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1. S The following names must be identical The TCP IP DNS host name In Windows choose Start Programs Windows Explorer Then choose Network Neighborhood properties TCP IP properties On the DNS Configuration tab look at the Host field The server name Open the Server document and look at the Server name field The Internet host name Open the Server document and look at the Fully qualified Internet host name field Chapter 4 How to 40 To configure DOLS manually If DOLS is not configured During Domino Server Setup it can be configured manually by editing the Server document 1 Open the Server document Click Internet Protocols HTTP 3 In the DSAPI filter file names field enter the DSAPI filter file name that corresponds to the operating system that the server is running and then restart the server Win32 ndolextn Linux libdolextn AIX libdolextn Solaris Sparc libdolextn 390 libdolextn iSeries libdolextn Note On the iSeries platform the Server document is updated when a new server is configured or an existing server is modified using the CFGDOMSVR or CHGDOMSVR CL command with DOLS YES specified 4 Create a DOLADMIN NSF database from the template DOLADMIN NTF S After the database is created restart the Domino administrator and click the Configuration tab The name of the DOLADMIN NSF is an option in the Navigation pane To set up DOLS on clustered se
2. and chocolate contain words red and wine or contain all four words It is possible to perform basic or advanced search Basic search Performing basic search is a straightforward operation In the search pane enter the desired search expression into the Search for field In addition it is possible to limit the folders that will be searched Click on a green arrow button or press enter and search results appear soon Search results are links to documents and are displayed in the lower part of the search pane While basic search is fast and simple in some cases it may not be flexible enough Advanced search can then be used Chapter 3 Using SWING DocPublisher 11 F Employee Policy Manual Windows Internet Explorer DER 7 6 EA 7 http sw01 presentations DocPublisher45 nsf Google ma File Edit View Favorites Tools Help x ae w k Empboyee Policy Manual a D mh page G Tools Fee Doe Systems Contents Authoring Reports Administration Ralph Jones Go Offline Logout Search aaar 2 Employment gt Equal Treatment of Employees Print Related topics lt gt m Search for policy DOE SYSTEMS Inc all SOP 06 Prepared by Patricia McKenna Effective Date February 01 2005 Approved by Philip Cramer E Advanced search Title EQUAL TREATMENT OF EMPLOYEES Add filter Published OOOO o 1 Policy Statement Sort by relevance 5 Maer 25 T
3. which should be a solution for large trees Basically this means that tree is only partially loaded and any request for a node that hasn t been loaded will be processed only when needed Custom views can be added using Add new view toolbar action When creating custom views there are various options that can be set General The view title and the way the view is organized can be set Views can be organized in three different ways Chapter 3 Using SWING DocPublisher 38 e Folder hierarchy documents are organized within folders e Categorized there are no folders displayed and documents are categorized based on a defined criteria e Flat a plain list of documents without folders or categories is displayed e Preloaded view depth allows you to select how many in depth levels will be loaded This option is useful when dealing with large amount of documents and it can significantly improve view generation speed Display Condition It is possible to show all the documents or to define only a subset of documents that are to be displayed in a view Document properties both custom and built in can be used to define display conditions or the Notes formula e g Country UK amp Category Procedures can be entered Categories This option is available only when the categorized view is selected It allows the definition of document properties or Notes formulas that act as categories After choosing the property and its sorting o
4. Draft Change Content Properties Permissions Signoffs History 0 1 wne Ralph Jones SWING v Expires 03 25 2010 EA mm dd evie 7 6 onths Enter as date Initial version of the Work Schedule Requirements Policy Expiration date is the date when SWING DocPublisher will automatically mark the document as expired If the document is published on this date it will automatically be archived It is also possible to configure SWING DocPublisher to send notifications to certain users when documents expire For more information about configuring notifications see the chapter E mail Notification Next review due date If this property is filled in according to notification configuration SWING DocPublisher will automatically notify the document owner when the document needs to be regularly reviewed It is possible to define next review as date or as interval in which the notifications will be sent For more information about configuring notifications see the chapter E mail Notification Description of version can be used to enter free form information as a quick reference to changes in the current version of the document Permissions tab This section is used to define access rights for the current document Publication readers Initially the document is available to all users granted access to the SWING DocPublisher application However it is possible to restrict access to the document to one or more users Click Change action to choo
5. Gary Andrews SWING Select Please read the new instruction set carefully Please confirm reading this document After you have entered all the information and clicked on OK the document is automatically published notification e mails are sent and the document is signoff enabled Signoff options on a published document The Signoffs tab looks a little different for documents that have been published Employee Policy Manual gt 7 Discipline Policies gt Problem Resolutions T New Revision Withdraw amp Archive Move PUBLISHED Content Properties Permissions Signoffs History 0 Display Users Groups required to sign off x 3 3 No Group User Name signed off Remained 2 users Send Reminders Add Users lt First Page lt Previous Page Next Page gt Last Page gt gt It displays information about the date of publishing active status statement which the document owner issued percentage of users that have already signed the document and also lists of users that are required to sign the document The Display dropdown box contains the following three choices Chapter 3 Using SWING DocPublisher 25 Users Groups required to sign off This choice list all users or groups that need to sign this document Users who have signed off This choice lists all users that have signed off and a date when this was done Users who have NOT signed off yet This choice list
6. HTML formats MS Word format so that it can be modified later and HTML format so that it can be published for viewing with browsers only Draft stage is one of the most important document properties It can have one of the following values Draft Pending approval Approved and Rejected In addition it is possible to define custom draft stages for more details about defining custom draft stages see chapter Manage draft stages It is very important to understand the difference between the status published and other statuses Publishing document changes the status of the document to published Withdrawing document changes the document s status from published to any other draft stage Draft document not published presents the document either in one of predefined or custom draft stages It is only visible in the authoring application mode and is never visible in other application modes contents and search Its content and properties can be modified Published document is the document with the status set to published It is available to public users as well as content authors It can not be modified in any way In order to be modified it must be withdrawn first User roles Users of SWING DocPublisher can have one of the following roles Author Content Manager and Administrator For more details about assigning user roles and other security settings see chapter Manage users All other users that have access to the database but have no s
7. day from today Create a new view like the one in the previous How To section and set these settings Property name Value View Name Expired Documents Type Flat Chapter 4 How to 49 Show documents only when following conditions are met Display Condition Use Notes formulas to define filter Notes Formula Filter Expiration_Date lt Today Other settings Choose according to your needs For the Expire in 5 days view create yet a new view with the following settings Property name Value View Name Expiry in 5 days Type Flat Display Condition Show documents only when following conditions are met Use Notes formulas to define filter Notes Formula Filter Expiration_Date Today 86400 lt 5 Other settings Choose according to your needs Note that if you wish to make it 7 or 10 days all you need to do is to edit the Notes Formula field and replace the number at the left end of equation Contents Select a view Expire in 5 days Expired document Creating new euipment orders L New Credit line policy Equal Treatment of Employees Easily track document changes from your Vista desktop The easiest way to track changes that have been applied to documents inside DocPublisher databases is by using RSS feeds There are numerous feed readers and applications to choose from but here we will be concentrating on a Microsoft Windows Vista built in tool or gadget called Feed Headl
8. default browser Chapter 4 How to 52 Equal Treatment of Employees Equal Treatment of Employee Policy Manual RSS TEST New version brings updated procedures and must do Be sure to catch up New Credit line po Late payments There is some other information contained here in the white text box This is the same text entered in the Description of version field while the document was created or a new revision was made It is very informative and should give you the best quick info on the change made to the document This is also another good reason to keep writing good Description of version texts in DocPublisher Check the list of people that didn t sign your document s yet The easiest way to check on people that haven t yet signed off on a document is to open the Signoffs tab of that document in the Authoring mode Display Users who have NOT signed off yet fb4 Here you will find a quick information on percentage of people groups who have signed the document as well as a more detailed report table Depending on the option selected in the Display dropdown you are able to view users who have been added to the signoff list users that have signed off on the document as well as ones that have not done so Users that have not signed off on a document can be sent a reminder in a form of an email notification by clicking on a Send Reminders action link located below the table Contact infor
9. further information take a look at the Reader signoffs reading confirmation section of this manual History tab This tab shows valuable information about the history of the document Each important step in the life cycle of the document saving as draft changing draft stage publishing withdrawing creating new revisions changing version number sending for review archiving has its corresponding record here This way it is very easy to have the exact overview of changes being made on the document Each record contains the name of the author making the change the date of the change the draft stage for draft documents and the description of version if entered by author In addition to records related to the draft and or published versions of the document by clicking on the Show archive link it is possible to view the same information related to the archived versions Chapter 3 Using SWING DocPublisher 19 of the document Once the list of history records for archived documents is opened it is possible to delete some or all of the archives by selecting the archive s and clicking on Delete selected archives link or create new revision of the document based on the certain archive by selecting an archive and clicking on New revision from selected archive link Saving the document Once the document is completed and its properties and security are set it is ready to be saved It is possible to save the document as draft or
10. href onclick fnHdFtPrint style color blue font weight lt TD gt lt TR gt lt TABLE gt HTML Preview HTML Preview In addition it is also possible to insert images into the header footer templates To do this place the cursor in the DHTML in the position where the image should be inserted and click the Insert Chapter 3 Using SWING DocPublisher 36 Image button Choose the image file from the hard drive and the appropriate DHTML code is inserted into the template The image file is uploaded to the Domino server By clicking the Preview button on the bottom of the edit box the appearance of the header footer can be previewed at any time When editing the header footer template is finished to save the changes click OK By clicking the Activate link next to a header footer name in the Customize Topic Header and Footer list the desired header footer can be set Only the active header footer is displayed in the documents Note that different headers footers for display and print can be set display header footer is shown only on a screen while print header footer is visible on printed documents Customize colors Customizing colors of the user interface is one of the new features implemented in DocPublisher 3 It is possible to choose one of predefined color schemes or define custom color scheme manually To define custom color scheme manually select Custom in the Select color sc
11. module will install automatically It is also possible to perform manual installation by running installation package which can be found at http download microsoft com download vb60pro Redist sp5 WIN98Me EN US VBRun60sp5 exe n Microsoft Office 2000 XP 2003 2007 Initial installation If you are installing DocPublisher for the first time follow this procedure Step 1 Copy database to server SWING DocPublisher database is shipped compressed in a zip archive Unzip the archive and copy DocPublisher4 nsf file to the Domino server s data directory Chapter 2 Installation 6 Step 2 Sign the database Prior to initial use SWING DocPublisher database must be signed In Domino Administrator select the server where the database has been copied and choose the Files tab You should see all the files on the selected server Now pick the database right click on it and select Sign Now choose whether you want to sign the database all design elements with current server ID we recommend this or with your current ID Note however that this ID should be able to run unrestricted agents in your server s location document check Security tab gt Run unrestricted LotusScript Java agents Step 3 Define database manager Access Control List of the SWING DocPublisher database needs to be modified Add yourself to the list of users and assign yourself Manager access and Administrator role Step 4 optional Set defau
12. pane Placed on the left side of the application window Used to navigate and search the document library When Contents is selected on the Top action bar and there is at least one custom view defined the drop down list with all the available views will be visible for more information about custom views see chapter Manage views Content pane Main area of the application Used to read and edit the documents Contents application mode is the initial mode after SWING DocPublisher is opened The first document in the navigation hierarchy is displayed in the Content pane Navigation pane Displays the hierarchy of folders and documents It is initially collapsed The root entry of the navigation structure is the document library icon The label next to the document library icon represents the name of the document library for more information on setting the document library name see chapter Change library name The navigation pane is used to browse the content of the document library There are two basic operations that you can do while browsing the document library Expand collapse folder By expanding collapsing folders the user shows hides its contents Folders may contain another folder or document Similarly if a custom categorized view has been created the user expands collapses document categories in the view Select the document By selecting the document in the navigation pane it is displayed in the content pane The docume
13. use DocPublisher with DOLS SWING DocPublisher is designed as a Domino Web application However it is possible to empower Domino Offline Services to use it in offline mode This makes SWING DocPublisher available to even wider range of disconnected users who have no permanent connection to corporate servers In order to make SWING DocPublisher available in offline mode it is necessary to perform some additional administrative tasks on the Domino server and some configuration on the DocPublisher database itself Setting up DOLS on Domino server If your organization already uses DOLS then you might already be familiar with the DOLS installation and settings on the server For users to be able to take applications off line and use only a browser to work with them Domino Off Line Services DOLS must be configured on the Domino server Here is the procedure to follow To configure DOLS during Domino Server Setup 1 Under Setup Internet services for select Web Browsers HTTP services and click Customize De In the Domino tasks list select DOLS Domino Off Line Services 3 At the end of setup when given the option to create an access control list entry add the group LocalDomainAdmins to all databases and templates 4 Accept the default option Prohibit Anonymous access to all databases and templates If this option is not selected the user must open the ACL for each DOLS application and assign No Access to Anonymous
14. wants to install the ActiveX control The user should click on the Information Bar and allow the installation of the ActiveX control If any earlier Windows versions are being used the modal ActiveX installation dialog will be displayed Clicking Yes on that dialog allows installation of the control Content tab Title is used to identify the document in the library It should reflect its content The document is represented in the navigation pane with its title Again for illustrative purposes set the title of the sample document to My first document Folder presents the location in the hierarchy of folders where the document is stored Word document This section is used to create or modify the content of the document It contains the document information area shows the current status of the MS Word file attached to the document and actions used to perform different operations on the MS Word document In the new document two actions are available Create new document and Import existing document Create new document action will prompt the user to choose a MS Word template that the new document will be based on These templates are predefined in SWING DocPublisher for more information on administering MS Word templates see chapter Manage Word templates Blank document can also be chosen which means that one is starting writing a new document from scratch When the template is chosen it is opened in MS Word for editing This
15. 3 2 2009 Recently Edited Drafts Powered by SWING DocPublisher Local intranet R 100 Creating a folder On top of the content pane there is a button labeled New Clicking it invokes a drop down menu On the menu choose New folder In the New Folder page fill in the folder name e g My first folder set folder permissions and click OK The new folder should be visible in the content pane Creating a new document To create a new document click on the New icon on top of the content pane Clicking it invokes a drop down menu On the menu you can either choose New MS Word document or New HTML document This opens a new document for editing in the content pane Note that MS Word document will allow you to use all the powerful features of Word while HTML document can be used if there is a need for fast editing of relatively simple content While in edit mode the document contains the following tabs Content Properties Permissions and History Following are brief descriptions of each of the tabs when MS Word document is selected Chapter 3 Using SWING DocPublisher 14 Important When editing the SWING DocPublisher document for the first time on a machine SWING DocPublisher File Manager ActiveX control should be installed automatically If Windows XP Service Pack 2 is being used the yellow Information Bar will be displayed on the upper border of the current Web page It will inform the user that the Web page
16. L link at the bottom of Recent Updates section and pastes it into the RSS reader However if the anonymous access to DocPublisher is prohibited the user must make sure to use a RSS reader that supports server authentication Chapter 3 29 Using SWING DocPublisher Administering SWING DocPublisher The Administration application mode is available to users assigned the roles of Administrator or Content Manager however Content Managers have limited access to certain administrative options This mode allows administrators to modify numerous settings and customize behavior of SWING DocPublisher to suit the needs of a particular organization To switch to Administration application mode click on the Administration button in the application header A control panel is opened with the following options Library Settings Use this section to define various basic settings Change library name Library name Use this setting to set or modify the document library name This name appears in the root node of the navigation tree in the navigation pane Configure ActiveX usage Administration Use the links on this page to manage various administration settings Library Settings on Define library settings here Change library name Configure ActiveX usage Configure LDAP authentication Configure PDF generation a a a Configure document outline a Export library content a Export view to csv U
17. SWING DocPublisher User s Manual SWING Software SWING DocPublisher User s Manual SWING Software Ltd www swingsoftware com February 2009 20090226 All information contained in this document is subject to change without notice SWING Software makes no warranty of any kind expressed or implied with regard to this document The software described in this document is furnished under a license agreement or nondisclosure agreement and may be used or copied only in accordance with the terms of the agreement No part of this publication may be reproduced or transmitted in any form or by any means for any purpose other than the purchaser s use in accordance with the terms of the agreement without the prior written permission of SWING Software COPYRIGHT 2008 SWING Software Ltd All rights reserved Lotus Lotus Notes and Domino are either registered trademarks or trademarks of IBM Corporation Microsoft Windows and Office logos are either registered trademarks or trademarks of Microsoft Corporation All other trademarks are the property of their respective owners Content INTRODUCTION 2 What is SWING DocPublisher 2 What is new in SWING DocPublisher 4 5 2 What was new in SWING DocPublisher 4 2 What was new in SWING DocPublisher 3 3 What was new in SWING DocPublisher 2 3 INSTALLATION 5 System requirements ecceeseseeeseereeseees 5 Initial installation cececeeeseeeseee
18. V gt element is filled with the DHTML code defined in the header footer templates In addition these DHTML templates can contain some special elements that can display a specific document s properties and perform actions upon the specific document Clicking the Customize topic header and footer action displays the list of header footer templates Note that lists of headers and footers are displayed on separate tabs but both lists have identical functions Buttons in the toolbars are used to add new header footer templates or to modify or delete existing ones Follow these rules when editing the header footer template Enter the title of the header footer template in the Title field In the body field write custom DHTML code Be aware that this code must be placed inside DIV element To manage the basic layout of the header and footer it is recommended to use lt TABLE gt element The real power of the headers footers is the custom tags and functions that can be inserted To insert specific tags use Insert Field action Specific tags are as follows Topic title lt SW TOPIC_TITLE gt displays title of the current document Document owner lt SW DOC_OWNER gt displays document owner Version lt SW VERSION gt displays document version Folder lt SW FOLDER gt displays title of the current document s folder Related topics lt SW RELATED_TOPICS gt displays comma delimited list of links to topics related to the c
19. _Unrestricted_Agents to the Run unrestricted LotusScript Java agents field 6 Make sure agent signers have at least Editor access in the ACLs of all databases where the agent runs this condition is met by default since the server should be the member of the LocalDomainServers group which has the manager access to SWING DocPublisher database 7 Use the DOLCert id in the server s Domino data directory as the certifier ID to create cross certificates for each user or organization you specified as being able to execute agents server s ID in our case DOLCert id creates cross certificates issued by O DOLS There may already be cross certificates issued by the Lotus Domino 6 server for these names You can use the ID file or public key for the agent user and organization to generate cross certificates Note If a database uses agents make sure they re all signed and that the server s CERT ID is cross certified with the DOLCERT ID Chapter 4 How to 45 Setup and use DocPublisher with DAOS Domino Attachment and Object Service DAOS is a new feature of IBM Domino Server 8 5 that facilitates attachment consolidation You can find out more about this in IBM Domino Admin documentation If you wish to include SWING DocPublisher databases in your DAOS catalog then you should do one of the following Make sure your SWING DocPublisher database is located on an 8 5 IBM Domino Server Raise the ODS version of your data
20. a DOLS Offline Security Policy document Use Offline Security Policy documents to set different ID policies for users in different domains For example IDs can be automatically generated for users inside the company but require users in a domain outside the company to provide IDs they have been provided earlier To create an Offline Security Policy Document do the following Click Offline Services Click Security Pine a E Click New Security Policy Open Lotus Domino Administrator 6 Click the Configuration tab 6 Fill out the following fields in the Basics tab Field Security domain Prompt for ID during download Automatically generate user IDs Use the Domino Directory for ID lookup Description Enter the domain that this policy affects For example US Company or Company include the leading slash All users in this domain are subject to the deployment policy set in this document The domain specified in this field includes users one level down from the root For example Cambridge Lotus includes users in Security Cambridge Lotus and Dev Cambridge Lotus Choose this option Before the subscription installs users are asked to specify where on the computer the user ID is stored The administrator must provide an ID to the user This is the default ID deployment policy Do not choose this option Do not choose this option Configuring SWING DocPublisher for offline use In order to create offl
21. ad documents available to document readers Search Used to search the document library Authoring Used to create or modify documents in the document library Administration Used to administer application settings Application modes can be selected by clicking on one of the buttons in the top action bar which begins with Contents Employee Policy Manual Windows Internet Explorer A http sw01 presentations DocPublisher45 nsf ff x Gor gle Edit View Favorites Tools Help we amp Employes Policy Manual H dh v is Page Tools gt al Fee Doe Systems Contents Go Offline vee a Print gt o Search Authoring Reports Administration Ralph Jones Logout Employee Policy Manual gt Welcome Select a view Standard folder view B amp Employee Policy Manual D Welcome Di eSystems a 1 a 2 a 3 a s5 a 7 as Introduction Employment Workplace Guidelines Policies of Leave of Absence Discipline Policies Termination of Employment E L Welcome RJ 06 02 2009 Ena O Workplace Dress Code RJ 03 O Company car rental policy RJ 3 C New company parking policy F More 6 Subscribe v ji gt Recent Updates Powered by SWING DocPublisher Welcome to Doe Systems Inc_ An interesting and challenging experience awaits you as an employee of Doe Systems Inc If you are a new employee to Doe Systems Inc we welc
22. ancel to discard the changes In the Manage Users list it is possible to choose one or more users By clicking the action Edit Selected Users Roles it is possible to assign the same set of roles to multiple users at once To deny users access to the application click on the action Remove Selected Users Product license Use this option to view current licensing options number of named users and server name where this copy of SWING DocPublisher is registered A new license key here can also be inserted here Create new database Creates a new database from existing one with an option to copy all or part of the current settings Also documents can be copied to a new database Note however that the new database must reside on a same server as the existing one Templates This section is used to manage MS Word templates MS Word templates defined here are available as starting points when creating new MS Word documents in SWING DocPublisher documents This feature enables consistent document layout throughout the library Manage Word templates When this option is clicked a list of defined MS Word templates is opened New or existing MS Word templates may be added or removed here When adding a new template two fields must be filled in Template Name is the name of the template It is used in dialogs for choosing templates Word Attachment Use Browse button to select Word document from your local drive This document be
23. ayout of the Properties tab of the document while in edit mode For the properties of type Choice it is possible to define the list of possible choices in two ways as a fixed list or as a formula You can use formula to look up values from different sources and offer them as choices E g formula DBColumn names nsf Server Servers 3 returns a list of servers registered in the Domino Directory on the current server Additionally properties of type Choice can have single or multiple values By setting Allow values not in list to Yes it is also possible to allow users to give the property an arbitrary value Manage views Sometimes there is a need to display only a certain subset of documents to categorize documents based on different criteria or to modify the way document is displayed in a view SWING DocPublisher has the ability to do all of these A review the process of managing views including creating custom views follows Entering the Manage views option enables one to see an action for changing default view settings as well as list of all custom views currently defined Default view is a generic view that contains all documents displayed in folder hierarchy This view can be disabled in which case the first listed custom view becomes default Also when the feature is enabled it is possible to set sorting options for default view In V4 so called dynamic tree view generation is introduced
24. backtracking your signoffs and additional reassurance Select a view My sign off required on 1 document s gt gt Doe Systems Mission Statement Welcome Workplace Dress Code Orientation After you selected a document in the list it will immediately be displayed in the content pane and the process of sign off can be performed as described under the Performing reading confirmation section of this manual Chapter 3 Using SWING DocPublisher 27 Note After all required documents have been signed off the Contents section will no longer contain My sing off required on n documents message Once a new document that you have to sign is published the message will appear again Reading confirmation from E mail notification When a document which you are required to sign off is published a notification e mail message is delivered to you The e mail will contain a short and instructional notification message which has been composed by document s owner and a link to a document that you are required to sign When you follow that link the document will be opened for you inside your default internet browser Now you can sign off on this document as described at the beginning of the Performing reading confirmation section of this manual You will receive a new e mail notification message for every new published document that requires your signoff Signoff reporting From version 4 5 and higher a n
25. base by doing a copy style compaction and select the Domino Attachment and Object Service option from Advanced properties of your IBM Domino Administrator application Ask fora DAOS enabled version from SWING Software support swingsoftware com Browse Documents by Company Departments To be able to do this you need to utilize two powerful features of SWING DocPublisher s Manage document properties Manage views First let s create a custom document property Go to the Administration tab of DocPublisher and under the Customization section click on Manage document properties link Click on Add new property button We will set all the options as per screenshot below Chapter 4 How to 46 a Name and Type Property name Department Enter the name for this property It will be displayed The type of infomation in this property when editing or previewing documents i O Single line of text The type determines how it s value will be entered in the n document Multiple lines of text Choice menu to choose from User name s O Date Optional Settings Description __ Name of the depertmant to which this document Specify detailed options for the type of information you belongs to selected Require that this property contains information Yes O No List of choices rFfixed O Evaluated by formula Science Department Tehnical Department 3 Finance Department Mechanical depa
26. be viewed By User This view displays a drop down menu which contains a list of users whose signoff has been requested for Active requests only Selecting a user will display a list of signoff enabled documents that this user has has not signed You will also find a link that reads Show inactive signoff requests This link will display the same information but this time only for signoff disabled documents In this second view there is a link that reads Show active signoff requests which will return you to the previous view Recent Updates In version 2 SWING DocPublisher brings some new features that enable its users to be constantly informed about the recent changes made in the document library In both reading and authoring application modes at the bottom of the navigation pane there is a section called Recent Updates This section contains links which enable instant access to five recently edited documents in the library By clicking the More action at the bottom of the list it is possible to expand this list to as many as 50 recently updated entries RSS In addition to accessing recent updates through the DocPublisher interface it is also possible to empower the feeds based on the increasingly popular RSS Really Simple Syndication protocol By using any RSS reader this allows the user to be up to date with the modifications in the DocPublisher libraries To accomplish this one copies the shortcut of the Subscribe XM
27. by SWING DocPublisher v J Local intranet R10 v Advanced search Compared to basic search advanced search offers some advanced settings Advanced search parameters are as follows Search by Enables searching the whole contents of the documents Full text or only documents titles Title only Published Setting this parameter limits the search to documents published recently if the document were published and withdrawn multiple times the search takes into account date and time of the most recent publishing Sort by Determines how the search results are sorted Max results Limits the number of documents returned by search operation Filter Refines search by selecting one or more document properties It is possible to filter documents by Title Owner Version and document publisher Published By Authoring and publishing documents Before going into the details of content authoring and publishing with SWING DocPublisher it is necessary to understand some basic concepts and terms that SWING DocPublisher is built on Chapter 3 Using SWING DocPublisher 12 Document is a basic entity contained in the SWING DocPublisher database It contains metadata document properties and content information significant to the end users Document content is created and modified using MS Word Once the editing of the content is finished it is automatically converted to HTML format Content is saved both in MS Word and
28. chment action allows a choice of a file from the file system and attaching it to the current SWING DocPublisher document Once attached name size and type of the attachment is shown Remove selected attachment s action is used to remove one or more previously attached documents To perform this task select the check box next to the attachment desired to be removed and click this action Reorder is used if one wishes to change the order in which the attachments will appear in the documents Once in the reordering mode drag and drop the attachments to the desired positions Click on Finish reordering to confirm the changes Related topics This section is somewhat similar to the Attachments section with one major difference instead of external documents it is possible to define SWING DocPublisher documents related to the current document Once more there are two actions adding and removing related topics Related topics Name ER Derennal cave nf Ahcence ale Work Schedule Requirements Draft EA Problem Resolutions Finish reordering Add topic action displays dialog with the navigation tree containing SWING DocPublisher documents One can choose the documents there and they will be added to the current document as related topics Remove selected topic s action is used to remove one or more previously added related topics Select the check box next to the related topic wished to be removed and click this action Reorde
29. comes available as a template for creating new documents Chapter 3 Using SWING DocPublisher 32 E mail Notification This section is used to define e mail notification options SWING DocPublisher notification system sends notification messages to a predefined lists of users when the following events occur actual notification only occurs for the events that are enabled Document is published this event can only occur as the result of user action Document expires SWING DocPublisher sends notification when the document expires Expiration date is determined by Expiration date document property It is also possible to have a reminder sent a few days before the actual document expiration Document should be reviewed SWING DocPublisher sends notification a few days before the document should expire Expiration date is determined by Next review due date document property Event notification This option is clicked to modify notification options for different events Document published To enable sending notifications when the document is published click Send notification when the document is published Notification is sent to the document owner as well as to the members of the notification list chosen on the Publish document dialog Document expired To enable sending notifications when the document expires click action Send notification when the document expires Notification is sent to the document owner and the list of address
30. ction of users feedback so the organization can continuously improve its policies and procedures What is new in SWING DocPublisher 4 5 Reading Confirmation This feature helps organizations make sure that the published documents are being read An organization may require employees to read a document and sign off on it thereby acknowledging that they have read and understood the document DocPublisher makes it easy to notify users collect signoffs and track the whole process Batch Export This feature allows users to export documents folders and subfolders from one DocPublisher database into another What was new in SWING DocPublisher 4 Folder level permissions Chapter 1 Introduction 3 HTML editor in addition to Word It is now possible to create documents using embedded HTML editor Dynamic Navigation Tree with type ahead search New tree view reduces loading time when working with large amount of documents Authoring section List of documents and subfolders Batch publishing or routing Effective Date Publish immediately OR on Effective Date Manage all users inside the application incl Readers User selection dialog lookup to LDAP directories Export view to csv Ability to export view content to Excel Manual archiving new Archive button Improved history links to attachments and properties Custom property types Date and Users Word 2007 docx supported Workflow guidelines
31. d to manage users create new databases or modify the current database license Manage users When this option is clicked a list of SWING DocPublisher users is displayed At this point a new user can be added or existing users can be removed When adding new users fill the fields like this Step 1 Choose Users Use Address book dialog to choose one or more users from the Domino Directory Step 2 Choose roles Assign each user one or more roles The following table shows details about allowed operations for each role Reader Author Content Manager Administrator default Open database X X X X Read published docs with default access X X X X Create new folder X X X Rename existing folder x X X Set folder permissions xX X X Move Delete folder x X X Chapter 3 Using SWING DocPublisher 31 Create new document X Create new revision xe Edit draft xe Change draft status Route x Delete draft xe Move draft x Cancel lock for editing Publish Reject Move published document Withdraw System setup templates lists etc X gt lt gt lt gt lt gt lt x x gt lt gt lt gt lt x x gt lt gt lt gt lt gt lt x gt lt Xx x gt lt gt lt gt lt User administration X User who created the folder X Folder is empty X User who created the document or user is allowed to edit the document Click OK to save the changes or C
32. dealer have been advised of the possibility of such damages 8 MISCELLANEOUS You shall be responsible for the payment of all taxes duties or levies that may now or hereafter be imposed by any authority upon this Agreement for the supply use or maintenance of the Software 9 ACKNOWLEDGEMENTS You acknowledge that you have read this Agreement understand it and agree to be bound by its terms and conditions
33. defined under signoffs localization options will be used Ds required Ralph Jones SWING Mihovil Rister SWING otirication message When this information has been entered you are ready to publish your sign off enabled document or you can press Cancel if you wish to further edit the document When your document is published it will also become signoff enabled and the notifications to readers required signers will be sent Enabling signoffs on previously published documents The process of signoff enabling a document from previously published or archived documents is the same as when creating a new document Transfer your document to editing mode by creating a new revision or a revision from archive and populate the fields under the Signoffs tab Alternatively for previously published but not signoff enabled documents there is an action present on the Signoffs tab that will help you to signoff enable a document in an instant reading confirmation defined for this document If you want to create new reading confirmation click here After you click on this action a new publishing dialog will appear asking you for necessary signoff information such as send to required signoff list statement question and notification message Chapter 3 Using SWING DocPublisher 24 Reading confirmation Use this page to manage who is required to read this document Reading signoffs Sabrina Benson SWING
34. e to use the description of the version as the notification message or write specific notification message Click OK and the document is PUBLISHED Automatic document archiving After the document is published it is opened in read mode It then becomes available for archiving By way of illustration at first there was the published version of the document My first document Then a new revision was created and published The original version of the document was automatically archived A list of available archived versions of the current document no matter whether it is draft or published document is available on the Archives tab of the document opened in read mode To save storage space it is possible to delete redundant archives Reader signoffs reading confirmation Reader signoffs is a new feature implemented in DocPublisher since version 4 5 It helps an organization make sure that policies and procedures and other standard documentation are actually being read Readers confirm that they have read and understood a document by signing it Creating signoff enabled documents Creating a document that is signoff enabled is a normal part of document creation editing revision process The signoff settings can be configured under the Signoffs tab idl Save as Draft 3 Route Publish E4 Cancel ft stage Draft Change Content Properties Permissions Signoffs History Reading signoffs Select While cr
35. eating a new document the signoffs tab holds a few options The most important are Chapter 3 Using SWING DocPublisher 23 Send to this is where you specify who will be required to read and sign off on this document once it has been published Users can be selected from your NAB Readers in this field will receive a notification message by e mail Statement Question this is a statement that is shown to the signer in the signoff confirmation dialog window just before they sign the document For example the statement may read I have read the complete Internet Policy and I agree to abide by the standard By default statement question defined under signoffs localization options will be used When the above options are set all that needs to be done is to publish the document When you are about to publish your document you will find some additional fields that were not available in other versions prior to DocPublisher 4 5 These fields are as follows Users Groups required to sign off People or groups that need to sign this document are displayed in this informational item as defined in Send to field under Signoffs tab Signoff e mail notification message Message that is incorporated on the top of an e mail notification that is sent to all users groups that are required to sign off on this document The notification message consists of this text and a link to the document you are about to publish By default message
36. eeeeeeeeees 5 Upgrading from previous versions 6 Licens encanta 7 USING SWING DOCPUBLISHER 8 Reading the content of the document library9 Searching the document library 9 Search terms 0 0 seecsessseeceeeceeseeeeeees 10 Basic searchy s 3is itsi asne 10 Advanced search s 11 Authoring and publishing documents 11 Creating a folder s snseseseeeeeeeeee eses 13 Creating a new document 13 Saving the document s ssseeeesesesee 19 Routing the document for review 19 Previewing the document in the Authoring application mode cseeeeeteseeeeeeee 19 Views in the Authoring application mode19 Approving or rejecting the document 20 Reader signoffs reading confirmation 22 Creating signoff enabled documents 22 Signoff options on a published document24 Performing reading confirmation 25 Signoff reporting eeeeeseeeseeseeseeeeeees 27 Recent Updates 000 ccceceseeeseeeeeseeeeeee 28 RSS Seed aena a gated hN 28 Administering SWING DocPublishev 29 Library Settings ceseeseeeeeeeeeeees 29 Users Databases and Licensing 30 Templates kantani 31 E mail Notification cceceeeees 32 Customization eee eeteeeeeeeeetecneeeeeees 33 HOW TO sees 39 Setup and use DocPublisher with DOLS 39 Setting up DOLS on Domino server 39 Configuring SWING DocPublisher for offline Setup a
37. es contained in the Notify for all documents By clicking Also remind _ days before the system reminds the document owner about document expiration before it actually expires Document regular review due soon To enable sending notifications about the document s regular review due click on the action Send notification when the document should be reviewed Set how many days in advance the notification is to be sent Notification is sent to the document owner and the list of addresses contained in the Notify for all documents Note Each notification message contains the name of the current document library document title and URL of the document Notify for all documents This section is used to edit the list of users that receive notification for enabled events triggered on all documents regardless of the notification list choice on the documents or the document ownership Manage e mail notification lists This option displays the e mail notification lists New ones can be added and existing ones can be modified or removed here When editing lists fill the fields like this Step1 E Mail Notification List Name This field is used to set the name of the list When editing documents it is used in list boxes and dialogs Step 2 E Mail Notification List Description The description of the current notification list is entered here Chapter 3 Using SWING DocPublisher 33 Step 3 Choose E Mail Addresses This field is filled with the comma deli
38. ew Reports button is available in DocPublisher which allows you to view statistics on document signoffs Fee Doe Systems Contents Search Authoring Reports Administration Ralph Jones Go Offline Logout Active sign off requests Reading signoffs Active Requests Welcome v3 0 6 2 2009 p 1 1 Inactive Requests By user Workplace Dress Code v12 0 3 2 2009 1 4 Problem Resolutions v1 0 30 1 2009 Company car rental policy v1 0 29 1 2000 ii 1 2 New company parking policy v2 0 29 1 2000 NM ite There are three report views available Active Requests This view displays a list of all documents that have been signoff enabled Next to each document is the date of publishing as well as a status bar showing the number of users that have signed this document versus the total number of users required to sign Clicking on a document in this view will open the Signoffs tab of that document where you can view more detailed information and perform additional actions as described in the Signoff options on a published document section Chapter 3 Using SWING DocPublisher 28 Inactive Requests This view displays a Search box where you can enter the title of a signoff disabled document you are looking for Then press Enter and a list of documents which contain the entered keyword in their titles will be displayed Again clicking on any document in the list will open the Signoffs tab where additional information may
39. gt My first document Select a view New Revision Withdraw Qe Archive Move Standard folder view z PUBLISHED 3 Employee Policy Manual Content Properties Permissions Signoffs History O Welcome B G 1 Introduction My first folder gt My first document Print Related topics gt 3 2 Employment 9 3 Workplace Guidelines a O 5 Policies of Leave of Absence J 7 Discipline Policies 3 My first folder L My first document DOE SYSTEMS Inc SOP Prepared by Effective Date Approved by SWING Software Title MY FIRST DOCUMENT Policy Scope 1 This is a sample policy Related topics Performance Appraisals Workplace Dress Code Personal Leave of Absence Copyright 2009 Your_Company_Name All rights reserved Feedback Recent Updates Powered by SWING DocPublisher Local intranet 100 Creating new revisions When the document is published it can no longer be modified more precisely it cannot be modified unless it is withdrawn New revisions can be created instead This chapter shows how to create and modify a new document revision Switch to All view in the navigation pane and select My first document created and published in the previous samples On the toolbar click New revision and the new revision of the document is opened for editing Inserting link to a related topic into the document This section shows how to modify the doc
40. he company feels that equal treatment of employees is the fairest and best way to establish an Z TL environment which fosters the highest possible performance This policy of equal treatment without L Parking on Premises 2 regard to sex age religion or national origin includes but is not limited to employment training D AEA promotion compensation layoff and termination L Parking on Premises Supervisors are responsible for maintaining a working atmosphere which is consistent with this policy O New company parking policy and which encourages employees to perform to their highest capabilities They are also responsible for O Welcome creating and maintaining an atmosphere free of sexual harassment and other forms of intimidation and insult It is the responsibility of each supervisor to promptly address any questions or complaints about equal treatment from employees who report to them and if necessary to refer them to the Personnel Department for additional assistance C Personal Leave of Absence L Company car rental policy C Workplace Dress Code C Problem Resolutions Supervisors who make their employees aware of the company s policies and their rights to call upon the Personnel Department for help will find that this often encourages the teamwork which is L Performance Appraisals ere 4 3 S necessary to maintain good working relationships for all Related topics Doe Systems Mission Statement Management Team Powered
41. heme list The list of separate colors and their names will appear Enter the color as RR GG BB where RR GG and BB are values of red green and blue component respectively When editing a custom color scheme the initial values of colors are taken form the previously selected predefined scheme E g in order to create custom color scheme based on Arctic predefined scheme select Arctic first and then select Custom Your custom scheme is now based on Arctic predefined scheme Manage draft stages User Defined Draft Stages This is a list of statuses that can be assigned to documents List entries are each placed on a separate line In addition to these draft stages built in draft stages are available built in draft stages are the following Draft Pending approval Approved Rejected and Published User defined draft stages can make SWING DocPublisher more suitable to organization specific workflow or reviewing schemes Workflow Guidelines Use this field to describe your workflow Workflow description will be presented to users when routing document Manage document properties In addition to built in document properties it is possible to define additional custom document properties These properties contain additional metadata related to documents Paired with custom views they make a powerful and flexible combination which enables users to customize library navigation to suit their needs Clicking on Manage document properties
42. her document by dragging and dropping the MS Word document from Windows Explorer to the rectangle in the Word document section After the content is added to the document the document information area displays the MS Word document icon and the title of the newly added document Document outline This section is used to define how the document with multiple outline levels is displayed in the navigation pane This section is available only if the Word document currently attached to the publication contains multiple paragraphs with different outline levels and the DocPublisher is configured to prompt the user for the way the document outline is generated for more information on setting this see chapter Configure document outline It is possible to choose whether the multi level outline is visible in the navigation pane and how many outline levels are displayed Chapter 3 Using SWING DocPublisher 16 Attachments Attachments section allows users to attach some additional files related to the content of the document regardless of their type They are available to the end users in one of the header or footer actions for more information about defining headers and footers see chapter Customize topic header and footer There are two basic operations and actions adding and removing attachments Attachments a Name Size Type Fj T Policy details pdf 16 KB Adobe Acrobat Document Add attachment Remove selected attachment s Add atta
43. ick No If you want to enable document authors to add new departments to this list when creating a document select Yes to allow values not in list otherwise select No Click OK and your new property is created Chapter 4 How to 47 The next thing that needs to be done is the creation of a new custom view that will display your documents according to departments Go to the Administration areaof DocPublisher click on the Manage Views link and the click on the Add New View button A new Custom View Setup dialog will open up We will set all the options as per screenshot below Enter view name document organization and preloaded view depth here Display Condition You can enter Notes formula conditions that will filter You can either use built in document properties or additionaly defined custom properties Leaving this option to All documents will show all available documents Categories Define view categories here Note that you can also use Notes formulas as in following example Year Date Date_Published Documents You can modify the way document is displayed in a view You can either choose one of the properties or write your own Notes formula that will act as a document descriptor Here is an example of such formula Text Date Date_Published Title Also you can set the document sorting options here the records displayed in a view e g Country UK View name IBY De
44. ile type name and a comma to separate multiple file types and then restart the server FT INDEX IGNORE ATTACHMENT TYPES tiff jpg Search terms There are some basic rules to follow when entering search expressions Capitalization Search is not case sensitive Example Query white chocolate returns documents that contain White WHITE white Chocolate cHoCoLaTe Automatic AND queries If you enter more words into the search field and separate them with spaces the search returns only documents that contain all of the words or phrases Example Query white chocolate returns documents that contain both words white and chocolate Phrase search To match the exact phrase enclose it in double quotes Example Query white chocolate returns documents that contain the exact phrase white chocolate Negative terms Put a minus sign in front of words related to a meaning you want to avoid Example Query white chocolate returns documents that contain the word white and do not contain the word chocolate Logical Expressions You can build more advanced logical expressions using logical operators AND and OR Use parentheses and to determine the order in which sections of the query are processed A part of the query enclosed in parentheses will be processed before parts outside the parentheses Example Query white AND chocolate OR red AND wine returns documents that contain words white
45. ine subscription of SWING DocPublisher a few additional tasks need to be performed Before continuing it is important to make sure that the following two conditions are met do not skip there two steps because it can cause many DOLS related problems 1 DocPublisher database is signed with the server s ID 2 ACL contains Anonymous entry with the access set to No access Chapter 4 How to 42 Configuring the DOLS subscription Configuration settings can be chosen for the subscription in the Offline Subscription Configuration Profile document Even if no changes to the document are made a configuration document in every subscription must be edited and saved Even if the subscription has multiple databases a subscription can have only one configuration document The configuration document must be stored in the main database The main database is the database in the subscription from which the user downloads the subscription Even after users have downloaded the subscription configuration settings can be changed To edit the configuration document 1 Open the SWING DocPublisher database in Notes 2 Choose Actions Edit Offline Configuration to open the document Note that some of the fields have default values which you can change You can use wild card characters in any field 3 Click the Basics tab The name of the main database should be in the Subscription title field If it is not enter it 4 Click the Service
46. ines which is a part of Windows Vista Sidebar Feed Headlines is a good choice because it looks good and is simple to use and manage right from your desktop It displays only headlines which is great because DocPublisher s RSS feeds display only changes and if you are interested in observing them fully you need to be able to easily open the document in your browser All of that is present in this simple gadget Chapter 4 How to 50 First thing that needs to be done is to navigate to your DocPublisher database using IE7 and open the Recent Updates section of the left pane in Content tab Click on Subscribe to create a new Internet Explorer RSS Subscription Complete the subscription and remember the name of the feed you have subscribed to In the case of the default DocPublisher database this name is Employee Policy Manual Employee Policy Manual You are viewing a feed that contains frequently updated content When you subscribe to a feed it is added to the Common Feed List Updated information from the feed is automatically downloaded to your computer and can be viewed in Internet Explorer and other programs Learn more about feeds a Subscribe to this feed Internet Explorer So Subscribe to this Feed When you subscribe to a feed it is automatically added to the Favorites Center and kept up to date Employee Policy Manual D Feeds New folder Cancel After the subscri
47. irectory Note that the newly created DocPublisher2 ntf must be placed exactly in the data folder in order to be able to replace the design Step 2 Replace design Replace design of the existing DocPublisher database with the ntf file created in step 1 Licensing When you open SWING DocPublisher database for the first time you will be prompted for a license key Enter the license key you obtained from your vendor Licensing Use this page to register the product or to change the license Current license SWING DocPublisher 3 99 172 2006 SWING Software Evaluation version valid until 9 5 2009 To enter new license key click here To order the product click here Chapter 2 Installation 7 License Key Use this page to register the product or to change the license Product has not been registered yet Please enter the license key After entering the correct license key click on the Start using the product action to continue using SWING DocPublisher After entering the correct license key click on the Start using the product action to continue using SWING DocPublisher You will notice a Login button in the right top corner Click this button to log in to SWING DocPublisher By logging in you will be able to access advanced options of SWING DocPublisher content authoring and administration Using SWING DocPublisher SWING DocPublisher has the following application modes Contents Used to re
48. is where standard and familiar for most users features of MS Word can be used to edit the content of the document After the content is inserted into the document all that needs to be done is to click the Save icon in Word and close the document SWING DocPublisher takes care of the rest The document is then automatically converted to HTML format and prepared for uploading to the Domino server Chapter 3 Using SWING DocPublisher 15 tai Policy Template doc Microsoft Word File Edit View Insert Format Tools Table Window Help x D guasg Sa B 9 Q 0 10 Arial z2 o gr es DOE SYSTEMS Inc SOP Prepared by SWING Software Effective Date Approved by 4 Title MY FIRST DOCUMENT Policy Scope 1 This is a sample policy a s a e Page 1 Sec 1 1 1 at 2 1 Ln amp Col 26 E English U S Word document Policy Template doc w Aj MS Word document is converted to HTML and ready for uploading fou can click on of the a below to modify it ts You can also remove it or replace it with another document from your hard drive Edit document Replace document Remove document Import existing document action allows users to add already existing documents from their local drives to SWING DocPublisher documents library When the document is chosen it is automatically converted to HTML format and prepared for uploading Note It is possible to add an existing MS Word document to a SWING DocPublis
49. llow the user to modify the document version write the brief comment when rejecting this comment is labeled as reason for rejecting and send the notification to one or more registered application users Publishing the document Switch to Drafts by status view in the navigation pane and select My first document created in the previous sample On the toolbar click Publish and the Publish document dialog is displayed Publishing options can be set here SWING DocPublisher increments the version of the document to the next major version number e g 3 4 is increased to 4 0 The version can also be set manually In addition the description of the version can be entered here as well as the group of users to be notified when the document is published For details about administering notification groups see chapter E mail Notification It is possible to use the description of the version as the notification message or write a specific notification message When OK is clicked the document is PUBLISHED Chapter 3 Using SWING DocPublisher 21 Employee Policy Manual Windows Internet Explorer DER 6 ey Y http sw01 presentations DocPublisher45 nsf Jl Pi File Edit View Favorites Tools Help if w ae Employee Policy Manual f 5 ah v i Page Tools Fe Doe Systems Search Authoring Reports Administration Ralph Jones Go Offline Logout Contents Employee Policy Manual gt My first folder
50. lt access level Define default access level for the SWING DocPublisher database You may opt to allow anonymous access to the application if it will be used for public access on Internet as a knowledge base etc In this case add Anonymous entry to the ACL and set its access level to Reader with no additional roles In addition enable the Write public documents option If you want to prohibit anonymous access do not add Anonymous ACL entry Instead of that add the users that you want to allow to read the documents and set their access level to Reader with no roles also enable the Write public documents option SWING DocPublisher is now ready to be opened in the web browser Important Since SWING DocPublisher version 4 5 and later a new database is created when the reading confirmation feature is enabled and applied on a document This database is named exactly the same as your DocPublisher database but with an so suffix It contains the required information about reading confirmation and is managed by DocPublisher s internal code Upgrading from previous versions In the case you already have a copy of DocPublisher installed follow this procedure to upgrade to the new version Step 1 Create a ntf copy SWING DocPublisher database is shipped compressed in a zip archive Unzip the archive and create a copy of DocPublisher4 nsf file but with the ntf extension and save it to the Domino server s data directory or your local d
51. mation SWING Software Ltd Put Brodarice 2 Split 21000 Croatia Europe Phone 385 21 382 608 Fax 385 21 383 597 http www swingsoftware com support swingsoftware com Software License Agreement 1 GRANT OF LICENSE SWING Software grants you the right to use this product which includes computer software and may include associated media printed materials and electronic documentation the Software by the maximum number of users on maximum number of seats servers or CPUs licensed You shall implement reasonable controls to insure that you do not exceed the number of seats users servers or CPUs licensed 2 COPYRIGHT The Software is owned and copyrighted by SWING Software or its third party suppliers and is protected by international treaty provisions You must therefore treat the Software like any other copyrighted material except that you may make one copy of the Software solely for backup or archival purposes SWING Software retains all rights not expressly granted 3 TERMINATION You may terminate your License and this Agreement at anytime by destroying the Software and Software documentation together with all copies in any form They will also terminate automatically if you fail to comply with any term or condition of this Agreement in which event you agree to destroy the Software and Software documentation together with all copies in any form and to provide SWING Software with written certification of
52. mited list of addresses where the notification will be sent The Address Book button can be used to look up users from the Domino Directory Users feedback Document headers and footers can be configured to include Send feedback action for more details about configuring headers and footers see the chapter Customize topic header and footer When this action is executed the user of SWING DocPublisher can send feedback about the document Recipients of such feedbacks are defined in this section In addition to addresses defined here user feedback is also sent to the document owner Feedback To This field is used to enter addresses where document feedback messages will be sent The entries must be separated with line breaks Customization This section is used to define different customizations Customize frameset header Frameset header can be fully customized It is possible to maintain visual identity by using organizations logos and trademarks Buttons in the toolbars can be used to add new frameset header templates or to modify or delete existing ones When editing frameset header the title of the template must be entered in the Title field Body field should contain the custom DHTML code To manage the basic layout of the frameset header it is recommended lt TABLE gt element be used It is also possible to insert images into the frameset header template To do this the cursor is placed in the DHTML in the position where
53. n be the user who created it or a user or organization designated by an administrator It is mandatory to sign the whole SWING DocPublisher with the server s ID before initial use During this process all agents are signed with the server s IS as well For an agent to perform actions on a server an administrator must add its signer or a group the signer is in to the Server document Security Agent Restrictions Agents can perform both unrestricted actions and restricted actions Restricted actions can potentially cause serious damage to the server so administrators must be careful about the permissions of agents that perform restricted actions Do the following to make the agents work offline 1 Create a group called DOLS_Restricted_Agents in the Domino Directory 2 Add the full names of the signers of the restricted agents to the DOLS Restricted_Agents group Since DocPubliser s agents are signed with the server s ID add the server s ID to this group 3 Create a group called DOLS_Unrestricted_Agents in the Domino Directory Chapter 4 How to 44 4 Add the full names of the signers of the restricted agents to the DOLS Restricted_Agents group Since DocPubliser s agents are signed with the server s ID add the server s ID to this group 5 In the Server document on the Security tab Agent Restrictions section add DOLS _Restricted_Agents to the Run restricted LotusScript Java agents field Add DOLS
54. nd use DocPublisher with DAOS 45 Browse Documents by Company Departments 45 View documents that have or are about to expire Easily track document changes from your Vista CSCO o EE 49 Check the list of people that didn t sign your document s yet s ssssssseeeesesesesesseseessesese 52 CONTACT INFORMATION SOFTWARE LICENSE AGREEMENT 54 Introduction What is SWING DocPublisher SWING DocPublisher is a turnkey solution for the IBM Lotus Domino platform which accelerates the process of publishing and maintaining online documentation such as standard operating policies and procedures product specifications training manuals knowledge bases and more The key features and benefits include Online document library for MS Word documents Library features include version control user permissions document locking convenient in place draft editing review and approval Instant online publishing Automatically converts Word documents to browser viewable content Enables non technical users to publish and update information online Easy book style navigation and search through online documentation Enforced document consistency by using document templates Online documentation can include additional files e g video sound spreadsheets in their native formats E mail notifications periodic reviews and document expiration ensuring that the documentation is easily distributed and is always current Colle
55. nt displayed in the content pane consists of three main parts header on top document itself center and footer bottom The header and footer can be customized to suit the environment where SWING DocPublisher is used for more information about customizing the document header and footer see chapter Customize topic header and footer Searching the document library When the number of documents contained in the document library increases significantly it may become difficult to find the desired document Therefore it is possible to switch to Search application mode by clicking Search button in the header pane Important Content searching in SWING DocPublisher is based on the full text search feature of Domino server Therefore it is necessary to enable full text indexing of the SWING DocPublisher database Enabling full text index on the database Open the application in Administration mode select Full text index from Users Databases and Chapter 3 Using SWING DocPublisher 10 Licensing section When in Full text index page click on To recreate full text index click here link Ignoring certain file types in the full text indexer Administrators can choose to exclude various file types from the Domain Index For example file types such as tiff and jpg can consume considerable amounts of space To ignore these file types add the following line to the notes ini file on the server using an asterisk and a period before the f
56. nt document Feedback fnHdFtFeedback Opens a new window where user can write the feedback message about the current document Feedback fnHdFtSendLink Opens a new window where user can write any message with document link already added to a body of a message Note Depending on whether the document contains additional attachments related topics or PDF content it is possible to define certain DHTML elements inside header footer that are hidden automatically To have DHTML element hidden when the document does not contain additional attachment set the ID to swAddAtt To have the DHTML element hidden when the document does not contain related topics set the ID to swRelTop To have the DHTML element hidden when the document does not contain PDF copy of the document set the ID to swPDF Customize Topic Header and Footer Use this page to change the appearance of topics header and footer Title Navigation Print Block i Insert Image Insert Field Insert Action lt TABLE style width 100 background color rgb 160 210 250 gt lt TR gt lt TD style vertical align middle gt lt A href onclick fnHdFtHome 4 2 nn ntt nent thant nana te tannin font weight normal gt Home lt A gt Home 4 gt Print lt TD gt lt TD align right style vertica lt A href onclick fnHdFtPrev src prev gif border 0 style lt A href onclick fnHdFtNext sre next gif border 0 style lt A
57. ome you to our team 7 Pe i s This handbook is designed to acquaint employees with Doe Systems Inc and to provide information about working conditions employee benefits and policies affecting employment It is designed to provide a general understanding of our personnel policies as well as to describe some of the Company s rules regulations expectations programs and benefits available to eligible employees Our objective is to provide a work environment that is conducive to both personal and professional growth Please familiarize yourself with its contents as soon as possible It will answer many of the inevitable questions you will have about employment with Doe Systems Inc The handbook is not an employment contract and is not intended to create contractual obligations of any kind Neither the employee nor Doe Systems Inc is bound to continue the employment relationship and at will either the employee or the Company may end the relationship at any time This policy manual has been prepared as a guide and reference to help you feel comfortable in your new position and to acquaint you with important information regarding the Company Chapter 3 Using SWING DocPublisher 9 Reading the content of the document library The basic layout of the application consists of three main areas Top action bar Placed on top of the application window Used to change application modes and login to SWING DocPublisher Navigation Search
58. ompt user leaves the document author to decide about the outline promotion option Chapter 3 Using SWING DocPublisher 30 Configure PDF generation When a document is saved in DocPublisher in addition to convert source MS Word document to HTML format it is also possible to save a PDF copy of it Setting this option defines the way PDF conversion is performed Never generate PDF completely disables PDF conversion a Generate PDF for all documents enables PDF conversion for all saved documents Prompt user leaves the document author to decide about creating the PDF copy of the document Export library content This option enables exporting of all or part of the document library to the file system Library contents to export is used to select library folder whose contents will be exported together with all subfolders If the root folder default is selected the whole library is exported Destination folder Local folder where exported documents are stored Initially it is set to current user s temporary folder Export view to csv This option enables exporting selected view to the file system in a standard CSV format View to export is used to select view whose contents will be exported By default Standard folder view is selected Destination folder Local folder where exported document is stored Initially it is set to current user s temporary folder Users Databases and Licensing This section is use
59. opens a list of custom document properties To open a new property click on Add New Property Here are various possibilities available when creating or modifying a property Name and Type Property name is the label that appears next to the property value in all forms Property can be of one of the following types Single line of text property is edited using a simple text box Multiple lines of text property is edited using a multi line textbox Chapter 3 Using SWING DocPublisher 37 Choices property is edited using a dropdown list or a set of radio buttons if multiple values are permitted User Name s is used when property should contain user names Date is used when property should contain date value Optional settings differ slightly for different types of custom properties However some settings are common for all types of properties Those are as follows Description brief description of the property It is displayed under the property label while editing the document so it can serve as the help for the authors who fill in the values Require that this property contains information determines whether the property is mandatory Default value value that the property has when the document is composed initially In addition to these settings for the properties of type multiple line lines of text it is possible to set the number of lines that are displayed while editing the document This affects the l
60. partment View organization O Folder hierarchy Categorized O Flat Preloaded view depth ALL a level s O Show all documents Show documents only when following conditions are met Show documents when property Department x is not equal to x O and or When property x lis equal to iv Show more properties C Use Notes formulas to define filter Choose property Sort Ascending i Add Department ASC Edit Delete Move Up Move Down Choose property Title iv Cl use Notes formulas Descending x Name the new view By Department It s always good to keep view names short and simple for good display and meaningfulness Set View organization to Categorized with ALL levels of preloaded view depth This will ensure that we have a hierarchical tree view in the left pane Chapter 4 How to 48 In the Display Condition section set the Show documents only when following conditions are met and Show document when property to our previously created Department property Set the compare operator to Is not equal to and leave the next field empty This means that all documents that have some text set for their Department property will be displayed while others will not In the Categories section chose the Department for our property select Ascending sorting and click Add This will have the documents categori
61. pecial role assigned are referred to as readers Now that the basics are explained observe the process of creating one document and note the phases it goes through First to switch to the authoring mode click on the Authoring button in the application header This mode is available only to users with at least one of the following roles Author Content Manager or Administrator Chapter 3 Using SWING DocPublisher 13 Employee Policy Manual Windows Internet Explorer DER N Ge yy http swO1 presentations DocPublisher45 nsf v 9 x Go gle File Edit View Favorites Tools Help ae we k Employee Policy Manual a dh Page Gf Tools Pee Doe Systems Contents Search Authoring SEGG aS Administration Ralph Jones Go Offline Logout Auth spate Employee Policy Manual gt cm a view 3 Workplace Guidelines Rename Permissions All 3 SJ Employee Policy Manual u BRS s b L Route 4 publish aft Move jee Reorder x peice 1 Introduction 2 Employment Q 3 Workplace Guidelines 4 IT Policies O 6 Employee Benefits 5 Policies of Leave of Absence 7 Discipline Policies A Attendance DRAFT A Work Schedule Requirements DRAFT A Reimbursement of Expenses DRAFT New company parking policy Company car rental policy Workplace Dress Code a Parking on Premises New company parking policy 5 Workplace Dress Code LMP Archived on
62. ption it can be added to a list with Add action Note that the last option is lt Formula gt it allows the entry of Notes formula as one of the categories Below the selected categories list there are actions that enable editing or deleting of currently defined categories as well as changing their order Documents By setting these options the way documents are displayed in a custom view can be changed Either one of the properties can be selected to act as document descriptor and link for opening document content or a Notes formula e g WText Date Date Published Title can be defined Additionally the user can choose the way documents are sorted in a view Documents can be sorted as created or rearranged alphabetically or by any document property ascending or descending Localization SWING DocPublisher offers an option to customize messages and string displayed throughout the application thus making the library available in any desired language There are different portions of the application that can be translated and these portions include top action bar content search and notification The localization itself is done by editing default English terms and translating them to a desired language Currently an active language document is set by clicking on the Use Selected Language action while the Use Default Language action sets default English as the currently active language How to Setup and
63. ption is complete go to your Vista Sidebar and right click the Feed Headlines gadget if you have it enabled and visible Go to Options Information If the gadget is not open then in the sidebar then right click the sidebar and go to Add Gadgets The Feed Headlines gadget should now be available for picking Double click it to add it to the sidebar Chapter 4 How to 51 Expired document Creating new euipment orders Generators creating thehnical specs Financial compliance After you have opened the gadget s options section you will need to populate two fields First is name of the feed to display This is the name we gave the feed inside Internet Explorer Employee Policy Manual and should be available for pick from the dropdown Set the number of Headlines as you prefer and click OK Feed Headlines Display this feed X Number of recent headlines to show 10 headlines v What are feeds OK j Cancel Your change tracking through feeds is now enabled for the Employee Policy Manual DocPublisher database You can do the same for all other DocPublisher databases you wish to monitor in this manner Feel free to drag the gadget out of the sidebar to get some more room If you click on a headline a new window will pop up on the right displaying the name of the document and the database name in the top section This is also a hyperlink that will open the mentioned DocPublisher database in your
64. r is used to change the order in which the related topics appear in the documents Once in the reordering mode drag and drop the related topics to the desired positions Click on Finish reordering to confirm the changes Properties tab Document properties are attributes related to a specific document They are used to identify and categorize the document They can also be used to classify the document to make the document library more organized and more accessible and also to make searching of the database easier There Chapter 3 Using SWING DocPublisher 17 is a number of built in document properties In addition to that an unlimited number of custom document properties of different types can be defined There is more about defining the custom document properties in the chapter Manage document properties Built in document properties are as follows Version identifies the version of a document Because it is possible to precisely identify the version of the document it makes document reviewing easier Owner is the person who is responsible for a document He or she receives the notifications when the document is published or when it expires This property is initially set to the current document editor but it can be modified Regardless of his or her role s any application user can be the owner of the document The owner is always allowed to read the document lal Save as Draft Route B Publish Eq Cancel a a Had Draft stage
65. rs will see the document in Content or Search application modes Properties tab shows document properties Permissions tab shows document security settings Signoffs tab shows signoff status of a document and also lets you view and edit the list of readers required to sign off or to make signoff requirement inactive for a document For further information see Reader signoffs reading confirmation section of this manual History tab shows archived versions of the document For more details about document archives see section Automatic document archiving in this chapter Views in the Authoring application mode In Authoring application mode it is possible to choose the different views in the navigation pane Chapter 3 Using SWING DocPublisher 20 All view shows all documents and folders in standard hierarchy Drafts by author shows only draft documents in categorized by author Drafts by stage shows only draft documents categorized by document status It is useful for browsing the documents with a certain status Archives shows archives categorized by year and month Approving or rejecting the document Documents with draft stage set to Pending approval can either be approved or rejected This can be done by clicking the appropriate link next to the Draft stage label on top of the Content tab When clicked these actions open Approve document or Reject document if clicked on Reject link The dialogs are very similar and a
66. rtment Nanasreal bh Nansatmant Type each choice on a separate line Default value e Allow multiple selections O Yes No Allow values not in list O ves No Name the property Department and select Choice as the property type Selecting this type will add a combo box under properties tab in the authoring mode which will list our department names Depending on specific requirements you can also choose other property types Under Description it is always good to write at least a line of descriptive text about the new property Description will be displayed along side the property field later when you create a new document For demonstration purposes we will set the description to Name of the department to which this document belongs to Under the Require that this property contains information section select Yes if you wish to disable publishing of a document when no Department value is selected otherwise select No Under the List of choices we will select the Fixed option since we will create a list manually now If your choice list needs to be dynamic and not predetermined you can select the Evaluated by notes formula option Now add some department names in each line to make up a list and select a default value that will be automatically set when the property is used If a document can pertain to more than one department select Yes to allow multiple selections otherwise cl
67. rvers Before using DOLS on a clustered Domino 6 server make sure of the following The Domino server is either a Domino Utility Server or Domino Enterprise Server Allservers in the cluster run the same release of Domino with DOLS Clustered server management is running to handle both failover of replication and HTTP Internet Cluster Manager is running Subscription directories must have the same name on every clustered server For example if a subscription is under data Webmail user 7CD5957CB669AE2285256BDF00567AD8 this name cannot be different on a different server in the cluster To configure DOLS on a server that uses Web Site documents If a Web Site Document a type of Internet Site document is created on the Domino server for DOLS to be enabled the appropriate DOLS DSAPI filter filename must be added to the DSAPI field in the Web Site document If there are several Web Site documents the DSAPI filter filename must be added to each one Follow these steps to add the DOLS DSAPI filter filename to a Web Site document 1 Open the Web Site document 2 Click the Configuration tab 3 In the DSAPI filter field enter the DSAPI filter file name that corresponds to the operating system that the server is running and then restart the server Win32 ndolextn Linux libdolextn AIX libdolextn Chapter 4 How to 41 Solaris Sparc libdolextn 390 libdolextn Series libdolextn Creating
68. s all people that are required to sign the document but have not done so yet The users in this list may receive an additional e mail notification message when you click on the Send reminders action There are also few actions present on the Signoffs tab Activity Gives you the ability to de activate or re activate signoffs for this document Send Reminders Send email notification reminders to people who have not signed the document Add User This actions adds new users groups to the signoff list Performing reading confirmation Reading confirmation or reader signoff is performed via a special link action that is visible to users that have not yet signed the document This action link appears above the published document and looks like this This document requires reading confirmation To find out more please click here Note Reading confirmation action link will also be available to the document creator as soon as he publishes the document ifhe is obligated to sign this document When a document readers are ready to sign the presented document they need to click on the action which will bring up a reading confirmation dialog This dialog provides the signer with ability to see the document title with the signoff statement and to sign the document Confirm button or cancel the operation Webpage Dialog Reading confirmation wi Cancel After hitting Confirm with the presented s
69. s tab and fill in the following fields Name of Field Action Domino services to install offline Select Basic services Full Text Indexing LotusScript and unscheduled agents Java classes and applets Also choose a default language for the Web Control menu and the Domino Sync Manager Users can override this setting by selecting a different language from the Web Control menu 1 Click the Schedule tab Use this tab to define how often will the offline subscription be synchronized with the main database Note that the user can override most of these fields from within the Subscription Properties box of the Domino Sync Manager 2 Click the Sync Options tab and complete the following fields Name of Field Description File Rules Required files to replicate Enter the full file path to the SWING DocPublisher database relative to the Domino data directory Required files are databases templates or directories that are automatically installed offline and are replicated every time the subscription is synchronized All required files and directories must be specified relative to the server s data directory Optional files to replicate Leave blank Directory catalog Leave unchecked Encryption Check this box if you want your offline subscription to be encrypted on local Encrypt this subscription Select the box to enable encryption Then select the level of encryption Encryption prevents an unauthorized user from accessing the offline sub
70. scription s data using another Chapter 4 How to 43 software product Note Do not encrypt the database from the Database Properties box Use the Offline Subscription Configuration document to prevent unauthorized users from reading subscription data using other applications Leave all other fields with their default values 1 On the Admin tab you can leave all fields blank or with the default values 2 Optional At the bottom of the configuration document select whether to display the default download page or create your own download page The download page is what users see while they re installing a subscription It s useful for showing instructions company graphics warnings or tips Do one of the following Leave Display default download page contents selected to have the download page contain the default text and graphics You can add text HTML or images in the rich text field below the default text and graphics Select Display only the custom contents below to create a download page A rich text field appears in which you can add text HTML or images 3 Save and close the configuration document 4 Save and close the subscription Setting up agents for the DOLS subscription Agents are small programs that perform actions in a subscription Because they can be powerful tools they must have permission from the server to perform their actions Agents inherit the permissions of their signer An agent s signer ca
71. se readers from the Domino Directory Chapter 3 Using SWING DocPublisher 18 Important If access to a document is restricted in addition to users in the Publication readers field access to the document will also be granted to the document owner and the user that is currently editing the document Also the users with the roles Content Manager and Administrator will have access granted to all documents la Save as Draft tz Route Publish Eq Cancel age Draft Change Content Properties Permissions Signoffs History sces se Change ft editors Ralph Jones SWING Change Draft editors are the users that are allowed to edit content of the SWING DocPublisher document Initially this field is filled with the name of the current user It can be modified by clicking on action Change Any of the registered SWING DocPublisher users with at least one of the roles Author Content Manager or Administrator assigned can be added to the list of draft editors Important It is not possible to remove the current user from the list of Draft editors In addition to users in the Draft editors list users with the assigned roles Content Manager or Administrator will always be granted rights for editing the document Signoffs tab This tab contains information and actions necessary for collecting and tracking signoffs from users that are required to read the document and sign off acknowledging they have read and understood the document For
72. sers Databases and Licensing Manage users create new databases or modify the current database license here Manage users Product license a Create new database a Full text index Templates Define templates for different document types Manage Word templates E mail Notification Q Define e mail notification lists here Event notification Manage e mail notification lists Users feedback Customization rl Define customizations here Customize frameset header Customize topic header and footer Customize colors Manage document properties a a a Manage draft stages a Manage views a Localization This setting is to be used if you do not wish to create new documents with MS Word as the authoring tool or if you do not use Internet Explorer but instead use other web browsers that do not support ActiveX technology After you have disabled ActiveX usage you can create documents only by using the built in HTML editor Configure document outline When a MS Word document gets published to ease the navigation its outline view can be promoted to the navigation frame Setting this option defines the way the outline generation is performed Disable outline promotion completely disables document outline Enable promotion for up to sets how deep the outline promotion goes In most cases setting this option to three levels should be sufficient Pr
73. such destruction upon request 4 TRANSFER Your license will automatically terminate upon any transfer of the Software Upon transfer you must deliver the Software including any copies and related documentation to the transferee The transferee must accept this License Agreement as a condition to the transfer If you transfer the Software and License you must at the same time notify SWING Software of the name and address of the transferee 5 OTHER RESTRICTIONS You may not rent or lease the Software You may not disassemble or decompile the Software unless SWING Software s prior written consent is obtained 6 LIMITED WARRANTY You accept all responsibility for the selection of the Software as appropriate to achieve the results you intend EXCEPT AS SPECIFICALLY STATED IN THIS AGREEMENT THE SOFTWARE AND SOFTWARE DOCUMENTATION ARE PROVIDED AND LICENSED AS IS WITHOUT WARRANTY OF ANY KIND EITHER EXPRESS OR IMPLIED INCLUDING BUT NOT LIMITED TO THE IMPLIED WARRANTIES OF MERCHANTABILITY AND FITNESS FOR A PARTICULAR PURPOSE 7 NO LIABILITY FOR CONSEQUENTIAL DAMAGES In no event shall SWING Software or its suppliers be liable for any damages whatsoever including without limitation damages for loss of Chapter 6 Software License Agreement 55 business profits business interruption loss of business information or other pecuniary loss arising out of the use of or inability to use this SWING Software product even if SWING Software or its
74. tatement question in mind the document is considered to be signed by the reader Reader that has signed off on a document is automatically added to the list Chapter 3 Using SWING DocPublisher 26 of the users that have signed this document and the signoff statistics of the document is automatically updated Users that haven t singed off on a document usually come about to sign a document in two manners Reading confirmation after successful login Reading confirmation from E mail notification Reading confirmation after successful login After you have logged in to your DocPublisher application in the Contents section you will see a new display entity My sign off required on n documents in the left navigation pane The n represents the number of documents that you are required to sign After clicking on it you will see a special document view showing all the documents that require your sign off instead of the classic DocPublisher navigation tree This is a new view called My sign off required and you can use it at all times to check on a collection of documents that require your reading confirmation Select a view My sign off required My sign off required on 1 document s gt gt Company car rental policy Another new view is also available here It is called My previous sign offs and it gives you a list of all the documents that you have previously signed This is very useful for
75. the image should be inserted and the Insert Image button is clicked The image file is chosen from the hard drive and the appropriate DHTML code is inserted into the template The image file is uploaded to the Domino server By clicking the Preview button on the bottom of the edit box the header can be previewed at any time After editing the header template to save the changes click OK Currently active frameset header is set using the Set Active Header toolbar option Note To add a table background image create a normal image using Insert Image toolbar action This creates an IMG tag with a certain id Set the style of this tag to display none like this lt IMG id img1 src your_image gif style display none gt Next in the TABLE tag add background property with value ref srcid 1mg1 where srcid is an id of an image inserted just Chapter 3 Using SWING DocPublisher 34 before The TABLE tag should look like this lt TABLE border 0 cellspacing 0 cellpadding 0 background ref srcid img1 gt Customize topic header and footer Similar to the frameset header the topic header and footer can also be customized This allows SWING DocPublisher users to have a consistent appearance for the whole library Headers and footers are customized by defining header footer templates Technically speaking each SWING DocPublisher document contains a lt DIV gt DHTML element on its top bottom This lt DI
76. tion Workflow routing including e mail notifications in the edit review approval process Document history with audit trail RSS based subscription to new or updated documents Separate headers footers for display and print Bulk export Companies can easily export the entire or any part of their DocPublisher libraries to disk making the transition from DocPublisher to any other system as easy as possible As a result the risk of product lock in is removed Usability improvements AJAX based 4 Installation In order to use SWING DocPublisher it must be installed on Domino server running HTTP task Server installation is required in order to be able to explore all the features of the product as only authenticated users can create new documents modify existing ones change various configuration settings etc Installing the database on a local disk will only allow reading and searching existing documents System requirements Server requirements IBM Lotus Domino Server versions 6 or newer All Domino supported platforms Client requirements Processor and memory specifications for a typical Web application Web browsers Microsoft Internet Explorer 5 5 or higher and Firefox 1 0 or higher Client requirements for document authoring Processor and memory specifications for a typical Web application Web browser Microsoft Internet Explorer 5 5 or higher Visual Basic 6 0 SP5 runtime module installed This
77. to publish it immediately Note Only users with the roles Content Manager or Administrator are allowed to publish documents To save the document as draft click the Save as draft button in the toolbar on top of the document In the process of saving the document the content MS Word document HTML files and additional attachments is automatically uploaded to the Domino server The progress of the upload is seen in the MS Word document information area After the document is submitted to the server it is shown in read mode My first document is saved as draft Routing the document for review By clicking on action Route in the toolbar the current document can be sent for review to one or more reviewers Where it is possible to modify version of the document and change its draft stage Route document dialog box appears Recipients are chosen from the list of registered users The message sent to reviewers consists of the URL pointing to the current document and the comment taken from the corresponding field on the Route document dialog Previewing the document in the Authoring application mode While in Authoring application mode the documents look slightly different than in Contents or Search application modes The document here contains the toolbar and tabs Content Properties Permissions and History that show the document details Content tab shows the document content together with the header and footer This is how reade
78. ument contents so that it contains a hyperlink to another document in the SWING DocPublisher document library In the Word document section click on the action Edit document The MS Word document is opened for editing Switch back to the browser window and expand Related Topics section Next to the desired topic click Copy link The relative URL to the topic is copied to the clipboard Switch back to MS Word document and go to the appropriate location within the document where the link is inserted Now click Insert gt Hyperlink on the MS Word menu Go to Address field and paste the contents of the clipboard there Additionally modify the Text to display field with an appropriate notation and click OK Save and close the MS Word document Chapter 3 Using SWING DocPublisher 22 Publishing the document immediately after editing When all necessary changes are made to the document it is ready to be published On the toolbar click Publish button and the Publish document dialog is displayed Publishing options can be set here SWING DocPublisher will increment the version of the document to the next major version number e g 3 4 will be increased to 4 0 The version can also be set manually In addition the description of the version can be entered here along with the group of users that will be notified when the document is published For details about administering notification groups see the chapter E mail Notification It is possibl
79. urrent document Attachments lt SW ATTACHMENTS gt displays comma separated list of attachments Publication date lt SW PUBLICATION DATE gt displays document s publication date Expiration date lt SW EXPIRATION DATE gt displays document s expiration date Url of the PDF lt SW PDF_URL gt displays the Url of the document copy in PDF format With a tag in the form of lt SW Custom property name gt this list also contains the defined custom properties This tag displays the custom property value Insert Action action is used to insert specific action These actions are actually calls to predefined JavaScript functions They should be inserted inside lt SCRIPT gt elements or inside event handlers attached to specific DHTML elements defined in headers footers Available actions are as follows Chapter 3 Using SWING DocPublisher 35 Home fnHdFtHome Navigates to the first document in the navigation hierarchy Previous topic fnHdFtPrevTopic Navigates to the previous document in the navigation hierarchy Next topic fnHdFtNextTopic Navigates to the next document in the navigation hierarchy Print topic fnHdFtPrintTopic Invokes the browser s print dialog Related topics fnHdFtRelatedTopics Shows the pop up window with the list of links to documents related to the current document Attachments fnHdFtAttachments Shows the pop up window with the list of attachments attached to the curre
80. user defined text accompanying the routing form What was new in SWING DocPublisher 3 The new release of SWING DocPublisher improves the way companies organize distribute and maintain their documentation online The key new features include PDF conversion It is now possible to save copies of some or all documents in PDF format These copies can be used for high fidelity printing reviewing Search by any property in addition to full text search Color schemes Predefined and customizable color schemes which enable users to adjust the look and feel of DocPublisher to match corporate visual identity Property choices drop down list boxes or checkboxes can be defined by Notes formulas Improved sort for folder based views It is now possible to sort ascending or descending folder based views by any document property custom or built in Improved Select Names Dialog What was new in SWING DocPublisher 2 Custom categories and properties metadata plus custom views This provides means of classifying and browsing documents in the library according to taxonomies that differ from the one implied by the folder structure Outline promotion When a Word document is being published its outline view can be promoted to the navigation frame for easier navigation throughout the document Property promotion Data exchange between Word document properties and DocPublisher document properties Chapter 1 Introduc
81. zed by departments in ascending order Finally under the Documents section you should configure how the documents will be presented in your new view Set Title for the property and set the Sort by to Title and Descending to make them sorted by their title name Click OK to save the new view This is it All you need to do now is test it out Switch to Authoring tab and create a few documents notice that under their Properties tab you have a new property called Departments t to which this document belongs to When you have a few documents published pertaining to different department you can switch to the Contents tab and in the select view dropdown menu select our newly created By Department view Contents Select a view BY Department Finanace Department Financial compliance Emerald Bank 4 Mechanical Department Research Department View documents that have or are about to expire This operation is very similar to the one above except that it does not require you to create any new document properties but only document views the property which we will use to create the views is already available it is called Expiration_Date Now we will make two more views One will be named Expired documents it will display all the documents that have expired until today and the other named Expiry in 5 days which will show documents that are about to expire in the next five

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