete All Versions Description Microsoft Word Excel and PowerPoint Converts any field codes that exist in a Microsoft Word document to text for example hyperlinks table of contents index In Microsoft Excel and Powe
160. quired 5 Click Close to close the dialog box TIP To maximize this feature apply a rendering set with the Show Change Numbering checkbox selected in the Change Numbering Format page Refer to Appendix B Configuring Rendering Sets This Dear Sirs Sir Madam shows all the change numbers against each change in the Redline document Searching for Changes You can search for changes in the Redline document that include a specified keyword or text To search for a change 1 In the Change Summary window select the Search tab Change Summary E x Type in the word s to search for Change No Page Line B List View Search f Workshare 94 Workshare Professional User Guide Ww ev taVi t De sh Using Work jJ Documents 7 Comparin Chapter 7 Comparing Documents Using Workshare DeltaView 2 In the upper text box enter the search criteria the word or words for which you want to search and press Enter on your keyboard A list of changes that include the specified word or words is displayed in the lower text area Change Summary x Type in the word s to search for arrangement Text Change No Page Line ES By signing and accepting the terms of this arrangement letter the lead manager confirms that it will ensure that it receives prima facie auth 4 1 41 e E h as 5 Ifspecific matters are discuss
161. r Novel GroupWise In addition many companies use Document Management Systems DMSs to track and store key documents and Workshare Professional integrates out of the box with several leading DMSs Workshare Professional Functionality Workshare Professional provides the following functionality Document Review Workshare Professional enables you to manage changes to business documents rapidly and easily Workshare Professional automatically finds changes proposed to a document by other people preventing the need to cut and paste or manually re type suggestions into the document Workshare Professional enables you to easily send a document See Content Risk Protection below to several people When a document is sent using Workshare Professional it is tagged so that when colleagues return a changed document to you via email Workshare Professional recognizes the revised document as a revision to your original Whenever any attachments that contain suggested changes to your documents are opened from your email Workshare Professional automatically analyzes the documents for suggested changes Workshare Professional identifies all changes made to the document regardless of whether the reviewer used track changes or not Workshare Professional then provides an intuitive and simple way to review understand and incorporate changes to a Microsoft Word document Multiple suggestions from several people are presented in a concise consolidated v
162. r active documents This tool appears on your system tray and scans the active document on your computer and alerts you to content risk PDF Conversion Workshare Professional enables you to quickly and easily convert Microsoft Office documents into PDF Portable Document Format This Workshare Professional functionality is available from within Microsoft Word Excel and PowerPoint environments and by right clicking closed Word Excel and PowerPoint files on your desktop or DMS How DOES WORKSHARE PROFESSIONAL WORK Workshare Professional provides sophisticated functionality that is convenient and accessible enabling users to move smoothly between tasks and work rapidly to manage changes Workshare Professional assists you throughout the complete document lifecycle from document assembly review verification and security Workshare Professional displays a simple and intuitive panel within Microsoft Word Excel and PowerPoint enabling users to take advantage of available Workshare Professional functionality from within the application The Workshare Professional panel is task oriented guiding users through their document tasks in a clear step by step format Users may select Workshare Professional functions in any order or simply use a single function When a business document is sent via email using Workshare Professional the document is tagged When colleagues return a changed document to you as an attachment Workshare Professio
163. r is also available from the Options page of the Workshare Panel Select Options from the Workshare menu to display the Options page in the Workshare Panel Enables a reviewer to return a document to you after adding their comments This option is only enabled when a reviewer opens a document that has been sent to them for review Refer to Chapter 4 Receiving Files for Review for further information Displays hides the Workshare Panel down the left side of the Microsoft Word window The Workshare Panel is displayed with its Home page open Refer to Workshare Panel below WORKSHARE PANEL The Workshare Panel displayed automatically down the left side of the Microsoft Word Excel and PowerPoint windows provides access to Workshare Professional functionality You can display hide the Workshare Panel in any of the following ways e Select Show Workshare Panel from the Workshare menu Microsoft Word only e Click the Show Workshare Panel button Tl in the Standard Microsoft Word Excel or PowerPoint toolbar The Workshare Panel is your guide prompting you through each step of any given process The content of the Workshare Panel varies according to the application and the functionality selected Workshare i Microsoft Word In Microsoft Word the Home page of the Workshare Panel shown below provides quick access to the functionality of Workshare Professional as follows NOTE All of these options are configurable You can
164. r versions of the document When not working with a DMS the list is a list of previously sent out versions of the document These versions are actually revisions which are created when the document is sent for review if the document has changed since the last time it was sent NOTE If you are working with a document not saved in your DMS or that does not have previous versions there may be a drop down list of previous drafts of the same document that were sent for review e Click Browse and select a document from your DMS or locally The Attach a Comparison area is displayed as follows Attach a Comparison Selected Document Draft Report Remove Selection Select the file format of your comparison document PDF C Word Document NPDF Security Options To change the way your comparison is gt from the list of Rendering Sets below workshare default 2 Select the format in which you want to send the comparison from the following e PDF The comparison will be sent as a PDF file This is the default selection e Word Document The comparison will be sent as a Microsoft Word file doc TIP It is good practice to send a document for review in Microsoft Word format doc and to include a comparison in PDF format This way the recipients clearly know which is the document to review and edit and which is the document for information purposes NOTE If you do not have the Workshare PDF Publisher printer i
165. rPoint hyperlinks are converted to text This prevents the field codes from being updated after you have distributed the document It also prevents errors for fields that reference built in or custom properties that have been removed For example you may want to clean Include text field codes but retain the Table of Contents and Page Numbers To do this you can specify the field codes you want to keep in the Hidden Data Exclusions page of the Workshare Configuration Manager and then clean field codes as normal See the Workshare Professional Administration Guide for more details Options from the Tools menu and selecting Field Codes in the Show section of the View tab Microsoft Word only Deletes document variables Document variables are values stored in Microsoft Word documents that are used by either field codes or macros These variables may contain confidential information such as company names or file locations Even if field codes and macros are removed the variables used may remain in the document Variables can be viewed in Microsoft Word in the Visual Basic Editor Microsoft Word only Converts the attached template to normal dot Automatic style updating is disabled before the template is removed Therefore the formatting and styles in your document will not be affected by removing the attached template The attached template can be viewed in Microsoft Word by selecting Templates and Add Ins from the Tools men
166. re received OVERVIEW Workshare Professional enables you to quickly and easily generate XML HTML and PDF reports based on your Microsoft Office documents The following reports can be created Audit Report The Audit Report is available in either HTML or XML format and includes the following information e When your document was Sent for Review as well as the names and email addresses of the recipients e When suggested changes were received and incorporated into your document e A list of all proposed changes and their status applied rejected flagged History Report The History Report is effectively a subset of the Audit Report displaying when your document was Sent for Review including the recipients as well as when changes were received and incorporated into your document Review Report The Review Report produces a PDF document that includes Redline comparison documents showing changes that have been suggested to your document during the review process Risk Report The Risk Report is a report of the content risk in your document that provides a full account of the different types of content risk in a document The report is in HTML format and can be printed if required The Report Wizard The Report Wizard is accessible from the Workshare menu It provides a quick and easy process to produce the different reports The first page of the Wizard allows you to select what type of report you wish to generate Wo
167. rictions on whether or not they can be emailed Refer to Chapter 10 Controlling Documents for further information Convert to PDF Enables you to convert a document to PDF Refer to Chapter 11 Converting to PDF for further information There is a help link Help displayed at the top of every page in the Workshare Panel that provides access to online help as well as a close button that enables you to close hide the Workshare Panel Additionally at the top of all pages of the Workshare Panel except the Home page the following links are displayed Back Return to the previously displayed page of the Workshare Panel Home Return to the Home page of the Workshare Panel QO Workshare Microsoft Excel and PowerPoint In Microsoft Excel and PowerPoint the Workshare Panel shown below provides quick access to the functionality of Workshare Professional as follows m Content Risk Enables you to display a report of all the content risk in a document Refer to Chapter 8 Managing Content Risk in Documents for further information Workshare Convert to PDF Enables you to convert a document to PDF Refer to Chapter 11 Converting to PDF for further information Ql Restriction Enables you to control your documents by setting restrictions on whether or not they can be emailed Refer to Chapter 10 Controlling Content Documents for further information Risk at Convert to PDF x Restrictions WORKSHARE TOOLBAR BUTTONS
168. rinting Prohibit modification of text Prohibit text or graphics being copied Prohibit comments being added Password Optional Confirm password Workshare Workshare 129 Workshare Professional User Guide e 11 Converting to PDF Chapter 11 Converting to PDF 3 Select one or more of the security options individually or select the Full security checkbox to select them all The security options are as follows e Prohibit printing Prevents recipients from printing the PDF document e Prohibit modification of text Prevents recipients with Adobe Distiller from editing the PDF document e Prohibit text graphics being copied Prevents recipients from copying graphics or text directly from the PDF document e Prohibit comments being added Prevents recipients with Adobe Distiller from adding comments to the PDF document 4 If required set a password for access to the PDF by entering the password twice to set and confirm the password in the relevant fields By setting a password the recipient can remove the security from the PDF by selecting Document Security from the File menu in Adobe Acrobat If you do not specify a password here and communicate it to the recipient the recipient cannot change remove the security set for the PDF 5 Click OK 6 If you want to create a PDF of part of the document only select the Pages radio button and specify a page range From the Print drop down list you can then se
169. rkshare 133 e 12 Creating Reports Chapter 12 Creating Reports Workshare Version 4 5 Select the report you want to generate then click Next The Document Audit Report provides a detailed look at the changes made in the document lt Back Cancel Each report has different characteristics and they are described in the following sections Workshare Workshare Professional DeltaView User Guide 134 12 Creating Reports Chapter 12 Creating Reports REVIEW REPORT You can create a Review Report to produce a PDF document that includes Redline comparison documents showing changes that have been suggested to your document during the review process To create a Review Report 1 From the Workshare menu select Report Wizard or click the Actions button in the Manage Changes page of the Workshare Panel and select Print Reports The first page of the Report Wizard is displayed 2 Select Review Report from the drop down list and click Next The Create Reports page of the Wizard is displayed Workshare Version 4 5 Select which responses you would like to display changes From Julie Stevens 10 17 2005 C John Smith 10 17 2005 Q Richard Steel 10 17 2005 MV Only display pages with changes lt Back Cancel 3 Select which responses and versions for DMS users you wish to include in the report The responses are Redline comparison documents that show the changes proposed by a revi
170. rkshare Professional when working with DMS documents in offline mode Appendix B Configuring Rendering Sets describes how to configure rendering sets in Workshare Professional and apply them to a comparison Workshare 2 Workshare Professional User Guide Table of Contents CHAPTER 1 INTRODUCING WORKSHARE PROFESSIONAL cccscccccccccccccccccccccccescccees 7 WHAT IS WORKSHARE PROFESSIONAL cseeseeeeeee eene enne tenente sensns ener 7 Workshare Professional Functionality cessseeessseeeseseeeeee ee eee ehh hh ehh enn 7 How DOES WORKSHARE PROFESSIONAL WORK ccsccecceccecceeceecencesseecensensensensensensenseees 10 Document Au dit File 502 nia ana ore noa pono RA RN RR ERROR OASXT RR ee RISE RR ARER RRi 11 Workshare Professional and Documents Stored on your Computer eese 11 TERMS AND CONCEPTS vss sees e vesuvesqesuvresteskvsweresRvesePeskvse Peguessu EER IOA pps PIN Peg 12 CHAPTER 2 GETTING STARTED is cio pA IER EARRPEEREAARR OR EMR EDU RE ECERENEDETU IAN EOS R RUE 14 LAUNCHING WORKSHARE PROFESSIONAL esseseeeee ener hne nere reset esses sse 14 eres L 15 WORKSHARE PANELizs 17 Microsott Word PIT 18 Microsoft Excel ard PowerPoint cs deans irre rers ere eee eqs esee eg E eevee NS nv Eee 19 WORKSHARE TOOLBAR BUTTONS eseeseeeeeeee ene hehehe he restes senes eset sss ressent enn 19 WORKSHARE DOCUMENT
171. rm a new document comparison Refer to page 81 Open Enables you to open a saved document comparison Comparisons are saved as Workshare DeltaFiles WDF Close Closes the current document comparison You are prompted to save before closing Workshare 90 Workshare Professional User Guide Menu Edit Option Manage Changes Save Comparison Properties Print Comparison Email To Preferences User Preferences Edit Set Rendering Workshare Professional Configuration Exit Copy Select All Find 9 Workshare Description Enables you to import the modified document into the original document and then accept or reject the changes proposed by the modified document as required Refer to Chapter 5 Managing Responses for further information Enables you to save the current document comparison Refer to Saving Redline Documents page 96 Enables you to specify general information about the document comparison such as title and author The Document Properties dialog box includes no properties information from the original or modified documents Enables you to print the Redline document Refer to Printing Redline Documents page 99 Enables you to send the current documents the original the modified and the Redline as email attachments Refer to Sending Compared Documents by Email page 96 Includes the following sub options Opens the User Preferences dialog box where you can specify para
172. robat Distiller installed NOTE In order to save as a PDF you must ensure that the Do not send fonts to Distiller property for the Distiller printer is deselected To check this 1 Select Settings and then Printers from the Start menu 2 Right click Acrobat Distiller and select Properties 3 In the General tab click Printing Preferences 4 n the Adobe PDF Settings tab ensure that Do not send fonts to Distiller is deselected Is Acrobat Distiller Printing Preferences une Layout Paper Cualty E Adobe POF Settings General Conversion Settings eBook X Edit Conversion Settings IV View Result In Acrobat Prompt for the PDF Filename Delete log files for successful jobs Ask to Replace existing PDF file 7 Click OK The standard DOCS Open save dialog box is displayed 8 Complete the fields as required and click OK TIPS and NOTES Not all formats are always available The administrator may have disabled some formats You cannot save different versions of a DOCS Open document in different formats For example if you have chosen to save a comparison as a Workshare Professional DeltaFile then all subsequent versions of that comparison must be saved in Workshare Professional DeltaFile format If the administrator has restricted the save format and the base document is of a different type to the administrator defined format the DOCS base document type will take precedence For example if the adm
173. rofessional provides for both these scenarios using the following methods of importing e Automatic Importing When you first open a response document you can select to add the document as a response to the original document Automatic importing is described below Workshare a e 5 Managing Responses Chapter 5 Managing Responses e Manual Importing If you do not import the response document immediately but save it to your DMS or locally you can import it later using the manual import procedure Manual importing is described on page 45 Automatic Importing The automatic import procedure is triggered simply by opening a response document attachment Workshare Professional reads the tag in the document and recognizes that it is an amended version of a document that exists in your DMS When you open a response document returned by a reviewer as an email attachment the Modified Copy dialog box is displayed Modified Copy This is a modified copy of Test Document 4 x Open Modified Copy Open this modified copy in Microsoft Word C x Compare Documents Compare this modified copy using Workshare DeltaView against the original document that was sent for review C x Open Original and Manage Changes Open the latest version of the original document and manage the changes proposed by this modified copy Always Open Modified Document Worksh Vorsion i Cancel Help NOTES This dialog box is only displayed if
174. s displayed Workshare 139 Workshare Professional DeltaView User Guide 12 Creating Reports 3 Chapter 12 Creating Reports Workshare Version 4 5 Select the report Format you want to generate then click Next Choose this option if you want Workshare to automatically generate an HTML report lt Back Cancel Select the format of the report HTML or XML and click Next The report is generated and a progress page is displayed Once report generation is complete a confirmation page is displayed as follows The report generation has completed successfully Click Finish to launch the report Workshare Version 4 5 Workshare uo Workshare Professional DeltaView User Guide 12 Creating Reports Chapter 12 Creating Reports Click Finish to display the report An example HTML report is shown below A Workshare Document Audit Report Microsoft Internet Explorer gt File Edi View Favorites Tools Help Q x a DO search Sf Favorites A i X m rel 3 Workshare A VN Document Audit Report REPORT INFORMATION Document report for Financial Information Report generated on 10 18 2005 10 25 37 AM REPORT SUMMARY Sent for review Total responses received Total changes received Total applied changes Total rejected changes Total flagged changes Eor Version 4 5 B time s 3 41 2 496 0 096 0 096 SENT FOR REVIEW ON 10 17 2005 5 56 59
175. sing changes At any time you can continue to work on your original document using standard Microsoft Word functionality making your own changes without reference to changes proposed by others Applying Changes Automatically As you review the changes proposed by reviewers you may decide you would like to implement the change in the original document To apply a change 1 Select the change in the Manage Changes page The selected change is highlighted in both the original document and in the Redline document and the following action buttons are displayed below the change in the Manage Changes page Jv apply X reject followup If the parameter Display Change Location Arrows when navigating changes requires restart of Word is selected Administration category of Workshare Configuration Manager an arrow points from the change selected in the Workshare Panel to the change in the original document If this parameter is not selected a popup balloon is displayed over the change in the original document as follows APPLY CHANGE APPLY CHANGE APPLY CHANGE Insert Here Replace This Delete This v apply v apply v apply Workshare 2 Click apply in the Manage Changes page or in the popup balloon The change is implemented in the original document for example new text is inserted The change is marked with a green tick both in the Manage Changes page and in the Redline document The act
176. soft Word document e Displaying Content Risk in Microsoft Excel and PowerPoint page 108 describes how to discover all content risk in a Microsoft Excel or PowerPoint document e Cleaning Hidden Data page 108 describes how to remove selected types of hidden data from a document OVERVIEW Workshare Professional provides a window into a document s content risk and enables you to produce a detailed report of all the content risk in a document Conntent risk is comprised of hidden data and content policy violations Hidden data includes information such as author s name keywords routing slips and authoring trails Content policy violations include sensitive privacy intellectual property and financial disclosure information Revealing the content risk in this way Workshare Professional alerts you to the possibility of accidentally emailing confidential information that is stored in a Microsoft Word Excel or PowerPoint document Workshare Professional alerts you to content policy violations and allows you to remove selected hidden data from a document if required When a document is published extra care has to be taken to ensure that no unwanted information remains DISPLAYING CONTENT RISK IN MICROSOFT WORD Workshare Professional integrates with Microsoft Word to provide an option to discover and view content risk in a document Content risk can include both of the following e Track changes comments and footnotes e Administrator
177. srrsrsrrnsrrnitinsrsrt ttr eee hene he ehe eh erre 146 Deleting Rendering Sets ies eeii eae ente neehekn ke nage e eae ea n peP a esa eoe Sese A Ea a 148 RENDERING SET PARAMETERS css 5 sisi ge vi Dues eden keea e es pp e pel Vo ri sves prd ev we skr ee PASS Neck 148 jd M 162 Chapter 1 Introducing Workshare Professional This chapter introduces Workshare Professional providing an overview of how it works as well as a summary of the key features and benefits It includes the following sections e What is Workshare Professional below introduces Workshare Professional e How Does Workshare Professional Work page 10 provides an overview of how Workshare Professional functions e Terms and Concepts page 12 introduces the common terms and concepts used in Workshare Professional and in this guide WHAT IS WORKSHARE PROFESSIONAL Workshare Professional is a desktop application that automates managing changes to business documents It reduces frustration and delays by finding and incorporating changes in important documents Workshare Professional is for anyone who works with business documents Workshare Professional is designed for the way that you work within Microsoft Office Workshare Professional integrates with your existing desktop productivity software Microsoft Word Excel and PowerPoint and your email applications such as Microsoft Outlook IBM Lotus Notes o
178. status Workshare 36 Workshare Professional User Guide 4 Receiving Files for Review Chapter 4 Receiving Files for Review RETURNING A REVIEWED DOCUMENT Once you have completed a review of the document and made all the required changes you can return the document to the sender To return a reviewed document 1 Click Return The Return to Sender page is displayed in the Workshare Panel Workshare Home Back Help Return to Sender Document Sender This document was emailed to you by Ciaran Brennan e Reply to sender only C Reply to all Your Email Comments Comments that you add in the text area below will be included in your email 2 Select whether to send the response to the sender only Reply to sender only or to all recipients of the initial email Reply to all 3 Click Send An email message window is displayed with the sender s email details in the To field and the modified document as an attachment 4 Click Send in the email message window to return the document to the sender Workshare 37 Workshare Professional User Guide 4 Receiving Files for Review Chapter 4 Receiving Files for Review DISPLAYING CONTENT RISK You may want to display a report of the content risk in the document To display a content risk report Click Content Risk The Content Risk page is displayed in the Workshare Panel Refer to Chapter 8 Managing Content Risk in Documents for further informatio
179. t exist in any address book This is then processed as external e The address is a distribution list In this case the address of each member of the distribution list is checked e The address exists in one of the address books If so Workshare Professional does a further check that checks the type of address Either it will be an Exchange Notes address meaning the address exists on the email server or it will be an SMTP address meaning the email will be routed via the Internet If it is a server address it is processed as internal If it is an SMTP address it is processed as external When deciding which content risk options to apply each recipient is checked If an external recipient is found external content risk settings are applied Only if all recipients are internal are internal content risk settings applied When sending a document with an External Restriction status all external recipients are removed If a distribution list contains an external address the entire distribution list is removed If no recipients remain the email is not sent If recipients do remain they will be internal hence internal content risk settings will be applied when the email is sent Attachment Zipping Workshare Professional can zip any attachments over a configured size limit when email is sent Different size limits can be configured for internal and external recipients or zipping can be disabled By default automatic zipping is not enable
180. t so that it is no longer part of a Workshare Professional collaboration Comparing an Attachment page 40 describes how to compare an attachment with a file on your local file system or DMS OVERVIEW When a document is received for review it may be in DOC or PDF format When the document is in PDF format you can only view the document and cannot edit it in any way When the document is in DOC format you can open and edit the document using all standard Microsoft Word functionality When a reviewer does not have Workshare Professional installed the document can be opened in Microsoft Word and changes made as required The document can then be emailed back to the sender Q Workshare _ 35 4 Receiving Files for Review Chapter 4 Receiving Files for Review When a reviewer has Workshare Professional installed the Workshare Panel displayed down the left side of the Microsoft Word window includes options to assist in the review and management of the document Workshare Help x Review Copy i This is a review copy from Ciaran Brennan Click here to remove this information Content Risk The document received for review is referred to as the Review Copy From here you have several choices to return the document to the sender with any changes to produce a report of the content risk in the document to incorporate the changes made into the original document or to remove the Review Copy
181. tents of a risk report You can also run risk reports on content risk for Excel and PowerPoint documents by double clicking the Document Alerts icon ENABLING WORKSHARE PROFESSIONAL FUNCTIONALITY To ensure Workshare Professional functionality is fully enabled you should work with saved documents and on the latest version of a document Saved Documents You must be working on a saved Microsoft Word document in order for the Workshare Professional functionality to be enabled For example if you open a document directly from an email attachment it is only a temporary document and so Workshare Professional functionality is not enabled If you click a Workshare Professional option via the Workshare menu or the Workshare Panel the following message is displayed Workshare The Workshare functionality you have selected is not currently e enabled for an unsaved document Would you like to save this document Latest Versions When you are working on a document in your DMS that is not the latest version only the compare functionality is available When you click Compare in the Workshare Panel or Compare Versions from the Workshare menu you can compare the document with another version or with another document as described in Chapter 6 Comparing Documents from within Microsoft Word and Chapter 7 Comparing Documents Using Workshare DeltaView Workshare 21 Workshare Professional User Guide 2 Getting Started Chapter 2
182. the s Import changes proposed to document your document by selecting another document which includes Edit changes by Status the proposed changes View and manage proposed changes to your document according to their status eg applied flagged Import a document Import changes proposed to your document by selecting another document which includes the proposed changes When other changes have already been When other changes have not yet been imported into the document imported into the document Workshare 45 Workshare Professional User Guide e 5 Managing Responses Chapter 5 Managing Responses 2 Select Import a document The Import a Document page is displayed as follows Workshare Home Back Help x Import a Document Select Document Browse to select a document to add as a response Browse 3 Click Browse and select the response document that you want to import from your DMS or locally Workshare 46 Workshare Professional User Guide e 5 Managing Responses Chapter 5 Managing Responses The Import a Document page is displayed in one of the following ways e f the response is an intelligent document meaning it includes an identifying tag Workshare Professional recognizes to which version of the original document the response relates and the Import Response page is displayed as follows Workshare Home Back Help Import a Document Select Document
183. ther information about configuring Workshare Professional refer to the Workshare Professional Administration Guide Attachment Checking Every time you send an email with an attachment Workshare Professional checks the attachment to see if it contains content risk If you attach a zip file Workshare Professional unpacks the zip file to check for documents with content risk Additionally Workshare Professional also checks attachments of attached emails msg files Workshare 115 Only attachments are checked If you embedded some text from a Microsoft Word Excel or PowerPoint document into your email Workshare Professional does not remove hidden data from the embedded object Similarly if you email a document from within Microsoft Word Excel or PowerPoint and the document text is embedded into the email it will not be checked for hidden data To ensure that hidden data is removed when you email documents always email documents as attachments Recipient Checking Workshare Professional can be configured to remove selected hidden data types according to whether recipients are external or internal When you send an email Workshare Professional takes each recipient in the To Cc and Bcc fields and looks them up in the configured address book s Usually this is the contacts list or local address book on your machine and the global address book on the server For each address there are three possible outcomes e The address does no
184. tor enables or disables automatic zipping as well as password protection of zip files using the following parameters in the Workshare Configuration Manager e Automatically zip attachments above this MB limit when sent externally e Automatically zip attachments above this MB limit when sent internally e Password Protect Zip Files For further information refer to the Workshare Professional Administration Guide SENDING EMAIL ATTACHMENTS When certain document types are sent as email attachments Workshare Professional can clean hidden data from them as well as convert them to PDF The document types are as follows e Microsoft Word document doc e Rich Text document rtf e Microsoft Word template dot e Microsoft Excel document xls e Microsoft PowerPoint document ppt Hidden data removal and PDF conversion is performed according to configuration parameters set in the Workshare Configuration Manager For a detailed description of all of the parameters available refer to the Workshare Professional Administration Guide To send email 1 Prepare the email and attach a document Workshare 117 Workshare Professional User Guide 9 Protecting Email Attachments Chapter 9 Protecting Email Attachments 2 Click Send 3 If the attachment is a Word document and the Content Discovery is activated in the configuration Workshare Professional will alert you if there are any content violations Workshare Profession
185. u Microsoft Word only Turns off the flag to automatically save a new version of the document every time the document is closed Versions can still be saved manually Microsoft Word Excel and PowerPoint Removes any previous versions of the document that you may have saved Previous versions can be useful while you are developing a document but often they can contain confidential information that you have removed from the main document Previous versions can be viewed in Microsoft Word by selecting Versions from the File menu 9 Workshare NOTE You may want to remove some field codes but not others Field codes can be viewed in Microsoft Word by selecting 113 Option Description Delete All Macros Microsoft Word only Removes VBA macros from the document This feature is not intended as virus protection but rather to protect any confidential information intellectual property or formulas included in the macros Macros can be viewed in Microsoft Word by selecting Macro and then Macros from the Tools menu Remove Links Microsoft Excel only Converts external links in Microsoft Excel files to text The following are examples of external links e Link toa cell in another Microsoft Excel document e Named link to a named reference in another Microsoft Excel document e Link to another document e OLE link that inserts another document as an icon e OLE link that inserts another document as text Remove Hidden Slides
186. u can select to display the lines either in the Left or Right margin If selected hidden text in the Redline document is displayed 151 e B Configuring Rendering Sets Appendix B Configuring Rendering Sets Readability Options The Readability category includes a parameter that enables you to set at what point insertions and deletions should no longer be marked individually but marked as an entire paragraph deleted followed by an entire paragraph inserted The deleted paragraph is as the paragraph appears in the original document and the inserted paragraph is as the paragraph appears in the modified document Workshare Readability Options Set the options for the readability of the Redline Version 4 5 document Redline Options Readability Minimum percentage of matched text in a paragraph TERUEL LIEU HH A 1 tilt Options Inserted Text Format Deleted Text Format Is For example the following paragraph showing numerous deletions and insertions is quite difficult to read DeltaView Redlinewith Table of Contents ver hen perform R m centains ancontents issue An error occurs in the number of bullet points aan DeltaView does a redline ona document where the table of contents is automatically generated Fable of Contents theDeltaView i jn DeltaView or if the file format is wdf Workaround Save the redlineWord ashes oid Save the t table of contents in aS a new decument er e
187. urce Documents window using the options in the View menu as follows View v Document Change Summary Ctrl M wv Workshare Pane Ctrl Shift W Original Only Ctrl Shift 0 Zoom gt Modified Only Ctrl Shift M No Source Documents TIP The Source Documents window is by default positioned across the top of the Workshare DeltaView environment It can also float over the other windows Click and drag the title bar of the Source Documents window to move it to a different location Source Documents Right Click Menu Right clicking text in the original document or the modified document displays a popup menu providing rapid access to some of the more commonly used tools Option Description Copy Copies selected text to the clipboard Select All Selects all the content of the original or modified document Find Opens the Find dialog box enabling you to search for specified text or keywords in the original or modified document Find Next When you have specified text or a keyword in the Find dialog box navigates to the next occurrence of the specified search text or keyword in the original or modified document Zoom Enables you to change the display of the original or modified document from 20 to 200 of its original size Workshare DeltaView Menu Bar The Workshare DeltaView menu bar includes menus with the following options Menu Option Description File New Opens the Document Selection dialog box enabling you to perfo
188. urther information about rendering sets refer to Appendix B Configuring Rendering Sets Swapping the Source Documents You can re run a comparison exchanging the original document for the modified document and the modified document for the original document For example if Document A was the original document and Document B was the document you selected to compare Document A against Workshare Professional compares Document A to Document B and presents the changes made to Document A Click 5 in the toolbar above the Redline document to swap the original and modified documents so that Document B is now the original document and Document A is the document selected to compare Document B against Workshare Professional automatically re runs the comparison comparing Document B to Document A and presents the changes made to Document B Importing Changes into the Original Document You can import the changes detailed in the Redline document into the original document Pi Click The changes detailed in the Redline document are imported into the original document The original document and the Manage Changes page of the Workshare Panel are displayed You can then select to incorporate the changes into the original document as required Refer to Chapter 5 Managing Responses for further details Workshare 7o 6 Comparing Documents from within Microsoft Worc Chapter 6 Comparing Documents from within Microsoft Word Printing Redline
189. wing procedure describes how to save to Interwoven 8 as an example To save a Redline document 1 Click Save in the Workshare Panel The Save comparison document dialog box is displayed Save comparison document Select the option for saving the selected comparison document What would you like to do with the comparison document Saves the comparison as a new document or version in the current document system Cancel Help 2 From the drop down list select how you want to save the document from the following Save a New Document Attach Relate to Original Document Only available when using the Interwoven or DOCS Open integration and the original document is from Interwoven or DOCS Open Attach Relate to Modified Document Only available when using the Interwoven or DOCS Open integration and the modified document is from Interwoven or DOCS Open NOTE The modified document is the current document open in Microsoft Word the original document is the document selected to compare against the current document Workshare 7 Workshare Professional User Guide 3 Click OK The Interwoven Save As dialog box is displayed Interwoven Save As J x r Document Information Number n Version 0 Description New Document r ptions New Document C Replace Original Logged in Servers Interwoven Y Servers GN ion Save As Type Related Document a Rich Text Format rtf Cance
190. x to link to a document workspace within a Windows SharePoint site Select the SharePoint site location from the Browser dialog box Workshare SharePoint Browser Jt 5 OD Ge EA LookinSite Team Web Site a _Ext Adobe Macro Shared Documents gi AnthonyT est i antifungals 344 antifungals2 i Beta Meeting Notes 8 File name Files of type Cancel If you are working with an Interwoven 8 DMS the Select Email Settings area is displayed below the Select File Type area Refer to Filing Emails in Interwoven 8 page 34 If you want to include a comparison with the document when sending it you can specify the details in the Attach a Comparison area Refer to Comparing Documents Before Sending page 27 If you want to clean hidden data from the document before sending it select the type of hidden data to clean in the Remove Hidden Data area Refer to Cleaning Hidden Data Before Sending page 31 If you want to send additional documents with the review documents select the documents in the Attach Additional Documents area Refer to Sending Additional Documents page 32 At the bottom of the Send Draft for Review page click Create Email An email is created and the selected actions performed A progress dialog box indicates the progress of the activity For example when additional documents have been selected each one is displayed by name as Workshare Professional deals with them NOTE If you h
191. xample if you selected to Open Original and Manage Changes then next time you opened a response document Workshare Professional would automatically import the changes without showing the Modified Copy dialog box Workshare e 5 Managing Responses Chapter 5 Managing Responses Manual Importing The manual import procedure can be used to import a response document that has been saved in your DMS or locally For example when you save an attachment rather than open it or when you save a response document to your DMS rather than importing it immediately To import a response manually 1 With your original document open in Microsoft Word select Manage Changes from the Workshare menu or click Manage Changes in the Home page of the Workshare Panel The Manage Changes page is displayed as follows Workshare Workshare Home Back Help s Home Back Help Manage Changes Manage Changes Change Summary Change Summary a No suggested changes have been 82 unread changes proposed yet to this document Actions Click send from the Workshare home panel to e mail this document for review View and manage proposed Or import changes from another changes to your docurnent document by selecting Import a Edit changes by Person according to who proposed them document below Edit changes by Section Actions View and manage proposed changes to your document imsumtador ment import a document according to their position in
192. y restricted and can only be emailed internally within your organization e Full Restriction The document is fully restricted and cannot be distributed via email Workshare 124 Workshare Professional User Guide e 10 Controlling Documents 3 Workshare Chapter 10 Controlling Documents If you select External Restriction or Full Restriction the Password Protection area is displayed Select Password Protection Specify a password Users will have to enter this password to change any restrictions If you want to password protect the restriction status select the Specify a password checkbox This means that only those who know the password can change the restriction status of the document Click Apply If you selected the Specify a password checkbox you are prompted for a password Workshare Please enter the password and confirmation of the password to protect the Document Restrictions Password Confirm Ee TIP If you click the words Specify a password in the Document Restriction page the above dialog is displayed immediately before clicking Apply Enter the password twice to set and confirm the password and click OK Save the document The open document is now restricted according to the selected status Workshare Professional User Guide 125 e 10 Controlling Documents Chapter 10 Controlling Documents EMAILING RESTRICTED DOCUMENTS When a document is emailed the restriction f
193. y text boxes in the modified document are ignored Ignore Field Codes If selected any field codes in the modified document are ignored Ignore Tables If selected any tables in the modified document are ignored Redline Options The Redline Options category includes parameters that enable you to customize how the Redline document is displayed and what information is included with the Redline document Workshare Redline Options Set general options for the output of the Redline Version 4 5 ocumen document Rendering Set E Redline Options Include Redline Statistics at the start of the document Management 3 at the end of the document O Include Redline Summary cjl E O Include Redline Options Summary q LI Display Workshare Footers 3 Comparison CO Show Moved Deletions ptions C Show Changes to Spaces CO Show Paragraph Changes El Change Indicators CO Show Line Numbering m O Show Change Numbers In Margin Left Right Workshare 150 Workshare Professional DeltaView User Guide The Redline Options parameters are described in the following table Parameter Redline Options Include Redline Statistics Include Redline Summary Include Redline Options Summary Display Workshare Footers Show Moved Deletions Show Changes to Spaces Show Paragraph Changes Change Indicators Show Line Numbering Show Change Numbers in Margin Show Change Bars

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