Vasont User Guide

Version 2017.2

CONFIDENTIAL ------© 2017 TransPerfect Translations International Inc. All rights reserved. No part of this document may be reproduced or transmitted in any form or by any means, electronic or mechanical, including photocopying, recording, or any information storage and retrieval system without permission in writing from the publisher.

Vasont Systems A TransPerfect Company 221 W. Philadelphia St., Suite 114 York, PA 17401 717-764-9720 www.vasont.com

Document Number: VUG-2017.2 TRADEMARKS Trademarked names appear throughout this book. Rather than list the names and entities that own the trademarks or insert a trademark symbol with each mention of the trademarked name, the author states that it is using the names only for editorial purposes and to the benefit of the trademark owner with no intention of infringing upon that trademark. Vasont User Guide

Table of Contents

About the Vasont® CMS ...... 1 Overview of the Vasont System ...... 3 Getting Help ...... 4 Online Help ...... 4 Technical Support ...... 5 Content Models ...... 7 Content Types ...... 8 Collections and Collection Groups ...... 9 Components ...... 11 Granularity ...... 11 Metadata ...... 12 Component Attributes and Raw Attributes ...... 13 The Vasont Environment ...... 15 User Accounts and Privileges ...... 15 Logging into Vasont ...... 16 The Vasont Home Page ...... 17 My Workspaces ...... 18 My Notifications ...... 20 My Tasks ...... 21 My Collections ...... 21 My Queries ...... 24 Toolbars ...... 25 Toolbar Preferences ...... 25 Keyboard Shortcuts ...... 26 Collection Explorer Window ...... 26 Retrieve and Search ...... 27 The Vasont Navigator ...... 28 Icons in the Navigator ...... 28 Expanding Components in the Navigator ...... 29 Opening a Navigator from the Toolbar ...... 29 Refreshing the Navigator View ...... 29 Pop-up Menus ...... 30 The Navigator Details Pane ...... 31 Showing and Hiding the Details Pane ...... 31 Resizing the Details Pane ...... 32 Graphic Thumbnails in the Details Pane ...... 32 Properties Tab, General Information Bar ...... 32 Properties Tab, Attributes Information Bar ...... 34 Properties Tab, Annotations Information Bar ...... 35 Properties Tab, Workflow Information Bar ...... 36 Properties Tab, Versions Information Bar ...... 36 Pointee Tab ...... 37 Relationships Tab, Children Information Bar ...... 37 Relationships Tab, Siblings Information Bar ...... 39 Relationships Tab, Where Used Information Bar ...... 41 Relationships Tab, Referenced By Information Bar ...... 41 Relationships Tab, Similar References Information Bar ...... 42 Relationships Tab, Variants Information Bar ...... 42 Relationships Tab, Conref Information Bar ...... 43 Relationships Tab, Translations Information Bar ...... 43 Preview Tab ...... 45

Dragging and Dropping Content in the Navigator ...... 53 The Drag and Drop Wizard ...... 55 Dragging and Dropping Multiple Components ...... 56 Dragging and Dropping to Transform Aliases ...... 57 Checking Content In and Out ...... 57 Extracting and Loading Content for External Editing ...... 58 Using Helper Applications ...... 59 Update Windows ...... 59 Search and Replace Text in the Update Window ...... 60 Attribute View Window ...... 61 Where Used ...... 61 Referenced By ...... 62 List Views ...... 62 Message Board and Logs ...... 65 Message Board ...... 65 Logs ...... 66 Reports ...... 66 Using Email ...... 68 Workflow ...... 71 Batch Processing ...... 72 Creating a User Profile ...... 73 Setting a Default Collection ...... 73 Setting Default Retrieve Properties ...... 73 Changing Your Password ...... 73 Updating Personal Data ...... 74 Restoring Toolbar Defaults ...... 74 Setting User Options ...... 74 Promoting Submenu Items ...... 75 Content Ownership ...... 76 Assigning Content Ownership ...... 77 Managing Content Owners ...... 77 Ownership Groups ...... 78 Editorial Rights with Content Ownership ...... 79 Locating Components with Applied Ownership ...... 80 Removing or Updating Content Ownership ...... 82 Controlling Content Access and Creation With Content Ownership ...... 83 Vasont Customizations and Task Automation ...... 85 Vasont Application Initialization (INI) File ...... 85 Sample Vasont Apps INI File ...... 86 Refreshing the Setup ...... 88 Loading Structured Content ...... 89 Loading Legacy Content ...... 89 Loading Primaries ...... 89 Loading a Previously Extracted File ...... 90 Loading Multiple Files ...... 91 Batch Load Queue ...... 91 Loading a New Lower-Level Component ...... 94 Loading a Referenced Content File ...... 94 Loading Content Asynchronously ...... 95 Troubleshooting Loading Files ...... 97 Loading Modular Content and Images ...... 97 Loading Changed Modular Content ...... 98 Matching Criteria and Client Keys ...... 98 Deleting Files After Loading ...... 99

Locating Content ...... 101 Retrieving Content for a Collection ...... 102 Selecting a Collection ...... 102 Using the Query Page to Retrieve Collection Content ...... 103 Searching for Content in a Collection ...... 107 Using the Quick Search ...... 108 Searching in the Preview Pane ...... 108 Using the Query Page to Search a Collection's Content ...... 109 Refining the Vasont Navigator ...... 113 Selecting a Refining Collection ...... 114 Using the Query Page to Specify Refining Collection Criteria ...... 114 Searching Across Multiple Collections ...... 115 Locating Content Based on Modular Reuse ...... 117 Locating Components Based on Raw Component Translation ...... 119 Opening Modular Content ...... 121 Working with the Query Page ...... 122 My Queries ...... 125 Managing Saved Queries ...... 132 Selecting, Altering and Running a Recent or Saved Query ...... 133 Advanced Mode ...... 136 Bookmarking Frequently Visited Content ...... 154 Using Shortcuts to Content ...... 155 Revising Structured Content ...... 157 Revising Content in an External Editor ...... 157 Revising Content in Vasont ...... 157 Adding a New Text Component ...... 158 Editing an Existing Text Component ...... 159 Moving a Component ...... 164 Replacing a Component ...... 165 Deleting a Component ...... 166 Deleting Multiple Components ...... 167 Finding and Replacing Text in the Update Window ...... 170 Editing the Attributes of a Component ...... 170 Accessing and Locking Content ...... 172 Checking Out an Individual Component ...... 173 Checking In an Individual Component ...... 173 Checking In or Out Multiple Components in a Collection ...... 173 Viewing Check Out Information for an Individual Component ...... 174 Viewing Checked Out Components In All Collections ...... 174 Reassigning Check Outs ...... 176 Reusing Content ...... 179 Implicit Reuse ...... 179 Explicit Reuse ...... 180 Selecting Existing Content for Reuse ...... 180 Reusing Existing Content When Creating a New Component ...... 180 Reusing Existing Content When Editing a Component ...... 181 Referencing Content ...... 182 Referencing Existing Content Using Drag and Drop ...... 183 Preparing to Reference Future Content ...... 184 Creating New Content and a Reference at the Same Time ...... 184 Using the Update Window to Specify Content to Be Referenced ...... 185 Specifying Content to be Referenced Using Drag and Drop ...... 185 Cloning ...... 186 Cloning a Primary Component ...... 187

Cloning a Primary Component and Referenced Modules ...... 188 Cloning Multiple Primary Components ...... 189 Cloning a Non-Primary Component ...... 192 Cloning Inline Components ...... 193 Using Drag and Drop to Create New Inline Components ...... 194 Cloning and Version Labels ...... 196 Cloning Referenced Content ...... 197 Global Clone ...... 197 Modularizing Content ...... 198 Managing Reuse ...... 201 Managing Global Changes ...... 201 Checking Usage of a Component ...... 201 Applying or Bypassing Changes in the Global Change Window ...... 203 Overview of the Global Change Log ...... 204 Accessing the Global Change Log ...... 205 Viewing Records in the Global Change Log ...... 205 Applying Global Change in the Global Change Log ...... 207 Rejecting Changes in the Global Change Log ...... 208 Deleting Records from the Global Change Log ...... 208 Global Clone ...... 208 Managing Changes to Referenced Content ...... 209 Identifying Where Content is Referenced ...... 209 Editing a Referenced Component ...... 210 Redirecting a Linked Component ...... 211 Deleting Referenced Content ...... 211 Managing Branches ...... 212 Example of Branch Usage ...... 212 Creating a Branch ...... 213 Viewing Branches from a Pointer Component ...... 214 Comparing Two Branches ...... 215 Comparing Branches with an External XML Comparison Tool ...... 216 Relinking a Pointer to a New Branch ...... 216 Clearing Branch Notices ...... 218 Sending Branch Notifications ...... 218 Locating Branch Notices ...... 218 Using Text Entities ...... 219 Using Conditional Text ...... 221 Maximizing Reuse ...... 225 Content Reuse Reports ...... 225 Generating a Raw Material Content Reuse Report ...... 225 Generating Specific Content Reuse Report ...... 226 Working with Raw Material ...... 230 Viewing Raw Material ...... 230 Adding New Raw Material ...... 232 Checking Usage of a Component from Raw Material ...... 233 Editing Raw Material ...... 234 Generating a Raw Material Report ...... 239 Generating a Text Raw Material Attributes Report ...... 240 Using Raw Material Normalization ...... 241 Normalization is a Raw Material Process ...... 241 The Normalization Screen ...... 242 Using Variants and Variant Normalization ...... 243 Creating Variants Using Drag and Drop ...... 243 Creating Variants by Searching Similar Content ...... 244

Deleting a Variant ...... 245 Generating a Similar Content Report ...... 245 Viewing and Normalizing Variants ...... 246 Notification of Changes to Variant Components ...... 247 Viewing the Master Variant List ...... 247 Generating a Variants Report for Individual Components ...... 249 Generating a Variants Report for Multiple Components ...... 249 Creating Raw Material Translation Relationships ...... 249 Reviewing Content ...... 251 Starting a Collaborative Review ...... 252 Monitoring Review Progress ...... 255 Filtering the Reviews List ...... 256 Changing Review Dates and Participants ...... 257 Closing a Collaborative Review ...... 258 Cancelling a Collaborative Review ...... 258 Performing the Reviewing Phase ...... 258 Performing the Editorial Phase ...... 261 Workflow for Collaborative Review ...... 264 Viewing the History of Completed Reviews ...... 265 Creating Reports on Review Activity ...... 266 Approving Content ...... 269 Identifying Components to Approve ...... 270 Locating Draft and Incomplete Components ...... 270 Viewing Annotations ...... 271 Accessing Component Annotations ...... 271 Adding, Editing, and Viewing a Component Annotation ...... 272 Retrieving and Searching on Annotations ...... 273 Creating Annotation Reports ...... 273 Viewing a Component ...... 274 Viewing the Attributes of a Component ...... 275 Viewing a Referenced Component ...... 276 Reviewing Components in the Global Change Log ...... 276 Reviewing Branch Notices ...... 276 Approving Content ...... 276 Approving a Draft Component ...... 277 Approving Multiple Draft Components ...... 277 Approving or Rejecting a Deletion ...... 277 Applying an Electronic Signature ...... 277 Preparing for Publication or Translation ...... 279 Analyzing Incomplete Components ...... 279 Analyzing an Incomplete Component ...... 279 Analyzing Incomplete Components in Batch ...... 280 Generating an Incomplete Analysis Report ...... 280 Resolving Pointers ...... 281 Validating Vocabulary or Terminology ...... 281 About Vocabularies ...... 282 Vocabulary Validation Techniques ...... 283 Oracle Text Stopwords ...... 284 Building a Vocabulary ...... 285 Validating Terminology ...... 286 Using the Content Exceptions Report ...... 287 Using the Content Validation Report ...... 290 Using the Metadata Report ...... 292 TEST Using the Map Asset Report ...... 293

Extracting Structured Content ...... 295 Extracting a Component ...... 295 Extracting Primaries ...... 296 Extracting Referenced Content ...... 298 Extracting Multiple Components ...... 299 Batch Extract Queue ...... 299 Batch Extract from Actions List ...... 301 Filtering Extracted Content ...... 302 Extracting with Fast Extract ...... 304 Extracting Checked Out Content for Editing ...... 304 Utilizing Versioning in Vasont ...... 307 Version Reasons ...... 307 Version IDs ...... 308 Accessing Version Information ...... 308 Understanding the Version Window ...... 309 Current Version Tree ...... 309 Version History List ...... 310 History Detail Tabs ...... 310 Creating a Version on Demand ...... 313 Extracting Versions ...... 315 Reinstating Versions ...... 316 Reinstating a Previous Version of a Component: Reinstate Overwrite ...... 316 Reinstating a Previous Version of a Component: Reinstate New ...... 317 Reinstating a Deleted Component ...... 317 Reinstating a Deleted Primary ...... 318 Comparing Versions ...... 319 Adding a Comment to a Version ...... 323 Adding a Label to a Version ...... 323 Adding an Annotation to a Version ...... 324 Generating a Version History Report ...... 324 Deleting Versions in Batch ...... 324 Generating Reports from Vasont ...... 327 Reporting on Selected Primaries ...... 328 Reporting on Deleted Primaries ...... 329 Reporting the Component Count by Primary ...... 329 Reporting the Component Count for a Collection ...... 330 Reporting on Selected Components ...... 330 Reporting on Component Annotations ...... 332 Reporting on Components in the Current Navigator ...... 333 Reporting on Incomplete Primaries ...... 333 Reporting on Component Checkouts ...... 334 Reporting on Component Ownership ...... 335 Reporting on Content Reuse ...... 337 Reporting on Text Raw Material Attributes ...... 337 Reporting on Variants ...... 337 Reporting on Similar Content ...... 337 Reporting on Referenced By ...... 337 Reporting on Cross Collection Component Searches ...... 337 Reporting on Version History ...... 337 Reporting on Version Annotations ...... 338 Reporting on Workflow Activity ...... 338 Reporting on Workflow Comments ...... 339 Reporting on Workflow and Annotations ...... 339 Reporting on Project Management Activity ...... 339

Reporting on Duplicate Client Keys ...... 340 Storing and Retrieving Business Documents and Digital Assets ...... 341 Adding a Multimedia Component ...... 341 Dragging and Dropping a Multimedia Component from a File Explorer ...... 342 Adding a Multimedia Component through the Navigator ...... 342 Creating a Multimedia Component and Pointer with Drag and Drop ...... 343 Storing Multimedia Files Externally ...... 344 Storing Multimedia Files Internally ...... 345 Editing a Multimedia Component ...... 345 Viewing Multimedia Components ...... 347 Overwriting a Multimedia Component ...... 348 Deleting Multimedia Components ...... 348 Converting from External to Internal Management ...... 349 Converting from Internal to External Management ...... 349 Extracting a Multimedia Component ...... 350 Retrieving and Searching on Multimedia Components ...... 350 Locating Images for Reuse ...... 351 Troubleshooting Multimedia Components ...... 352 Change Management ...... 352 Using the Multimedia Metadata System ...... 352 Understanding Metadata Types and Properties ...... 352 Determining if the Metadata System is Installed ...... 353 Determining When Metadata Will be Captured ...... 353 Forcing Multimedia Metadata Capture ...... 354 Viewing Multimedia Metadata ...... 354 Searching Multimedia Metadata ...... 355 Providing Context to Documents ...... 356 Using Workflow ...... 357 Project Workflow ...... 357 Initiating Tasks for a Project ...... 358 Viewing Workflow Projects ...... 360 Viewing a Workflow Component in Navigator ...... 364 Viewing Workflow for a Component ...... 365 Viewing a Component's Workflow and Annotations ...... 365 Completing a Task ...... 366 Reassigning a User ...... 367 Deleting a Task ...... 368 Rescheduling Projects and Tasks ...... 369 Filtering the Display of Tasks ...... 376 Viewing Workflow Definition Graphic ...... 378 Extract and Load ...... 379 Using the Workflow Task Queue ...... 379 Job Queue Workflow ...... 380 Adding a Job ...... 381 Adding an Item to the Job Queue ...... 381 Editing a Job ...... 382 Editing a Job Item ...... 383 Deleting a Job ...... 383 Deleting an Item from the Job Queue ...... 383 Viewing an Item from the Job Queue in Navigator ...... 384 Viewing the Job Queue ...... 384 Project Management ...... 387 Examples of Business Solutions ...... 387 Example: Assessing the Status of All Current Projects ...... 387

Example: Assessing an Individual's Past Performance ...... 388 Example: Assessing the Status of Current Projects in a Department ...... 389 Accessing the Project Management Window ...... 389 The Project Management Window ...... 390 Using the Project List Pane ...... 390 Using the Project Management Toolbar ...... 391 Using the Chart Pane ...... 391 Using the Project Details Pane ...... 394 Using the Project Filter Window ...... 397 Using Notifications ...... 401 Notifications on the Home Page ...... 401 Subscribing to Workflow Notifications ...... 401 Subscribing to Notifications for Workflow Tasks ...... 402 Subscribing to Notifications for Workflow Projects ...... 402 Subscribing to Variant Notifications ...... 404 Subscribing to Component Notifications ...... 405 Managing Notifications ...... 406 Configure Notification: Overdue Day Options ...... 411 Managing Translations ...... 413 Accessing the Translation Window ...... 414 The Translation Projects Window ...... 414 Using the Translation Project Filter Window ...... 416 Using the Translation Projects Details Pane ...... 417 Using the Translation Project Summary Section ...... 419 Defining Languages for Translation Project ...... 419 Excluding Content from Translation ...... 420 Preparing Content for Translation ...... 421 Submitting Translation Content for Quote ...... 422 Submitting Content for Translation ...... 424 Selecting a Vendor for Translation ...... 424 Tracking Translation Activity ...... 426 Cancelling a Translation Project ...... 426 Cancelling a Translation File ...... 427 Loading Translated Content to Vasont ...... 428 Analyzing Translation Costs ...... 429 Locating Related Language Content ...... 431 Automating Processes ...... 435 What is a Daemon? ...... 435 What Kinds of Functions Can a Vasont Daemon Program Do? ...... 435 Where Can I Get a Vasont Daemon or How is a Vasont Daemon Program Created? ...... 436 Auto-Publishing ...... 437 Project Organizer Collection ...... 440 Publication Types for Auto-Publishing ...... 441 Creating a New Publication Type ...... 443 Modifying a Publication Type ...... 445 Deleting a Publication Type ...... 445 Locating Active Occurrences of Publication Types ...... 446 Saved Condition Sets for Auto-Publishing ...... 446 Creating a New Saved Condition Set ...... 447 Modifying a Saved Condition Set ...... 449 Deleting a Saved Condition Set ...... 449 Locating Active Occurrences of Saved Condition Sets ...... 450 Working with DITA in Vasont ...... 451 Overview ...... 451

Dita Map: Fitting the Pieces Together ...... 451 Terminology in Vasont ...... 452 DITA Configuration in Vasont ...... 452 Saving Collection Navigator Configurations ...... 453 Building a DITA Map ...... 453 Creating a New DITA Map ...... 454 Duplicating a Map to Create a New Document ...... 454 Adding Topics to the DITA Map ...... 457 Adding Multiple Topics to the DITA Map ...... 458 Loading DITA Maps ...... 459 Publishing the DITA Map ...... 460 DITA Toolkit Environment ...... 460 DITA Map Extracts in Vasont ...... 460 Relationship Tables ...... 461 Creating a Relationship Table in Vasont ...... 461 Relationship Table Output ...... 462 Cross Referencing in DITA Content ...... 462 Cross Referencing to a DITA Topic or Subcomponent ...... 462 Cross Referencing to External Sources ...... 463 Cross Referencing with DITA Keyrefs ...... 464 Cross Referencing with DITA Conkeyrefs ...... 466 Conrefs ...... 468 Using conref in Vasont ...... 468 Global Change as an Alternative to conref ...... 474 Vasont Key Management Tool ...... 474 Using the Key Management Tool to create a conkeyref ...... 474 Using the Key Management Tool to create a keyref ...... 475 Conditional Processing ...... 475 Ditaval ...... 475 Vasont's Multiple-Condition Processing ...... 476 Additional Vasont Benefits for DITA Content ...... 477 Using the Shared Review System for PDF Documents ...... 479 Collections ...... 479 The Process ...... 480 Preparing the Shared Review ...... 480 Starting the Shared Review ...... 481 Loading the Review PDF ...... 484 The Shared Review ...... 484 Ending the Shared Review ...... 484 Loading Archive PDF ...... 485 Using Workflow with Shared Reviews ...... 485 Vasont Error Codes and Associated Messages ...... 487 Glossary ...... 519 Index ...... 525

The Vasont® CMS is a configurable enterprise-level component content management system (CMS) with powerful capabilities to maximize the reuse of your content, resulting in large time and cost savings. Vasont also offers inte- grated workflow, predictive project management, collaborative review, release management, translation management, and reporting to better control your business processes. Vasont provides opportunities for multichannel publishing and editing in your favorite applications. In addition, Vasont provides an advanced editorial environment built to maximize, manage, and measure content reuse. Unicode support enables multi-language implementations. Vasont also integrates the ability to process content with reusable, event-driven business logic as an integral part of the system. Content Management: Content is stored in an underlying Oracle database and can be imported, exported, and stored in a variety of formats, including XML, SGML, HTML, as well as other formats that are required as input documents or deliverable formats. This is possible because Vasont can store content separately from any specific tagging structure. Content can be stored at a document or subdocument level and with any content assets such as graphics and references. Vasont has great power at the component level with content organized using XML as input and output. Content can be manipulated and reused at any level of granularity. It is easy to add metadata to existing content in Vasont and take advantage of the richness that metadata can provide. Vasont also excels at integrating XML content components and unstructured documents to provide powerful content applications that can cross departmental or functional boundaries. Vasont is effective in a variety of content scenarios or in combined scenarios, including: 1. Highly structured XML or SGML content 2. Structuring unstructured information assets such as in regulatory environments 3. Documents, especially linked to workflow and business logic 4. Digital assets such as graphics Configuration Environment: Vasont can operate in a traditional client/server configuration or with a Terminal Services/Citrix configuration for remote, web-based users. The software is offered through Vasont System's data center as a Software as a Service (SaaS) or in a hosted environment. Content Relationships and Scenarios Vasont allows the building of content within and among the following:

• Content Model: Vasont provides the power to model information in an organization and share it across different divisions.

• Storage for All Content: Vasont stores all types of content in one repository. For example, structured content (i.e., XML, HTML, SGML, text and pointers), multimedia files, unstructured documents (i.e., Word, Excel, PDF files, graphics).

• Infobase: Vasont provides powerful search capabilities to find and reuse content across the entire organization. The following diagram shows that searching all collections for content returns hits from the entire infobase.

Overview of the Vasont System The Vasont System consists of: • Vasont for content management features including content editing, reuse, branching, versioning, workflow, processing, collaborative review, project management and translation management. • Vasont Administrator for system setup and administration. In Vasont Administrator the content management system (CMS) administrator sets up the rules of structure and applies any processing options needed to transform, validate, or redirect data. Vasont Administrator stores settings for loading, extracting, and editing content and for viewing data, user permissions or workflow. Adminis- trative responsibility can be assigned to specific Associate Administrators so that multiple groups or departments can share the system and yet control their own setups. • Vasont Universal Integrator (VUI) for Arbortext Editor, Adobe FrameMaker, JustSystems XMetaL, or oXygen. The VUI allows authors to work in a familiar environment and provides a frequently used subset of functionality available in Vasont to simplify the editing process. • Vasont Application Programming Interface (API) for advanced customization and integration. The Vasont API allows for development of: • Custom user interfaces • Web access to Vasont • Processing Options • Daemons • Integration with other systems and processors • Vasont Daemon Programs Vasont provides background processing routines that automate repetitive tasks such as extracting and loading content. Some customization is required to implement. Use of these tools depends on your licensing agreement.

Getting Help Vasont includes context sensitive help and online help accessible from within the application as well as comprehen- sive technical support. Online Help The Vasont Users' Zone at www.vasont.com provides PDF documentation of the entire Vasont system and additional resource material. • The Manuals section includes the following Vasont CMS Manuals: Vasont User Guide, Vasont Administrator Guide, Vasont Processing Options Guide, Vasont Application Programming Interface (API) Guide, New Fea- tures List, and Vasont Universal Integrator (VUI) Guides. • The Vasont University: Training section contains A Minute with Vasont tutorial series of short videos. Informa- tion concerning querying, content reuse, and more provide useful information for all users of the system. • The Frequently Asked Questions (FAQs) section contains common questions and troubleshooting tips about Vas- ont. Vasont includes Windows Compiled Help files, via the Help menu or Help button on the toolbar. Selecting either of these options will launch the Vasont User Guide.

Use the Contents tab to navigate the topics, or select the Index or Search tab to locate specific terms and topics.

Context sensitive help is available for an active window by pressing the F1 key. The compiled help file opens and the topic relative to the active window displays. If there is more than one topic available for the window, the user may make a selection from the Help Topic window. The display behavior depends on the number of topics available for the active window: • If there is only one topic for the window, that topic displays.

• If there is more than one topic for the window, the user is given a choice of topics. Select the desired topic and click Display, or double-click to view the topic.

• If there are no corresponding topics for the window, the Help Contents displays, and the Contents, Index or Search features may be used to locate more information. The New Features Guide can be accessed from the Help → New Features Guide. This PDF document lists the features that have been added or changed for the release of the software that you are running, as well as previous releases that are part of the same major Vasont release. Technical Support If difficulties are encountered using Vasont or Vasont Administrator that cannot be resolved using online documentation, contact Vasont client support at (717) 764-9720. Please be prepared to provide the following information: • Application name (Vasont or Vasont Administrator). • Version number from the Help → About menu on the application toolbar. • Actual error message. • Steps taken to reproduce error. Refer to our website, www.vasont.com, for additional support services.

Before you can effectively edit and reuse content in Vasont, you need a fundamental understanding of the organization of content in the system. The organization and the rules that must be followed are called the content model. A collection is Vasont's representation of a content model.

The content model and the corresponding rules of structure are defined by your content management system (CMS) administrator in the Vasont Administrator. These rules usually correspond closely to the structure rules defined in a Document Type Definition (DTD) or schema, but they may differ somewhat or may support multiple DTDs for different outputs. Structures may also be defined in Vasont, independent of a DTD, which is useful when storing documents and other digital assets that may need to be organized in a specific way but are not structured XML or SGML content. The rules of structure help guide you through the editing process by allowing you to place components in only the appropriate locations in a collection.

The Vasont Administrator is also used to define the big picture of how collections will be organized in Vasont, through the creation of content types and collection groups. These categories are represented in a tree or list view in Vasont and have symbols that represent them. This screen shot of a tree view shows the sequencing and grouping of collections.

This screen shows the content for a specific collection. This is referred to as a navigator. The detailed items in a collection are called components. The top component in each tree view is called the primary. Nor- mally a collection will contain many primaries as shown in the screen shot example at the right. The icon preceding each component is an indication of its current state. For more information on these and other symbols, see the Collection Explorer Window and The Vasont Navigator. Vasont has several classes of components and components can be broken down into smaller chunks, depending on the needs of the organization. The level of chunking is called granularity.

It is essential to understand how your Vasont system has been configured so that you can find and edit the relevant material and maximize reuse.

This section explains the organization of content from the top down, including: • Content Types • Collections and Collection Groups • Component Types and Granularity

Content Types Content types are the highest level of organization in Vasont and often serve as major divisions in content. In the Content Model illustration, notice that there are three content types: Publications, Engineering and Marketing. Typically, different content types store content with very different content models, such as content used in different divisions or groups within a corporation. For example, business analysts and programmers may want to store re-

quirements and specifications in a different content type than the user documentation. Perhaps the analysts and programmers store Word documents as multimedia components rather than storing individual XML components. On the other hand, content types can share some content with other content types if they have similar structures and components. Content types are set up in the Vasont Administrator and you will likely only open the content type that is relevant to your work. You may not even have permissions to view or edit content in other content types. Content types contain collections, which may be organized into collection groups. For more information, see Collec- tions and Collection Groups. The following Vasont Content Type Model illustration shows four collections for the Publications content type. The raw components, aliases, wrappers and attributes are the building blocks that define the collections.

Collections and Collection Groups Content in each content type is organized into collections and optional collection groups. Inside of a content type called Publication, a collection such as Manuals is a grouping of similar content that follows the same structure. Depending on how similar the content model is, collections and collection groups within a single content type may share content. Collections in the same content type have similar content models so that content can be reused, moved, and referenced. Content in collections from different content types may be reused if the content types share

similar raw components. Pointers are allowed from components in one collection to components in another collection and the collections can be in different content types, as shown in the Content Model diagram found earlier in this chapter. For more information, see Content Types and Components. You may have collections for different document types, such as user guide and training manual. A user guide collection may have a similar content model as a training manual collection, allowing content to be shared between them. In addition to storing content models for different document types, your content model may also be set up to break content into similar components for reuse. For example, you may have three separate collections for graphics, procedures, and overviews that may be assembled like building blocks into documents in the user guide collection. Each collection may represent a different version of a document, such as College, Student, and Pocket versions of a Dictionary. Collections may be used to organize translated content. You may see a collection for the English version with corresponding collections for other languages. Collections may be organized into collection groups for easy classification and retrieval. Collection groups do not have any structure rules associated with them. They only house related collections. Organization and definition of collections and collection groups is set up in the Vasont Administrator.

The diagram shows two collections in the Publications content type. Notice that collections define content instances but the actual content is stored once in raw material which provides implicit content reuse. A pointer component provides explicit reuse of a graphic instance.

Components

Components are reusable chunks of content defined in the rules of structure for each collection. Although not required to, components usually correspond to elements in a document type definition (DTD). The three types of components are: text, multimedia, and pointer. • Text components typically represent an element in the DTD, but depending on your setup, a text component can contain any text, including metadata about a project or collection. For more information, see Revising Content in Vasont. • Multimedia components may contain graphics, Word documents, PDF files, sound or movie files, etc. These may be referenced by pointer components as part of a larger document or they may be stored individually for document management. In addition, multimedia components may be stored within Vasont or pointed to in some network location. For more information, see Storing and Retrieving Business Documents and Digital Assets. • Pointer components reference another component that may be stored in the same collection or a different collection within the same content type or across content types. There are two different uses for pointer components: 1) referencing modular content that will be pulled into the published document; 2) cross referencing to create hyperlinks in the published documents. For more information, see Explicit Reuse. Any type of component may have an attribute associated with it to help classify the data or transform it for publication. For more information, see Metadata. Components may also be described in terms of granularity. For more information, see Granularity. Granularity

Granularity describes the smallest chunk of content stored in Vasont. A high level of granularity means that content is stored in large chunks. For example, you may have Book, Chapter, and Section components with no components defined at a level lower than Section. On the other hand, a very granular setup stores content in very small chunks, typically broken down into paragraph-level components or the equivalent. The granularity of the system is determined by which components you choose to track rather than carry along with the parent component. Tracked components may stand alone or be embedded within a parent component. • Tracked components are defined in the rules of structure set up in the Vasont Administrator. Tracked components may be pointed to from other components, searched in Vasont, and analyzed in the raw material. In the following illustration, Index Term, Paragraph, Graphic Ref, and Section 1 are tracked components.

• Untracked content is stored in the system as part of the parent component's textual content.

In the following illustration, Vasont and introduction are both examples of untracked content within the tracked Index Term component. You must access the primary and secondary index entries from within the parent Index Term component.

Untracked content is not stored as a discrete unit in the system but rather as part of the parent component. There- fore, to locate an untracked component, you must search within the parent component.

• Inline components are tracked components that have a positional placeholder stored in their parent component's text. Inline components are easily identified even though they are embedded with the parent component.

For more information, see Working with Inline Components.

Metadata

Metadata, or information about your content, helps you automate business logic and categorize, locate, filter, and extract content. Traditional types of metadata for topics include index entries that describe content or identifiers that can be used for cross-referencing or mapping context-sensitive help in software applications. Other examples of metadata include labeling content that applies to a particular customer or vendor, whether content should be published to an online help system or a printed manual, or other types of classifications. Metadata can be information that helps perform automated business logic through the use of Vasont Processing Options.

Metadata frequently takes the form of attributes, but metadata can also be stored as a component itself. The Vasont Administrator program makes it easy for your System Administrator to add metadata to your content model as you need it. In either case, it is critical that metadata is properly populated in the content management system so that it can be located, sorted, filtered, retrieved, and extracted. The accuracy of the metadata can be enhanced by the use of validation processing options.

Vasont maintains attributes in two ways. Standard attributes apply to each individual component, while raw attributes apply to all instances of a particular component in the raw material. For more information, see Component At- tributes and Raw Attributes.

While metadata can be stored as elements in structural markup and in Vasont, this section focuses on assigning metadata as attributes. For more information on editing components or documents that store metadata, see Revising Structured Content or Storing and Retrieving Business Documents and Digital Assets.

For examples of Processing Options to apply to metadata to perform business logic in Vasont, see the Vasont Pro- cessing Options Guide.

For examples of validating metadata, see the Vasont Processing Options Guide.

For information on adding metadata to your content model, see the Vasont Administrator Guide.

Component Attributes and Raw Attributes While component attributes describe a specific usage of a component within a collection, raw attributes describe a component globally, across all collections. Changing the values of raw attributes changes them everywhere the raw material is used. For more information on raw material, see Working with Raw Material. As an example of the difference, think of a component as an Apple. As raw material, it sits in a bin with other apples. When it's assembled in a fruit basket with other kinds of fruit (and other apples), it's part of a collection. Color could be an attribute. Since color is the same no matter what fruit basket it's in, Color is a raw attribute. Position could be another attribute. In one basket, it could be on top; in another, it could be buried. So Position is a collection attribute. You may only edit raw material attributes if they are allowed for that type of raw material. Some attributes are required while others are optional. Raw attributes and valid values are determined by the rules of structure. For more information on editing raw attributes, see Editing Raw Material Attributes.

This chapter introduces the Vasont environment, including some commonly used windows, menus, toolbars, dialog boxes, and message logs. It also provides instructions on basic tasks, such as logging into Vasont, setting up user preferences, and checking content in and out of the system. Workflow, reports, and other tools and settings are brief- ly explained. The Vasont documentation assumes a basic working knowledge of Windows-based applications, such as use of the mouse and keyboard. If you need additional information beyond what has been provided in the Vasont documentation, either contact Vasont Systems for technical support or review the user assistance provided with your operating system and hardware.

User Accounts and Privileges Access to the Vasont System is restricted to those who have authorized permission via a user account with a valid username and password. User account creation requires two pieces: • Vasont Administrator - Account setup and creation is made by the Vasont system administrator. • Oracle or Active Directory - Account setup and creation is made by IT department personnel. As users work in the system, their username is applied to content changes, component checkouts, workflow tasks, version records, and content reviews; creating an audit trail of the user activity. If a user account is deactivated, the metadata with the user's activity is maintained for audit purposes. If your system is operating on Vasont System's data center, the user account requests should be submitted to your Vasont support leader or data center administrator. Account Passwords Password criteria is controlled by Oracle or Active Directory group policies. Check with your system administrator for details on the password policy for your system. If your system is operating on Vasont System's data center, the following password requirements apply. • Account passwords are required to contain or follow these rules: • Must be seven characters in length • Cannot contain your username or more than two consecutive characters from your full name • Must contain characters from three of the following categories: • Uppercase characters (A through Z) • Lowercase characters (a through z) • Numeric digits (0 through 9) • Non-alphabetic characters (i.e., !, $, #, %) • The user will be locked out after a configurable number of unsuccessful login attempts. They will need to contact the data center administrator for login assistance. User Permissions Basic user privileges can be applied to the user account or to a "role" in the Vasont Administrator. Some examples of roles are admin, writer, editor, publisher, trainer, translation manager, and project manager.

Typically the most efficient method for applying permissions is to define roles for the system and grant privileges and content access to each role, based on the type of activity the users will perform. The users can be added or removed from the role as necessary. This method allows for easier changes and future maintenance which eliminates the need for repetitive updates for multiple users. Some examples of privileges are for accessing, updating, loading, extracting, and checking out (locking) content. User Preferences Users have the ability to personalize their interface by selecting options in their User Profile. See Creating a User Profile. Some items that can be implemented are deletion confirmations, drag and drop behavior, and the default tab and width of the details pane.

Logging into Vasont Only authorized users with a valid username and password are allowed to access the database. Users must have an assigned account with the required credentials. Access restriction to the Vasont system is controlled with these requirements to log into the Vasont system. See User Accounts and Privileges. 1. Double-click the Vasont icon. 2. Enter a user name in the Login field of the Vasont Login window.

3. Enter a password in the Password field. If you do not know your login and password, contact your System Administrator. 4. In the Profile section, use the drop-down arrow to select the applicable profile. The profile is a specific Vasont database you want to log into, such as Production Server or Test Server. ProdU is the profile in the preceding login screen. 5. Click OK. When you login to Vasont, the release number for your software is compared to the release number for the database you are accessing. If these release numbers do not match, the login is aborted and you receive a message. This ensures that the version of the Vasont software matches the version of the Oracle database. If a mismatch exists, and you attempt to log in, a warning message notifies you that the login is not allowed.

If Oracle's advanced security options are being used, the first time you login to Vasont as a new user you will login using the initial password provided by the local system administrator. If the initial password is set to expire at account creation time, you are prompted to enter a new password. After a password has been in use for the number of days set in the Oracle profile, you are prompted to create a new password at login.

The Vasont Home Page

When you initially log into Vasont, your Vasont Home Page will display. The home page gives you quick and easy access to your content and tasks.

The panes in the window can be resized by using the resize bars, as shown in the following graphic. The column widths in My Notifications and My Tasks may be changed by dragging the column header divider. The widths that you set become part of your user profile and will be recalled the next time you run Vasont.

The following features are available from the Vasont Home Page:

• Access to any workspace you have saved during the current or previous work sessions. See My Workspaces.

• The ability to immediately see all of the workflow tasks you are currently assigned, along with their due dates. See My Tasks.

• The ability to open a collection by selecting from a list of the collections you have accessed most recently. See My Collections.

• The ability to quickly access any collections that you have designated as a favorite. See My Collections.

• The ability to immediately see all of the recent and saved queries which apply to the collection you select for opening. See My Queries.

• The ability to alert users that activity has occurred on specific events. See My Notifications.

My Workspaces

When working in Vasont, it is common to have multiple windows open simultaneously, such as two collection navigators and the workflow window. This grouping of windows is called a workspace.

The My Workspaces portion of the Home Page shows graphic representations and descriptions of any workspace that you have saved during your current work session or during a previous work session.

A workspace can be saved at any time while you are working in Vasont, allowing you to quickly recall open windows. When you save a workspace, the current state of all open Navigator, Workflow, Project Management, and Translation windows, including their size and position, split bars position, and shown or hidden Details pane is saved. If a Retrieve query was used, this information is saved also. This allows the same set of content to be retrieved when the workspace is accessed.

Beginning in release 12.5 of the software, the width of the Details pane will be stored in workspaces as they are saved. The width is stored as a percentage of the open window so that it can be adjusted when the Vasont application is resized or the screen resolution changes. This applies to Navigator, Workflow, Project Management, and Translation windows. Workspaces saved prior to the 12.5 software release will open with the default size.

Workspaces can be shared between users if the user who created the workspace chooses to do so. Sharing can be helpful when an administrator sets up workspaces that retrieve a grouping of content that other users can benefit from (i.e., modular content for a specific language or type of manual or map). The shared workspace can be utilized for a single use, or copied to your own set of saved workspaces.

Saving a Workspace:

1. To save a workspace, all windows you want to save must be open.

2. Click Window → Save Workspace.

3. Type a name for your workspace in the Workspace Name window.

4. Place a checkmark in the Share this workspace with others box if the workspace should be available for sharing with other users. 5. Click OK. The new workspace is now available from your Home Page. Place your cursor over a workspace icon to see a text description that includes the total number of windows and the names of the collections that are part of the workspace.

Opening a workspace: 1. Right-click on a workspace icon and select Open Workspace or simply double-click on a workspace icon.

If the number of Vasont windows that are about to open will exceed the maximum number of windows that can be reliably opened for your environment (as defined in the Vasont Administra- 2 tor), then a message will display alerting you of this condition. You may choose to proceed with opening the windows or cancel the action. Since the Details pane contributes to the open windows, turning off the Details pane (using the Details button on the main toolbar) before opening the workspace may help to avoid exceeding the maximum windows for your environment.

2. The windows open in the same position and with the same filter criteria as when they were saved. Sharing or Unsharing a workspace: 1. Right-click on a workspace icon and select Share Workspace or Unshare Workspace (depending on the current state of the workspace). 2. The Workspace Name window displays. The original name will display in the Workspace Name field. Place a checkmark in the Share this workspace with others box to make the workspace available to other users. Re- move the checkmark to hide the workspace from other users. 3. Click OK. Renaming a workspace: 1. Right-click on a workspace icon and select Rename Workspace. 2. The Workspace Name window displays. The original name will display in the Workspace Name field. Change the name as desired.

Note: The sharing state can be altered while changing the name. 3. Click OK. Deleting a workspace: 1. Right-click on a workspace icon and select Delete Workspace. 2. The workspace will no longer appear in your list.

Once a workspace is deleted, there is no undo or reinstatement of a deleted workspace. If the 2 workspace was copied from another user's shared workspace, you can recopy the workspace to recreate it.

Using another user's workspace: 1. Right-click on Window → Shared Workspaces. 2. The Shared Workspaces window displays with all workspaces that users have chosen to share. Select a workspace in the list to activate the button options at the bottom of the window. 3. Choose one of the following options: Open for Single Use opens the saved workspace and displays the windows and their contents. Save as Your Workspace will copy the workspace to your own grouping of saved workspaces. The Work- space Name window displays with the original workspace name, but you may choose to rename the copy of the workspace. If you choose to rename, the new name must be unique within your grouping of saved workspaces. Note: The name of the original remains unaffected. 2 Only windows and navigators for which you have access permissions will open.

My Notifications This section of the Home Page allows you to view all of your workflow Notifications. Notifications alert users that activity has occurred on specific workflow events. Each user decides the number and type of Notifications that they wish to receive. It also allows you to open the Notifications, remove unwanted Notifications, or refresh the list of Notifications. The Notifications can be sorted by clicking on the column heads and the columns can be resized using the separator bars. The columns can be reordered by dragging a column to a new location in the list.

There are five basic types of Notifications: when component parts of a Variant set have been modified; when an overall Workflow Project event has occurred; when a Workflow Task within a Project has completed; when a new Component has been created; or when a Collaborative Review is nearing its due dates. Select a Variant Notification and click Open. When a Variant Notification is selected the variant window for that component is opened.

When a Workflow Project or Workflow Task Notification is selected and the Open button is clicked, the user is taken to the Workflow window for that specific Workflow Task or Workflow Project. When a Component Notification is selected and the Open button is clicked, the user will be taken to the component in the collection navigator. When a Collaborative Review is selected and the Open button is clicked, the user will be taken to the component with a required assignment. See Using Notifications for more information. My Tasks This section of the Home Page allows you to see all of your active workflow tasks. It also allows you to open the workflow window, open a Navigator window to display the component associated with a task, complete a task, or refresh the list of tasks. The tasks can be sorted by clicking on the column heads and the columns can be resized using the separator bars. The columns can be reordered by dragging a column to a new location in the list.

Select a task and click the Open Workflow button to open the Workflow window. The workflow window will show the task you selected, along with any completed tasks that are part of the same workflow project. Select a task and click the Open Navigator button to open a Navigator window containing the component associated with the task. Select a task and click the Complete Task button to complete the workflow task. See Completing a Task for more information.

The Complete Task button will be disabled if the task is a Vasont WebLNX® task. The content is 2 being worked on from the Vasont WebLNX repository and the task must be completed there.

Click Refresh List to refresh the active tasks that are displaying. This allows you to see any new tasks that you may have been assigned since the time you opened the Home Page. My Collections This section of the Home Page allows users three alternatives to open collection navigators. The View All button opens a window listing all collections (see Collection Explorer Window). The Recent listing shows the last eight

collections that the user has accessed. The Favorites listing shows collections that the user has specifically placed in the list for easy access.

The following sections give more details on the use and features of the My Collections area of the Home Page. Recent This listing shows up to eight recently opened collections. The number next to the Recent heading represents the number of collections in the list. Collapse or expand the list using the arrow. Entries in the list will change as new collections are opened. The oldest collection will be removed from the list to make room for the most recently opened collection. When you first begin using Vasont, the Recent list will reflect the first eight collections the user can access. As a collection is selected, the Queries listing will change to show the Recent or Saved queries and the number of matches that were encountered the last time the query was run on the collection. 2 When a workspace is opened, the collections in the workspace are added to the Recent collection list. Opening a Navigator from Recent Collections To quickly open a frequently used navigator from the Recent list: 1. Click the arrow preceding Recent to reveal the list of available collections. 2. Check the boxes to select one or more collection navigators to be opened. 3. Click Open Checked. 4. Each navigator will be opened in full size. Subsequent navigators will be laid over the preceding navigator. 5. To view all navigators, select Windows → Vertical or Windows → Horizontal to arrange.

The group of collection navigators and their arrangement can be saved as a Workspace for future re- 2 call. See My Workspaces. Favorites This listing shows collections that the user has defined for easy access. There is no limit to the number of collections that can be added to the Favorites list. The number next to the Favorites heading represents the number of collections that have been placed in the list. Collapse or expand the list using the arrow.

As a collection is selected, the Queries listing will change to show the Recent or Saved queries and the number of matches that were encountered the last time the query was run on the collection. Creating a Favorites List The Favorites list will be empty until you define the collections that should make up the list. Determine what collections should be included and use the add collection options to create a list of favorites. The list that you create is specific to your login, and is not accessible by other users. For instructions on defining a list of favorites, see Adding and Deleting Collections from Favorites Manager. Opening a Navigator from Favorites To quickly open a navigator from the Favorites list: 1. Click the arrow preceding Favorites to reveal the list of available collections. 2. Check the boxes to select one or more collection navigators to be opened. If there are more collections than can be displayed in the window, use the scroll bar at the right to move through the list. The up and down arrow keys on the keyboard may also be used to move through the list of collections. 3. Click Open Checked. 4. Each navigator will be opened in full size. Subsequent navigators will be laid over the preceding navigator. 5. To view all navigators, select Windows → Vertical or Windows → Horizontal to arrange.

The group of collection navigators and their arrangement can be saved as a Workspace for future re- 2 call. See My Workspaces. Adding and Deleting Collections from Favorites Manager 1. Right-click on Favorites (or any collection in the list) and select Manage Favorites. 2. The left pane of the Manage Favorites window presents a list of available collections. The right pane contains the collections that will appear in the Favorites list. The list can be displayed by selecting the Tree or List radio buttons. The tree view displays the collections by content type and collection group. Only one collection may be selected at a time in this view. The list view displays columns for the collection name, abbreviation, content type, and collection group. The columns can be resorted and the scroll bars allow you to view all columns and rows. This view allows you to select more than one entry by using Control + click and Shift + click. The Select All or Deselect All buttons allow you to easily select or unselect all collections in the list view. These buttons do not select or deselect when in tree view. 3. The buttons in the center of the window allow you to add and remove collections from the list.

The adds the selected collections in the left pane to the Favorites list in the right pane.

The removes the selected collections in the right pane from the Favorites list.

The adds all collections in the left pane to the Favorites list in the right pane.

The removes all collections from the Favorites list in the right pane.

4. When all desired collections have been added or removed from the Favorites list in the right window, click OK to save the list, or click Cancel to exit the window without taking any action. 5. The Favorites list will reflect the modifications. Notice that the number next to Favorites will be refreshed to reflect the number of favorite collections. The listing will appear in alphabetical order.

Deleting Collections from Favorites with Right-Click 1. Right-click on a collection in the Favorites list and select Delete Favorite.

Deleting the Favorites List To delete the entire list of favorite collections: 1. Right-click on Favorites (or any collection in the list) and select Delete All. 2. All collections will be removed from the Favorites list and the counter will show “0”. View All Collections To open a navigator with the View All button: 1. Click View All on the My Collections title bar. 2. The Collection Explorer displays allowing the same procedure to open collection navigators as the Nav button on the toolbar. See Opening a Navigator from the Toolbar. My Queries When you select a collection in the My Collections section of the Home Page, the My Queries section of the Home Page shows your recent and saved queries for that collection. In addition, there are Retrieve All and Simple Query selections available. Click the triangle beside Recent or Saved to show or hide the list of queries that are available. The number of queries available in each category is shown whether the list is showing or hiding. In the saved queries listing, you can see how many components were retrieved when the query was last run.

To open the selected collection using one of the Recent or Saved queries, select a query and click Open Query or double-click on the query description. The query window will then display, allowing you to make modifications to the query criteria, if desired. Select Retrieve All and click Open Query, or double-click on Retrieve All, in order to retrieve all of the components in a collection without using a query.

Select Simple Query and click Open Query, or double-click on Simple Query, in order to open a simple query window. For more information, see Locating Content.

Toolbars Toolbars enable easy access to major Vasont functions. The Main toolbar provides access to the Home Page, Raw Material, Navigator, Translations, Collaborative Reviews, Workflow, Project Management, Collections, Back- ground Processes, File Explorer, Component Load, Details, Help and Close All.

Raw Material, Workflow or Review buttons may not be visible. These are user permissions that are set in Vasont Administrator. The File Explorer button is only visible on systems running on Windows XP or higher. The Navigator toolbar provides access to Navigator functions such as Update, Retrieve, Refine, Search, Refresh, Report, and Close.

The Open Update toolbar provides access to functions specific to updating data, including Referenced By, Where Used, Attributes, Annotations, File Explorer, Save and Close. The Referenced By and Attribute functions display only if the component being edited can be referenced by other components and has attributes. Otherwise, only Where Used, Save and Close functions display.

The Print toolbar allows screens such as Reports to be printed from various places in Vasont. Select Print to choose a printer, change the printer properties, and select a page range and number of copies. Print Preview and page navigation buttons are also available.

Toolbar Preferences There are a number of options available for the Vasont toolbars. These options can be accessed through the right- click menu that displays when you click in the toolbar area of the Vasont application.

The toolbars can be repositioned by choosing Left, Top, Right, Bottom, or Floating from the right-click menu. Toolbars can also be moved around by dragging their left edge. The system will remember where you placed the toolbars when you login again. Toolbar text may be hidden or shown by right-clicking in the toolbar area and toggling the Show Text menu item. Power Tips may be hidden or shown by right-clicking in the toolbar area and toggling the Show PowerTips menu item. The toolbars themselves may be hidden or shown by right-clicking in the toolbar area and toggling the Application Toolbar and Window Toolbar menu items. Your User Profile must be used if you wish to have the toolbars re-display after you have set both of them to be hidden. You can access your User Profile by selecting Tools → User Profile. Click on the Restore Defaults button on the Toolbars tab in order to restore your toolbars to their default configuration.

Keyboard Shortcuts Keyboard shortcuts are available for all Vasont menu items. A Windows setting controls whether these shortcuts display or if they are hidden. In Windows XP, right-click on your desktop and select Properties. Select the Appearance Tab and click Effects. Select or deselect the Hide underlined letters for keyboard navigator until I press the ALT key checkbox to hide or display the shortcuts. In Windows Vista, open the Ease of Access Center control panel (Start → Control Panel → Ease of Access → Ease of Access Control Panel). Under Explore all settings, select Make the keyboard easier to use. Select the Underline keyboard shortcuts and access keys checkbox. In Windows 7, open the Ease of Access Center control panel (Start → Control Panel → Ease of Access → Ease of Access Center). Under Explore all settings, select Make the keyboard easier to use. Go to Make it easier to use keyboard shortcuts and place a checkmark in the Underline keyboard shortcuts and access keys checkbox.

Collection Explorer Window When a Navigator is opened or certain other activities such as running reports are performed, a collection for viewing can be selected from the Collection Explorer window. To open the Collection Explorer window click Nav on the toolbar or the View All button on the Home Page.

The following icons may display in the Collection Explorer window.

• Content Type • Collection Group

• Collection You may select a collection from either a tree or a list view. The option for the displayed view is located in the lower right corner of the Collection Explorer. The list view allows you to select and open multiple collections at once. You can also sort on columns in the list view by clicking the column heading.

You can set a working collection so that clicking the Nav button on the toolbar will automatically bypass the Collec- tion Explorer window and open the collection in which you typically work. For more information, see Selecting a Collection.

Retrieve and Search To control which content you will view in a collection you can query the database using the Retrieve dialog box and then search for specific instances of content using the Search dialog box. These dialog boxes are similar and share the same query language.

For more information on using the Retrieve and Search dialog boxes, see Retrieving Content for a Collection and Searching for Content in a Collection.

The Vasont Navigator

The Vasont Navigator provides an intuitive way to view, edit, reuse, and search content within a collection. Its hierarchical structure represents the organization of content in the system and icons indicate the state of items, including whether they have been included in a log. Components may be opened and closed individually or in groups. Open multiple Navigator windows to drag and drop content easily from one location to another, either within or across collections, rather than scrolling up and down the tree view.

The text or description of a component automatically displays next to the component's name. Other information may display before or after the text of the component. Your setup may have been customized to display metadata, such as a component's attribute value. For more information on metadata, see Metadata. Icons in the Navigator The icon preceding each component is an indication of its current state. • Approved (see Approving Content)

• Draft (see Approving Content)

• Incomplete (see Analyzing Incomplete Components)

• Marked for Deletion (see Deleting a Component)

• Checked Out by me (see Accessing and Locking Content)

• Checked Out by someone else (see Accessing and Locking Content)

• New content (see Approving Content)

• Entered in Global Change Log (see Reviewing Components in the Global Change Log)

• Target of Global Change and Checked Out (see Reviewing Components in the Global Change Log and Ac- cessing and Locking Content) • Pointer components that reference a content module that is a source of a branch (see Managing Branches)

For a description of additional icons in the Collection Explorer window, see Collection Explorer Window.

Expanding Components in the Navigator The Navigator initially shows a listing of top-level components. Clicking the plus (+) or minus (−) that precedes most components expands or collapses a component one level. Right-click any component and select Navigation → Expand All to fully unfold a component and display all the subcomponents and their subcomponents. Select Expand Entire Navigator from the Edit main menu to expand the entire tree in the Navigator.

Expand All and Expand Entire Navigator may be very time consuming processes, depending on the 2 granularity and quantity of content you are working with. Opening a Navigator from the Toolbar Multiple navigators can be opened at any time to display different collections, or different portions of the same collection. A navigator window can be opened from a number of different lists views, but frequently you will open a navigator by clicking on the toolbar. 1. Click Nav on the toolbar. If a working collection has not been set, the Collection Explorer window prompts for the collection to be viewed. 2. Click to select a collection. If you are using the List View in the Collection Explorer, 1 to 6 selections can be made. Click OK. 3. Use the Retrieve to specify the collection entry or components to be viewed. 4. Repeat the process to open additional Navigator windows for the same or different collections.

Multiple Navigators can be opened to display different collections, or different portions of the 2 same collection. After you open multiple Navigators, it may be helpful to use options under the Window menu to view windows. Displaying multiple Navigators can be useful when moving or copying (cloning) components to avoid scrolling. For more information see Moving a Compo- nent.

Refreshing the Navigator View When more than one user is working in a collection, periodically refresh the current Navigator to reflect the edits, deletions, and checkouts that may have been made in the collection by other users. Updating the database using VUI within an editorial tool, such as XMetaL, FrameMaker or Arbortext Editor, may also require refreshing the current Navigator. • To refresh the entire Navigator view, click Refresh on the Vasont toolbar. Any primary that was expanded will be collapsed. All changes to the data will now be reflected in the current Navigator view. • To refresh a primary component and all of its descendants, right-click the primary or any of its descendants and select Navigation → Refresh. The display will be updated to reflect changes made to the content during the time the Navigator window was initially opened. The expanded state of the tree view branch will be maintained, so all components that have been expanded will stay expanded after the refresh. All changes to the textual display and icons will be modified with the latest information. In addition, all adds, deletes, and resequences of components within the primary will be reflected in the modified display.

Pop-up Menus

Vasont uses right-clicks to access pop-up menus. Different options are available depending on which window or area you click.

The following graphic shows an expanded view of pop-up menu items.

You can also access the pop-up menus by selecting Edit → Pop-up Menu from the main Vasont window menu.

See Promoting Submenu Items to learn more about customizing the main pop-up menu.

The Navigator Details Pane The Details pane is a feature of Vasont that allows you to view many of the fields that previously were viewable only by accessing the update window or the right-click menu options. It also enables you to perform many tasks in fewer steps. The pane has five tabs and each tab displays a set of information bars.

On the General and Attribute information bars, a value of any property may be copied to the Windows clipboard by simply clicking on the row and pressing the keyboard shortcut for copy (Ctrl-C). The column widths on many of the list views in an information bar or tab may be changed by dragging the column header divider. The widths that you set become part of your user profile and will be recalled the next time you run Vasont. Showing and Hiding the Details Pane A Details pane is available for each Navigator that is open. You can show or hide the Details pane for each Naviga- tor individually. To display or hide the Details pane, click on the Show/Hide Details toggle button at the bottom right of the Naviga- tor window. If you would like Navigators and windows to open with the Details pane automatically displayed, click Details on the main toolbar.

You may exceed the maximum number of open windows allowed for your environment when many windows are opened with the Details pane displayed. The number varies for each client's environ- 2 ment, as well as the type of windows that are open. Since the Details pane contributes to the number of open windows, turning off the Details pane and only opening it for the windows where you need it will help to avoid exceeding the maximum open windows for your environment.

Resizing the Details Pane To resize the Details pane, position your cursor on either vertical border of the Details pane, until you see the arrow over the vertical bar. Then click and hold the left mouse button, and drag the vertical bar to the left or to the right. Release, and the vertical bar assumes the new position, enlarging or shrinking the Details pane accordingly. Beginning in release 12.5 of the software, the width of the Details pane will be stored in workspaces as they are saved. The width is stored as a percentage of the open window so that it can be adjusted when the Vasont application is resized or the screen resolution changes. This applies to navigator, workflow and project management windows. Workspaces saved prior to the 12.5 software release will open with the default size. The User Profile allows you to define the percentage of the window that will occupy the width of the Details pane. This setting applies to the Navigator, Workflow, Project Management, Translation, and Review List windows. The details width setting is honored when choosing Windows → Vertical or Windows → Horizontal and has a minimum value of 25% and a maximum value of 75% that the Details pane can occupy due to the design of some windows and collection navigators. A user can define this setting by entering a value in Tools → User Profile → Op- tions, or by dragging the Details pane divider bar in one of the windows described above. For more information, see Creating a User Profile. Graphic Thumbnails in the Details Pane Various information bars and tabs in the details pane will display a thumbnail or a representation of the multimedia file associated to the component. The thumbnail view in the details pane currently supports the following file formats: AFP, AI, ANI, AVI, AWD, BMP, CALS, CGM, CIN, CLP, CMP, CMX, CRW, CUR, CUT, DCR, DCS, DCX, DGN, DJVU, DRW, DWF, DWG, DXF, ECW, EMF, E00, EPS, FITS, FLC, FLI, FPX, GIF, GBR, ICO, IFF, IMG, IOCA, ITG, JPEG, JPG, KDC, MAC, MIF, MODCA, MSP, NAP, NAPLPS, PBM, PCD, PCL, PCT, PCX, PDF, PGM, PLT, PNG, PNM, PPM, PS, PSD, PSP, PTOCA, RAS, RTF, SCT, SFF, SGI, SHP, SID, SMP, SVG, SVGZ, TGA, TIF, TIFF, VWPG, WBMP, WMZ, WPG, WMF, WMZ, XBM, XPM, XWD.

When a WMF graphic does not have a default resolution value defined, Vasont uses a default resolu- 2 tion of 96 dpi. Properties Tab, General Information Bar This view is accessed by clicking on the General information bar in the Properties tab. This view displays various general properties for the item that is selected in the Navigator. The display varies depending upon what type of component you have selected (text, multimedia, or pointer), but these properties are common to all three:

Modular Reuse: The number of times the component is referenced by modular pointers. The count may differ from the Referenced By count shown on the Relationships tab because the component can be referenced by modular pointers, as well as cross reference pointers. For more information, see Modularizing Content. Type: Identifies the component as one of three types (Text, Multime- dia, or Pointer). Client Key: Identifier for the component. The client key field is usually populated from an ID attribute, or is autogenerated by Vasont when loaded and has no ID attribute in the XML. Vasont ID: Internal unique ID assigned by Vasont to the component. Often referred to as entity id. User Name: Name of user who created or last edited the component. Edit Date: The date and time that the component was last edited. Create Date: The date and time that the component was created. Status: The status of the selected component (Approved, Incomplete, Draft, or Draft - Added). Check Out User: User who checked out the component, if any. Check Out Date: The date that the selected component was checked out of Vasont, if any. Item Text: The text stream displayed in the pane is selectable and can be copied to paste into another component. Bracketed numbers: Displayed on the information bar when selected, and on the title bar. The first number indicates the number of characters in the text stream and the second number indicates the number of words in the text stream. Update button: Opens the Update window for editing the component. Email button: Opens the Send an email window. For more information about this feature, see Using Email

Pointer components have a few extra features in this view:

Pointee Text: Displays below the list of properties. This field shows the text of the component that is pointed to by the selected component (may be blank if pointee has no text). Open Pointee button: Opens a new Navigator that contains the component that is pointed to by the selected component. Update Pointee button: Opens the Update window for the referenced component. Graphic thumbnail: If the pointer points to a multimedia component, then the thumbnail of the pointee graphic will display on the General information bar of the pointer. See Graphic Thumbnails in the Details Pane for the file formats that are supported.

Multimedia components have a few extra features in this view:

Graphic thumbnail: Displays above the list of properties; shows the actual graphic if the multimedia file is a graphic format; it displays the icon associated with the file type on your system for other multimedia and word-processing formats; when the multimedia file is missing from Vasont, it displays a generic text file icon. See Graphic Thumbnails in the Details Pane for the file formats that are supported. Description: Displays the description field of the selected component; usually the full name of the multimedia file

Properties Tab, Attributes Information Bar This view is accessed by clicking on the Attributes information bar in the Properties tab. This view displays a list of attributes and raw attributes that are applied to the selected component. It also displays the attribute(s) values and occurrence rules (Required y or n). The view is the same for all three types of components.

Bracketed numbers: Displayed on the information bar and title bar of the tab. The first number indicates the number of attributes associated with the component and the second number indicates the number of raw attributes associated with the component. Update Attribute button: Opens the Attribute Update window for editing the attribute values. Update Raw Attribute button: Opens the Raw Attribute Update window for editing the attribute values.

Properties Tab, Annotations Information Bar This view is accessed by clicking on the Annotations information bar in the Properties tab. This view displays the annotations associated with the selected component and is the same for all three component types. For additional information on creating and viewing annotations, see Creating and Displaying Annotations in the Preview Pane. The following properties apply to the Annotation List View and Thread View. Bracketed numbers: Displayed on the information bar and on the title bar of the tab. The first number indicates the number of annotations associated with the component and the second number indicates the number of annotations associated with the component's descendants. List tab: Displays the annotations as a list with details, enabling you to select an annotation and read it. Thread tab: Displays the annotations as a thread so you can read all annotations consecutively. Add / View button: Opens the Annotations window; where annotations can be viewed and new annotations can be created. Attachments may also be added to an annotation. Annotations Report button: Produces a report of annotations associated with the component. WF Annotations Rpt: Produces a report of annotations that are applied to the selected component. It also provides information about the workflow project, completed tasks with dates, and user assignments. Email button: Opens the Send an email window. For more information about this feature, see Using Email

List View Thread View

Properties Tab, Workflow Information Bar This view is accessed by clicking on the Workflow information bar in the Properties tab. This view displays the workflow associated with the selected component and is the same for all three component types.

Bracketed numbers: Displayed on the information bar and on the title bar of the tab. The first number indicates the number of active workflow tasks associated with the component, and the second number indicates the total workflow tasks associated with the component. Open Workflow button: Opens the Workflow window to the selected task; if no task is selected, the Workflow window opens to the workflow project for the selected component. Complete Task button: Opens the Workflow window to the selected task and begins the Complete Task process. Only available on an Active task. NOTE: This button will be disabled if the task is a Vas- ont WebLNX task. The content is being worked on from the Vasont WebLNX repository and the task must be completed there.

Properties Tab, Versions Information Bar This view is accessed by clicking on the Versions information bar in the Properties tab. This view displays the version history associated with the selected component and is the same for all three component types.

Bracketed number: Displayed on the information bar and on the title bar of the tab. The number indicates the number of versions associated with the component. Open Version Window button: Opens the Version window for the component.

Pointee Tab

This tab is enabled when the component selected in the navigator tree view pane is a pointer that is currently linked to another component. The Pointee tab mirrors the Properties tab and information bars of the referenced component. The General information bar on the Pointee tab also displays the component type that is being referenced and the collection and primary in which it resides. Selecting the Pointee tab and one of its information bars allows you to quickly examine information about the pointee without leaving the currently selected pointer component. For more information, see: • Properties Tab, General Information Bar • Properties Tab, Attributes Information Bar • Properties Tab, Annotations Information Bar • Properties Tab, Workflow Information Bar • Properties Tab, Versions Information Bar A User Profile option is available that will allow you to set a default behavior to automatically switch to the Pointee tab when a pointer is selected in the navigator. See Setting User Options.

Relationships Tab, Children Information Bar

This view is accessed by clicking on the Relationships tab and the Children information bar. This view displays a list of children of the selected component, and allows you to select some or all of the children in order to execute certain tasks against those children.

Bracketed numbers: Displayed on the information bar and on the title bar of the tab. The number indicates the number of children associated with the component. List tab: Displays the children as a list with details. One or more children may be selected and certain actions can be executed against the selected children. Selected children may also be dragged and dropped onto a Navigator component. Select All checkbox: Checking this box will automatically select all items so that you can perform an action. Once all items are checked, you can then uncheck specific children in the list before executing the selected action. Select checkboxes: Placing a checkmark in the checkbox marks the child component for an action. Select an action drop-down list item and Execute button: When at least one child is selected, this list of actions becomes available. Choose an action from the list and click Execute button. This powerful feature allows you to select multiple components and perform batch actions against them.

Available actions that can be performed on selected children components are: • Analyze: Check the selected children against current configuration rules such as occurrence and existence of required attributes. The status of the children may change after the analyze is completed. • Approve: Change the status of selected children to Approved. This will only have an affect on children that are currently in Draft status. • Check In: Check in (unlock) selected children that are checked out.

If any of the selected components are currently checked out due to an active Vasont WebLNX task, 2 then a failure message will be presented for these components.

• Check Out: Check out (lock) selected children. • Copy: Copy selected children to the clipboard so they can be pasted in a different location. Select a component in Navigator and Ctrl+v. The Drag and Drop Wizard appears so that you can choose Copy / Move and Child / Sibling and After / Before. • Extract: Allows for multiple extracts of the selected children components to simultaneously occur. If multiple extract views exist for a component, the user will be prompted for which extract view is to be utilized. • Mark for Delete: Changes the status of the selected children to Pending Delete (red X). Further actions on the components are to either Confirm Pending Delete or to Undo Pending Delete. • Undo Pending Delete: Changes the status of the selected children that are Pending Delete (red X) back to their previous status. • Confirm Pending Delete: Deletes selected children that are Pending Delete (red X). • Resolve Pointers: Attempts to complete the links of selected children that are Incomplete pointers and if successful, changes the status to Draft. If any exceptions are encountered while processing a batch action, or if multiple components are selected for the batch action, a “summary” window will appear. This window shows how many components were affected by the batch action and provides details regarding any exceptions encountered.

The Thumbnails tab displays the children as thumbnail graphics, if the children of the selected component are multimedia components that contain a graphic image. To activate the buttons, one of the thumbnails must be selected. See Graphic Thumbnails in the Details Pane for the file formats that are supported.

The thumbnails display in columns. The number of columns depends on the width of the pane. Components with or without graphic BLOBs are shown. When the BLOB is missing, a placeholder icon will display. Update button: Opens the update window and allows you to view or modify the graphic. Open Navigator button: Opens a new Navigator with the primary that contains the graphic, and expands the primary to the graphic component. Go To button: Selects the corresponding graphic child in the current Navigator. Full Size button: Displays the graphic in a re-sizeable window. The graphic can be displayed at original size, or an alternate size. Copy button: Stores the graphic in the buffer so a copy of it can be pasted into a new location in a navigator. A thumbnail can be dragged and dropped to a location where the component is permitted in the navigator. The standard Drag and Drop Wizard will display allowing you to move, copy, or overwrite a component.

Relationships Tab, Siblings Information Bar This view is accessed by clicking on the Relationships tab and the Siblings information bar. This view displays a list of siblings of the selected component, and allows you to select some or all of the siblings in order to execute certain tasks against those siblings.

Bracketed numbers: Displayed on the information bar and on the title bar of the tab. The number indicates the number of siblings associated with the component.

List tab: Displays the siblings as a list with details. One or more siblings may be selected and certain actions can be executed against the selected siblings. Selected siblings may also be dragged and dropped onto a Navigator component.

Select All checkbox: Checking this box will automatically select all items so that you can perform an action. Once all items are checked, you can then uncheck specific siblings in the list before executing the selected action.

Select checkboxes: Placing a checkmark in the checkbox marks the sibling component for an action.

Select an action drop-down list item and Execute button: When at least one sibling is selected, this list of actions becomes available. Choose an action from the list and click Execute. This powerful fea-

ture allows you to select multiple components and perform batch actions against them.

Available actions that can be performed on selected sibling components are:

• Analyze: Check the selected sibling against current configuration rules such as occurrence and existence of required attributes. The status of the sibling may change after the analyze is completed.

• Approve: Change the status of selected siblings to Approved. This will only have an affect on siblings that are currently in Draft status.

• Check In: Check in (unlock) selected siblings that are checked out.

If any of the selected components are currently checked out due to an active Vasont WebLNX task, 2 then a failure message will be presented for these components.

• Check Out: Check out (lock) selected siblings.

• Copy: Copy selected siblings to the clipboard so they can be pasted in a different location. Select a component in Navigator and Ctrl+v. The Drag and Drop Wizard appears so that you can choose Copy / Move and Child / Sibling and After / Before.

• Extract: Allows for multiple extracts of the selected sibling components to simultaneously occur. If multiple extract views exist for a component, the user will be prompted for which extract view is to be utilized.

• XML Compare: When two siblings are selected, this option will allow you to perform an XML comparison using an XML editor with the DeltaXML plugin tool. When the Execute button is clicked, the selected components will be extracted. Each file will be assigned a system generated filename and saved to the user's Vasont \temp folder. A comparison file will be automatically created and opened in the specified tool for viewing. 2 This feature requires the DeltaXML plugin and valid license for the XML editor of your choice.

• Mark for Delete: Changes the status of the selected sibling to Pending Delete (red X). Further actions on the components are to either Confirm Pending Delete or to Undo Pending Delete.

• Undo Pending Delete: Changes the status of the selected sibling that are Pending Delete (red X) back to their previous status.

• Confirm Pending Delete: Deletes selected siblings that are Pending Delete (red X).

• Resolve Pointers: Attempts to complete the links of selected siblings that are Incomplete pointers and if successful, changes the status to Draft.

If any exceptions are encountered while processing a batch action, or if multiple components are selected for the batch action, a “summary” window will appear. This window shows how many components were affected by the batch action and provides details regarding any exceptions encountered.

The Thumbnails tab displays the siblings as thumbnail graphics, if the siblings of the selected component are multimedia components that contain a graphic image. To activate the buttons, one of the thumbnails must be selected. See Graphic Thumbnails in the Details Pane for the file formats that are supported.

The thumbnails display in columns. The number of columns depends on the width of the pane. Components with or without graphic BLOBs are shown. When the BLOB is missing, a placeholder icon will display. Update button: Opens the update window and allows you to view or modify the graphic. Open Navigator button: Opens a new Navigator with the primary that contains the graphic, and expands the primary to the graphic component. Go To button: Selects the corresponding graphic sibling in the current Navigator. Full Size button: Displays the graphic in a re-sizeable window. The graphic can be displayed at original size, or an alternate size. Copy button: Stores the graphic in the buffer so a copy of it can be pasted into a new location in a navigator. A thumbnail can be dragged and dropped to a location where the component is permitted in the navigator. The standard Drag and Drop Wizard will display allowing you to move, copy, or overwrite a component.

Relationships Tab, Where Used Information Bar

This view is accessed by clicking on the Relationships tab and the Where Used information bar. This view displays a list of instances of components that match the component you have selected. The instance that you have selected is included in the list.

Bracketed numbers: Displayed on the information bar and on the title bar of the tab. The number indicates the number of matching components.

Open Navigator button: Opens a new Navigator with the primary that contains the component, and expands the primary to that component. This option is only available if one of the components in the list is selected.

Report button: Produces a report showing the same fields and components that are displayed on the tab. The report columns can be resized, rearranged, or wrapped. The report can be printed.

Relationships Tab, Referenced By Information Bar

This view is accessed by clicking on the Relationships tab and the Referenced By information bar. This view displays a list of components that point to the selected component.

Bracketed numbers: Displayed on the information bar and on the title bar of the tab. The number indicates the number of components that point to the selected component. Open Referenced By Window button: Opens the Referenced By window and displays the same list of pointers shown on the tab. The Referenced By window allows the pointer(s) to be deleted, unlinked, or relinked. The Referenced By window can be printed. Open Pointer button: Opens a new Navigator displaying the selected pointer in context. Must have a pointer row selected in order for this option to be available. Report button: Produces a report showing the same fields and pointer components that are displayed on the tab. The report columns can be resized, rearranged, or wrapped. The report can be printed.

Note: This list may or may not included references from Library collections. This behavior is executed by identifying the Library collections in the Vasont Administrator. See your system administrator for more information.

Relationships Tab, Similar References Information Bar

This view is accessed by clicking on the Relationships tab and the Similar References information bar. This view displays a list of components that point to the same component that the selected component points to. This tab is only active if you have selected a pointer component. The selected pointer component is always displayed in the list of similar references; therefore, there will always be at least one similar reference in the list.

Bracketed numbers: Displayed on the information bar and on the title bar of the tab. The number indicates the number of components that point to the same content as the selected component. Open Similar References button: Opens the References To window and displays the same list of pointers shown on the tab. The Referen- ces To window allows the pointer(s) to be deleted, unlinked, or relinked. The References To window can be printed. Open Pointer button: Opens a new Navigator displaying the selected pointer in context. Must have a pointer row selected in order for this option to be available. Report button: Produces a report showing the same fields and pointer components that are displayed on the tab. The report columns can be resized, rearranged, or wrapped. The report can be printed.

Relationships Tab, Variants Information Bar

This view is accessed by clicking on the Relationships tab and the Variants information bar. This view displays a list of components that are variants of the selected component. For more information on variants, see Using Variants and Variant Normalization

Bracketed numbers: Displayed on the information bar and on the title bar of the tab. The number indicates the number of variants associated with the component. Find Similar Content button: Opens the Multi-Collection Explorer first, to allow searching across multiple collections, then opens the Similar Content Pick List window, which allows creating variants, comparing variants, and generating a report of variants. View Variants button: Opens a window that allows you to view and manipulate existing variants. Variants can be compared or normalized (cause text between variants to become identical). A report can be generated from this window. Delete Variants button: Deletes the variant link between the selected component and any instances that are selected by checkmark in the display. No content is actually deleted, only the variant link between the components is deleted.

Relationships Tab, Conref Information Bar

This view is accessed by clicking on the Relationships tab and the Conrefs information bar. This view displays a list of components that point to the selected component. For more information on conref, see Conrefs.

Bracketed numbers: Displayed on the information bar on the title bar of the tab. The number indicates the number of conrefs associated with the component. Open Navigator button: Opens a new Navigator with the primary that contains the conref Target component.

Relationships Tab, Translations Information Bar

This view is accessed by clicking on the Relationships tab and the Translations information bar. This view lists related translations for the base language (usually English) component that you are currently viewing. It is possible that the base language component that you are examining, for example, a paragraph in English, has been translated for a specific language such as German, in two different ways. This is possible because the English paragraph may have been used in more that one context. This tab will allow the user to see both German translations for this example, and if desired, to identify which German translation should be used as a default in future uses. There are two tabs available in this pane:

Primary: This view displays information about the primary of the currently selected component in the tree view.

The top portion of the pane displays information about the primary component. This is helpful if the selected component is a lower-level component, such as a Title, and you need to see information about its primary. The following fields in the top portion describe information concerning the primary component: Collection: The name of the collection in which the selected content resides. Text: The text of the selected component's primary. Last Edit Date: Displays the date that the content was changed. Client Key: Identifier for the component. The client key field is usually populated from an ID attribute, or is autogenerated by Vasont when loaded and has no ID attribute in the XML. Vasont ID: Internal unique ID assigned by Vasont to the component. Often referred to as entity id. The lower portion of the pane shows information about language projects to which the content has been translated. Highlighting an entry will activate the buttons below the list. Open Navigator: Opens a new Navigator with the selected language primary. Open Project: Opens the Translation Project window for the selected language primary.

Component: This view displays raw component translations for the currently selected base language (usually Eng- lish) component in the navigator. What controls are displayed depends on whether a base, untranslated component is selected in the navigator or a translated component is selected in the navigator. Base Component Selected in Navigator: When a base component has translated raw material in the system, the Component tab displays a list of all related translations and a combo box to filter the list by language. Translated Component Selected in Navigator: When a translated raw component is selected in the navigator, two lists are displayed. The top list displays all base language sources. This list will most often contain just one base language source and it will be automatically selected. But on the chance that multiple base components are translated into the same language word or phrase, then each of them will display. Below the base language list is a language filter combo box, followed by a list of translations for the selected base language component.

Bracketed numbers: Displayed on the information bar and on the title bar of the tab. The number indicates the number of raw material components related through translations. The top portion of the pane will display all base language sources. The lower portion of the pane shows other translations for the base text (same base to which the currently selected component is linked). Choose Language: Select a language value or “All” from the drop- down list to filter the display of the list below. Where Used button: Opens the Where Used window for the selected item. Shows the details of that usage, and from this window you can print the results or open a Navigator to see the item in context. Make Default button: Available for situations where a language may have more than one related translation (due to different context, vendor translation, or both). Select the translation that you would like to make the default relationship and click Make Default. Remove Default button: Allows you to remove a default association for the language. Remove Link button: Allows you to break the association between the base and selected language translation. This means that the translation is never suitable as a translation for the base text.

The buttons on this pane are enable/disabled accord- 2 ing to your user privileges.

Preview Tab The Preview tab displays a styled view of the selected content in the Vasont navigator tree view. This feature allows you to examine the content in a format that is easier to read and allows you to coordinated with the content in the Navigator tree view. Multiple previews may be defined to display the content in various views, each with its own style. Perhaps one preview may resemble the published document, while another preview may emphasize metadata

properties. The Vasont preview will support CSS features and image types, based on the users Internet Explorer version in use.

Component annotations can also be viewed in the Preview window (Hereafter referred to as the preview tab/ window) (For additional information, see Creating and Displaying Annotations in the Preview Pane).

Previews can be generated from a primary or sub-component that has been configured in the Vasont Administrator. If there are multiple preview styles configured, a selection box will display at the bottom of the preview pane.

Initially, a message will display stating that a preview has not been prepared for the selected component. To create the preview, click Create Preview. Depending on the number of components, it may take a few minutes to complete the preview file.

A preview daemon program is available to automatically update previews. This program will save 2 time by regularly creating and updating the previews in Vasont, rather than depending on a user to initiate. The daemon can be run on a scheduled basis using the Windows scheduling software of your choice. If you are using Vasont Preview and are interested in using this program, contact Vasont Sup- port to obtain the installer and instructions for implementation.

Once the preview is created, it will display in the Preview tab of the Details Pane. The scroll bar at the right will allow you to move through the display. The styling of the display is determined by the style sheet that is associated with the collection in the Vasont Administrator.

Previews are designed to function with chunks of content 1 MB or less. The preview file contains the 2 XML components and attributes, as well as, Vasont metadata and styling information. All of this contributes to the 1MB file size. Larger chunks of content may result in poor performance or incorrect formatting. The screen may become unresponsive or slow to update as the processor works to render the display. If this becomes a problem, consider previewing content at a lower-level component for better performance or display (i.e., section rather than chapter, or topic rather than a map). You may also consult with your Vasont system administrator or Vasont Systems support leader for configuration options that will improve the preview experience.

If a component has changed after the existing preview was built, the user is notified and advised to update the preview by clicking the Refresh Preview button.

The selected component in the tree view will be indicated in the preview display with a red arrow. The preview will automatically scroll and the red arrow will move as you change component selections in the tree view. If a large amount of content exists for the component, it may take time for the auto scroll to locate and display the current selection.

If a sub-component preview is enabled and you click on a sub-component, Vasont will display a sub-component preview of its nearest ancestor. For example, if Chapter and Section are both defined for a preview, and you select a Paragraph that is a child of Chapter, the Chapter preview will be selected. If you select a Paragraph that is a child of Section, the Section preview will be selected.

A drop-down list allows you to select the type of preview that you would like to view. For example, you may want to preview the contents of a Chapter so that you can easily scroll through each section. In other cases you may not be concerned with everything in the Chapter and only want to isolate and quickly view the contents of a Section.

Right-clicking on a piece of content in the preview pane will select the corresponding component in the navigator tree view (providing it resides within the content being previewed). This feature is only available when annotations are not displayed. If multiple previews are available, a selection box will appear at the bottom of the preview pane. From the list you can select the type of preview that you would like to display. For example, you may have a preview that resembles your published format, and another preview that shows component reuse by styling the various types of reused content in different colors. For example, styling explicit reuse content with a yellow highlight and implicit reuse content with a blue highlight. Modular Content: Some features of Preview may not be fully functional when modular content is included in the Preview. For example, a DITA Map preview may be built and have its referenced DITA Topics included in the Pre- view. The red arrow that indicates the position in the tree view, annotations, and the out-of-date recognition will not function as expected because the content resides in another collection. In other words, you will see the modular content in the preview pane but the red arrow will not drill down into the detail of the modular content. Cross References: The display of cross reference links in the Preview depends on your configuration, style sheet formatting, and the type of content that you reference. Therefore, you may or may not see any text for the link. Con- tact your Vasont system administrator or Vasont Systems support leader to discuss display options. The Print button allows you to send the entire document preview to a printer. If only a portion of the content is needed for printing, highlight the desired text and click Print. In the Print window, click Selection, followed by Print.

This feature must be configured in the Vasont Administrator and requires an associated style sheet to describe the appearance of the components. If it has not been configured for your setup, the Preview 2 tab will be disabled. In order for referenced content to appear in the display, the ref_extract or ref_text processing options need to be applied to the component in the Vasont Administrator.

Searching in the Preview Pane The Preview Search can be utilized to easily locate occurrences of text or phrases, and then navigate to the component where they are contained. This search option may be more useful than a Find query in that you can easily see the context of the text or phrase and determine whether it is an appropriate hit. This search option also makes it possible to search for text occurrences within a selected map or manual (providing you have a preview configured that displays the map or manual, as well as, all of the referenced content). 1. Click Search at the bottom of the pane.

2. The Find window displays. Enter the text that you would like to find. The current selected match will have a blue background. Other matches will have a yellow background.

• Match whole word only– Allows you to locate the word(s) entered in the Find box, rather than portions of a word. • Match case– Allows you to locate text by the case entered in the Find box. • Highlight all matches– Places a yellow background on matches in the pane. The currently selected piece of text will have a blue background. • Previous– Clicking this button navigates to the occurrence before the currently selected text. • Next– Clicking this button navigates to the occurrence after the currently selected text. 3. Right-click on a match to navigate to the component in which the text resides.

If the preview display contains modular content, right-clicking on the content will take you to the 2 pointer component that points to the modular content, in the current navigator from which the preview is created.

4. Close the Find window by clicking the red X in the upper right corner.

Creating and Displaying Annotations in the Preview Pane The Vasont Visual Annotations feature of the Vasont content management system works in conjunction with the Preview feature to display existing annotations as icons in document previews. It also allows users to add new annotations. Annotations created using this feature are also viewable in the traditional Annotations Information Bar in the Properties tab of the Navigator Details Pane. There is no special setup required to view or create visual annotations, however, a Preview must be set up for the collection. (See the chapter Creating Vasont Previews in the Vasont Administrator Guide). Warning: If the Preview displays modular content from another collection the visual annotation feature may not work as expected. For example, a DITA Map preview may be built and have its referenced DITA Topics included in the Preview. If a visual annotation is applied to content that is part of a referenced Topic, then the annotation is actually applied to the Topic pointer component in the Map collection, rather than the specific piece of content that

is part of the referenced Topic content. In other words, you will see the pointer component in the preview but not the referenced content. To apply an annotation to that content, go to the referenced content and look at its own preview. Visual annotations are accessed through the Navigator Preview Pane. Select the Preview tab to view the preview: Click Show/Hide Annotations to show or hide the visual annotation icons in the preview pane. Annotations appear as sticky note icons at the beginning of the associated Vasont component.

Hover your mouse over an icon to read the annotation.

To enter a new annotation, select the text by right-clicking on the target text. When you right-click, all the text of the component under the mouse is highlighted and the Create Annotation dialog box appears.

If there are multiple annotations for a single Vasont component, they will all appear in the hover box 2 in reverse chronological order. New annotations initially appear with the “New” identifier rather than a date and user name.

New annotations are automatically saved when you close the Navigator or when you move to another primary component.

The right-click navigation feature is not available when showing annotations. This is the feature that allows you to right-click on a piece of content in the preview pane and have the corresponding component selected in the navigator tree view.

Previewing Available Translation Content

Translation Preview displays the selected content and substitutes the base content with translated language content where available in your system. Depending on your stylesheet the language substitutions may also be highlighted for better visibility. This functionality allows you to determine how much of your content has already been translated. It also provides an opportunity to rewrite and take advantage of existing translated content.

This functionality is only available for clients who utilize Vasont's translation management tools that 2 include raw material relationships between the English and translated language content. Check with your system administrator to see if this applies to your system.

1. Select the preview option that has been configured for translation substitution.

2. Select the language that you would like to view and click OK.

3. The Preview pane will show a mixture of base content and the selected language (providing translations exist in the selected language).

4. To clear the translation preview, select another type of preview option from the drop-down list.

Dragging and Dropping Content in the Navigator

You can move, copy or overwrite content; or create variants, conrefs, or variable cross references (see DITA - Con- refs and Cross Referencing with DITA Keyrefs) by using simple drag and drop techniques. There are several ways to begin a drag and drop operation.

1. Use your mouse to drag a single component from one location on a navigator tree and drop it on any other navigator tree component. Note: You can also drag from one open navigator into another.

Hint: If you are having trouble dropping on the appropriate component, it is the actual tip of the mouse pointer that determines the component that you are dropping on.

2. Highlight any navigator tree component and click Edit → Copy from the menu at the top of the application. Then highlight any other navigator component (even in another navigator) and click Edit → Paste from the menu at the top of the application. 3. Highlight any navigator tree component and use the keyboard shortcut Ctrl-C to copy. Then highlight any other navigator component (even in another navigator) and use the keyboard shortcut Ctrl-V to paste. 4. Right-click on any navigator tree component and select Copy. Then right-click on any other navigator component (even in another navigator window) and select Paste. 5. From the Relationships tab on the details pane select either the Children or Siblings tab. Check off the components you wish to drag and drop (note that you can drag and drop more then one component at a time with this method; see Dragging and Dropping Multiple Components.) Then drag the checked components onto any navigator tree item on any open navigator. If no components are checked, you may drag any single component onto the navigator tree without checking it.

It is possible to move content to another collection and have the workflow preserved if the new loca- 2 tion is configured with the same workflow definition.

The Drag and Drop Wizard

Once a component (or several components) has been dropped, the Drag and Drop Wizard appears.

If you dragged multiple components from the Relationships tab on the Details pane, see Dragging 2 and Dropping Multiple Components.

The wizard page has information grouped into four sections. As you complete a drag and drop operation, you should proceed from top to bottom as the choices you make in one section may affect the choices available in another.

1. The top section, entitled These similar components contains information about the components that you dragged that will be acted on by this wizard page. If there is more than one component, you may need to scroll through the list to see all of them. This section is for informational purposes only. You can use this section to verify the component(s) that you dragged.

2. The next section, entitled Were dropped on this target component contains information about the component you dropped on. This section is for informational purposes only. You can use this section to verify that you dropped on the correct component.

Hint: If you are having trouble dropping on the appropriate component, it is the actual tip of the mouse pointer that determines the component that you are dropping on.

3. The third section is entitled Select the action to perform. Here is where you select the action you wish to perform. The actions listed vary depending on the configuration and components involved. Some actions may be unavailable depending on the source component type(s) dragged and the target component type dropped on. Choose one of the available actions by clicking on the word or radio button associated with it.

4. The fourth section entitled Select the destination component will only be visible if Copy, Move or Copy and Create Variant was the selected action in the third section. This section provides a choice of possible components that will be created. The list may consist of siblings or children relative to the drop target and may even be pointers that point to the dragged component.

2 A variety of components may appear in this list depending on your configuration. Components with the same navigator order as the component you dropped onto will appear in the list. For example, if the structure allows Chapter and Appendix at the same order in the structure, then they will be listed in the Select the destination component list.

If Appendix follows Chapters in the structure, and you have dropped the Appendix on the Chap- ter, you will not be given the Appendix component option. This means that Appendix should be dropped onto the parent component in order to successfully complete the drag and drop.

If you have chosen the Copy action, the Ignore Descendants check box will be enabled. When it is checked De- scendants of the component you dragged will not be copied; only the component itself will be copied.

After making your selection, click Finish. The actions you selected are performed. Status messages will appear in bold face in the center of the wizard. When all operations are complete, the wizard will disappear and the Navigator tree will be updated.

If you have selected the Smart Drag/Drop Wizard option in the User Profile, then the Drag and Drop 2 Wizard will not appear if the new location for the component only has one possible action and component selection. See Setting User Options.

Dragging and Dropping Multiple Components

When you drag and drop from the Details pane, it is possible to act on more than one component at a time. Imagine being able to copy six chapters from one book to another with just a few clicks. Do this by opening the Children or Siblings information bar on the Relationships tab in the Details Pane (note: if you don't see the details pane in your navigator, click the “Show Details” button at the bottom of the screen.) Then check off the components you wish to drag (or click the “Select All” check box.) Finally, drag any one of the checked items onto a tree component (dragging one will drag all).

If you wish to use the copy/paste technique for multiple checked items, you must select the copy ac- 2 tion from the drop-down and execute it. The paste operation is still done from the normal menus.

There is one wizard page for each type of component you have dragged. If you only dragged a single component, then there will only be one page. If you dragged several components of the same type, there will be a single page. If you dragged several components of varied types, there will be multiple pages. All the wizard pages are identical in look and function; only the data changes (see The Drag and Drop Wizard to make your choices for each page.) Each page will have Previous and Next buttons. As you complete each page, click Next. If you make a mistake and wish to review your choices, click Previous. The last wizard page has a Finish button instead of a Next button. Impor- tant: None of your selections are acted upon until you click Finish on the last page. 2 You can also copy once and paste multiple times onto different targets. Dragging and Dropping to Transform Aliases If your system configuration utilizes Aliases, you can transform a component from one alias to another. 1. Select the component and drag it onto its parent component. Hint: If you are having trouble dropping on the appropriate component, it is the actual tip of the mouse pointer that determines the component that you are dropping on. 2. Select Move in the Select the Action to perform section of the Drag and Drop Wizard. Select the type of component that you would like to transform the component to in the Select the destination component section of the Drag and Drop Wizard.

If Aliases have not been configured for your system, you will not be given an option for addition- 2 al component names in the Select the destination component section.

3. Click Finish.

Checking Content In and Out Users with explicit check out privileges may check out or “lock down” content for editing. When you check out a component(s), you have exclusive rights to that content. The component or any subcomponent cannot be moved, edited, deleted, approved, or reinstated by other users until you check it back in. Locked content displays with a key icon in the Navigator if it is checked out to the user currently logged in. If the component is checked out to another user the lock icon will display in the Navigator.

Content may be explicitly checked out in the following Vasont user interface methods: • Navigator Right-click Menu • Details Pane, Children and Siblings Information Bar • Cross Collection Search Window • Process Collection, Batch Processing Window

System level check out and check in processes occur automatically when editing in Vasont. For example, if you are allowed to perform updates, then the Update window automatically performs a check out when it is opened and a check in when it is closed. This type of check out functionality is performed regardless of the check out privileges. If you are extracting and loading content, you may need to check content in and out manually, depending on your setup. You can also configure Vasont to automatically check in or check out referenced modules (like sections in a separate collection) from the referencing component (like a book or a map) by applying a processing option and flagging the pointers (references) as modular pointers. For more information on checking content in and out and other security controls, see Accessing and Locking Con- tent. For more information on extracting and loading content, see Extracting and Loading Content for External Edit- ing.

Extracting and Loading Content for External Editing

Vasont provides the capability to load and extract data from the database. This allows you to load or edit large sections of structured documents in an external editor. Load and extract settings are defined in the Vasont Administra- tor. In some cases, you may choose among several different loads, depending on whether you are loading legacy content for migrating to Vasont as opposed to loading content that has been extracted from Vasont. You may have different extract views, depending on whether you are extracting for editorial purposes or for publication. In this case, a view selection will display so that you may select the appropriate view for the type of extract/load that you wish to perform.

Once the content is extracted, the XML/SGML file may be displayed in an associated editorial tool.

For more information, see Loading Structured Content and Extracting Structured Content.

Using Helper Applications Helper Applications are used to create, view, and edit text and multimedia data stored in Vasont. Although these applications are optional, they typically are used to some extent. The Windows file association determines which application will launch when content is extracted from Vasont. Multiple editors may be used. Vasont uses the file associations on your local PC to determine which text editor application to start when you extract a file. If the extracted file is XML then Vasont will use the XML editor on your machine. If the extracted file is SGML then Vasont will use the SGML editor on your machine. Your Vasont administrator can override the associated application and always open a designated application by changing the Vasont setup for a particular extract view. Text editors are typically SGML, XML or HTML aware, including, but not limited to: FrameMaker, XMetaL, Ar- bortext Editor, Oxygen. Applications that edit multimedia work with any type of multimedia, such as drawings, photos, videos, and include, but are not limited to: Chem Draw, TEX, Photoshop, PhotoDraw, Photo House, Sound Forge. Vasont uses the file associations on your local PC to determine which application to start when you open a multimedia file by clicking on the Open File button on the Update window. It works the same way as if you double-clicked on the file on your desktop. For example, if Microsoft Word opens when you double-click on a file named AGEN- DA.DOC on the desktop, then Microsoft Word will open when you choose Open File from the Update window in Vasont for a multimedia component whose description is agenda and whose Type is DOC.

Update Windows The Update window is the basic editor for each component in the system. It can be accessed in one of the following ways: • Clicking the Update button in the Details Pane Property tab, General information bar. • Clicking the Update button on the toolbar. • Right-clicking on the component and selecting Update or Update Pointee from the pop-up menu. • Double-clicking on a component in Navigator, providing the component does not have any children.

The Update window varies depending on the type of component. The text component Update window, as shown above, has some different fields from the multimedia component and pointer component Update windows. For more information on the different component types in Vasont, see Components. For more information on the multimedia

Update window, see Editing a Multimedia Component. For more information on the pointer Update window, see Using the Update Window to Specify Content to Be Referenced.

The appearance also varies depending on the collection's rules of structure. For example, some components are empty and do not allow text, or in the case of a cross-reference (pointer type component), the text may be derived from the component to which it points.

From the text component Update window, you can:

• Type and edit text directly in Vasont or export and import text from an external file. See Editing Text in the Update Windows.

• Find and replace text within the text box in the Update window. See Finding and Replacing Text in the Update Window.

• Edit the status of the component.

• Edit or copy the client key. See Matching Criteria and Client Keys.

• If the component allows inline children then you may drag and drop any component into the text area of the update window to instantly create an inline child.

• Add annotations to the component. Annotations can include one or more file attachments. See Viewing Annota- tions for more details. Annotations may also be viewed from the Annotations information bar in the Details Pane.

All fields in Update windows, besides the Status Flag and Client Key fields, contain Vasont metadata that is automatically captured and displayed. These fields are read-only.

• User Name—User who last changed or created this component

• Edit Date—Date and time of last change to this component. A change could mean a component was added, deleted, reinstated, moved or edited. In some cases, the last change might be the creation of the component.

• Create Date—Date and time the component was created

• Action Flag—Action taken since the component was last approved. Actions include changed, added or deleted according to last change. A change may be incurred as a result of a component being reinstated, moved or edited. The Action Flag resets to None when the component is approved after a change.

• Top-level Entry (e.g., Book)—top-level parent for this component

• Top-level Entry Status Flag (e.g., Book Status Flag)—status of top-level parent for this component

Search and Replace Text in the Update Window

Sometimes the content of a component is lengthy, making it cumbersome to directly edit or find a specific text string within the Update window. To perform a Search and Replace for a single component, the Search feature within the Update window quickly searches the desired string and alters or Replaces.

To perform a Search and Replace on multiple components, use the main Vasont Search feature to identify a set of components that need to be edited. Use the List button on the Search window to display the results. The window listing the Search results provides access to the Search and Replace feature. Press Shift and click all entries to select them or press Ctrl and select only the instances you want in the list. Then click Search and Replace. The Update window for the first component opens, along with an Update Window Search dialog box in which you enter the search and replace characters. You will cycle through the Update windows for all the components found in the list. For more information, see Searching for Content in a Collection.

Attribute View Window You can edit attributes directly from the Update window or view attributes on the Attributes information bar of the Details Pane. For more information on editing attributes, see Editing the Attributes of a Component. For more information on viewing attributes, see Viewing the Attributes of a Component.

Where Used Where Used allows you to identify where the same text or multimedia are used in the system. The Where Used window reports each and every instance of a piece of content within any collection in the selected content type. You can check where a piece of content is used from a number of different locations, including: • Where used option in the Relationships Tab in the Details Pane • Navigator — right-click on a component, then click Relationships/Where Used • Navigator Update toolbar • Raw Material Browse window — right-click on a component, then click Where Used • Raw Material Update toolbar See Checking Usage of a Component and Checking Usage of a Component from Raw Material. The Where Used window looks the same regardless of how you access it.

The Where Used window lists each usage for the component. Details shown include: collection, primary description, parent description, component type, status flag, edit date and time, user name, client key, checkout user name, checkout date. Sort the columns by clicking on the column header. Columns may be resized and the entire list can be scrolled. Click Print to view or print the information in a report format. Click File → Save As... to save the report in one of many available file formats. To view more details or perform edits, right-click on a specific usage and select Open Navigator. You can also double-click a specific usage. To view windows simultaneously, choose Horizontal or Vertical from the Window menu.

You may also access Where Used information via the Navigator Details Pane. Click on the Relationships Tab at the top of the pane. Then click on the Where Used information bar at the bottom of the pane. (Note that this information bar shows the same information and has the same functionality as the Where Used window.)

Referenced By When content is written once and pointed to many times, you need to be aware of where the content is being referenced so you can be sure the changes made in one context are appropriate in another context. When you access referenced content in the Update window, you receive notification that the content is referenced. If you are unsure of whether your changes are appropriate in other contexts, access the Referenced By window. To open the Referenced By window in a navigator, click on the Relationships Tab at the top of the Details Pane. Then click on the Referenced By information bar at the bottom of the pane. (Note that this information bar shows the same information as the separate Referenced By window. From the information bar you may open the Refer- enced By window to perform any needed tasks.) You can also right-click on a component, then click Relationships/ Referenced By. (Note that if no pointer references this component, a message box telling you so will appear.)

To use the action buttons on the bottom of the Referenced By window, see Redirecting a Linked Component.

The list may or may not included references from Library collections. This behavior is executed by identifying the Library collections in the Vasont Administrator. See your system administrator for 2 more information.

List Views Some Vasont windows display data in columns. Sort the columns by clicking on the column header. After clicking on a column a small triangle will appear in the column header to indicate the direction of the sort. Clicking repeatedly will change the sort order from ascending to descending. Columns may be resized by dragging the vertical bars between the columns and the entire list can be scrolled.

As a shortcut to find the row you are looking for, just start typing. The first row that matches what you typed will be highlighted. Typing applies to the column in which the list was sorted. If you have not sorted the list then the typing will find items in the first column.

Vasont list views allow manipulation of the display to create a listing or report that is more useful to your specific needs. Currently this type of list view is available for Workflow, Versioning and Referenced By. In the future more windows and reports will be programmed this way.

Columns may be reordered by dragging a column and dropping onto another column. The column will be placed to the right of the column dropped on.

Several of the reports display in the list view that allow the resort, resize and rearrange features already mentioned. In addition, you can click the Shading button on the toolbar to create a listing with alternating shaded rows.

Clicking the Wrap button on the toolbar will wrap the text in columns that are not wide enough for full display of the text.

The report or list may be saved to an Excel file by selecting File/Save As Excel. Excel will automatically launch with the displayed list.

Message Board and Logs The Message Board and other log windows notify you of processes or problems occurring during these processes. The Message Board and other log windows help you troubleshoot and keep you informed about automated changes made to the content during processes such as extract, load, and clone. Message Board The Message Board automatically appears after logging in when a load process has been interrupted for some reason. Access the Message Board from the main Views menu. The Message Board applies only to your current login and not to the actions of any other users. For example, if you started loading a file and the load did not complete, an entry is added to the Message Board. Regardless of how the Message Board is accessed, the Vasont Message Board window appears. You can select a line item and click Open Message to determine the reason for the failed load.

The Vasont Message window displays:

If the information is no longer required, use the Remove or Remove All buttons on the Message Board to delete the entries. Logs Logs which describe errors can be accessed after attempting a load or extract of content. Always check the logs to verify the process completed successfully. All log files are stored as text files. The default location of the extract log is C:\Vasont\Extract. The default location of the load errors log is C:\Vasont. These paths are specified in the INI file and can be altered, if desired.

The messages in these log files are cumulative, so you may need to clear the log periodically. To clear the log, select all of the text and press Delete. Press Ctrl-S. The next time the log is viewed, it will contain only new messages. For server processes (see server_load and server_clone in the Vasont Processing Options Guide), Error messages and logs will be available from the processes window. If an error occurred, then there will be a View Errors button. Clicking it will display the error and a trace that may be reported to Vasont for further analysis.

Reports Vasont produces reports that help you: • Track changes in status • Compare versions of content • Analyze validity of data • Understand and maximize reuse

Reports are available from various locations in the system, such as the Report menu, pop-up menus, and Details pane. See Generating Reports from Vasont. Vasont offers the following reports: • Vasont Navigator: captures the components of the current Vasont Navigator hierarchy. The report can include all viewable items or only the children of selected items. This report is available when the Report button appears in the toolbar. See Reporting on Components in the Current Navigator. • Filtered Primaries: allows you to use the Retrieve window to Retrieve the primaries using any preferred criteria and generates a report showing basic information about the primaries. This report is available from the Reports menu. See Reporting on Selected Primaries • Deleted Primaries: generates a report of deleted primary components. This report is available from the Reports menu. See Reporting on Deleted Primaries. • Component Count by Primary: shows the number of times each component exists under a primary component as well as a total. This report is available from the Reports menu. See Reporting the Component Count by Pri- mary. • Component Annotations: generates a report listing annotations for a selected collection, primary or a single component. This report is available from the Reports menu, or by right-clicking on a component and selecting Properties → Annotations → Annotations Report. See Reporting on Component Annotations. • Component Count for Collection: reports the total number of each type of component for a specified collection. This report is available from the Reports menu. See Reporting the Component Count for a Collection. • Incomplete Analysis: lists incomplete components and notes the violated rules of structure. This report is available from the Reports menu, or by right-clicking on an incomplete primary and selecting Actions → Analysis Report. See Generating an Incomplete Analysis Report. • Selected Components: allows you to select one or more components for a specified collection and display a basic report showing the components and their text. This report is available from the Reports menu. See Report- ing on Selected Components. • Version History: compares versions of components. This report is available from the Reports menu. See Re- porting on Version History. • Text Raw Material Attributes: displays all raw material associated with a selected component and any raw attributes and their values associated with each piece of data. This report is available from the Reports/Raw Ma- terials menu. See Generating a Text Raw Material Attributes Report. • Content Reuse: breaks down reuse of components in the selected content type. This report is available from Reports → Raw Materials menu or by right-clicking on a component and selecting Reports → Content Reuse Report in the Vasont Navigator right-click menu. See Content Reuse Reports. • Content Exceptions: provides the facility to examine content (including modular content) to identify content that does not meet a selected group of rules.. This report is available by right-clicking on a primary component and selecting Reports → Content Exceptions Report in the Vasont Navigator right-click menu. See Using the Content Exceptions Report. • Variants: generates a report of variants for the selected component. This report is available by right-clicking on a component and selecting Relationships → Variants → View Variants and clicking the Report button. See Reporting on Variants. • Referenced By: allows you to create a report of components that reference the selected component. This report is available from the Detail pane, Relationship tab and select the Referenced By information bar. See Relation- ships Tab, Referenced By Information Bar. This is a List View report that allows users to modify the report display. For more information see List Views. • Workflow: a report can be created from the workflow window. This report is available when the Report button appears in the toolbar. See Reporting on Workflow Activity.

This is a List View report that allows users to modify the report display. For more information see List Views.

• Workflow Comments: a report can be created for the comments of a task. Select a task in the Workflow tasks window and go to the Comments information bar in the Detail pane. See Reporting on Workflow Activity.

This is a List View report that allows users to modify the report display. For more information see List Views.

• Workflow Annotations: a report can be created for the annotations of a component. Select a task in the Work- flow tasks window and go to the Annotations information bar in the Detail pane. See Reporting on Workflow Activity.

• Workflow and Annotations Report: a report can be created from the Annotations information bar in the De- tails pane that shows the annotations that are applied to the selected component. Information about the workflow project, completed tasks with dates, user assignments, and annotations appear in the report. See Reporting on Workflow and Annotations.

• Cross Collections Component Search: a report can be created from the results of a cross collection component search. This report is available from the Cross Collections Component window, as well as the Report button on the toolbar. See Searching Across Multiple Collections.

This is a List View report that allows users to modify the report display. For more information see List Views.

Using Email

The Email button allows you to send a message via email to another Vasont user if a valid email address is set up in the Vasont Administrator for your username. This feature will allow you to quickly and easily collaborate with other Vasont users in your organization. When you click the email button, the Send an email window will display with default information about the currently selected task or component. Depending on where the email is launched, a comment or annotation may be added to the email body text box along with the username and date/time.

Component Shortcut Attachment Files may or may not be included depending on your configuration. 2 See your Vasont systems administrator for more information. See Using Shortcuts to Content for more information on Vasont Shortcuts.

Emails may be launched from:

• General information bar on the collection navigator Details pane.

• Annotations information bar on the collection navigator Details pane.

• Workflow Tasks window.

• Comments information bar on the Workflow Tasks Details pane.

• Annotations information bar on the Workflow Tasks Details pane.

• Project Management window.

• Comments information bar on the Project Management Details pane.

• Review window.

• Annotations window.

The Subject is automatically populated with the purpose of the email based on where the email was launched, for example, Component Message, Workflow Task Message, Project Message, etc. The purpose is followed by the first 75 characters of the component's description. If the description is longer than 75 characters, “…” is added to indicate that the description contains more text.

The email body will also include the collection, primary and component information. Additional information may also appear in the body, depending on where the email is launched.

To send an email:

1. Click the Email button.

2. Enter email addresses in the To and Cc address boxes. As you enter an address, the message line above the box will indicate if an address is invalid. Use semicolons to separate multiple addresses.

To use the Vasont Address Book, click the book button. The Select Addresses window opens and displays a list of Vasont users who have valid email addresses setup in the Vasont Administrator. Select a user and click the To or Cc button to enter into the Message Recipient fields.

When you click OK, the users will be added to the appropriate recipient list on the email window.

If you check the Always Cc myself checkbox, your email address will be added to the Cc addresses, and the next time you use the email window, your address will be automatically set as a Cc recipient.

3. To add an attachment, click the paperclip button to the right of the attachment list. A Windows Select File dialog box will open. Select the file for attachment and click Open.

To remove an attachment from the list, right-click the attachment name and select Delete.

Component Shortcut Attachment Files may or may not be included depending on your configura- 2 tion. See your Vasont systems administrator for more information. See Using Shortcuts to Content for more information on Vasont Shortcuts.

4. The subject and body may be edited as needed. 5. When all fields are complete, click Send.

Workflow Workflow features help manage projects and individual tasks. Workflow processes and workgroup assignments are defined in the Vasont Administrator. Tasks can be initiated from a component in the Vasont Navigator window or from a centralized Workflow Projects dialog box. You can view a flow diagram that represents the overall workflow process or shows the individual steps in the process.

Your active workflow tasks can be found in the My Tasks section of the home page, as well as from the Workflow button or View → Workflow menu. See My Tasks.

For more information on using workflow, see Using Workflow.

Batch Processing

Vasont allows you to perform a number of tasks in batch. The following functions are available from toolbar buttons in Tools → Process Collection:

• Del Snap (see Deleting Versions in Batch)

• Approve (see Approving Multiple Draft Components)

• Resolve (see Resolving Pointers)

• Check Out or Check In (see Checking In or Out Multiple Components in a Collection)

• Analyze (see Analyzing Incomplete Components in Batch)

You may perform additional tasks in batch, such as modifying attribute values, depending on the setup in the Vasont Administrator.

Batch actions are available in the Details pane of the Navigator when the Relationship tab is selected on the Children or Siblings information bar. See Relationships Tab, Children Information Bar and Relationships Tab, Siblings Infor- mation Bar for more information. Batch actions are also available on the cross-collection search list. See Searching Across Multiple Collections.

You can also delete a large number of components at the same time. For more information, see Deleting Multiple Components.

Creating a User Profile Use the User Profile utility to customize Vasont to your personal preferences. The available features include choosing a default Collection, setting up default filter properties, changing your password, entering user information, and setting a few user specific options. To access the User Profile utility, click Tools → User Profile. Setting a Default Collection Use the Default Collection tab to highlight a preferred collection each time the Collection Explorer window displays.

Setting a default collection is different from setting a working collection. When you set a default col- 2 lection, the Collection Explorer window still displays when you open a new Navigator and you may select an alternative collection. In contrast, the working collection bypasses the Collection Explorer window and automatically opens the working collection each time you open a new Navigator. For more information, see Setting a Working Collection.

1. From the main menu, select Tools → User Profile. 2. Click the Default Collection tab. 3. Click Add/Change to display the Collection Explorer window. (This button can be used to set a default Collec- tion for the first time or to change a default Collection that has already been set.) 4. Click the Collection which should be the default and click OK. The default Collection displays in the text box on the Default Collection tab. Setting Default Retrieve Properties The Queries tab is used to set default retrieve criteria. This default criteria is automatically selected when a retrieve is opened. 1. From the main menu, select Tools → User Profile. 2. Click the Queries tab. 3. Select a default setting for the Property and/or Operator fields using the drop-down list boxes. Changing Your Password The Password tab is used to change your current password. 1. From the main menu, select Tools → User Profile. 2. Click the Password tab. 3. Enter the old password in the Old Password text box and the new password in the New Password and Verify New Password text boxes. 4. Click Apply or OK to change the password. To keep the old password and close the User Profile window, click Cancel or click the X at the top, right of the window.

Clicking Apply or OK while on another tab does not save the password information entered on this 2 tab. You must enter the new password information and then click Apply before clicking another tab, or the information entered will be lost.

Note for use with Oracle profiles with password policy verify functions: The new password must conform to the password policy requirements. You cannot reuse previous passwords, nor can the password be the same as the user ID, depending on the settings in the Oracle profile. Updating Personal Data The User tab allows you to enter optional personal information. 1. From the main menu, select Tools → User Profile. 2. Click the User tab. 3. Information can be entered or changed in the following fields: first name, last name, company name, phone number, email address, and language. One use for this information is to enhance the User report that is available in the Vasont Administrator. For example, the user's account name can be associated to the user's true name, company division or department, phone number and email address. If the Ownership extension in the Vasont Administrator is activated for your system, then the Ownership Group item will display on this tab. The active ownership group for your current Vasont session will be displayed in this field. • If you are assigned to exactly one ownership group, then the name of the group will display in this field and cannot be changed. • If you are assigned to multiple ownership groups, then a drop-down list will allow you to select the group that should be activated for your current Vasont session. For more information on the extended ownership features, see Controlling Content Access and Creation With Content Ownership. Restoring Toolbar Defaults This section of the User Profile performs the restoration of the toolbar defaults. 1. From the main menu, select Tools → User Profile. 2. Click the Toolbars tab. 3. Click Restore Defaults. 4. Click OK or Apply. Setting User Options The Options tab contains miscellaneous options. 1. From the main menu, select Tools → User Profile. 2. Click the Options tab. 3. Set the following options, as desired: • Ask me before closing Vasont. If this option is checked, a message box displays when you close Vasont, asking if you are sure you want to close the program. • Add Username to Title. If this option is checked, the name of the user currently logged in displays in the title bar. This information displays in Vasont and Vasont Administrator. • Add Profile to Title. If this option is checked, the profile selected at the time of login is displayed in the title bar of both Vasont and Vasont Administrator. • Add Ownership Group to Title. If the Ownership Extension system profile is set in the Vasont Adminis- trator and this option is checked, then the currently active ownership group for the session will be displayed

in the title bar of Vasont. See Controlling Content Access and Creation With Content Ownership for more information. • Receive Workflow Emails. If this option is checked, the user will receive emails that are automatically sent by workflow assignments. • Confirm changes to Global Change Log. If this option is checked, a message box displays from within the Global Change Log window when you choose either Allow Global Change or Rollback Global Change, asking if you are sure you want to perform the chosen function. • Confirm on Navigator and Task Delete. If this option is checked, a message box displays when you choose a right-click Confirm Pending Delete from a Navigator window, or a right-click Delete from the Workflow Task window. The message asks if you are sure that you want to perform the deletion. • Auto-open Navigator window on start-up. If this option is checked, the Collection Explorer will automatically display when logging into Vasont. • Auto-open Multimedia components. If this option is checked, multimedia documents will open when you update or view from the Navigator right-click menu, saving you multiple clicks. • Auto-tile Navigators when opened. If this option is checked, and multiple collection navigators are selected for opening, the navigators will automatically be tiled in display, saving you additional clicks. • Auto-select Pointee tab in Details Pane. If this option is checked, and you select a pointer component in the navigator, the Details pane will automatically switch to the Pointee tab. This behavior will only occur under the following circumstances: • The Details pane is open for view. • The selected pointer component currently points to another component. • The Properties tab was activated prior to selecting the pointer component. • Smart Drag/Drop Wizard. If this option is checked, the drag and drop wizard will not appear under the following circumstances: • There is only one possible action for the location where the component is being dropped, AND • There is only one possible component selection for the location where the component is being dropped. • Default Drag/Drop Wizard Action. This pull-down menu allows the user to change the default action in the Drag and Drop Wizard. This setting is used when possible, otherwise it will be overridden with the selection that is appropriate for the current component and location involved in the drag and drop operation. The options are Copy, Move, or Overwrite. • Navigator Display Length. You can choose the total length of characters to be displayed in the Vasont Navigator. Current default is 250 characters. • Default Navigator Details Tab (when available). This pull-down menu allows the user to choose the default tab to display in the details pane when a Navigator window is first opened. • Details Width (25% - 75% of window). You can define the percentage of the window that the details pane will consume. There is a minimum value of 25% and a maximum value of 75% that can be applied. 4. The Restore System Default button is used to clear any preferences set on the Default Collection tab. The other tabs are unaffected. Promoting Submenu Items The Nav Popup Menu allows you to specify submenu items that you would like to appear on the main portion of the right-click pop-up menu in the navigator. 1. From the main menu, select Tools → User Profile. 2. Click the Nav Popup Menu tab.

3. Select submenu items to be promoted by checking the associated box. 4. Click OK or Apply. Once submenu items have been promoted, and the setting saved, the selected submenu items will appear in the bottom portion of the main right-click menu. The submenu items will also appear on their original submenus. The promoted menu items are separated from the normal menu by a separator bar. Promoted menu items appear in the menu after the normal right-click menu items, but before menu items that are added by navigator_popup processing options (Client Key Uses, Approve Descendants, etc).

Promoted menu items are enabled or visible based on the same criteria as their original location. Menu items that have altered labels applied using the change_option_label processing option will show in the promoted position with the new label. Processing Options are available to add reports to a configuration. These custom reports can be added as submenu items to the right-click menu. Processing Option arguments determine whether the item is placed on the Reports submenu or main portion of the menu. By default, the Content Exception Report and the Content Reuse report appear on this submenu.

Content Ownership

The Vasont Content Ownership feature gives a designated user the right to assign ownership to an individual user, or a group of users which provides the exclusive right to alter specified content. The designated user will have the right to assign ownership to a Primary component. Once ownership is assigned, the Vasont content management system then recognizes users who have permission to perform add/delete/change actions to the content, and prevents those who do not have ownership permissions from making changes to the content. See Editorial Rights with Content Ownership for more information. Consider this feature for reducing the number of duplicate or partial Collections built to provide Collection security and control of privileges. Rather than duplicating Collections to control access to your content, the Manage Con- tent Owners feature allows you to have one collection and assign specific ownership to the Primaries within the Collection. To further restrain the content that is created and visible to users, see the Controlling Content Access and Creation With Content Ownership section for the extend features that can be activated for your system.

Assigning Content Ownership A designated user who has been granted the Manage Owners privilege in the Vasont Administrator will be able to assign ownership to a primary component in the following manner.

If your system has the Ownership Extension activated, then ownership will be automatically applied 2 to newly created primary components. See Controlling Content Access and Creation With Content Ownership for more information.

Assigning Ownership for a Single Primary Component 1. From the Navigator window, select a primary component. 2. Select the Properties tab, then select the Content Owners information bar in the Details pane. 3. Click the Manage Owners button to open the Manage Content Owners window. See Managing Content Owners for more information. Assigning Ownership for Multiple Primary Components 1. From the application menu, select Tools → Process Collection. 2. Select the collection where the primary components reside that you would like to assign ownership. 3. Select the desired primary entries. 4. From the application menu, select Edit → Manager Owners. See Managing Content Owners for more information. Managing Content Owners The Manage Content Owners window allows the assignment of owners or owner groups to the selected primary. Select a user or group from the left window pane and move to the right window pane using the buttons in the center of the window.

1. Select the desired radio button for a Tree or List view. 2. To assign ownership, select the user in the left window pane and click the arrow button to move the user to the right window pane. To remove ownership, select the user in the right window pane and click the arrow button to move the user back to the left window pane. In the list view, multiple selections can be made by using Shift + click, or Ctrl + click. The Add All and Re- move All buttons are available for simplified movement of all entries in the list.

A group of owners may be assigned, rather than assigning users one by one. A group must first be defined before it can be applied to a component. For more information, see Ownership Groups.

The ownership groups are listed at the bottom of the left window pane. In the tree view, the group can be expanded to display the members. In the list view, the Username column displays the user, and the Group Name column displays the group to which the user belongs. Selecting any user in the group will automatically select all members of the group. Ownership Groups

Ownership groups are comprised of one or more users who may work on content. They provide a method for easily managing ownership assignments. Groups can be created or edited by clicking the Groups button on the Manage Content Owners window.

Ownership Groups can also be created and managed in the Vasont Administrator. For more informa- 2 tion, see the Vasont Administrator Guide.

In the Manage Ownership Groups window you can create new groups, duplicate existing groups, rename groups, and add or remove members to or from a group.

To Create Ownership Groups: 1. Right-click on Ownership User Group and select New.

2. Enter a name for the new group in the space provided. Note: There is a 50 character limit for ownership group names.

3. Select the group in the left window pane and enter a checkmark next to the users in the right window pane that will be members of the group.

4. Click OK. A confirmation message will display. To Delete, Rename or Copy an Ownership Group: 1. Right-click on the highlighted group and select the appropriate option.

To Add or Remove Members from an Ownership Group: 1. Select the group in the left window pane and check or uncheck users in the right window pane as needed. Click OK to save the changes. A confirmation message will display. Editorial Rights with Content Ownership Once ownership is assigned to a Primary, then only the assigned owners have editorial rights based on their granted privileges. Ownership is applied at the Primary level and includes all descendants. Non-owners may only view the

content and some right-click menu items will be disabled (grayed out) depending on the users existing rights and permissions. Extract may be available because it would be permissible for a read-only extract view to be created. However, if the extract view has a processing option that is related to editing, e.g., check_out, then the extract operation would result in a violation message. The context of the right-click menu determines which menu items are disabled. In this next screen shot, the Primary was selected and the resulting right-click menu shows New as being available. This is because it is permissible for you to create a new Sibling Primary, but not Children in the Primary. Note that only the sibling menu item “Chap- ter” is accessible.

You will be notified of an ownership violation while hovering over disabled menu items on the Navigator right-click menu. The relevant message appears in the status area at the bottom left of the Vasont window.

If you are a non-owner and attempt an action on the content from the Details pane, you will be presented with a violation notification and the action is not performed. The following screen shot shows an example of a violation message.

Locating Components with Applied Ownership The Master Ownership List shows a list of all of the primary components, in all collections, that have ownership currently applied.

1. From the main menu, select Views → Master Ownership List. 2. Select the appropriate filter criteria for the list that you would like to view and click Apply Filter.

• Filter by Ownership User: Defines the user or users that you would like to narrow the list to. One or more selections can be made in this field. The All selection will provide a full list of ownership regardless of the assigned user. By default, the logged in user will be highlighted in this field. • Filter by Ownership Group: Specifies the ownership groups that should be considered in the filtering of the list. If a user(s) and group(s) are chosen, then all components that are owned by either the selected user(s) or group(s) will be displayed. One or more selections can be made in this field. The All selection will provide a full list of ownership groups. • Filter by Collection: Defines the collections for the scope of the list. One or more selections can be made in this field. The All selection will provide a full list that encompasses all collections in the system. 3. In the Master Ownership List window, use the scroll bars to view all of the components and columns on the list. Other available information, such as Content Owners, Status Flag, Edit Date, User Name, and Client Key is also shown.

• Manage Owners: Changes the ownership for the components with the check box selected, providing you have the Manage Owners privilege for at least one of the selected collections. If no check boxes are selected the button will be disabled. If you do not have the Manage Owners privilege the button and check boxes will be hidden. See Managing Content Owners. • Update Filter: Opens the filter window, allowing filter criteria to be specified for displaying items in the Master Ownership List. The filter window displays with the currently selected criteria. • Report: Clicking this button will display the standard Vasont list view report from which you may print. See Reporting on Component Ownership for more information. 4. Clicking Show Details will display the Details pane. When an entry is selected in the list, the Details pane will provide the ability to update the ownership by clicking on the Manage Owners button. See Managing Content Owners for more information.

5. Click Close on the Master Ownership List to dismiss the window. Removing or Updating Content Ownership Removing ownership is done in the same manner as applying ownership. A single user may be removed from the ownership, or the component can be completely cleared of ownership. Removing or Updating Content Ownership from a Single Primary Component 1. From the Navigator window, select a Primary. 2. Click the Properties tab in the Details pane, then select the Content Owners information bar. 3. Click the Manage Owners button to open the Manage Content Owners window. See Managing Content Owners for more information. Removing ownership for multiple primary components is done in the same manner as applying ownership to multiple components. A single user may be removed from the ownership, or the component can be completely cleared of ownership. Removing or Updating Ownership from the Batch Processing Window 1. From the application menu, select Tools → Process Collection. 2. Select the collection where the primary components reside that you would like to remove or update the ownership. 3. Select the desired primary entries. 4. From the application menu, select Views → Master Ownership List. See Managing Content Owners for more information.

Removing or Updating Ownership from the Master Ownership List 1. From the application menu, select Views → Master Ownership List. 2. Select the appropriate filter criteria for the list that you would like to view and click Apply Filter. 3. The Master Ownership List displays. Select the check boxes for the entries that should have their ownership modified and click Manage Owners.

The Manage Owners button will be enabled when at least one row has a selected check box and 2 you have the Manage Owners privilege for at least one of the selected collections.

If you select a component that resides in a collection where you do not have the Manage Owners privilege a message will display that instructs you to uncheck the components in that collection. 4. The Manage Owners window displays. Make modifications as necessary. See Managing Content Owners or Ownership Groups. Click OK to apply the new ownership settings. 5. The Master Ownership List will be refreshed based on the active filter criteria. Controlling Content Access and Creation With Content Ownership To extend the ownership feature further, your system may be configured to automatically present content based on the ownership group to which you are assigned and hide content that belongs to other ownership groups. In addition, when you create new primary components, the components will automatically have ownership applied for your currently active ownership group. This behavior is activated in the Vasont Administrator by setting the Ownership Ex- tension system profile. The following features will have modified functionality with the ownership extension. • Content Retrieval When the Ownership Extension is activated, the system will modify the content retrieval behavior. Queries will work as they previously have, but with the added criteria for your ownership group. There is no need for creating an advanced query and specifying criteria for content ownership. For example, if you choose to do a Retrieve All query for a collection, you will be presented with all content that has Content Ownership applied for your default ownership group. If you are a member of the “blood pressure” ownership group, then content that is assigned with the “fitness” ownership group will not be retrieved, but the blood pressure content will be retrieved. In cases where you belongs to multiple ownership groups, you will toggle the User Profile setting that defines your currently active ownership group to a setting that will allow you to work with content from another group.

The query behavior applies to Navigator, Cross Collection Search and the Process Collection windows. When necessary, you will continue to have the ability to view content in the system for Ownership Groups other than the group(s) to which you are assigned. When you execute a query based on an Ownership Group property (whether you are assigned to the group or not), the content will be returned according to the criteria of the query. For example, if you belong to the blood pressure group you may need to display content from the “fitness” group so that you can copy and paste components into you blood pressure content. This behavior will not be applied to collections defined as ownership-independent in the Vasont Administrator. • Applying Ownership to New Content When the Ownership Extension is activated, and you create a new primary component, the system will automatically apply content ownership to the ownership group defined in your user profile. The methods of content creation that are supported by this feature are loading, creating primaries from the right-click menu for Create New, cloning primaries, creating primaries from the right-click menu for Create New From Template, and branching primaries. For example, if you choose to create a new topic using the right-click menu option for Create New From Template. The user profile for Ownership Group is set to the “blood pressure” group. The new topic that is created will be stamped with the “blood pressure” ownership group. If you belong to multiple Ownership Groups, then you need to confirm that the currently active ownership group is appropriate for the content that you will be creating. If it is not, then you will need to adjust your ownership group setting for the session. Modifying existing content will retain its ownership regardless of the Ownership Group setting for your user profile. For example, if you are a member of the “blood pressure” group and the “fitness” group. When you extract and edit a topic that is assigned to the “blood pressure” group. Your current profile is set to the “fitness” group. When the content is reloaded to Vasont the ownership group will remain for the “blood pressure” group. This behavior will not be applied to collections defined as ownership-independent in the Vasont Administrator. • Workflow When the Ownership Extension is activated, and the initiation of a task requires a user assignment, the pick list will be narrowed to the users who are members of the applied ownership group. This behavior will prevent users who are not part of the group to be assigned a task for the content. Opening the Workflow Tasks window and navigating to the content and making changes to it, will not modify the ownership group. The Workflow Filter now includes criteria for retrieving workflow items based on applied ownership group. This option is useful for locating workflow items when a user, project, or collection may contain content for multiple ownership groups. The Filter by Ownership Group option exists regardless of whether the Ownership Extension is activated in the system. The restriction of workflow users will only occur when the Ownership Extension is activated. • Collaborative Review When the Ownership Extension is activated, and the initiation of the Collaborative Review takes place, the Re- viewers and Editor lists will be narrowed to the users who are members of the applied ownership group. This will eliminate the possibility of assigning users who are not appropriate for the selected content. • Vasont Universal Integrator (VUI) When the Ownership Extension is activated, and you log into Vasont from the XML editor, the ownership group information will be applied to the VUI session. If you belong to a single ownership group, then the group will be automatically applied. If you belong to multiple ownership groups, then you will be presented with a window to select the ownership group for the current VUI session. For example, you launch the XML editor and choose Vasont → Open Navigator. If you belong to both the “blood pressure” group and the “fitness” group, you will be presented with the window to select the ownership group for the session. You will select the “blood pressure” group and continue through the VUI windows to get to the desired collection navigator. When the navigator opens, it will only contain primaries with ownership applied to the “blood pressure” group.

Saved Queries can be created and accessed from the VUI that will allow you to retrieve content for another ownership group. This content may be viewed, but you will not be able to modify it since you are not a member of the group. If you are a member of more than one ownership group and you log in under one ownership group, but query and retrieve content from another ownership group that you belong to, you can make updates to the content without changing the ownership that already exists.

Vasont Customizations and Task Automation The appearance and behavior of Vasont and its interaction with other processes and systems may be customized using several methods. Processing options, applied in the Vasont Administrator, initiate workflow, automate tasks, or perform a number of other operations related to managing content and producing output, such as automatically releasing the lock on content when it is loaded or approving content when a reviewer has completed a workflow step. Daemon programs and/or the application programming interface (API) also facilitate customization and the ability to transfer data among systems. End-users typically do not create these customizations. Contact your content management system administrator for more information on the customizations in your system. Also see Overview of the Vasont System to learn more about this subject.

Vasont Application Initialization (INI) File The Vasont Application Initialization File (Vasont Apps INI file) identifies the path and filenames associated with Vasont and Vasont Administrator. You may need to modify some sections of the initialization file to customize your environment. If you are customizing the Vasont Apps INI file, it is important to keep in mind the behavior of the file. The Vasont Application looks for the Vasont Apps INI file in the following order and directory structure: • When Vasont is first launched, Vasont looks for the Vasont Apps INI file in the %USERNAME%\Application \Data\PIT\Vasont directory. If the file is found, the application will launch using the settings found in the file. • The second place Vasont looks for the Vasont Apps INI file is in the user's home directory. If the file is found, the application will launch and use the settings found in the file. • If the Vasont Apps INI file is not in the Vasont directory or in the user's home directory, then Vasont will look for it in C:\Windows on the server and copies the file to the user's home directory to launch the application from there and use the settings found in the file. • If the Vasont Apps INI file does not exist in any of the three places listed above, the Vasont application fails to launch and displays a message stating the VasontApps.ini file is missing. When launching the Vasont Universal Integrator (VUI), the VUI searches for the Vasont Apps INI file in a different way. The VUI never looks at a user's home directory for the INI file. The VUI looks for the Vasont Apps INI file in the following order and directory structure: • When the VUI is first launched, the VUI looks for the Vasont Apps INI file in the %USERNAME%\Application \Data\PIT\Vasont directory. If the file is found, the application will launch. • If the Vasont Apps INI file does not exist in the Vasont directory, the VUI will look for the INI file in C:\Win- dows on the server and will launch the VUI from the server. If the Vasont Apps INI file is not found in either location, the VUI fails to launch and displays a message stating the VasontApps.ini file is missing.

It is recommended that an administrator create the Application Data\PIT\Vasont directory structure 2 containing the VasontApps.ini file to avoid issues when using the VUI.

The next sections have default values that may work for many installations. Modifications can be made as described. • [Multimedia]: This section indicates where multimedia files are created and stored. Vasont stores multimedia files in two ways. In some cases, a multimedia file is stored as a Binary Large Object (BLOB) within the database. In other cases, the file is stored on the file system as a specific type of multimedia file. In either case, the Helper Application used to open the file is determined by the operating system, using the extension of the filename. For example, 'graphic.wmf' is a bitmap file. The application used to open the file is the default application your file system associates with the specified file, perhaps Paint or PhotoShop. If the file is stored as a BLOB within Vasont, then TempName and TempPath are used to determine where to place the temporary file that is used when a BLOB is opened into a file. If multimedia files are in the file system, instead of stored as BLOBs, RootPath points to the proper root (or base) area where multimedia files are stored. Vasont stores the file name and a portion of the path following the root section. You may need to modify 'RootPath' if the location of your multimedia files is different than the default. • [SGML Editor]: Items in this section relate to the SGML/XML editor that is used, such as Arbortext Editor, XMetaL, or oXygen. Some components, such as DDEAppName and ExeFilename, relate to non-32 bit applications, such as oXygen Author/Editor. WindowClass is used to place the correct window on top when a composite extract is performed. These three values should not be changed without assistance from Vasont development personnel. ImportFile and ExportFile indicate the default path and file name used for files imported and exported within the Vasont update window. CompositePath and CompositeFile indicate the default filename and path used with composite extracts. • [Extract]: This section holds the default path where files extracted from Vasont are stored. It also includes the name for the log file. • [Import]: This section holds the default path where files imported into Vasont are stored. This is often the same path used for extract, since the same file may be exported and imported. It also includes the name for the error file. • [ReadDTD]: This section allows you to specify a filename and path where the catalog file is located. If your DTD contains declarations for public entities, a catalog file must be specified. If it is not specified, the Read DTD utility may not function properly. • [Image Selector]: This section specifies the collection, extract view, and filter that is used to enable the Image Picker in the XML editor. • [Compare Config]: This section holds the path to the programs used for XML Compare feature. • [Collaborative Review]: This section defines an alternate location for your reviewing application. If your PC has the application installed in a different location than defined in the Vasont Administrator, then this setting allows you to override the default. Sample Vasont Apps INI File Vasont Initialization File

[DBMS_PROFILES] CURRENT=DS4 (Unicode) PROFILES='DS4 (non-Unicode)','DS4 (Unicode)'

[Profile DS4 (non-Unicode)] DBMS=O90 Oracle 9i ServerName=VasontDev Database=

UserID=&userid DatabasePassword=&password LogID=&userid LogPassword=&password Lock= DbParm=Async=1,Timestamp=0 AutoCommit=0 Role= RolePassword=

[Profile DS4 (Unicode)] DBMS=O90 Oracle 9i ServerName=VasontDevU Database= UserID=&userid DatabasePassword=&password LogID=&userid LogPassword=&password Lock= DbParm=Async=1,Timestamp=0 AutoCommit=0 Role= RolePassword=

[Multimedia] TempName=mmedia TempPath=C:\Vasont\Temp\ RootPath=C:\Vasont\

[S4] CatalogPath=C:\Vasont\S4\catalog.cat InstanceFile=C:\Vasont\S4\s4export.sgm ParseErrors=C:\Vasont\S4\parserrs.txt DeclarePath=C:\Vasont\S4\s4decl.dec EditorPath=C:\Vasont\Editor\

[SGML Editor] WindowClass=none ImportFile=C:\Vasont\Editor\export.xml ExportFile=C:\Vasont\Editor\export.xml CompositePath=C:\Vasont\Extract\ CompositeFile=compdisp.xml

[Extract] ExtractPath=C:\Vasont\Extract\ Logfile=extract.log

[Import] rem SuccessDir=C:\Vasont\Imported\ rem FailureDir=C:\Vasont\Failed\ LoadError=C:\Vasont\Loaderrs.txt LoadPath=C:\Vasont\Extract\ ServerLoadDebug=no ServerCloneDebug=no

[ReadDTD] CatalogPath=

[ImageSelector] ImageCollectionID=12345

ImageExtractID=13522 UseDragDrop=no DefaultFilterName=Blood Pressure and keyword

[Compare Config] JarPath=c:\deltaxml\command.jar PipeLine=oxy EditorPath:c:\Program Files (x86)\Oxygen XML Author 15\oxygenAuthor15.0.exe

[Collaborative Review] ReviewApplication="C:\Program Files (x86)\Oxygen XML Author 152\oxygenAuthor15.2.exe"

Refreshing the Setup When changes are made to a collection's rules of structure using the Vasont Administrator, all open applications must be made aware of the new rules. Refreshing the setup is different from refreshing primaries and components to accurately display checkout status icons and reflect recent changes checked in by other authors. For more information on refreshing the display, see Refreshing the Navigator View. 1. Choose Tools → Refresh Setup. 2. If any collection navigators, or other Vasont windows are open, a pop-up window displays asking if you would like to save your current workspace. For more information, see My Workspaces. Clicking Yes allows you to give the saved workspace a name. Clicking No continues to refresh the setup without saving the workspace. 3. When the process is complete a pop-up window will display. 4. Click OK.

Edits, additions and other changes to components in collections affected by the new rules are immediately subject to the new rules. For example, say for an Article an Author component is optional. A 2 setting is changed so an Article requires at least one Author. New Articles are then analyzed against the new rule, causing new Articles without an Author to show an incomplete status. On the other hand, any existing components in the affected collection(s) must be analyzed against the new rules before they reflect an updated status. For more information on analyzing incomplete components, see Analyzing Incomplete Components.

Vasont allows you to load tagged content, such as XML or SGML content that meets the rules of structure defined in the project setup. Depending on the setup, multimedia files may be loaded along with the textual components from which they are referenced. Unstructured documents or standalone multimedia files are imported and exported individually. For more information, see Editing a Multimedia Component. You may have to select from several load views. For example, you may have a legacy load that prepares content for storage in the CMS for the first time and you may have another load for typical editorial purposes. Content may be loaded at the primary level in a collection or loaded at a sub-component level. Many loads can be initiated at the same time via batch loading methods. If you are having trouble loading files, see Troubleshooting Loading Files. • If you have already extracted content from Vasont, you simply author the new content and revise existing through the helper application and then load the file back into Vasont using a composite load. The matching criteria should already be present as a result of the extraction. For more information on extracting files, see Ex- tracting Primaries. • Depending on the setup, you may need to check files in and out manually after loads and extracts. For more information, see Accessing and Locking Content. The following sections describe: • Loading legacy content • Loading primaries • Loading a file that was previously extracted • Loading files in batch • Loading a new lower-level component • Troubleshooting load errors • Matching criteria and client keys • Loading Content Asynchronously

Loading Legacy Content When you initially load content into Vasont, you typically import the content at the primary level, which is the highest component level within a collection. Sometimes, legacy content may be converted or manipulated when loaded for the first time. In this case, you may have a legacy load view that is only used the first time content is imported into the system. You can load files on demand or in batch mode. See Loading Primaries and Loading Multiple Files.

Loading Primaries You can load a single file as a primary, or you can select multiple files to load as primaries. When new primaries are added in a collection, they are sequenced according to any rules or processing options that have been applied in the setup.

For more automated loading of files, you can load primaries in batch mode, which allows you to queue files for loading. See Loading Multiple Files. 1. From the menu, select Tools → Primary Load. 2. In the Collection Explorer window, select a collection and click OK. If the Collection Explorer window does not display, only one collection is available or a working collection has been set. 3. If multiple load views are available, the Load View Selection window will appear. Pick the appropriate view and click OK. 4. In the Load File Selection window, navigate to the folder containing the SGML or XML file(s) to be loaded. The collection's rules specify a file extension for files to be loaded, usually .xml or .sgm. The Load File Selec- tion window lists only files that carry the extension specified for the collection into which files are being loaded. If no files display in the window, then no files match the extension specified for the collection. 5. Select the file(s) to be loaded and click Open to begin the load process. 6. View the progress of the load in the Load Processing Status window.

For more information on load errors, see Troubleshooting Loading Files. 7. If the primary component is new to the collection, you must position it in the collection. • In the Sequence Selector window, select the component that should precede or follow the component. • Set placement at Before or After. • Click OK and then click Yes to confirm the placement. • If there are no components in the collection beginning with the same letter as the one being loaded, it must be assigned an Alpha Tag. Choose one of two alpha tags displayed, or choose Other and specify the letter that falls between the two that are displayed. (See Assigning Alpha Tags). • Click OK and then Close.

Your system may be configured to alphabetically sequence the components in the collection, or to add new components at the end of the current list of components. If so, you will not be promp- 2 ted for placement during the load process.

Loading a Previously Extracted File 1. In the Vasont Navigator, right-click the component into which you want to load the data and select Load. If Load does not appear in the menu:

• The component has not been configured for sub-component loading. • There is no Load View available. If Load appears in the menu, but is disabled: • The component or a sub-component may be checked out by another user. • The component may have ownership applied. • The user does not have load permissions for the collection. 2. In the Load File Selection window, navigate to the folder containing the SGML or XML file(s) to be loaded. The collection's rules specify a file extension for files to load, usually .xml or .sgm. The Load File Selection window lists only files that carry the extension specified for the collection into which files are being loaded. If no files display in the window, then no files match the extension specified for the collection. 3. Select the file(s) to load and click Open to begin the load process. 4. View the progress of the load in the Load Processing Status window. For more information on load errors, see Logs and Troubleshooting Loading Files. 5. Click Close to dismiss the Load Processing Status window.

Depending on the setup, files may or may not automatically be checked in and out when loading and extracting content. You may need to check files in and out manually after loads and extracts. 2 For more information, see Accessing and Locking Content.

Loading Multiple Files You may need to load several files without waiting for each individual file to finish loading before beginning the next load. Vasont offers several ways to load multiple files. • Load multiple primaries on demand using the Tools → Primary Load menu choice. See Loading Primaries. When you get to the File Open Dialog select multiple files rather than one by using the Ctrl key or the Shift key in conjunction with your left mouse button. • Load multiple components using the Batch Load Queue, which allows you to select the files you want to load into the system. They are placed into a queue, along with files other users have selected to load. Sending items to the batch queue does not tie up your Vasont session while the load completes. See Batch Load Queue. • The Composite Utility Load allows you to load multiple files at a level lower than a primary. If using this method, the files being loaded must have already been extracted. The Composite Utility Load is activated by use of a processing option and must be configured in the Vasont Administrator. For more information, see the Vasont Processing Options Guide. Batch Load Queue Components are initially setup for batch load processing from the Vasont Navigator. The batch Load Queue allows you to select the files you want to load into the system. They are placed into a queue, along with files other users have selected to load. Sending items to the batch queue does not tie up your Vasont session while the load completes. The source files that were loaded into the database remain unchanged in their original directory. If desired, files can be moved to success and failure directories specified under SuccessDir and FailureDir fields of the [Import] segment of the Vasont initialization (INI) file. For more information, see Vasont Application Initialization (INI) File. By default, these fields are commented out and inactive (no files of either type are moved).

Adding Files to the Batch Load Queue 1. To set up a component for batch load processing, right-click the component and select Actions → Batch Load from the menu. The Load View Selection window displays if more than one load view is available. The Batch Load option on the Actions menu will only be available if the component has at least one Load View associated with it. 2. Select the load view desired and click OK. 3. At the Load File Selection window, choose the file to load and click Open. If the process is successful, a message box displays. 4. Select Batch Extract/Load Queue from the Tools menu. The Batch Load Queue window may display components that were added previously or by a different user.

If all the data under a particular column is not visible, use the scroll bar or drag the column separator to the right or left. The order of the components can be re-sorted using drag and drop. Right-click a component and select either Open Navigator, Change Filename, or Remove from Queue from the pop-up menu.

Selecting Change Filename provides the capability to select a different file to load into the com- 2 ponent. If the name of the file is changed on your local PC (in your C:/Vasont/extract folder) after the component is added to the queue, then the Change Filename option must be used to modify the filename prior to clicking the Load button. In the Select File window, select the new or renamed file and click Open. The Batch Load Queue window is refreshed, and the new filename appears under the File Name column.

Choosing a Batch Load Queue Process 1. In the Batch Load Queue window, select a component or components and click Load. The window contains three options:

• Select Now and click OK to start the load process on the current machine. A window confirms the initiation of the load. Click OK to continue.

The Load Processing Status window indicates a successful load. Click Close. The Batch Load Queue window no longer contains the component that was just loaded. • Select In Background and click OK to allow asynchronous processing on the current machine. When multiple components are selected for load, this option acts as a time saver. You can continue to work while the load is running. A window notifies you of load initiation. Click OK to continue. After the load has completed, the Load Processing Status window indicates a successful load. • Select Remotely and click OK to perform the load on a remote machine that has been set up specifically for remote processing. If more than one remote machine is available, select from the Choose a Remote machine for processing batch extracts and loads window and click OK. The Batch Load Queue window indicates load initiation and the specified directory. Click OK. 2. Also included under the View Options box is the Include in process items check box. This can be used to verify the status of a component, which is shown on the right side of the window under the Status column. If an item is in process it is shown in bold. Any items which show a Status of Extract or Load are either currently being extracted or loaded, or the process failed. This feature allows you to determine which items did not process completely and re-process them.

3. If a background process fails it is re-queued for load and also inserts error or warning messages into the queued item. As soon as the error occurs, the load item is no longer in process (status set back to Queue) and the Message column appears. If the Message column is set to “Yes”, right-click on the item and choose the View Message menu option. This will display the warnings and error messages that occurred during the attempt to load the item. Working with Batch Queue Groups The Stored Queue Items area on the Batch Queue window contains two buttons, Open Group and Save Group. Open Group is used to open/view saved groups and Save Group is used to create/save groups. Open Group is available only if Groups have already been saved for the particular queue selected. This button can be used to rename a group by right-clicking on a Group Name in the Batch Queue Groups window that displays. 1. Click Save Group and the Group Name window appears.

2. Enter a Group Name and click OK and the selected rows are saved as a group. (Groups are either extract groups or load groups. You cannot mix and match extracts and loads in a single group.) 3. A pop-up message confirms the save. Click OK to continue processing.

The Batch Queue Groups - Load Queue window appears.

4. Select a group and click Restore to Queue to restore those queue items saved in the Group back to the load queue. (Detailed data for the highlighted Group Name is listed under the Saved Queue items section of the window.) There are two possible pop-up messages when restoring items to the queue: • A message indicating that all saved Queue items for the selected group were restored successfully to the load queue. • A message indicating that some saved queue items already exist in the queue. Group items that already exist in the queue are not added a second time. Those that do not exist in the queue are restored successfully to the load queue. 5. Click Delete Group on the Batch Queue Groups window to remove the highlighted Group Name from the saved queue. (The detailed data for the selected group is also removed.) A warning message is given when a Group is selected for deletion. Click OK to continue with the delete action. 6. Click Close to dismiss the Batch Queue Groups window and return to the main Batch Load Queue window. 7. Click Refresh on the Batch Load Queue window to update and re-display the data. All of the original components plus those recently loaded are shown.

Loading a New Lower-Level Component If you want to load content into Vasont that is not a primary, you should create a new component as a placeholder, such as a chapter or a section and then extract that component. In the external editor, write the new content and then load it back into Vasont using the Composite Load. See Loading a Previously Extracted File. For more information, see Adding a New Text Component and Revising Content in an External Editor.

Loading a Referenced Content File This Vasont feature allows you to easily load a referenced file that you may have previously extracted from a pointer component. It may be used for referenced textual content (i.e., topics, sections, etc), as well as referenced multimedia components (i.e., graphics, spreadsheets, pdfs). Using this capability eliminates the need to navigate to the location of the referenced content before you can load it to the system. 1. In the Vasont Navigator, right-click the pointer component for which you want to load the data and select Load Pointee. If Load Pointee does not appear in the menu:

• The component does not have a load view available. • You do not have load privileges for the referenced collection. 2. In the Load File Selection window, navigate to the folder containing the SGML or XML file(s) to be loaded. The collection's rules specify a file extension for files to be loaded, usually .xml or .sgm. The Load File Selec- tion window lists only files that carry the extension specified for the collection into which files are being loaded. If no files display in the window, then no files match the extension specified for the collection. 3. Select the file(s) to be loaded and click Open to begin the load process. 4. View the progress of the load in the Load Processing Status window. For more information on load errors, see Logs and Troubleshooting Loading Files. 5. Click Close to dismiss the Load Processing Status window.

Loading Content Asynchronously An option available in Vasont is asynchronous processing. Asynchronous processing means part of a long process is sent off to the Oracle server while the Vasont application on your desktop is allowed to proceed. If your Vasont administrator has setup asynchronous processing for loads then Vasont will behave differently during a load. Asynchronous loads require no different action on your part to initiate. When the Load Processing Status window appears, you will notice a different set of messages that pertain to initiating the load on the server rather than completing the load on your machine. The messages display quickly so you can get back to work. When this window indicates that the process is complete it means that the server can now proceed with the job. It does not mean that the server has completed loading the file.

When the progress bar completes this indicates that the load has been initiated on the server. At this point you may click Close and continue to work in Vasont while the load you initiated is processed on the server. You may even close Vasont and the load will continue running on the server.

As the load progresses on the server you will be able to monitor its progress from the Server Processes window.

The Server Processes window automatically pops up at the bottom of the Vasont screen when you have processes running. It also appears when you log into Vasont and there are processes that you initiated that are complete. When a process is running, you may press the Cancel button to stop it.

Once the process is complete, click Clear to acknowledge the completion and remove it from the list of your processes. When there are no processes in the list the Server Processes window will automatically hide itself. You may also manually hide or show the Server Processes window by clicking the Process button on the toolbar.

Troubleshooting Loading Files

The Load Processing Status window reports progress during a load process and when the process completes. If the load is unsuccessful, the Load Processing Status window provides access to a log to help you troubleshoot why the load failed.

• Successfully loaded files are listed in the Files Loaded box. • Files that contain SGML/XML errors, or do not conform to the collection's rules of structure are listed in the Load Errors box. • Click View Load Log to display the file containing the load error message(s.) This is a cumulative file, so scroll to the end of the file and look for the proper date/time/file identifier. If more than one file has errors, there is a line for each. If you want to delete the content of this log, clear its content and resave the file in the same location. Even if the load completes successfully, you should view the log to make sure the content loaded properly. All errors must be corrected prior to re-loading the file. Furthermore, even though a file loads with no errors, you may want to verify the content has loaded properly by scanning the changes in the Navigator. Content may load but attributes not defined in the setup could be dropped on import or components may load but, according to the setup, the content is invalid. To validate content, see Analyzing Incomplete Components.

Loading Large Files — If you need to load very large files, asynchronous server-side processing 2 may speed the load process, see Loading Content Asynchronously. Alternatively, you may want to chunk your original files and load content at a lower level. For example, to load an Appendix within a Book collection, you will need to create the Appendix placeholder in Vasont and then associate the newly created id with an attribute on the appendix element in the structured file. For more information on strategies to load large files, contact Vasont Systems for technical support.

Loading Modular Content and Images

If your system is designed with a modular content configuration, the load view may or may not update the modules contained in the extracted file you are working with. It is important that you are aware of what modules will be updated as you perform your editorial tasks so that you do not spend time making edits that will be discarded when you load your file back to Vasont. Check with your Vasont administrator to verify the load procedures in your system.

It is common to load images and modules (e.g. sections, chapters, terms) along with the base content. In order to do this, the load view for the collection contains specific instructions to load and update the lower level modules.

If a new image is added during the editorial process, the image file must be placed into the extract folder. It is important not to link to the image file in a location other than the extract folder while 2 editing in an application. This may cause the XML file to contain a path to the image file that will be incorrect in future extracts of the content. If an image is added to the content during the editorial process, and the image already exists in Vas- ont, be sure to follow the company procedures for authoring reuse so that when the content is loaded to Vasont, the reused image is linked to, rather than creating another instance of the image or altering the existing image.

Sometimes, a configuration purposely excludes the loading of lower level modules because the modular content requires specific permissions for updating. For example, content that contains legal statements may only be updated by users who have such knowledge.

Loading Changed Modular Content In an effort to increase performance and load speed, your editorial tool and load processes may be configured to monitor changes to modular content. This process is invisible to you as you extract content, perform your editorial tasks, and reload the updated content. Check with your Vasont system administrator to determine if your system is configured for this behavior. The first step in this process is to place a baseline setting in a change monitoring attribute on the referenced module during the extract process. For example, a Concept primary component will have its status attribute set to “unchanged” in the extracted XML file. The second step happens in your editorial tool as you update the data. If a component is altered, the editorial tool will look for the component's ancestor with the specified attribute, and change the value to indicate that a change has occurred. For example, the Concept's status attribute will be switched from “unchanged” to “changed” if a Para- graph component is added or altered. The final step occurs when the content is loaded into Vasont. When a referenced module is encountered during the load process, the change monitoring attribute will be evaluated for a value that indicates a change has occurred within the module. If no change has occurred, meaning that the attribute still has the baseline value, then the module will not be reloaded, and the process will move on to the next chunk of content. If a change has occurred, then the modular content will be load into Vasont. For example, if the Concept has status="unchanged", the Concept file will not be loaded. If the Concept has status="changed", then the Concept will be loaded.

Matching Criteria and Client Keys In order to successfully move content in and out of the system, Vasont provides several means to match incoming content to existing content in the system. Frequently, the match criteria is based on the client key found in the Up- date window and the client key is used to populate some sort of ID attribute on each component. The client key is populated when you initially load content and it is typically not necessary for you to add or edit the value; however, you may need to reference it when creating links or cross-references or otherwise pointing to another component. If the component is a Pointer (reference to another component), the client key holds the ID attribute value of the component it references. Because links and cross-references are usually based on an ID attribute, you may need to refer to the ID attribute and/or client key when creating links or cross-references. Link and cross-reference handling vary, depending on your setup and editorial tool.

Often the client key value is used to name the file that is extracted from the system. Therefore, the characters that are placed into the client key field must be compliant for Windows filenames. When creating IDs in the editorial tool, or assigning and editing client keys in Vasont avoid using the following characters: \ / : * ? " < > | . Match criteria is defined in the Vasont Administrator. For more information on the matching criteria used in your setup and link or cross-reference handling, contact your CMS administrator.

Deleting Files After Loading The XML and image files will remain in the user's extract folder after they have been loaded to Vasont. It is the responsibility of the user to clean their extract folder as needed. There may be times when it is useful to keep the extracted content, such as, a backup until verification that everything loaded as expected, or to have images available for adding to another document.

A content management system can store large volumes of content. In order to view and edit the content, you need to locate it effectively. This chapter describes the various ways of gathering or finding the content that you need. Typically, content is accessed, viewed and manipulated from a navigator. Each time you open a navigator, you are prompted to select a collection and then you may narrow or limit the content in your view using a query. Once the query narrows your view, you can either browse the content in the navigator or find specific instances of content using additional queries. The queries for a Vasont Navigator can even be used to locate content that is or is not referenced from other locations and content that was used in previous or retired versions. Vasont also offers a facility through which you can search for content across collection boundaries. When performing a cross-collection search, you are prompted to select the collections to search and then specify query criteria for the content desired. Unlike the navigator, the cross-collection search provides a list of content “pieces” rather than a tree-like view of the content. The resulting list can be used to launch a navigator and show the content in the context of the document in which it is used. Vasont offers several ways to repeatedly retrieve the same or similar sets of content. If your work is isolated to a single collection, even if it is a short term need, the collection selection process can be bypassed by setting a working collection. Since queries play such a crucial role in locating content, Vasont will automatically keep track of the queries you have recently used. Queries can be saved for future and shared with other users across workgroups. If you find that you consistently use the same query to locate content, you can even save that query and mark it as your default query. If you have a need to remember frequently-visited locations or components in the system, shortcuts can be created for those locations. You may personally bookmark frequently accessed content so that you can find it quickly and easily the next time you need to locate it. Windows shortcuts (e.g., Desktop shortcuts) can also be created to automatically start Vasont and open a Vasont Navigator for designated content or components.

Typical “search and replace” operations can be handled differently, and in some cases much more 2 effectively, if the system has been configured for global and/or modular change management. See Managing Global Changes and Managing Changes to Referenced Content. If the project is not set up for global/modular change management, but you know content is used in multiple locations, with proper permission, you can go directly to the raw material to find and update multiple instances at once. See Working with Raw Material.

This section describes: • Retrieving content for a Collection • Searching for content in a Collection • Refining a Collection's Vasont Navigator • Searching for content in multiple Collections • Locating content based on modular reuse, and components based on raw component translation • Opening modular content • Working with the query page • Bookmarking frequently visited content • Creating shortcuts to components in Vasont

Retrieving Content for a Collection Content is typically accessed, viewed and manipulated from a navigator. A navigator represents the content in a tree- like view that not only represents the order of the content pieces (components), but also the hierarchy (parent and child relationships) of the components. Thus, a navigator provides context for each component that comprises the document. In general, the process of opening a navigator entails selecting a collection and then using a query to populate the navigator tree. The following sections describe these processes in more detail. Generally, other functions in Vasont that deal with collection content, such as the options available on the Utilities and Reports menus, follow a similar process. The instructions that follow apply to these other functions as well, even though a navigator is used for illustration purposes. Selecting a Collection Every time a navigator is opened (or certain other functions are performed, like running a report), a collection must be selected. 1. Click Nav on the toolbar (or select a report from the Reports menu, etc.). 2. The Collection Explorer window will appear. The collections can be viewed in a Tree or a List, depending on the selected radio button .

In the List view, you can sort columns by clicking on the column headings and you can also right-click a collection name to view a description for the collection (if it has been defined in Vasont Administrator). If you want to open navigators for multiple collections, you can select as many as needed. Hold down the Shift key while clicking to pick a range of collections. Hold down the Ctrl key while clicking to pick individual collections one by one. As an option, you may select the Set as Working Collection check box at the bottom of the window to set the selected collection as the Working Collection. If this option is selected, you will automatically bypass the Col- lection Explorer window and go directly to the collection in which you typically work. You can change the “working collection” at any time from anywhere in the application. For more information, see Setting a Work- ing Collection. 3. Select the collection and click OK. The Query Page will automatically appear. You have multiple options here, including Retrieve All, use a Simple Query to further limit the collections to be opened, use a Recent or Saved query that was previously created, or build your own query. Choose the

method that best suits your needs, and click Retrieve. For further information on these options, see the section on Using the Query Page to Retrieve Collection Content Setting a Working Collection If you are working exclusively with a single collection over an extended period of time, it is worthwhile to set that collection as the Working Collection. When a working collection is set, the Collection Explorer is bypassed when opening a navigator (or running a report, etc.) and the working collection will automatically be selected. A working collection is set personally for your user account and the setting remains intact over different login sessions. A working collection can be set at any time from the Collection Explorer, regardless of whether the Collection Ex- plorer was automatically launched from another function (such as opening a navigator) or explicitly launched from the Vasont menu, as described in this section.

Setting a default collection is different from setting a working collection. When you set a default collection, the Collection Explorer still displays when you open a new navigator. The default collection 2 is highlighted, but you may select an alternative collection. For more information, see Setting a De- fault Collection.

To set a Working Collection: 1. From the Vasont menu, choose Tools → Set Working Collection. The Collection Explorer – Set Working Collection window displays. The Set as Working Collection box is automatically checked:

2. Select the collection and click OK. Once a working collection has been defined, you may need to change your working collection or clear it completely (enabling the Collection Explorer for the Vasont Navigator or other functions). Changing or Clearing a Working Collection: 1. From the Vasont menu, choose Tools → Set Working Collection. The Collection Explorer – Set Working Collection window displays. The Set as Working Collection box is automatically checked and your current working collection is automatically selected. 2. To set a different working collection: Select the collection to be set as your new working collection and click OK. To clear your working collection (and enable the Collection Explorer): Click Clear. Using the Query Page to Retrieve Collection Content A collection in the content management system may have hundreds of Primary components. Using a query helps narrow the search so you can locate content more quickly. Thus, Vasont’s default behavior automatically shows a

Query Page after a collection is selected. If you already have a collection open and want to retrieve different content, click Retrieve on the toolbar to show the Query Page and run another query. This Query Page contains multiple options for retrieving content, such as: • retrieve all of the content in the collection • retrieve using a Simple Query to limit the content with some basic criteria • retrieve using Advanced Mode queries which are built to broaden the basic criteria • retrieve using previously created queries • save new or recently created queries • retrieve previous versions of content • set/select a specific retrieve query as your default query. These options are all discussed here, within this section, but for more detailed information, see the section on Work- ing with the Query Page. After you have entered the desired search criteria, click Retrieve and Vasont automatically closes the Query Page, query the content in the database based on the criteria you entered, and then show a list of the Primary components that contain the components matching your criteria. Through Vasont Administrator, you can override the Query Page opening as default behavior, if it is determined that a collection will only have a few Primary components, or if you are running a report, etc. However, if the Query Page is bypassed when opening a Vasont Navigator (running a report, etc.), you can still narrow the list using a query. Click Retrieve on the toolbar to show the Query Page and run a query. For further information on overriding the default behavior, consult your Vasont systems administrator. By default, the Query Page uses the Simple Query, unless you have designated a Saved Query as your default. You are not required to use the default query to populate the Vasont Navigator (or other processing window). Further information outlining the nature of the default Simple Query and alternatives for populating your list of Primary components can be found in the section My Queries. Another factor that can affect whether the Simple Query is used as the default query is whether your user profile indicates Always open Query Page in Advanced Mode. If you have set this preference in your user profile (see Setting Default Retrieve Properties), your default query will be Retrieve All. Again, you are not required to use the default Retrieve All query. Retrieving All Content in the Collection At times, you may know that a given collection only contains a few Primary components and would rather browse (or search) the collection's Navigator to find content. The Vasont Query Page contains a built in Retrieve All Query that you can use to populate a Vasont Navigator (or generate a report, etc.) listing all of the Primary components in the collection. 1. If a Query Page is not open, click Retrieve on the toolbar. 2. Then, select Retrieve All. 3. Click Retrieve at the bottom of the window.

Or, as a short-cut option, you can simply double-click on Retrieve All, and the query will be run 2 immediately.

Vasont will then automatically close the Query Page, query the content in the database and then open all of the Pri- mary components in the collection. For further information, see the section on Retrieve All.

Retrieving Using the Simple Query Vasont offers a mechanism to retrieve content using a system-generated, context sensitive query using the most common (and flexible) query criteria. This mechanism is called the Simple Query. The criteria can vary depending on the availability of certain Oracle Database features and any "overrides" established in your user profile. 1. If a Query Page is not open, click Retrieve on the toolbar. Assuming you have not set your user profile to Always open Query Page in Advanced Mode and have not set a default Saved Query for the collection, the Query Page will automatically open with the Simple Query selected. 2. Fill in the blank with the desired criteria values (with appropriate wildcards or double quotes for phrases) that you expect in one (or more) of the components that comprise the document. 3. Click Retrieve at the bottom of the window. Vasont will then automatically close the Query Page, query the content in the database and then open all of the Pri- mary components containing components matching your criteria. For further information, see the section on Simple Query. If the results provided by the Simple Query are too broad, you may want to consider using an existing Saved Query (see Retrieving Using a Recent or Saved Query) or try building your own, more selective query (see Building a Re- trieve Query). Retrieving Using a Recent or Saved Query In addition to the Simple Query and Retrieve All queries, Vasont also provides mechanisms to remember the queries that have been recently used (Recent queries) and Saved queries that have been built using the advanced Query Builder (see Building a Retrieve Query) or shared by other users. Recent and Saved queries, if they suit your needs, can readily be used to retrieve a list of collection Primary components. • Recent Queries: Vasont automatically maintains a list of the most recent eight (8) queries that you have run, in order by use, and specific to your login. Additionally, the Recent queries list is specific to the collection you are working on. In other words, each collection maintains its own list of Recent queries. 1. If a Query Page is not open, click Retrieve on the toolbar. 2. Select the Recent query appropriate for your needs. To view the full "name" of a query, simply position the mouse over the desired query entry in the list. 3. Click Retrieve at the bottom of the window. • Saved Queries: Vasont offers the capability of storing Saved queries in a list. The list may contain queries that have been built using the advanced Query Builder, as well as any other queries that other Vasont users have built, saved and shared. There is no limit to the number of Saved queries that can appear in your list and they are presented in Query Name order. 1. If a Query Page is not open, click Retrieve on the toolbar. 2. Select the Saved query appropriate for your needs. To view the full "name" of a query, simply position the mouse over the desired query entry in the list. 3. Click Retrieve at the bottom of the window. Saved queries can be shared, deleted, and set as the default query. For further information, see the section on Managing Saved Queries.

Vasont will then automatically close the Query Page, query the content in the database and then open all of the Pri- mary components containing components matching your criteria. For further information on Recent or Saved queries, see the section on My Queries. When retrieving content for a collection, the Recent or Saved query entry in the list will reflect the number of Pri- mary components that were returned (populated in the Vasont Navigator) the last time the query was used. Keep in mind that this count reflects the number of Primary components based on the specified criteria values. If the values are changed after selecting a Recent or Saved query, and the query is then run with the new values, a new Recent or Saved query entry will be added to the list, reflecting the new count (based on the adjusted values). This count is included to give you an idea of how much content will be returned by the query (and how long the query will take). For further information on altering and implementing a Recent or Saved Query, see the section on Selecting, Alter- ing and Running a Recent or Saved Query. Building a Retrieve Query When a Simple Query is not sufficient to meet your needs, you may want to “build” a query using more selective (specific) criteria. New queries can be built and saved from the advanced mode on the Query Page (accessed by clicking the Show Advanced button). If, at any time, you determine that you prefer the advanced Query Page mode, you can update your user profile to Always open Query Page in Advanced Mode. See Setting Default Retrieve Properties. It is important to note, that when working in the Query Page advanced mode, you still have the opportunity to select the Simple Query, the Retrieve All query, a Recent or a Saved query. In advanced mode, however, selected queries can be extended to include additional criteria and delete criteria, as well as, alter the criteria values. You will note additional lists and a button that comprise the Query Builder: • Components list • Properties list • Operators list • Add to Query button These lists and the button are used to create query criteria and, ultimately, build a new query that can be used to retrieve content for the collection. For a detailed explanation of the Components, Properties and Operators lists, and how they interact, as well as many other options for manipulating the query criteria, including the ability to delete, reorder, and clear all criteria, see the section Advanced Mode. 1. If a Query Page is not already open, click Retrieve on the toolbar. 2. To build your query, step through the three lists and "add to the query" criteria, as necessary, to obtain the results that you need. 3. Click Retrieve at the bottom of the window. Vasont will automatically close the Query Page, query the content in the database based on the criteria (and values) you entered and then open all of the Primary components that contain components matching your criteria. Remember that any queries you run will automatically be placed in your Recent queries list. If the query you built did not return the expected results, it is a very simple process to select the query you just ran and adjust the criteria. Saving a Retrieve Query Vasont offers the capability to save a query for future use. This query can be either a Recent query, or one that you have just built or even altered from another user. 1. If a Query Page is not open, click Retrieve on the toolbar. 2. Select the query appropriate for your needs. To view the full "name" of a query, simply position the mouse over the desired query entry in the list. 3. Click Show Advanced, and then click Save at the bottom of the window.

4. You will be given the opportunity to enter a name for this query, and a description, if you so choose. Other options include marking this query as Share with Other Users, or designating this query as Use as Default Query when opening the collection. To complete the process, click Save. For further information, see Saving a Query. Your Saved queries can be deleted by right-clicking the mouse on the query in the Saved queries list, then selecting Delete Saved Query. Also, the properties set at the time of save can be adjusted. See Managing Saved Queries. Retired or Older Content Versions You may find that you need to retrieve content that is from a retired or older version. This content is not shown directly in the Vasont Navigator, but there is a mechanism in which you can determine where historical content was used, and it's version history. 1. If a Query Page is not open, click Retrieve on the toolbar. 2. Build your query, as outlined in Building a Retrieve Query. 3. Select Query based on Version History in the drop-down setting at the bottom of the Query Page (must be in the "advanced" mode). 4. Click Retrieve at the bottom of the window. For further information, see Locating Retired or Older Versions of Content. Vasont will automatically close the Query Page, query the version history in the database based on the criteria (values) that you entered, and then open the Primary components containing components matching your criteria. The Vasont Navigator will reflect the current content in this case, but you can access the Versions information bar in the Navigator to examine the version history. See Version History List and The Vasont Navigator. Setting a Default Retrieve Query You may find that you frequently use one of your Saved queries. If so, you can define this as your default query when opening the Query Page. You will, however, still have the option to alter the criteria values before selecting Retrieve. A default query is set for your login only and is collection specific. In other words, a default query that you specify will only appear when you access the collection. Each collection can therefore have a different default query. The same set of queries is used whether retrieving content or searching within content. Therefore, the same default query would apply to both retrieve and search. 1. To set a new default query, open the Query Page (click Retrieve on the toolbar). 2. Right-click the mouse on the query that you want, and select Use as Default Query. A checkmark designates that this query has been set as the default query. This option works as a toggle. To clear your default query, select Use as Default Query again so that the checkmark is no longer present. For further information, see the section on Setting a Default Query.

Searching for Content in a Collection After the content for a collection has been retrieved into a Vasont Navigator, you will likely want to search within that Navigator to find specific instances of content. In a Vasont Navigator, the Quick Search or a Query Page can be used to search through the components that exist in the Navigator tree. A search is based on the content currently shown in the Vasont Navigator. In other words, the search "scope" is limited to the content that was identified during the retrieval (Navigator population) process.

Using the Quick Search As the name implies, Quick Search is a feature that is very accessible for users, both visually and conceptually. It is found in the lower left corner of a collection navigator and allows you to search for text strings in the collection's components. The search is case insensitive, meaning that content with the same string of characters, regardless of the case of each character is considered a match.

The up and down arrows define the direction of the search, based on the currently highlighted component. When the bottom or top of the navigator is encountered during the search, the search will loop around to the top or bottom (depending on the direction in use) to continue the search. Clicking one of the arrow buttons (or Enter key) will navigate and select a component that contains a string match. You can examine the content closer and perform any activity needed or click the arrow button (or Enter key) again to find the next match. Checking the Include Pointees and/or Include Documents boxes allows you to search for a text string in the collection's components and multimedia documents, as well as a referenced component or referenced multimedia document. There are four modes of operation for the Quick Search: • Traditional Quick Search: Searches all content within the current navigator window for case insensitive matches in both text components and multimedia descriptions. • Include Pointees Search: Same as traditional quick search, but also searches through the first top-level component pointed to by pointer components in the current collection navigator window. The search includes text content and multimedia descriptions. The pointee component is searched — but not the descendant components of the pointees. • Include Documents Search: Same as traditional quick search, but also searches through text within the documents that are contained in the multimedia components, within the current navigator window. • Include Pointees and Include Documents Search: Searches all text components, multimedia descriptions and documents in the current navigator window, as well as text components, multimedia descriptions, and text within multimedia documents, that are pointed to by pointer components in the current navigator window. Use of Include Pointees and Include Documents can enhance your search, but may also extend the time spent on searching. The actual time that it takes to perform the search depends on the content of the documents, the number of pointer and multimedia components, or the content to which they point. To perform a Quick Search, see the following instructions. 1. Select the component where you want to begin the search. 2. Fill in the blank, within the Quick Search menu, with the desired criteria that you expect in one (or more) of the components that comprise the document. 3. Select Include Pointees and/or Include Documents if necessary. 4. Click on either the up or down arrow, to execute the search, depending on the direction that is needed. Searching in the Preview Pane Simple text searches within a topic or a map can be performed by using the Preview pane's search option. This search is particularly useful when you need to see the context of the search hits, or when you need to search a map or manual for occurrence within the referenced content. Examples:

• In the screen shot below a search for the word “cuff” within a topic to determine if the sentences need to be updated to support the product's new automated inflation feature. Item #1 does not need to be updated because the new cuff still needs to be applied to the patient's arm. Item #2 does need to be updated because the new cuff is applied in a different manner than described in the step 2.

• Search for a phrase in a map and all of its referenced topics to determine how many of the topics will need to be branched for a new release of the document. For example, a preview of a map shows all of the content in the map, as well as the referenced modular content. Executing a search from the map's preview will allow you see what referenced topics contain the “cuff” text and will need to be branched for the next release. See Searching in the Preview Pane in the Preview Tab section of this manual for more information. Using the Query Page to Search a Collection's Content The Query Page for searches has a similar appearance and behavior to the Query Page used when retrieving a collection's content. The one important difference, however, is that search implementation is designed to locate individual components (that comprise the document), whereas the retrieve implementation is designed to retrieve a set of the collection’s Primary components.

Searches are performed relative to the current selection (or highlighted component) in the Vasont navigator window. Navigator searches will be performed against the selected component and the 2 components that follow the selection. A search does not “loop back” to search the components that appear above the navigator selection. If you want to search within the entire navigator, you need to select the Primary component at the very top of the navigator tree.

To search the collection’s content in a Vasont Navigator, you will first need to: 1. Select the component from which you want to begin the search. 2. Click Search on the toolbar. The search Query Page will appear. By default, the search Query Page uses the Simple Query, unless you have designated a Saved Query as your default. You are not required to use the default query for the search, however. You can make changes to the criteria, as needed, for your desired results. The following sections outline the nature of the default Simple Query and alternatives for searching through the Vasont Navigator components, such as: • search using a Simple Query to limit the content with some basic criteria • search using Advanced Mode queries which are built to broaden the basic criteria • search using previously created queries • saving previously created queries

• setting/selecting a specific search query as your default query • search and compile a list of your search results. These alternatives are all discussed here, within this section, but for more detailed information, see the section on Working with the Query Page. After you have entered the desired search criteria, click Search or List (see Using the Component Search List) at the bottom of the window, and Vasont will automatically move the Vasont Navigator selection to the next component that meets your search criteria. The search Query Page is left open so that you can continue searching until you locate the desired content. Searching Using the Simple Query Vasont offers a mechanism to search content using a system-generated, context sensitive query using the most common (and flexible) query criteria. This mechanism is called the Simple Query. The criteria can vary depending on the availability of certain Oracle Database features and any "overrides" established in your user profile. 1. Select the component where you want to begin the search (a search does not "loop back" to search the components that appear above the navigator selection). 2. If a Query Page is not open, click Search on the toolbar. Assuming you have not set your user profile to Al- ways open Query Page in Advanced Mode and have not set a default Saved Query for the collection, the Query Page will automatically open with the Simple Query selected. 3. Fill in the blank with the desired criteria values (with appropriate wildcards or double quotes for phrases) that you expect in one (or more) of the components that comprise the document. 4. Click Search or List (see Using the Component Search List) at the bottom of the window. Vasont will automatically move the Vasont Navigator selection to the next component that meets your search criteria. The search Query Page is left open so that you can continue searching until you locate the desired content. For further information, see the section on Simple Query. If the results provided by the Simple Query are too broad, you may want to consider using an existing Saved Query (see Searching Using a Recent or Saved Query) or try building your own, more selective query (see Building a Search Query). Searching Using a Recent or Saved Query In addition to the Simple Query for searches, Vasont also provides mechanisms to remember the queries that have been recently used (Recent queries) and Saved queries that have been built using the advanced Query Builder (see Building a Search Query) or shared by other users. Recent and Saved queries, if they suit your needs, can readily be used to search through the components in a Vasont Navigator. • Recent Queries: Vasont automatically maintains a list of the most recent eight (8) queries that you have run, in order by use, and specific to your login. Additionally, the Recent queries list is specific to the collection you are working on. In other words, each collection maintains its own list of Recent queries. 1. Select the component where you want to begin the search (a search does not "loop back" to search the components that appear above the navigator selection). 2. If a Query Page is not open, click Search on the toolbar. 3. Select the Recent query appropriate for your needs. To view the full "name" of a query, simply position the mouse over the desired query entry in the list. 4. Click Search or List (see Using the Component Search List) at the bottom of the window. • Saved Queries: Vasont offers the capability of storing Saved queries in a list. The list may contain queries that have been built using the advanced Query Builder, as well as any other queries that other Vasont users have built, saved and shared. There is no limit to the number of Saved queries that can appear in your list and they are presented in Query Name order.

1. Select the component where you want to begin the search (a search does not "loop back" to search the components that appear above the navigator selection). 2. If a Query Page is not open, click Search on the toolbar. 3. Select the Saved query appropriate for your needs. To view the full "name" of a query, simply position the mouse over the desired query entry in the list. 4. Click Search or List (see Using the Component Search List) at the bottom of the window. Saved queries can be shared, deleted, and set as the default query. For further information, see the section on Managing Saved Queries. Vasont will automatically move the Vasont Navigator selection to the next component that meets your search criteria. The search Query Page is left open so that you can continue searching until you locate the desired content. For further information on Recent or Saved queries, see the section on My Queries. For further information on modifying and implementing a Recent or Saved Query, see the section on Selecting, Al- tering and Running a Recent or Saved Query. Building a Search Query When a Simple Query is not sufficient to meet your needs, you may want to “build” a query using more selective (specific) criteria. New queries can be built and saved from the advanced mode on the Query Page (accessed by clicking the Show Advanced button). Select the component where you want to begin the search (a search does not "loop back" to search the components that appear above the navigator selection). If, at any time, you determine that you prefer the advanced Query Page mode, you can update your user profile to Always open Query Page in Advanced Mode. See Setting Default Retrieve Properties. It is important to note, that when working in the Query Page advanced mode, you still have the opportunity to select the Simple Query, the Retrieve All query, a Recent or a Saved query. In advanced mode, however, selected queries can be extended to include additional criteria and delete criteria, as well as, alter the criteria values. You will note additional lists and a button that comprise the Query Builder: • Components list • Properties list • Operators list • Add to Query button These lists and the button are used to create query criteria and, ultimately, build a new query that can be used to search the content in the collection (in the Vasont Navigator). For a detailed explanation of the Components, Proper- ties and Operators lists, and how they interact, as well as many other options for manipulating the query criteria, including the ability to delete, reorder, and clear all criteria, see the section Advanced Mode. 1. Select the component where you want to begin the search (a search does not "loop back" to search the components that appear above the navigator selection). 2. If a Query Page is not already open, click Search on the toolbar. 3. To build your query, step through the three lists and "add to the query" criteria, as necessary, to obtain the results that you need. 4. Click Search or List (see Using the Component Search List) at the bottom of the window. Vasont will automatically move the Vasont Navigator selection to the next component that meets your search criteria. The search Query Page is left open so that you can continue searching until you locate the desired content. You can press the F3 key to execute your search. Additionally, the search Query Page can be minimized so you can see more of the Vasont Navigator content as each search is performed.

The process outlined here allows you to sequentially search through the Vasont Navigator. It is also possible to show your search results in a list, which offers some additional capabilities. For further information, see Using the Com- ponent Search List. Remember that any queries you run will automatically be placed in your Recent queries list. If the query you built did not return the expected results, it is a very simple process to select the query you just ran and adjust the criteria. Saving a Search Query Vasont offers the capability to save a query for future use. This query can be either a Recent query, or one that you have just built or even altered from another user. 1. If a Query Page is not open, click Search on the toolbar. 2. Select the query appropriate for your needs. To view the full "name" of a query, simply position the mouse over the desired query entry in the list. 3. Click Show Advanced, and then click Save at the bottom of the window. 4. You will be given the opportunity to enter a name for this query, and a description, if you so choose. Other options include marking this query as Share with Other Users, or designating this query as Use as Default Query when opening the collection. To complete the process, click Save. For further information, see Saving a Query. Your Saved queries can be deleted by right-clicking the mouse on the query in the Saved queries list, then selecting Delete Saved Query. Also, the properties set at the time of save can be adjusted. See Managing Saved Queries. Setting a Default Search Query You may find that you frequently use one of your Saved queries. If so, you can define this as your default query when opening the Query Page. You will, however, still have the option to alter the criteria values before selecting Search. A default query is set for your login only and is collection specific. In other words, a default query that you specify will only appear when you access the collection. Each collection can therefore have a different default query. The same set of queries is used whether retrieving content or searching within content. Therefore, the same default query would apply to both retrieve and search. 1. To set a new default query, open the Query Page (click Search on the toolbar). 2. Right-click the mouse on the query that you want, and select Use as Default Query. A checkmark designates that this query has been set as the default query. This option works as a toggle. To clear your default query, select Use as Default Query again so that the checkmark is no longer present. For further information, see the section on Setting a Default Query. Using the Component Search List Sometimes it can be useful to create a compiled listing of your search results. Vasont offers this functionality simply by selecting the List instead of the Search action button at the bottom of the Query Page. 1. Select the component where you want to begin the search (a search does not "loop back" to search the components that appear above the navigator selection). 2. If a Query Page is not open, click Search on the toolbar. 3. You will follow the same steps to set up your search criteria, then click List instead of Search at the bottom of the window. 4. You will then be given a few options as to which components you wish to search, either limiting or extending your search criteria. You can choose from three options: (1) search the selected component and its descendants; (2) search in the rest of this primary component; (3) search in the rest of the primaries displayed in the Naviga- tor.

5. Click OK to compile the search list. 6. From this search query list, you have many options of functions to perform on the results, such as: • Open a Navigator window (select a component in the list, either double-click or right-click and Go To) • Print reports of the components found (Print button) • View thumbnails of multimedia components (Show Thumbnails button) • Perform “Search and Replace” on components (Search and Replace button) • Obtain word counts (Word Count button) • An option to Select an action (drop-down menu at the bottom of the window, followed by the Execute button) to run batch functions on selected components (e.g., analyze, approve, check in/out, extract, mark/ undo/confirm delete, and resolve pointers). If any exceptions are encountered, they will be displayed in a summary window for review.

If any of the selected components are currently checked out due to an active Vasont WebLNX 2 task, then these components cannot be checked in with the batch action.

7. When you are completely finished working with your search results listing, click on the Close button. For further information, see Using the Search List.

Depending on the number of documents (Primaries) showing in the Vasont Navigator and the complexity of the search query criteria, the creation of the search list may take some time. If you decide 2 you do not want to wait, you can always cancel the running query and try generating the search list with a less broad scope.

Refining the Vasont Navigator Vasont provides a feature through which you can refine (limit) the Vasont Navigator entries based on additional query criteria. This additional query criteria can be for the same collection (as the Vasont Navigator entries) or another collection that is related to the Navigator collection in a modular content scenario. This refining feature has some distinct benefits when dealing with a Vasont Navigator: • Rather than building a complex query to retrieve the content for a Vasont Navigator, you can run the Vasont Navigator entries through a series of refine operations to “pare down” the content. • When using the Query Page to retrieve Vasont Navigator content, you are limited to criteria pertaining to the selected collection only – With the refining feature, however, you can refine Vasont Navigator entries based on the contents' relationship to other collections.

Before you can begin to refine a Vasont Navigator based on collection relationships, Refining Col- lections must be defined in Vasont Administrator. Consult your Vasont systems administrator, if nec- 2 essary.

In order to refine a Vasont Navigator, there must be existing entries (Primary components) in that Navigator. The refining process then uses additional queries, and the Query Page, to narrow the Vasont Navigator entries. The additional queries can be for the current Navigator collection or a related collection. Refine operations can be performed as many times as you need to achieve the desired results. To help clarify the concept of refining, consider the following example:

• Suppose you have a Books collection that utilizes chapters from another collection (a Chapters collection) in a modular content scenario • You open a Vasont Navigator for the Books collection, retrieving all books, but would somehow like to identify only those books that utilize chapters with an Incomplete status • From the Books Vasont Navigator, you can refine the Navigator based on the related Chapters collection • For the Refining Collection (Chapters) query, you specify that you are looking for Incomplete chapters • After the refining process completes, the Books Vasont Navigator reflects only the books that utilize (at least one) Incomplete chapters To access the refining feature, click Refine on a Vasont Navigator toolbar. Selecting a Refining Collection The first step in refining a Vasont Navigator is to select the Refining Collection. The Refining Collection can be the same as the Navigator collection (in which case you are refining using additional) or another, related collection (in which case you are refining using criteria for the related collection). Click Refine on the toolbar. After invoking the refine process, you may be shown a dialog from which you can select the Refining Collection.

If Refining Collections have not been defined in the Vasont Administrator (for your current Vasont 2 Navigator’s collection), this dialog will not be shown – Vasont will assume, in this situation, that you are going to refine the Navigator based on criteria for the same (current Navigator) collection. For further information, consult with your Vasont systems administrator.

The current Vasont Navigator’s collection is always shown in this dialog, regardless of the Vasont Administrator configuration. You can always refine a collection’s Navigator using additional criteria for that collection. 1. From the provided list, select the desired Refining Collection. 2. Then click OK. A Query Page, for the selected Refining Collection, will appear. 3. Select or build a query, and click Refine at the bottom of the window. See the following section, Using the Query Page to Specify Refining Collection Criteria, for additional information on completing the refining criteria. Using the Query Page to Specify Refining Collection Criteria From the Refining Collection’s Query Page, you are providing query criteria for the Refining Collection (as if you were retrieving content for that collection). You will note that the Query Page uses slightly different terminology so that it is clear you are in the middle of a refining operation. 1. If a Query Page is not already open, click Refine on the toolbar. 2. Select the desired Refining Collection. 3. Select or build a query for the Refining Collection (see Using the Query Page to Retrieve Collection Content). 4. Then click Refine at the bottom of the window.

The Query Page will automatically close, the query will be performed and the Vasont Navigator will be refreshed to reflect the result of the refine operation. If the Refining Collection criteria you provided will result in an empty Vas- ont Navigator (e.g., there are no Navigator entries that have a relationship to the refining criteria), you will be notified and the refining process will be aborted. Refining operations can be performed repeatedly, with any mix of Refining Collections and in any order.

Searching Across Multiple Collections At times, you may have a need to locate content across collection boundaries. This is particularly useful when you know something about the content you are looking for, but are not necessarily aware of the collection it is stored in (as is commonly the case with modularized content). The first step in performing a cross-collection search is to specify the collections that you want to search: 1. Click Colls on the toolbar. 2. The Cross-Collection Search window will appear. The collections can be viewed in a Tree or a List, depending on the selected radio button.

The Tree view displays the collections based on the content type and collection groupings. The List view provides an alphabetical listing of the collection names. In the List view, you can sort columns by clicking on the column headings, and you can right-click a collection name to view a description for the collection (if it has been entered in Vasont Administrator). Consult your Vasont systems administrator, if necessary.

Your system may be configured so that your Recent and/or Favorite collections may be pre-popu- 2 lated in the right window pane of the Multi-Collection Explorer. This feature saves you time by eliminating the need to make selections if you routinely search the same set of collections. If necessary, alterations can be made to the list before proceeding with the search. Check with your system administrator to determine the configuration option that is activated for your system (none, Recent, Favorite, or both). If the system is configured to pre-populated the Favorite collections in the Multi-Collection Ex- plorer window, then you have the ability to control the collections by defining them in your Fa- vorite Collections list. See Favorites.

3. For each collection you want to include in the query, select the collection (in the left pane) and click the → button to add it to the selected collections list (right pane). You can select one collection at a time, or multiple collections. To select more than one, hold down the Shift key while clicking to pick a range of collections. Hold down the Ctrl key while clicking to pick individual collections one by one.

To remove an individual collection that has been selected but is no longer wanted, select the collection in the right pane and click the ← button. Use the Select All or Deselect All buttons for easy selection of the entire list of collections. 4. Click Next. 5. The Query Page displays. There are multiple options for queries, including a Simple Query, Recent or Saved query that was previously created, or you can build your own query. Choose the method that best suits your needs, and click Search at the bottom of the window. See Working with the Query Page for more information.

If you frequently use one of your Saved queries, you can define this as your default query when opening the Query Page. You will, however, still have the option to alter the criteria values be- 2 fore executing the search. The default query is specific to your login and to the cross-collection search feature. See Setting a Default Query for more information.

When Recent and Saved queries are stored for cross-collection searches, they are stored generi- cally and are not directly associated with the selected collections. Therefore, query criteria may 2 not be valid if a different set of collections is used.

6. After you have entered the desired search criteria, click Search. 7. The Cross-Collection Search window displays. From this window you can view details about the content that matches your search criteria and perform the following functions: • Open Navigator: Opens a Navigator window for the highlighted component. • Report: Clicking this button will display the standard Vasont list view report from which you may print. • Select checkboxes: Placing a checkmark in the checkbox marks the component(s) for an action. • Select an action drop-down list item and Execute button: When at least one component is selected using the checkbox, the list of actions becomes available. Choose an action from the list and click Execute. This powerful feature allows you to select multiple components and perform batch actions against them.

If any of the selected components are currently checked out due to an active Vasont WebLNX 2 task, then these components cannot be checked in with the batch action.

Locating Content Based on Modular Reuse When working with the Query Page in advanced mode (accessed by clicking the Show Advanced button), certain Query Builder Properties can be used to locate content that is part of a modular content configuration. Specifically, these Properties can be used to: • Locate modularized content that is currently reused • Locate modularized content that is no longer being reused • Locate modularized content that has undergone a change In modular content scenarios, a reusable content “block” is typically stored in a specific collection with a Primary component that identifies the “block” (e.g., Chapter, Section, Graphic, etc.). When working with a modular content collection, you can examine reuse characteristics as follows:

The concepts presented here can actually be used with any Query Page that deals with collection- level content, including retrieve queries (for a Vasont Navigator, etc.), search queries (to search with- 2 in a Vasont Navigator) and cross-collection queries.

1. If you have not already done so, open a Query Page (using appropriate toolbar button, Retrieve, Search, Colls, or Refine) and switch to the "advanced" mode by clicking the Show Advanced button.

2. Build a new query, picking the collection’s Primary component in the Components list. The Primary component will always follow the Any component in the Components list and follow a separator, as illustrated here.

3. At the bottom of the Properties list, you will note several properties that can be useful with the modularized content. Note: Although this discussion deals with the Primary components in a modular content scenario, these Properties are also available for non-Primary components.

• The Has Branch Notice property will locate (or list) pointer components that reference modular content that is the source of a Branch. Note: the Branch Notice feature must be configured in Vasont Administrator. Consult your Vasont systems administrator, if necessary.

• The Is Not Referenced property will locate (or list) modular content that is no longer used (e.g., referenced from another body of content) – The content located here could also be modular content that has been auth- ored, but never used in a document

• The Is Referenced property will locate (or list) modular content that is in use (e.g., referenced from another body of content)

• The Is In Global Change Log property, although not directly related to modular content scenarios, is conceptually similar. Using this property, you can locate content that is implicitly reused (via Global Change) and has undergone a change (assuming Vasont Administrator has been configured to track the global changes in the log). Consult your Vasont systems administrator, if necessary.

4. Click Add to Query to apply the criterion to the current query.

The Is Not Referenced and Is Referenced properties do not require a selection in the Operators 2 list.

5. Click the appropriate action button to run the query (Retrieve, Search, List, Refine).

Another option for locating the modular content associated with a DITA Map, Book, or Manual is the Open Modu- lar Content option on the right-click menu. For more information see Opening Modular Content.

Locating Components Based on Raw Component Translation

When working with the Query Page in advanced mode (accessed by clicking the Show Advanced button), certain Query Builder Properties can be used (in raw component translation configurations) to locate content that has been translated to another language. Specifically, these Properties can be used to:

• Locate base language components that have a raw component translation in a specific language.

• Locate base language components that have any existing raw component translations.

• Locate a component in a specific language.

The Is Translated Into and Translations Exist options require a component level translation config- 2 uration. For more information on this type of translation configuration, contact your Vasont Systems support leader.

Locating base content translated to a specific language:

1. If you have not already done so, switch the Query Page to advanced mode by clicking the Show Advanced button.

2. Build a new query, picking “Any” or the collection component that is configured for raw component translation in the Components list.

This property relies on the translation daemon program to make internal settings in the database 2 that identify the component relationships and languages.

3. In the Properties list, select the Is Translated Into property. An operator is not required, so the Operators list will be empty on the query page.

4. Click the Add to Query button to apply the criterion to the current query. Using the drop-down list, select a target language.

5. Click the button that is appropriate to run the query (Retrieve, Search, List, Refine, etc.). Locating base content with any existing translations: 1. If you have not already done so, switch the Query Page to advanced mode by clicking the Show Advanced button. 2. Build a new query, picking “Any” or the collection component that is configured for raw component translation in the Components list.

This property relies on the translation daemon program to make internal settings in the database 2 that identify the component relationships and languages.

3. In the Properties list, select the Translations Exist property. An operator is not required, so the Operators list will be empty on the query page. 4. Click Add to Query to apply the criterion to the current query.

5. Click the button that is appropriate to run the query (Retrieve, Search, List, Refine, etc.).

Locating content in a specific language:

1. If you have not already done so, switch the Query Page to advanced mode by clicking the Show Advanced button.

2. Build a new query, picking “Any” or the collection component that is configured for raw component translation in the Components list.

This property is typically used in a translation collection or the raw material browser. It relies on 2 the translation daemon program to make internal settings in the database that identify the component language.

3. In the Properties list, select the Language property. Select the appropriate operator (= or NOT=).

4. Click Add to Query to apply the criterion to the current query. Using the drop-down list, select the desired language.

5. Click the button that is appropriate to run the query (Retrieve, Search, List, Refine, etc.).

Opening Modular Content

This feature allows you to easily isolate content referenced from a selected DITA map, Book, Manual, User Guide, or other organizing component and display it in a navigator or perform specific operations on it from a batch processing or extract window. It has the ability to traverse the content structure and find referenced content that is several layers removed from the primary.

1. The Open Modular Content right-click menu option is available off the Actions → Open Modular Content submenu. It will be visible on all primary and sub-components that have at least one modular pointer defined in the Vasont Administrator configuration. When selected, the system will interrogate the chosen component and its descendants and find all related modular content. Consult your Vasont systems administrator, if necessary.

2. The Select Modular Descendants window opens and displays a list of collections that contain referenced content for the selected component, as well as a count of each type. Select the collections that you would like to further investigate or process, and the type of window in which the content should be opened.

3. When the OK button is clicked, a separate window opens for each of the selected collections. From these windows you can continue to perform any activity desired.

If the number of Vasont windows that are about to open will exceed the maximum number of 2 windows that can be reliably opened for your environment (as defined in the Vasont Administra- tor), then a message will display alerting you of this condition. You may choose to proceed with opening the windows or cancel and select fewer windows to open.

Since the Details pane contributes to the open windows, turning off the Details pane (using the Details button on the main toolbar) before opening the modular content may help to avoid exceeding the maximum windows for your environment.

Working with the Query Page

The Query Page is used extensively in Vasont to locate content and limit the results obtained in a variety of lists. The Query Page operates in two modes. The “basic” mode is designed for use by lay users, providing a simplified interface through which users can select, edit and execute existing queries. The "advanced" mode is for users that have a more in-depth knowledge of the content configuration, providing more powerful (and more precise) querying capabilities. In practice, these users will likely build and save queries for the lay users. By default, Vasont will open the Query Page in the “basic” mode.

The Query Page can be opened, at any time, by clicking the appropriate toolbar button for Retrieve, 2 Search, Refine, or Colls.

The Query Page when searching for specific content has a similar appearance and behavior to the Query Page used when retrieving a collection's content. The one important difference, however, is that search implementation is designed to locate individual components (that comprise the document), whereas the retrieve implementation is designed to retrieve a set of the collection’s Primary components. The window is very similar for both, with only a few differences in some of the title bars and buttons, which are noted below.

Searches are performed relative to the current selection (or highlighted component) in the navigator window. Navigator searches will be performed against the selected component and the components 2 that follow the selection. A search does not “loop back” to search the components that appear above the navigator selection. If you want to search within the entire navigator, you need to select the primary component at the very top of the navigator tree.

The Query Page used when searching across multiple collections has a similar appearance and behavior to the Query Page used when searching a collection's content. See the differences specified below.

The Query Page used when refining the navigator also has a similar appearance. See the differences specified below.

Query Criteria: An integral part of the Query Page is to provide an area where the query criteria can be viewed and the values adjusted:

In its most simplistic form, each criterion (row) in the query criteria consists of a criterion description (e.g., “Any component's Text contains any of the words (or phrases):” and areas to select or enter a criterion value. Where possible, a drop-down list is provided so values can be selected. Other criterion requires a value to be entered. In some situations (e.g., when the value is a Vasont user name), a “hybrid” of the two value collection methods is used. In other words, you may see drop-down lists that also allow a value to be entered.

Certain query criterion does not require values. When this is the case, you will only see the criterion 2 description in the query criteria row.

When the Query Page is in “basic” mode, you will also note, especially when there are multiple criterion for the query criteria, ANDs, ORs and possibly parentheses (gray text) surrounding the criterion description and value entry area. These are provided to assist you with understanding what the query is going to do (they can only be changed in the advanced mode). The entire Query Criteria area is designed to read like a sentence so you can understand the query objective. Using the above example, the query will: “Search for components where any component’s text contains the phrase “Vasont Administrator” and (the same) component’s Status Flag is Approved.” Think of the query criteria area as a form, where you need to “fill in the blanks” to achieve your search results. When an area is provided to enter or select a value, a value is required before you can run the query. When the Query Page is in "advanced" mode, the Query Criteria can be altered to add criterion, delete criterion, apply AND or OR conditionals, apply parentheses, etc. The "advanced" mode can be accessed by clicking the Show Advanced button. Likewise, the Query Page can be switched back to “basic” mode by clicking the same button (which will now have the caption Hide Advanced). A more detailed explanation will be discussed in the section on Advanced Mode.

If, at any time, you determine that you prefer the advanced Query Page mode, you can update your 2 user profile to Always open Query Page in Advanced Mode. See Setting Default Retrieve Proper- ties.

Action Buttons: Depending upon which method you are using to locate content, you will have different options for executing the query. In the bottom, right-hand corner of the Query Page you will notice buttons that allow you to perform actions with the Query Page. If you hover the mouse pointer over one of a buttons, a description of what action will occur (when the button is clicked) is shown. Choose the appropriate button, for the function that you need. • Search: Searches for components based on search query criteria • List: Lists the components located using search query criteria (see Using the Search List) • Refine: Refines the current Vasont Navigator entries based on additional query criteria (see Refining the Vasont Navigator) • Retrieve: Retrieves content into a Vasont Navigator (or a list) based on query criteria • Save: Saves a previously defined query, for repeated use (see Saving a Query) • Versions Drop-Down menu: Provides two options to Query Based on Current Content or Query Based on Version History (see Locating Retired or Older Versions of Content)

• Query in "Current or All" Primaries Drop-Down menu: Provides two options to Query {Component} in all {Primaries} or Query {Component} in current {Primary} only (see Query Scope Drop-Down Lists).

• Close: Closes the Query Page (without running a query)

The documentation that follows applies to both Retrieve and Search functions, even though only the 2 Search windows are used for illustration purposes. In specific instances, either both the Search and Retrieve windows are illustrated, or sometimes only the Retrieve window.

My Queries The My Queries area of the Query Page lists the queries that are available for your use. Vasont automatically provides two built-in queries, Retrieve All and Simple Query, that allow quick access to content. Recent Queries and Saved Queries are queries that have been previously used or defined for repeated use. See the following information, for detailed explanations of these four query options. When preparing to Search, select the component where you want to begin the search. Searches are performed relative to the current selection (or highlighted component) in the Vasont navigator window. Navigator searches will be performed against the selected component and the components that follow the selection. A search does not “loop back” to search the components that appear above the navigator selection. If you want to search within the entire navigator, you need to select the Primary component at the very top of the navigator tree. The Query Page can be opened, at any time, by clicking the appropriate toolbar button for Retrieve, Search, Refine, or Colls.

Retrieve All The Retrieve All query allows you to retrieve all of the content associated with the action you are performing. For example, using Retrieve All for a Vasont Navigator will return all the Primary components in the collection. Like- wise, using Retrieve All when browsing Raw Material will provide the complete list of the Raw Components that exist in the database. The Retrieve All query is only available for certain Query Page uses and, thus, will not always appear on your Query Page. For example, Retrieve All is not available when searching a collection’s content (within the Vasont Navigator). 1. If the Query Page is not already open, click Retrieve on the toolbar. 2. Click Retrieve All at the top of the queries list. 3. To execute the query, click Retrieve at the bottom of the window.

If you double-click the mouse on the Retrieve All query, that query will be selected and run immedi- 2 ately. This provides a shortcut when you want to obtain a full list of content.

Vasont will automatically close the Query Page, query the content in the database and then open all of the Primary components in the collection:

Simple Query The Simple Query is a system-generated, context sensitive query that uses the most common (and flexible) query criteria. The Simple Query criteria can vary depending on the availability of certain Oracle Database features and any “overrides” established in your user profile. 1. Select the component where you want to begin the search (a search does not "loop back" to search the components that appear above the navigator selection). 2. If the Query Page is not already open, click the appropriate toolbar button for Retrieve, Search, Refine, or Colls.

In your user profile, you can specify a default property and/or operator for your queries. These settings will affect the default selection when you are in the Query Builder and the criteria for the 2 Simple Query.

• The following is the default Simple Query Criterion when Oracle Text is configured in the Oracle Data- base:

Note that the criterion description indicates “…Text contains any of the words (or phrases)”. When Oracle Text is available, a Simple Query is case insensitive and allows you to specify words (or phrases) for your query. To use a phrase, simply enclose the phrase in double quotes (e.g., "save button"). Phrases and individual words can be mixed in a single query criterion. The Simple Query (with Oracle Text available) behaves much like a search on the Web. You are simply querying for words (or phrases) in a case insensitive manner. As with Web searches, Simple Queries that rely on Oracle Text also ignore “noise” words (e.g., “the”, “a” “an”, etc.).

For your queries to be more selective (return less, and more specific, matches), you may want 2 to consider changing your default Query Operator from “Any Words” to “All Words”. With this setting, your queries will require that all the words (or phrases) you specify be in one of the components that comprise the documents you are looking for. See Setting Default Retrieve Properties.

In the entry area provided, enter some words that you expect in one (or more) of the components that comprise the document. • The following is the default Simple Query Criterion when Oracle Text is not configured in the Oracle Data- base:

Note that the criterion description indicates “…Text matches the text pattern”. When Oracle Text is not available, the Simple Query is case sensitive and requires more exact matching of the text. Wildcards (* for many characters and ? for a single character) can be used, however, to provide more flexibility when Oracle Text is not available.

If Oracle Text is not available, and your Simple Query looks like the one illustrated here, you 2 may want to consult your Vasont System Administrator and/or Oracle Database Administrator and determine if Oracle Text can be enabled. The availability of Oracle Text offers the greatest flexibility and performance when querying the Vasont Database.

If wildcards are not used for the text pattern, the query will expect an exact match for the text 2 pattern. Queries of this nature (that do not use wildcards) should only be used if you know the exact text that is present in one of the document's components.

3. In the entry area provided, enter the desired criteria values (with appropriate wildcards) that you expect in one (or more) of the components that comprise the document. 4. Run the query using the appropriate Retrieve, Search, List (see Using the Search List), or Refine (see Refin- ing the Vasont Navigator) action button at the bottom of the window. If the Query Page is in advanced mode, you can also extend the query criteria, in addition to providing values, if so desired. See the following information for Search and Retrieve result details:

• After clicking Search, Vasont will automatically move the Vasont Navigator selection to the next component that meets your search criteria. The search Query Page is left open so that you can continue searching until you locate the desired content. Note: You can press the F3 key to execute your search. Additionally, the search Query Page can be minimized so you can see more of the Vasont Navigator content as each search is performed.

• Or, after clicking Retrieve, Vasont will automatically close the Query Page, query the content in the database based on the criteria (values) you entered and then open all of the Primary components that contain components matching your criteria:

If the results provided by the Simple Query are too broad, you may want to consider using an existing Saved Query (see Saved Queries) or try building your own, more selective query (see Advanced Mode). Recent Queries As queries are run, Vasont automatically keeps track of the eight (8) most recently used queries. The Recent queries list only shows the queries that you have recently run and in the order in which they were used (the most recent query being at the top). A different set of Recent queries is maintained for each Query Page context. In other words, the Recent queries for a Vasont Navigator will differ from the Recent queries for a cross-collection search. Like- wise, the Recent queries for a Vasont Navigator are specific for each individual collection. However, within that collection, the same list will appear when retrieving content (e.g., populating a Vasont Navigator) and searching for content. This provides a mechanism by which you can populate a Navigator and then quickly perform a search to find your actual content (component) matches. The Recent queries list is updated any time a query that contains actual criteria is run against the database. Use of the Retrieve All query for collections, will not generate a Recent query entry, but all other queries (the Simple

Query, a Recent query or a Saved query) will. When searching a collection's content in a Vasont Navigator, query criteria is always required so a recent query will always be generated. Each Recent queries “name” is derived from the first (or only) line of the query criteria. To see the full “name” for a Recent query, along with the entire query criteria, simply position the mouse over the Recent query entry in the list. 1. Select the component where you want to begin the search (a search does not "loop back" to search the components that appear above the navigator selection). 2. If the Query Page is not already open, click the appropriate toolbar button for Retrieve, Search, Refine, or Colls. 3. If the Recent query list is not expanded on your Query Page, click the triangle to expand the list. The triangle can also be clicked to collapse the Recent query list.

When retrieving content for a collection, the Recent query entry in the list will reflect the number of Primary components that were returned (populated in the Vasont Navigator) the last time the 2 query was used. Keep in mind that this count reflects the number of Primary components based on the specified criteria values. If the values are changed after selecting a Recent query, and the query is then run with the new values, a new Recent query entry will be added to the list, reflecting the new count (based on the adjusted values). This count is included to give you an idea of how much content will be returned by the query (and how long the query will take).

4. Select the appropriate Recent query, and fill in the blank with the desired criteria values. 5. Run the query using the appropriate Retrieve, Search, List (see Using the Search List), or Refine (see Refin- ing the Vasont Navigator) action button at the bottom of the window. If the Query Page is in advanced mode, you can also extend or alter the query criteria, in addition to providing values, if so desired. For further information, see Advanced Mode. • After clicking Search, Vasont will automatically move the Vasont Navigator selection to the next component that meets your criteria. The search Query Page is left open so that you can continue searching until you locate the desired content. Note: You can press the F3 key to execute your search. Additionally, the

search Query Page can be minimized so you can see more of the Vasont Navigator content as each search is performed.

The process outlined here allows you to sequentially search through the Vasont Navigator. It is 2 also possible to show your search results in a list, which offers some additional capabilities. See Using the Search List.

• Or, after clicking Retrieve, Vasont will automatically close the query Page, query the content in the database based on the criteria (values) you entered and then show a list of the primary components that contain components matching your criteria.

If the results provided are too broad, you may want to consider using an existing Saved Query (see Saved Queries) or try building your own, more selective query (see Advanced Mode). Saved Queries

Saved queries are typically queries that have been built using the advanced Query Builder (see Advanced Mode) and then saved for future use. In the Saved queries list, you will see both the queries that you have built and saved, as well as any other queries that other Vasont users have built, saved and shared. A different set of Saved queries is maintained for each Query Page context. In other words, the Saved queries for a Vasont Navigator will differ from the Saved queries for a cross-collection search. Likewise, the Saved queries for a Vasont Navigator are specific for each individual collection. However, within that collection, the same list will appear when retrieving content (e.g., populating a Vasont Navigator) and searching for content. This provides a mechanism by which you can populate a Navigator and then quickly perform a search to find your actual content (component) matches. There is no limit to the number of Saved queries that can appear in your list and they are presented in Query Name order.

Each Saved query has a unique name that is defined at the time the query is saved. To see the full Query Name for a Saved query, along with all of the query criteria, simply position the mouse over the Saved query entry in the list. If the query was created by another user and shared, that user’s name will appear as well. 1. Select the component where you want to begin the search (a search does not "loop back" to search the components that appear above the navigator selection). 2. If the Query Page is not already open, click the appropriate toolbar button for Retrieve, Search, Refine, or Colls. 3. If the Saved query list is not expanded on your Query Page, click the triangle to expand the list. The triangle can also be clicked to collapse the Saved query list.

When retrieving content for a collection, the Saved query entry in the list will reflect the number 2 of Primary components that were returned (populated in the Vasont Navigator) the last time the query was used. Keep in mind that this count reflects the number of Primary components based on the specified criteria values. If the values are changed after selecting a Saved query, and the query is then run with the new values, a new Saved query entry will be added to the list, reflecting the new count (based on the adjusted values). This count is included to give you an idea of how much content will be returned by the query (and how long the query will take).

4. Select the appropriate Saved query, and fill in the blank with the desired criteria values. 5. Run the query using the appropriate Retrieve, Search, List (see Using the Search List), or Refine (see Refin- ing the Vasont Navigator) action button at the bottom of the window. If the Query Page is in advanced mode, you can also extend or alter the query criteria, in addition to providing values, if so desired. For further information, see Advanced Mode. • After clicking Search, Vasont will automatically move the Vasont Navigator selection to the next component that meets your criteria. The search Query Page is left open so that you can continue searching until you locate the desired content. Note: You can press the F3 key to execute your search. Additionally, the

search Query Page can be minimized so you can see more of the Vasont Navigator content as each search is performed.

Remember that any queries you run will automatically be placed in your Recent queries list. If the query did not return the expected results, it is a very simple process to select the query you just ran and adjust the criteria. If the results provided are too broad, you may want to consider trying to build your own, more selective query (see Advanced Mode). Managing Saved Queries 1. If the Query Page is not already open, click the appropriate toolbar button for Retrieve, Search, Refine, or Colls. If the Recent or Saved query list is not expanded, click the triangle to expand the list.

2. You can manage your Saved queries by right-clicking the mouse on a Saved query’s name.

• The Saved Query Properties option allows you to adjust the properties that were defined at the time the query was saved:

For a Saved query, you can change its name, its description, whether the query should be shared with other users and whether the query should be used as your default query (automatically selected when the Query Page is opened for the current context, e.g., Vasont Navigator and collection, Raw Material Browse window, etc.).

All users may view the saved query properties, but only the original author of the query may view saved query properties and make changes to the query description and other detailed in- 2 formation.

• The Delete Saved Query option allows you to delete the query from your Saved queries set. • The Share with Other Users option allows you to share, or stop sharing, the Saved query with other users. This option behaves as a toggle. When the box is checked, the query will be shared with other users. Un- check the box to stop sharing the query. Only the user who created the query and users who have been assigned the advance privilege to override sharing can remove the sharing property. • The Use as Default Query option allows you to use, or stop using, the Saved query as your default. This option also behaves as a toggle. If there is a checkmark beside Use as Default Query, selecting the option indicates that you want to stop using the query as your default. If there is not a checkmark beside Use as Default Query, selecting the option indicates that you now want to use the query as your default. When you set a query as the default query, it will automatically be selected the next time you open the Query Page for the current context (e.g., Vasont Navigator and collection, Raw Material Browse window, etc.). Selecting, Altering and Running a Recent or Saved Query Recent or Saved queries can be used when populating a Vasont Navigator (running a report, etc.), searching for content in a collection (a Vasont Navigator), or searching for content across collections. See the following instructions. 1. When preparing to search, select the component where you want to begin the search. Searches are performed relative to the current selection (or highlighted component) in the Vasont navigator window. Navigator search-

es will be performed against the selected component and the components that follow the selection. A search does not “loop back” to search the components that appear above the navigator selection. If you want to search within the entire navigator, you need to select the Primary component at the very top of the navigator tree. 2. If the Query Page is not already open, click the appropriate toolbar button for Retrieve, Search, Refine, or Colls. If the Recent or Saved query list is not expanded, click the triangle to expand the list. 3. Browse through the Recent and/or Saved query list to find the desired query – Remember that hovering the mouse over any entry will show you the full query criteria, reflecting the values that were used at the time a Recent query was used or a Saved query was saved. Keep in mind that the actual criteria values can be changed when selecting a Recent or Saved query.

When Recent and Saved queries are stored for the cross-collection search, they are stored “gener- ically” and are not directly associated with the selected collections. Therefore, query criteria for 2 one of your Recent or Saved queries may not be valid if a different set of collections is used – Examine the query criteria closely before selecting a Recent or Saved query.

4. When you have found a Recent or Saved query that you want to use, simply click on its name in the list. The query criteria will automatically be loaded so you can make any changes prior to running the query. A description is shown for each individual query criterion (e.g., “The Chapter is checked out to:”, followed by an area where you can enter or select different values (e.g., “ASTONE”).

5. If desired, alter the values for the query criteria. Depending on the nature of the criterion, some values can be selected from a drop-down list. Other values may need to be typed. If the Query Page is in advanced mode, you can also extend or alter the query criteria, in addition to providing values. For further information, see Ad- vanced Mode. 6. When finished altering the criteria for the Recent or Saved query, run the query using the appropriate Retrieve, Search, List (see Using the Search List), or Refine (see Refining the Vasont Navigator) action button at the bottom of the window. • After clicking Search, when working within a collection, Vasont will automatically move the Vasont Navi- gator selection to the next component that meets your search criteria. The search Query Page is left open so that you can continue searching until you locate the desired content. Note: You can press the F3 key to

execute your search. Additionally, the search Query Page can be minimized so you can see more of the Vasont Navigator content as each search is performed.

• Or, after clicking Retrieve, Vasont will automatically close the Query Page, query the content in the database based on the criteria (values) you entered and then show a list of the Primary components that contain components matching your criteria:

• Or, after clicking Search, when working across multiple collections, Vasont will show the query results in the Cross-Collection Search window. See Using the Cross-Collection Search List.

If the results provided are too broad, you may want to consider trying to build your own, more selective query (see Advanced Mode). Advanced Mode Sometimes a Simple Query is not sufficient to meet your needs. Vasont provides the capability to “build” a query using more selective (specific) criteria found in the "advanced" mode of the Query Page. If a Query Page is not already open, click the appropriate button on the toolbar for Retrieve, Search, Refine, or Colls . The "advanced" mode on the Query Page is accessed by clicking the Show Advanced button. If, at any time, you determine that you prefer the advanced Query Page mode, you can update your user profile to Always open Query Page in Advanced Mode. See Setting Default Retrieve Properties. It is important to note, that when working in the Query Page advanced mode, you still have the opportunity to select the Simple Query, the Retrieve All query, a Recent or a Saved query. In advanced mode, however, selected queries can be extended to include additional criteria and delete criteria, as well as, alter the criteria values. When preparing to search, select the component where you want to begin the search. Searches are performed relative to the current selection (or highlighted component) in the Vasont navigator window. Navigator searches will be performed against the selected component and the components that follow the selection. A search does not “loop back” to search the components that appear above the navigator selection. If you want to search within the entire navigator, you need to select the Primary component at the very top of the navigator tree. In the advanced mode, you will note additional lists and a button that comprise the Query Builder: • Components list • Properties list • Operators list • Add to Query button These lists and the button are used to create query criteria and, ultimately, build a new query that can be used to locate content.

Note that the Query Criteria area shifts down on the Query Page to make room for the lists and action button that comprise the Query Builder. The following sections describe, in detail, the criteria available to build a more specific and selective query. Query Scope Drop-Down Lists The Query Builder is a series of three lists, and an action button, that allow you to build new query criterion and add it to the Query Criteria:

Note that the Query Builder follows a flow, where the selection steps are numbers, a caption reflects the query criterion that results from those selections, and the Add to Query button is used to “push” the built query criterion into the Query Criteria area. When the Query Page is in advanced mode, many more options are available for defining and adjusting Query Crite- ria:

First, note the drop-down lists that are not available when the Query Page is in basic mode: Drop-down for AND or OR Conditional To the far left in the Query Criteria, note a drop-down to toggle between AND or OR. When building a query, the choice of AND or OR (to join criterion) is important. Vasont will automatically set a default AND or OR choice, but you may want to change it. When your Query Criteria contains a mix of ANDed and ORed criterion, you will also need to “wrap” joined criterion in parentheses to clarify the desired query behavior. Drop-down for Left and Right Parenthesis Between the AND or OR conditional drop-down and the Query Criterion Description, you will note a larger drop- down that is used to apply (or not apply) a left parenthesis, and also to the far right, a right parenthesis. Parentheses are needed, when your Query Criteria contains a mix of ANDed and ORed criterion, to clarify the desired query behavior. For each left parenthesis applied, there will need to be a matching right parenthesis somewhere after that criterion, and vice versa. To help clarify the use of the AND or OR conditional and parentheses, consider the following example:

This Query Criteria is ambiguous and could be interpreted in many ways. The query could result in Books where: • The Text contains “User Guide” AND the Status Flag is Draft—OR—the Status Flag is Incomplete In which case, any Incomplete Books and any Draft “User Guide” Books would be returned. • The Text contains “User Guide”—AND—The Status Flag is Draft OR the Status Flag is Incomplete In which case any “User Guide” Books that are Draft or Incomplete would be returned These variations are subtle, but can drastically affect the results that are returned by the query. When mixing ANDed and ORed Query Criteria, the best practice is to use parentheses to clarify the desired result:

Now, it is clear that the query should obtain the “User Guide” Books that have a Draft or Incomplete Status Flag! Besides the immediately visible variations to the Query Criteria, the Query Page advanced mode also offers a variety of options that are available by right-clicking the mouse on a query criterion row (note that the selected row is highlighted):

• The Move Up option is used to move the selected query criterion up (one row) in the list • The Move Down option is used to move the selected query criterion down (one row) in the list • The Clear All Query Criteria option is used to clear all of the Query Criteria currently in the list • The Delete Criterion from Query option is used to delete the selected query criterion • The Edit Criterion Description option invokes a dialog from which you can alter the system-generated query criterion description:

Editing the query criterion description can be especially useful when building and saving queries that are intended for use by lay users, such as contract writers, that do not have an intimate understanding of Vasont. For these types of users who are typically going to use the Query Page in basic mode, clarifying what is expected to be entered for values can be of great benefit. Additionally, the query criterion description is used when presenting Query Criteria in external applications that use the Vasont API. As an example, the Vasont Universal Integrator (VUI) used in an external editing or authoring tool will present the query criteria (and collection values) using the query criterion descriptions. Again, this can be of great benefit to lay users that do not necessarily understand Vasont and the unique characteristics of the Vasont queries. • The Specify Usage option shows a sub-menu that allows you to specify the usage of the component indicated in the query criterion. The Specify Usage option only appears if you can indeed be more specific about the usage of the component. By default, the Query Page Components list shows the Alias (the “generic name”) for each component, which is not sensitive to how (or where) the component is used. As an example, a Paragraph may be defined as an Alias and, in a generic sense, be used throughout a document. When dealing with a collection’s setup (established in Vasont Administrator), however, contexts (or uses) of that Paragraph are defined. As an example, a Paragraph may be used within a Section 1, a Section 2 or a List Item. Using the Specify Usage option (and selecting one of the sub-menu options) you can be more specific about which usage of the component the query is looking for. Based on the above example, a query (by default) is going to look for Paragraph components regardless of the Paragraph usage. By specifying the Paragraph [Section 1] use, however, the query will now only look for Paragraph components that are used within a Sec- tion 1. When you specify a usage using this feature, note that the criterion description will be altered to reflect the spe- cificity of the component. This serves as a visual clue to indicate when a component is being looked for in a generic sense versus when a specific usage of the component is to be located. When the Query Page is used in certain contexts, you may also note a drop-down list at the bottom of the Query Page. This drop-down list is used to define the “scope” for a query, when applicable. There are two types of scope definitions that you may encounter:

“Query based on Current Content” vs. “Query Based on Version History” This scope drop-down is only available when retrieving content, for a collection, into a Vasont Navigator. Its purpose is to indicate whether you want the query criteria to be applied to the current (active) set of content or the Version History for the collection. When Query Based on Version History is selected, you are essentially querying based on what used to be in the collection’s content, not necessarily based on the current content. For further information, see Locating Retired or Older Versions of Content. "Query {Component} in all {Primaries}" vs. "Query {Component} in current {Primary} only" This scope drop-down is available when picking a Pointer component's target (and the Pointer component is a cross reference) and when picking Raw Material for insertion into a Vasont Navigator. Its purpose is to indicate whether you want the query criteria to be applied to the current Primary only (e.g., the same Primary in which the Pointer resides) or to all of the Primaries in the collection. The Query {Component} in current {Primary} only selection can be useful when you know that the desired content (to be picked) resides in the same document. The query results

are obtained much faster, and it is likely that fewer entries will appear in the resulting list. For further information, see the sections on Selecting Existing Content for Reuse and Using the Update Window to Specify Content to Be Referenced. In certain situations, this drop-down may automatically be set to Query {Component} in current {Primary} only and locked. This will occur when you are picking the target for a cross-reference and the Vasont Administrator setup indicates that the cross reference must point to a target within the same Primary (document). Consult your Vasont systems administrator, if necessary, for further information. Components List The first step in building query criterion is to select a Component from the Components list. The Components list will vary from collection to collection, reflecting the components that comprise each collection's content model in Vasont. In certain Query Page contexts, such as the Raw Material Browse window or the Pick List that is invoked when updating a pointer component, there will only be one entry in the Components list.

The components list is organized as follows: • If available, the Any entry (indicating any component) is first in the list and a separator follows, allowing you to build criteria that applies to any component in the collection. • If the Query Page is being used with a specific collection, the collection’s Primary component will be second in the list and followed by a separator • All other components are presented in alphabetical order When a component is selected, the Properties list is automatically refreshed to reflect the properties that are valid for the selected component. Additionally, Vasont will automatically select a default property based on your user profile (see Setting Default Retrieve Properties) or the most commonly used property (if a default is not specified in the user profile). Properties List The Properties list is automatically refreshed, when a component is selected in the Components list, to reflect the properties that are allowed for the component. The properties in the list encompass a broad set of built-in properties as well as any attributes that are associated with the component in the Vasont setup:

The Properties list is categorized and presented in logical groups. The following table defines all of the possible properties that may appear in the list (and their order) — Depending on the component selected, only a portion of these properties may appear in your Query Builder:

Property Description Re- Name quires Opera- tor Action Flag Allows querying based on whether the component has been added, changed or deleted Yes (pending delete) — Some components may have a “None” action flag, indicating they have not been altered Alpha Tag For a Primary component, allows querying based on an assigned alphanumeric tag — Yes Typically only used with content where alphabetic grouping is crucial, such as dictionaries Checkout Date For checked out components, allows querying based on when the component was Yes checked out Checkout User For checked out components, allows querying based on who (which user) has the com- Yes Name ponent checked out Client Key Allows querying based on the assigned Client Key — A Client Key may be synony- Yes mous with your customer specific identifying (ID) scheme; the Client Key may also be system generated Create Date Allows querying based on when the component was created Yes Description For Multimedia components, allows querying based on the description assigned to the Yes Multimedia component Document For Multimedia components, allows querying based on whether the Multimedia object Yes (e.g., graphics file) is physically stored in the database. If Oracle Text is configured in the Oracle Database, also allows querying against certain Multimedia document types (see Availability of Text Operators). Edit Date Allows querying based on when the component was last edited Yes External File For Multimedia components, allows querying on any external filename associated with Yes the Multimedia component — Typically only used if the Multimedia object (e.g., graphics file) is stored on a file system rather than internal to the database Multimedia For Multimedia components, allows querying based on whether the Multimedia object Yes Flag (e.g., graphics file) is Missing or Approved — Multimedia objects are considered missing if Vasont cannot locate them on the file system or internal to the database Object Type For Multimedia components, allows querying based on the Multimedia object's “type”, Yes such as GIF, JPG, PDF, DOC, etc. Ownership Allows querying for content with or without an ownership group applied. Yes Group Ownership Allows querying for content with or without ownership applied to a specific user. Yes Name Points To Text For Pointer components, allows querying based on the pointer target's Text Yes Points To De- For Pointer components, allows querying based on the pointer target's Multimedia De- Yes scription scription (one of the pointer's targets must be a multimedia component) Points To For Pointer components, allows querying based on the contents of a multimedia docu- Yes Document ment when one of the target components is a multimedia component (only available if Oracle Text is configured in Oracle Database) Points To Ob- For Pointer components, allows querying based on the pointer target's Object Type (or Yes ject Type file extension) when one of the target components is a multimedia component.

Property Description Re- Name quires Opera- tor Status Flag Allows querying based on whether the component is currently Approved, Draft or In- Yes complete Text Allows querying based on the text associated with the component Yes User Name Allows querying based on who (which user) last edited the component Yes Annotation Allows querying based on the date on which an Annotation was associated with the Yes Date component Annotation Allows querying based on the text of an Annotation associated with the component Yes Text Annotation Allows querying based on who (which user) associated an Annotation with the compo- Yes User Name nent Attachment Allows querying based on whether an Annotation Attachment is associated with the Yes component. If Oracle Text is configured in the Oracle Database, also allows querying against any textual content for an Annotation Attachment Attachment Allows querying based on the description assigned to an Annotation Attachment associ- Yes Description ated with the component Attachment Fil- Allows querying based on the filename for an Annotation Attachment associated with Yes ename the component Attributes Any attributes associated with the component in the Vasont setup will be individually Yes listed as a property; allows query based on the presence or lack of an attribute, as well as the actual attribute value Count Allows querying based on the number of component occurrences within a Primary; only Yes available when retrieving content for a specific collection Does Not Exist Allows querying based on whether a Primary does not contain an occurrence of the component; only available when retrieving content for a specific collection Exists Allows querying based on whether a Primary does contain an occurrence of the component; only available when retrieving content for a specific collection Is In Global Allows querying based on whether the component has an entry in the Global Change Change Log Log Has Branch Allows querying based on whether the pointer component references content that is the Notice source of a branch Is Not Refer- Allows querying based on whether the component is not referenced (pointed to) by an- enced other component Is Referenced Allows querying based on whether the component is referenced (pointed to) by another component. See the note at the end of this table for information on library pointers. Is Translated Allows querying of components based on whether the “base” component (typically Into English) has already been translated into a specified target language. A search will find the base content. — Requires raw component translations to be configured in the system. Translations Allows querying of components based on whether other language versions of the con- Exist tent exist, regardless of whether those versions are the “base” or “target” side of the relationship — Requires raw component translations to be configured in the system.

Property Description Re- Name quires Opera- tor Language Allows querying of components based on their language setting - Requires raw compo- Yes nent translations to be configured in the system.

When a property is selected, the Operators list is automatically refreshed to reflect the operators that are valid for the selected property. Additionally, Vasont will automatically select a default operator based on your user profile (see Setting Default Retrieve Properties) or the most commonly used operator (if a default is not specified in the user profile).

If the property selected refers to a component's text (e.g., the Text or Points to Text property), or 2 when an attribute is selected in the Properties list, the operator may be defaulted to “=”. When the default operator is “=”, it is an indicator that a list of valid values exists and can be used for query purposes. After the query criteria is added to the query (by clicking the Add to Query button), you will be able to select a value from a drop-down list. Certain drop-downs will also allow you to type a value that is not in the list. This can be useful if content exists that does not conform to the established list of values. Certain properties do not require an operator (refer to the table above). When one of these special properties is selected, the Operators list will be empty.

If the Is Referenced property is chosen, the results may or may not included references from Library 2 collections. This behavior is executed by identifying the Library collections in the Vasont Adminis- trator. See your system administrator for more information.

If your system has the Ownership Extension activated, then the Retrieve All function will automati- 2 cally restrict the retrieved content to components which have ownership applied for the group to which you belong. If you choose to define an ownership group for retrieving content, then your defined ownership will be overridden and the content will be retrieved based on the query criteria. For more information, see Controlling Content Access and Creation With Content Ownership.

Operators List The Operators list is automatically refreshed, when a property is selected in the Properties list, to reflect the operators that are allowed for the property. If an operator is not required for the selected property, the Operators list will be empty. The operators in the list encompass a broad set of Boolean and text oriented operations:

The operators in the Operators list are categorized and presented in logical groups. The following table defines all of the possible operators that may appear in the list (and their order). Depending on the property selected and the database environment, only a portion of these operators may appear in your Query Builder. Deciding which operator to use is often the most difficult part of building a query. There are potentially many operators that can be used to achieve a desired result. The difficulty arises when trying to determine which operator best suits your needs. Additionally, the operator choice has a direct affect on what you will enter for the query criterion value (and how you will specify it). To assist in making these decisions, the table also includes details on the nature of each operator and some example uses:

Operator Description Wildcards Case Sen- Example Results Allowed sitive Equivalency and Relational Operators < The component's property No Yes Chapter Edit Date Chapters that were must be less than the criteri- edited before Febru- on value (see Notes) < 02/01/2004 ary 1, 2004 < OR = The component's property No Yes Figure Number < OR Figures having a must be less than (or equal = 24 Number attribute set to) the criterion value (see to: Notes) 24 21 157093 = The component's property No Yes Any Text=Training Training Assets must exactly match the crite- Assets rion value > The component's property No Yes Chapter Edit Date > Chapters that were must be greater than the cri- 02/01/2004 edited after February terion value (see Notes) 1, 2004 > OR = The component's property No Yes Figure Number > OR Figures having a must be greater than (or =157 Number attribute set equal to) the criterion value to: (see Notes) 157 15803 24 NOT = The component's property No Yes Author Text NOT = Jim Breeze must not match the criterion John Doe Tanya Phillips value but not John Doe Advanced Text Operators (only available if Oracle Text is configured in Oracle Database) All Words The component's text must Yes No Any Text All Words Black cats scare me. contain all of the words cats black My cats are black. and/or phrases specified in the criterion value (see Notes) Any Words The component's text must Yes No Any Text Any Words Black cats scare me. contain at least one of the cats black My cats are black.

Operator Description Wildcards Case Sen- Example Results Allowed sitive Equivalency and Relational Operators words or phrases specific in Feed the cats. the criterion value (See Notes) In black and white. Near Proximity Operator: The Yes No Any Text with ship- Was the shipping component’s text must con- ping within 3 words paid? tain a word or phrase within of paid The shipping bill was a certain number of words of paid yesterday. another word or phrase (see Notes). Root The component's text must Yes No Any Text Root test Was it tested? contain a word with the but not: same linguistic root as the Hear my testimony. word specified in the criterion value (see Notes) Sounds Like The component's text must No No Any Text Sounds Stop pinching me! contain a word that has pro- Like pintion Collect my pension. nunciation similar to the word in the criterion value (see Notes) Spelled Like The component's text must No No Any Text Spelled I misspelled it. contain a word with a spell- Like misspelled You misspelled it to! ing (including typos) similar to the word in the criterion value (see Notes) Basic Text Operators Begins With The component's text must No Yes Any Text Begins Applebutter start with the text fragment With Apple in the criterion value Apple Macintosh Contains The component's text must No Yes Any Text Contains Coat of Arms contain the text fragment in Arm the criterion value Army vs. Navy Ends With The component's text must No Yes Any Text Ends With The odor is strong end with the text fragment in strong the criterion value Neil Armstrong Like The component's text must Yes Yes Any Text NOT Like Notes contain the (wildcarded) text Note* Note the answer fragment in the criterion value NOT Like The component's text must Yes Yes Any Text NOT Like See Figure 1 Default not contain the (wildcarded) Note* Settings text fragment in the criterion but not value Notes Note the answer Existence Operators

Operator Description Wildcards Case Sen- Example Results Allowed sitive Equivalency and Relational Operators Is Empty The component's property n/a n/a Book Client Key Is Books that do not must not exist (or must be Empty have a Client Key as- empty) signed Is NOT Emp- The component's property n/a n/a Book Checkout Date Books that are ty must exist (or must have a Is NOT Empty checked out value)

• Relational operators (including < or >) used with textual properties use an alphanumeric compari- 2 son, even if the component in the query criterion is numeric • The Advanced Text Operators can also be used with certain Multimedia documents (using the Document property) – See Availability of Advanced Text Operators. • Certain Advanced Text Operators (All Words, Any Words, Root and Sounds Like) allow the use of phrases as well as individual words; to include a phrase in the query criterion value, simply enclose the phrase in double quotes (e.g., “black cat”).

As indicated in the operators table, several of the textual operators allow the use of wildcard characters. The following table lists the wildcard characters and example uses, as well as provides information on how to “escape” a wildcard character and treat it as a literal value in your queries:

Wildcard Description Example Results Character * Represents zero or more characters Like Note* Note: Caustic - Note the answer below ? Represents a single character Like Note* Note: —Notes ˜ “Escapes” one of the wildcard characters (* or ?) — When Like When˜? When? placed before the character, that character is treated literally

If the Advanced Text Operators do not appear on your Query Pages, the Oracle Text feature is not enabled in your Oracle Database. You may want to consult your Vasont System Administrator and/or Oracle Database Administra- tor to determine if Oracle Text can be enabled in your database (Vasont Systems provides step-by-step procedures for doing so). The availability of Oracle Text (and, therefore, the Advanced Text Operators) offers the greatest flexibility and performance when querying content. The Advanced Text Operators typically yield faster performance (and quicker query results) than the Basic Text Op- erators. Because of their case-insensitivity, the Advanced Text Operators are also often a superior choice. In situations where case sensitivity is needed, however, you will need to use the Basic Text Operators with wildcards. Be aware that Oracle Text does not instantly capture new content or changes to existing content. The Oracle Text technology necessitates that content change be captured based on a timed job (in the Oracle Database). The Vasont System Administrator (or Oracle Database Administrator) determines how frequently these jobs are run (typically, somewhere between 30 or 60 minutes) at the time Oracle Text is configured. So, content that has recently been added or altered in Vasont may not be immediately accessible using the Advanced Text Operators. Consult your Vasont systems administrator to ascertain how frequently your Oracle Text capture jobs are executed. The Advanced Text Operators can also be used with text based Multimedia documents that are stored internal to the database. Support document types include:

Word Processing Formats: ASCII Text, ANSI Text, Unicode Text, HTML, IBM FFT, RTF, DEC WPS Plus, Dis- playWrite, Enable, First Choice, Framework, IBM Writing Assistant, Lotus Manuscript, MASS11, Microsoft Word, MultiMate, Navy DIF, Nota Bene, Office Writer, PC-File Letter, PC-File+ Letter, PFS:Write, Professional Write, Q&A, Samna Word, SmartWare II, Sprint, Total Word, Volkswriter 3 & 4, Wang PC (IWP), WordMARC, Word- Perfect, WordStar, WordStar 2000, XyWrite, JustSystems Ichitaro, AMI/AMI Professional, Corel WordPerfect for Windows, JustWrite, Legacy, Lotus WordPro, SmartSuite, Microsoft Windows Works, Microsoft Windows Write, Microsoft Word, Microsoft WordPad, Novell Perfect Works, Novell WordPerfect for Windows, Professional Write Plus, Q&A Write for Windows, Star Office Writer for Windows (Text only), WordStar for Windows, Mac-Write II, Star Office Writer for Windows. Spreadsheet Formats: Enable, First Choice, Framework, Lotus 1-2-3 (DOS & Windows), Lotus Symphony, Mi- crosoft Excel, Microsoft Multiplan, Microsoft Works, Mosaic Twin, Novell Perfect Works, QuattroPro, PFS:Profes- sional Plan, SuperCalc 5, SmartWare II, VP Planner 3D Databases Formats: Access, dBASE, DataEase, dBXL, Enable, First Choice, FoxBase, Framework, Microsoft Works, Paradox, R:BASE, Reflex, Q &A, SmartWare II Display Formats: PDF - Portable Document Format Presentation Formats: Corel Presentations, Novell Presentations, Harvard Graphics, Freelance, Microsoft Power- Point Other Formats: Executable (EXE, DLL), Microsoft Project, Microsoft Outlook mail format, vCard Electronic Business Card, Versit, WML To search the internal text of Multimedia documents with one of these types, use the Document property, and select one of the Advanced Text Operators in the Query Builder. To search the description text of Multimedia components with one of these types, use the Description property, and select one of the Advanced Text Operators in the Query Builder. Here are some examples of how multimedia descriptions are parsed: • “Getting Started Guide.doc” has the following Oracle Text words: “getting”, “started”, “guide”, and “doc”. • “Getting_Started_Guide.doc” has the following Oracle Text words: “getting”, “started”, “guide”, and “doc”. • “GettingStartedGuide.doc” has the following Oracle Text words: “gettingstartedguide” and “doc”.

Add to Query The Add to Query portion of the Query Page (in advanced mode) provides a mechanism where you can review Components, Properties and Operators selections affect on the query criterion and then add that query criterion to the current query criteria set (if any):

The caption that appears above the Add to Query button describes the query criterion (in plain English terms) based on your Components, Properties and Operators selections. Using the caption, you can experiment with different selections until you achieve the desired criterion. The caption also provides a good learning tool – It gives you an immediate understanding of the criterion your selections will yield. When you are satisfied that the selections provide you with the desired criterion, click Add to Query to “push” the query criterion into the current Query Criteria list. At this point, you have the option to Save your query for future use, see the section on Saving a Query, or executing to obtain your results by clicking the appropriate Retrieve, Search, List (see Using the Search List), or Refine (see Refining the Vasont Navigator) action button, at the bottom of the window, to execute your query.

Saving a Query After you build a new query, you may determine that it would be a good idea to save the query for future use. Quer- ies that you have built (or even variations of another user’s query) can be saved from the advanced mode on the Query Page (accessed by clicking the Show Advanced button). 1. If a Query Page is not already open, click the appropriate button on the toolbar for Retrieve, Search, Refine, or Colls. 2. After building a new query (or selecting a Recent query that you determined should be saved for future use), click Save at the bottom of the window.

3. The Saved Query Properties dialog will appear:

Enter a Query Name for the new query and, if desired, a description of the query. If so desired, you can also mark the query as shared (so other users can use the query) or as your default query (meaning the query will automatically be opened the next time you access the collection). 4. Click Save to save the query – You will note that the Saved queries list is refreshed to reflect your newly added query.

You can actually save a query when the Query Criteria values have not been specified (are empty). 2 This can be useful for building a “template” query where you, or other users, must “fill in the blanks”. Query Criteria values must be provided, however, before a query can be run using the Re- trieve, Search, List or Refine button. Your Saved queries can be deleted by right-clicking the mouse on the query in the Saved queries list. Also, the properties set at the time of save can be adjusted. See Managing Saved Queries.

Using the Search List In addition to performing iterative searches for a Vasont Navigator, Vasont can also show the results of a content search in a list. This list can have many uses, including: • Determining the number of components that match the search query criteria • Reporting (printing) the results of a search query • For collections that contain graphics, previewing the graphics found by the search

Showing the results of a Vasont Navigator search in a list follows the same steps as the interactive search, except you click List rather than Search at the bottom of the Query Page window. To perform a search, using the Search List, see the following instructions. 1. Select the component from which you want to begin the search (a search does not "loop back" to search the components that appear above the navigator selection). 2. If a Query Page is not already open, click Search on the toolbar. 3. Select or build the query with the necessary criteria (see Using the Query Page to Search a Collection's Content for general instructions, or for more detailed instructions, see Advanced Mode). Browse through the Recent and/or Saved query list to find the desired query – Remember that hovering the mouse over any entry will show you the full query criteria, reflecting the values that were used at the time a Recent query was used or a Saved query was saved. Keep in mind that the actual criteria values can be changed when selecting a Recent or Saved query. Then click List at the bottom of the Query Page window.

Note: For information on multiple collections, see the section on Using the Cross-Collection Search List. 4. A dialog box will appear after the List button is clicked, asking you to define the search scope. Keep in mind that searches are always performed relative to the current selection in the Vasont Navigator. Therefore, this dialog is asking you how “far” you want to search based on the Navigator selection:

The first entry, Search this branch only, should be used if you only want to apply your search criteria to the currently selected component, and its descendants, in the Vasont Navigator tree. The second entry, Search this branch and the rest of this tree, should be used if you want to apply your search criteria to the currently selected component, and all components that follow it, within the Primary. Think of this option as searching within the document from the current selection forward. The last entry, Search this branch, the rest of this tree and all following trees, should be used if you want to apply your search criteria to the currently selected component, all components that follow it (within the Pri- mary) and all other documents (Primaries) that follow in the Navigator.

Depending on the number of documents (Primaries) showing in the Vasont Navigator and the complexity of the search query criteria, the creation of the search list may take a while. If you 2 decide you do not want to wait, you can always cancel the running query and try generating the search list with a less broad scope.

5. After making your search scope selection, click OK to perform the search query and display the list:

6. From the search query list, you can perform a variety of actions. To perform any of these actions against the selected component(s), select the action and then click Execute. See the following list for detailed explanations of the available actions. If any exceptions are encountered while processing a batch action, or if multiple components are selected for the batch action, a “summary” window will appear. This window shows how many components were affected by the batch action and provides details regarding any exceptions encountered. • Double-clicking the mouse on a component in this list automatically moves the Vasont Navigator selection to that component (also available as right-click Go To option) • Selecting a multimedia component in the list shows a thumbnail in the lower, right-hand corner of the dialog • Clicking Print generates a report of the components found based on your search criteria. Once the Print window displays, you can print the list to a printing device or save the report to an electronic file. • Selecting several components in the list and then clicking Search and Replace allows you to interactively open an update window for each selected component and perform textual search and replace operations • Clicking Word Count allows you to generate a word count for the components in the list and, optionally, their descendant components • Selecting entries in the list allows you to perform batch actions on the selected components. After selecting components, the actions drop-down list (at the bottom of the window) will activate, allowing you to: • Analyze Incomplete components (and their descendants, if the component is a Primary) • Approve components (if they are Draft) • Check In components (if they are currently checked out) • Check Out components • Extract components • Mark for Delete (mark the selected components for deletion) • Undo Pending Delete (clear a pending delete for the components, if marked for deletion) • Confirm Pending Delete (physically delete the components, if marked for pending delete) • Resolve Pointers (for pointer components, ensure they resolve (point) to the expected target)

If any of the selected components are currently checked out due to an active Vasont WebLNX 2 task, then these components cannot be checked in with the batch action.

7. When finished working with the search list, simply click Close.

Using the Cross-Collection Search List The Cross-Collection Components Search List will automatically appear after you have queried the necessary cross- collections. From this list, you will have the opportunity to perform many functions. 1. If the Cross-Collection Components Search List is not already open, click Colls on the toolbar, then select the necessary collections. Either build your own query criteria, or browse through the Recent and/or Saved query list to find the desired query – Remember that hovering the mouse over any entry will show you the full query criteria, reflecting the values that were used at the time a Recent query was used or a Saved query was saved. Keep in mind that the actual criteria values can be changed when selecting a Recent or Saved query. Click Select an action at the bottom of the window.

2. From the Cross-Collection Components list, you can perform a variety of actions. To perform any of these actions against the selected component(s), select the action and then click Execute. See the following list for detailed explanations of the available actions. • Clicking Open Navigator, or double-clicking the mouse on a component in this list, opens a Vasont Navi- gator for the component's collection and drills down to the component in the Navigator. • Clicking Report generates a report of the components found based on your search criteria • Checking the checkbox beside a component (or several components) allows you to perform batch actions on the selected components. Or, checking the "Select All" checkbox easily selects all of the components in the list. After selecting the necessary components, the actions drop-down list (at the bottom of the window) will activate, allowing you to: • Analyze Incomplete components (and their descendants, if the component is a Primary) • Approve components (if they are Draft) • Check In components (if they are currently checked out) • Check Out components • Extract components • Mark for Delete (mark the selected components for deletion) • Undo Pending Delete (clear a pending delete for the components, if marked for deletion) • Confirm Pending Delete (physically delete the components, if marked for pending delete) • Resolve Pointers (for pointer components, ensure they resolve (point) to the expected target) If any exceptions are encountered while processing a batch action, or if multiple components are selected for the batch action, a “summary” window will appear. This window shows how many components were affected by the batch action and provides details regarding any exceptions encountered.

From the Cross-Collection Components list, you can also re-query the database (without having to close the list). The Pick option on the Toolbar allows you to pick a new set of collections and 2 then run a query against those collections. The Retrieve option on the Toolbar allows you to run a different query against the same (current) set of collections.

3. When finished working with the search list, simply click Close on the toolbar to close the Cross-Collection Components list. Locating Retired or Older Versions of Content When retrieving content for a Vasont Navigator and working with the Query Page in advanced mode, you can also populate the Navigator based on retired (deleted) or older versions of the content. Although the retired or older version of the content is not shown directly in the Vasont Navigator, this feature does provide a mechanism in which you can determine where historical content was used and then, in turn, drill into the version history. To query against retired or older versions of content: 1. If a Query Page is not already open, click Retrieve on the toolbar. Build your own query (for general instructions, see Building a Retrieve Query, or, for more detailed instructions, see the section Advanced Mode), or browse through the Recent and/or Saved query list to find the desired query – Remember that hovering the mouse over any entry will show you the full query criteria, reflecting the values that were used at the time a Recent query was used or a Saved query was saved. Keep in mind that the actual criteria values can be changed when selecting a Recent or Saved query. 2. Note the drop-down list available at the bottom of the Query Page (must be in the "advanced" mode). Change the drop-down setting to Query based on Version History.

3. Click Retrieve at the bottom of the window. Vasont will automatically close the Query Page, query the version history in the database based on the criteria (and values) you entered and then open all of the Primary components containing components matching your criteria. Remember that the Vasont Navigator will reflect the current content in this case, but you can access the Versions

information bar in the Navigator to examine the version history. See Version History List and The Vasont Naviga- tor.

Setting a Default Query You may find it useful to define one of your Saved queries as the default query, whether it be for a short time-frame or an extended period of time. When a default query is set, that query is automatically displayed (but not run) when the Query Page is opened. Therefore, it is still possible to alter the query criteria values for your default query before executing the query. Only Saved queries that you created can be used as a default query. It is feasible to duplicate another user’s query and use it as your default, however. Simply select the other user’s query in the Saved queries list and then save that query for your own use (see Saving a Query) – When saving the query, you can check the Use as Default Query checkbox. A default query is set for your login only and is collection specific. In other words, a default query that you specify will only appear when you access the collection. Each collection can therefore have a different default query. The same set of queries is used when retrieving content for a collection (see Retrieving Content for a Collection) and searching for content within a collection (see Searching for Content in a Collection). By extension, any default query you set for retrieving collection content will also appear as the default query when searching in a collection (and vice versa). To set a new default query: 1. If the Query Page is not showing, click Retrieve or Search on the toolbar. 2. If necessary, click the triangle to expand the Saved queries list 3. Locate one of your saved queries, that you want to use as the default query, right-click the mouse on that Saved query entry and then select the Use as Default Query option:

A checkmark beside the Use as Default Query entry indicates whether the query is currently in use as the default. If you see a checkmark when showing the pop-up menu, the query you selected is already in use as the default. This option behaves as a toggle. If there is a checkmark beside Use as Default Query, selecting the option indicates that you want to stop using the query as your default. If there is not a checkmark beside Use as Default Query, selecting the option indicates that you now want to use the query as your default.

4. You can now either close the Query Page by clicking the Close button or actually run the query.

When a default query is set, that query will automatically be selected (and shown) the next time the Query Page is opened. To use the default query “as is” (with the stored set of criteria values), simply click Retrieve or Search, at the bottom of the window of the Query Page. You can also change the query criteria values and then do the search or retrieve, if you so desire.

Bookmarking Frequently Visited Content

From a navigator, you can bookmark components that you visit frequently. This provides a mechanism by which you can easily return to specific content that you are working on. Bookmarks can also be useful for defining locations that you may find difficult to locate using a query.

Bookmarks are directly tied to your user account, so you will not see other users' bookmarks (nor can other users see your bookmarks). Vasont does provide the ability to create shortcuts, however, which can be shared with other Vas- ont users and sent through email. See Using Shortcuts to Content.

Creating a Bookmark:

1. Right-click on a component in a navigator and select Navigation → Bookmark.

2. The bookmark will be added to the Bookmark menu and grouped by collections.

Using a Bookmark:

1. The bookmarks you have already set are shown in the Vasont Toolbar under the Bookmarks menu. The Book- mark menu entries are categorized by the collection in which the bookmark resides:

2. Clicking on a bookmark in the Bookmarks menu will open a navigator and automatically drill down to the component on which the bookmark was placed. If a navigator is already open for the collection in which the bookmark resides, that navigator will be reused and the cursor will jump to the bookmarked component.

Deleting Bookmarks

1. The Bookmarks menu includes an option to Manage Bookmarks:

2. Select the bookmark to be removed and click Remove to delete the bookmark.

Using Shortcuts to Content

Windows shortcuts are used to locate frequently accessed content in Vasont. These shortcuts can be placed anywhere in your Windows environment, including on the Desktop or Quick Launch Bar. When you click a shortcut generated from Vasont, it will automatically launch the Vasont application. After logging in to Vasont, a navigator will automatically open and drill down to the component identified in the shortcut.

Shortcuts can also be shared with other users. For example, you can place a shortcut on a file server for use by other Vasont users. Likewise, shortcuts can be included as an attachment in an email and sent to another Vasont user. Sharing shortcuts can be extremely useful when you are collaborating on content.

Component shortcut attachment files may or may not be included on emails generated from within 2 Vasont depending on your configuration. See your Vasont systems administrator for more information.

Creating a Shortcut:

1. Shortcuts are created from a navigator by selecting the Navigation → Create Shortcut option from the right- click menu.

2. Select a location for your shortcut. Vasont will automatically generate a shortcut name based on the selected component’s text. This generated name can be altered if desired. The file extension is .vsnt.

Using a Shortcut:

1. To use a Vasont shortcut, simply double-click the icon:

2. The Vasont login window will appear. Log in to Vasont; a navigator will automatically open and drill down to the component identified in the shortcut.

Vasont offers the ability to perform almost any edit without leaving the application. However, extracting a chunk of content and then editing it in an external editor may be preferable when you are making major revisions or when you need to work offline. Depending on the structure, the Vasont setup, and the editorial tool you are using, you will likely develop a preference for performing specific tasks in one environment or another. When you author new content in Vasont, you may want to consider whether content already exists in the system so that it can be reused. You also may need to consider whether the content you intend to edit may be used in other contexts. For strategies to help you reuse existing content and update content in multiple locations, see Reusing Con- tent and Maximizing Reuse. Unstructured documents (DOC, etc.) and graphics files are handled as multimedia components in Vasont. For more information on revising documents, graphics, and other digital assets stored as multimedia components, see Storing and Retrieving Business Documents and Digital Assets. This section describes: • Revising structured content through an external editor • Revising structured content in Vasont

Revising Content in an External Editor If your work involves making extensive edits to content, you will likely want to locate and extract a piece of content, such as a section or chapter, to an external editor. After finishing your edits, you will load the file back into Vasont. See Extracting and Loading Content for External Editing. By default, files are extracted to and loaded from the location specified in the Vasont initialization (INI) file. For more information, see Vasont Application Initialization (INI) File. Depending on your setup, Vasont may or may not automatically check content in and out during extracts and loads. If you want to prevent others from working with content while you are making revisions, you should be sure to check the content in and out accordingly. For more information, see Accessing and Locking Content. For more information on extracting and loading files, see Extracting Structured Content and Loading Structured Content.

Revising Content in Vasont While you can perform just about any edit through Vasont, it is well-suited to a number of frequently performed tasks. Simple edits, such as adding, editing, or deleting a component are quick and easy through Vasont. Vasont also has very powerful capabilities to move whole sections of content and even transform components as part of the move process. Additionally, Vasont allows you the flexibility to reference existing content or update the same piece of content across different collections. In addition to basic text, text components may contain lower-level tracked components called inline components, often used for cross-references, graphics, or part of speech in a definition. Inline components are edited from within the parent component. Text components may also contain untracked components, which are stored in XML syntax within the parent component. Emphasis or special character-level formatting is often untracked in Vasont and carried along with the pa-

rent. If you are uncomfortable editing in XML markup, you may want to extract content to edit externally. For more information, see Revising Content in an External Editor. For more information on inline and tracked components, see Granularity. This section describes adding, editing, moving, and deleting text in Vasont. For more information on reusing content, see Reusing Content and Maximizing Reuse. Adding a New Text Component New text components can be added to a collection at any level. Text components can be created from scratch, or added from an existing pool of raw material. In addition, a text component can be created by choosing from a list of valid values for the component, if valid values have been defined for the component in Vasont Administrator. If a newly created component matches one that already exists as raw material, the existing component is implicitly reused rather than duplicated. For more information on reusing content, see Reusing Content. 1. In the Navigator, locate the component that should precede or be the parent of the new component you want to add. 2. Right-click on the component and select New → [Component] → Create New. Components in the list are legitimate inserts for that position, according to the collection's rules. If you do not see the name of the component you want to add, the component is not allowed in this location, according to the rules of structure defined in the setup or it may be added as an inline or untracked component. See Working with Inline Components and Revising Content in an External Editor. Selecting a components at the top of the list (above the horizontal rule) will be position as a sibling component to the currently selected component. Selecting components below the horizontal rule will be positioned as a child component to the currently selected component.

If you want to choose from a list of existing raw material, select Pick List. For more information, 2 see Reusing Existing Content When Creating a New Component. If you want to select from a list of valid values, select Valid Values. For more information, see Selecting a Valid Value When Creating a New Text Component.

3. Complete the fields in the Update window. See Update Windows for details on specific fields. 4. Click Save & Close or Save and then Close. The new component appears in the Navigator with a status of draft. By default, the untracked SGML/XML markup in the update window is not validated for SGML or XML validity. If the component that you are updating has been configured with a validation option, and an SGML/XML syntax error is encountered, a message displays when attempting to save the update. The Save is blocked until the error is resolved. There are two types of validation; 1) SGML valid, and 2) XML well-formed. In the SGML valid mode, errors could include missing required elements, unrecognized elements, misplaced elements, invalid or missing attributes, and unrecognized entities (special characters). In the both the SGML valid and XML well-formed modes, errors may result from incorrect syntax, such as missing angle brackets or quotes, mismatched or missing begin and end tags. For more information, see the Vasont Administrator Guide for component validation options. Selecting a Valid Value When Creating a New Text Component A text component can be created by choosing from a list of valid values for the component, if valid values have been defined for the component in Vasont Administrator. 1. In the Navigator, locate the component that should precede or be the parent of the new component to be added. 2. Right-click on the component and select New → [component] → Valid Values.

Components in the list are legitimate inserts for that position, according to the collection's rules. If you do not see the name of the component you want to add, the component is not allowed in this location, according to the rules of structure defined in the setup or it may be added as an inline or untracked component. See Working with Inline Components and Revising Content in an External Editor. Selecting a components at the top of the list (above the horizontal rule) will be position as a sibling component to the currently selected component. Selecting components below the horizontal rule will be positioned as a child component to the currently selected component.

The Valid Values menu option is only available if valid values have been assigned for the com- 2 ponent and the valid value flag has been set accordingly in the Vasont Administrator.

3. Select one or more valid values and click OK. Use Ctrl-click or Shift-click to select multiple valid values.

The following screen shows three valid values being selected for the Category component. There- 2 fore, three new Category components will be created — one for each selected valid value.

The new component(s) appears in the Navigator with a status of draft. Editing an Existing Text Component When editing a text component, you may add, edit, move, or delete inline components. For more information, see Working with Inline Components. You may also edit untracked components, which appear as marked up text within the parent component. If you are uncomfortable editing in markup, you may want to extract to an external editor, see Revising Content in an External Editor. 1. In the Navigator, locate the component to be updated. 2. Double-click the component if it has no children or right-click the component and select Update. If the component you opened is a referenced component, the Referenced Component message box displays. Click Yes to continue editing or click No if you want to view where the component has been referenced. For more information, see Identifying Where Content is Referenced. 3. Modify the text of the component. Modify the Status and Client Key, as needed. For more information on client keys, see Matching Criteria and Client Keys. For more information on status, see Icons in the Navigator. See Update Windows for details on other read-only fields. To update a text component with a new valid value, click the Valid Value button on the update window. Select a new valid value in the Pick Text window and click OK. To update a text component by reusing text that already exists somewhere else in the system using the Pick List feature, see Selecting Existing Content for Reuse.

4. Click Save & Close or Save and then Close.

If the edited component is used elsewhere in the content type and Global Change is enabled in the setup for the component, the Global Change window displays with other occurrences in the con- 2 tent type. See Applying or Bypassing Changes in the Global Change Window. If the global change window does not appear after saving an edit, it means one of three things: 1) the component is not used elsewhere; 2) this type of component is always globally changed (edits always ripple through to other usages); or 3) this type of component is never globally changed (updates never affect other usages). These settings are determined by the collection's rules of structure.

If an SGML/XML error is encountered, a message displays if attempting to Save the update. The Save is blocked until the error is resolved. Errors could include missing required elements, unrecognized elements, misplaced elements, invalid or missing attributes, and unrecognized entities (special characters). Errors may also result from incorrect syntax, such as missing angle brackets or quotes, misspelled entities or element names, and missing end tags. The edited component appears in the Navigator with a status of draft. Editing Text in the Update Windows The Update window allows for editing the text of a component. For text-type components, such as paragraphs and definitions, text is the primary field. Multimedia and pointer-type components may also have text. If the text field is not visible in the Update window, text is not allowed for this type of component.

Inline components and untracked elements embedded within the parent text component may also be edited from within the Update window. For more information, see Editing an Existing Text Component and Working with Inline Components. If the changes being made are extensive or involve complex tagging, it is recommended that the changes be made in an external SGML or XML editor. This will allow the data to be validated by the editor's built-in parser as changes are made.

You can export text from the Update window and import it back using the Export and Import buttons on the Update window. This feature is seldom used as it was a precursor to the extract command. 2 This option is still available but for ease of use, extracts are recommended. For more information, see Extracting a Component and Revising Content in an External Editor. If you choose to use this feature, click Export to send the text to the file name specified in the [SGML Editor] section of the local Vasont Application Initialization (INI) File. The default behavior is that the text of the component is exported as raw text, with no tags surrounding it, and the file is saved as a .txt file. The application that opens the file is determined by the file association in Win- dows. When loading the text back into Vasont, make sure the file has the same name and path specified in the VasontApps.ini file [SGML Editor] section, such as: c:\vasont\editor\import.txt. Click Im- port next to the Text window. The altered file should load. For more information, see Vasont Appli- cation Initialization (INI) File.

Working with Inline Components Inline components can occur anywhere within another text component, as defined in the collection's rules of structure. In Navigator, an inline component displays below its parent component, just like other children. If a parent has more than one inline, they are listed in the order in which they occur within the parent component. Inline components must be added, moved, or deleted in Navigator by editing the text of the parent component in its Update window.

When a component with an inline is saved, a Vasont ID (TGID) attribute is usually assigned to the inline. This is an internal method for tracking inline components within the parent component. The TGID attribute has no bearing on assigned IDs or other attributes and is never extracted (user may just ignore it). A collection may have many different types of inlines. They may be set up differently, and therefore, have different behaviors. • By default, inline components, as they appear in the text window of the parent, are simply placeholders and the actual text of the inline is not displayed. Only the begin tag appears, and when the parent component is saved, the inline is assigned a TGID attribute within its begin tag. The text for the inline must be added, or edited, by updating the inline component separately, as described in Editing Inline Data. • If the inline is set up for nesting within the parent component, adding a new inline gives both a begin and an end tag. The text of the inline must be added and edited within the parent component. When the parent component is saved, the inline is assigned a TGID attribute within its begin tag. The inline must still be opened separately to update its attributes, client key, multimedia fields and referenced components. • If the inline is set up for expanding within the parent component, adding a new inline gives both a begin and an end tag. The text of the inline may be added within the parent component. Required attributes must be added within the begin tag. No TGID attribute is assigned when the parent component is saved. After the inline is add-

ed to the parent component, further updates can be made by editing the parent component again, or by opening the inline separately and updating the fields. • Sometimes, inline components are not allowed to have text. In SGML/XML terminology, this is an empty element. When the inline is inserted, only a begin tag is given. If the inline is a placeholder or expanded, there is no text window when the inline is opened in the Update window. This should always be true, if the inline is nested, because the text of the inline is actually part of the parent component. It is possible to see tagged items in a parent component that look like inlines. If the item is not seen in the right-click menu, then it is not an inline; it is an untracked element. Some tagged items, like italic or bold, may not be considered significant enough to warrant being tracked in the collection's rules. These untracked elements are treated as normal text and the markup is carried along with the parent component. • Adding an Inline Component • Editing Inline Data • Moving an Inline Component • Deleting an Inline Component

Adding an Inline Component 1. In Navigator, locate the component to which the inline will be added. 2. Double-click the component if it has no children or right-click the component and select Update. If the component you opened is a referenced component, the Referenced Component message box displays. Click Yes to continue editing or click No if you want to view where the component has been referenced. For more information, see Identifying Where Content is Referenced. 3. In the Update window, position the cursor at the proper location in the text box. 4. Right-click and select the name of the inline component from the list and click OK.

• If both a Begin and an End tag are inserted, add the text for the inline between the tags. • Otherwise, if only a Begin Tag is inserted, you will need to add the text in a later step by opening another Update window.

Typing the inline syntax in the Update window will create an inline component placeholder, how- 2 ever it is not recommended. Typographical errors in the inline tag name can occur. If you enter the correct tag name, but in the wrong case, an error message will be presented. If you enter a tag name that is not recognized due to typographical errors, Vasont will assume that you are entering untracked XML components and no message will be presented. Therefore, it is recommended that you use the right-click method to create inline components.

5. Click Save & Close or Save and then Close.

6. In the Navigator, expand the parent component.

If only a begin tag was added (e.g., , as shown in the following screen), the new inline component will display beneath the parent component.

a. If necessary, right-click the new inline and select Update.

If the component you opened is a referenced component, the Referenced Component message box displays. Click Yes to continue editing or click No if you want to view where the component has been referenced. For more information, see Identifying Where Content is Referenced.

b. Complete the fields in the Update window. See Update Windows for details on specific fields.

c. Click Save & Close or Save and then Close.

To add an inline component by cloning an existing inline component, see Cloning Inline Compo- 2 nents. Editing Inline Data

When a component contains Inline data, it can be edited in two ways, depending on your system configuration.

• If the inline appears as a child of the parent in the Navigator, you can edit the content of the inline component by right-clicking on the component in Navigator and selecting Update. To move or delete the inline component, you need to open the parent component and move or delete the inline placeholder tag within the parent using Ctrl +X and Ctrl+V.

• Otherwise, if the full inline (begin tag, end tag, and associated text) is included within the parent, open the parent component and edit the inline as text. Use Ctrl+X and Ctrl+V to cut and paste the inline within the parent.

Moving an Inline Component

1. In the Navigator, right-click the parent component and select Update, or click the Update button in the Details pane → Properties tab → General option.

If the component you opened is a referenced component, the Referenced Component message box displays. Click Yes to continue editing or click No if you want to view where the component has been referenced. For more information, see Identifying Where Content is Referenced.

2. In the Update window, highlight the inline component to be moved.

3. Press Ctrl+X. The selected data is deleted from its present location. 4. Reposition the cursor at the desired location and press Ctrl+V. Data displays in the new location. 5. Click Save & Close or Save and then Close.

Deleting an Inline Component 1. In the Navigator, right-click the parent component and select Update, or click the Update button in the Details pane → Properties tab → General option. If the component you opened is a referenced component, the Referenced Component message box displays. Click Yes to continue editing or click No if you want to view where the component has been referenced. For more information, see Identifying Where Content is Referenced. 2. In the Update window, highlight the inline component to be deleted.

3. Press Delete or Ctrl+X. The selected data is deleted. 4. Click Save & Close or Save and then Close. Moving a Component Data may be moved within a collection or between collections by dragging and dropping from one location to another. Data can be moved to a different position within the same collection or to an entirely different collection, as long as the content being moved conforms to the rules of structure in the destination location. Vasont has very powerful capabilities to move whole sections of content and even transform components as part of the move process, which may be easier than manipulating content in an external editor. For example, if you have several sections, such as Sect1, Sect2, and Sect3, your editor may not allow you to drag a Sect2 to a Sect1 location without manipulating a lot of tags. In Vasont, all Sect components may be aliased and transforms allowed so that you can drag and drop a Sect2 to Sect1 and transform any lower level-sections up a level. A single component and its descendants may be moved or multiple primaries or other lower-level components can be moved simultaneously. For example, three Sections inside a Chapter of a Book could be moved to a different Chapter very easily. See Dragging and Dropping Multiple Components for more information. Inline components must be moved from within the parent component. For more information, see Moving an Inline Component. 1. Both the existing source location and the destination location of the component must be visible. If moving between collections, open multiple Navigator windows and use the Window menu to tile them horizontally or vertically, so that the required information is visible.

2. In the Navigator, select the source component to be moved.

3. Drag the component to the destination location.

4. Release the mouse button to drop it on another component.

5. The Drag and Drop wizard displays. Verify the information in the top two sections of the wizard.

6. In the third section of the wizard, select Move.

7. In the fourth section of the wizard, select the destination component, as well as whether the source component should be positioned before or after the destination component.

8. Click Finish.

For more information on the Drag and Drop wizard, see The Drag and Drop Wizard.

When a component is moved across collections having different rules of structure, the component is analyzed according to the rules of the new collection. If a component brings subcomponents that are not used in the new collection, those subcomponents are automatically deleted (unless transformation data exists). If a component is missing subcomponents required in the new collection, the status of the component in its new collection is incomplete until necessary subcomponents are added.

The status of the component in its original location becomes pending delete. If the moved component was required according to the collection's rules, the original top-level component and/or immediate parent component status is incomplete. If the moved component was optional, the original top-level component status is draft.

Default system behavior for moving a component to another location is to set the component in 2 its original location to a pending delete status. This behavior can be changed in your system configuration to automatically remove the component from its original location provided the user has the permissions to make deletions. See the Support Tables section in the Vasont Administrator.

The status of the component in the new location becomes draft, unless it does not meet the collection's rules in the new location, in which case it becomes incomplete. The status remains unchanged for any subcomponents accompanying the component to the new location.

If you moved a component that is pointed to, Vasont redirects the pointers, as long as the relationship is still valid according to the rules of structure. If any of the children of the dragged component were pointed to, they will be redirected, if possible. If the children that were pointed to cannot have all their pointers redirected, the content will not be deleted from the source location, but the move will still be allowed.

Replacing a Component

You can replace a component with another component that is in the same collection or a different collection using a drag and drop technique. Both the existing (source) location and the destination location of the component must be visible. If cloning between collections, open multiple Navigator windows and use the Window menu to tile them horizontally or vertically so that the required information is visible.

1. Select the component in the source location in the Navigator.

2. Drag the component to the destination location and drop it on the component you want to replace.

3. The Drag and Drop wizard displays. Verify the information in the top two sections of the wizard.

4. In the third section of the wizard, select Overwrite.

5. Click Finish. For more information on the Drag and Drop wizard, see The Drag and Drop Wizard. Deleting a Component Deletion of a component deletes all subcomponents. To keep the subcomponents, move them to a new or existing component before performing the delete. After the deletion, the status of the component will change to Marked for Deletion. The component will not be deleted until the Marked for Deletion status is confirmed. The parent component will change to Draft status after the deletion, and the higher level components may change to Incomplete, depending on the rules of structure for the collection. If you attempt to delete content that has been referenced, you may need to redirect pointers. See Managing Changes to Referenced Content. 1. In Navigator, locate the component to be deleted. 2. Right-click the component you want to delete and select Mark for Delete or select the component to be deleted and press Delete on your keyboard. The component appears in the Navigator with a status of Marked for Deletion .

If Mark for Delete does not appear in the right-click menu, it's an inline component, which must be deleted by editing the text of the parent component. See Deleting an Inline Component.

Deletion of a component is not allowed until all references have been removed. See Checking 2 References to a Component from Navigator and Deleting Referenced Content.

3. To complete the deletion, the delete must be confirmed. Right-click on the component and select Confirm Pending Delete. If the deleted component was required, as defined by the collection's rules of structure, then its immediate and top-level parent components show an Incomplete status. If the deleted component was optional, its parent component shows a Draft status.

Deleting Multiple Components The cross-collection search can be used to locate a large number of components across collection boundaries. The cross-collection search returns a list of individual components in multiple collections rather than a search result in the context of a single collection. 1. In this example, we will use the cross-collection search to locate a large number of graphic images that are not referenced by any other component. However, the desired component can be a graphic, an image, a multimedia file, or any other component type. 2. To initiate the search, click the Colls button on the Navigator toolbar.

3. A Multi-Collection Explorer window will display. Select the graphics collection(s) in which the content to be deleted resides. Click the right-arrow to move the selected collection or collections to the right hand pane of the Multi-Collection Explorer window.

4. The selected collection(s) will appear in the right hand window. Click Next.

5. A Cross Collection Components Query window will open. Click the Show Advanced button to display the advanced Query Builder as shown. For this example, we will select a date criteria so that the result returns a

manageable number of graphic components. For more information about advanced searches, see Searching Across Multiple Collections

6. In order to insure that the results DO NOT contain graphic components that are referenced content, add a second criteria: Is Not Referenced. Set the logical operator to AND. Depending on the complexity of the search criteria, it may be helpful to click Save in order to save the search for future use. Click Search.

7. The results will display. Select the desired number of graphics individually, or click the Select All checkbox to choose the complete set of search results. In this example, 15 results were returned, of which three were selected. Use the drop-down arrow to select the Mark for Delete action. Click Execute.

8. A message window will display indicating the success or failure of the Mark for Delete action. 9. Note the Status Flag state of the graphics that were marked for delete. Select the items that are marked for deletion again, and this time select the Confirm Pending Delete action.

10. A message will display indicating the success or failure of the Confirm Pending Delete action. Click OK to finish. 11. Running the saved query again confirms that the graphics were actually deleted. The original amount of results less the amount that was deleted is returned in the Cross Collection Components 12. Repeat the instructions to delete additional items, changing the date in the search query to obtain different results.

Finding and Replacing Text in the Update Window Sometimes the content of a component can become lengthy, making it cumbersome to directly edit or find a specific text string within the Update window. If you want to perform a Find and Replace within a single component, the Find feature within the Update window can be utilized to quickly find the desired string and alter or Replace it, if necessary. If you want to perform a Search and Replace on multiple components, you can use the main Vasont Search feature to identify a set of components that need to be edited. You must use the List button on the query window to display the results. The window listing the results of the search provides access to the Search and Replace feature. Press Shift and click all of the entries to select them and then click Search and Replace. The Update window for the component containing the first found text string will open, along with an Update Window Find dialog box in which you can enter the find and replace characters. You will cycle through the Update windows for all of the found components in the list.

Editing the Attributes of a Component Attributes, sometimes called metadata, provide clues or context for components so that you and other users may easily locate the content at a later time. In some cases, publishable content may be extracted from Vasont based on attribute values. Therefore, it is very important that you assign attribute values according to the business rules defined for your organization. If you need more information on appropriately assigning attribute values, contact your CMS administrator. Attributes and valid values are defined in the setup. With proper permissions, you can view or assign attribute values in Vasont for any tracked component, including inline components. Attributes can be edited on untracked components by editing the attribute values as text embedded in their parent component. For more information, see Editing an Existing Text Component. Components may also have raw attributes. For more information, see Component Attributes and Raw Attributes. 1. From the Navigator, locate the component for which you want to edit attributes. 2. Right-click and select Update. To edit attributes using the Navigator Details pane, see Properties Tab, Attributes Information Bar. If the component you opened is a referenced component, the Referenced Component message box displays. Click Yes to continue editing or click No if you want to view where the component has been referenced. For more information, see Identifying Where Content is Referenced. 3. Click Attributes.

4. The Attribute View window opens with a list of the attributes that can describe the component. Values are displayed for those attributes that have already been assigned.

5. To add or edit values, do one of the following: • Type the new value into the attribute box.

The number of characters that may be entered in any attribute field is dependent on the content encoding. The Attribute View update window allows for 4000 characters if using ASCII or 2 1333 characters if using unicode. Drop-down lists within the update window will store 500 ASCII characters or 166 unicode characters.

• If the attribute value must be one of a specific set of values, click the arrow to reveal the drop-down list of valid values and select it. • If the attribute has been configured to allow multiple valid values, perform the following steps. a. Click the ellipses button next to the attribute. b. The Select Multiple Valid Values window opens.

c. Select the desired values from the Valid Values pane and enter them into the Selected Values pane by using the window buttons. d. When all desired values have been selected, click OK. e. The selected values will appear in the attribute box. The delimiter that appears between the values is determined by the Vasont Administrator settings. In this example, a semicolon is used as the value delimiter.

• If the attribute has been configured for use with Auto-Publishing, then the drop-down list will reveal a list of Publication Types or Saved Condition Sets (depending on your configuration for the selected attribute). Clicking the ellipses button will display options for viewing, adding, or modifying the Publication Types or Condition Sets. For more information, see Auto-Publishing. • If the attribute value must come from a specific set of raw material, click the Pick button (displays on right side of window, if applicable). Then select a component from the pick list that displays and click OK. • To remove an attribute value, click Delete.

A Control Attribute is an attribute in Vasont that determines the behavior of other attributes ap- 2 plied to the same component. The behavior will vary based on the value entered in the attribute. If your system is configured with control attributes, then specific attributes may be disabled when a particular value is entered into a control attribute. For example, if you enter “beginner” into the audience attribute, then the platform and product attributes will be disabled and will not let you enter or select a value for them. For more information on the use of control attributes in your system, see your Vasont system administrator.

6. When you are finished editing attributes, click OK. 7. Click Save & Close or Save and then Close.

Accessing and Locking Content In Vasont, you can check out or lock down content for editing if you have been assigned explicit check out privileges. When you check out a component, you have exclusive rights to that content. Other users may not move, edit, delete, approve, or reinstate the component or its descendants until you check it back in. Depending on the user permissions and the configuration of your system, you may or may not be able to check in and out specific components in particular parts of the system. Checking a component in and out of the system is not necessarily dependent on whether you have extracted or loaded a component. In some cases, checking content in and out are completely separate activities that must be handled in a separate step. You may check out a single component from the Vasont Navigator or you can check out multiple components through a batch process. Check out and check in actions may be performed by the following methods in the user interface: • Navigator Right-click Menu • Details Pane, Children and Siblings Information Bars • Cross Collection Search Window • Process Collection Tool, Batch Processing Window • Views, Master Checkout List • Search List Window You can view the checkout status for individual components, for a group of components, or for all components in the system through the Master Checkout List. You can also configure Vasont to automatically check in or check out referenced modules (like sections in a separate collection) from the referencing component (like a book or a map) by applying a processing option and flagging the pointers (references) as modular pointers.

If you use Vasont WebLNX to edit and review content, then special behaviors are applied to checking in content in order to prevent content from being worked on in two places (Vasont WebLNX and 2 Vasont). The special behavior is triggered by workflow tasks that are defined as Vasont WebLNX Tasks. When the task contains WebLNX=Yes in the Workflow window, then you will be restricted from checking in the content, even if the task is assigned to you.

Checking Out an Individual Component 1. From the Navigator, click to select the component to be checked out. 2. Right-click and select Check Out. Note: If you do not have explicit check out privileges the Check Out option will be disabled. The component appears in the Navigator flagged as Checked-Out . All other users are locked out of this component and its subcomponents.

Components that are checked out by users other than yourself appear flagged as . Checking In an Individual Component 1. From the Navigator, click to select the checked-out component. 2. Right-click and select Check In. Note: If the Check In option is disabled you have not been assigned this privilege.

If the content is currently checked out due to an active Vasont WebLNX task, then the Check In 2 option will not appear on the right-click menu.

The checked-out icon disappears. Other users may now update the component and/or its subcomponents.

The user who checks out a component is assigned exclusive update rights for that component and its descendants. Other users may not move, edit, delete, approve, or reinstate the component and its de- 2 scendants, as well as its direct ancestor, until it is checked in by the user who checked it out. While many activities are restricted when content is checked out to another user, you may clone the content and view the user, date and time data for a component that has been checked out.

Checking In or Out Multiple Components in a Collection 1. From the main menu, choose Tools → Process Collection.

2. Click to select a collection from the Collection Explorer window and click OK. (If the Collection Explorer window does not display, either there is only one collection or a working collection is set.)

3. You can use a retrieve query to specify the collection components to be processed (see Using the Query Page to Retrieve Collection Content).

4. At the Batch Processing window, click to select the components to be checked in or checked out, using Shift- Click or Ctrl-Click as necessary.

5. On the toolbar, click the Chk In button to check in components or click the Chk Out button to check out components. Note: If the buttons are disabled, then you have not been assigned this privilege.

6. Click OK to acknowledge completion of the process.

The number of affected components is also reported.

If any of the selected components are currently checked out due to an active Vasont WebLNX 2 task, then these components cannot be checked in.

7. Click Close on the toolbar to dismiss the Batch Processing window.

Viewing Check Out Information for an Individual Component

To view basic check out information (check out user and check out date):

1. From the Navigator, right-click the checked-out component and select Properties → Check Out Info.

Checkout User, Date and Time and Info data display in the window.

2. Click OK to dismiss the window.

Viewing Checked Out Components In All Collections

This selection is used to retrieve the Master Check Out List that shows all of the components, in all collections, that are currently checked out.

1. From the main menu, select Views → Master Check Out List.

2. Select the appropriate filter criteria for the checkout list that you would like to view and click Apply Filter.

3. In the Master Check Out List window, use the scroll bars to view all of the components and columns on the list. Other available information, such as Content Owners, Status Flag, Edit Date, User Name, and Client Key is also shown.

The list may be re-sorted by clicking on the relevant column head. One click will sort in ascending order, a second click will sort in descending order. The columns may be resized by moving the column dividers and rearranged by dragging the column to the desired location. The button bar at the top provides the following functions: • Open Navigator: Opens a Navigator window for the highlighted component. • Check In: Checks in the components where the check box is selected, provided the logged in user has the permission to do so. Content ownership and checkin override privileges are taken in to consideration when selecting this button. If no check boxes are selected, the Check In button will be disabled.

If a component cannot be checked in, a message will display stating the name of the compo- 2 nent and the reason the check in is blocked. If any of the selected components are currently checked out due to an active Vasont WebLNX task, then these components will not be checked in.

• Reassign Check Out: Changes the checked out user to another user for the components with the check box selected, providing the logged in user has the checkin override privilege. If no check boxes are selected, the Reassign Check Out button will be disabled. See Reassigning Check Outs.

If a component cannot have its check out reassigned, a message will display stating the name 2 of the component and the reason the check out is blocked. If any of the selected components are currently checked out due to an active Vasont WebLNX task, then these components cannot be reassigned.

• Update Filter: Opens the filter window, allowing filter criteria to be specified for displaying items in the Master Check Out List. The filter window displays with the currently selected criteria.

• Report: Clicking this button will display the standard Vasont list view report from which you may print. See Reporting on Component Checkouts for more information.

4. Click Close on the Master Check Out List to dismiss the window.

Reassigning Check Outs

1. From the main menu, choose Views → Master Check Out List.

2. The Check Out Filter displays.

Choose the user(s) and collection(s) that you would like presented in the list for check out reassignments and click Apply Filter.

3. The Master Check Out List displays.

Select the check boxes for the entries that should have their check out user reassigned and click Reassign Check Out.

The Reassign Check Out button will be enabled when at least one row has a selected check box 2 and if the logged in user has the checkin override privilege.

4. The Select New Check Out User window displays. This window lists all users that have check out privileges in at least one of the selected collections. For example, the selected components reside in the Concepts and Refer- ences collections. Therefore, all users who have check out privileges in either Concepts or References will appear.

The check out privilege is set in the Vasont Administrator (Explicit Check Out or Update Full 2 Rights).

Choose a user to transfer the check out to and click OK. 5. A message will display when the reassignment is successfully completed. The message will report the number of components that successfully had their check out transferred to the new user. If there were any components that could not have their check out reassigned, the number of occurrences, the collection, and a reason for the exception will be listed.

Conditions that would prevent check outs from being reassigned: 2 • The selected user does not have check out privileges in the collection. • The component is already checked out to the selected user. If all selected components currently have the same check out user, then that user will be removed from the new user list. If there is more than one user in the selected components for check out reassignment, then the list of new users will contain all users. • The selected component has Content Ownership applied and the selected user is not an owner. • The selected component has an active Collaborative Review. • If any of the selected components are currently checked out due to an active Vasont WebLNX task, then these components cannot be reassigned.

Click OK to dismiss the window. 6. The Master Check Out List will be refreshed based on the active filter criteria. Typically, the remaining components would be check outs that could not be reassigned. Another pass at reassigning these components can be made to check them out to a user who meets the criteria for check outs (i.e., collection privileges, ownership).

Each organization's needs vary widely; therefore, content models and business rules for reuse will be different, depending on the needs of the organization. Vasont facilitates reuse in several ways, depending on the setup and the rules defined by your organization. This section describes: • Implicit and explicit methods of reuse in Vasont • Selecting existing content from a Pick List • Referencing or “pointing to” content • Cloning content • Modularizing content to enable reuse Also see Maximizing Reuse.

Implicit Reuse

Each and every piece of unique content in Vasont is stored in the raw material only once. Vasont compares content in the same raw component or in aliased raw components to determine if the content has been used in more than one instance. If the text of the components is the same, it is stored in the raw material as a single component. Vasont's ability to automatically reuse content where it can, without any specific setup, is called implicit reuse. By default, if the content in one of the components changes, a new component in the raw material is created. If left unchecked, content can quickly become “out of sync.” However, Vasont has the ability to help you synchronize and keep track of a change that may need to be carried across multiple instances of the same piece of content. If global change is enabled in the setup, when you modify one instance of content, other instances may be updated automatically or you may be prompted to update other instances. For example, you may have a warning component that is used in one hundred different locations throughout the content management system. If global change is enabled, you may change the warning in one location and it can be applied across the entire system without performing a search and replace operation, as you would in most word processing, desktop publishing, or help authoring applications. Vasont automatically locates all of the components with the exact same text and allows you to approve or reject the changes in a Global Change log. In order for Vasont to recognize the warning, the content of the warning must be exactly the same. You may examine the raw material to identify “fuzzy matches” that should be the same but have slightly different text. In addition, you may go directly to the raw material to edit if you know what text you are looking for but do not know where it is located. For more information, see Working with Raw Material. In addition to global updates, Vasont implicitly reuses content that is copied (cloned) in Vasont. For instance, consider a document that is frequently modified for each customer. You may have any number of slightly different “one-off” versions of this document. Perhaps you clone the latest released version and begin making changes to it for a new customer. As you work, you find an error that could be corrected in all of the versions. If global clone is enabled, instead of going into each instance to make the change, you simply update in one location and you will be prompted to update in all of the relevant locations. For more information, see: Selecting Existing Content for Reuse, Cloning, Working with Raw Material, and Manag- ing Global Changes.

Explicit Reuse

Depending on your setup, you may explicitly reuse content by referencing or “pointing to” relevant content from different contexts. For example, you may have a collection of shared procedure components that you can point to rather than storing the entire procedure in multiple locations.

If the content is exactly the same, it will still be stored in the raw material, but explicitly sharing content may be more efficient and offers more flexibility for how your content may be broken down and reassembled into different outputs and better control over the reuse of content. When changes are made to a referenced component, the Branch Notices feature will notify content owners and allow them to remain linked to the content or relink to the new branch.

As another example, you may have a collection of warnings that you may reuse. The warning collection may be “locked down” so that only those users with permission may edit them. In this way, explicit reuse enforces even more consistency and control over content.

Implicit reuse and explicit reuse are not mutually exclusive. In fact, the two methods may be used 2 effectively together to reduce redundant tasks while ensuring consistency.

Also see Modularizing Content and Managing Branches.

Selecting Existing Content for Reuse

At any time, you may reuse text that already exists somewhere else in the system. When adding or editing a component in Vasont, you can look through the content of similar components to determine whether relevant content has already been created and if so, select it for reuse. Reusing Existing Content When Creating a New Component

When creating new content, you may reuse text that already exists in Vasont. A single piece of existing text can be reused in order to create a single new component. In addition, multiple pieces of existing text can be reused to create multiple new components at the same time.

1. In the Navigator, locate the component that should precede or be the parent of the new component(s) you want to add.

2. Right-click on the component and select New → [component] → Pick List.

3. When the query window opens, set the query criteria, if desired, or select Retrieve All to retrieve a complete listing of the text or description of all existing components of the same type within the same collection. For more information, see Retrieving Using the Simple Query.

4. In the Pick List window, select the piece(s) of text you want to reuse.

To select multiple entries, in order to create multiple new components at once, use Shift-Click or Ctrl-Click.

The Enter Search Characters text box at the bottom of the window can be used to quickly search for a particular string of text.

5. After selecting an entry or entries, click OK. The new component(s) is created and appears in the Navigator window.

Another instance of the text is created in the content, but only one component exists in the raw 2 material. For more information, see Working with Raw Material. This supports an increase in component level reuse. You can see the effect of this reuse if you look at the content reuse report available on your application menu.

Reusing Existing Content When Editing a Component 1. Locate the component you want to edit and click Update on the Details pane. If the component you opened is a referenced component, the Referenced Component message box displays. Click Yes to continue editing or click No if you want to view where the component has been referenced. For more information, see Identifying Where Content is Referenced. 2. In the Update window, click Pick List.

3. A query window displays. Set the query criteria, if desired, or select Retrieve All to retrieve a complete listing of the text or description of all existing components of the same type within the same collection. For more information, see Using the Query Page to Retrieve Collection Content. 4. In the Pick List window, select the component you want to reuse. The Enter Search Characters text box at the bottom of the window can be used to quickly search for a particular component. The Pick List window can also be used to enter text into an update window which is currently empty.

5. After selecting a component, click OK. The new text appears in the Update window.

6. Click OK. Another instance of the text is created in the content, but only one component exists in the raw material. For more information, see Working with Raw Material.

Referencing Content Depending on your setup, you may reference individual components or entire blocks of content using a pointer component. The referenced component is called the pointee and may be either a text component or a multimedia component. Pointer components are often used for the following purposes: • Create cross-references or links to chapters, sections, topics, articles, etc. • Reference repeatedly used graphics, warnings, author names, etc. • Reuse modular chunks of content, such as front matter, definitions, sections, procedures, topics, metadata, etc. Pointer component names are defined in Vasont Administrator. While pointers may reference specific component names, pointer components conventionally have the suffix “ref” appended to the component name so that you know

that the component is pointing to another component. For example, you have a Graphics collection that contains Graphic components. From within a Manuals collection, you may point to any of the Graphic components using a GraphicRef. Vasont offers several ways to reference components. This section describes: • Referencing existing content either from within the Update window or by using drag and drop in the Navigator • Creating new content and referencing it at the same time Vasont offers additional features to support cross referencing behavior in DITA. To learn more about these features, see the Cross Referencing in DITA Content section in the Working with DITA in Vasont appendix of this document. Vasont may be configured to address XLINK cross references. In this case, the client key is evaluated by separating it into two parts. The first part of the pointer client key identifies a primary component. This is the value that precedes the “#”. The second part of the pointer client key identifies a subcomponent within the referenced primary. This is the part after the “#”. For example, if the pointer's client key is “O12345#O12345-d5e271”, then it will point to a primary component with the “O12345” and then drill down to a subcomponent within the primary that has a client key “O12345-d5e271”, (which may be a Section, List Item, or some other subcomponent). See your system administrator for more information. Referencing Existing Content Using Drag and Drop This section explains how to easily create a new pointer component using drag and drop. It is assumed that the content you want to reference already exists. If a pointer component is allowed in a particular location, you can drag the corresponding pointee component to automatically create the reference. If no pointer component is allowed in this location, you will be prompted to select a different component into which to clone the content. 1. Open a Navigator that contains the content you want to reference. 2. Open another Navigator that contains the location where you want to reference the content. 3. Select Window → Vertical. 4. Select the component you want to reference (the pointee). 5. Drag the component you want to reference and drop it at the location where you want to reference the content (location where you want to create the pointer component). 6. The Drag and Drop wizard displays. The first two sections of the window are for informational purposes only. In the third section of the window, Copy action is chosen by default.

7. In the Select the destination component section of the window, select the destination component, as well as whether the source component should be positioned before or after the destination component, if applicable. The Ignore Descendants check box will be enabled. If you check this box, descendants of the component you dragged will not be copied; only the component itself will be copied. If there is no relationship between the dragged component and the component it was dropped on, the Drag and Drop wizard displays a message accordingly.

If you have selected the Smart Drag/Drop Wizard option in the User Profile, then the Drag and 2 Drop Wizard will not appear if the new location for the component only has one possible action and component selection. See Setting User Options.

For more information on the Drag and Drop wizard, see The Drag and Drop Wizard. 8. Click Finish to create the new pointer component. Click Cancel to abort the process. Preparing to Reference Future Content As new content is being created or existing content is being modified, you may find that you want to reference content that has yet to be written. If you want a pointer component to reference a piece of content that is still to be written, you may want to create the pointer even though you cannot “hook” it to the intended content. 1. In the Navigator, locate the position where you want to reference the content. 2. Right-click on a component below which you want to add a reference and select New followed by the component name (typically a CrossRef, Link, GraphicRef, MapRef, etc.) and then select Create New. 3. The Update window for the pointer component displays. 4. Click Save.

5. Click OK to confirm that you want to create an incomplete pointer. 6. Click Close. A pointer component is created with a status flag of incomplete. See Using the Update Window to Specify Content to Be Referenced or Specifying Content to be Referenced Using Drag and Drop for information on how to reference the new content after it is created. Creating New Content and a Reference at the Same Time If a pointer component is allowed in a particular location, you can create a new pointer component and the referenced content (pointee) in the same process. 1. In the Navigator, locate the position where you want to reference the content.

2. Right-click on a component below which you want to add a reference and select New followed by the component name (typically a CrossRef, Link, GraphicRef, MapRef, etc.) and then select Create Pointee. 3. The Update window for the component you want to create and reference (pointee) displays. For more information on creating a new component, see Adding a New Text Component or Adding a Multimedia Component. 4. When you are finished entering content for the pointee in the Update window, Click Save & Close or Save and then Close. The new pointer component and pointee are created simultaneously. Using the Update Window to Specify Content to Be Referenced This procedure assumes you have already defined a pointer component and that you want to redirect the pointer so that it references a different component (has a different pointee). This same procedure can be used if an existing pointer component has not yet had a pointee defined. To accomplish the same tasks using drag and drop, see Speci- fying Content to be Referenced Using Drag and Drop. If you want to create a new pointer component using drag and drop, see Referencing Existing Content Using Drag and Drop. If you want to create a pointer and pointee at the same time, see Creating New Content and a Reference at the Same Time. 1. In the Navigator window, select the pointer component that you want to redirect and click on Update on the details pane. The Points To text box displays the text of the pointee.

2. In the Update dialog box, click Pick to point to a different component. 3. If more than one collection and pointee component is available, in the Pointee Selection dialog box, select the collection and component types you want to consider for reuse, and then click OK. 4. In the Query window, limit the components which appear in the Pick List window or click OK to view all components which can be pointed to. 5. In the Pick List dialog box, select the component to be referenced and then click OK. For more information on fields in the pointer Update window, see Update Windows. 6. In the Update window, click Save & Close or click Save and then Close. Specifying Content to be Referenced Using Drag and Drop This procedure assumes that a pointer component has already been created. However, the component could be an inline that was created from within its parent component. In this case, the pointer needs to have its pointee defined in a separate step. The component could also be a pointer that was created and saved, but no pointee was defined initially. This procedure can also be used to redirect a pointer component so that it references different content.

Inline pointer components can also be redirected to a new pointee, or have their pointee initially defined, using the following drag and drop procedure. 1. Open a Navigator that contains the content you want to reference. 2. Open another Navigator that contains the pointer component to be updated. 3. Select Window → Vertical. 4. Select the component you want to reference (the new pointee) and drag and drop it on the pointer component. The Drag and Drop wizard displays. However, when using drag and drop to update a pointer component, the wizard is used for informational purposes only, no options can be chosen.

If there is no relationship between the dragged component and the component it was dropped on, the Drag and Drop wizard displays a message accordingly.

5. Click Finish to update the pointer component or click Cancel to abort the process.

Cloning Vasont has a feature called cloning, which enables you to “smart” copy and paste components and their subcomponents or even a collection. When you perform a clone, content is copied to a new location. However, a duplicate of the content is not created; it is implicitly reused. For more information, see Implicit Reuse. Cloning is effective when you identify a chunk of content that is similar to what you want but you need to make some modifications for a “one-off” version. If global change is enabled, you can effectively port relevant changes back to the source content as you move forward with the derivative version. Cloning, in combination with global change settings, is essentially copying and pasting with the added benefit that reused content can remain synchron- ized. For more information, see Managing Global Changes.

In order for a clone to be successful, the rules of structure for the source and destination must be compatible. The cloning operation replicates a component and all its subcomponents to a new location. It then analyzes the unit against the collection's rules in the new location, taking actions, as necessary, such as dropping inappropriate subcomponents, or assigning an incomplete status where mandatory subcomponents are missing. Processing options applied in the Edit View in Vasont Administrator may be applied during the clone. Clone operations are performed slightly differently, depending on which level in the hierarchy you are working. This section describes: • Cloning a Primary Component • Cloning a Primary Component and Referenced Modules • Cloning Multiple Primary Components • Cloning a Non-Primary Component • Cloning Inline Components • Cloning Referenced Content • Global Clone Cloning a Primary Component The Clone function replicates a top-level component (primary) and all its subcomponents. A primary component can be cloned into a different collection, multiple collections, or the same collection in which it already exists. A version of the primary component being cloned may or may not already exist in the destination collection. If the component already exists in the destination collection, the new component must be dropped over the existing component, causing the new to overwrite the old. If the component being cloned already exists in the destination collection, the clone overwrites the existing version and creates a snapshot. Placement in the collection and the alpha tag are assumed from the original component in the destination collection. Determining whether a component exists in the destination collection is based on the match criteria, which is part of the collection's rules of structure. The match criteria can be Text or Client Key, or both. A Text match means the text of the top-level component must be identical in the source and the destination. A Client Key match means the identifier of the top-level component must be identical in the source and the destination. The collection's rules may require both fields to match. If a component is moved to another collection, and workflow for the component exists, it will be carried along with the component to the new collection providing the same workflow configuration is defined in the new location. Other techniques may also be used to clone primary components, although this is the only technique which can be used if you want to clone (duplicate) a primary within the same collection. For other techniques that may be used to clone a primary, see Cloning a Non-Primary Component. 1. In Navigator, right-click the component you want to clone and select Actions → Clone. 2. In the Clone Entry window, select the destination collection or collections.

A Variant can be created by checking Create Variant. See Using Variants and Variant Normali- 2 zation. You can also Modularize content into chunks by checking Perform Collection Modularization. See Modularizing Content. Checking Open New Component in Navigator will automatically open the Update window on the target primary. • If the target primary already exists within an already open Navigator window, then the target component will be highlighted in that Navigator window. • If multiple target collections are selected, then multiple Navigators will be opened for each target component. • The system remembers this setting. Once this option is checked it will continue to be checked for future clone operations. Uncheck the box to remove the option for future clone operations.

3. Click Clone to replicate the component in the destination collection. If the component already exists in the destination collection, a warning displays stating that the clone will overwrite the existing version, assuming the placement of the overwritten component. Click Yes to confirm overwrite.

Typically, processing options control the placement of new cloned primaries in a collection. However, if no processing options are in place to position the primary, you must position it. If 2 cloning to more than one collection, it may be necessary to position the component in each collection.

Cloning a Primary Component and Referenced Modules There may be times when you need to clone a primary, as well as the modules that are referenced from it. Creating a Branch may not be desirable because the new content will not be related to the cloned source. For example, you may have a DITA Bookmap that references topic shells for starting a new document. For example, a Map contains pointers to three Concepts.

Right-click on the Map and select Clone Primary and Modules to run the process to duplicate the Map and the four Concepts. You may receive a confirmation message that reports the number of modules to be cloned (depending on the configuration of this feature in your system).

Click Yes to continue with the clone process. When complete, a message will display.

The Map collection will now contains the duplicate Map with pointers to the duplicate Concepts.

Cloning Multiple Primary Components The Clone Collection utility allows the cloning of one or more primaries in a collection. The destination may be the same collection or another collection with a similar structure. It is possible to populate the destination collection with a subset of the source collection by using the query and/or selection options to restrict the set of components that should be cloned to the destination collection. 1. From the Vasont menu, select Tools → Clone Collection. 2. In the Collection Explorer window, select a collection and then click OK. (If the Collection Explorer does not display, either you have access to only one collection or a working collection is set). 3. Use the query window to specify the collection components to be viewed, if desired. See Retrieving Using the Simple Query. 4. The Collection Clone - Source Collection window displays. Select the primaries from the source collection to be cloned to the destination collection. 5. Click Clone on the toolbar. 6. The Clone Entry window displays.

If the destination collection is not on the list: 2 • You do not have permissions to access the collection • The primary component in the destination collection does not allow clones. (In Vasont Ad- ministrator, the collection has the Allow Clone action unchecked on the Actions tab in the Edit View.)

7. Select the destination collection.

In the Clone Entry dialog box, you can modularize content into chunks by checking Perform 2 Collection Modularization. In other words, if you have a collection of Books, you can move the Section components out of the Books collection and into a Sections collection. The utility will automatically leave SectionRef components in the Books collection that will point to the Sections in the Sections collection. In order to use this functionality, a setup must be created in the Vasont Administrator. See Modularizing Content.

8. Click Clone on the window to complete the action. Cloned components are analyzed according to the destination collection's rules. If any component brings subcomponents with it that are not used in the destination collection, they are automatically dropped. If any component is missing subcomponents or attributes that are required in the destination collection, it's marked as incomplete until necessary modifications are made. (See Analyzing Incomplete Components). At times, a cloned component contains a reference to another component that is nonexistent in the new collection. Rather than create a bad reference, a placeholder for the reference is carried to the new collection, but is empty. Options are to 1) delete the reference placeholder, 2) clone the referenced component to the new collection, as well, and complete the link, or 3) re-link to a component that does exist in the new collection. If the destination collection is a subset of the source collection, top-level components may differ. For instance, Collection A (source) may have “Articles” as its top-level component. Collection B (destination) may have “Sections” as its top-level component. Collection A must have sections as a subcomponent. As data is cloned from Collection A to Collection B, components above section are ignored. Sections and subcomponents of sections that are part of both collections are replicated in Collection B. They are “fed into” Collection B in the order encountered in Collection A. As a result, Collection B's order will most likely be unstructured. Use Tools → Sequence Collection from the main menu to give Collection B a structured order. All components in Col- lection B have an alpha tag of “a.” After Collection B is properly ordered, use Tools → Assign Alpha Tags from the main menu to block off alphabetic groups. (See Assigning Alpha Tags and Sequencing a Collection in the Working With Utilities Chapter for additional information). When cloning a collection, Vasont does not automatically know in which order to display the cloned primaries. Pro- cessing options may have been applied in the setup to sort the primaries alphabetically or by using some other criteria. If no processing options have been applied, after cloning the collection, you may have to perform a secondary procedure to alphabetize or otherwise sequence the collection. For more information, see Assigning Alpha Tags or Sequencing a Collection. Sequencing a Collection A collection's sequence is initially determined by rules that are in place when new content is created in Vasont or when tagged files are loaded into the application. Sequence rules may be alphabetical, as encountered, or none, (each component is placed by the user). Individual components may be resequenced in the collection by dragging and dropping components. When the new collection is cloned from subcomponents of an existing collection, components are placed in the new collection in the order they are encountered in the source collection. As a result, the new collection has an unstructured order and needs to be sequenced. Rather than moving each component individually, this process helps reorder the entire collection. 1. From the Vasont menu, select Tools → Sequence Collection. 2. Click to select a collection from the Collection Selection window and click OK. (If the Collection Selection window does not display, either there is only one collection or a working collection is set). 3. The Sequence Collection window displays. Select the entries in the list that you would like to resequence. You may select a portion or the entire listing. 4. Click Sort on the toolbar to sequence the components.

5. Enter the appropriate sort criteria in the Collection Sequence Sort window.

Choose the sort criterion from the Column Name drop-down list. Choose the order (Ascending or Descending) from the Order column. As an example, for an alphabetical order, choices would be Description and Ascending. To add another sort criterion, click Insert and select another Column Name from the drop-down list and a Order.

Additional Column Names are used for sorting only when identical components exist from a previous sort. For example, if the first Column Name sort criterion is User Name and the second is Edit Date, the collection is sorted into groups of Users, by Edit Date. 6. Click OK. 7. If the sequence in the listing is correct, click Save on the toolbar. If necessary, refine the order in the collection navigator by dragging and dropping to move components. 2 The sort logic for the sequence collection ignores dashes. 8. Click Close on the toolbar to dismiss the Sequence Collection window. Assigning Alpha Tags An Alpha Tag is an internal identifier that assigns a component to a specific alphabetic group. Assignment of alpha tags is regulated by a component's sequence or placement in a collection. When components are first loaded or cloned into a collection, alpha tags are assigned based on the first alphabetic character encountered that is not an SGML/XML entity or tag. This is usually correct, but an alpha tag may need to be changed for certain components. For example, component p-Toluene may need to be assigned alpha tag “t” instead of “p.” When a new collection is cloned from subcomponents of an existing collection, every component in the new collection is assigned an alpha tag of “a.” Sequencing a collection also assigns every component an alpha tag of “a.” As-

signing proper alpha tags is strongly recommended after using Tools → Clone Collection or Tools → Sequence Collection. (See Cloning Multiple Primary Components and Sequencing a Collection. An alpha tag of “d” cannot be assigned to a component in the middle of the “a”s. If you move a component into the “d”s, the alpha tag is reassigned automatically. If the component is moved between alphabetic groups, (end of one group or beginning of next), choose the proper tag in the Assign Alpha Tag window. You can view the alpha tag of any component in the Update window. It is also shown on the collection pick list windows and appears in the attribute field in the collection filter and search windows. 1. From the main menu, select Tools → Alpha Tag Collection. 2. Click to select a collection from the Collection Selection window and click OK. (If the Collection Selection window does not display, either there is only one collection or a working collection is set). 3. In the Collection Alpha Tag Editor, select components to be processed.

4. Click Assign on the toolbar. 5. Choose a tag in the Assign Alpha Tag window that displays.

If a component or components falls in a new alphabetic group, choose Other and specify the proper alpha tag with a lowercase letter. 6. Click OK on the window. 7. Click Close on the toolbar to dismiss the Collection Alpha Tag Editor window. Cloning a Non-Primary Component There are many different techniques which can be used to clone a lower-level component and its descendants within the same collection or between collections. See Dragging and Dropping Content in the Navigator. For more information on the Drag and Drop wizard, see The Drag and Drop Wizard.

If a component is moved to another collection, and workflow for the component exists, it will be carried along with the component to the new collection providing the same workflow configuration is 2 defined in the new location.

If you have selected the Smart Drag/Drop Wizard option in the User Profile, then the Drag and Drop Wizard will not appear if the new location for the component only has one possible action and com- 2 ponent selection. See Setting User Options.

Cloning Inline Components

Inline components can be cloned by using drag and drop. However, they may only be moved by editing the text of their parent component.

To clone an inline component in order to overwrite an existing inline component, follow the procedure outlined in Dragging and Dropping Content in the Navigator. When the Drag and Drop wizard displays, however, the only actions that can be performed are Overwrite or Create Variant when you are working with an inline component. In addition, you do not have the option to Ignore Descendants when cloning an inline component. All descendant components will be cloned along with the inline.

For more information on creating variants, see Using Variants and Variant Normalization.

For more information on inline components, see Working with Inline Components.

The following screen shots show an example of using drag and drop to clone an inline component in order to overwrite another inline component.

The following shows a Link component, Revising Content in Vasont, that is being dragged and dropped onto the Explicit Reuse Link component. Both of these Link components are inlines.

The following screen shows the drag and drop wizard that displays after the drag and drop is performed.

The following screen shows that the Explicit Reuse Link component was overwritten by the Revising Content in Vasont Link component.

Using Drag and Drop to Create New Inline Components New inline components can be created easily by reusing existing components. Existing components can be cloned, using drag and drop, and dropped onto the Update window of the parent component. Inline components can always be cloned in order to create new inlines. Depending on your Vasont setup, text components that are not inlines may also be cloned in order to create new inlines. 1. In Navigator, locate the component you want to clone. 2. Open another Navigator that contains the component within which you want to create a new inline component. 3. Select Window → Vertical. For example, the following screen shows a Link inline component in the left window that will be dragged and dropped in order to create an identical Link component in the Paragraph in the right window.

4. Double-click the component if it has no children or right-click the component and select Update. 5. In the Update window, position the cursor at the location, in the text, where you want the inline component to be created.

2 The cursor cannot be positioned inside a TGID or RMID tag.

6. Drag the component to be cloned, while holding down the Ctrl key, and drop it on the Update window you opened. (The component can be dropped anywhere on the Update window, since the location of the cursor determines where the inline is created.)

7. The Select Destination window displays. The target component is shown, along with the action (Copying. Item will be placed after cursor position.). Destination Rule Name shows the new component that will be created. If there is more than one type of inline component that can be created, multiple entries will display allowing you to choose the inline component that is desired. Select the component to be created, if applicable, and click OK.

The new inline Link component tag displays in the Update window. In the following screen, notice that the inline tag displays as RMID, rather than TGID. (When you click Save, RMID will be changed to TGID.)

8. Click Save & Close or Save and then Close.

Cloning and Version Labels When content is cloned in Vasont, Version records are created on both the source and target components for the clone. After executing the clone, a Version Label for the Version Reason will automatically be applied in the Com- ponent Detail Pane and Version window for the clone target and source. The Version Label for this value will now display the most recent Label from the source content that is on or before the clone date/time (See the balloon A).

• If the source content does not contain a version Label on or before the clone date, then nothing 2 will be displayed in the Label column. • If the clone source content no longer exists, then no change will be made to the Label display.

Example: In the following screenshot, the Owner Manual 456 was cloned into a new manual called Owner Man- ual 456-B. The 456-B component has been updated several times and given a new Version Label of 3.0. The initial Cloned Target Version Label on the cloned map shows the Version Label 2.0 from the source content, which is Owner Manual 456.

If version labeling is a feature that is relevant and meaningful to your business model, it is recommended that the clone_post processing option, version_on_demand, be applied to the source collection. Thereafter, when a cloning action is performed, a Create Version dialog window will automatically open and you will have the option of entering a version comment and a version label (see Creating a Version on Demand). The cloned target collection will be created with two (2) versions; a Cloned Target version which will have the same label as the Cloned Source, and an On Demand version which will have the new label that you selected when you cloned the collection or primary.

The following screen shot of the Clone Source shows that the most recent Label on or before the clone date/time is version 3.6.

Cloning Referenced Content

If a component that is pointed to (by a pointer component) is moved under a different parent component within the same collection, the link will automatically be maintained. The pointer component must be configured to allow it to point to the component being moved, no matter which parent it has. For example: A Section component could be allowed inside a Chapter or inside another Section. A Section titled “Vasont” is located inside another section titled “Overview.” A Link component is pointing to the “Vasont” section. The Vasont Section is then moved under the Chapter component. The link is automatically maintained, as long as the Link component was configured to allow it to point to either a Section under another Section, or a Section under a Chapter. If the Link component was not configured this way, an error will occur. If a component that is pointed to is moved across collections, using drag-and-drop, the system makes every effort to allow the move of the content. The system determines if the pointer can be repointed to the new position of the dragged component, and if the pointer definition allows pointing to the new position. If so, the move is allowed and the pointer will be reset to the new location of the component. If any of the children of the dragged component were pointed to, they also will be repointed to, if possible. If the children that were pointed to cannot have all their pointers repointed, the move will be allowed but the component will not be deleted from the source location. Global Clone

Global Clone is a processing option feature that enables cloning content to other uses of that content based on a client key match. It is similar to Global Change, except that it works with a block of content (e.g., Chapter, Section)

and performs a clone to overwrite the entire corresponding section of content. Once the clone is completed, the target sections are overwritten and match the original content. Global Clone presents a window to provide choices of related sections of content. You can select one or more of these and then choose the Clone button to perform the clone overwrite update. You may also decide not to update any of the other sections by canceling out of the Global Clone window. If no corresponding sections of content exist, the Global Clone window does not display. This option can be set up in three different areas of Vasont. Workflow, Load and a right-click from the Vasont Navi- gator all support this feature. To enable global clone, it must first be set up in Vasont Administrator. Any combination of the three available processing options can be applied. The three global clone processing options are glob- al_clone_load, global_clone_workflow, and global_clone_right_click. The functionality of global clone is identical across the three. The difference is which Event (comp_load_post, task_post_complete, Navigator_popup) within Vasont instantiates the global clone feature. (See the Vasont Processing Options Guide for detailed explanations of each of the processing options).

Modularizing Content Sometimes when content is first loaded into Vasont it retains the initial book structure. As you look for ways to maximize content reuse, you will likely want to modularize content. The easiest way to modularize the content is to clone the book into a new collection that contains Sections. Each section would then be broken out into the Sections collection. Anything that is not a section or its descendant would be dropped during the clone. In the source collection, pointer referenced would be left in place of the actual component. Prior to using this feature and before performing the clone, setup changes must be made to the source and destination collections using Vasont Administrator procedures: • Define a pointer in the source collection (collection where the component to be cloned currently resides) at the same level as the component to be cloned. • Grant collection clone privileges to the user(s). • Apply any desired processing options to appropriate views (example: Edit/Extract). • Create a new destination collection in which to ‘store’ the source collection content that will be moved. If all necessary setup changes are not made prior to checking this box, and the Clone button is clicked on, modularization does not occur. For example, if you have a source collection, such as Online Help, which contains a lower level component of Topic, and you decide to ‘move’ this lower level content to a new collection, you must first define the pointer in the source (Online Help) collection, create a new destination collection with Topic as the primary component, and apply pertinent user privileges and processing options. It is important to remember that the Clone process normally ‘copies/duplicates’ content from a source collection to a destination collection while modularization, selected during the cloning process, automatically ‘removes/deletes’ content from the source collection and ‘places’ it in the destination collection. After setup changes are made and modularization is selected and completed, the source collection (Online Help) will contain only the pointer data, defined prior to cloning, while the destination collection will contain the actual Topic content.

• If the component is an “inline” component, modularization cannot be performed. 2 • Make sure client keys on the component to be modularized are unique. If the client keys are not unique, overwriting will occur. • This type of clone does not honor processing options applied in the Edit View of the destination collection. • Only one level of component modularization can be performed at a time. For example, if you are modularizing Chapters and Sections of a Book, first perform a collection clone with modularization for Chapters, then second perform a collection clone with modularization for Sections.

1. From the Vasont menu, select Tools → Clone Collection. 2. Select the collection with the source content and click OK. 3. Select the primary components from the listing that should be modularized. 4. Click Clone on the toolbar. 5. Select the collection to which you want to move the modularized content. 6. Check Perform Collection Modularization. 7. Click Clone.

Consistency is key to effective content reuse. However, synchronizing changes can be difficult when departments are faced with competing deadlines and priorities. Vasont provides tools that help you automatically broadcast changes to other instances of content or selectively update other instances. Moreover, log windows track potential updates until a decision has been made to accept the changes or move on in a divergent path. Different logs are available, depending on whether you are working with reused components or modular content. Preferences and behavior for logging potential changes must be set up in the Vasont Administrator. This chapter describes: • Managing global changes • Managing changes to referenced content • Managing branches • Using Text Entities

Managing Global Changes Global Change is Vasont's ability to identify all of the instances where a component is used and enable the user to change content for all uses, some uses, or no uses, as defined in the setup. As a second step, these potential changes can be added to a Global Change Log from which content owners can accept or reject changes to content that is reused in different contexts. Global change may also occur when content is loaded if a processing option is used. Global change settings and the Global Change Log configuration is set up in the Vasont Administrator. See the Vasont Administrator Guide and the Vasont Processing Options Guide. Global change capability can cross content type boundaries if they share the same pool of raw material. For more information, see Content Types and Working with Raw Material. Global changes are not applied during a clone operation. In order to apply global changes during a clone operation, Global Clone must be configured. For more information see Global Clone. This section describes: • Identifying where content is used • Applying or bypassing changes in the Global Change window • Overview of the Global Change Log • Accessing and viewing the Global Change Log • Filtering records in the Global Change Log • Accepting and rejecting global changes in the Global Change Log • Deleting records from the Global Change Log Checking Usage of a Component Before making a change to content, you may want to know where the same piece of content is used elsewhere in the system. You can check each and every usage of a component in any collection within the current content type. You can find where a component is used from the Navigator and Update window. In addition, the Where Used window can also be accessed from the raw material view. For more information, see Checking Usage of a Component from Raw Material.

Checking Usage of a Component from Navigator The Where Used function enables identification of each and every usage of a component in any collection. 1. In Navigator, select the component to be checked. 2. Right-click and select Relationships → Where Used. 3. The Where Used window displays listing each usage of the component. See Where Used.

Checking Usage of a Component from Navigator Update The Where Used function enables identification of each and every usage of a component in any collection. 1. With the component's update window open in the Navigator window, click Used on the toolbar.

2. The Where Used window displays listing each usage for the component. See Where Used.

Applying or Bypassing Changes in the Global Change Window The Global Change window displays when you apply a change to a component that is reused in other locations and it has been flagged for global change consideration in the Vasont Administrator. The Global Change window allows you to select components from a list of potential change targets. Once you select the targets, the changes are applied immediately to the targets or they are sent to a Global Change Log where the “content owners” of the targets can either accept or reject the change. The behavior in the Global Change window and the Global Change Log are determined by the configuration in Vasont Administrator. You may be presented with a Global Change window when doing the following: • Editing a Multimedia Component • Editing Text in the Update Windows • Editing Raw Material Multimedia • Editing Raw Material Text The Global Change window does not appear if duplicate content is not of the specified component type or if global change is set to “always update” other instances or “never update” other instances. Check with your CMS administrator to identify when global change should occur in the system. In the Global Change window, you can: • Select global change targets • Bypass global changes Selecting Global Change Targets 1. In the Global Change window, use the scroll bar at the bottom of the window to view all of the available data. If all of the data under a column is not visible, drag the column separator to the right or left until all of the information displays. Click any column header to re-sort the order of the list.

2. Select component(s) to be updated.

3. Click OK to select the global change targets. If a Global Change cannot be performed, a message displays with the reason. Oftentimes, global change cannot be performed because the potential target component(s) are checked out. If the Global Change Log is enabled, the potential changes are recorded in the Global Change Log. See Overview of the Global Change Log.

Click Yes to view the log file that explains why the component could not be globally updated.

Depending on how the system is configured, changes are broadcasted to the selected targets or the potential changes are shown in the Global Change Log. For more information, see Overview of the Global Change Log. Bypassing Global Changes In the Global Change window, click Cancel to apply no changes to other components. Overview of the Global Change Log The Global Change Log monitors Global Change targets. The behavior of this utility is controlled by Edit View settings in the Vasont Administrator. The Global Change window allows you to indicate potential targets for global change. The Global Change Log, on the other hand, allows “content owners” on the targets to make decisions about whether to accept the changes. The Vasont Administrator offers several options for configuring the Global Change Log: • Log But Don't Update allows a user to review before permitting the change. • Log and Update changes the component, unless checked out by another user. If the change occurs, the component is entered into the Global Change Log. If the change cannot be made, a component in the Global Change Log will be noted. • Log Only If Checked Out will record only the components that are currently checked out and blocked from Global Change. Check with your CMS administrator to understand when items are sent to the Global Change Log.

Accessing the Global Change Log The Global Change Log appears automatically, if configured, after selecting components in the Global Change window; however, you may access the log at any time from an individual component or from the main menu. Components recorded in the Global Change Log will be marked with a Global Change icon ( ) in the Navigator. This icon appears regardless of whether or not the component has been changed. When a component is a target of Global Change and is checked out to another user, it will be marked with a Global Change Checkout icon ( ). These icons indicate that the Global Change Log has potential changes for these components and should be reviewed. When the component has been removed from the Global Change Log, the icon disappears. Accessing the Global Change Log for a Component

In the Navigator, right-click a component with the Global Change or Global Change Checkout icons and select Global Change Log Info. The Global Change Log lists only global change targets relative to the selected component.

Accessing the Global Change Log for All Components From the main menu, select Views → Global Change Log. The Global Change Log lists all items that have been globally changed or are potential targets of Global Change. Viewing Records in the Global Change Log The Global Change Log lists all potential targets of Global Change, regardless of whether they have been applied or not. Records remain in the Global Change Log until they are deleted. The Transaction ID relates potential targets spawned by the same source change or event.

In the Global Change Log, you can: • Filter the records to narrow the records shown in the Global Change Log • Open Navigators for the source or target to view the component in context • View global change reports • Accept global change targets • Reject global change targets • Delete items in the Global Change Log 2 To view the most up-to-date records in the Global Change Log, you may need to click Refresh All. Filtering Records in the Global Change Log The upper portion of the Global Change Log window is a filter to help pinpoint the components of interest.

The Transaction ID captures all the Global Change target components for a given transaction. Choose a transaction from the drop-down list. A specific date or range of dates may be selected. The Clear Dates button will change the “From” and “To“ dates to zeros. The User, Target User, Collection and Component selections will filter records based on a specific user or to a specific collection or component. The desired selections must be chosen from the drop-down list. Clicking the Filter button will display the log data according to the selected filter criteria. To clear the filter, select the blank option from the drop-down lists and click Clear Dates and click Filter. Opening a Navigator from the Global Change Log You can open a Navigator for either the source or target component in the Global Change Log. This helps you view the component in the context in which it was used so that you can determine whether the change should apply. In the Global Change Log, right-click the record for which you want to view the Navigator for the source or target component and select Open Navigator (Target) or Open Navigator (Source).

Viewing Global Change Reports Vasont offers two reports related to Global Changes. • Transaction Summary Report summarizes components initiated by the same source change (that have the same Transaction ID).

In the Global Change Log, right-click the component for which you want to generate a report and select View Transaction Summary. The Global Change Transaction Summary reports displays all components with the same Transaction ID. The report contains one page for each target component involved in the Global Change.

• Global Change Log Report displays a report for one or more highlighted components. In the Global Change Log, select the components for which you want to view a report. Right-click and select Global Change Log Report. The layout of the report is the same as the View Transactions report, except you may select components from various transactions to be included in the report. Applying Global Change in the Global Change Log Notice in the following graphic that the Navigator shows the Globe icon, but the component's text has not been changed.

1. To apply the change to the target component, select the component in the Global Change Log. 2. Right-click and select Allow Global Change. 3. The Allow Global Change: Successes and Errors window displays showing the details of the action that has taken place. If successful, the text of the component in the navigator will reflect the change. The Global Change icon is still in place to let users know that the component has an entry in the Global Change Log. Click Close to dismiss the window. 4. The Global Change - Change Applied? column indicates whether or not the change was applied. If “**” appears in this column, a “Rollback” or “Allow” was initiated. Rejecting Changes in the Global Change Log If a global change has already been applied to a target component, you can reject or “roll back” this change in the Global Change Log. Notice that accepting and rejecting changes does not remove the record from the Global Change Log. Items stay in the Global Change Log to provide an audit trail until it is no longer needed. If you want to permanently remove a record from the Global Change Log, see Deleting Records from the Global Change Log. 1. In the Global Change Log, select components in the log. 2. Right-click in the list area and select Rollback Global Change. The Global Change - Change Applied? column indicates whether or not the change was applied. If “**” appears in this column, a “Rollback” or “Allow” was initiated. Deleting Records from the Global Change Log When the Global Change record for a component and the Global Change icon in the Navigator are no longer needed, you can remove the record from the Global Change Log. Once removed, the Global Change icon is no longer on the component in the Navigator. 1. In the Global Change Log, select components in the log. 2. Click Delete. 3. Click OK to confirm the deletion. Global Clone Global Clone is a processing option feature that enables cloning content to other uses of that content based on a client key match. It is similar to Global Change, except that it works with a block of content (e.g., Chapter, Section) and performs a clone to overwrite the entire corresponding section of content. Once the clone is completed, the target sections are overwritten and match the original content. Global Clone presents a window to provide choices of related sections of content. You can select one or more of these and then choose the Clone button to perform the clone overwrite update. You may also decide not to update any of the other sections by canceling out of the Global Clone window. If no corresponding sections of content exist, the Global Clone window does not display. This option can be set up in three different areas of Vasont. Workflow, Load and a right-click from the Vasont Navi- gator all support this feature. To enable global clone, it must first be set up in Vasont Administrator. Any combination of the three available processing options can be applied. The three global clone processing options are glob- al_clone_load, global_clone_workflow, and global_clone_right_click. The functionality of global clone is identical across the three. The difference is which Event (comp_load_post, task_post_complete, navigator_popup) within Vasont instantiates the global clone feature. (See the Vasont Processing Options Guide for detailed explanations of each of the processing options).

Managing Changes to Referenced Content One of the most powerful capabilities of a content management system is the ability to write once and reuse many times. Typically, content is modularized in order to take advantage of reusable chunks of content in this way. Point- er components reference reusable chunks of content called pointees, which are often stored as primary components in a different collection. For more information about and examples of modular content, see Components, Collections and Collection Groups, Modularizing Content, and Referencing Content. Once content has been modularized and referenced from various locations, Vasont offers tools to help you understand where content has been referenced and keep track of changes to referenced content. • Identifying where content is referenced • Editing a referenced component • Redirecting a linked component • Deleting referenced content • Managing branches Identifying Where Content is Referenced When content is written once and used many times, you need to be aware of where the content is being referenced so that you can be sure that the changes made in one context are appropriate in another context. In general when you access referenced content in the Update window, you will receive notification that the content is referenced. If you are unsure of whether your changes may be appropriate in other contexts, you should access the References to window. You can identify referenced content by using special operators in the Retrieve and Search window. For more information, see Locating Content Based on Modular Reuse. Checking References to a Component from Navigator The Referenced By function enables the identification of each and every reference to a component. 1. In Navigator, click to select the component to be checked. 2. Right-click and select Relationships → Referenced By. 3. The References to window displays a list of the pointer components containing a reference to the selected component. For more information on processes available in the References To window, see Overview of the References To Win- dow. Checking References to a Component from Navigator Update The Referenced By function enables the identification of each and every reference to a component. 1. The component's update window is already open. 2. Click Ref'd By on the toolbar. 3. The References to window displays with every component containing a reference to the selected component. For more information on processes available in the References To window, see Overview of the References To Window. Checking Similar References From a pointer component, you can identify other pointer components that reference the same pointee. 1. In Navigator, right-click the pointer component for which you want to check similar references.

The References To window displays all of the pointer components that point to the same pointee. For more information on processes available in the References To window, see Overview of the References To Window. Overview of the References To Window The References to window shows every component containing a reference to the selected component. Details of the referencing components are shown, including collection, component type, client key, primary description, parent description, status flag, edit date, and user name.

• If all of the data under a particular column is not visible, drag the column separator to the right or left until all of the information displays. Use the scroll bar to view all of the data, if necessary. • To print the records in the References to window, click Report on the window to view its contents in a report format. While the report is displaying, click Print on the toolbar to print the report. Click File → Save As... to save the report in one of many file formats available. • Open a Navigator for the selected component by double-clicking on the component in the window. Editing a Referenced Component You can edit a referenced component (pointee) directly from the referencing component (pointer). 1. In the Navigator, locate a referenced component that you want to edit. Right-click and select Open Update. Or In the Navigator, locate a component that references a component you want to edit. Right-click the component and select Open Update Pointee.

If enabled in the setup, a Referenced Component dialog box warns you that the component is 2 referenced. If this window appears, click Yes to continue. (This setting is set in Vasont Adminis- trator in the System Profile.) You may want to identify other references to this component before editing it. See Identifying Where Content is Referenced.

2. In the Update window, modify the Status and Client Key, as needed. For more information on client key, see Matching Criteria and Client Keys. For more information on status, see Icons in the Navigator. See Update Windows for details on other read-only fields. 3. Click Save & Close or Save and then Close.

If the edited component is used elsewhere in the content type and Global Change is enabled in the 2 setup for the component, the Global Change window displays with other occurrences in the content type. See Applying or Bypassing Changes in the Global Change Window.

If the global change window does not appear after saving an edit, it means one of three things: 1) 2 the component is not used elsewhere; 2) this type of component is always globally changed (edits are always broadcasted to other usages); or 3) this type of component is never globally changed (updates never affect other usages). These settings are determined by the collection's rules of structure.

You return to the Navigator at the pointer component. Redirecting a Linked Component At times, it may be necessary to unlink or relink one or more pointers. For example, components shared in different publications may have competing release schedules or review cycles. You can relink to a revised version of the component while leaving the original component intact for other components to reference. Alternatively, you can unlink from an existing component and leave the pointer unresolved so that you can individually analyze the pointer to determine what content it should reference. Relinking Referenced Content This feature is useful if you have a number of pointers that reference the same component and you want to point them all to a different component. 1. In the References to window, select the pointer component(s) that you want to relink to a different component. 2. Click Relink. 3. In the Retrieve dialog box, enter search criteria to narrow the list of possible pointees. 4. In the Pick List window, further narrow the items in the pick list by entering search characters in the box at the bottom of the window 5. Select the new pointee and click OK. The Relinked References to dialog box reports how many references were relinked. 6. Click OK.

Unlinking Referenced Content This feature can be used to remove the reference to the component that is currently being pointed to. The pointer component itself remains in place, but the “link” is broken and the status of the pointer component changes to “incomplete.” 1. In the References To window, select the pointer component(s) that you want to unlink. 2. Click Unlink. After the pointer is successfully “unlinked,” the pointer component will no longer display in the window because it no longer references the component.

You can fix the broken links by resolving pointers and looking for incomplete components. See 2 Resolving Pointers and Analyzing Incomplete Components.

Deleting Referenced Content To ensure that you do not inadvertently delete content that is referenced, you cannot delete referenced content directly from the Navigator. If you attempt to delete a component from the Navigator and are unsuccessful, you need to identify references to the component and its descendants through the References to window. In the References to

window, you must unlink or relink the components before you are allowed to delete the referenced content. This prevents references to components that no longer exist. See Redirecting a Linked Component. 1. In the References to window, select a component or components and click Delete to delete the reference(s). 2. If necessary, click Include Descendants to view all the descendants of the referenced component that are also pointed to. If they are pointed to, an additional row will be created showing the pointer component. The Include Descend- ants button is disabled and (including descendants) is added to the title. A new column “Descendant of Component” defines whether the pointer is a descendant of the referenced component. This information is useful when a component cannot be deleted because it is pointed to. You can select the component to delete, use Referenced By to view the pointers that reference it, then select Include Descendants to view any pointers that reference any of its descendants. At this point, you can determine whether the pointers that reference its descendants are themselves a descendant of the component. If they are not (i.e. Descendant of Component is set to No), then there are pointer components that will prevent a component from being deleted.

References from Library Collections 2 Your system may be configured with Library collections. These are collections that are dynamically created base on attribute values on primary components. The library organizes references to your primary components according to the attribute values. This allows you to browse the library using the attributes values to locate content. By default, the system will block you from deleting a referenced primary, even if it is only referenced by a library collection. This behavior can be changed in the Vasont Administrator so that if a component being deleted is only referenced by a library pointer, than the deletion should be allowed to occur as if no references to it exist. See your system administrator for more information on this configuration option.

Managing Branches The Branch feature provides a method for making a new copy of the content and managing the pointer components that reference it. When a Branch is created a linkage between the branch and the source is maintained. Each content module is edited independently of each other allowing both Branches to evolve separately. Pointer components that reference a content module that is a source of a branch can be flagged with a Branch Notice icon . In addition, owners of content that contain Branch Notices will receive a Notification on their Home Page when the Branch is approved. Viewing Branches from pointer components allows users to easily compare Branches and evaluate the changes that have occurred. With this knowledge, users are better informed to make decisions about the content they reference. Example of Branch Usage A DITA Concept component is referenced by several DITA Maps. Jane decides to update the Concept for her Map. Jane creates a Branch of the Concept, labels it 1.1, and adds a comment about her need for the Branch. She edits the content as needed, and when she is done she approves the Concept component. Jane relinks the ConceptRef in her Map to the new Branch. John has a DITA Map that also references the Concept. He receives a Notification on his Home Page that alerts him of the new Branch to the Concept. He opens a collection navigator from the Branch Notification and sees a Branch

Notice on the Map component as well as the ConceptRef component. From the ConceptRef component, John compares the current Concept with the new Branch. He determines that Jane's change fits nicely into this Map and relinks the ConceptRef to the new Branch by clicking the Relink button on the Branch information bar. Since the activity has been evaluated and John has made his decision, he can clear the Branch Notice by clicking the Clear Notice button. Creating a Branch

Branches are created from collection primary components and can be created by users who have permission to add new components to the collection. If you choose, you may also create branches of the referenced modular content (providing it is a primary component), as part of the same action. (i.e., DITA map and topics, or Book and chapters). In addition, it is possible to branch graphics in a graphics collection that are associated with a map that is being branched (providing the graphics are stored as primary components). 1. From the collection navigator, right-click on the primary component for which you wish to create a branch. Select Actions → Create Branches. 2. The Create Branches window displays.

• Enter a required Branch Label. • An optional Branch Comment can be added to pass along information about the reason or purpose for the branch. • If you wish to create branches for any of the referenced modular content, check the box for the modular piece in the Modular Content list or check the Select All box to branch all modules. When the branches are created, they will be automatically linked to the pointers contained within the content from which the branch process is initiated. The branch label and comment will be copied to each of the selected pieces. You may want to review the referenced content in advance of checking the boxes so you know which content should be branched, or you may have a change notice document that indicates which pieces of content must be updated for the new document release that the branch will support. • If you choose not to create a branch of the component from which you initiated the branch process, uncheck the Branch this primary box. Then, only the checked modular content will be branched and relinked to the pointers contained within. 3. Click OK.

If items were selected for branching, but the user does not have permission to create new content 2 in the referenced collection, then a message will appear that reports the issue. Click OK to continue with the branching process. In this case, a pointer to the original referenced content will be maintained in the branch.

4. When the branching process is complete, a message will display that reports the number of branches that were successfully performed. If any items could not be branched due to permissions, they will be reported as fail- ures. Click OK. 5. The new branch is added to the collection navigator. Typically, a configuration setting will save the branch label into a specified attribute and then display the attribute in the navigator. In a DITA configuration, the rev attribute is used for this purpose. In other XML structures, another attribute may be specified. In the following screen shot, you will see (branch 1.0). Special processing generates the “(branch ....)” and the “1.0” is picked up from the branch label. For more information on how your system is configured, see your Vasont system administrator. If any referenced modular content was also branched, the pointers to that content are automatically relinked to the new branches.

Viewing Branches from a Pointer Component

When a user is evaluating the various branches that are available for a pointer component, it may be useful to open a navigator to view the branches. This allows the preview to be viewed, as well as looking at tree view components and attributes. 1. Select the pointer component in the collection navigator. 2. Select the Branches information bar on the Details pane → Properties tab.

The available branches will appear in the pane. The branch that is currently referenced will appear in green print.

3. To view the branches listed in the Branches pane, click Open Navigator. All related branches will be opened in separate navigator window. This is useful for viewing the attributes, workflow, preview, etc. for each branch.

Comparing Two Branches In order to use the Branch Compare feature, the Preview feature must be configured for the collection. 1. Select the primary component in the collection navigator. 2. Select the Branches information bar on the Details pane → Properties tab. 3. Select a branch in the Branches pane that you would like to compare against the selected component in the navigator (shown in green in the Branches pane).

4. Click Compare. 5. The Branch Compare window displays with color coded markup for text additions and deletions.

6. Click Close. Comparing Branches with an External XML Comparison Tool Two branches can be passed to an XML editor that has the DeltaXML plugin tool for file comparison. Your system must be configured for this feature in order for the XML Compare button to be visible on the Details pane. See Vasont Application Initialization (INI) File. 2 This feature requires the DeltaXML plugin and valid license for the XML editor of your choice.

1. Select the primary component in the collection navigator. 2. Select the Branches information bar on the Details pane → Properties tab. 3. Select a branch in the Branches pane that you would like to compare against the selected component in the navigator (shown in green in the Branches pane).

4. Click XML Compare button. 5. Select an extract view and click OK. 6. The two XML files will be extracted to the location defined in the Multimedia section of your VasontApps.ini file. The files will have system generated filenames using the current date. The programs used for this feature are defined in the Compare Config section of the VasontApps.ini file. 7. The XML editor with the DeltaXML plugin tool will launch. Use the features for file comparison to evaluate the differences in the files. See the instructions that accompany the DeltaXML plugin for more information on using the tool. Relinking a Pointer to a New Branch The Branches information bar in the Details pane is displayed for primary components and pointer components that are defined as modular pointers. For example, the DITA Concepts collection would display the Branches information bar for a Concept component, and the DITA Map collection would display the Branches information bar for the ConceptRef component. When a Branch is created, references to the source component from which the branch was created will be flagged with a Branch Notice icon .

If a source component contains child components which have been branched, the branch notice infor- 2 mation from the child components are included in the target branch after branching has occurred.

The selected ConceptRef in the previous screenshot is referencing the original Concept (highlighted in green in the Branches pane). To change the component referenced by the pointer:

1. In the collection navigator, select the pointer component.

2. Select the Branches information bar on the Details pane → Properties tab.

3. Select the branch that you would like to relink to.

4. Click Relink. 2 The Relink button will be disabled if the current branch, or no branch, is selected in the pane.

5. The pointer will now display the new branch, and the highlighted entry will show as the branch that was selected for the relink.

6. The Branch Notice is removed from the component.

Clearing Branch Notices

Once Branch Notices have been evaluated and determined that it should remain linked to the current branch, the branch notices may be removed.

1. In the collection navigator, select the pointer component.

2. Select the Branches information bar on the Details pane → Properties tab.

3. If the component has a Branch Notice icon, the Clear Notice button will be enabled. Click Clear Notice.

4. The icon is removed from the pointer component. If there are other branch notices in the descendants of the primary, the branch notice will remain on the primary component. Once all branch notices are relinked or cleared, the branch notice will be removed from the primary component.

Sending Branch Notifications

When a branch is approved and branch notices exist on a pointer for that branch, the owners of content in which the branch notice exists will be notified. See Using Notifications and Content Ownership. Locating Branch Notices

You can use the Advanced Query builder to find Branch Notices.

1. Open a collection navigator in which you would like to search for branch notices.

2. Select Retrieve or Search (depending on the action that you would like to perform).

3. Select the Advanced Query option.

4. Select the primary, modular pointer component or Any. Select the Has Branch Notice property. This property is only available when the primary, modular pointer component or Any component is selected.

5. Continue defining the query and perform the search or retrieve. See Working with the Query Page for more information.

Using Text Entities Text entities can be considered an abbreviation for commonly used text or a placeholder for text that will be substi- tuted at processing time. Technically, text entities are called general entity references and begin with an ampersand (&) and end with a semicolon (;), with the entity's name between these two characters. For example, &productname; or &model;. Entity names may contain any set of alphanumeric characters and the underscore. Whitespace and other punctuation characters are prohibited. A corresponding entity declaration must exist in order for XML tools to be able to process the entity and display the replacement text. Using text entities can contribute to the reusability of your content. Content can be written once, but used in publications for multiple clients or products. For example, if you have a generic topic but need to mention the model name in the published document, a text entity can be used for the model name and the declaration (or replacement text) can be adjusted for publishing. To use text entities in Vasont, a few special pieces are required to be set up in your configuration. So before diving in and adding text entities to the content, check with your Vasont systems administrator to be sure that you have a Vasont configuration, authoring tool setup and publishing support for text entities. Vasont configurations vary from client to client, so the following instructions are for a typical text entity configuration. You will need the following: • A multimedia component that contains the declarations for the text entities that you intend to use in your content. • An extract view that supports text entities. This means that when you extract your content, the entity declarations in the multimedia component are also extracted and placed into your XML file. • A load view that supports text entities. This means that when you load your XML file, any entity declarations at the top of the file are stored in the multimedia component that is associated with the content in Vasont. • If using Preview, a Preview Map file that has an entry for the text entity. See your Vasont system administrator to verify the text entities that are supported. If an unrecognized text entity is found in the content, the preview display will fail.

The following sections describe a typical setup and behavior for text entities in Vasont. See your Vas- 2 ont administrator to determine how your system has been set up and what authoring rules have been put into place.

When working with the XML content, use the tools in your editorial application to enter text entities. In the following screenshot a text entity named “productname” is defined that will resolve to “SuperFastX3”. In the editorial application, SuperFastX3 is displayed in the styled view. In the tagged view you will see productname.

If you look at the saved XML file, you will see the entity declaration within the doctype, and the text entity reference at the places where you specifically entered it.

Loading Entity Declarations- When the XML file is loaded to Vasont, you will find the text entity references in all places where you specifically entered it, as well as an EntityDeclaration component that stores the entity declaration.

Locating Entity References- Text entity references are treated like normal text in Vasont. To locate the instances of a text entity reference in your content, you may use queries such as “Text-Contains-&productname; ”. Extracting Entity Declarations- When you extract the content, it is placed into an XML file, along with the stored entity declarations from the EntityDeclaration component. They are placed within the doctype. This example shows a single entity declaration, but you may have multiple declarations if you have defined them. Notice that the productname text entity reference appears within the text.

Updating Entity Declarations- If the replacement text for the entity needs to be altered from SuperFastX3 to another value for publishing, use the features for working with multimedia components to open the file stored in the Enti- tyDeclaration component and make the necessary editorial changes.

Using Conditional Text Using conditional text allows you to reuse topics more widely across your documents and to publish to multiple audiences from the same base content. The conditional text practice applies to DITA and non-DITA content and consists of applying an attribute value to a component that signifies when the content should be included in a published document. Your system may be configured with valid values for the attributes that have been identified for conditional text usage. Consult your authoring guidelines or Vasont system administrator for more information. Also see Editing the Attributes of a Component for more information. When it is time to publish the document, you define the attribute values that should be included in the published document, and filter out the ones that do not apply. See Filtering Extracted Content for more information. Example: There are three documents that each have a topic called “Before Using the Monitor.” The content of the three topics is very similar with a few differences between the published generic document, the marketing document, and the healthcare professional document. It would be ideal to have one topic in the system and be able to publish it three different ways. This can be achieved by placing attribute values on the content and filtering out the unwanted components at publishing time.

The topic contains Paragraph components that have an audience attribute setting. If the audience attribute is empty, then the Paragraph should be included in all published versions of the content (generic, marketing, and healthcare professional).

If the Paragraph has an audience attribute set to “healthcarepro,” then the Paragraph will only appear in the published document for the healthcare professional.

If the Paragraph has an audience attribute set to “marketing,” then the Paragraph will only appear in the published marketing material.

It is also possible to have a Paragraph that has multiple audience values, such as “healthcarepro marketing,” meaning that this Paragraph will appear in the healthcare professionals document and the marketing material, but not the generic published document. Notice the word space between “healthcarepro” and “marketing.” Multiple values are delimited with a word space or other character (i.e., semicolon, vertical bar, etc) as defined in your configuration. Before defining attributes, consult your authoring guidelines or Vasont system administrator for rules on constructing multiple conditional attribute values. There are some things to take into consideration when applying the attribute values: • When a component is filtered out of the content, all of its descendants will also be removed. Therefore it doesn't make sense to apply conditional attribute values to descendant components of the component with a condition value because they will be removed as part of the filtering process. For example, if a Section component is marked with a “marketing” value, and it also has descendant Paragraph that is marked with a “healthcarepro” value, both the Section and Paragraph will be deleted when filtering out marketing content. • In modular content, if you want a complete topic to have a conditional value, place the conditional attribute value on the topic's pointer (e.g., TopicRef or ChapterRef) in the map (e.g., DITA Map, Book Map, Manual, Book), not on the topic.

If the conditional attribute is placed on the primary component of the topic, the topic will be filtered out, but the Map that references the topic will still have a Topic Ref. The publishing tools will read the in the Map and look for the topic file without success. This will result in the publishing process aborting and no PDF will be created. • Write your content carefully and mark components with conditional attributes wisely so that when it is filtered it will read correctly. For example, a Paragraph contains Phrase components for the various names of a product. When filtering, if none of the Phrases meet the filter criteria, the Paragraph text may not read properly because the product name is missing. • Apply conditional attribute values carefully so that when the content is filtered and components are removed, the content will be valid to the DTD rules. If the content cannot be validated, then the publishing tools may reject the XML and fail to produce the output document. For example, if a list has items with conditional attribute values, and the filtering results in a list that has all items filtered out because they do not meet the filter criteria, then the document will be invalid. • Know the conditional attributes and the allowed values. The metadata report can be useful for determining the what components contain values, what the values are, whether they have been correctly entered (i.e., character case, typos, etc.). See Using the Metadata Report for more information.

Vasont offers several tools that help you manage and synchronize content for maximum reuse. In particular, Vasont offers features that allow you to: • Report reuse statistics • Identify and correct inconsistencies in the “raw” content, which allows you to more effectively modularize reusable content or synchronize edits with global change • Manage translation relationships

Content Reuse Reports The Content Reuse Report measures the degree to which Vasont is reusing content implicitly and explicitly. Content reuse leads to a reduction in translation costs, errors, and lead times when creating or updating documents. The report captures the amount of automatic reuse at the component level (i.e., Para, Title, etc.), as well as the amount of reuse that is derived from reusing larger blocks of content through pointer references (i.e., Topic, Section, etc.). Component reuse or implicit reuse refers to a single component that exists throughout the content that Vasont automatically reuses with no action required on the user's part. Typical components that have this behavior are trademarks, company names, categories, authors names, boilerplate paragraphs, etc. Vasont's Global Change, Normaliza- tion, and Where Used capabilities work naturally with these types of components. Modular reuse or explicit reuse refers to content that is reused by being pointed to or referenced multiple times, typically from different areas of content (such as a Topic that is used in multiple Book Maps). It is called explicit reuse because the user must take action and create the pointer to activate this type reuse. This content typically contains multiple components and this reuse is sometimes referred to loosely as “chunk” or “block” reuse. Vasont's Referenced By capability works with the modular reuse chunks. The report can be run at the Content Type level, or from a primary component (i.e., Map or Manual)

If your configuration utilizes reuse at a subcomponent level, rather than a modular primary level, con- 2 tent_report_sub_components processing option can be applied in your configuration to create a reuse report.

Generating a Raw Material Content Reuse Report The Raw Material Content Reuse Report provides a list of all components used within the selected Content Type. The total number of times that each component resides within the Content Type, the number of times the component contains distinct content, the number of times content is reused, and the percent of components from reused content are also provided. Component reuse (implicit) and modular reuse (explicit) are listed separately in the report. To display the Raw Material Content Reuse Report: 1. Choose Reports → Raw Material → Content Reuse. 2. Select a Content Type from the Content Type Selection window and click OK. 3. The report displays. The left column contains the name of the component and in the far right column is the reuse percentage for the component. As an example, in the following screenshot, the Book component has 28% reuse. The system is storing 76

Book values and yet there are 107 Book value instances in the content. Therefore 31 of the instances, or 28% of the instances, are reused.

In the Modular Reuse section of the report, shown in the following screenshot, all the components measured are pointer components. We are reusing the chunks of content that the pointers point to. For example, the pointer component Glossary Entry Ref is in the system 355 times, but those 355 pointers only point to 71 unique chunks, therefore 284 of the pointers are reusing content, or 284/355 = 80% reuse.

The last line of the report gives the overall system reuse at 71.51%. This is another way of saying roughly 3/4 of the total content gets reused on average.

Generating Specific Content Reuse Report The Content Reuse Report for a Map or Manual displays the reuse statistics for the document at a specific point in time. Consider saving the report to a file and storing it in the system for future comparison of document releases to show improved reuse as the document evolves. This can be a useful tool for maintaining and monitoring content as writers and users are updating existing content for new releases of their documentation. To display the Content Reuse Report for a document:

1. Right-click on a Map or Manual component and select Reports → Content Reuse Report.

2. The report displays.

There are two versions of the report; “local” and “global” reuse. A Global Reuse/Local Reuse button in the upper left corner toggles the report display. By default, the local reuse is displayed when the report is first opened. The following bullets describe the difference in the two versions of the report.

• Local Reuse - Considers the reuse of components specifically in the Map or Manual selected. Reused content is counted once.

• Global Reuse - Considers the reuse of components, not just in the Map or Manual selected, but anywhere else in the Content Type (i.e., other Maps or Manuals). Reused content is counted each time, but only counted once in total number of components.

At the beginning of the report is a chart that visually describes the reuse statistics. Both Component and Modular percentages are represented in the chart.

The chart helps to visualize the content footprint (all the content stored in your system). The green 2 bar is the size of the footprint if you were not using Vasont and the red bar shows that Vasont is able to reduce the content footprint by storing content once and reusing in multiple places.

Use the toolbar buttons to navigate through the report or click Preview to view the entire report.

The body of the report consists of the statistical information. The left column contains the name of the component and in the far right column is the reuse percentage for the component. In the following GlossaryDefinition example, for Component Reuse, the Local Content Reuse report shows that there are a total of two GlossaryDefinition components (C); one is unique (A) and the other is reused (B). The percent of reuse is 50% (B/C).

The Global Content Reuse report shows the amount of times that a component is reused throughout the Content Type. Column (C) shows that there is a total of two GlossaryDefinition components. Column (A) shows that one component is unique, and column (B) shows that the other component is reused four times. This is determined by the Where Used value of the reused component.

Doing a Where Used on the reused GlossaryDefinition component shows that the raw material usage for this Glos- saryDefinition occurs four times within the Content Type.

The percentage of reuse is calculated by: Column (B) divided by Column (C), then multiplying that value by 100. In this example, 4/2 = 2 × 100 = 200%.

If the GlossaryEntry is branched or cloned, or if the GlossaryDefinition is used in a new GlossaryEntry, the global reuse of the component will increase in the Global Content Reuse report.

The global reuse of the GlossaryDefinition shows as five and a 250% of reuse of the content. The more the raw material is referenced in content, the higher the reuse will show in the Global Content Reuse report.

The Modular Reuse section of the report measures explicit reuse by the use of pointer components. For example, in the Local Content Reuse report, the Map contains two GlossaryEntryRefs, that point to GlossaryEntry topics that are also used in other Maps. The GlossaryEntry's total value of reuse appears in column (B).

In the Global Content Reuse report, column (B) shows four because the referenced GlossaryEntry topics have two additional Referenced By entries, where the referencing component is a GlossaryEntryRef.

Since there are two reused GlossaryEntry topics and each one is referenced two times by a GlossaryEntryRef pointer component, then four appears in the global reuse for column (B). The last line of the report gives the overall system reuse at 70% for local reuse. That means that roughly 3/4 of the total content is being reused on average.

In the same example, global reuse is 380%.

All pointers show up in the Modular Reuse portion of the report; regardless of whether they are modular pointers or not. Therefore, an Xref or ImageRef pointer will appear showing the reuse of the 2 pointee components.

Working with Raw Material Raw components are the basic building blocks used within the collections in a content type. Examples of raw components include items, such as title and paragraph, which typically equate to elements from DTDs. Each instance of a raw component may be populated differently, or some instances could be exactly the same, depending on the content. All unique instances of component content are stored in what is called the raw material. Raw material is never duplicated. For example, the title “Introduction” may occur ten times across three collections. It is only stored once in the database, but every separate usage is tracked with unique status, details, attributes and behavior. While relationships and attributes are typically defined on components, some attributes and relationships are assigned at a raw material level, if they are global in nature. See Component Attributes and Raw Attributes. Instances in the raw material are divorced from their specific uses within a collection. Nothing is known about format, usage, or relationship to other raw material. These properties and behaviors are not known until the raw material is used within a collection. This is a very powerful view into your content that allows you to identify inconsistencies and standardize content. You will be able to edit the inconsistencies so that you can more effectively reuse content or take advantage of global change. See Managing Reuse. Similar to component types, classes of raw material include text, pointers and multimedia. See Components. Viewing Raw Material When you view raw material, you can narrow the instances of content using selections and retrieve queries. Once you access the Raw Material View, you will see an alphabetized list of content, which can be further refined or sorted. To access the Raw Material Browse window, click Raw on the toolbar.

The Content Type Selection window prompts for the content type to be viewed. This selection window is used to limit raw components for viewing to those of a specific content type. Select a content type.

By nature, raw material is not collection-specific, so raw material having a Pointer type is not available in the Raw Material Browse drop-down list. In addition, components that are of the Text class and 2 have the text allowed field set to No are not available in the drop-down list.

Select a raw material component from the drop-down list in the Raw Material Browse window. Choices presented are those components that exist in the selected content type.

Use Retrieve to specify the set of raw material to be viewed (see Retrieving Content for a Collection). The display varies depending on the type of raw material selected; for example, multimedia data is not shown for text data types. If no retrieve query is needed, double-click Retrieve All to retrieve all of the raw material for the chosen component. The Raw Material Browse window displays with the selected data. Use the scroll bar, or drag the column separa- tors right or left to view all of the data, if required. Click the column headers to re-sort the data, if necessary.

The Raw Material Browse window contains the following columns: • Text: the text of the raw material • User Name: the name of user who last edited the raw material • Edit Date: the last date the raw material was edited • Status: the current status of the raw material (Approved, Draft, or Incomplete) • In Collection: a flag indicating if the raw material is used in any collection • Yes indicates the entry is in a current collection • No indicates the entry has been added in the raw material but never used in a collection • Retired indicates the entry was once used in a collection but has become obsolete as a result of an edit or a global change. • ID: the internal database identifier for the content. • Language: defines the language of the raw material entry. This field is set by the translation daemon load program when translated content is loaded. Multimedia components have the following additional fields:

• Description: the client specific identifier for the multimedia raw material. • External File: the filename of the externally-stored multimedia raw material. • Object Type: the file extension of the internally-stored multimedia raw material (implies file type) • Multimedia Flag: a “presence” indicator of multimedia raw material: Missing or Approved.

Multiple Raw Material Browse windows can be opened simultaneously if you want to view and com- 2 pare raw material for more than one component type or using different retrieve queries. Choose a different raw material component from the drop-down list and use a retrieve query to specify the data for view or click Retrieve on the toolbar.

Adding New Raw Material When new raw material is created, it is assigned an approved status, but it can be specifically set to draft. The new raw material's “in collection” flag is set to No until it is added to a collection through Navigator or Navigator Up- date. The “in collection” field is not set at No on new raw material, if it actually matched an existing instance that is used in a collection. When it matches, a new date, user and status are stamped on the existing raw material. The original “in collection” flag and where used information are preserved. 1. In Vasont, click Raw on the toolbar. See Viewing Raw Material for details. 2. In the Raw Material Browse window, click the applicable component from the drop-down list.

Use the Retrieve to specify the set of raw material to be viewed (see Retrieving Content for a Collection). The display varies depending on the type of raw material selected; for example, multimedia data is not shown for text data types. The Raw Material Browse window displays with existing raw material data, if any.

3. Click New on the toolbar.

The Update window displays. 4. Enter the new Text in the dialog box.

See the Editing Raw Material Multimedia topic for details on special fields for multimedia. 5. Click Save & Close or Save and then Close. If an SGML/XML error occurs, the save is blocked until the error is resolved. 6. The newly added raw material displays in the Raw Material Browse window. The In Collection flag is set to No until the raw material is used within a collection.

You can also create new raw material from an existing piece. This is not the same as modifying (editing) a piece of existing raw material. This function allows you to create a new piece of raw material by using an existing piece as the starting point. The piece of raw material you use as a source is not actually altered in any way. The new piece of raw material is created just as if it had been from scratch. 1. Follow the first few steps above to access and retrieve existing raw material. 2. Select the piece of raw material that you wish to base the new piece on. 3. Right-click and select Create New from Source. The Update window displays. 4. Modify the text as required. Remember that this is not a modification to the existing piece of raw material, but will be created as a new piece of raw material. 5. Click Save & Close or Save and then Close. 6. The newly added raw material displays in the Raw Material Browse window. The In Collection flag is set to No until the raw material is used within a collection. Checking Usage of a Component from Raw Material When working in raw material, you can check each and every usage of a component in any collection within the current content type. This enables you to identify additional opportunities for standardizing content for global change or even modularizing content.

You can check usage from the Raw Material Browse window or from the Raw Material Update window as well as from the Navigator and Update windows. For more information, see Checking Usage of a Component. 1. In Vasont, click Raw on the toolbar. See Viewing Raw Material for details. 2. In the Raw Material Browse window, right-click the raw material entry for which you want to check usages and select Where Used. The Where Used window displays listing each usage for the component. See Where Used.

3. Click Close to dismiss the Where Used window. Editing Raw Material Through the Raw Material Update window, you can edit text, raw attributes and associated fields for the selected raw material. Similar to the global change feature, you can broadcast changes to all instances of content at once. Before editing raw material, you will likely want to check where the content is used to avoid making changes to inapplicable content. See Where Used. When raw material is edited, a new piece of raw material is actually created; the original version is never overwritten. The new version is stamped with the current user, date and time. 1. In Vasont, click Raw on the toolbar. See Viewing Raw Material for details. 2. In the Raw Material Browse window, click to select the raw material to be updated. 3. Click Update on the toolbar. 4. Review and make changes.

Descriptive details for Raw Material can be viewed from the Raw Material Update window. 2 From the Vasont menu select Edit → Raw Material Details.

For more information, see: • Editing Raw Material Text • Editing Raw Material Multimedia • Editing Raw Material Attributes • Editing Raw Material Status • Developing Raw Material Relationships 5. Click Close to return to the Raw Material Browse window and view the changes.

Editing Raw Material Text Raw material text is edited in Raw Material Update. If the Text field is not present, text is not allowed for the raw material component being edited.

Similar to the way you can edit component text in an SGML/XML editor, you can export raw material text for external editing. However, keep in mind this is different from performing composite extracts and composite loads, which cannot be accomplished from the raw material. For more information, see Exporting Raw Material to the SGML/XML Editor. 1. In Vasont, click Raw on the toolbar. See Viewing Raw Material for details. 2. To locate the raw material you want to edit, see Editing Raw Material. 3. Edit text in the Update window.

4. Click Save. If edited raw material is used in a collection or collections, the Global Change window shows each collection instance. For more information, see Applying or Bypassing Changes in the Global Change Window.

When editing, a new piece of raw material is actually created; the original version is never over- 2 written. The new version is stamped with the current user, date and time. If a change is applied to any collection instances in the Global Change window, the new version has its “in collection” flag set to Yes. The original version keeps its user, date and time stamp. If a change is applied to all collection instances in the global change window, the original version has its “in collection” flag set to Retired.

Exporting Raw Material to the SGML/XML Editor You can export text from the Raw Material Update window and import it back using the Export and Import buttons on the Update window. This feature is seldom used as it was a precursor to the extract command. If you choose to use this feature, click Export to send the text to the file name specified in the [SGML Editor] section of the local Vasont Application Initialization (INI) File. The default behavior is that the text of the component is exported as raw text, with no tags surrounding it, and the file is saved as a .txt file. The application that opens the file is determined by the file association in Windows. When loading the text back into Vasont, make sure the file has the same name and path specified in the VasontApps.ini file [SGML Editor] section, such as: c:\vasont\editor\import.txt. Click Import next to the Text window. The altered file should load. For more information, see Vasont Ap- plication Initialization (INI) File. Editing Raw Material Multimedia The Raw Material Update allows for creating or editing of specialized fields for multimedia raw material. Multime- dia files can be stored internally as Binary Large Objects (BLOBs) in the database, or externally in an independent file. Text associated with multimedia raw material may also be edited. It's possible to maintain a piece of multimedia raw material as both an internal and an external file. The two files may be of two different types for different usages. • The Description field is a required, client-specific identifier of multimedia raw material.

• The Multimedia Flag is a presence indicator of a raw multimedia component, which is automatically maintained. Choices are Missing or Approved.

Editing Raw Material External Multimedia Files By default, the path (or partial path) of an external multimedia file is specified by the RootPath field of the [Multi- media] segment of the VasontApps.ini File. If the RootPath field is active, the path in the external file field (if any) is appended to the RootPath. The external file field should only contain a full path, if the RootPath is inactive.

To change the multimedia component from an internal reference to an external reference, open the internal file in the Helper Application. In the Helper application, save the file to the default reference 2 location. In the Update window, delete the internal file. Choose the file as the new external file.

1. To locate the raw material you want to edit, see Editing Raw Material.

• To choose a new external file click the “…” icon. In the File Selection window that displays, navigate to the proper directory. Select the filename and click Open. • To open and edit an external file in a Helper Application, click Open File. After editing/updating all the applicable fields, click Save & Close or Save and then Close to save the changes and exit the Helper Application. • To remove an external file, click to select the filename, right-click and choose Delete from the drop-down menu. The file is deleted. 2. Click Close to exit the Helper Application.

Editing Raw Material Internal Multimedia Files 1. To locate the raw material you want to edit, see Editing Raw Material. The Type field is the file extension of an internal multimedia file, which implies a file type. The drop-down box lists the available choices for multimedia in the current content type. • To choose a new or different internal file, click Import File. In the File Selection window that displays, navigate to the proper directory. Select the file and click Open. • To open an internal multimedia file in a Helper Application, click Open File.

The Helper Application opens and displays the selected file. When editing in the helper application is complete, click Import File to import the updated file. After updating, click Save & Close or Save and then Close to save the changes, exit the Helper Applica- tion, and return to the Raw Material Update. • To remove an internal file, click Delete File. 2. When all editing is complete, click Close to dismiss the window.

Editing Raw Material Attributes Raw material attributes can be created and edited from the Raw Material Update window. 1. With the Raw Material update window open, click Raw Attributes.

2. The Raw Material Attribute View window displays all attributes that can describe the raw material. The values are displayed for those attributes that have already been assigned. 3. Click Edit to add, change or alter the value using the Attribute Update window, or click Delete to clear the attribute value and leave it empty.

• If the Attribute value must be from a specific set of values (defined in Vasont Administrator - Attributes), a drop-down box lists the values. • If the attribute value must come from a specific set of raw material, use the Filter to get a list of raw material, select an instance from the pick list, and click OK. (See the Working with Vasont Navigator Chapter - Bookmarking Frequently Visited Content section). 4. When you are finished editing attributes, click OK. 5. Click Save & Close or Save and Close.

Editing Raw Material Status

You can change the status of raw material in Raw Material Update. When raw material is created, it is always assigned a status of Approved. It can be changed to Draft or Incomplete. If it was previously changed to draft or incomplete, it can be changed back to approved.

While it is not necessary to change the raw material status, you could use draft and incomplete settings to track new or unused raw material, perhaps in conjunction with the “in collection” flag, which denotes whether raw material is currently used in a collection or not or if it has been retired.

Raw material status can and most likely will be different from the component status. For example, the section title Introduction as raw material may be “Approved,” but in Collection A (where it was just added), it carries a status of “Draft,” and in Collection B, it has a status of “Incomplete” because it's missing a subtitle (which is required in Collection B).

You can view raw material status from the Update window by selecting Raw Material Details from the Edit menu.

1. To locate the raw material you want to edit, see Editing Raw Material.

The Update window opens.

2. With the Update window active, select Edit → Raw Material Details from the Vasont menu.

You can view raw material details from either the Update window for the component or from a 2 raw material Update window.

3. Use the drop-down arrows to set the status to Approved, Draft or Incomplete.

4. Click Close to dismiss the window, and then click Save.

Developing Raw Material Relationships

Different types of raw material may be related. For example, the rules of structure may say that raw material types Term and Category are related. If the raw material instance “burn” (a Term) is selected, “medicine” and “engineering” (each a Category) can be attached. By defining a relationship between specific instances of raw material of specific types, the relationship can be carried through to a collection or collections. Wherever the Term burn is included in a collection, the Categories medicine and engineering come along automatically.

Relationships are usually defined at collection level. The relationship described above works only if burn is always associated with “medicine” and “engineering.” If burn is to be associated with medicine in one collection, but with engineering in another, do not establish a relationship at the raw material level.

Before a raw material relationship can be established, a raw component relationship must be set up in the Vasont Administrator. For more information, see the Vasont Administrator Guide. Adding a Raw Material Relationship

1. In Vasont, click Raw on the toolbar. See Viewing Raw Material for details.

2. With the Raw Material Browse window displaying, select the piece of raw material for which you want to create a relationship and click Update on the toolbar.

The update window displays.

3. From the Edit menu, select Raw Material Relationships.

4. Click Add on the Raw Material Relationships window.

If no relationships exist, a message displays stating there are no relationships defined for this raw 2 material type.

5. Use the Retrieve to get a list of raw material from which to choose (see Retrieving Content for a Collection). The Pick List window displays. 6. Click to select the raw material instance to be added and click OK. 7. Click OK on the Raw Material Relationships window.

Relationships can be viewed and edited from the Navigator Update by choosing Raw Material 2 Relationships from the Edit menu.

Deleting a Raw Material Relationship You can delete raw material relationships if they are no longer needed. 1. In Vasont, click Raw on the toolbar. See Viewing Raw Material for details. 2. With the Raw Material Browse window displaying, select the piece of raw material for which you want to delete a relationship and click Update on the toolbar. The update window displays. 3. From the Edit menu, select Raw Material Relationships. 4. Click to select the raw material relationship to be deleted. 5. Click Delete on the Raw Material Relationships window. The relationship is removed. 6. Click OK to dismiss the window. 7. Click Save and Close on the raw material update window.

Generating a Raw Material Report

1. In Vasont, click Raw on the toolbar. See Viewing Raw Material for details. 2. From the Raw Material Browse window, click Report on the toolbar. The Raw Material data displays as a report. Click Print to print the report, or Preview to view the report as it would print. Click File → Save As... to save the report in one of many file formats available.

Generating a Text Raw Material Attributes Report The Text Raw Material Attributes report allows you to select a component for a specified collection, and display a report showing all raw material associated with that component and any raw attributes and their values that may be associated with each piece of raw material. 1. Select Reports → Raw Material → Text Raw Material Attributes. 2. Select a Collection from the Collection Selection window. 3. Select the component whose raw material and associated raw attributes are to be included in the report from the Component Selection window and click OK.

The report displays with the specified data.

This report is intended to be used in its printed form, therefore, it has been optimized for viewing 2 in this manner and on-screen display may not be clear.

Using Raw Material Normalization Normalization in Vasont is the process of finding similar content and narrowing down that content to a preferred usage. Normalization refines the usage of raw material for active content, and minimizes the amount of content that you need to manage. Example: Normalization

Vasont Normalization provides a convenient way to identify this situation and make all 15 instances consistent. Normalization is a Raw Material Process The normalization process is done within the Raw Material Browse window. The window has two views: Normalize View and Standard View. When you initially access the Raw Material Browse window, it displays in the Standard View. 1. To browse raw material, click Raw on the toolbar and select a content type. See Viewing Raw Material for more information. 2. After the raw material has been retrieved, click on the In Collection column header in order to sort the raw material. All raw material that is currently in use will be sorted together. 3. Click Normalize View to compare the raw material.

Normalizing Raw Material that Contains Inline Components The content of inline components contained by parent components cannot be viewed from the Raw Material browser. The user must select the inline components by name from the Raw Material browse window. Raw material containing inline components can be normalized without effecting the content of the contained inline components. Each inline component is a separate piece of raw material. To normalize the content of inline components, select the inline component name in the Raw Material Browse window. The Normalization Screen The Normalization screen shows the source content on the left and the target content on the right. 1. Click on a piece of raw material in the Normalization Source portion of the window, on the left. Click on a piece of raw material in the Normalization Target portion of the window, on the right. The two pieces of raw material are compared and their differences are highlighted. If you want to turn the comparison feature off, select Off at the bottom of the window.

2. Select Show Target Normalize Instances to see where the target raw material is used.

Click Print to print a report. 3. Select an individual instance and click Normalize, or click Select All and then Normalize to change all reuse instances from the normalizing target to the normalizing source. Click Cancel to return to the Normalization Screen without normalizing any of the instances. 4. When the normalization is complete, a message box displays stating the number of instances that were normalized. Click OK.

Click Standard View to return to the standard raw material window, if desired.

Using Variants and Variant Normalization Variants in Vasont are relationships that are maintained between two or more separate content instances that are similar but not exactly the same. Variants keep track of content relationships where the base content type is the same. Any two components of similar type can be related as variants; one is the source and one is the target. This means that a Paragraph can be linked to another Paragraph, but a Paragraph cannot be linked to a Chapter component. Example 1 • There is a base collection that has a section called Background Information. • You clone the section to another collection and make some alterations to it. • You want a remembered relationship between the original section and the cloned section so that you know where it came from and can later compare the differences in the two sections. Example 2 • Across all your Vasont Collections you have many task components that mention a feature called “Drag and Drop” • You want a remembered relationship between every task component in the system that mentions “Drop and Drop” to insure that the writers are writing in a consistent way about this feature and also to insure they are not being redundant. Variant relationships can be created between text components, regardless of whether or not they are allowed to contain actual text. A variant relationship cannot be created for pointer or multimedia components. Creating Variants Using Drag and Drop You can drag-and-drop components to create variants. Drag a source component to a target component with which you want to create a variant link. The component that you drop on must be the same type of component that you are dragging. For instance, if you are dragging a Paragraph component, you must drop on a Paragraph component in order to create a variant relationship.

In the Drag and Drop Wizard, click Create Variant and click Finish to complete the action. For more information on the Drag and Drop wizard, see The Drag and Drop Wizard.

Creating Variants by Searching Similar Content 1. To find similar content, right-click on a component and select Relationships → Variants → Find Similar Content. 2. In the Multi-Collection Explorer window, use the → to select the collections where you want to search for similar content. Click Next to continue. For more information on using the Multi-Collection Explorer window, see Searching Across Multiple Collec- tions. 3. Use the Retrieve to search for similar content using a query or double-click Retrieve All to return all similar components.

4. In the Similar Content Pick List window, select the components you want to designate as variants.

5. Check only A Similar Component (Variant) to create a variant relationship between the source and each target component. Check Create Variants for All Component Combinations to create a variant relationship among all the component combinations as well as with the source component. 6. Click OK. A message box displays stating the number of variants that were created. Click OK. Deleting a Variant 1. To delete a variant, right-click on a component and select Relationships → Variants → View Variants. 2. Select an entry in the View Variants window, right-click on the entry and select Delete. Generating a Similar Content Report 1. Click Report on the Similar Content Pick List window. 2. A message box displays asking you to Click Yes or No.

The report displays.

Viewing and Normalizing Variants 1. To view any existing variants for a component, right-click on the component in the Navigator and select Rela- tionships → Variants → View Variants. The View Variants window gives you a comparison of the base text (your original component) and the text of the variant you created.

Right-click on an entry in the list and select Open Navigator to look at the component. Click Open Navigator in order to view the base component. 2. Click Normalize View to normalize variants. 3. Select the normalization source on the left and select the normalization target on the right. The source and target move to the lower panes in the window and all text that is not identical is selected.

4. Click Normalize to change all instances of the normalizing target to the normalizing source.

A message box displays stating the number of components that were updated. Click OK.

Notification of Changes to Variant Components

Once the variant relationship is set up between components, it is helpful to have a notification subscription created so that you can be alerted to alterations to the component. See Subscribing to Variant Notifications for more information. Viewing the Master Variant List

The Master Variant List displays a filtered list of all the components that are involved in Variant relationships. Once the list is displayed, you can drill down to a single piece of content and view its specific variants, edit its variant relationships and compare the content of the component with the content of its variant components.

Use this feature to:

• Easily view all the variants in the content, and navigate from one variant component to another.

• Examine all variants for a selected collection and/or user; for example, if you know that Bill created variants for a component but you are not sure where they reside.

• List all variants for a selected component type. Examine the list and determine if the differences should be normalized or remain as separate instances.

Accessing the Master Variant List

1. Go to the main menu and select Views → Master Variant List.

2. Select the appropriate filter criteria for the variant list that you would like to view. See Using the Master Var- iant Filter Window for more information.

3. Click Apply Filter.

4. The Master Variant List displays. See The Master Variant Window for more information.

The Master Variant Window The Master Variant List displays components that are part of a variant relationship. The entries that appear in the list are based on the active filter criteria.

Using the Master Variant List The list may be re-sorted by clicking on the relevant column head. One click will sort in ascending order, a second click will sort in descending order. The columns may be resized by moving the column dividers and rearranged by dragging the column to the desired location. The button bar at the top provides the following functions: • Open Navigator: Opens the Navigator window for the selected component. • View Variants: Clicking this button will open the Variants window for the currently selected component. See Viewing and Normalizing Variants for more information. • Update Filter: Opens the filter window, allowing filter criteria to be specified for displaying items in the Var- iant List. The filter window displays with the currently selected criteria. See Using the Master Variant Filter Window for more information. • Report: Clicking this button will display the standard Vasont list view report from which you may print. See Generating a Variants Report for Multiple Components for more information.

Using the Master Variant Filter Window The Master Variant List filter allows you to limit the list of components that will display.

By default, when the Master Variant List is first selected, the filter criteria will be set to variants that the logged in user has created. This criteria may be changed to produce a list that meets your current needs by making specific selections in each of the following categories:

• Filter by Variant Create User: This list box includes all Vasont users. You may choose All or select one or more individual users. Shift + click will select a consecutive range of users, while Control + click allows the selection of multiple, random users.

• Filter by Collection: This box lists all the collections that the user has access to. Select one from the list or choose All.

• Filter by Component: This box lists all the component names in the system if set to All, or lists the components for a selected collection.

• Filter by Create Date: If the Enable Variant Create Date Filter box is checked, the From and To date boxes are enabled. You may type into the date boxes or click once to display a pop-up calendar for easier entry.

When the filter criteria has been specified, click Apply Filter. The filter window will close and the Variant listing will display based on the selected criteria. Generating a Variants Report for Individual Components

1. Right-click on the component for which you want to generate a report and select Relationships → Variants → View Variants.

2. Click Report on the View Variants window.

Generating a Variants Report for Multiple Components

1. Select Views → Master Variant List.

2. Define the filter criteria needed for the report to be generated. Click Apply Filter.

3. The Variant List will display. Click Report to display a report list view.

4. Make alterations to the listing by re-sorting, resizing, or moving the columns as desired.

Creating Raw Material Translation Relationships

Beginning in release ST 2.2, a translation configuration has the ability to build relationships between a component of base language raw material (i.e., a paragraph) and the translated raw material for each language to which it has been translated. This functionality is based on a special extract and load program that creates internal settings in the database, and is referred to as Vasont's translation memory, or the ability to associate base language component text with corresponding translated component text. Therefore, this feature significantly increases the opportunity to reuse the translations while reusing the base language components. For example, consider a topic that is translated and then branched. If a minor change is made to one of the list items, the system is aware that the rest of the branched topic has been translated and can potentially be reused for the next release, saving translation costs.

Translation configurations implemented prior to release ST 2.2 do not have the ability to create and 2 store translation relationships. If you are interested in discussing options to alter your configuration to achieve the benefits of raw material translation relationships, contact your Vasont support leader.

The Raw Material Browser contains a Language column that indicates the language of each piece of raw material. This column allows you to resort the content based on the values in the Language column, or you can use the query property Language to filter the contents of the Raw Material Browser to a specific language. See Locating content in a specific language in Locating Components Based on Raw Component Translation.

The language value is set by the translation load daemon program and cannot be manipulated by a user. The base and translated raw material relationships enable features in Vasont that allow you to: • Preview your base language content and substitute components that have already been translated to a specified language. This feature allows a user to determine how much of the content they have written already exists in Vasont's translation memory. If they choose to, they can alter the content to make use of existing translations to reduce the cost of translating the project. See Previewing Available Translation Content for more information. • Extract content and substitute the base language content with translated content that is stored in Vasont's translation memory. This feature can be a money-saving feature when sending content to a translation vendor. When raw component translations exist in Vasont, it can substitute the base content in the extracted XML file. The XML will mark the content with translate="no" so that the vendor will process the content at a less expensive rate. See component_translation_extract processing option example in the Processing Options Guide for more information.

Vasont's Collaborative Review feature provides Subject Matter Experts and Reviewers the ability to examine content, provide suggestions for improvements to the content, and share comments with other Reviewers. Reviewers apply comments to content using a built-in review editor. The review editor display is simplified and controlled for users with little XML knowledge to perform their reviewing assignment. Users who are unfamiliar with the content management system can easily add their input to a document, see comments from other Reviewers, and collaborate with them to refine the content. Collaborative review begins with the Initiation Phase and proceeds through the Review Phase, the Editorial Phase, and finishes with the Completion Phase. The following user roles are involved with these phases: • Review Coordinator • Reviewer(s) • Editor

The Review Coordinator is a Vasont user who initiates the collaborative review and assigns the roles of the Re- viewers and an Editor. The Review Coordinator also defines a description for the review, selects due dates, and schedules reminders for all participants. A notification is sent to Reviewers and the Editor alerting them when they have an assignment to perform. This activity is indicated in the Initiation Phase of the Collaborative Review Proc- ess Diagram. Reviewers open the review file from Vasont which automatically launches and displays in the review editor. They perform their assignments by evaluating content and inserting comments where they want to make suggestions or ask questions, and then share their comments to Vasont. At any time during their reviewing assignments, they may refresh the document to show all comments which have been submitted to the database by other Reviewers on the assignment. Refreshing often will help Reviewers avoid duplication of comments which have already been submit-

ted. Once they are finished with their evaluations, Reviewers may end their review. This activity is indicated in the Review Phase of the Collaborative Review Process Diagram.

The Editor opens the review file containing a compilation of all Reviewers' comments. They evaluate each comment and make updates to the content with suggested changes. After accepting or rejecting comments, the Editor ends the review. This activity is indicated in the Editorial Phase of the Collaborative Review Process Diagram.

The file is loaded to Vasont and the content is automatically updated in the collection. Finally, the Editor addresses all items not handled through the review process (i.e., cross reference changes, graphic alterations, etc.) manually in Vasont. The file containing the Audit Trail is loaded into Vasont and saved for later recall as necessary. This activity is indicated in the Completion Phase of the Collaborative Review Process Diagram.

All reviews for a component are archived with the content and any Vasont user may view them. These files are maintained for auditing purposes in Vasont and are helpful for determining the evolution of content and where suggested changes were obtained. Vasont users may open and print files, or create review activity reports for analysis or business requirements.

Access/Licensing and Seats

The collaborative review package allows review-only seats for users to mark up content, such as Subject Matter Ex- perts. These users do not require a full Vasont license. When a review-only Vasont user logs into the Vasont CMS, the Review List window is presented and the active reviews for the user are listed. They can open a review and perform markup activity. Full-license Vasont users may also participate in reviews if their review check box is checked in the Administrator setup program.

Requirements for this Feature

• Vasont Collaborative Review licenses (this is an add-on package that may be purchased through your Vasont sales executive).

• Assigned review seat in the Vasont Administrator for the Review Coordinator, Reviewers, and Editor.

• Licenses for the XML editing tool (Vasont currently supports oXygen version 17.1 or higher).

• The Collaborative Review installer option must be run. See your Vasont system administrator for more information.

• Vasont collections containing content for review must be configured for collaborative review. In the Vasont Ad- ministrator, an extract view and load view must be defined on the Review tab of the edit view component to be reviewed.

• Review Coordinators must have the Initiate Collaborative Review privilege assigned to them in the Vasont Ad- ministrator.

• Editors must have the privilege assigned from the Vasont Administrator to load and update content in the collection where the review content resides.

Starting a Collaborative Review

1. In the collection navigator, select the component to review.

2. Display the Details pane, and select the Reviews tab.

3. Click the Initiate New Review button at the bottom of the Reviews window.

If this button is grayed out: • You are not assigned Review Coordinator permission. See your Vasont system administrator for assistance. • The component or one of its ancestors or descendants are checked out to another user. • The component may have ownership applied. • A review may already be in progress for the component or an ancestor or descendant component. • The content may be within an active Vasont WebLNX workflow. 4. The Review management - Initiate Review window displays.

• Assign Reviewer(s) by highlighting a user in the Available Reviewers list and clicking the >> arrow. The Assigned Reviewers pane displays the Reviewers who are assigned to this particular project. To remove a user from the Assigned Reviewers list, highlight the user and click <<.

If the Ownership Extension is activated in your system, then the list of available users displays only users who are a member of the ownership group for the selected content. For more infor- 2 mation, see Controlling Content Access and Creation With Content Ownership.

• The Start Date is grayed out and automatically populated with the current date. • The Review Due Date is automatically populated with the following day's date. This date must be at least one day after the start date. This date is for guideline only since the Review Coordinator can prematurely close the review phase or let the review phase continue past the due date. If all Reviewers mark their review as complete, then the review phase automatically ends. Otherwise, the Review Coordinator has control of the review timing (see Closing a Collaborative Review or Changing Review Dates and Participants). The date is changed by clicking on the month, day, or year portion and entering the desired date, or by clicking on the drop-down arrow and using the calendar feature to select the desired date. • Select an Editor from the drop-down list. Users who appear in the Editor drop-down list have all the following: • Access to the collection. • A Review Seat assigned in the Vasont Administrator. • Content ownership assigned to the component (if content ownership has been applied). • Select an Edit Due Date. The edit due date lets the Editor know when the editorial phase of the review should finish. Once the editorial phase begins, the Editor has control of the timing of that phase. The same due date selection features apply here, as described previously.

The default duration for review and edit due dates are set to one and two days respectively. 2 Default durations are configurable in the Vasont Administrator. • Enter a Review Description for the project. This should be meaningful and brief since this is the label that appears in the Review List. Tip: Consider adding a release number to the description. Over time, multiple reviews are performed on a component. When users are investigating older reviews, the release number clearly defines the contents or purpose of the review. • Configure reminders in the Send reminders section to send out notifications to Reviewers and the Editor at specific times prior to or on the due date. Check the box to send reminders to Reviewers or the Editor, a list of outstanding reviews to the Editor, or a copy of reminders to the Review Coordinator. Check the box and configure the amount of days to send reminders prior to the due dates. There are multiple boxes for setting due dates so multiple reminders may be set (i.e., five days before the due date, then again at one day before the due date). Review personnel will receive emails regarding the review and notifications on their Vasont Home page in the My Notifications section. For more information, see My Notifications.

A warning will appear if you attempt to set a reminder to come before the review due date, the 2 edit due date, or the review start date. The value is reset to zero and you can enter a new value. • Click Save. 5. The content automatically checks out to the Editor upon initiation of the review. When the module is highlighted in the Vasont tree view in the Navigator window, the Reviews detail pane shows an entry for the active review project.

Vasont automatically checks out the component and it remains checked out (locked down to edits 2 and changes) while the review is in progress. Users with advanced privileges to override checkouts should be aware of this before checking in the component.

6. If email is enabled for the Editor and Reviewers, an email is automatically sent at initiation of the review assignment. See the Vasont Administrator Guide for more information on email setup. Best Practices for Starting a Review • The Review Coordinator should ensure each of the following before initiating a review: • Content is analyzed to identify incomplete components • Controlled vocabulary feature is used to identify unacceptable words or phrases • Content Exception report is run to identify broken DITA conrefs • Spell check is performed to find and correct misspelled words • If using DITA, the Review Coordinator can provide additional instructions to reviewers by inserting the element. By default, oXygen highlights these comments in green for emphasis. The elements could be removed during the editorial load after review completion. • For ease of reading comments in the review editor, modify the Callouts Options view. Right-click on a comment bubble and select Callouts Options to view the Preferences window. Change callout options to show or hide comment leader lines, show or hide comment times, change comment bubble sizes, or make adjustments to other user preferences. • If you have a large number of Reviewers, you may want to consider running consecutive reviews with a smaller number of Reviewers to avoid too many comments in a document, which becomes difficult for the Editor to interpret.

Monitoring Review Progress Any Vasont user can view the Review List Details Pane to see which Reviewers are assigned to a review, which Reviewers have completed the review, and the review completion date for individual Reviewers. This is useful to determine which Reviewers still need to complete the review. 1. Open the Review List by clicking the Reviews button on the main toolbar. 2. Highlight the review and click on the Show Details button. 3. In the Details Pane, click on Participants. Review information such as Username, role, review completion date, and Reviewer ID are shown. 4. Select a participant and click the Mail To box or click Select All to send an email to all review participants. An email window appears allowing you to add text to the body of the email, add attachments, or add additional email addressees. 5. In the Details Pane, click on General. Information regarding the review status, review start and due dates, review coordinator and editor names, and other important details are shown. Notifications are sent to review participants as a reminder to complete the review and to notify Reviewers and the Editor of approaching due dates. Notifications are viewed from the Vasont Home page in the My Notifications section. For more information, see My Notifications.

Filtering the Reviews List Filter the Review List to display specific review information. For example, to list all active reviews for a specific Reviewer or all completed reviews for a specified date range. The filter controls which reviews appear in the listing. By default, the list shows all active reviews that are initiated or in review state. 1. Open the Review List by clicking the Reviews button on the main toolbar. All active reviews are displayed. 2. Click Update Filter to display the Filter Reviews window. Select the appropriate criteria for the filtered review listing.

• Enable Date Filter sections allow a set date range. There are different sections for each type of date; Re- view Create Date, Review Due Date, Edit Due Date and Complete Date. When the checkbox associated with the section is selected, the From and To field become active so a date may be defined. Enter the desired date by typing it in the box or using the pop-up calendar. If you uncheck a box, it is not considered part of the filter criteria and the From and To fields for the section are disabled. • Filter by Collection - Select a specific collection or All from the drop-down list. This list contains all collections you have permissions to access. • Filter by Component Type - Select a specific component type from the drop-down list. This is only enabled when a collection is specified. • Filter by Coordinator or Filter by Editor - Select a user from the list or select All. Users with permissions to the project are listed. • Filter by Description Text or Filter by Component Text - Enter text for which you want to search. • Filter by Reviewer - Select a user from the list or select All. Users with permissions to the project are listed.

• Filter by Status - Select a review status from the list or select All. 3. Click Apply Filter. The listing updates to match the filter criteria. The filter criteria is displayed in the Review Filter portion of the window.

4. Click Update Filter to further refine the listing, if desired. 5. To return to the default listing of active reviews for the current user, click Display My Active Reviews.

Changing Review Dates and Participants

1. Open the Review List by clicking the Reviews button on the main toolbar. 2. Highlight the desired review and click Manage Review. 3. The Review management - Edit Review window displays. 4. Make changes as necessary. Some fields may be disabled depending on the current phase of the review. For example, if all Reviewers have completed their reviews, then you will not be able to change the review due date or add or delete Reviewers. See Starting a Collaborative Review for field descriptions.

A warning will appear if the Review due date is changed to a date past the Edit due date. The 2 Review due date cannot exceed the Edit due date.

5. Click Save. If changes involve new Reviewers or an Editor, then emails are sent alerting them of their new assignment. Reassigning a Review Coordinator If the Review Coordinator is no longer available to manage the review, a new Review Coordinator can be reassigned. 1. Open the Review List by clicking the Reviews button on the main toolbar. 2. Highlight the desired review and click Reassign Coordinator. 3. Choose a Review Coordinator from the list of available users and click OK. This button is grayed out if you have not been given permission to make reassignments to the Review Coordinator.

Closing a Collaborative Review The Review Coordinator may end a review at any time while it is in the reviewing phase. 1. Open the Review List by clicking the Reviews button on the main toolbar. 2. Highlight the desired review and click Close Review. If users have not completed their review, a message displays to confirm closing the review. Click Yes to continue, or No to cancel. If no users have completed their review, a message appears stating the review may not be closed. The entire review may be cancelled by using Cancel Review. See Cancelling a Collaborative Review. If the review is in the reviewing phase, each review that is still in progress is automatically completed. The Review List window closes and the status of the review is marked as Editing. If the review is in the editing phase, use Cancel Review to cancel the review. See Cancelling a Collaborative Review.

Cancelling a Collaborative Review If an active review is cancelled during the review or editorial phase, all activity ceases for the review and the status is marked as Cancelled. Cancelling a review abandons any markup that Reviewers have made and any decisions on comments that an Editor has made. The file is stored in the Vasont database and viewed at any time if necessary. 1. Open the Review List by clicking the Reviews button on the main toolbar. 2. Highlight the desired review and click Cancel Review. 3. A warning displays asking to confirm cancelling the review. Click Yes to continue, or No to cancel.

Performing the Reviewing Phase To review content that is assigned to you: 1. Open the Review List by clicking the Reviews button on the main toolbar. • If you are a Vasont user with a review-only license, you are brought directly to the Review List when logging into Vasont. • If you have a full Vasont license, then click Reviews on the main toolbar. 2. Highlight the component to review. Components ready for reviewing display a Reviewing status. Click Open Review. 3. If the review isn't displayed in the Review List, use the Update Filter button to display reviews according to specified filters. See Filtering the Reviews List.

4. Once the review editor launches, ensure the correct username is in the Login field and enter your password in the Password field. The Profile field will default to the correct profile in the Vasont Login window. Press OK to continue. 5. The file opens and displays in the customized review editor.

The Vasont Collaborative Review displays the current mode. The modes are (Reviewing) or (Read-Only). While in Reviewing mode, you are able to apply comments to the content. 6. Perform a review of the content using the following: Add, Modify, or Remove Comments Comments are notes attached to an area of text within the document. Adding, modifying, or deleting comments does not modify or delete content. Comments display with highlighted text at the insertion area and have a connector line to a comment bubble. • - Add Comment: Position your cursor on or near content and click the Add Comment button. Enter your remarks and click OK to continue. • - Edit Comment: Click on the highlighted text of a comment and click the Edit Comment button to modify the contents of an existing comment. An information window displays stating you are about to edit a comment. Click OK to continue. As a Reviewer, you can only edit your own comments. Alternatively, right-click on the highlighted text of the comment or the comment bubble and select Edit/ Reply Comment to edit a comment. • - Remove Comment(s): Select the highlighted text of a comment and click the Remove Comment button to remove a comment. Alternatively, right-click on the highlighted text of the comment or the comment bubble and select Remove Comment to remove a comment. 2 A comment may only be removed or edited by the original author of the comment.

When removing comments that overlap, a message will appear confirming removal of the desired 2 comment. Select Yes to remove the comment shown, or select No to view the adjacent comment. Reply to a Comment Right-click on a comment bubble and select Edit/Reply Comment to add a reply to a comment. The comment discussion window shows. Enter a response in the Enter Reply section of the discussion window. Show Comment Discussion Comments containing a discussion thread contain an arrow to indicate a discussion. Right-click on a comment bubble and select Show Discussion to show the discussion thread for a comment. 2 Once a comment exists in a discussion thread, it may not be edited or removed. Filter Comments - Click the Track changes: View All Changes/Comments drop-down arrow to filter the following: • View All Changes/Comments - Show all comments that have been shared by other Reviewers within the document. • View Only Changes/Comments by - Filter comments by a specific user. • View Final - Show final document view without displaying comments. • View Original - Show original document view without displaying comments. Print

- Ctrl + P - Displays the Page Setup window to print the file including all comments.

Modifying callout pane width will affect the print display. Use File → Print Preview to examine the format of the pages before printing. Adjustments to the callout pane width may be necessary 2 for proper print layout.

Collaborative Review Help

- Displays help contents for Collaborative Review. Show Attachments - The Show Attachments button is visible if the review file has an associated attachment. Click on the Show Attachments button to view and select the attachment in the pop-up window. Select the file and click on Open to view the file. Modify Callout Options Right-click on a comment bubble and select Callouts Options to view the Preferences window. Change callout options to show or hide comment leader lines, show or hide comment times, change comment bubble sizes, or make adjustments to other user preferences.

Preferences may also be accessed by clicking the Options → Preferences menu option. The 2 preferences window opens and you can make changes to desired user preferences.

Save user preferences by clicking the Vasont → Save My Preferences menu option. When the review editor is reopened, user preferences display with the individual user's saved preferences. 7. Click the Share Comments button to save comments and make them available for other Reviewers to view. Share your comments to the Vasont database periodically so other Reviewers may view them while you are actively working. This helps to avoid duplicate comments or suggestions by multiple users. It also gives other users the opportunity to collaborate with you on those comments by responding with their own comments. 8. Click the Refresh Comments button to refresh the file with shared comments from other Reviewers. The Refresh Comments button performs a share of your comments before refreshing. Refresh often to view other Reviewer's comments and suggestions while working in the review. 9. Click the End My Review button when you are finished entering comments and to end the review. Comments are shared and an information window stating the review has successfully ended appears. Click OK to continue. The file closes in the review editor. Refresh the Review List window in Vasont to see the latest updates to entries. The Status column of the review is marked as Reviewing if other reviewers have not completed their assignments or Editing if all Reviewers have completed their review. The review completion date is shown in the Review List window.

The Save option is disabled in the review editor. The review file is automatically saved when 2 clicking either the Share Comments button, the Refresh Comments button, or the End My Re- view button.

10. To close a file without ending a review, first share your comments, then close the file. Do not click the End My Review button. Reopen the review from the Review List in Vasont once you are ready to continue working. 11. When all reviews are complete, the review goes into the editorial phase. See Performing the Editorial Phase. Best Practices for Reviewing Content • Reviewers should frequently share their file to the database to save their comments and share them with other Reviewers. • Reviewers should frequently refresh their file so they may see comments from other Reviewers. • Reviewers should examine and reply to existing comments before adding their own to avoid duplication of comments and to make it easier for the Editor to interpret comments. • Reviewers should examine comments from the Review Coordinator to identify additional instructions for the review.

Performing the Editorial Phase During the editorial phase, the Editor is responsible for each of the following: • Evaluating and accepting or rejecting comments from Reviewers • Modifying document text to incorporate accepted comments • Ensuring the review is loaded into Vasont • Modifying the content in Vasont that is not automatically applied To perform the editorial phase: 1. Open the Review List by clicking the Reviews button on the main toolbar.

2. Highlight the review to edit. Reviews that are ready for editing display an Editing status. Click the Open Re- view button. 3. If the review isn't displayed in the Review List, use the Update Filter button to display reviews according to specified filters. See Filtering the Reviews List. 4. Once the review editor launches, ensure the correct username is in the Login field and enter your password in the Password field. The Profile field will default to the correct profile in the Vasont Login window. Press OK to continue. When the file launches, a progress bar appears as the system refreshes comments from the database, which may take several minutes. The file opens in the review editor and displays the (Editing) mode.

5. Evaluate each comment to determine whether to accept or reject the item. Comments display with highlighted text at the insertion area and have a connector line to a comment bubble. Click on the highlighted text of a comment to highlight and view the corresponding comment bubble. Hovering over the highlighted text will also show the comment text in a text window. During the editing phase, track changes are automatically turned on in the review editor and as comments are evaluated, the document text is modified to incorporate those changes. These changes are loaded into Vasont at the end of the review and allow tracking for document history and audit purposes. Accept or Reject Comments Right-click on the comment bubble and select one of the following options: • Accept Comment - Accept the selected comment. • Accept Comment with Reason - Accept the selected comment and enter a reason for the acceptance. • Reject Comment - Reject the selected comment. • Reject Comment with Reason - Reject the selected comment and enter a reason for the rejection. • Accept All Comments with Reason - Accept all comments or (unaddressed comments) within the document and enter a reason for the acceptance. • Reject All Comments with Reason - Reject all comments or (unaddressed comments) within the document and enter a reason for rejection. • Show Comment Reason - Show the reason that was entered for accepting or rejecting the comment.

Drag and drop is disabled in the review editor and the Editor is not able to delete or paste text 2 containing comments. To move text containing comments, the attached comment must first be addressed, and then the text can be deleted. Once deleted, select the strikethrough text and copy and paste to the desired location.

Filter Comments

- Click the Track changes: View All Changes/Comments drop-down arrow to filter the following:

• View All Changes/Comments - Show all comments within the document. • View Only Changes/Comments by - Filter comments by a specific user. • View Final - Show final document view without displaying comments. • View Original - Show original document view without displaying comments. Build Comment Report

- Creates a comment report that compiles all comments within the document and displays the username of the Reviewer who wrote the comment, the status of the comment, the text contained in the comment, and the component and text where the comment is placed within the document. Print

- Ctrl + P - Displays the Page Setup window to print the file including all comments.

Modifying callout pane width will affect the print display. Use File → Print Preview to examine 2 the format of the pages before printing. Adjustments to the callout pane width may be necessary for proper print layout.

Collaborative Review Help

- Displays help contents for Collaborative Review.

Show Attachments

- The Show Attachments button is visible if the review file has an associated attachment. Click on the Show Attachments button to view and select the attachment in the pop-up window. Select the file and click on Open to view the file. Comment Change

- Select the highlighted text of a comment and click the Comment Change button to modify the contents of an existing comment. As an Editor, you may only edit your own comments. Document Styles Click the Styles drop-down arrow to change document styles or change document views according to user preferences. Modify Callout Options Right-click on a comment bubble and select Callouts Options to view the Preferences window. Change callout options to show or hide comment leader lines, show or hide comment times, change comment bubble sizes, or make adjustments to other user preferences.

Preferences may also be accessed by clicking the Options → Preferences menu option. The 2 preferences window opens and you can make changes to desired user preferences.

Save user preferences by clicking the Vasont → Save My Preferences menu option. When the review editor is reopened, user preferences display with the individual user's saved preferences.

Change Content Display

Basic styling is applied to content making it easier to read and identify significant elements. XML tag display can be turned on or off according to user preference.

• - Full Tags with Attributes: Displays full name tags with attributes for both block level as well as inline level elements.

• - Full Tags: Displays full name tags without attributes for both block level as well as in-line level elements.

• - Block Tags: Displays full name tags for block level elements and simple tags without names for inline level elements.

• - Inline Tags: Displays full name tags for inline level elements, while block level elements are not displayed.

• - Partial Tags: Displays simple tags without names for inline level elements, while block level elements are not displayed.

• - No Tags: No tags are displayed.

6. Click End Editorial Review to end the review after accepting or rejecting comments and performing edits.

The file closes in the review editor and uploads the modified content to Vasont. Refresh the Review List window in Vasont to see the latest updates to entries. The Status column of the review is marked as Complete and the date of the completed review is shown.

When an Editor makes changes to the review, then saves and closes the file without ending their re- 2 view, a warning will appear when they reopen the review. Press Yes to confirm overlaying the review with the file from Vasont. Any previous changes made for the review will be lost. Press No to confirm loading the review file from your review folder. The file will include the Editor's previous changes.

Workflow for Collaborative Review

By default the collaborative review process runs independently of workflow. The Review Coordinator is responsible for monitoring the reviews they have initiated and update workflow as necessary.

Configuration options allow various stages of workflow automation by review stages. To implement workflow and review automation, workflow is applied to the component prior to or during review initiation. For more information on workflow setup, see Review Workflow Options in the Vasont Administrator Guide.

The following workflow example shows a primary component within the Concept collection with applied workflow.

The active workflow task for the concept component is Initiate Review. After a new review is initiated, the Initiate Review workflow task automatically completes and moves to the next task of Monitor Review. The task is automatically assigned to the Review Coordinator and initiates automatically since it's a mandatory task. Monitor Review involves the reviewing stage. Once all Reviewers' review sessions are complete, the Monitor Re- view task automatically completes and moves to the next task of Review Editing. This task is mandatory and initiates automatically. When the workflow task of Review Editing is initiated, the process checks for an Editor. If an Editor is not identified, then the task is not initiated. The workflow will rollback to the Monitor Review task and remain active for that task. Workflow tasks are configurable to send an email to a user with an assigned task. This ensures users are aware of an assignment, even if they do not log into Vasont frequently. An email may also be sent from the review window at anytime to send correspondence or questions to other users. Comments may be added to each workflow task. This allows users to add more information related to each task. For more information see Project Workflow.

Workflow is very configurable and this is only one example of a workflow process for reviewing. 2 Workflow requirements for this functionality must be configured to automatically assign a user. Us- ing this example, the Monitor Review and Review Editing tasks are mandatory and not include no other task options.

Viewing the History of Completed Reviews Completed reviews are stored in Vasont and available to view at any time. Any Vasont user with permissions to view the specified collection can view historical changes made during the collaborative review. These reviews include all the comments from Reviewers, document changes, and document history from the collaborative review. Storing the completed review provides an audit trail so a document may be viewed at a later time to see changes that were made, who made those changes, when those changes were made, as well as other useful information regarding the history of the document.

1. Click on the Reviews button to open the Review List. 2. Filter the Review List to display specific review information. See Filtering the Reviews List. 3. Highlight the desired review in the Review Filter window and click the Summary Report button. 4. When the file launches, a progress bar appears as the system refreshes comments from the database, which may take several minutes. The completed review opens and displays the (Read-Only) mode in the review editor. Reviewers' comments, track changes from the editor, and reasons for accepting or rejecting Reviewers' comments are shown in the document. 5. Use the Build Comment Report for a consolidated view of comments within the document including Reviewer username and the reason the comment was either accepted or rejected during the editorial phase.

Creating Reports on Review Activity Reports created in Vasont are useful when determining specific assignments or calculations for items contained in the Review List. After filtering the Review List to find users or gather information, a report is generated and saved in several formats (i.e., Excel or XML) according to organizational preferences. The saved report is useful when performing calculations concerning specific time ranges, finding reviews where a certain editor was assigned, tracking the number of currently active reviews for an organization, or to view other important information. As an example, calculations and formulas are created and used in Excel or by using a custom XSLT in XML format to provide averages or charts containing key information. 1. Click on the Reviews button to open the Review List. 2. Click on the Update Filter button to filter by select criteria and click on the Apply Filter button. 3. Click on the Report button. 4. Click on File → Save As or File → Save As Excel. 5. Enter a save location and filename in the Save As window. The file is saved in the specified format and calculations or averages are created and generated as necessary for the organization. Examples of Reports Created from the Review List • Reporting on Content Statistics

If an organization needs to know all the reviews completed between a certain time frame and the reviewers responsible for completing them, they can filter the Review List for this data to create a report. In the example below, reviews completed between the beginning of August and the end of September are filtered.

Once a report is created with the data and saved in the desired format, formulas and alterations are made to the data for specific needs. Columns are hidden or deleted in Excel to show only information that is needed, such as the components that were reviewed, the start and end dates, the reason why it was reviewed, and the reviewers who examined the content. Save the report using File → Report, then File → Save As Excel and give the file a name. Using Excel techniques, you can hide or delete columns, re-sort based on column entries, or perform calculations to determine how long each review took (from create date to completion date). In the following example, several columns were removed from the spreadsheet leaving only the columns with the preferred information. It shows the components that were reviewed, the start and end dates, and the reviewers who examined the content.

This same report could also be saved as an XML file and then processed with a custom XSLT to transform the XML into the desired output. Choose File → Save As and then choose Save as type=XML. Write an XSLT to

convert the XML to meet your requirements and process the XML file with your XSLT tools to provide the final output. The report is convertible to any output that XSLT allows (i.e., text document, HTML, PDF). If you do not have staff resources that can prepare XSLTs, contact your Vasont support leader for a quote for XSLT services. • Accessing an Employee's Performance An organization can assess an individual employee's performance by using Update Filter to filter reviews. In the following example, the employer needs to find all the reviews completed in the Doc Chapters collection by "Brown" for the past year. They would choose "Brown" as the Reviewer, select the desired date range of the entire year, and choose the "Doc Chapters" collection.

Once the report is created, the data is easily viewed and altered according to organizational needs or the data is filtered again to refine the report even more.

Workflow can help control the process of review and approval. For example, tasks such as establishing reviewers, sending out reviews, and integrating changes back into the content can be controlled by workflow. The following screen shot is a simple example of a workflow built for controlling the review and approval process.

This example workflow may be initiated against a set of content such as a Book, Chapter or Topic. The review workflow typically follows another workflow that drove the editorial process or is incorporated directly into the editorial workflow. The first task is performed by someone from the Review Initiator workgroup. The purpose of this task is to establish the people who are responsible for initiating reviews. The Monitor Review Process involves tracking reviews that are occurring. The task of Integrate Changes into Manuals involves reading reviewers' suggestions, accepting or rejecting them, and updating the content in Vasont. Workflow is very configurable and this is only one example of a workflow process. For example, if the reviewers are Vasont users they could be given specific workflow tasks. Another possible alteration to the workflow would be to repeat the Review Process after the content is updated to confirm that the revised version is acceptable. You can make workflow comments on each workflow task. This capability gives each task owner the ability to capture additional information related to each task. To learn more, see Using Workflow. Permissions are set in Vasont Administrator that control whether you may edit, view, or approve content and what content you are allowed to access. The following groups of tasks assume you are only viewing, approving or rejecting content rather than editing. If you want to edit content and have permissions, you may want to refer to topics in Revising Structured Content. This chapter assumes that you have reviewed and finalized the content. See Reviewing Content for more information. Before approving content, you may want to compare the current content version to older versions. If needed, you may reinstate an older version of content. Otherwise, you may approve components one by one or in batch. For more information on versioning, see Utilizing Versioning in Vasont. This section describes:

• Identifying components to approve • Component annotations • Viewing components • Reviewing global changes • Reviewing changes to referenced content • Approving content • Digital signatures

Identifying Components to Approve Vasont offers several ways to identify content that needs approval, including symbols in the Navigator and logs that indicate when content waschanged that may affect similar components or modules of content. You should become familiar with the status symbols in the Navigator. In particular, items that have a status of New , Draft , or Pending Delete may need the approval of a reviewer. Keep in mind that a higher level component may have an approved status, even though lower level components may have a draft status. You can use component status as search criteria to locate components that require approval. For more information, see Searching for Content in a Collection. You may need to review changes made in one area of the system to evaluate whether the changes apply to your area of responsibility. The Global Change symbol indicates that an item has been added to the Global Change log while the Branch Notice symbol indicates that a branch has been created from the referenced component. For more information, see Reviewing Components in the Global Change Log, Managing Branches, and Approving Content. Locating Draft and Incomplete Components The following is an example of a query that will locate components that are not approved and require attention.

Click Search to navigate directly to the next component which matches the query. Click List to view entries matching the search criteria in the list window.

• Double-click on an entry in the list, or right-click and select Go To to navigate to the component. • The Print button creates a printable report of the contents in the window. • The Search and Replace button allows you to select several entries in the list and open an update window for each component and perform a textual search and replace. • The Word Count button calculates the word counts for the component, as well as the component and its descendants. • The Select an action button allows for the selection and execution of an action. Select one or more components in the list window, select an action from the drop-down list, and click Execute. For more information, see Searching for Content in a Collection.

Viewing Annotations Vasont gives you the capability to look at completed reviews, explanatory notes, and add multimedia attachments to any collection level component tracked within Vasont. The annotation is not part of the publishable content (the actual XML), but rather exists so you can associate ancillary and supporting information with the content. A single component may have an unlimited number of annotations applied. Each annotations may contain up to 4,000 characters. An annotation may never be deleted, therefore it provides a secure method for recording notes or an auditing trail. 2 The annotations do not affect status of content, but can be used as unremovable ancillary information. Accessing Component Annotations From the right-click menu: 1. In the Navigator, locate the component to be annotated. 2. Right-click the component and select Properties → Annotations → View/Add Annotations. From the Update window: 1. In the Navigator, locate the component to be annotated. 2. Right-click the component and select Update. 3. Click the Annotation button. From the Details pane: 1. In the Navigator, locate the component to be annotated. 2. With the Details pane showing, highlight the component. Select the Annotations information bar. 3. Click Add/View. Note: This button is available on both the List and Thread tabs.

For more information, see Properties Tab, Annotations Information Bar.

Adding, Editing, and Viewing a Component Annotation 1. Open the Annotations window. See Accessing Component Annotations.

2. Click New. The date and user name is automatically entered in the upper pane of the Annotations window. You may also right-click on an existing annotation entry in the upper pane and select New Annotation.

Delete Annotation is available from the right-click of an annotation entry, but is only enabled if 2 the annotation is active. Once the annotation is saved it may not be deleted.

3. Type your remarks and comments into the Annotation Text window in the lower pane of the window. This text may be altered as long as the annotation is active. Annotations whose text is italic may be edited. Previously saved Annotations are locked and not available for editing. A single annotations can hold up to 4,000 characters. 4. Click Email to open the Send an email window and send a message regarding the selected annotation. 5. If you choose to add a file attachment select the Attachments tab on the Annotation window. An example of an attachment might be a .txt file created from an email of review comments or an image that illustrates your request. 6. The Annotation Attachment window appears. Use the browse button to locate the file to be attached. Additional comments about the attachment may be added in the lower pane of the window. 7. Click OK. The attachment appears in the Attachments window pane. • Click Edit to make alterations to the file attached. • Click Open File to view the attached file. • Click New to add another attachment. • Right-clicking on an entry in the attachment pane will allow you to select New Attachment, Edit Attach- ment, or Delete Attachment. 8. You may continue to edit the annotation text or attachments. 9. Click Apply and/or OK to save your changes. Click Cancel to close the Annotation window and any Annota- tions that have not been applied will not be saved.

Retrieving and Searching on Annotations Query properties are available for retrieving or searching components. • Annotation Date • Annotation Text • Annotation User Name • Attachment • Attachment Description • Attachment Filename The following is an example of a query for annotations.

For more information, see Searching for Content in a Collection Creating Annotation Reports Reports are available for annotations at the component level, as well as the primary level. The following sections describe the various methods for accessing these reports. Annotation Report for a Primary The Annotation Report for a primary component is generated using the right-click menu or from the Reports menu. Annotation Report From the Right-Click Menu: 1. In the Vasont Navigator, locate the primary for the annotation report. 2. Right-click on the primary component and select Properties → Annotations → Annotations Report (All). Annotation Report from the Reports Menu: A report creates a list of all component annotations for the selected group of primaries. Basic information about the component is reported, as well as the annotation text. For more information, see Reporting on Component Annotations. Annotation Report for a Single Component The Annotation Report for a single component is generated using the right-click menu or from the details pane on the navigator window. Annotation Report From the Right-Click Menu: 1. In the Vasont Navigator, locate the component that contains the annotation for reporting. 2. Right-click on the component and select Properties → Annotations → Annotations Report (Component Only). Annotation Report From the Details Pane: 1. In the Navigator, locate the component with the annotation for reporting. 2. With the Details pane showing, highlight the component. Select the Annotations information bar.

3. Click Annotations Report or WF Annotations Rpt. Note: These buttons are available on the List and Thread tabs. The Annotations Report creates a list of the annotations for the component. The WF Annotations Rpt creates a list of the annotations for the component, as well as information about the workflow project, completed tasks with dates, and user assignments. For more information, see Properties Tab, Annotations Information Bar.

Viewing a Component You may view the text, properties, and attributes of a component even if you do not have the authority to edit or make changes to them. The information is viewed in two ways, from the Open View or Open Update window, or from the Details pane. From the right-click menu: 1. Locate the component you want to view. 2. In the Navigator, double-click the component if it has no children, right-click on the component and select Update, or right-click the component and select Properties → Open View.

If the component is checked out by another user, a message may display. 2 Click OK to continue in a read-only mode.

The descriptive details of a component are always visible in the Navigator Update window. These read-only details, except Status Flag and Client Key which can be modified, are displayed at the bottom of the window.

3. If you want to view the attributes for a component, click Attributes. Click OK when you are finished viewing attributes.

If you have permissions, you may change the Status Flag to Approved. For more information, see 2 Approving Content.

For more information on the fields in the Update window, see Update Windows. 4. Click Close.

Details for raw material for a component are available from Navigator Update. Choose Raw Material Details from the Edit menu. See Working with Raw Material. From the Details pane: 1. Locate the component you want to view. 2. With the Details pane showing, select the component. 3. Depending on the tab or information bar that is selected, various information about the component can be viewed and in some cases updated.

For more information on using the Details pane, see The Navigator Details Pane. Viewing the Attributes of a Component From the right-click menu: 1. Locate the component for which you want to view attributes. 2. In the Navigator, right-click on the component and select Properties → Attributes. If Attributes does not appear in the menu, the component has no available attributes. Attributes and their values display in the Attribute View window.

This is a read-only view; attributes cannot be added or changed. If attributes must be edited, use Update on the component in Navigator or Raw Material. For more information, see Editing the Attributes of a Component.

3. Click OK. From the Details pane: 1. With the Details pane showing, select the component. 2. Select the Properties tab and the Attributes information bar. For more information on using the Details pane, see Properties Tab, Attributes Information Bar.

Viewing a Referenced Component You can view a referenced component (pointee) directly from the referencing component (pointer). From the right-click menu: 1. In the Navigator, locate a component that referenced to component you want to view. 2. Right-click the component and select Update Pointee. 3. The descriptive details of a component are always visible in the Navigator Update window. These read-only details, except Status Flag and Client Key which can be modified, are displayed at the bottom of the window. 4. Click Close. You return to the Navigator at the pointer component. From the Details pane: 1. With the Details pane showing, select the pointer component. 2. Select the Properties tab and the General information bar. 3. Click Open Pointee button.

Reviewing Components in the Global Change Log If configured in Vasont Administrator, the Global Change Log keeps track of changes or potential changes to content that is used in multiple locations. Items indicated with a in Navigator are recorded in the Global Change Log. You can access associated global changes from the individual item or you can access records for all global changes in the system from the Views menu. For more information, see Managing Global Changes.

Reviewing Branch Notices If configured in Vasont Administrator, Branch Notices help you keep track of changes to referenced content. Items indicated with a in Navigator point to modular content that is the source of a branch. You can access relevant records by highlighting the pointer component with the Branch Notice symbol, and selecting the Branches information bar on the Properties tab of the Details Pane. For more information, see Viewing Branches from a Pointer Component.

Approving Content Before approving content, you must know how to identify content to be approved and be sure the content is ready for approval. For more information on identifying content to approve, see Identifying Components to Approve.

You may approve an individual component either in the Navigator or from within the Update window. Multiple primary components may be approved at once using a batch utility. The ability to approve a set of components nested at a lower level can be accomplished with the Approve Descend- ants right-click menu option. This is a configuration option that can be implemented in your system.

When you approve content you may want to provide a version label. See Creating a Version on De- 2 mand for more information. Approving a Draft Component 1. In Navigator, right-click the component to be reviewed. 2. Select Navigation → Expand All, Properties → Open View, Relationships → Where Used, Relationships → Referenced By, Properties → Attributes, or Properties → Annotations to view applicable data, as necessary. 3. When you are ready to grant approval, right-click the component and select Approve.

Alternatively, you can right-click the component and select Update. In the Update window, 2 change Status Flag to Approved. The component appears in Navigator with a status of Approved. • Approving a draft top-level component automatically changes all draft subcomponents to Approved. • Approving a draft subcomponent has no effect on higher- or lower-level components. Approving Multiple Draft Components The Process Collection batch utility allows you to approve an entire collection or primaries within a collection. 1. Choose Tools → Process Collection. 2. Click to select a collection from the Collection Explorer window and click OK. (If the Collection Explorer window does not display, either there is only one collection or a working collection is set). 3. Use the Retrieve window to specify the collection components to be processed, if necessary. 4. The Batch Processing window displays. Select the primaries to be processed. 5. Click Approve on the toolbar. 6. Click OK to acknowledge completion of the process. 7. Click Close to dismiss the Batch Processing window. Approving or Rejecting a Deletion In the Navigator, right-click the component marked for delete and select Confirm Pending Delete or Undo Pending Delete. For additional ways to restore deleted content, see Reinstating Versions.

Applying an Electronic Signature Electronic signatures in Vasont are added by utilizing a workflow task and component annotations. Annotations are permanent records in Vasont and cannot be deleted or altered by users, which makes them suitable for an electronic signature audit trail.

If your system has been configured to create electronic signatures, they will be automatically initiated upon completion of a workflow task. See Completing a Task for more information. Once an electronic signature has been applied, you can view it using the Annotation features in the system. See Viewing Annotations or Viewing a Component's Workflow and Annotations for more information.

When using a content management system, or any structured application, you need to perform several tasks to ensure the content is valid, well-formed content so that it can be extracted, transformed, and formatted correctly for publication. In addition, when content in a CMS is modularized, you need to make sure that all of the necessary content will be extracted by verifying that pointer components point to the correct content. This chapter reminds you of the steps you should take in Vasont to prepare for publication. This section describes: • Analyzing incomplete components • Resolving Pointers • Validating Terminology • Checking for Completeness Once you have validated the files within Vasont, you are ready for extraction. For more information, see Extracting Structured Content.

Analyzing Incomplete Components The top-level component is automatically incomplete if any descendants are incomplete. When a required component is missing, the top-level component, or primary, in the collection has an Incomplete status indicated by the icon. Before publication, you should analyze incomplete components to determine the reason for the Incomplete status. Vasont offers several features to analyze incomplete components, including: • Analyzing an incomplete component from the Navigator • Analyzing incomplete primary components using Batch Processing • Generating an Incomplete Analysis report Analyzing an Incomplete Component 1. In Navigator, click to select the component to be analyzed. You may analyze the top-level component or the lower-level component that has an Incomplete status. 2. Right-click to open the pop-up menu and select Actions → Analyze. A message displays stating the reason that the component is incomplete. If a primary component was analyzed, it may be incomplete because one of its descendant components is incomplete. If that is the case, then the first incomplete descendant will automatically be selected. A message will display stating the reason that the component is incomplete. 3. Modify the component, as necessary, to satisfy the collection's rules of structure. There are many different reasons why a component could be incomplete. For example, the component could be missing a required child component; it could be missing a required attribute value; or it could be a pointer component which hasn't been linked to another component (or whose link has been broken).

After modification, the incomplete status changes to a Draft status. The top-level component also becomes Draft, unless it contains other incomplete components.

Analyzing Incomplete Components in Batch

The purpose of Batch analyzing is to re-analyze content in Vasont. This process will switch the status of all components within the primaries selected to incomplete if they are no longer valid. It will also modify existing incomplete components to Draft if they are now valid. An example of when to run this process would be when Vasont Adminis- trator setup rules have changed and this would re-analyze all components based on the new rules.

1. From the main menu, select Tools → Process Collection.

3. Use the Query window to specify the collection components to be processed, if necessary.

The Batch Processing window displays.

4. Click to select the primary components to be processed.

5. Click Analyze on the toolbar or choose the Edit → Analyze menu option.

A message displays in the status bar indicating the process's progress. A message box will display when the process is complete.

6. Click OK to acknowledge completion of the process.

The number of components that were analyzed is also reported.

7. Click Close to dismiss the Batch Processing window.

Generating an Incomplete Analysis Report

The Incomplete Analysis report gives a list of components that are incomplete and notes the rules of structure that are violated. For example, the report indicates if a child component is missing. The report can be used to easily identify components that must be fixed before the primary can be approved.

Two versions of the report are provided. It can be run from the Reports menu or from the Navigator right-click pop- up menu. Using the Reports menu feature gives details on all components selected with a query. The Navigator right-click Analysis Report gives details only for the selected primary component. Running the Incomplete Analysis Report for a Collection

For more information, see Reporting on Incomplete Primaries. Running the Incomplete Analysis Report for One Primary Component

1. In Navigator, right-click a primary component that has an incomplete status to obtain a report.

2. Click Actions → Analysis Report from the right-click pop-up menu.

The report for the specified component displays.

For more information on Reports, see Generating Reports from Vasont

Resolving Pointers Pointers are a special type of component that references another component. Under certain circumstances, the referencing component does not point to a referenced component and must be resolved. When this occurs, the pointer component has a status of incomplete . For example, if the load utility is being used to load data into Vasont for a dictionary, a component such as Aardvark may reference the component for Mammal. When data is in the process of being loaded, ‘Aardvark’ gets loaded before ‘Mammal’; therefore, the pointer or link is unresolved. After the load process is complete, these links must be resolved. A batch process utility called Resolve Pointers should be run to resolve the links. Vasont can resolve pointers using text, client key or a manual process. The type of resolution is set up in the Vasont Administrator application. 1. From the main menu, select Tools → Process Collection. 2. Click to select a collection from the Collection Explorer window and click OK. (If the Collection Explorer window does not display, either there is only one collection or a working collection is set). 3. Use the Retrieve query to specify the collection components to be processed, if necessary. The Batch Processing window displays. 4. Click to select the components to be processed. 5. Click the toolbar icon to Resolve Pointers or choose the menu option Edit → Resolve Pointers. 6. Click OK to acknowledge completion of the process. The number of affected components is also reported. 7. Click Close to dismiss the Batch Processing window.

Validating Vocabulary or Terminology In many industries, especially regulated environments, it is important to use specific vocabulary in the consumer's documentation to ensure they understand the proper usage of a product or service. Limiting vocabulary to an ap-

proved set of terms allows writers to consistently describe products and their usage procedures with the same terms throughout the documentation.

For example, a software company that produces versions of its software for both PCs and Macs may want their writers to use the generic term “computer” rather than “PC” or “Mac.” By genericizing the reference to the computer, the content can be used in both versions of the documentation. Now, content reuse is maximized and changes to the content can be performed more quickly since the content must be updated only one time.

Vasont provides a method for writers to ensure they are all using the same vocabulary across their documentation set. This is called the Controlled Vocabulary feature.

The Controlled Vocabulary feature allows organizations to define allowed terms to be used and restricted terms to be avoided in their documentation. By controlling the terminology that is used by the writers, documentation will be cleaner, more consistent, and less confusing to the consumer. It also maximizes content reuse for easier and faster revision cycles. Potential misspellings can also be caught by defining frequently misspelled words as restricted terms. About Vocabularies

Within Vasont, a vocabulary consists of two simplistic “term” collections that work in tandem to define a list of allowed terms and a list of restricted terms. For a restricted terms collection, child pointer components that point to allowed terms are also defined under each restricted term entry to specify a preferred term, or multiple preferred terms, that should be used instead of the restricted term. The following illustrates a vocabulary, consisting of an allowed terms collection and a restricted terms collection, and the relationship between the two term lists:

In this example, note that the Restricted Terms collection can have zero, one or many preferred term children (references to the Allowed Terms entries). When there are multiple preferred terms, their order under the parent (restricted) term indicates their order of precedence.

In Vasont's Controlled Vocabulary feature, a term is defined as a single word or a phrase (multiple words separated by spaces). So both the single word “university” and the phrase “Drexel University” are considered to be terms.

Phrases in an Allowed Terms collection only have meaning if they are used as a Preferred Term for a Restricted Terms entry (Restricted Term pointer to an Allowed Term). When a phrase is present in the Allowed Terms collection (for use as a Preferred Term) and Dictionary Validation is to be performed, be aware that the individual words that comprise that phrase should have their own, independent entries in the Allowed Terms collection.

Term collection entries should follow the same case conventions used in an English dictionary, where most words are in lower case, proper nouns are capitalized, acronyms are in all caps, etc.

Even though term collection entries can be entered in mixed case, be aware that all validation processes are performed in a case insensitive manner. As an example, consider an “iPhone” entry in a Restricted Terms collection. The validation processes will currently flag all occurrences of “iPhone” in content as invalid, even if they followed the mixed case convention. In short, the Controlled Vocabulary processes do not currently enforce case conventions. Vasont's Validate Terminology window has limited support for determining the capitalization convention to use for Replacement Terms. In general, Invalid Terms will be changed to the Replacement Term exactly as it appears in the Replacement Term field. The only exception to this rule is the use of the Change All button. When Change All is clicked, the current Invalid Term (highlighted in the preview) is replaced with the exact contents of the Replace- ment Term field. For subsequent occurrences of the Invalid Term that occur at the beginning of a sentence, the first letter of the Replacement Term text is forced to upper case. In general, this rule is effective but care should be taken when using the Change All button. The use of Vasont collections for the storage of vocabulary terms is intentional and provides many inherent benefits due to the nature of a Vasont collection. These benefits include, but are certainly not limited to: • A readily available and familiar interface (the Vasont Navigator) for viewing and manipulating vocabulary terms. • The visibility to, and access rights for, a Vasont collection can readily be controlled. This provides a mechanism to treat the vocabularies as “read-only” for a certain set of users, but allows other users to modify a vocabulary. • Because the terms in an allowed terms collection and the terms in a restricted terms collection share a common alias (e.g., they are all from a common pool of terms), drag-and-drop can be used to move terms between collections and to create preferred term references to allowed terms. • Simplistic Vasont Extract and Load Views can be constructed for the term collections, providing a methodology for importing, exporting and exchanging terminology information with other programs or applications. • Multiple vocabularies, using differing pairings of term collections, can readily be constructed for different purposes. With Vasont's Controlled Vocabulary feature, the allowed terms and restricted terms collections that comprise the vocabulary also play a key role in the validation technique to be used when verifying Vasont content against the vocabulary. Vocabulary Validation Techniques Vasont's Controlled Vocabulary feature currently supports two validation techniques: dictionary validation and terminology validation. • Dictionary validation verifies the legitimacy of the terms used in Vasont content. With this validation technique, the allowed terms collection in the vocabulary is the focal point of the validation process and contains a large list of terms, much like a dictionary. Dictionary validation is considered to be strict; any terms encountered in content that are not found in the allowed terms collection (not found in the dictionary) are considered to be invalid. When using dictionary validation, the restricted terms collection can be used to extend and enhance the dictionary validation process. Even though the validation process is primarily driven by the allowed terms collection,

the restricted terms collection can be used to list terms that should be avoided and identify preferred terms for those undesirable terms. • Terminology validation verifies word choice for Vasont content. With this validation technique, the restricted terms collection contains a list of terms that should not be used in Vasont content. Optionally, a restricted term can have child preferred terms, implemented as pointers to terms in the allowed terms collection. Terminology validation is considered to be loose; any terms encountered in content that are not found in the restricted terms collection are considered to be valid. The validation technique used in each collection is determined by the setup in the Vasont Administrator. Oracle Text Stopwords The Oracle Text index used with Vasont's Controlled Vocabulary feature utilizes the default Oracle Text stoplist. A stoplist identifies the stopwords that are not included in the Oracle Text index. Stopwords can also be described as “busy words” that do not significantly affect the meaning of content and are not commonly queried for.

English Default Stoplist

a because for how might one so there until while all been from however Mr only some therefore ve who almost both had I Mrs onto still these very whose also but has if Ms or such they was why although by have in my our t this we will an can having into no ours than those were with and could he is non s that though what would any d her it nor shall the through when yet are did here its not she their thus where you as do hers just of should them to whether your at does him ll on since then too which yours be either his me

Dictionary Validation • Individual stopwords will be ignored by the Dictionary Validation process, even if they are included in the Al- lowed Terms collection. Another way of stating this is that single word Allowed Terms entries, that happen to also be an Oracle Text stopword, have no effect and are ignored, but their presence in the Allowed Terms collection does no harm. • Stopwords in the Allowed Terms collection that are used as (or as part of) a Preferred Term (for a Restricted Term entry) are treated as significant. As an example, the Restricted Term “due to” can successfully be replaced by the Preferred (Allowed) Term “because of” even though both “because” and “of” are classified, by Oracle Text, as stopwords. Terminology Validation • Stopwords in the Allowed Terms collection that are used as (or as part of) a Preferred Term (for a Restricted Term entry) are treated as significant. As an example, the Restricted Term “due to” can successfully be replaced by the Preferred (Allowed) Term “because of” even though both “because” and “of” are classified, by Oracle Text, as stopwords. • Phrases in the Restricted Terms collection, that contain a mix of stopwords and non-stopwords, will be handled as expected. So, the Restricted Term “due to” will be sensed and reported as an invalid term, even though “to” is an Oracle Text stopword. • Individual word Restricted Term entries that are also an Oracle Text stopword, or Restricted Term phrases that are comprised solely of Oracle Text stopwords, cannot be handled by the Terminology Validation process and will not be found in content. As an example, assume that a Restricted Term collection contains the word “al-

most” or the phrase “because it is”. During Terminology Validation, occurrences of the word “almost” or the phrase “because it is” that truly exist in content will not be found and reported.

Controlled Vocabulary validation processes, during start up, will sense and notify the user about Restricted Terms that cannot be handled because of stopword usage. If this message appears, there are several adjustments that can be made to address the issue(s).

1. If practical, remove the word that is also a stopword (or the phrase that is comprised solely of stopwords) from the Restricted Terms collection.

2. If practical, extend the problematic word or phrase to include at least one word that is not an Oracle Text stopword.

3. Have the Oracle Database Administrator (DBA) alter the default stoplist (CTXSYS.DEFAULT_STOP- LIST) or create a new stoplist for use with Vasont. Discussions regarding stoplist manipulation can be found in the Oracle Text documentation for your Oracle Database version. See Stoplist section in Oracle Text Indexing Elements chapter of the Oracle Text Reference.

Vasont Systems can also offer assistance with altering the default, or creating a new stoplist as a Database Consulting service.

Building a Vocabulary

Dictionaries of allowed terms can be built automatically or manually. The automatic method is used to build a base dictionary from some or all of the existing content in a collection, while the manual method is used to enter specific terms individually to build upon the dictionary.

The use of Oracle Text provides access to a highly customizable lexicography engine that includes 2 extensive facilities to define busy terms such as “an”, “and”, “the” so it is not necessary to define these terms in the vocabulary list.

To create a list of allowed terms automatically from existing content:

1. In the main menu, select Tools → Process Collection.

2. In the Collection Explorer window, select a collection and click OK.

3. The Query window appears. Choose Retrieve All to retrieve all content in the collection, or narrow the primaries retrieved by entering query criteria. Click Retrieve to execute the query.

4. The Batch Processing window displays with a list of the primaries from the selected collection that meet the query criteria. Select the primaries in the list that should be processed for new terms. On the main menu, select Edit → Add Terms to Controlled Vocabulary.

Vasont will automatically break out all terms in the selected content and put them in the Allowed Terms collection. A message window will display stating that new terms are being added to the allowed terms collection.

To create a list of allowed and restricted terms manually:

1. Open the Allowed Terms and Restricted Terms collections in the Navigator. Tile the windows vertically using Window → Vertical.

2. Right-click and select New → Term → Create New to add allowed and restricted terms to the corresponding collections. Type the new terms in CAPS.

The controlled vocabulary features are case-insensitive. The use of all caps for defining the terms 2 in a vocabulary ensures that it is clear to the users that the Controlled Vocabulary processes are not case sensitive and prevents the accidental creation of duplicate terms (e.g., attempting to add both “international” and “International” to a term list). For purposes of validation, the Controlled Vocabulary features include adaptive case convention logic; as an example, preferred terms that are shown as an allowed replacement for a restricted term will conform to the case convention of the restricted term as it is used in the content.

3. To create a preferred term for a restricted term, drag and drop a term from the Allowed Terms collection to a term in the Restricted Terms collection to create an AllowedTermRef pointer.

Restricted terms can have zero, one, or many preferred terms. When there are multiple preferred 2 terms, their order under the parent (restricted) term indicates their order of precedence.

Validating Terminology Vasont validates content against the terms defined in the Allowed Terms and Restricted Terms collections. To validate the vocabulary, right-click on a component and select Verify Vocabulary. The Validate Terminology window appears and, one by one, highlights each invalid term.

Using terminology validation, the writer is given the choice to replace each term with a preferred term as designated in the restricted terms collection, enter a new replacement term, or ignore the validation. If the writer enters a new replacement term, he can designate the replacement term as a preferred term for the invalid term using the checkbox under the Replacement Term box. If the writer does not add the replacement term as a preferred term, Vasont will

simply substitute the invalid term with the replacement term in that particular instance only. In this validation technique, the writer does not have the option to add the invalid term to the dictionary of Allowed Terms.

If the writer does not have permission granted to access the Allowed and Restricted Terms collections, he cannot add replacement terms as preferred terms for the invalid term, and the “Add as Pre- 2 ferred Term” checkbox will not appear in the window.

Using dictionary validation, the writer is given the choice to replace each term with a preferred term as designated in the allowed terms collection, enter a new replacement term, or ignore the validation. The writer can add the new replacement term to the dictionary (the Allowed Terms collection) for future use if desired. In this validation technique, the writer has the option to add the invalid term to the dictionary of Allowed Terms if it does not already reside in the Restricted Terms collection.

In order for a writer to add terms to the dictionary, the writer must have permission granted to the Allowed Terms collection in the Vasont Administrator. If the permission is not granted, the Add to 2 Dictionary button will not appear in the window. See the Creating and Maintaining Users or Roles chapter of the Vasont Administrator Guide.

Using the Content Exceptions Report When working with modularized content in the Vasont CMS, it is often necessary to perform an analysis of content spanning the Vasont collections across which the content is stored. As an example, it may be necessary to interrogate all of the content for a Manual, including all of the Topics and Images that are stored in other Vasont collections,

prior to a publication or translation process. The Vasont Content Exceptions Report provides the facility to examine content (including modular content) to identify content that does not meet a selected group of rules.

With this information, you can be aware of items that need to be addressed prior to publishing or translating. The report can be printed, or a navigator can be opened for a selected component to allow you to make the necessary modifications. To run the report: 1. The Content Exceptions Report is only available for primary components in a Vasont collection and is invoked by selecting Reports → Content Exceptions Report in the Vasont Navigator right-click menu. The Content Exceptions Report will be run against the selected primary component, all of its descendants and all modular content that is referenced within the primary. The modular content referenced directly from the primary is then checked to identify additional modular content links (pointers). This process (identifying and following modular content links) is repeated until the entire body of content, across all of the pertinent Vasont collections, is discovered.

The Content Exceptions Report relies on the Pointer to Modular Content setting, for pointer com- 2 ponents, that is established in Vasont Administrator. Refer to the discussion regarding Pointer Components in the Vasont Administrator Guide.

2. After the menu option is selected, a dialog will appear allowing you to select the categories of content exceptions that you would like to report. The following categories are available: • Content that is not Approved (current has a Draft or Incomplete status): This category will identify and report all components, within the selected primary and its associated modular content, that are not Ap- proved (in other words, components that have a Draft or Incomplete status). • Content that is currently Checked Out: This category will identify and report all components, within the selected primary and its associated modular content, that are checked out to the current user or any other user. • Content that was edited on or between dates: This category will identify and report all components, within the selected primary and its associated modular content, that were lasted edited on a particular day or within a particular date range. If this category is selected, enter a starting date and an ending date for the date fields; the drop-down calendar can also be used to set dates. To report components that were edited on a particular day, set the two fields to the same date. • Cross References to content that is not part of the selected Primary:. This category will identify and report all components, within the selected primary and its associated modular content, that are referenced

by a Vasont pointer, but the referenced component is not considered to be part of the content body. Only pointer components that are not flagged as a Pointer to Modular Content in Vasont Administrator are examined for this category. This category is useful for verifying that cross-references can be resolved when extracting the content for publication. • Content where a DITA conref's target is missing or is not Approved: This category will identify and report all DITA components, within the selected primary and its associated modular content, that have the conref attribute set but the linkage to the target is not established (or the target is not Approved). • Content where a DITA keyref or conkeyref attribute is not resolved: This category will identify and report all DITA components, within the selected primary and its associated modular content, that have a keyref or conkeyref attribute that cannot be resolved. Keyref: For each keyref attribute found, there should be a corresponding component within the map that has a matching keys attribute. For example, a Keyword component in a topic might have the attribute keyref="ProductName". In the map, this is resolved by finding a matching component with an attribute of keys="ProductName". This report will list any components that contain keyrefs, but do not have a corresponding component with a matching keys attribute value. The keys attribute is allowed to be a space delimited list. For the keyref="ProductName" example, the following keys attribute is a legitimate match:

Conkeyref: For each conkeyref attribute found, there should be a corresponding component within the map that has a matching keys attribute value. That component then points to a topic that contains a sub-component with the specific ID value. For example, a topic contains a Paragraph component with a conkeyref value of Product/v789. The map contains a topicref with a keys attribute of Product and points to a topic that contains a Paragraph component with the matching v789 ID. If the referenced component cannot be found, an entry will be placed into the Content Exception Report. If a conkeyref exists on pointer component, the target topic will be located based on the keys portion of the conkeyref attribute value. Next, a search for the ID portion of the conkeyref attribute value will be performed. If the component with the conkeyref attribute is a text component, then a client key search will be performed on components of the same type. If the component with the conkeyref attribute is a pointer, then a search for ID attribute values on pointer components of the same type will be performed.

DITA related categories are only shown in the dialog if the collection from which the Content 2 Exceptions Report was launched resides in a DITA content type. 3. After selecting the desired category (or categories) for the Content Exceptions Report, click OK to start the analysis process. The results of the analysis will be presented in a categorized tree format, from which you can navigate to the content that raised the exception or print a hardcopy report:

There are three levels within the Content Exceptions Report tree. The top level represents a category selected for the report. The second level corresponds to a primary (within a particular Vasont collection) that contains an exception; the primary component itself may or may not be the cause of an exception. The third level lists the components, within the collection primary, that are considered to be an exception; if the primary itself is responsible for an exception, the primary component is also listed at the third level. Actions that can be performed from the report: • A navigator can be opened for any component (at the second or third level) by double-clicking the mouse on the row or right-clicking the mouse and selecting the Go To menu option. The right-click menu also includes options to expand or collapse tree nodes. • To print a hardcopy of the Content Exceptions Report, click Print and then select an option for handling the tree nodes. You can either send the tree to the Vasont reporting module “as is” or have the reporting module automatically expand all of the tree nodes. After clicking Report, the Content Exceptions Report is shown in the Vasont reporting module, from which you can navigate through the pages, scale the report to fit particular paper sizes, etc.

The reporting module does allow nodes to be expanded or collapsed (using the plus or minus 2 icons) and columns to be resized for additional report tailoring.

4. Click Close to dismiss the report. 5. After the exceptions have been addressed, consider running the report again to verify that there are no remaining issues before publishing or translating.

Using the Content Validation Report The Content Validation Report allows you to quickly determine if there are duplicate client keys for primary or subcomponents and if there are structural errors in the content of a specified collection. The report will identify the following issues: • All primaries in the collection are checked for duplication of client keys.

Primary components are required to have a unique client key value. In rare situations, primaries with duplicate client keys have occurred and need to be repaired in order for load processes to prop- 2 erly update the content. For more information on client keys, see Matching Criteria and Client Keys in the Loading Struc- tured Content chapter.

• Subcomponents that are identified in the Vasont Administrator as possible pointees (referenced components) will be checked for client key duplication. Only components that are explicitly identified on the Pointers tab will be considered, meaning that pointer targets defined with [ALL] will not be validated as part of this process.

Subcomponents in a collection are not required to have unique client keys, but when there is dupli- 2 cation, it could cause confusion when linking cross references to target components. For a definition of pointer targets, see the Vasont Administrator Guide.

• Components will be identified that have an incomplete status, meaning that there is an occurrence violation, undefined or unresolved pointers, or other configuration validation issues.

Your system may be configured with additional options to enforce content validation. See your Vas- 2 ont system administrator for details.

When all content in the collection has been interrogated, the report will display. Each entry contains a description of the violation, as well as system metadata for the components (i.e., client key, text, component type, status, etc.). The report can be printed or saved using the standard Vasont report options. To run the report: 1. Go to Reports → Content Validation. 2. In the Collection Explorer, choose the collection for which you would like to validate and click OK. 3. In the Validation Type Selection window check the boxes for the items to be reported and click OK. The following report options are: • Duplicate Client Keys for Primary Components • Duplicate Client Keys for Referenceable Subcomponents • Incomplete Components • Validate All Items 4. The Content Validation Report displays. The report lets you know that there are issues with specific components. With this information, you can select an entry and click Open Navigator to resolve the issues. Incomplete Components: You can use a Retrieve query to gather the incomplete primaries and perform an analysis on them (see Analyzing Incomplete Components). Duplicate Primaries: Make note of the duplicate client keys defined in the report and retrieve them in a collection navigator. Examine the primaries and determine if they are relevant or copies of the same topic. You may need to delete duplicate content or reassign a new client key if the topic is valid and should remain as active content. Duplicate Subcomponents: Search for the duplicate subcomponents in a collection navigator by using the client keys defined in the report. Determine if the component may keep the duplicated client key or if a new client key should be assigned.

To assign a new unique client key: Vasont assigns a unique identifier to every component in the 2 database. The Vasont ID is displayed on the Properties → General information bar. If you need a new, unique client key value, copy the Vasont ID value from the Properties pane and paste it into the client key field of the component Update window. When changing a client key on a component that is referenced by another component(s), you will need to adjust the client key on both components (the pointer and the pointee components). This is necessary so that when the content is extracted out of the system and sent for publishing, the publishing tools will be able to match the reference to the target content.

5. Click Close to dismiss the report. 6. After the exceptions have been addressed, consider running the report again to verify that there are no remaining issues before publishing or translating.

Using the Metadata Report The Metadata Report is a configuration option that provides the ability to report on attributes in the content from which the report is initiated, as well as any modular content that is referenced from within. Depending on how it has been configured in your system, you may have the ability to: • Identify the conditional attribute values in the content and referenced modular content. You can verify the spell- ing of each value or obtain a list of the various values used in the content to prevent problems in the publishing process or output. See Using Conditional Text. • View the branch labels that have been saved into an attribute and determine (by the label value) if they are appropriate for the document release. For example, you may be able to tell from the branch label value if the modular content is a newer branch than the rest of the content that is to be published. See Creating a Branch. • Run before doing a conditional extract to determine the appropriate values to define in the Setup Extract window. See Filtering Extracted Content. Knowing the values that are used in the content will allow you to make the appropriate settings in the Setup Extract window to include or filter out content that is not appropriate for the document you will be publishing. • Find components with specific attribute values and navigate to them. • Locate and navigate to components with DITA conrefs, conrefend, conkeyref, keyref or keys. Your configuration will determine the attributes and other metadata that are included in the report. This report may be configured several times to create multiple reports, each one focusing on certain attributes. The label on the right- click menu will be specific to your configuration, so consult your Vasont system administrator for details on this menu option. For example, you may have one right-click menu option for a metadata report that focuses on DITA keys and keyrefs, and another menu option for a metadata report that focuses on conditional attributes. To create a metadata report:

1. Right-click on a component for which you would like to create a metadata report. It may be a Map, Manual, Book, Chapter, Topic, etc. Select the Reports menu option. Reports specific to your configuration will be listed. This report may be named “Metadata Report”, “Conditions Report”, or something similar. 2. A report window will display that shows the components that contain values for one or more of the attributes defined in the setup of the report feature. In the following screenshot, notice that components are listed that contain values for the “audience” and “product” attributes. You can also see what type of component (e.g. Para- graph or Phrase) contains the attribute value.

3. Double-click on an entry in the list to open a navigator and examine the content closer. Use Report to print or save the contents of the report to an electronic file (such as Excel). 4. Click Close to dismiss the report.

TEST Using the Map Asset Report The Map Assets Report is a configuration option that provides the ability to report on system metadata for the content from which the report is initiated, as well as any modular content that is referenced from within. The report provides the ability to: • Identify the title of the referenced module and the collection in which it resides. • Determine if the module is appropriate for the document release based on its branch label. For example, you may be able to tell from the branch label value if the modular content is a newer branch than the rest of the content that is to be published. See Creating a Branch. • See the status of the module and when it was last edited and the user who made the changes. This information may identify content that is not yet ready for publishing or translating. • See the name of the user who has the module checked out. This information is an alert that a user is still updating content and that publishing or translation should not be started. • See the name of the user or group that owns the module. This information is helpful if you have any questions about the module content and need to consult with the owner. • Identify any DITA conref targets contained in the module. This information is helpful if you need to know that content is used in other contexts or documents. • Review a modular reuse count that indicates the amount of reuse that occurs within the document. Your configuration will determine whether all referenced content will be reported, regardless of the collection that it resides in, or if only referenced content in specific collections will be reported. The label on the right-click menu will be specific to your configuration, so consult your Vasont system administrator for details on this menu option. By default, the report will appear as “Metadata Report.” To create a Map Asset Report:

1. Right-click on a component for which you would like to create a map asset report. It may be a Map, Manual, Book, Chapter, Topic, etc. Select the menu option from the right-click menu option Reports. It may be named “Map Asset Report”, or something similar. 2. A report window will display that shows the component on which the report was initiated, as well as the referenced components.

Vasont offers the ability to extract structured content in a number of ways, as set up in Vasont Administrator. You may have to select from several extract views. Frequently a system will have an extract view compatible with the editorial tool. Another extract view could be set up for publication, which prepares the files for a composition tool or launches a batch process to automatically transform and publish files. Components can be extracted from the database to a file, or files, in SGML or XML format or any user-defined tag- based format. By default, extracted files are located in the c:\vasont\extract directory. The directory is specified under the ExtractPath field of the [Extract] segment of the Vasont Application Initialization (INI) File. The INI file is VasontApps.ini and is located in the Windows directory. Components can be extracted to individual files or a single file. If more than one component is selected, and extract is set to individual files, each file must be named. By default, an extracted file has the name compdisp.xml. Another configuration option for extracting is to name files by the component's client key, text, or an attribute value on the component. If one of these options is set, files are automatically named when extracted. Depending on the setup, multimedia files may be extracted along with the textual components from which they are referenced. In this case, the multimedia files are placed into the user's extract folder along with the SGML or XML files. Unstructured documents or standalone multimedia files are imported and exported individually. For more information, see Extracting a Multimedia Component. Content may be extracted at a component level or you may extract components in batch. This section describes: • Extracting a component • Extracting primaries • Extracting Referenced Content • Extracting multiple files or components • Filtering extracted content or conditional processing • Extracting with Fast Extract • Extracting checked out content

Extracting a Component 1. From the Vasont Navigator, right-click the component you want to extract and select Extract. If Extract does not appear in the menu: • The component has not been configured in an extract view for sub-component extracting. • There is no extract view available. • The extract view has not been configured for Composite extracting. Instead, it is set for Utility extracting from the Tools menu. If Extract appears on the menu, but is disabled: • The component may be checked out by another user.

• The component may have ownership applied.

• The user does not have extract permissions for the collection.

2. Select an extract view from the Extract View Selection window, and click OK. If only one extract view exists, the Extract View Selection window does not display and the extract launches immediately.

A progress bar indicates the progress of the extract.

If the file type being extracted (XML or SGML) has been associated with an external editor, the component and all of its descendants automatically display in the external editor.

By default, Vasont uses the Windows file associations in order to determine which external appli- 2 cation will be used to display content that is being extracted from Vasont. Processing options can be applied in Vasont Administrator that force a particular extract to open a specific external application overriding what is associated in Windows.

An extract view may also be configured to bypass the launching of an application. In this case, the extracted file is placed in the user's extract folder. This is typically done for extracts where a DOS Batch file will pick and continue processing, or when SGML or XML files are needed to pass on to a vendor.

3. After editing the file in the external editor, you will need to load the file back into Vasont. For more information, see Loading Structured Content.

Depending on the setup, you may need to check files in and out manually after loads and extracts. 2 For more information, see Accessing and Locking Content.

Extracting Primaries

1. From the main menu, choose Primary Extract from the Tools menu.

2. In the Collection Explorer window, select a collection and click OK. If the Collection Explorer window does not display, either there is only one collection or a working collection is set.

3. Use the Query Window to specify the collection components to be viewed.

4. In the File Extract window, select the primaries to be extracted. Use Shift-click to pick a range of components, Ctrl-click to pick random components, and Select All from the Edit menu to select the entire list.

5. If you know the first few letters of the file you are looking for, type text in the Enter Search Characters box. The cursor will go to the closest matching component.

To extract incomplete and draft components, as well as the approved components, clear the Extract Approved Only box.

To automatically check out the component as they are extracted, check the Automatic Check Out box.

6. Click Extract on the toolbar.

7. Select an extract view from the Extract View Selection window, and click OK. If only one extract view exists, the Extract View Selection window does not display.

8. You may be prompted to enter a name for the extracted file in the File name text box.

Depending on your configuration, it may not be necessary to provide a filename for the extracted 2 content.

9. Click OK. The Extract in Progress window displays a progress bar as components are extracted.

10. The Extract Complete window shows the number of components processed (not necessarily the number of components extracted successfully). Click OK to acknowledge completion.

11. Click Log on the toolbar to view a report showing which components were extracted successfully and which were not.

Troubleshooting Tip: If the log shows “cannot open file”, and a file does not appear in your 2 extract folder for the content extracted, it may be due to a filenaming processing option. Check the components and verify that the necessary content is available for providing a filename (attribute, text, client key). If this information is available, check the argument values on the processing options in Vasont Administrator.

12. Click X to close the window. Then click Close to dismiss the File Extract window.

Depending on the setup, you may need to check files in and out manually after loads and extracts. For 2 more information, see Accessing and Locking Content.

Extracting Referenced Content

When working in the Vasont navigator, there may be times when you want to edit or examine referenced content. This feature allows you to easily extract the referenced content to an external editor directly from the pointer component. This eliminates the need to navigate to the referenced content to perform an extract. It may be used for referenced textual content (i.e., topics, sections, etc.), as well as referenced multimedia components (i.e., graphics, spreadsheets, pdfs).

1. From the Vasont Navigator, right-click on the pointer component you want to extract and select Extract Point- ee.

If Extract Pointee does not appear in the menu:

• There is no extract view available in the referenced collection.

• You do not have extract privileges for the referenced collection.

A progress bar indicates the progress of the extract.

If the file type being extracted (XML or SGML) has been associated with an external editor, the component and all of its descendants automatically display in the external editor.

3. After editing the file in the external editor, you will need to load the file back into Vasont. For more information, see Loading a Referenced Content File.

Depending on the setup, you may need to check files in and out manually after loads and extracts. 2 For more information, see Accessing and Locking Content.

Extracting Multiple Components

Sometimes you may need to extract several different components simultaneously without waiting for each individual component to finish extracting before beginning the next extract. Vasont offers several extract methods for this situation.

• Extract multiple primaries on demand using the Tools menu. See Extracting Primaries.

• Extract multiple components using the Batch Extract Queue, which allows you to select the files you want to extract and queue them up. They are placed into the queue along with files other users have selected to extract. Sending items to the batch queue does not tie up your Vasont session since the extract process is not immediately initiated. See Batch Extract Queue.

• Extract multiple components using the Actions List. See Batch Extract from Actions List.

Depending on the setup, you may need to check files in and out manually after loads and extracts. For 2 more information, see Accessing and Locking Content. Batch Extract Queue

Components are initially setup for extract processing from the Vasont Navigator. The Batch Extract Queue allows you to select the components you want to extract and queue them up. They are placed into the queue, along with components other users have selected to extract. Sending items to the batch queue does not tie up your Vasont session since the extract process is not immediately initiated. Adding Files to the Batch Extract Queue

1. To set up a component for batch extract processing, right-click the component and select Actions → Batch Extract.

2. Select an extract view from the Extract View Selection window and click OK to add the component to the Batch Extract Queue. If only one extract view exists, the Extract View Selection window does not display.

3. If the process is successful, a message box displays. Click OK.

4. Select Batch Extract/Load Queue from the Tools menu.

The Batch Extract Queue window displays. The queue may contain components that were added previously or by a different user.

If all data under a particular column is not visible, use the scroll bar or drag the column separator to the right or left until all of the information displays. Also, the order of the components can be re-sorted using the drag and drop procedure. You can right-click a component and select either Open Navigator, Change Filename, or Remove from Queue from the menu. If conditional extracts are used, the selected attribute values are captured in the Extract Conditions column. The conditions are displayed as XML and are not editable through the Batch Extract Queue window. This column allows the user to check the conditions that have been saved at the time the item was added to the Batch Extract Queue. Conditional Extract Views are configured in the Vasont Administrator application and may or may not be configured for your system. Choosing a Batch Extract Queue Process 1. When you select one or more components and click Extract in the Batch Extract Queue window, three options display:

• Click Now and OK to start the extract process on the current machine. Click OK on the confirmation message to start the extract. A confirmation message states that the extract has completed and the Extract Log File should be checked for any errors. By default, extracted files are located in the c:\vasont\extract directory. The directory is specified under the ExtractPath field of the [Extract] segment of the Vasont Application Initialization (INI) File. If you used the Change Filename option, the extracted directory and filename would be based on that input. • Click In Background and OK for asynchronous processing on the current machine. When multiple components are selected for extract, this option acts as a time saver. You can continue to work while the extract is running. Click OK on the notification window to start the extracts. A confirmation message states that the extract has completed and the Extract Log File should be checked for any errors. • Click Remotely and OK to perform the extract on a remote machine set up for remote processing. This option will be grayed out if there are no remote machines set up. If more than one remote machine is available, select from the Choose a Remote machine for processing batch extracts and loads window and click OK.

The Batch Extract Queue window indicates extract initiation and the specified directory. 2. Also included under the View Options box is the Include in process items option. This can be used to verify the status of a component in the Status column. If an item is in process, it is shown in bold. Any items which show a Status of Extract or Load are either currently being extracted or loaded, or the process failed. This feature allows you to determine which items did not process completely and re-process them.

The Stored Queue Items area on the Batch Queue window has two options, Open Group and 2 Save Group. Open Group is used to open/view saved groups and Save Group is used to create/ save groups. Open Group is available only if Groups have already been saved for the particular queue selected. This option can be used to rename a group by right-clicking on a Group Name in the Batch Queue Groups window that displays. See Accessing and Locking Content.

3. Click Close on the Batch Extract Queue window to exit the extract process without taking any action. Batch Extract from Actions List Sometimes you may want to extract multiple components for editing or publishing purposes. This extract can be done using the actions list in the following locations: • Details Pane - Relationships Tab, Children Information Bar • Details Pane - Relationships Tab, Siblings Information Bar • Component Search List window • Cross-Collection Component Search List window Extracting from Actions List 1. In a search window, select all components to be extracted. Or, in the Details Pane, check the box next to all components to be extracted. 2. Click on the drop-down arrow of the Actions List and select Extract.

3. Click Execute.

4. Select the appropriate extract view and click OK. If multiple component types are being extracted, the Extract window will open for each component type. Select the appropriate extract for each component and click on OK.

5. An Extract Results window will appear to let you know how many components were successfully extracted. Click OK.

Filtering Extracted Content Vasont provides a very flexible and powerful user interface for conditional text settings that displays when certain extract functions are selected. Any set of attributes and values can be configured and then used for conditionally extracting documents. In order to perform a conditional extract, your configuration must contain an extract view that is setup for this feature. Typically this type of extract view would be labeled as a “conditional” extract view. The second requirement is that you have applied the attribute settings to the content. To initiate the conditional extract by user's selection: 1. Right-click on the component in the collection navigator and select Extract. 2. Select the extract view that contains the conditional filtering configuration and click OK. 3. The Setup Extract window displays.

a. If you have saved a condition set, select it in Step 1 and bypass steps 2 through 6. If you don't have a saved condition set, proceed to Step 2.

If you do not have the Share Saved Condition Sets privilege, the Delete Set button will be 2 disabled.

b. Select an attribute in the Step 2 box. Only attributes that have been defined in the configuration will be presented. (If you would like to filter on an attribute that is not listed, consult your system administrator.) c. Enter the desired value in the Step 3 box, or use the pre-defined drop-down list to make the selection. Click Add to push the value into the Step 4 box. Attributes may be added multiple times with different values. d. The Step 4 box allows you to remove unwanted entries if necessary. Select the entry and click Remove. e. The Step 5 box displays the entries that will be processed when the extract occurs. f. If you choose, in the Step 6 box you can save the settings that have been entered in steps 2 through 5 and recall them in future extract processes. This will save you time and you won't have to remember a list of attributes and values in the future. • Enter a name for the saved condition set. • Select Save for me only, or choose Save for all users if you want other users to be able to use your saved set of conditions. In order to share the condition set, you must have the Share Saved Condition Sets privilege. See your system administrator for more information.

If the saved condition set will be used with Auto-Publishing, then it must be shared (select 2 Save for All Users). For more information, see Auto-Publishing.

• Click Save. g. Click OK. 4. The extract will be performed using the defined values. All content that does not contain the attribute will be extracted, as well as content that specifically has the selected attributes defined with the values. Components that contain the attribute (and its descendants), but is set to another value will be excluded from the extracted file(s). Vasont also has another conditional extract option where the desired filtering options are defined in metadata components. If your system configuration is set up for this type of extract, you will not be presented with the preceding user interface. Instead, the filter values are read from the metadata components. For more information, see condi- tional_extract_based_on_metadata in the Vasont Processing Options Guide. To initiate the conditional extract by metadata settings: 1. Before performing an extract, create the metadata components and set the attribute value desired for extracting. 2. Select the extract view that contains the conditional filtering configuration and click OK. 3. The extract will be performed using the defined values. All content that does not contain the attribute will be extracted, as well as content that specifically has the selected attributes defined with the values. Content that contains the attribute, but is set to another value will be excluded from the extracted file(s).

Extracting with Fast Extract

The Fast Extract configuration is used to improve the normal extract time of modular content. The extract time is improved by quickly grabbing pre-extracted versions of the modules that have been stored as multimedia BLOBs within the referenced modules. This behavior must be configured for your system. Check with your Vasont system administrator for more information. The pre-extracted content happens with an automatic process that is invisible to the user and causes the content to be extracted to an XML file. The XML file is then stored in a child multimedia component of the module.

There are three methods for creating the FastExtractXML BLOBs: • Approving the Primary Component: If configured in your system, each time the primary component is placed in an approved status, a FastExtractXML BLOB will be created or updated. • Batch Processing Utility: If configured in your system, you can create FastExtractXML BLOBs for one or more primary components by going to Tools → Process Collection. Select the collection and highlight primary entries for which you would like to create FastExtractXML BLOBs. Click Build Fast button on the tool bar or go to Edit → Fast Extract Build. • Automated Programming: If configured for your system, a program will run in the background to build Fas- tExtractXML BLOBs for specified collections. If Fast Extract is configured in your system, when a Map or Manual is extracted and referenced content is encountered, the referenced content is extracted according to special Fast Extract program logic. If the content has not changed since the FastExtractXML BLOB was built, then the Fast Extract capability will pull the stored XML BLOB. If the content has been altered since the XML BLOB was created, then a normal extract process will occur. Improvement Analysis: In our initial testing using a DITA Bookmap that had 895 topics and 76 graphics, the extract speed using Fast Extract improved by 80%. However, the speed of an extract is dependant on many factors, including equipment, content complexity, configuration complexity, amount of changed content, etc., so results may vary.

Extracting Checked Out Content for Editing

In modular content configurations, you may extract content that contains references to other content that is presently checked out to another user. In these cases, you should be aware that another user is currently working on a chunk of content and that any alterations you make to that same chunk of content will be lost when updating the content to the database (providing the content is still in a checked out state).

It is also possible that the referenced content is no longer checked out when the you load your updated content. In this case, the older version of the content (that you extracted while it was checked out to another user) will overwrite the content that the previously updated by the other user. To avoid this situation, your system may be configured to mark the checked out content as “read-only”. The editorial tool will block or prohibit alterations to the content so that you do not spend time making alterations to content that someone else is updating. Then, when you load the content into Vasont, the read-only modules will be dropped to prevent any chance of overwriting another user's updates. Check with your Vasont system administrator to determine if your system has been configured with this behavior.

A version is a date and time stamped database record of the content. All components in Vasont are versioned. This includes text components, pointer components, and multimedia components. Vasont automatically creates versions of your content when changes are made to a component. Changes that trigger new versions of components include updates, loads, resequences, deletes, clones, and approves. In addition, you may create a “version on demand” at any time, even if the content hasn't changed, and you may add a comment to describe the reason for the version on demand. As versions are created, you have the ability to view those previous versions, compare them to other versions, including the current version, reinstate older versions, extract them to an external application, add or view comments, add or view annotations, and view the details of changes that occurred to descendant components. When a version is created due to a clone event, the clone geneology details are viewable for the component, whether it was a source or a target in the clone. This chapter describes: • Version Reasons • Version IDs • Accessing Version Information • Understanding the Version Window • Creating a Version on Demand • Extracting Versions • Reinstating Versions • Comparing Versions • Adding a Comment to a Version • Adding a Label to a Version • Adding an Annotation to a Version • Generating a Version History Report • Deleting Versions in Batch

Version Reasons Each version entry in the version history window contains an “action” that prompted the version creation. The following is a list of valid Version Reasons: • Approved– When the component has been placed into an approved status. • Cloned Target– When the component you are on is the target of a clone. • Cloned Source– When the component you are on is the source of a clone. Moving a primary from one collection to another collection– This process will cause two entries in the version history window. One for “Cloned Source” action, with a version ID and the name of the user who performed the move. A second entry for “Changed” with the name of the user who last edited the content. This entry is caused by the pending delete that automatically takes place because the primary was moved out of the collection. This type of pending delete does not create a version ID for the version entry.

• User Defined Date– When the user chooses the Add Date button in the version window. This is a temporary version and will not be listed the next time the user enters the window for this component.

• Loaded– When content is updated through the load process.

• Update Window– When changes are made in the component's update window. This can be editing of text, attribute values, client keys, or status flags.

• New Reinstate– When a version is reinstated using the Reinstate New button in the Version History window.

• Reinstated– When a version is reinstated in the Version History window and overwrites the current content.

Deleted Primaries– When you reinstate a primary from the Edit → Deleted [Primary] menu it will appear in the version history window with a “Reinstated” action. A version ID will be assigned and the username that initiated the Confirm Pending Delete will be recorded.

• Deleted– When a component is marked for delete.

Confirming Pending Delete– When you confirm the pending delete it will appear in the version history window with a “Deleted” action. A version ID will be assigned and the username that initiated the Confirm Pending De- lete will be recorded.

• Purged Versions– When the Delete Version Utility is run from the Vasont Administrator a version is created at the primary level signifying that all versioning prior to this version were removed.

• Changed– This is a generic action. If the change that caused the version does not fit into one of the other actions above, then it is stamped as “changed.”

Pending Delete– When you put a primary in a pending delete status, it will appear in the version history window with a “changed” action. No version ID will be assigned, and the username record will be that of the user who initiated the pending delete.

Version IDs

When a version is created it is assigned a unique version ID for each change or transaction. Since transactions can change multiple components, multiple version records (one for each component involved in the transaction) will be stamped with the same version ID.

Accessing Version Information

The Version window shows version information for the component that is selected in a Navigator, and allows you to perform several tasks based on what you view in the window. The window consists of three regions:

• Current Version tree, on the left side of the screen, allows for selecting any component within the given Pri- mary component for reviewing version information.

• Version History list, on the top-right portion of the screen, lists the versions available for the currently-selected component on the Current Version tree.

• History detail tabs, on the bottom-right portion of the screen, provides several tabs for reviewing and working with a specific version of a component or comparing two versions of a component.

There are two ways to access version information for a component: • In Navigator, right-click the component and select Actions → View Versions. The Versions screen displays. Or, • In Navigator, select a component. If the Details Pane is not already displayed, click on the Show Details button at the bottom right corner of the Navigator. Select the Properties tab and the Versions information bar. The Version History list displays. If you want to take an action on a version, you can click on the Open Version Window button to access full functionality.

Understanding the Version Window The version window contains two main panes: Current Version and Version History. Current Version Tree When the Version window is opened for a given component, the Current Version tree on the left side of the window is populated with the primary that contains the given component, expanded to show the selected component. The tree view of the primary consists of all the components as they currently exist in the primary, as well as previously deleted components, which are indicated by the “red box” icon. The purpose of the tree is to allow easy access to all of the components within the Primary for viewing Version History. By selecting a different component in the tree, the Version History list and history details tabs are updated with information about the component selected in the tree. At the bottom of the Current Version tree, there are several check-boxes. • Show Navigator Display determines whether to show the component's text and any metadata, just like the Navi- gator screen. When this option is not checked, only the component's text is displayed. • Show Deleted Subcomponents determines whether to show components in the primary that have been deleted. • Show Deleted Primaries, when checked, shows all of the primaries within the same Collection as the primary that was being shown before the box was checked. This allows for quickly reviewing and working with primar-

ies that were previously deleted from that Collection. Unchecking the box causes the Current Version area to show the primary that was originally selected. Version History List The Version History list shows all of the versions that exist for the component currently selected in the Current Ver- sion tree. If the Show Deleted Primaries box is not checked, there is also a row in the list for the current version of the component. The list shows some details about the version, including the reason the version was created, the date/ time it was created, a Version ID if the version was part of a transaction, such as a load or clone, that added/updated multiple components at one time. When a row in the Version History list is selected, two things happen. First, some or all of the buttons above the list may become available depending on the context of the selected row. Second, the history details tabs below the list are updated with data pertaining to the row selected in the list. The buttons for the Version History list are: • View • Extract • Reinstate Overwrite • Reinstate New • Uncheck All • Add Date • Add/Edit Label The View button opens up the View window for the specific version selected in the Version History list. The View window is similar to the Update window that is accessed through Navigator or Details Pane, but in the View window the fields are read-only. The Extract button allows for extracting the specific version to a file. The button is only available if there is an extract view defined for the selected component. The Reinstate Overwrite button opens up a window asking whether to reinstate the entire hierarchy of the selected version or just that component without its hierarchy, and also allows you to cancel the reinstate action. This option overwrites the current version with the selected (older) version. The Reinstate New button opens up a window asking whether you also want to reinstate (as new) any modular content that is referenced by the content you are reinstating. This option does not overwrite the current version; instead in reinstates the selected (older) version as a brand new entity. The Uncheck All button is only active when the Compare tab is active, and unchecks all rows in the Version History list. The Add Date button provides the ability to enter in a specific date/time and generate a temporary row in the Ver- sion History list to work with. Any row in the Version History list added via the Add Date button only exists so long as the Version window is open. Once the window is closed, those rows will not reappear the next time the Version window is opened for that component. You may want to create this temporary version if there is a sizable gap between the dates of two consecutive versions, or perhaps you need to know exactly what a component looked like on a given date and time. After you have created the temporary version, you can go on to view, extract, reinstate, or compare it to other versions. The Add/Edit Label button allows you to add or change a label that is associated with a version. History Detail Tabs The history detail tabs at the bottom of the Version window provide more information about the version that is selected in the Version History list.

The Text tab shows the text of the component on the date and time the version was created.

The Comments tab shows comments that are associated with the selected version. There is an Add Comment button at the bottom of the Comments tab that allows you to add comments to a version. You can also add a Comment to a version when you create a version on demand.

The Compare tab is used to compare two versions of a component. When the Compare tab is selected, a new column of check-boxes appears in the Version History list. When two boxes are checked, the Compare tab displays two side-by-side tree views, one for each selected version.

• The most recent version is always shown on the left and the older version is shown on the right. • When either tree view is expanded or collapsed, or has a component selected, the corresponding content in the other tree view will automatically synch up. • When a component is selected in either of the tree views on the Compare tab, the text of the component for each version is shown in the area below each tree view. Any differences in the text are highlighted to show the differences between the two. • Selecting a component in the tree views activates a drop-down box below the tree views. The drop-down box provides several actions that can be performed against the selected component, including Extract, View Compo- nent, and Reinstate.

• In the top-left of the Compare tab, there is a Next Difference button. Clicking this button will automatically expand each of the tree views and select the next component where the two versions differ. • In the top-right of the Compare tab, there is a Redline Report button. Clicking this button produces a redline report of the differences between the two versions as an RTF file, opened up in the application defined on the machine for opening Rich Text Format files. • In the top-center portion of the Compare tab is a Legend that explains how background and font colors are applied to indicate the type of change that occurred to a given component. For instance, a component with tan background and orange text indicates that the component is selected in the tree view and its text has changed. • Each tree view on the Compare tab has a Pick Date button that allows you to enter a time and date. That tree view is replaced with the content as it appeared at the point in time you specified. This allows you to see exactly what a component and its descendants looked like on a given date and time, even though there is not a formal version for that date and time. The Version Summary tab shows version details of the selected component as well as all other components that were affected by the same transaction and that carry the same version ID. The tab is only active if some component other than the selected component was affected by that transaction/version event. Usually the other components are the descendants of the selected component, but they may also be referenced modules or components updated via Global Change. The screen shot below shows a Chapter selected, and a version on Load selected, and the Version Summary tab selected; the details about what occurred to each descendant of the Chapter is listed on the Version Summary tab. You can select a component on the Version Summary tab and click Open Navigator to open a Navi- gator that takes you directly to that component.

The Clone Geneology tab shows the relationship between the source and target components of a clone event. If you select a row in the Version History list that is has Cloned Target or Cloned Source in the Version Reason column,

then the Clone Genealogy tab is enabled. This shows the genealogy of the clone, and provides the option to select a row in the genealogy list and click the “Open Navigator” button to go to the Navigator of the source or target listed.

The Annotations tab shows annotations that are associated with the selected version. You can view the annotations in either List mode or Thread mode by selecting one of the two subtabs. There is an Add/View button at the bottom of the Annotations tab that allows you to add an annotation to the version. You can also generate an Annotations report by clicking the Annotations Report button. The resulting report can be printed.

Creating a Version on Demand

A new version can be created at any time during your work session, for any reason you need to make one. When you create a version on demand, you can add a label and a comment to it. To create a new version: 1. Right-click on a component and select Actions → Create Version.

2. The Create Version window displays.

• A Comment may be entered for the new version. • The optional Label field allows you to give the version a meaningful name. 2 Comments and labels can also be added or edited in the Version window.

• If the Cascade on demand version to modularized content is enabled, you can check the box and cause on-demand versions with the same label to be created for modular content that is referenced from the selected item. If it is disabled, the Vasont Administrator does not have the Pointer to Modular Content selected for any pointer component that is a child component of the currently selected component.

Selective versioning on demand may or may not be included depending on your configuration. This option includes an interface enhanced to include selectable modules. Users may then 2 choose collections in which components are to be versioned. See your Vasont systems administrator for more information.

Any modular content that is versioned and labeled in this manner can be seen by viewing the Version Sum- mary tab of the parent component in the Version window. 3. Click OK to proceed with the version creation. Click Cancel to exit without making a version.

When the version has been created, you can view the entry by right-clicking on the component and selecting Ac- tions → View Versions.

If a label was entered, it will appear in the Label column. Select the Comments tab in the lower portion of the window to view the text of the comment.

You can also view versions on the Navigator Details pane, Properties tab, Versions information bar.

Extracting Versions

There are two ways that you can extract versions from Vasont. The result is usually an xml file. You may want to extract versions to compare the xml or to publish a previous version of the content.

1. In Navigator, right-click the component and select Actions → View Versions. The Versions window displays.

2. Select a version from the Version History list.

3. Click Extract at the top of the Version History pane. The button will only be enabled if there is an extract view defined for that component in Vasont Administrator.

4. Select an extract view and click OK.

Another way you can extract a version:

1. In Navigator, right-click the component and select Actions → View Versions. The Versions window displays.

2. Click the Compare tab in the Version window.

3. In the Version History list, select two versions to be compared by checking two boxes in the Compare column.

4. Select a version on the Compare tab, from either tree view.

5. Select Extract from the Select an action drop-down list, then click Execute.

If you extract a version of a component that contains references to modular content, and those refer- 2 ences have the Pointer to Modular Content field selected in Vasont Administrator, then the modular content will be extracted as it existed at the same date and time as the parent version extract.

Reinstating Versions Vasont creates versions of components at every significant event. You can also create a version on demand. Any version can be reinstated. Reinstatement of a component can either replace the current version of the component (Reinstate Overwrite) or be created as a new entity (Reinstate New). When you use the Reinstate New option, if modular content is referenced from the component, and those references have the Pointer to Modular Content field selected in Vasont Administrator, you have the option of reinstating previous versions of the modular content at the same time that you reinstate the parent component. Reinstating a Previous Version of a Component: Reinstate Overwrite There are two ways that you can reinstate a previous version of a component to overwrite the current, active version. 1. In Navigator, right-click the component and select Actions → View Versions. The Versions window displays. 2. Select a version from the Version History list. 3. Click Reinstate Overwrite at the top of the Version History pane. If the Reinstate Overwrite button is disabled: • Have you selected a version entry that is prior to the component deletion? • Do you have appropriate permissions for changing the content? • Is there an ancestor component that is checked and blocking the update of content? • If content ownership is applied to the content, are you an owner? 4. The Reinstate window displays, and gives you the option to reinstate the previous version of just the selected component, or to reinstate the previous version of the selected component and all of its descendants.

5. Select one of the options and click OK. Another way you can reinstate a previous version to overwrite the current, active version of the content: 1. In Navigator, right-click the component and select Actions → View Versions. The Versions window displays. 2. Click the Compare tab in the Version window. 3. In the Version History list, select two versions to be compared by checking two boxes in the Compare column. 4. Select a version on the Compare tab, from either tree view. 5. Select Reinstate from the Select an action drop-down list, then click Execute.

6. The Reinstate window displays, and gives you the option to reinstate the previous version of just the selected component, or to reinstate the previous version of the selected component and all of its descendants.

7. Select one of the options and click OK. Reinstating a Previous Version of a Component: Reinstate New You can reinstate a previous version of a component as a new entity, without affecting the current, active version. When you do this, you will have the option to reinstate as new any referenced, modular components at the same time. In order for this option to be available, the references must have the Pointer to Modular Content field selected in Vasont Administrator. 1. In Navigator, right-click the component and select Actions → View Versions. The Versions window displays. 2. Select a version from the Version History list. 3. Click Reinstate New at the top of the Version History pane. 4. If there are any modular components that are eligible to be reinstated as new, you'll see a message box asking if you want to reinstate them as well. Answer Yes or No. 5. When the reinstate is complete, you'll see a confirmation of it and have the option to view the new component. Reinstating a Deleted Component A component that is marked for delete (red X icon) can be restored to its previous status by undoing the delete. In the collection Navigator, right-click to select the component that is marked as pending delete and select Undo Pend- ing Delete. If the component has been fully deleted and is no longer available in the collection navigator, then it may be reinstated by accessing the Verison History. 1. In Navigator, right-click the parent of the deleted component and select Actions → View Versions. The Ver- sions window displays. 2. Below the Current Version tree, check the box beside Show Deleted Subcomponents. 3. In the Current Version tree, expand the parent component of the deleted component. You should see the deleted component under the parent marked with a red box icon. Select the deleted component and identify the version record that occurred just before the pending delete and deletion actions. 4. Select the deleted component's parent and select the version record that cooresponds to the date and timestamp that will contain the descendant component that you want to reinstate. 5. Click Reinstate Overwrite. If the Reinstate Overwrite button is disabled: • Have you selected a version entry that is prior to the component deletion?

• Do you have appropriate permissions for changing the content?

• Is there an ancestor component that is checked and blocking the update of content?

• If content ownership is applied to the content, are you an owner?

7. Select one of the options and click OK. Reinstating a Deleted Primary

A primary component can be reinstated after it has been deleted by accessing Version History.

1. In Navigator, right-click a sibling of the deleted primary and select Actions → View Versions. The Versions window displays.

2. Below the Current Version tree, check the box beside Show Deleted Primaries.

3. The Current Version tree changes to display Deleted Primaries. Each deleted primary is marked with a red box icon. Select the deleted primary component you wish to reinstate.

4. Choose a version for the deleted primary from the Version History list. You can choose the Deleted version, which will reinstate the component in its pending delete status, and you can undo the pending delete after it is reinstated. Or, choose an earlier version if that is appropriate.

5. Click Reinstate Overwrite or Reinstate New.

If the Reinstate Overwrite button is disabled:

• Have you selected a version entry that is prior to the component deletion?

• Do you have appropriate permissions for changing the content?

• Is there an ancestor component that is checked and blocking the update of content?

• If content ownership is applied to the content, are you an owner?

• If you choose Reinstate Overwrite, the Reinstate window displays, and gives you the option to reinstate the previous version of just the selected component, or to reinstate the previous version of the selected component and all of its descendants.

Select one of the options and click OK. • If you choose Reinstate New, there may be modular components that are eligible to be reinstated as new, and you'll see a message box asking if you want to reinstate them as well. Answer Yes or No. When the reinstate is complete, you'll see a confirmation of it and have the option to view the new component.

A reinstated primary will maintain the same client key as the version that was reinstated. If there is another primary in the collection that already has the same client key value, a new, unique cli- 2 ent key will be generated for the reinstated primary.

Comparing Versions 1. In Navigator, right-click the component and select Actions → View Versions. The Versions window displays. 2. Click the Compare tab in the Version window. 3. In the Version History list, select two versions to be compared by checking two boxes in the Compare column. When two boxes are checked, the Compare tab displays two side-by-side tree views, one for each selected version. • The most recent version is always shown on the left and the older version is shown on the right. • When either tree view is expanded or collapsed, or has a component selected, the corresponding content in the other tree view will automatically synch up. • When a component is selected in either of the tree views on the Compare tab, the text of the component in the left tree is shown in the area below the tree view. (Note: the left tree always contains the newer version.) Any differences between the left-side text and the right-side are displayed as inline markup. If text was deleted in the newer version then it is displayed with a red background and a strikethrough. If text was added to the newer, left-side version it is displayed with a blue background and an underscore. • Selecting a component in the tree views activates a drop-down box below the tree views. The drop-down box provides several actions that can be performed against the selected component, including Extract, View Component, and Reinstate. • The legend explains how background and font colors are applied to indicate the type of change that occurred to a given component. For instance, a component with tan background and orange text indicates that the component is selected in the tree view and its text has changed.

• The Pick Date button allows you to enter a time and date. The tree view is replaced with the content as it appeared at the point in time you specified. This allows you to see exactly what a component and its descendants looked like on a given date and time, even though there is not a formal version for that date and time. • The Find Differences/Next Difference button will automatically expand each of the tree views and select the next component where the two versions differ. • The XML Difference button is available for systems that utilize an external tool to compare two XML files. The two versions will be extracted and opened in an XML editor with a compare plugin tool (i.e., DeltaXML) that will allow you to locate differences between the two XML versions.

DeltaXML must be purchased and installed in order to use this feature. The VasontApps.ini must contain the Compare Config entry in order for the XML Difference button to display and 2 the feature to launch the XML editor with the DeltaXML plugin. See Vasont Application Initi- alization (INI) File.

• The Redline Report button produces an rich text format (RTF) report of the differences between the two versions. • The Compare Extract button produces an XML extract of the newer of the two versions, with metadata settings for new or changed components (as compared to the older of the two versions). Once the XML is extracted, it can be processed with a style sheet that will display the content and emphasize the components according to the new or changed metadata settings. This button is only activated if your system has an extract view configured for this purpose. See compare_extract_attribute processing option in the Vasont Pro- cessing Option Guide. • The Attribute Compare button produces a report of the two selected version history records that shows the attribute values that have changes, as well as attribute values that are new or have been deleted. Comparing the Text of Versions 1. Select a component in either one of the comparison tree views. 2. The text of the selected component for each version is shown below the tree views with the differences highlighted. Generating a Redline Report 1. Select two versions for comparison by placing check marks in the boxes that precede them. 2. Click Redline Report. 3. Microsoft Word (or the software application associated with RTF documents on your machine) opens and the Convert File dialog box displays. Rich Text Format (RTF) selection is highlighted. Click OK on the Convert File dialog box to display the Redline Report.

4. Additions and deletions are indicated as shown on the legend using bold and strikethrough. If multiple users have made edits, they are indicated with different colors.

Extracting XML for Version Comparison

1. Select two versions for comparison by placing check marks in the boxes that precede them.

You can extract an XML file that contains metadata for the new and changed components in the more recent of the two versions. This XML can be passed along to a publishing process that is aware of the metadata settings and will create a document with highlighted changes between the two versions. Your system must be configured for this feature in order for the Compare Extract button to be enabled.

2. Click Compare Extract.

3. An extract view that is configured for accepting the comparison metadata will be called to extract the XML fo the newer version.

4. Your extract view may be configured to automatically launch a publishing process that will read the XML and style it according to the metadata settings and your style sheet. The following screen shot is one example of a published document showing the components that have changed.

If your extract view does not automatically launch a publishing process, see your Vasont systems 2 administrator for instructions. Comparing XML with an External Comparison Tool 1. Select two versions for comparison by placing check marks in the boxes that precede them. You can extract two versions and pass them to an XML editor that has the DeltaXML plugin tool for file comparison. Your system must be configured for this feature in order for the XML Differences button to be enabled. See Vasont Application Initialization (INI) File. 2. Click XML Difference button. 3. Select an extract view and click OK. 4. The two XML files will be extracted to the location defined in the Multimedia section of your VasontApps.ini file. The files will have system generated filenames using the current date. The programs used for this feature are defined in the Compare Config section of the VasontApps.ini file. 5. The XML editor with the DeltaXML plugin tool will launch. Use the features for file comparison to evaluate the differences in the files. See the instructions that accompany the DeltaXML plugin for more information on using the tool. Comparing Attributes Between Two Versions 1. Select two version for attribute comparison by placing check marks in the boxes that precede them. You can create a report that shows the attribute values that have changes, as well as attribute values that are new or have been deleted. The component selected in the Version window tree and all of its descendants will be interrogated. For example, if the primary is chosen, then all attributes on all components in the primary will be compared. If a sub-component (e.g., Section) is chosen then that sub-component and all of its descendants will be compared. If there is modular content within the selected component, then the user will receive a message box that allows them to choose to include modular content in the comparison report. 2. Click Attribute Compare button. 3. If the attributes on both versions are identical a message will display stating this. Click OK to dismiss the window. If there are modular references in the content, a message will display stating the number of references. Click Yes to include the modular content in the report, or No to report on the attributes that exist within the selected content. 4. The Attribute Compare window displays. There are several columns in this window. Scroll to the right to locate the columns that identify the attribute name, the old value and the new value.

Right-click on an entry and select Open Navigator to examine the selected component in the active content. Resort the list by clicking on a column heading. Click Report to print or save the report to an electronic file. 5. Click Close to dismiss the window. Comparing Cloned Versions • The relationship between the source and target components of a clone can be viewed in the Version window. • The Clone Genealogy tab shows the relationship between the source and target components of a clone event. If you select a row in the Version History list that is has Cloned Target or Cloned Source in the Version Reason column, then the Clone Genealogy tab is enabled. This shows the genealogy of the clone, and provides the option to select a row in the genealogy list and click the “Open Navigator” button to go to the Navigator of the source or target listed. • You can compare cloned versions of a component in the same manner that you compare any other version.

Adding a Comment to a Version When you create a version on demand, you have the opportunity to add a comment to describe the version; see Creating a Version on Demand. However, for versions that are automatically created by Vasont, you may add a comment later. 1. In Navigator, right-click the component and select Actions → View Versions. The Versions window displays. 2. Select a version from the Version History list. 3. Click the Comments tab. Existing comments, if any, appear on the tab. 4. Click the Add Comment button to add a new comment to the version. 5. Type a comment and then click OK to save the comment and close the window.

Adding a Label to a Version When you create a version on demand, you have the opportunity to add a label to describe the version; see Creating a Version on Demand. However, for versions that are automatically created by Vasont, you may add a label later. 1. In Navigator, right-click the component and select Actions → View Versions. The Versions window displays. 2. Select a version from the Version History list. 3. Click the Add Label button to add a new label to the version.

4. Enter the label and then click OK to save the label and close the window.

If you select a version that already has a label, the button changes to Edit Label. You can change the 2 label and save the changes.

Adding an Annotation to a Version Annotations may be added to a version at any time. 1. In Navigator, right-click the component and select Actions → View Versions. The Versions window displays. 2. Select a version from the Version History list. 3. Click the Annotations tab. Existing annotations, if any, appear on the tab. 4. Click the Add/View button to add a new annotation to the version. 5. The Annotation window displays. Click New and then enter the text of the annotation in the Annotation Text window. You may also switch to the Attachments tab and add or view attachments associated with the annotation.

6. Click Apply and then OK. You can view annotations in either List mode or Thread mode by selecting one of the two subtabs. You can also generate an Annotations report by clicking the Annotations Report button. The resulting report can be printed.

Generating a Version History Report The Version History report provides a list of components with historical data. This report can be printed or used to run a RedLine report. For more information, see Reporting on Version History.

Deleting Versions in Batch 1. From the main menu, select Tools → Process Collection.

2. Click to select a collection from the Collection Explorer window and click OK. If the Collection Explorer window does not display, either there is only one collection or a working collection is set. 3. Use the Retrieve window to specify the collection primaries to be processed, if necessary. The Batch Processing window displays. 4. Click to select the primary components to be processed. 5. Click Del Version. 6. When the process is complete, a message box displays showing the number of primaries that were processed. Click OK. 7. Click Close.

Reports can be used for a number of reasons. You may want to show the status of documents for project assessment and scheduling or to create an audit trail. Other times you may want to create reports to capture the state of a deliverable. For more information on the various reports available in Vasont, see Reports. When a report is displayed in Vasont, the following toolbar displays:

The toolbar is used to print reports or move through reports quickly. Some reports have additional buttons on the toolbar to indicate additional features. Some reports have titles that can be customized. Double-click on the title and type the appropriate text for the printed report.

You can save a representation of the information shown in any report to a file. The report can be archived and viewed later, or saved to a particular format such as a spreadsheet. 1. While viewing a report, click File → Save As. 2. The Save As window appears. The Save as type drop-down list includes the types of files that can be saved. These include Excel, HTML Table, Text, and XML. Select the file type desired from the drop-down list. 3. Enter a file name and click Save. In addition to the standard reports that Vasont offers you can also create reports by Using the Search List. Your system may also be configured with special reports that are set up with processing options (see your system administrator for more information). This type of report is typically available when you select a component in the navigator and then right-click to display the pop-up menu. The following is a list of available reports: • Reporting on Selected Primaries • Reporting on Deleted Primaries • Reporting the Component Count by Primary • Reporting the Component Count for a Collection • Reporting on Selected Components • Reporting on Component Annotations • Reporting on Components in the Current Navigator • Reporting on Incomplete Primaries

• Reporting on Component Checkouts • Reporting on Component Ownership • Reporting on Content Reuse • Reporting on Text Raw Material Attributes • Reporting on Variants • Reporting on Similar Content • Reporting on Referenced By • Reporting on Cross Collection Component Searches • Reporting on Version History • Reporting on Version Annotations • Reporting on Workflow Activity • Reporting on Workflow Comments • Reporting on Workflow and Annotations • Reporting on Project Management Activity • Reporting on Duplicate Client Keys

Reporting on Selected Primaries

The Filtered Primaries report allows you to select data using a standard filter window. The report shows basic high- level information. In addition, the report title can be changed to reflect the information. 1. Choose Reports → Filtered Primaries. 2. Select a Collection from the Collection Explorer window, and click OK. 3. Define a query if needed and click Retrieve, or double-click Retrieve All. The report displays.

Reporting on Deleted Primaries The Deleted Primaries report allows users to select data using a standard filter window. The report returns a list of primaries that have been deleted. The information is obtained from the deleted primaries in snapshot data. This provides a mechanism to view and report deleted primaries without having to go through the Navigator. 1. Choose Reports → Deleted Primaries. 2. Select a Collection from the Collection Explorer window. 3. Define a query if needed and click Retrieve, or double-click Retrieve All. The report displays.

Reporting the Component Count by Primary The Component Count by Primary report shows the number of components for each primary. It displays a column for each component within each primary that includes the number of each type of component. Totals are also included for each component and for the total number of components per primary. 1. Choose Reports → Component Count by Primary. 2. Select a Collection from the Collection Explorer window. 3. Define a query if needed and click Retrieve, or double-click Retrieve All.

The report displays.

Reporting the Component Count for a Collection The Component Count for Collection report includes the total number of each type of component that exists for the specified collection. This is the same information provided in the total row of the Component Count by Primary report. 1. Choose Reports → Component Count for Collection. 2. Select a Collection from the Collection Explorer window. The report displays.

Reporting on Selected Components The Selected Components report allows you to select one or more components for a specified collection and displays a basic report showing the component(s) and its text. By default, component details are available for display on the report, consisting of Create Date, Client Key, Last Edited (when and who), Checkout Status (when and who), Status Flag and an Action Flag. Each primary is delimited with a horizontal line. Within each primary, specified components are presented in the order in which they appear in the Navigator. 1. Choose Reports → Selected Components.

2. Select a Collection from the Collection Explorer window. 3. Define a query if needed and click Retrieve, or double-click Retrieve All. 4. Select the components to be included in the report from the Component Selection window and click OK.

The report displays with the specified data, including details.

To view the report without component details, select Show Details → View. Clear the check mark preceding Show Details to view the report without component details.

Reporting on Component Annotations The Annotations report allows you to select primaries in a collection and create a listing of all the annotations. The report contains a page for each component and its current details, as well as the annotations. 1. Choose Reports → Component Annotations. 2. Select a Collection from the Collection Explorer window. 3. Define a query if needed and click Retrieve, or double-click Retrieve All. The report displays.

Annotation reports can also run from a selected component or primary in the navigator. See Creating Annotation Reports for more information.

Reporting on Components in the Current Navigator Display a navigator in Vasont and click Report on the Navigator Toolbar. The report window displays.

You can select to display all viewable data in the report or only the children of the currently selected component. Following is a sample of a report displaying all viewable items:

This is an example of a report displaying a selected primary:

Reporting on Incomplete Primaries The Incomplete Primaries report displays all primaries in a collection that are incomplete. The incomplete subcomponent is listed along with the rule that has been violated. 1. Choose Reports → Incomplete Analysis. 2. Select a Collection from the Collection Explorer window.

The report displays.

Incomplete Analysis reports can also be run from a selected primary in the navigator. See Running the Incomplete Analysis Report for One Primary Component for more information. A report of incomplete components can be run for an entire collection. See Using the Content Validation Report for more information.

Reporting on Component Checkouts A report can be printed from the Master Checkout list. The contents of the report can be narrowed down by using specific filter criteria. 1. Choose Views → Master Checkout List. 2. Define a user and select a collection. Multiple selections may be made by using Ctrl + click, or use the All option for a complete listing of all checkout components.

3. Click Apply Filter to display the list.

4. Click Report to display the report view.

The columns in this report may be rearranged by dragging the column header and dropping in the location desired. A report toolbar displays with the typical options, as well as Wrap and Shading options. • Click Wrap to display all of the text by wrapping to the width of the column. • Click Shading to apply shading to alternating rows in the report. 5. Click Print to send the report to a printing device. The report may be saved to an electronic file by selection File → Save as Excel to create a Microsoft Excel report.

Reporting on Component Ownership 1. Choose Views → Master Ownership List.

2. Select the user(s), group(s), and collection(s) that you want to include in the report. Multiple selections may be made by using Ctrl + click, or use the All option for a complete listing of all ownership components.

3. Click Apply Filter to display the list.

4. Click Report to display the report view.

The columns in this report may be rearranged by dragging the column header and dropping in the location desired.

A report toolbar displays with the typical options, as well as Wrap and Shading options.

• Click Wrap to display all of the text by wrapping to the width of the column.

• Click Shading to apply shading to alternating rows in the report.

5. Click Print to send the report to a printing device.

The report may be saved to an electronic file by selection File → Save as Excel to create a Microsoft Excel report.

Reporting on Content Reuse

See Content Reuse Reports for more information.

Reporting on Text Raw Material Attributes

See Generating a Text Raw Material Attributes Report for more information.

Reporting on Variants

See Generating a Variants Report for Individual Components for more information.

Reporting on Similar Content

See Generating a Similar Content Report for more information.

Reporting on Referenced By

See Relationships Tab, Referenced By Information Bar for more information.

Reporting on Cross Collection Component Searches

See Searching Across Multiple Collections for more information.

Reporting on Version History

1. Choose Reports → Version History.

2. Select a Collection from the Collection Explorer window.

3. Define a query if needed and click Retrieve, or double-click Retrieve All.

The report displays.

Reporting on Version Annotations See Adding an Annotation to a Version, in the Utilizing Versioning Information in Vasont chapter for more information.

Reporting on Workflow Activity 1. Display the workflow window in Vasont and use the workflow filter to create a listing of the task information for the report. Click Report on the navigator toolbar. 2. The report displays.

The columns in this report may be rearranged by dragging the column header and dropping in the location desired.

A workflow report toolbar displays with the typical options, as well as Wrap and Shading options. • Click Wrap to display all of the text by wrapping to the width of the column. • Click Shading to apply shading to alternating rows in the report. 3. The report maybe saved to an electronic file by selecting File → Save as Excel to create a Microsoft Excel report.

Reporting on Workflow Comments See Comments, in the Using Workflow chapter for more information.

Reporting on Workflow and Annotations See Annotations and Viewing a Component's Workflow and Annotations in the Using Workflow chapter for more information.

Reporting on Project Management Activity 1. Open the Project Management window and filter to display the entries that you would like to appear in the report.

2. Click Report on the navigator toolbar.

3. The report displays.

The columns in the report may be rearranged by dragging the column header and dropping in the location desired. A report toolbar displays with the typical options, as well as Wrap and Shading options. • Click Wrap to display all of the text by wrapping to the width of the column. • Click Shading to apply shading to alternating rows in the report. 4. Click Print or File → Save as Excel to create a Microsoft Excel report.

Reporting on Duplicate Client Keys See Using the Content Validation Report for more information.

Vasont can be used to store and manage embedded multimedia in structured content. It can also be used to provide a consistent organization and hierarchy to unstructured business documents and other digital assets to provide an overall document management solution. Vasont stores both component-level graphics and unstructured business documents as multimedia components. Vasont supports multimedia files up to 4 gigabytes in size in practically any format including popular desktop publishing formats, graphics, sound, and video. Multimedia files can be stored both internally in Vasont and externally in the users Windows file system. Storing multimedia files internally allows Vasont to handle versioning since every modification of the file is saved. Utilizing external storage allows Vasont to reference multimedia files in content while allowing non-Vasont users to access and modify them via the Windows file system. Internally-stored multimedia components containing text, such as Microsoft Word documents and PDFs, can be searched using Vasont. Multimedia that contains text, such as Word or PDF files, may be searched across collections using Vasont's powerful search criteria. The search is not limited to metadata about the document, but includes the full text. For more information, see Locating Content. This section describes: • Adding a multimedia component • Editing a multimedia component • Component update window • Component view window • Viewing multimedia components • Storing multimedia files internally or externally • Troubleshooting multimedia components • Change management • Providing context to documents • Capturing Multimedia Metadata

Adding a Multimedia Component Multimedia files can be added as components in Vasont anywhere allowed by the structure defined in Vasont Ad- ministrator. Multimedia components can be added by either dragging and dropping from Windows File Explorer, selection from the File Open dialog, or by reuse from the set of multimedia already in Vasont. In the last case, if a multimedia file already exists internally to Vasont, it is reused instead of creating a new copy (see Reusing Content). This section describes: • Dragging and dropping a multimedia component into Vasont from a File Explorer

2 The File Explorer button is only visible on systems running on Windows XP or higher.

• Adding a multimedia component through the Vasont Navigator Dragging and Dropping a Multimedia Component from a File Explorer Drag-and-drop can be performed from within a standard Windows File Explorer window or the File Explorer included in Vasont. 1. In Vasont, open a Navigator window. 2. Locate the component that the new multimedia file will become a sibling or child of. 3. In the File Explorer window, click and hold down the primary mouse button (usually the left mouse button) on the desired file, drag to the desired place in the tree, and release the mouse button. You can also select multiple files and drag them in one operation. 2 The File Explorer button is only visible on systems running on Windows XP or higher.

4. A window will appear asking what action is to be performed. This window contains a list of possible relations to the selected component in the tree along with the option to overwrite the component. 5. Select the desired action and click OK. 6. Click Cancel to stop the operation. 7. If an error is encountered a message box will appear with a description of what went wrong. Otherwise the component will be added to the tree. Adding a multimedia component with drag-and-drop automatically stores the file internally. To add an externally-stored multimedia component, see the section on Adding a Multimedia Component through the Naviga- tor. Adding a Multimedia Component through the Navigator This section describes how to add a multimedia component through Vasont Navigator, which will allow the user to choose whether the file is to be stored internally or externally on the hard drive. 1. Open a Vasont Navigator to the destination collection. Find either a sibling of the component to be created or the parent to which the new component will be a child and select it. 2. Right-click the component to display a menu of available actions. Hover with the mouse cursor over the New menu item, which will display a list of available components that can be created in relation to the selected component as dictated by the setup in Vasont Administrator. Components in the list are legitimate inserts for that position, according to the collection's rules. If you do not see the name of the component you want to add, the component is not allowed in this location, according to the rules of structure defined in the setup or it may be added as an inline or untracked component. See Working with Inline Components or Revising Content in an External Editor. 3. In the list, potential sibling components are located above the separator bar, while possible children components are located below it. Find the desired component in the list and hover over it to show the actions available for that component in a menu to the right. Select Create New from the list.

A window will appear containing fields for the various attributes of the new component.

• The Description field is a required, client-specific identifier of a multimedia component. The first time the file is loaded, the Description field is populated with the name of the file. • The Status field is a presence indicator of a multimedia component, which is automatically maintained. Choices are Missing (meaning no file has been stored in the component) or Approved (meaning that a stored file exists). • The Type field is used to help launch the appropriate helper application when the user clicks Open File. If Vasont cannot determine the correct Type from the filename the user should assign it manually. • If the multimedia component is stored internally, click Open File to edit the multimedia component in a helper application. If you have already updated the file externally, click Import File to replace the existing file for the component. For more information, see Storing Multimedia Files Internally. • If the multimedia component is stored externally on a network, click Open File and update the file in a helper application or click to update the path. For more information, see Storing Multimedia Files Ex- ternally. • Images can be viewed in full screen mode. Click Full Screen View. When finished viewing the image, click View Thumbnail View to return to the Update window. See Viewing Multimedia Components. • If you want to store the multimedia file internally, see Storing Multimedia Files Internally. If you want to store a file path to an external location, see Storing Multimedia Files Externally. 4. Click Save & Close or Save and then Close. The new component appears in the Navigator with a status of draft. Creating a Multimedia Component and Pointer with Drag and Drop One or more external files can be dragged and dropped on a component. If the dropped on component allows a pointer to a multimedia collection, and the user has update permissions to both collections, the pointer and the pointee will both be created. This functionality saves keystrokes and clicks by creating two components in one operation, and automatically linking the two components. See Dragging and Dropping a Multimedia Component from a File Explorer for instructions to drag and drop a multimedia component into the Vasont navigator.

The Select Destination screen will display showing an action of Adding External Content-Create Pointer and Pointee. Select the pointer component from the list. Notice that the component is followed with the Sibling or Child description, as well as the name of the collection where the pointee will be stored. Click OK.

When the action is completed the pointee component will be stored in the collection specified, and the pointer will be created at target location and it will be automatically linked to the pointee.

Storing Multimedia Files Externally

1. If the multimedia file is to be stored externally from Vasont in the file system, click button containing ellipsis in the Stored in file system section of this window. 2. In the File Open dialog box that appears, find the desired multimedia file, select and click Open.

3. A warning message will appear stating that the file may not be accessible to other users. Click Yes to accept this. If the file selected does not exist in the RootPath directory (or C:\Vasont\if not defined) of the Vasont initialization file parameter, a warning will appear stating that the file may not be accessible to other Vasont users. Click “Yes” if this is okay. Alternatively, the user can type in the filename if the multimedia file exists in the directory specified by the Root- Path parameter in the Vasont initialization file. If this parameter is not specified in the Vasont initialization file, the value defaults to C:\Vasont\. If the multimedia component to be created is known to previously exist in Vasont, instead of clicking Create New in the right-click menu, select Pick List. Perform a query on the desired collection in order to display a list of exist-

ing multimedia components to choose from. One or more existing components can be selected in this window. To add the multimedia components, click OK when the desired components have been selected.

Storing Multimedia Files Internally Multimedia files are stored internally in Vasont as binary large objects (BLOBs). 1. If the multimedia file is to be stored internally to Vasont, click the Import File in the Stored in Vasont area of the window. TIP: If the file has been edited in its helper application then you must do a File → Save in the helper application before clicking the Import File button in Vasont's component Update window.

2. Locate the multimedia file in the File Open dialog box and click Open. 3. Vasont will automatically load the file into the database and populate the description field with the name of the file. If the file is successfully stored in the component, then the Status field will display Approved. Otherwise, it will display Missing. 4. Click Save when done to commit the changes to Vasont. See the section Update Windows for more information on the rest of the fields in this window.

Editing a Multimedia Component The process for editing a multimedia component differs depending on whether the multimedia file is stored internally or as a reference to an external location. To update or edit a multimedia component, right-click on the component and select Update or View. • If the user has permissions to update the component, a menu option labeled Update will be enabled. Click Update to open the component update window. The component update window allows the user to modify the multimedia component. This window shares much in common with the component update window for text components so the full window will not be discussed here. See Update Windows for more information.

This window allows the user to launch an external helper application, overwrite the file with another, delete the file, and assign properties. Pressing the Open File button attempts to open the multimedia component in an external application. If Vasont cannot determine what application to launch a message will be displayed asking the user to check the Windows program association for the file type.

• The Description field is a required identifier for the multimedia component. The first time the file is loaded, the Description field is populated with the name of the file. Subsequent loads or imports do not change the value of this field. • The Status field is a presence indicator of a multimedia component, which is automatically maintained. Choices are Missing (meaning no file has been stored in the component) or Approved (meaning that a stored file exists). • The Type field is used to help launch the appropriate helper application when the user clicks Open File. If Vasont cannot determine the correct Type from the filename the user should assign it manually. • If the multimedia component is stored internally, click Open File to edit the multimedia component in a helper application. If the file already exists in your multimedia folder (i.e., Vasont\Temp), a message window will appear stating this. Choose the option that you wish to proceed with; opening the file from Vasont, or opening the file that is in the Vasont\Temp folder, or cancel and do not open either file. This feature is an aid to warn you that there is a chance you may overwrite a file in your Vasont\Temp folder that has been edited since the last update in Vasont.

Files are not automatically deleted from the Vasont\Temp folder. It is a good idea to periodical- 2 ly remove files from this folder.

TIP: If your User Profile option for Auto Open Multimedia Components is set, the multimedia file will automatically open in the helper application. TIP: When the helper application opens and changes are made, you must do a File → Save in that helper application before clicking the Import File button in Vasont's component update window. If you have already updated the file externally, click Import File to replace the existing file for the component. For more information, see Storing Multimedia Files Internally. • If the multimedia component is stored externally on a network, click Open File and update the file in a helper application or click to update the path. For more information, see Storing Multimedia Files Externally.

• Images can be viewed in full screen mode. Click Full Screen View. When finished viewing the image, click View Thumbnail View to return to the Update window. See Viewing Multimedia Components. Clicking Full Screen View opens a Vasont window displaying the image in its true size, rather than a thumbnail view. The supported file formats for thumbnail views in the multimedia update window are: AFP, AI, ANI, AVI, AWD, BMP, CALS, CGM, CIN, CLP, CMP, CMX, CRW, CUR, CUT, DCR, DCS, DCX, DGN, DJVU, DRW, DWF, DWG, DXF, ECW, EMF, E00, EPS, FITS, FLC, FLI, FPX, GBR, GIF, ICO, IFF, IMG, IOCA, ITG, JPEG, JPG, KDC, MAC, MIF, MODCA, MSP, NAP, NAPLPS, PBM, PCD, PCL, PCT, PCX, PDF, PGM, PLT, PNG, PNM, PPM, PS, PSD, PSP, PTOCA, RAS, RTF, SCT, SFF, SGI, SHP, SID, SMP, SVG, SVGZ, TGA, TIF, TIFF, VWPG, WBMP, WMZ, WPG, WMF, WMZ, XBM, XPM, XWD.

When displaying vector graphics in original size, Vasont attempts to use the suggested size embedded in the vector file. However some vector files do not have suggested sizes or the suggested sizes 2 are very small. In those cases Vasont makes the smallest dimension of the view 200 pixels and the other dimension is calculated to keep the view proportional. Also some vectors are sized very, very large. In those cases, Vasont scales the view of the drawing so no dimension is larger than 1000 pixels.

When a WMF graphic does not have a default resolution value defined, Vasont uses a default reso- 2 lution of 96 dpi.

• If the user does not have permission to update the component, a menu option labeled View will be enabled. Click View to open the component update window in read-only mode. The component view window is simply the component update window opened in read-only mode. The only options available are Open File and Full Screen View if the multimedia component is an image. Pressing the Open File button attempts to open the multimedia component in an external application, while clicking Full Screen View opens a Vasont window displaying the image in its true size, rather than a thumbnail view. If Vas- ont cannot find a helper application associated with the file type, an error will be displayed stating this.

Viewing Multimedia Components You may view the description, properties, and attributes of a multimedia component even if you do not have the authority to edit or make changes to them. If the multimedia component is an image, you can view the image at full size through Vasont. 1. Locate the component you want to view. For more information, see Locating Content.

2. In the Navigator, double-click the component if it has no children or right-click the component and select Open View or Open Update, depending on your permissions.

Images can be viewed in full screen mode. Click Full Screen View. When finished viewing the image, click Thumbnail View to return to the Update window.

To view multimedia files faster, you can set a user profile to automatically open multimedia com- 2 ponents. This setting is available at Tools → User Profile → Options tab.

EPS graphics need to have additional GhostScript software installed to view the thumbnail. Vas- 2 ont is compatible with Ghostscript version 8.63 or later. For more information, see the documentation provided in your installation.

3. If you want to view the attributes for a component, click Attributes. Click OK when you are finished. 4. If you have permissions, you may change the Status Flag to Approved. For more information on approving content, see Approving Content. See Update Windows for details on fields common to all component types. 5. Click Close.

Overwriting a Multimedia Component Multimedia components can be overwritten by simply saving a different multimedia file in its place. If the component is managed internally by Vasont, simply click Import File from the Stored in Vasont section of the update window. It is not necessary to delete the multimedia file first. If the component is managed external to Vasont, click the button containing ellipsis to apply another multimedia file to the component.

Deleting Multimedia Components You can delete a multimedia component in the same way you delete any other component. For more information, see Deleting a Component.

You can also delete a large number of components at the same time. For more information, see Deleting Multiple Components. It is possible to remove the stored file or the path to an externally stored file from a multimedia component without actually deleting the component. To delete the file associated with a multimedia component in Vasont open the component's Update window. • If the multimedia file is managed internally: 1. The Delete File button will be enabled in the Stored in Vasont section of the update window. Click the Delete File button to delete the file. 2. When you click Save, the Status field will change from Approved to Missing. • If the multimedia file is managed external to Vasont: 1. Clear the text box in the Stored in file system section of the update window. The multimedia file is not deleted from the file system, it is simply no longer referenced by the component.

Converting from External to Internal Management To convert a multimedia component from being externally to internally managed by Vasont: 1. Open the update window for the target multimedia component. 2. Click Import File in the Stored in Vasont section of the window. 3. Using the File Open dialog box, navigate to and select the file and click Open. Vasont will import the file for internal management. 4. Clear the text box in the Stored in file system section and click Save. Vasont will now manage this multimedia file internally.

Converting from Internal to External Management If desired, a multimedia file can be converted from being managed internally to being referenced in Vasont but stored externally. 1. Open the update for the target multimedia component. 2. Click Open File in the Stored in Vasont section of the update window. If an editor or viewer for the multimedia type has been assigned correctly, Vasont will launch it. Using the external application, save the multimedia file to the hard drive. 3. Click the button containing ellipsis in the Stored in file system section of the update window. 4. Using the resulting File Open dialog box, navigate to and select the file and click Open. Vasont will populate the text box with the filename selected. 5. Click Delete File in the Stored in Vasont section of the update window to delete the internal reference to the file and click Save to update the component. If the file selected does not exist in the RootPath directory (or C:\Vasont\if not defined) of the Vasont initialization file parameter, a warning will appear stating that the file may not be accessible to other Vasont users. Click Yes if this is okay or No otherwise.

Extracting a Multimedia Component It is possible when viewing a multimedia file to do a SaveAs of the opened document. But what if you want to pull several documents out of the database at one time. Your system can be setup with an extract view for the multimedia collection that you allow you to select the desired components and perform an extract. To extract a single component from the right-click menu: Right-click on the component and select Extract. To extract multiple components from the right-click menu: See Batch Extract Queue for more information. To extract multiple components from the Tools menu: See Extracting Primaries for more information. When multimedia components are referenced from other content, such as images or graphics, special instructions in the extract view for the content will extract the referenced images or graphics. The XML file will contain an embedded tag that identifies the image file name and any attributes associated with the image. The image file will be placed into the user's extract folder along with the XML file for the content.

Retrieving and Searching on Multimedia Components Queries can be constructed using properties specifically designed for multimedia. Some examples of searches on multimedia components: • Property: External File, Operator: Like, Value: Projects Spreadsheet.xls This will search for components that point to the external Projects Spreadsheet.xls file. • Property: Multimedia Flag, Operator: =, Value: Missing This will search for components that do not have a BLOB loaded. • Property: Object Type, Operator: Is Empty This will search for components that do not have an Object Type. Criteria can be combined to locate multimedia components with specific characteristics. You can navigate to each found occurrence one by one, or you can create a list of found components. The following example illustrates a search for components that possess all four of the defined characteristics.

Oracle Text offers advanced search capabilities with Vasont's query criteria for multimedia components. When Ora- cle Text is implemented and additional set of operators will appear in the listing when the Text or Document property is selected. This allows you to search for text within the document. Some examples of Oracle Text searches on multimedia components: • Property: Document, Operator: All Words, Value: Content Management This will search for any multimedia component that contains the words Content and Management. Both words must exist in the document, in any order, for there to be a match.

• Property: Document, Operator: Any Words, Value: Content Management

This will search for any multimedia component that contains the words Content or Management.

• Property: Document, Operator: Near, Value: Content 5 Management.

This will search for multimedia components that have the words Content and Management with five or fewer words between them.

For more information see Locating Content.

Locating Images for Reuse

The Image Pick List is a tool that displays multiple image thumbnails in a single window for easier viewing. From this window you can browse the thumbnails to locate an image that meets your needs and if you choose, add it to the content that you are editing. It is a great tool for finding a specific image, when you are not sure of the image name.

1. Access the Image Pick List from Views → Image Pick List.

2. If more than one collection has been configured for this feature you will be asked to select the collection that contains the graphics you would like to access. Select the desired collection and click OK.

3. Define the appropriate query criteria for retrieving the image thumbnails. You can use a recent or saved query, retrieve all, or define a simple or advanced query. Click Retrieve to continue.

4. The Image Pick List window displays. All image thumbnails that meet the criteria will be presented in a multi- column format. The number of columns and rows viewable depends on the current size of the window.

5. Once a thumbnail is selected, the following options are available:

• Full Size: Displays the image in Vasont's Graphic Viewer.

• Copy: Stores the image component in Vasont's copy buffer so that it can be pasted into a navigator.

• Retrieve: Allows you to redefine the retrieve query criteria to display another batch of thumbnails.

• In addition to the available buttons, the image component can be placed into a navigator (in a location where the image component is allowed) using the drag and drop procedure. The standard Drag and Drop Wizard will display allowing you to move, copy, or overwrite a component. See Dragging and Dropping Content in the Navigator for more information.

6. Click Close to dismiss the window.

Troubleshooting Multimedia Components Several problems can occur when opening multimedia components in Vasont. First, Vasont may not be able to determine what type a file is based on its extension. In this case, a message is displayed stating that an appropriate helper application could not be found. The user should check their Windows file associations and set up a helper application for the file type. Contact your system administrator for more information. Second, the helper application may not be operating correctly. In this case a message is displayed stating this. The user should attempt to fix the helper application by reinstalling or contacting their system administrator for assistance. If an error occurs that cannot be fixed by assigning or fixing a helper application, contact Vasont technical support.

Change Management If global change is turned on for the multimedia component, it behaves just as it would for normal components. See the section entitled Managing Global Changes for more information.

Using the Multimedia Metadata System Server-Side processing allows metadata for Vasont multimedia content to be automatically captured and associated with the content. As an example, this metadata capture can be used to automatically obtain characteristics of graphics files, such as color depth, dimensions, file size, etc. In addition to graphics, the metadata capture extension can also collect metadata from Microsoft Office documents, PDF files and a variety of other multimedia formats. For this capture function to work, the file must be stored in the Vasont system. Files that are referenced in Vasont but stored in the file system will not have metadata captured. Understanding Metadata Types and Properties The metadata system recognizes certain Metadata Types. These are: • Adobe PDF and AI files • Adobe Illustrator generated SVG files • Bitmap files—Windows BMP files • Image files—most commonly GIF, PNG and JPG files • MPEG files—both movie and MP3 music files • Wave files—Windows WAV files • Microsoft Office documents—Any document that conforms to Microsoft’s OLE 2 Compound Document format: DOC, XLS, PPT, etc. files • Unknown file types Each metadata type contains different properties. Some examples of possible properties are—File Size, Author, Color Info, Last Saved Date, etc. The list of properties captured will depend both on the Metadata Type and the actual data in the file. For some types, the list of properties is always the same. For others, the list of properties is dynamic. • Always captured regardless of file type—the system will always capture the size of the file in bytes even if the file type is unknown • Predefined capture types—for known file types the system captures specific data depending on the type. The types that have predefined properties are Bitmap, Image, MPEG, and Wave.

• Several file formats (Microsoft Office documents and Adobe PDF documents) contain their own metadata storage system that consists of name-value pairs. The Vasont metadata system will dynamically create new properties as needed when they are captured from these files. • SVG files can store metadata in a variety of ways depending on how the graphics are created, what tools are used, and so on. If a standardized method of creating the SVGs in Adobe Illustrator is practiced, Vasont will be able to read the underlying XML and look for content within pre-determined tag structures to find and store the metadata. This is possible as long as the user who is creating the graphics populates the defined tags.

Tag name hierarchy in XML Metadata name rdf:Description/dc:title/rdf:Alt/rdf:li Title rdf:Description/dc:creator/rdf:Seq/rdf:li Base rdf:Description/photoshop:AuthorsPosition Audience rdf:Description/dc:description/rdf:Alt/rdf:li Platform rdf:Description/photoshop:CaptionWriter Product rdf:Description/dc:subject/rdf:Bag/rdf:li Part Number [multiple occurrences are concatenated and space delimited] rdf:Description/*.rights/rdf:Alt/rdf:li Data1 rdf:Description/*:WebStatement Data2 [none] File Size [always captured]

Determining if the Metadata System is Installed The metadata system is optional and may not be installed on your system. To determine if the system is installed, open a Navigator and find a multimedia component. Right-click on the component, and select Update. If the metadata system is installed, the Metadata button will be enabled. Otherwise it will be disabled and grayed out:

Determining When Metadata Will be Captured To avoid long delays for the user when adding multimedia content, Vasont can be configured to run a capture job on the Oracle server. This capture job runs once every ten minutes. Each time the job runs it will capture metadata from

new or changed multimedia components. It will do this for up to 100 components per run. Please check with your Vasont administrator to verify that this job is running on your system. The name of the job is CaptureMetadata.

The capture job usually runs once every ten minutes. However, it can be configured by your Vasont 2 administrator to run at any frequency. Forcing Multimedia Metadata Capture There are times when you may not wish to wait for the CaptureMetadata job to run. For example, if you have just added a new file to Vasont you may wish to see its metadata right away. In addition, if there are a large number of multimedia components in your system when the metadata system is first installed, it may take up to several days for all the runs of the CaptureMetadata job to gather all the metadata. If you wish to view the metadata for a multimedia component right away, you may force the metadata capture on a multimedia component from the update window. Simply click the Metadata button (see previous screen shot). If metadata was not previously captured, it will be automatically captured. The metadata window will then display:

Click the OK button to close the Metadata window. If the metadata has changed, you will be asked to save your changes. Viewing Multimedia Metadata There are two ways to view the metadata for a multimedia component: • Right-click on a multimedia component and select Update. Click the Metadata button on the Update window.

• If the content was previously captured, you may view the metadata from the Details pane in the navigator. Select a multimedia component, and go to the Details pane. Select the Properties tab and the General Information bar.

Searching Multimedia Metadata If your multimedia components have been configured with raw attributes for searchable properties, any user can create queries that use that metadata as query criteria. Here is an example using the Color Info property of the Image metadata type:

And here is a list of the results of that search:

Providing Context to Documents By creating a central collection where documents of all kinds are stored and a set of contextual collections that have pointers to the documents, you can create a system that reuses the documents and at the same time provides superior contextual information about the documents.

In the preceding example all documents are stored in the central Attachments collection. The contextual collections Clients, Projects, and Marketing Info collections don't store documents directly but point to documents in the At- tachments collection. In this way, a document can be pointed to for multiple contexts (e.g. the document is related to both a Client and a Project for that client. Note we are obtaining explicit reuse of the document also. The Vasont Navigator facilitates the placement of the document in the central collection as well as the creation of the pointer in the contextual collection in one step using the Create Pointee right-click menu option from the contextual collection. Drag and drop from external sources will also perform this in one step by dropping the document in the contextual collection.

The ability to process data in a consistent manner and track changes is crucial in regulated environments. Workflow helps organizations and individuals manage the content lifecycle and ensure procedures have been followed. Workflow definitions are set up in Vasont Administrator that reflect the actual processes used within a department or organization to create, update, review, and archive content. A Workflow definition can be created and viewed by a flowchart that graphically shows the relationships and dependencies of various Workflow Tasks in a Workflow Project. Workflow is initiated from a component or from the Workflow window. Tasks may be assigned to specific users or to any member of a workgroup, as defined in Vasont Administrator. Once a task is completed, the project moves to the next task in the workflow, often assigned to a different user. Depending on the setup, a person or workgroup member can be automatically assigned or the person completing the previous task may have authority to assign a particular user. For example, a manager may assign a task to a writer that belongs to the Writers workgroup. The next writer in the rotation is assigned the next task. In some cases, the manager may prefer to override the automatic assignment with a specific assignment for a particular individual. An individual user can take advantage of a job queue that helps them keep track of tasks in a personal “to do” list. Other users may not access items in the job queue. This chapter describes: • Workflow Projects for organizations • Job Queue for individual users

Project Workflow Projects are set up in Vasont Administrator. Each project is associated with a specific collection. A project has one or more tasks which occur in sequential order. These tasks are related to components within the collection, and users can view and update the status of each task. This allows a clear picture of progress for any project. Each collection can have one or more associated projects. These projects are used to track a progression of tasks for a particular collection. For example, a Book may have multiple projects, such as reviewing text and reviewing art- work. Each project task can be assigned to a user. Workflow is tracked by assigning one or more next tasks to each task. In addition, it is possible to add Attributes and Processing Options to the tasks. After workflow projects have been set up in Vasont Administrator, users can initiate and track a project using the workflow window in Vasont. Any active tasks for a user also show up automatically on the Home Page in the My Tasks area.

When looking at tasks for a project, notice that tasks can loop or they can be performed in parallel. 2 The sequence of tasks is assigned in Vasont Administrator.

This section describes: • Initiating Tasks for a Project • Viewing Workflow Projects • Viewing a Workflow Component in Navigator • Viewing Workflow for a Component

• Completing a Task • Reassigning a User • Deleting a Task • Rescheduling Projects and Tasks • Filtering the Display of Tasks • Viewing Workflow Definition Graphic • Extract and Load Initiating Tasks for a Project Workflow can be automatically initiated when a component is added to a collection. This is done by a processing option that is applied to a component in the Vasont Administrator. When not automated, workflow is initiated from the Workflow Tasks window or from a component in the Navigator. Initiating Tasks for a Project from the Workflow Tasks window 1. To initiate tasks for a project, click the Initiate Task button near the top of the page. 2. The Initiate Task - Project Selection window appears:

The Project Selection window shows each project, collection, and component combination that you are able to initiate a task for. Workflow can be attached to one or more components. If a workflow project is attached to more than one component, the project and collection is listed multiple times — once for each component.

Projects that do not have their Active Flag set to Yes (set in Vasont Administrator) will not be 2 shown.

3. Select a Project/Collection/Component combination and click the Initiate Task button. 4. The Retrieve window displays. Use the Retrieve window to limit the items that will display in the Pick List window, if desired. Double-click Retrieve All to bypass the filter. A pick list of matching data displays.

5. Select the desired component(s) from the pick list and click OK.

6. The Workflow Task window will display and each of the components selected for task initiation will appear in the list

If the Workflow Task window was already open when you started the initiate task process, then depending on the current filters applied to the Tasks, it is possible the task(s) that were just initi- 2 ated might not show up in the Tasks pane. If this is the case, click the Update Filter button to- wards the top of the page to change the Filters Applied to the Tasks pane.

2 When a component is assigned to a task, it cannot be changed for this or any subsequent task. Initiating Tasks for a Project from a Component 1. In the Navigator, right-click a component that has been set up for workflow and select Workflow → Initiate Workflow. 2. Right-click again and select Workflow → Open Workflow which is now enabled on the pop-up menu.

The Workflow Tasks window displays, filtered on the Collection and Component that was right-clicked on in the Navigator.

Viewing Workflow Projects 1. To view an existing Workflow Project, from the Vasont Main menu select Views → Workflow, or click Workflow on the toolbar. The Workflow Tasks window displays.

There are two window panes visible: • The left pane contains the Tasks for all tasks meeting the Filter Criteria applied. • The right pane contains the Details for the current task selected in the left pane. 2 If the Details pane is not showing, click Show Details at the bottom of the screen. 2. Tasks can be sorted to: • Check tasks assigned to specific users • Check completion status of the tasks • Research/find a particular component. Perform a sort by clicking on the title of any field to be used for sorting; such as Task.

The right pane of the Workflow Tasks window, known as the Details pane, contains several information bars. As a row is selected in the Tasks pane, detailed information related to the task is updated in the Details pane. The following sections describe each of the information bars: General The General information bar offers a quick glance at general information about the selected task. Starting at the top, the Task Name and Task Description are displayed. This is followed by a list of all of the fields and their values contained in the Tasks pane (this top-down view may reduce the need to scroll the Tasks pane to the right to see data in the list). And finally, the text of the Component is shown. Comments 1. To view or modify Comments select the task in the Tasks pane. Then click on the Comments information bar in the Details pane.

The List tab on the Comments information bar shows a list of all comments for all tasks for the Workflow ID associated with the tasks selected in the Tasks pane, sorted chronologically from most recent task to the oldest task (by the task's Start Date). By selecting a task in the Comments list, the Add/Edit Comment button becomes active if the task is in Active status and the task is assigned to the user that is logged in. The selected Comment is also shown in a text-box below the list for easier viewing.

Clicking the Add/Edit button in the Comments information bar pops up a window with a Comments area for the selected task.

Once a task is completed, all attributes and comments are viewable by everyone, but are no longer editable. 2. View or modify comments, as necessary. 3. Click OK to complete the action. The Thread tab on the Comments information bar shows all comments for all tasks within a given Workflow ID in an easy to read format, sorted chronologically. The Comments Report button appears below either the List or Thread view of comments. Clicking this button opens up the Workflow Comments Report window showing the comments in the same order and format as they are shown on the List tab of the Comments information bar on the Workflow Tasks window. The Email button allows you to send a comment in an email if a valid email address is set up in the Vasont Adminis- trator for your username. When you click the Email button, the Send an Email window will display with default information about the currently selected task or component. The comment or annotation is added to the email body along with the username and date/time. For more information on using the email feature, see Using Email.

Component Shortcut Attachment Files may or may not be included depending on your configuration. 2 See your Vasont systems administrator for more information. Attributes 1. To view the attributes associated with a task, select the task in the Tasks pane. Then click on the Attributes information bar in the Details pane. The Attributes information bar shows all workflow attributes for the task selected in the Tasks pane. By selecting an attribute in the Attribute list, the Update Attributes button becomes active if the task is in Active status and the task is assigned to the user that is logged in.

2. Click Update Attributes button on the Attributes information bar to make updates to the attributes.

3. To change an attribute value, select a value from the drop-down list or enter the value in the text box (whichev- er applies), then click OK.

To delete an attribute value, click the attribute name, then click Delete. The attribute value will appear on the Details pane.

Annotations The Annotations information bar shows any Annotations that exist for the Component that the task is associated with. The List tab shows a list of Annotations. Selecting a row in this list then shows more information about the Annotation in a text-box below the list. The Add/View button opens up the Annotations window, and allows the user to work with Annotations the same way as they would if they had opened up the Annotations window from the Nav- igator. Clicking the Annotations Report button opens up the Annotations Report window showing the Annotations in the same way as they were listed in the List tab's list. The Thread tab shows all of the Annotations in an easy to read thread view, with the Annotations sorted chronologically.

Email functionality is available on the Annotations information bar, as well as the Comments information bar. See Comments for more information. To create a report of annotations for all workflow tasks, see Viewing a Component's Workflow and Annotations. Similar Tasks The Similar Tasks information bar displays the task that is currently selected in the Workflow Tasks window and any other tasks that are similar in type. Workflow tasks may be filtered and then viewed in the Similar Tasks bar. The task status and users are incorporated into the filtering of data. When one or more check boxes are selected in the Select column, a drop-down menu below the list is activated. This drop-down menu allows for performing actions against all of the tasks that are selected in the list. These actions include: • Complete Task • Reassign User • Delete Task

Complete Task will be disabled if the task is a Vasont WebLNX task. 2 • The content is being worked on from the Vasont WebLNX repository and the task must be completed there. Reassign Task will alert you if the task that you are attempting to reassign is a Vasont WebLNX task. • The reassignment will be queued and the actual reassignment of the task will take place in Vasont WebLNX, by the File Management System (FMS). • A message will display, stating that the task is active in Vasont WebLNX and the new task assignment will not be visible in the new user's Vasont WebLNX dashboard until the content has been transferred and checked out to the new user. Delete Task will be disabled if the task is a Vasont WebLNX task (see column labeled “WebLNX”), unless you have the Delete WebLNX Task privilege. • If you have the Delete WebLNX Task privilege, you will be able to delete the task. This pertains to active and completed Vasont WebLNX tasks. • When a Vasont WebLNX task is deleted a message will display warning you about the ramifica- tions that will result. There may be files in the Vasont WebLNX repository that are associated to the task and will need to be removed by the system administrator. You may continue with the deletion or abort.

Click the Execute button to perform the action selected in the drop-down box on the tasks that are checked.

The filter criteria that is performed to display workflow tasks also applies to the list of Similar Tasks. 2 Update the filter criteria as necessary to increase or decrease the amount of similar tasks displayed. Viewing a Workflow Component in Navigator 1. To view a component that is associated with a task in Navigator, select the row in the Tasks pane and then click Open Navigator.

2. The Vasont Navigator window for the component displays with the associated component highlighted. Click the plus sign to expand the data, if desired.

3. View or modify the component, as needed.

4. If this completes the task, return to the workflow window, select the task again, and click Complete Task.

Viewing Workflow for a Component

1. In the Navigator, right-click a component that has a workflow task associated with it and select Workflow → Open Workflow.

The Workflow Tasks window displays.

The column widths may be changed by dragging the column header divider. The widths that you set become part of your user profile and will be recalled the next time you run Vasont.

Viewing a Component's Workflow and Annotations

1. In the Navigator, right-click a component that has a workflow task associated with it and select Workflow → Workflow Annotations Report.

2. The report window displays.

The report header contains the component information along with the Workflow Project name, start and complete dates. The body lists each workflow task related to the project, and annotations that have been made to the component. If more than one workflow project exists for the component, a new header section will be generated for each workflow project instance. The most current workflow project will display first in the report. 3. Click Print or File → Save as Excel to create a Microsoft Excel report. Completing a Task This section discusses the process for completing a single task. For information on completing multiple tasks, see Similar Tasks. 1. Highlight the task in the Tasks pane. 2. Click Complete Task.

If you are not assigned to the selected task, the Complete Task button will be disabled. 2 If the task is a Vasont WebLNX task (see column labeled “WebLNX”) the Complete Task button will be disabled.

Electronic Signatures:

a. If electronic signatures have been configured on the task that you are completing, the Electronic Signature Authentication window will display. Enter your login username and password and click OK.

b. If the credentials match what the system previously captured at login, the Electronic Signature Confirma- tion window displays, otherwise an error message will display. Select Accept or Reject in the Electronic Signature Confirmation window. If you choose, enter a comment. Click OK to complete the signature. c. The electronic signature is recorded as an annotation. For more information, see Viewing Annotations or Viewing a Component's Workflow and Annotations. Presetting Repeatable Tasks: a. If the task is configured to assign users for a future repeatable task, a window with the repeatable tasks and available users will display. b. Select users in the Available Task/User list. Click Add to move the user into the Selected Task/User (and Order) list. To change the order of the users, highlight the user and click Move Up or Move Down. When all tasks and users have been chosen, click OK.

If you click OK without choosing users for a repeatable task or violate the minimum or maximum number of users for the task, then a message will display stating the violation. If you 2 wish to continue, click Yes or No to cancel.

3. If the next task in the project workflow is mandatory, it will automatically be initiated. If there is a choice of tasks as the next step, the Task Pick List will display. Select the appropriate task from the list and click OK. Depending on the workflow project, it is possible to have a mix of mandatory and optional follow-on tasks. This may result in one or two pop-up windows displaying. 4. If a user needs to be selected to perform the newly initiated task the Pick User list will display. Select the appropriate user and click OK.

Depending on the workflow setup, the user pick list may not display because it is clear which 2 user should be assigned the task. If the Ownership Extension is activated for your system, then the user selection list will only display users who are members of the ownership group that is applied to the workflow content. For more information, see Controlling Content Access and Creation With Content Ownership.

5. When OK is clicked, the Workflow Tasks window is refreshed. The date and time for the task completion is reflected in the Complete Date column. This information can also be obtained by selecting the component in Vasont Navigator and right-clicking on Workflow → Open Workflow on the pop-up menu. The Workflow Tasks window displays.

Depending on the workflow setup, the newly initiated task may be automatically completed. This is typically configured for tasks that do not require user action but will execute special processing 2 (i.e., send an email, set attributes, initiate other workflow projects).

Reassigning a User This section discusses the process for reassigning a single task to a different user. For information on reassigning multiple tasks, see Similar Tasks.

1. To reassign a task to another user, on the Workflow Tasks window, right-click a task and select Reassign User from the pop-up menu.

2. Select a user from the list and click OK.

If the Ownership Extension is activated for your system, then the user selection list will only display users who are members of the ownership group that is applied to the workflow content. For 2 more information, see Controlling Content Access and Creation With Content Ownership.

The name of the user that the task was re-assigned to can now be seen in the Assigned To column associated with the task. When the assigned user logs on to the workflow process in Vasont, he/she will see the new task assignment. Deleting a Task This section discusses the process for deleting a single task. For information on deleting multiple tasks at once, see Similar Tasks. 1. To delete a task, on the Workflow Tasks window, right-click the task and select Delete Task.

If the task is a Vasont WebLNX task (see column labeled “WebLNX”) the Delete Task option 2 will be disabled unless you have the Delete WebLNX Task privilege. If you have the Delete WebLNX Task privilege, you will be able to delete the task. This pertains to active and completed Vasont WebLNX tasks. When a Vasont WebLNX task is deleted a message will display warning you about the ramifica- tions that will result. There may be files in the Vasont WebLNX repository that are associated to the task and will need to be removed by the system administrator. You may continue with the deletion or abort.

2. A confirmation window will appear if the user profile is set for Confirm Navigator and Task Delete, otherwise the task is immediately removed from the project. See Setting User Options for more information. Rescheduling Projects and Tasks Vasont provides a feature for adjusting the scheduling for projects and tasks, and reassigning users for specific tasks. This gives managers the ability to modify a schedule or reallocate resources to respond to changing conditions in their business.

Accessing the Reschedule Window To open the Reschedule window: 1. The Reschedule window may be accessed from the Workflow window or Projects window. Highlight the project or task and click Reschedule.

2. The Reschedule window displays. See The Reschedule Window for more details.

The Reschedule Window

The Reschedule window is divided into three main sections. The top section contains a list of the tasks for the workflow project. The middle section contains graphics and charts that pertain to the project. The two sections are divided by a blue splitter bar. Dragging the bar up and down will resize the top two sections. The bottom section contains three buttons that act on the overall window.

Using the Task Pane

The Task pane displays each task in the workflow project. The project due date displays at the top of the window. The Status column displays whether the task is an active, completed or future task. The Original Duration column displays the default time allowance for the task.

The buttons located above the Task pane provide these functions:

• Reschedule Project: Changes the due date of the entire project. For more information, see Changing the Project Due Date.

• Reschedule Task: Changes the due date for a selected active task or changes the duration of a selected future task. This button is disabled if no task is selected or if the selected task has been completed. For more information, see Changing an Active Task Due Date or Changing a Future Task Duration.

• Reassign User: Changes the assigned user for the selected active task or assigns a specific user to a selected future task. This button is disabled if no task is selected or if the selected task has been completed. For more information, see Changing a Task User Assignment.

If the task that you are attempting to reassign is a Vasont WebLNX task, the reassignment will be queued and the actual reassignment of the task will take place in Vasont WebLNX, by the File 2 Management System (FMS). A message will display, stating that the task is active in Vasont WebLNX and the new task assignment will not be visible in the new user's Vasont WebLNX dashboard until the content has been transferred and checked out to the new user. If the Ownership Extension is activated for your system, then the user selection list will only display users who are members of the ownership group that is applied to the workflow content. For more information, see Controlling Content Access and Creation With Content Ownership.

• Report: Creates a report of the task list for viewing or printing. • Show Completed: By default the Task pane displays active and future tasks for the project. Click Show Com- pleted to display completed tasks, as well as the active and future tasks. • Change Active Task:: This button will display if your system has been configured to allow the active task to be changed to another task. See Changing an Active Task for more information.

The Change Active Task button will be disabled if the task is a Vasont WebLNX task. The content 2 is being worked on from the Vasont WebLNX repository and the task must be completed there.

Changing the Project Due Date 1. Click Reschedule Project.

2. The Reschedule Project window displays. A new completion date can be entered manually or automatically calculated: • In the Override Project Due Date box, enter a new due date or use the pop-up calendar for convenient date selection. • Click Estimate Project Completion to have Vasont automatically calculate a new completion date.

The estimated date is calculated from the task duration and estimated iterations defined in the 2 Vasont Administrator. If the estimated completion date is different than the current project due date, then a message window appears. Click Yes to override the current due date with the new estimated date, or No to exit the message window without change. 3. Click OK to accept the changes and close the window, or click Cancel to reject the changes and close the window. Once the window closes, any changes you accepted will be reflected in the Task pane and on the Gantt chart.

Changing an Active Task Due Date 1. Select the active task in the Reschedule window.

2. Click Reschedule Task.

3. The Reschedule Active Task window displays. Enter the new due date or use the pop-up calendar for convenient date selection.

4. Click OK to accept the changes and close the window, or click Cancel to reject the changes and close the window.

Once the window closes, any changes you accepted will be reflected in the Task pane and on the Gantt chart.

Changing a Future Task Duration

1. Select the future task in the Reschedule window.

2. Click Reschedule Task.

3. The Reschedule Future Task window displays. Since a future task cannot have an actual due date, Vasont allows you to pick a duration instead. Choose the count and date units (weeks, days, or business days).

4. Click OK to accept the changes and close the window, or click Cancel to reject the changes and close the window.

Once the window closes, the change will be reflected in the Task pane.

Changing a Task User Assignment

1. Select the task in the Reschedule window

2. Click Reassign User.

If the task that you are attempting to reassign is a Vasont WebLNX task, the reassignment will be 2 queued and the actual reassignment of the task will take place in Vasont WebLNX, by the File Management System (FMS). A message will display, stating that the task is active in Vasont WebLNX and the new task assignment will not be visible in the new user's Vasont WebLNX dashboard until the content has been transferred and checked out to the new user.

3. The Reassign User window displays. Choose a new user.

If the Ownership Extension is activated for your system, then the user selection list will only dis- 2 play users who are members of the ownership group that is applied to the workflow content. For more information, see Controlling Content Access and Creation With Content Ownership.

If the selected task is a future task, and you wish to remove the currently assigned user, choose 2 the N/A option.

4. Click OK to make the change, or click Cancel to exit without changes.

Changing an Active Task

This section describes how to change the active task to another available task. For example, you may need to back the workflow up to a previous task, or advance to another task downstream.

In order to change an active task, your system must be configured so that the Change Active Task button will display. You must also have the Workflow Scheduling Override privilege assigned.

1. Open the Reschedule window from either the Workflow Tasks or Project Management window.

2. Select the active task to be changed. Click the Change Active Task button.

The Change Active Task button will be disabled if the task is a Vasont WebLNX task. The con- 2 tent is being worked on from the Vasont WebLNX repository and the task must be completed there.

3. You will be presented with an alphabetized list of tasks for the selected workflow. The list includes all possible tasks, except for the active task. Select the desired task and click OK.

The active task will be ended and the new active task will be initiated. The ended task will be marked with a “completed” status. All logic associated with the task creation will occur (i.e., assigning users, sending emails, etc.).

Saving Rescheduling Changes

Changes you make while in the Reschedule window appear in that window as you make them. However, the actual changes are not written to the database until you save them.

To save changes:

1. Click Save in the lower right corner of the Reschedule window.

2. If you close the Reschedule window without saving the changes, Vasont will prompt you to save them.

3. Click Yes to save and close the window, or click No to reject the changes and close the window.

4. If Vasont estimates that the project due date will extend past the due date that you have set, a message will appear asking you if you would like to change the current project due date.

5. Click Yes to accept Vasont's estimate, or No to keep the current due date.

Using the Chart Pane

The Chart pane contains two distinct areas: a button bar on top and a tabbed control area below.

The buttons on the chart pane provide the following functions:

• Report: Enabled when one or more Tasks or Projects is selected, or if the Workflow Graphic tab is selected. The Report button allows you to print a report, view the print date and time, and filter criteria.

• Zoomed In: Enabled whenever there are one or more project timelines displayed. The Zoom In button doubles the scale of the timeline. This has the effect of making the timelines visually longer. There are four zoom in settings: 2, 4, 8 and 16 times the default scale.

Note that if the scale was previously zoomed out, then each click will double the scale until 16 times the default scale is reached.

• Zoomed To Fit: Enabled whenever there are one or more project timelines displayed. The Zoom To Fit button returns the chart to its default scale which tries to fit all the timelines into the width of the display.

Note that the Zoom To Fit functionality only handles projects that extend less than 2 years. Projects longer than 2 years in duration will still be displayed but the horizontal scroll bar must be used to view the entire timeline(s).

• Zoom Out: Enabled whenever there are one or more project timelines displayed. The Zoom Out button halves the scale of the timeline. This has the effect of making the timelines visually shorter. There are three zoom out settings: ½, 1/4, and 1/8 times the default scale.

Note that if the scale was previously zoomed out, then each click will halve the scale until 1/8 times the default scale is reached.

The window contains four tabs:

• Tasks: Displays a timeline Gantt chart for all the completed or active tasks in the project. This chart is dynamic and will reflect changes made to active tasks for both due dates and assigned users.

• Project: Displays a timeline Gantt chart for the project. This chart is dynamic and will reflect changes made to the project due date.

• Workflow Graphic: Displays a flow chart of the project tasks, including future tasks. This chart is dynamic and will reflect changes made to tasks for both due dates and assigned users. See Viewing Workflow Definition Graphic for more information.

• Legend: Displays a graphic legend explaining the meaning of each bar color, and triangle color in the Gantt charts.

Filtering the Display of Tasks The list of tasks viewed can be changed depending upon the filters applied. The default filter applied varies depending on how the Workflow Tasks window was opened. To filter data in a different manner: 1. Click Filter on the toolbar or click Update Filter near the top of the window. 2. Use the drop-down list to specify the following:

• Filter by Task Status: Filters tasks by their current status. The All choice will return all tasks, regardless of their status. The Active choice is the default. Active tasks include any task that has not been completed. The Complete choice will only display projects that have a complete date. The Overdue choice displays tasks whose due date has passed. • Filter by User: Filters tasks by users who have been assigned tasks in the selected collections or projects. This filter allows you to pick more than one user by using Control + click on each user whose projects you wish to view. Clicking the All choice at the top of the list will deselect any previously highlighted users. Clicking an already highlighted user name will deselect the user. Clicking a user name when the All choice is highlighted will automatically deselect the All choice. Selecting the checkbox to Include Inactive Users will display all users, both active and inactive. Deselecting the checkbox will display only active users. • Filter by Collection: Filters tasks by one or more collections. The list of collections is determined by your access rights. If your access to a collection is restricted by your Vasont Administrator, you will not see it in

the list. Also the list only contains collections that have tasks assigned. The All choice returns a list of tasks from all collections and is the default. • Filter by Project: Filters tasks by Project definition. The list of Project definitions is determined by several factors. The Project must be assigned to a Collection to which you have access rights. And the Project's Active Flag must be set to “yes” (the Active Flag must be set by your Vasont administrator). The All choice returns a list of projects that use all Project definitions and is the default. See Creating and Updating Workflow in the Vasont Administrator Guide. The list will change depending on the collection(s) that are selected. When possible, the project listing will be specific to the collection selection. • Filter by Component: Filters tasks by components. • Filter by Task: Filters tasks by a specific task. This box is disabled when All projects are selected. • Filter by Ownership Group: Filters tasks by a specific ownership group. • Filter by Task Attribute: Filters tasks based on a workflow task attribute. This box allows you to select an attribute and enter a value for filtering. If the Filter by Task box is disabled, this box will be disabled as well. • Filter by Date: Filters tasks by their due date. There are three sections in the Project Filter window that are Date Filters: • Task Start Date Filter • Task Due Date Filter • Task Complete Date Filter Each Date Filter works in the same manner. Each Date Filter has a check box to enable that particular date filter. When the box is unchecked the date picker controls are disabled. Checking the box enables the date pickers drop-down lists for From and To dates and sets those dates to today's date. You may then edit those dates to filter your list by your particular date criteria. There are two ways to edit a date in the Date Picker: • By typing: click on the month, day or year and then type the revised number: • By using the calendar: click the drop-down arrow and the calendar appears. Click the day you want, the calendar closes and the revised date is inserted. • Filter by Vasont ID: This is a read-only field and cannot be altered. If a value appears and the Clear button is enabled, you may click the button to remove the current value. If this is populated, the current workflow listing was opened from a specific component. It means that the current filter selections pertain to the component whose ID appears in the box. If you are refiltering and don't clear this field, you will only get one hit on the subsequent filter, (the one with the ID) and the rest of the filter criteria will be ignored. • Filter by Project ID: This is a read-only field and cannot be altered. If a value appears and the Clear button is enabled, you may click the button to remove the current value. If this is populated, the current workflow listing was opened from a specific workflow project. It means that the current filter selections pertain to the workflow project whose ID appears in the box. 3. Click Apply Filter to apply the specified filter. The Workflow window allows you to select criteria to filter for ALL users, ALL statuses, ALL collections, etc. Such a filter may retrieve many records and take a long time for the system to display the results. Therefore, a warning message will display when Apply Filter is clicked and a large number of workflows meet the criteria. The message will contain the number of records that will be retrieved and asks the user if they would like to define a more specific filter. Clicking Yes will stop the process and allow you to define a filter that is more specific. Clicking No will continue with the retrieval of workflow tasks.

Viewing Workflow Definition Graphic The workflow graphic provides a simple overview of tasks and details that have occurred and the remaining tasks to be accomplished. 1. To view a project's workflow definition graphic, select a task in the Tasks pane and click the Open Workflow Graphic button. 2. A pop-up window displays with the graphic workflow definition.

The graphic shows the following details: • Active and completed tasks: Active tasks are outlined in red and state “ACTIVE TASK”. A completed task can be recognized by the completed date or the completed by labels.

• Due date or duration for task completion: The due date duration is shown in the task block, as well as the calendar date.

• Date and time for task start and completion: The date that a task is started is shown in the task block, and if the task is completed, the completion date is shown.

• Overdue status: If the task is past due, “OVERDUE” will display in the task block.

• Assigned user for active or completed tasks: The user that is assigned to a task will display in the user block. In the following example screenshot, “Allan” performed the task.

• Workgroup or users who may be selected for future tasks: The users or workgroups that may be assigned to a future task will display in the user assignment block. In the following example screenshot, “Documenters” is a workgroup that contains a list of users who may be assigned to the task.

3. Click OK to dismiss the window. Extract and Load This feature works with any data component that has Extract and/or Load views. 1. To perform an Extract or Load for a component associated with a task, select the appropriate task in the Tasks pane and click the Extract or Load button.

2. If more than one extract or load view is available for the component, a pop-up window displays containing the extract or load views available. Select the desired view and click OK to continue. Using the Workflow Task Queue Workflow Tasks have the ability to be placed into a queue rather than being assigned to a specific user. The queue concept allows a user who is ready for a new assignment to go to the queue to pick up a task. Using the workflow queue allows workflow assignments to be spread out and eliminates the possibility of overloading a single user with many assignments.

This behavior is configured for a task in the Vasont Administrator. See your system administrator to 2 determine if your workflow is configured with this feature.

To take a task assignment from the queue:

1. Workflow must be initiated for projects that are configured for queue assignments. See Initiating Tasks for a Project. 2. When you are ready to take on a new assignment, open the Workflow Tasks window by going to the Vasont Main menu and selecting Views → Workflow, or clicking the Workflow button on the toolbar. 3. By default, the Workflow Tasks window will display all of your active workflow tasks. Click the Queue Filter button to change the display to active tasks assigned to a queue to which you belong. The list of entries in the Workflow Tasks window will be refreshed to show the tasks that are currently in the queue (as well as tasks that are currently assigned to you).

Entries that do not show a value in the Assigned To column, are tasks in a queue that are waiting to be assigned. 4. To take a task assignment, highlight the desired task. Right-click on the task and choose Assign To Self. The Assigned To column will now show that you are the user who is responsible for performing the task duties. 5. When the assignment is finished, select the task in the Workflow Tasks window and click Complete Task. The next task will be initiated and placed into the queue.

Job Queue Workflow Workflow Job Queue allows users to enter their own jobs, aside from workflow projects that are related to components of a collection. Users can enter and delete jobs from the queue and add items related to each job. A Job Status and a Job Description are attached to each job in the queue. Each item is related to a Vasont component. Job Queue provides a way to enter a list of jobs with specific items for each job and can be used to create user “owned”projects. Any user may enter jobs. Items in the queue for each job may be related to high-level collection components. Jobs within a job queue are related only to the user who adds them, and cannot be viewed or modified by another user. This is essentially a personal “to do” list. To use Job Queue, from the Vasont menu select Views → Job Queue. In Job Queue, the following Tasks can be performed: • Adding a Job • Adding an Item to the Job Queue • Editing a Job • Editing a Job Item • Deleting a Job • Deleting an Item from the Job Queue • Viewing an Item from the Job Queue in Navigator • Viewing the Job Queue

Adding a Job 1. To add a Job to the queue, right-click anywhere in the top pane of the Workflow Job Queue window and select New Job from the pop-up menu.

2. Enter (type in) a new Job Name in the blank dialog box. 3. Enter a Job Description.

4. Change the Job Status, if necessary, by selecting the status from the drop-down list. 2 The Hand icon appears to the left of the Job Name indicating the active line. Adding an Item to the Job Queue 1. To add an item to a job, select a Job. 2. Right-click anywhere in the selected Job Name line and select Add Items to Queue.

3. The Collection Explorer window displays. Select a collection and click OK. 4. Enter filter criteria in the Define Additional Criteria section of the filter window that displays, if necessary, and click OK. 5. Select the appropriate item(s) from the pick list that displays and click OK.

6. Change the Item Status, if necessary, using the drop-down list.

7. Add Comments, as necessary. 2 The Hand icon appears to the left of the Job Name and the Queued Items indicating the active lines. Editing a Job

1. Job details, including Name and Description, may be modified by clicking anywhere in the appropriate text box and making changes.

2. Change Job Status by clicking on the drop-down list and selecting the current status.

The Hand icon appears to the left of the Job Name and the Queued Items indicating the active 2 lines.

Editing a Job Item

1. Click the Queued Items line to be modified. Status and Comments are the only details of queued items that can be changed.

2. To change the Status, click the drop-down list box and select the current status.

3. To modify Comments, if any, just enter data in the Comments text box. 2 The Hand icon appears to the left of the selected Job Name and the Queued Items.

Deleting a Job

1. To delete a job from the queue (top pane of the Workflow Job Queue window), right-click anywhere on the Job Name line to be deleted and select Delete Job.

The Hand icon appears to the left of the selected Job Name.

Deleting an Item from the Job Queue

1. To delete an item from the job, right-click anywhere on the line of the item to be deleted (bottom pane of the Workflow Job Queue window) and select Delete Item.

The Hand icon appears to the left of the selected Queued Items.

Viewing an Item from the Job Queue in Navigator 1. To view a Queued Item in Navigator, right-click anywhere on the line of the queued item (bottom pane of the Workflow Job Queue window) and select Open Navigator. The Hand icon appears to the left of the selected Queued Item.

The Navigator window displays for the selected item.

2. Use the Navigator to modify the item, as required. Viewing the Job Queue 1. To view the existing Job Queue, from the Vasont Main menu select Views → Job Queue.

A screen displays containing two windowpanes.

The top pane contains the Name, Status and Description for each job. Status could be: • Complete • Inactive • Pending • Working The bottom pane contains a list of the queued items for the selected job. 2 The Hand icon appears to the left of the selected Job Name and the Queued Items.

Vasont's Project Management feature allows managers and users to monitor and actively manage the overall status of active Workflow Projects. Users can filter Workflow Projects by a number of criteria (i.e., by dates, users, projects and more). Vasont displays those projects in both a list form and as a Gantt chart. The Project Management feature may be used to set up personalized notifications both for specific projects and for projects of a general type. See Using Notifications for more information. If a user has permission, the user may reschedule individual project tasks or adjust the entire project's due date or reassign users for tasks. The Gantt chart displays one or more projects and gives clear, color-coded information about missed deadlines and projected late projects. The Vasont system uses a proprietary algorithm to predict future completion dates and compares them to scheduled due dates.

Whether you are a manager, a supervisor, or a project leader, Vasont's Project Management Window can provide your company's management with a critical overview of projects in the organization and an early warning for projects in danger of missing their due dates. For example, a manager can determine the status of all the projects related to a new product launch, or a new release of a software product. A project leader can see if the documentation project for the new release is proceeding on time. Or, a supervisor can gather information about the performance profile of all the projects that a particular employee participated in over any given period of time. Armed with this information and more, managers can reallocate resources or make schedule changes as needed for the overall benefit of the company.

Examples of Business Solutions The following examples and analysis are provided to show you how the Project Management window can be used in your business processes. Example: Assessing the Status of All Current Projects Project Filter Criteria: • Filter by Status: Active

• Filter by Collection: All • Filter by Project: All • Filter by User: All Chart Results: After applying the filter criteria, the Chart portion of the Project Management window displays.

Chart Analysis: This chart provides the manager with an overview of all the projects that any user is working on. We can see the outlook for all projects, those predicted to be completed on time, which projects are completed, which are predicted to be late, and where department resources may need to be reassigned in order to get the projects back on schedule, e.g., change some of the Projected Overdue projects to projected On Time projects. See Using the Chart Pane for more information. Example: Assessing an Individual's Past Performance Project Filter Criteria: • Filter by Status: Complete • Filter by Collection: All • Filter by Project: All • Filter by User: A single specific user Chart Results: After applying the filter criteria, the Chart portion of the Project Management window displays.

Chart Analysis: This chart provides the manager with an overview of all the projects that a particular person worked on. The manager can see how many projects the person has completed, how long they took to complete, whether they were done on time, and how often a project needed to be rescheduled. With this information, the manager will be able to better estimate how long projects take to complete and how to better allocate personnel. The filter criteria could easily be changed to show the employee's active jobs; giving the manager valuable information about workloads on active projects in the organization.

See Using the Chart Pane for more information. Example: Assessing the Status of Current Projects in a Department Project Filter Criteria: • Filter by Status: Active • Filter by Collection: All • Filter by Project: All • Filter by User: All users in a single specific department Chart Results: After applying the filter criteria, the Chart portion of the Project Management window displays.

Chart Analysis: This chart provides the manager with an overview of all the projects that are currently being worked on by anyone in a specific department. The manager can see how many projects the department has completed, whether they were done on time, how the department is performing compared to other departments, and how often a project needed to be rescheduled. With this information, the manager will be able to better estimate how personnel and work is allocated to the department. See Using the Chart Pane for more information.

Accessing the Project Management Window 1. Click Projects on the main toolbar. 2. The project filter displays. Select the desired filter criteria or use the default criteria. See Using the Project Fil- ter Window for more details. 3. Click Apply Filter. 4. The Project Management window displays. See The Project Management Window for more details.

Project Management can also be accessed from the following areas: 2 • Views → Project Management on the main menu. • Open Project button on the Workflow window. • Open Projects on the navigator right-click menu. • Open Project button on My Notifications.

The Project Management Window Like other Vasont windows, the Project Management window is divided into three main sections. The top-left section is the Projects list pane. The items in the list are based on the current Project Filter. The bottom-left section is the Chart pane. The Chart pane displays a timeline view of the currently selected project or timelines for all the projects in the list. On the right side is a Details pane. The Details pane displays information about the currently selected project from the Projects list.

The blue dividing lines between the three sections can be dragged to change their relative sizes. Also, there are two buttons on the bottom of the window–Hide Charts and Hide Details. Clicking either button will hide the respective pane and toggle the button text to read Show Charts and Show Details respectively. The Projects list section is always visible.

The Project Management window can be saved into a Workspace for recalling at another time. See 2 My Workspaces for more information. Using the Project List Pane The Projects list displays all projects that meet your filter criteria. They are sorted by Due Date with the oldest due date first as the default. As in other Vasont lists, you may re-sort the list by any column by clicking on that column head. One click will sort in ascending order, a second click will sort in descending order. Click on any project in the Projects list to display detailed information about that project in the Details pane and display a graphical timeline of the project in the Chart pane (unless Show All Projects is turned on in the Chart pane). The Active Task and Active Task User columns display an active task in the project and the corresponding assigned user. It may be possible that more than one task may be active. In this case, the task with the earliest due date will be displayed. (The details pane will show all active tasks for the selected project.) If the project has been completed, then no entries will appear in these columns. The buttons located above the Project list provide functions that relate to the project selected in the Projects list view:

• Open Navigator: Enabled only when a project is selected in the Projects list. When clicked, the Navigator window will open with the selected project's primary component expanded in the tree. • Update Filter: Always enabled. When clicked, the Project Filter window will open, allowing the user to change the filter criteria for the Projects list. • Reschedule: Enabled only when a project is selected from the Projects list and only if the user is allowed to make changes to project scheduling information. When clicked, the Workflow Scheduling window will open. For more information on Project and Task Rescheduling, see Rescheduling Projects and Tasks. • View Tasks: Enabled only when a project is selected from the Projects list. When clicked, the Workflow window will open with all the tasks for the current selection in the task list. • Notifications: Enabled only when a project is selected from the Projects list. When clicked, the Project Notifi- cations window will open. For more information, see Using Notifications. • Workflow Graphic: Enabled only when a project is selected from the Projects list. The button will open a graphical flowchart of the workflow tasks in the currently selected project. It highlights the active task and all users who have completed or are working on tasks. This graphical window is identical to the one that can be accessed from the Workflow window. • Email: Enabled only when a project is selected from the Projects list. When clicked, the Send an Email window will open with a link to the selected project's component placed in the Attached Files text area. Information about the selected project will be placed in the body of the email. For more information, see Using Email. Using the Project Management Toolbar

This toolbar displays the whenever the Project Management window is active. • Refresh: Re-filters the Project list using the currently applied filter criteria. • Report: Creates a report from the currently displayed entries in the Projects list. • Filter: Opens the Project Filter window. • Close: Closes the active Project Management window. Using the Chart Pane The Chart pane contains two distinct areas: a button bar on top and a tabbed control area below.

The buttons on the chart pane provide the following functions:

• Report: Enabled whenever the Projects or Tasks tab is selected and there are one or more timelines displayed. Clicking the Report button allows you to print a report, view the print date and time, and filter criteria.

• Zoom In: Enabled whenever there are one or more project timelines displayed. The Zoom In button doubles the scale of the timeline. This has the effect of making the timelines visually longer. There are four zoom in settings: 2, 4, 8 and 16 times the default scale. Note that if the scale was previously zoomed out, then each click will double the scale until 16 times the default scale is reached. • Zoom To Fit: Enabled whenever there are one or more project timelines displayed. The Zoom To Fit button returns the chart to its default scale which tries to fit all the timelines into the width of the display. Note that the Zoom To Fit functionality only handles projects that extend less than 2 years. Projects longer than 2 years in duration will still be displayed but the horizontal scroll bar must be used to view the entire timeline(s). • Zoom Out: Enabled whenever there are one or more project timelines displayed. The Zoom Out button halves the scale of the timeline. This has the effect of making the timelines visually shorter. There are three zoom out settings: ½, 1/4, and 1/8 times the default scale. Note that if the scale was previously zoomed out, then each click will halve the scale until 1/8 times the default scale is reached. • Show All Projects: Available whenever there are one or more projects displayed in the Projects list section previously described. The Show All Projects button is a toggle that switches its text between Show All Projects and Show Selected Project. Clicking the Show All Projects button once will show a timeline for each individual project in the Project list above. The timelines will be sorted in the same order as the list. Clicking the Show All Projects button a second time will return the Chart to single timeline mode – only the project selected in the Project list will be displayed. If more than 500 projects are encountered a message will display:

Clicking Yes will continue with the process to display the charts. Clicking No will discontinue the multiple chart display process and continue to display a single chart for the selected project. Chart Legend and Timelines The chart pane contains three tabs: • The Legend tab: displays a graphic legend explaining the meaning of each bar color and triangle color.

• The Projects tab: displays the timelines for the selected project or if the Show All Projects button has been clicked it will display a timeline for each project.

There are six basic graphic legend symbols that appear on the Timelines: 1. On Time: The project duration ahead of the Actual Due Date. 2. Overdue: The project duration from the Actual Due Date to Today (the current date). It is how many days/weeks late the project is. 3. Projected Overdue: The project duration from Today's date to the calculated completion date (The Vasont algorithm calculates how long it will take to complete the project). The Projected Overdue terminus indicates the estimated completion date (the Estimated Completion date column in the Project list). 4. Actual Due Date: The date derived by the Vasont System's Project duration field which is created when a project is kicked off. (It is the Due Date column in the Project list). 5. Original Due Date: When the project's Due Date is rescheduled, the existing Actual Due Date (aqua triangle) becomes the Original Due Date (gray triangle), and the rescheduled due date becomes the new Ac- tual Due Date (aqua triangle). 6. Today: Today's date. • The Tasks tab: displays a list of the tasks for a project from the start of the project up until today. There are arrows that connect one task to another. If a task is repeated because of a loop back in the workflow, then each repetition will appear on the same line. The assigned task username appears in each task bar. This chart will only appear if a single project is selected from the list view. This chart does not make any future projections but only shows what has actually occurred as the tasks have been worked on up until the current point in time.

Project Timeline Examples Several common business situations are presented here to illustrate the advantages of using the Vasont Project Man- ager. 1. The project is On Time: In this example, the project began on July 28, the Actual Due Date is August 10. The current date is July 29. The Estimated Completion date, a projected date calculated by the Vasont Algorithm,

is August 10 (terminus of green On Time bar); therefore, the project is expected to be completed On Time. Note the presence of a single aqua date triangle; this tells us that the project was never rescheduled.

2. The project is projected to be On Time and Ahead of Schedule: In this example, the project began on March 10, the Actual Due Date is March 31. The current date is March 25. The Estimated Completion date, a projected date calculated by the Vasont Algorithm, is March 26 (terminus of green bar); therefore, the project is expected to be completed On Time and Ahead of schedule. Note the presence of a single aqua date triangle; this tells us that the project was never rescheduled.

3. The project is Projected Overdue: In this example, the project began on July 10, the Actual Due Date is Au- gust 2. The current date is July 29. The Estimated Completion date, a projected date calculated by the Vasont Algorithm, is August 3 (terminus of red Projected Overdue bar); therefore, the project is NOT expected to be completed on time. The red bar indicates that the Vasont Algorithm is predicting that the project will be Over- due by one day at this point in time. Note the presence of the gray date triangle; this tells us that the project Actual Due Date was originally July 24, but was rescheduled for August 2.

4. The project is Overdue: In this example, the project began on July 15, the Actual Due Date is July 21. The current date is July 29. The project is Overdue. The Estimated Completion date, a projected date calculated by the Vasont Algorithm, is August 10 (terminus of red bar). The red bar indicates that the Vasont Algorithm is predicting that the project, already overdue by eight days (solid red bar), will not be completed until August 10. The project was never rescheduled from the original July 21 Actual Due Date.

Using the Project Details Pane There are four Information Bars on the Details pane: • General bar— The General Information Bar has three sections: • Top section: displays the same information as you see in the Projects list. • Middle section: displays the Component text (if any is applicable).

• Bottom section: displays a list of Active Tasks for the project. (If there are none, then no Active Task displays).

Click the bars at the bottom of the Details pane to view the corresponding information for the selected project. The selected bar is orange in color and its title also appears at the top of the Details 2 pane. The information on the project Details pane relates to the selected project in the Projects list. If no project is selected, then no information will be displayed.

• Comments bar— The Comments information bar is identical in look and function to the one on the Workflow window. See Comments.

• Project Attributes bar — The Project Attributes information bar displays attributes (specific to your configuration) that have been attached to the project. For example, your Vasont systems administrator may have config-

ured the project so that an attribute displays the job number for the project, as well as other metadata that is helpful about the project.

• Filter bar— The Filter information bar displays the filter criteria settings for the currently applied Project Fil- ter.

• Adjustments bar— The Adjustments information bar will display any changes made to the project since it was initiated. The top portion of this information bar displays a list of all adjustments to this project. Selecting a single adjustment will display the adjustment details including the type of adjustment, who made the adjustment, when the adjustment was made and what the changes were. For example: • Rescheduling of the due date of the entire project. • Rescheduling of the due date of a single task. • Reassignment of a task to another user.

Using the Project Filter Window The Project Filter gives the management team a powerful and versatile tool for more effectively managing the projects and people in their organization. The Project Filter can provide a narrow set of projects or a broad set depending on what information the manager needs to review. The Project Filter window appears whenever you open the Project Management window from the Main Menu, the Application Toolbar, or by clicking Update Filter on the Project Management window. See Accessing the Project Management Window.

Regardless of which method you use to open the Project Filter window, when the window opens there are several filter default values that are set for you. The default filter criteria is for the user's Active Projects. The Project Filter window contains many different filter criteria: • Filter by Status: Filters projects by their current status. The All choice will return all projects, regardless of their status. The Active choice is the default. Active projects include any project that has not been completed. The Complete choice will only display projects that have a complete date. The Overdue choice displays projects whose project due date has passed and do not have a complete date. The Projected Overdue choice will return currently active projects that have an estimated completion date that is greater than the due date and are not currently overdue. • Filter by Collection: Filters projects by a single Collection. The list of Collections is determined by your access rights. If your access to a Collection is restricted by your Vasont Administrator, you will not see it in the list.

Also the list only contains Collections that have projects assigned. The All choice returns a list of projects from all Collections and is the default. • Filter by Project: Filters projects by Project definition. The list of Project definitions is determined by several factors. The Project must be assigned to a Collection to which you have access rights. And the Project's Active Flag must be set to “yes” (the Active Flag must be set by your Vasont administrator). The All choice returns a list of projects that use all Project definitions and is the default. See Creating and Updating Workflow in the Vasont Administrator Guide. • Filter by User: Filters projects by users who have been assigned tasks in those projects (regardless of the task's status). This filter allows you to pick more than one user by clicking on each user whose projects you wish to view. Clicking the All choice at the top of the list will deselect any previously highlighted users. Clicking an already highlighted user name will deselect the user. Clicking a user name when the All choice is highlighted will automatically deselect the All choice. Selecting the checkbox to Include Inactive Users will display all users, both active and inactive. Deselecting the checkbox will display only active users.

If you are looking for a user's active tasks, then go to the Workflow window and define filter criteria 2 for the desired user and the tasks status of “Active”.

• Filter by Project Attribute: Filters projects by project attribute values. This option is dependent on your configuration and whether or not you have project attributes. Clicking this button will present a window with the available attributes. Enter the attribute values you wish to filter on and click OK to return to the main filter window. • Filter by Date: Filters projects by their due date. There are three sections in the Project Filter window that are Date Filters: • Start Date Filter • Date Filter • Due Date Filter Each Date Filter works in the same manner and has a check box to enable that particular date filter. When the box is unchecked the date picker controls are disabled. Checking the box enables the date picker's drop-down lists for From and To dates and sets those dates to today's date. You may then edit those dates to filter your list by your particular date criteria. There are two ways to edit a date in the Date Picker: • By typing: Click on the month, day or year and then type the revised number: • By using the calendar: Click the drop-down arrow and the calendar appears. Click the day you want, the calendar closes and the revised date is inserted. • Filter by ID: This filter criteria's function depends upon how you accessed the Project Filter window: • When you access the Project Management window from the Workflow pane, a Navigator window, or the Notifications pane, you bypass the Project Filter window. That is because a filter has already been applied for you; the filter is either the Project ID or the Vasont ID of the selection that you made in the previous window. In this case the Project ID and the Vasont ID are set to ALL, and the Clear buttons are grayed out.

• After that filter is applied and you are in the Project Management window you can click the Update Filter button and change the filter. It is then that the Filter by ID section comes into play. Normally, the controls are grayed out. But when you have a Project ID filter or a Vasont ID filter applied, that ID number shows up

in the appropriate box and the appropriate Clear button is enabled. Clicking the Clear button removes that system applied ID filter.

Clicking the Apply Filter button closes the Project Filter window and opens the Project Management window. If you decide not to go to the Project Management window, press the Cancel button or the red X in the top right hand corner of the Project Filter window. The Project Management window allows you to select criteria to filter for ALL users, ALL statuses, ALL collections, etc. Such a filter may retrieve many records and take a long time for the system to display the results. There- fore a warning message will display when Apply Filter is clicked and a large number of projects meet the criteria. The message will contain the number of records that will be retrieved and asks the user if they would like to define a more specific filter. Clicking Yes will stop the process and allow you to define a filter that is more specific. Clicking No will continue with the retrieval of projects.

The Vasont Notifications feature gives users the ability to automatically stay informed about events that occur with content they have access to. It also allows you to encourage others to subscribe to certain events rather than rely on traditional email notifications. It is an important component of the overall Vasont Project Management system (for more details, see Project Management). Notifications alert users that activity has occurred on specific events. Each user decides the number and type of Notifications that they wish to receive. There are four basic areas in which Notifications can be created: 1. Variants - when a component that is part of a variant set is modified. 2. Events related to an overall Workflow Project that contains individual Workflow steps. 3. The Workflow Step itself, when an event in a workflow step occurs within a Project. 4. New Components - when a specific type of component is added to a collection.

Notifications on the Home Page Notifications are posted to the Notifications pane on the user's Home Page.

The Open button allows the user to go to the appropriate window of corresponding information to which the Notifi- cation refers. When a Variant Modified notification is selected and the Open button is clicked, the user is taken to the Variant window for that particular component Variant relationship. When a Workflow Project or Workflow Task notification is selected and the Open button is clicked, the user is taken to the Workflow window for that specific Workflow Task or Workflow Project. When a Component notification is selected the user is taken to the component in the collection navigator. The Remove button removes the selected notification, and the Remove All button will remove all listed notifications. When clicking the Remove All button a confirmation message is displayed. Click OK to remove all notifications, or click Cancel to exit without taking any action. The Refresh List button returns additional notifications that may have occurred since the last time the list was refreshed. If the component that the Notification refers to is no longer in the system, i.e., the referenced component has been deleted, a message window will open and request confirmation for deleting the Notification.

Subscribing to Workflow Notifications There are two types of Workflow Notifications that can be subscribed to: those that are applied to specific tasks, and those that apply to generic workflow tasks, for any specific instance of that type. You can subscribe to both types.

Subscribing to Notifications for Workflow Tasks To subscribe to Notifications for Tasks: 1. Open the Workflow Tasks window and select the Workflow Task for which you would like to be notified.

2. Click Notifications. The Configure Workflow Task Notification window opens.

The Configure Workflow Task Notification window allows you to subscribe to any or all events for the selected Workflow Task. When you open the window, all of the events that you are currently subscribed to will be selected. The Events are: Workflow Task Overdue, Workflow Task Reassigned, Workflow Task Re- scheduled, Workflow Task Completed, and Workflow Task Started.

If you have previously subscribed to events for that task, they will be checked in the window; 2 otherwise, no events will be checked. If an event has been disabled in the Vasont Administrator, it will grayed out and unable to be checked.

3. Check the appropriate check box(es) in order to subscribe to the event(s). For details of the First Overdue Day and Subsequent Overdue Day optional settings for the Task Overdue event, see Configure Notification: Over- due Day Options. 4. Click OK to save your changes. Subscribing to Notifications for Workflow Projects Notifications on a Workflow Project can be setup to notify the user that an event in a specific Workflow Project has occurred, or that a Workflow Project has had an event in the selected Collection or any other Collection where

the Workflow Project definition is the same. For example, you could choose to be notified anytime a Workflow Project is rescheduled. If the selected Workflow Project is used in more than one Collection, then Notification would be received for all instances of the Workflow Project in any Collections that the user has access to. To subscribe to Notifications for Workflow Projects: 1. Open the Project Management window. • From the Application Menu, select Projects and apply the Project Filter as desired; the Project Manage- ment window opens with the relevant Projects listed. • From the Workflow Tasks window, select Open Project; the Project Management window opens.

2. Click Notifications, to open the Project Notifications window. The Project Notifications window is divided into three sections. The top portion of the window contains basic information about the selected Project. The middle portion of the window will apply Notification options for the selected Project (Active Project). The bottom portion of the window will apply Notification options for the selected Project and any other Project of the same type.

Projected Project Overdue Notification only covers projects that are not yet overdue, but are estimated to be overdue. Projected Project Overdue notifications will run once daily, shortly after midnight and the notification will show up in the user's Home Page. If the project is actually overdue, then a projected project overdue notification will not be sent. After the user receives the notification for a specific project, they will not receive another one until they have cleared the original notification from their list.

3. Check the appropriate check box(es) in order to subscribe to an event.

For details of the First Overdue Day and Subsequent Overdue Day optional settings for the Task Overdue event, see Configure Notification: Overdue Day Options.

4. Click OK to save your changes.

Subscribing to Variant Notifications

To subscribe to a Variant Notification, a Variant relationship must exist on the component. For more information about Variant relationships, see Using Variants and Variant Normalization .

To subscribe to a Variant Notification:

1. Open the Variants window.

• From any Navigator window, select the Relationships tab in the Details pane. Select the Variants information bar, then click the View Variants button.

• The Variants for: window opens.

For more details about the Variant, select Open Navigator (see balloon A). The window will open with the focus on a Variant component and the Variant listed in the Details pane as shown here. For more information about Variant relationships, see Using Variants and Variant Normalization.

2. Click Configure Notification (see balloon B); the Configure Variant Notification window opens.

The Configure Notifications button will not appear if the Variant Modified event has been disa- 2 bled in the Vasont Administrator.

3. In order to subscribe to a Notification when a Variant is modified, check the Variant Modified check box.

4. Click OK to save your changes.

Subscribing to Component Notifications Subscribing to a component notification allows users to be notified when a new component of a specified type (i.e., paragraph[section], [topic]) is added to the system. The subscription is specific to a component type and collection. For example, a user may want to be notified when a paragraph[section] in the Documentation collection has been added. To subscribe, locate an existing component within the collection navigator and perform the following steps. To subscribe to Notifications for new Components: 1. Select a component in a collection navigator that is the same component type that you wish to configure for notification (e.g. paragraph[section], chapter[book], etc.).

The configuration is for subscribing to a component type and not just the specific component 2 that is selected.

2. Right-click on the component and select Properties → Configure Notifications.

The Configure Notifications menu option will be available on all components unless the Compo- 2 nent Add event has been disabled in the Vasont Administrator.

3. The Configure Component Type Notification window opens.

4. Check the Component Added box. At this time, there is only one event available for components.

5. Click OK to save the setting.

Managing Notifications

Notification properties and current subscriptions for Tasks, Workflow Projects, Variants and Components can also be managed from the Manage Notifications window. This is accessed from the Views menu. From the Application Menu, select Views → Manage Notifications.

The Manage Notifications window opens.

1. The General tab contains two properties that the user can set. These properties effect all Notifications regardless of Notification type.

• If Receive notifications by email is checked, and the user has a valid email address set up in Vasont Ad- ministrator, and the system is set up to send emails to the user’s email server, then the user will receive an email in addition to the Notification on the My Notifications area of the Home page.

• If Automatically remove notifications after open is checked, then after the user opens a Notification from the Home page, the selected Notification will be removed from the list.

2. The Tasks tab allows you to view, edit or remove Notification subscriptions for Workflow Tasks.

• The Report button creates a report of all of the Task Notifications that you are currently subscribed to.

• The Remove button removes the notification event subscription for the selected Tasks.

• The Configure Notification button opens the Configure Workflow Task Notification window for the selected Workflow Task. The top portion of the window displays information about the Task and the Project where the Notification was initiated from. This window allows you to subscribe to any or all events for the selected Task in any Project, not just the Workflow Project that you selected when the Notification was

created. When you open the Configure Workflow Task Notification window, you will see all of the events that you are subscribed to.

If you have previously subscribed to events for that task, they will be checked in the window; 2 otherwise, no events will be checked.

Check the appropriate check box(es) in order to subscribe to the event(s). For details of the First Overdue Day and Subsequent Overdue Day optional settings for the Task Overdue event, see Configure Notifica- tion: Overdue Day Options. 3. The Projects tab allows you to view, edit or remove Notification subscriptions for selected Workflow Projects.

• The Report button creates a report of all of the Project Notifications that you are currently subscribed to. • The Remove button removes the notification event subscription for selected Projects. • The Configure Notifications button opens the Configure Project Notification window for the selected Workflow Project. The top portion of the window displays information about the Project that the Notifica- tion was initiated from. This window allows you to subscribe to any or all events for the selected Workflow

Project in any Collection, not just the Collection you were in when the Notification was created. When you open the Configure Project Notification window, you will see all of the events that you are subscribed to.

If you have previously subscribed to events for that task, they will be checked in the window; 2 otherwise, no events will be checked.

Check the appropriate check box(es) in order to subscribe to the event(s). For details of the First Overdue Day and Subsequent Overdue Day optional settings for the Task Overdue event, see Configure Notifica- tion: Overdue Day Options. 4. The Active Projects tab allows you to view, edit or remove notification subscriptions for a specific Workflow Project.

• The Report button creates a report of all of the Active Project Notifications that you are currently subscribed to. • The Remove button removes the selected notification event subscription for selected Tasks. • The Configure Notifications button opens the Configure Workflow Notification window for the selected Project. In the top portion of the window, information regarding the specific instance of the Workflow

Project is provided. When you open the Configure Workflow Notification window, you will see all of the events that you are subscribed to.

If you have previously subscribed to events for that task, they will be checked in the window; 2 otherwise, no events will be checked.

Check the appropriate check box(es) in order to subscribe to the event(s). For details of the First Overdue Day and Subsequent Overdue Day optional settings for the Task Overdue event, see Configure Notifica- tion: Overdue Day Options. 5. The Variants tab allows you to manage notification subscriptions for Variant relationships. Notifications occur when a Variant of the selected component is modified.

• The Report button creates a report of all of the Variant Notifications that you are currently subscribed to. • The Remove button removes the Variant Modified event subscription for selected Variants.

• The Configure Notifications button opens the Configure Variant Notification window for the selected Variant relationship. Check the appropriate check box(es) in order to subscribe to the event(s).

If you have previously subscribed to events for that task, they will be checked in the window; 2 otherwise, no events will be checked.

6. The Components tab allows you to manage notification subscriptions for Component types. Notifications occur when a new component of a selected component type is added to the system. All component types that have been subscribed to will appear in the list.

• The Report button creates a report of all of the Component Notifications that you are currently subscribed to.

• The Remove button removes the Component Add event subscription for selected Components.

• The Configure Notifications button opens the Configure Component Notification window for the selected Component type. Check the appropriate check box(es) in order to subscribe.

Configure Notification: Overdue Day Options The Notification configuration window for Tasks, Projects, and Active Projects gives you the option of setting the first and subsequent timing of the Notifications for the Task Overdue event. The Configure Notification window for a Workflow Task is shown here as an example. Overdue Day Options: the user has the option of selecting a First Overdue Day and Subsequent Overdue Days for the Task Overdue event. These settings allow you to be notified on an ongoing basis if the Workflow Task or Project continues to be overdue for a number of days. When a Task Overdue event is selected, the First Overdue Day defaults to one (1). By default, you are notified when a workflow event goes overdue by a single day. You may increase this initial value as required. If you do not wish to be notified until after a workflow event is overdue by a work week, then you could set the first overdue day to five (5). Setting the Subsequent Overdue Days allows you to receive an additional notification (x) number of days after the initial notification, continuing until the Task, Project, or Workflow is completed.

If you have previously subscribed to events for that task, they will be checked in the window; other- 2 wise, no events will be checked.

For many clients, translating content is an organizational and costly challenge. In many cases, controlling translation costs and managing the translation process is the single reason why a company chooses to use a content management system. Vasont Systems recognizes this and developed features to specifically address the challenges faced in translating content. Vasont's Translation features enable you to prepare and manage the process and lower your overall translation costs by minimizing the amount of content that needs to be translated. This is possible by providing tools that assist you in the following areas: Organizing the Content—Vasont provides storage for authoring the base language content, as well as related translated content. The base language is typically English, but could be another language defined by your configuration. Metadata on the content, and tools offered in the editorial environment allow you to easily identify, locate, navigate, or gather related content (source and target languages). In addition, Vasont stores metadata for the target languages and uses this information when preparing the content for translating. See Defining Languages for Translation Project for more information. Authoring Content—Vasont assists authors in writing content with translation cost savings in mind. For example, you can query for base language content that has already been translated into a target language, or you can display the base content in a styled preview pane and substitute the base content with translated content that already exists in Vasont's raw material. Both features allow the author to reuse content to reduce translation costs. See Locating Components Based on Raw Component Translation and Previewing Available Translation Content for more information. Preparing Translation Content—When the base language content is completed and ready for translation, a process will prepare clones of the content for each target language identified. The cloned content is stored separately from the base language, but metadata on the content links it to the base language and other target languages. The cloned content is marked with the language for which it will be translated. This process also gathers information about the content for viewing from the Translation management window. See Preparing Content for Translation for more information. Providing Content to Vendors—A scheduled program checks the database for content that is ready to be translated and extracts it to a specified FTP site or file server location (as defined in the program's configuration file). See Submitting Content for Translation for more information. Managing Translation Projects—The Translation management feature helps you manage your translation projects by tracking dates, vendors, languages, word counts, costs, and status information. From this tool, you can choose to send a project to a selected vendor for a quote, or define a vendor for performing the translation. See The Transla- tion Projects Window for more information. Receiving Completed Translations—When the vendor has completed the translation and posts it to a specified FTP site or file server location, a program will load the content into the Vasont database. During this process, status metadata is updated, and internal information about the content is stored that creates a relationship between base language raw material and the translated raw material. This information enables various features described in this section for authoring and cost analysis. See Loading Translated Content to Vasont for more information. Analyzing Translation Projects—The Translation management tool provides the ability to analyze a single project or group of projects. This information allows you to evaluate vendors based on costs and content that exists in translation memory. In addition, reports can be prepared to document translation costs and savings. See Analyzing Trans- lation Costs for more information. Saving on Translation Costs—By utilizing the Vasont translation tools, you can save money on your translation costs by 1) empowering the authors with a view to translation reuse, 2) providing vendor cost evaluations for your

translation managers, and 3) Vasont's ability to determine what content needs to be translated and holding back content that already exists in the target language.

The features and processes described in this chapter are based on configurations developed in ver- 2 sions ST 2.2 or later. Some sections may be applicable to older versions of software and configurations, but to be sure, check with your Vasont system administrator or Vasont support leader.

Accessing the Translation Window 1. Click Translate on the main toolbar.

The Translation Projects window can also be accessed from Views → Translations on the main 2 menu. If the Translation button or menu item is not available, then the Translation Window privilege has not been assigned to your user account.

2. The project filter displays. Select the desired filter criteria or use the default criteria. See Using the Translation Project Filter Window for more details. 3. Click Apply Filter. 4. The Translation Projects window displays. See The Translation Projects Window for more details.

The Translation Projects Window The Translation Projects window displays information about the translation content. A project is initiated when the base content (typically English) is considered complete and ready to be translated to other languages. The initiation occurs from the Translation Clone right-click menu or from a workflow task.

The Projects section of the Translation Projects window lists items that are involved in a translation process. Specif- ic information for each entry is captured in a re-sizable column. The columns can be resorted in ascending or descending order by clicking on the column heading.

The following information can be obtained from this window:

• Project Status— Defines the stage at which the translation project is currently being processed.

• Completed: All files for the project have been translated by the translation vendor, retrieved and loaded back into Vasont.

• Active: The project has been initiated and is awaiting return of all the translated files.

• Cancelled: The project has been cancelled by the user.

• Created By— This is the user who initiated the translation project. The initiation can occur from a right-click Translation Clone menu option or from a workflow task.

• Create Date— The date when the translation project was initiated.

• Collection— The collection where the base content resides. This is typically an English language collection, but may be another language.

• Component— The component description.

• Total Cost— An estimate of the total cost for the project for all files and languages. Note that this depends on the status of each file and which vendor was selected to translate each given language.

• Cost Savings— An estimate of the cost reductions based on previously translated content that is not sent or is sent but uses the vendor's reduced match cost from translation memory. See Analyzing Translation Costs for more information.

• Total Words— The number of words in the content.

• Not Sent— The word count of content that Vasont sees as translated and does not need to be sent to the translation vendor.

• Sent— The word count of content that Vasont sees as untranslated and needs to be sent to the translation vendor.

• Project ID— The Vasont identification for the project.

Various action buttons are available from this window:

• Update Filter— Allows you to modify the filter for the project list.

• Open Navigator— Opens a navigator for the selected project and takes you directly to the content's primary component.

• Submit for Quote— Requests a translation quote from the vendor for the selected project. See Submitting Translation Content for Quote for more information.

• Submit for Translation— Sends the project to the vendor for translating. See Submitting Content for Transla- tion for more information.

• Cancel Project— Cancels the translation project. See Cancelling a Translation Project for more information.

• Cost Analysis— Opens the cost analysis window that provides details on various project costs and allows “what if” scenarios. See Analyzing Translation Costs for more information.

The Details Pane contains the same information but in an easier to read format. In addition, information on the files and history can also be obtained. See Using the Translation Projects Details Pane for more information.

The Summary Section provides totals for all the projects displayed in the list. Changing the items in the list (by revising the filter) will change the totals in the summary section. See Using the Translation Project Summary Section for more information.

Using the Translation Project Filter Window The Translation Filter contains several fields to narrow the scope of the entries presented in the Translation window. The following instructions provide information on the settings that will help you define a filter that will present the entries you are interested in viewing.

1. Make the selections in each field that meet the criteria for the listing you wish to display. • Filter by Primary Information— select the appropriate collection and client key values. • Collection: select a specific collection or All from the drop-down list. This list contains all collections in your system. • Client Key: enter a client key value or select All from the drop-down list. If entering a client key, it should include the language code that you wish to examine. For example, “v123456_fr”. • Enable Project Create Date Filter— check the box to activate the date selection fields. Enter the desired dates in the From and To boxes or use the pop-up calendar to easily select a date. Pop-up Calendar: Click on the calendar icon in the corner of the From or To text box. The calendar will appear with the current date selected by default. The arrows in the upper left and right corners will change the month selection. Click on a date to enter it into the field. • Enable Submission Date Filter— check the box to activate the date selection fields. Enter the desired date in the From and To boxes or use the pop-up calendar to easily select the date. See details for using the calendar in Pop-up Calendar in the preceding item. • Filter by Project ID (read only)— this box will be populated with the project ID if the filter is opened from the Translation information bar on the Details pane. If you wish to refilter outside of the scope of the project where the filter was opened, click Clear so that the return list will be fully populated with entries that meet the remainder of the filter criteria. • Filter by Translation Vendor— select a specific vendor or All from the drop-down list. The entries in this list are derived from the translation vendors who have been configured in the Vasont Administrator in the Translation Vendor section. • Filter by Project Creator(s)— select a user from the list or select All. The list is comprised of all users in your system. • Filter by Status(es)— select a status or select All. See The Translation Projects Window for a description of each status.

• Filter by Language(s)— select a specific language or All. The entries in this list are derived from the translation languages that have been configured in the Vasont Administrator in the Translation Language section. 2. Click Apply Filter. Clicking Cancel will dismiss the filter without making any changes. 3. The Translation window will open or be refreshed with entries that meet the filter criteria. Using the Translation Projects Details Pane The Translation Projects window provides a Details pane for an alternate view of the translation information. The display of the Details pane is controlled by the Show/Hide Details button on the window or toolbar.

Selecting the Project Summary information bar presents the project information in vertical format, making it easier to view all fields.

The Project Languages section lists all of the languages in the project. The status, vendor and other information for each language is displayed in the columns of the list view. Selecting any language activates the buttons located below the list.

• Open Navigator— Opens a separate navigator window which contains the selected language primary component.

• Base Language Extract— Extract the content as it looked at the time the translation project was initiated.

• Translated Extract— Extract the content as it looked when the project was completed and the content was loaded into Vasont from the translator (only available if the project was completed.)

Selecting the File Tracking information bar will show information about all the files for the selected project. At the top of the pane are two combo boxes for filtering the list of files by Language or Status. The list contains entries for each file, language, status, collection, component, and project ID. Selecting any file enables the buttons located below the list. • Report— Allows printing of the information. • Open Navigator— Opens a separate navigator window which contains the selected primary component. • Show File History— Opens a File History window with information about the selected file. • Cancel File— This button is enabled under the following conditions: • The file's status is not already Cancelled or Completed. • The file is part of the current project. Files that are displayed here may actually be leveraged from other translation projects. This can be noted by viewing the project ID in the file list view and comparing it to the Project ID in the list view of the main window.

When the Cancel File button is clicked, a confirmation window will display. Click OK to continue with the cancellation, or click Cancel to dismiss the window without taking any action. After a file is cancelled the status displayed in the list will immediately toggle to Cancelled. If all other files related to the project/language are Cancelled or Completed, then the Language Status will toggle to Com- pleted. If all other files related to the entire project are Cancelled or Completed, then the entire Project status will toggle to Completed. Note: Depending on the timing of the file cancellation, you may need to notify the translation vendor to let them know that the file should not be processed. Below the buttons is a summary of the counts of files in each status.

Selecting the Word Count Reuse information bar will display cost information for the project, separated by language. A Report button allows printing of the information.

Selecting the Submission History information bar will display a list of actions that have taken place for the project. Selecting a language entry from the list will enable the Update button. Pressing the Update button opens a pop-up dialog which allows the entry of specific information received from the vendor regarding the project name and cost information. A Report button allows printing of the information.

Selecting the Filter information bar will display the list of criteria used in the current project filter.

Using the Translation Project Summary Section The Summary Section of the Translation Projects window provides totals for all the projects displayed in the list above it. This information can be useful for evaluating a group of projects, or creating reports about specific projects, or setting goals for future projects.

• There are three projects in the list. This is reflected in the Total Projects field. • The Total Words field reflects the number of words found in the Total Words column for each project listed. In the preceding screenshot example, there are 1,761 words in the three projects. • Total Translated value reflects the number of words in the three projects that already exist in Vasont and are translated to the specified languages. There is no need to send these files out for re-translation. • Total in TM is the number of words that Vasont knows exist in the vendor's translation memory for the three projects (because Vasont has received translations for these from the vendor or another vendor who shares the same translation memory). • # Active, # Completed, and # Cancelled fields display a total count for the projects that have the status. In the preceding screenshot example, there are two Active projects and one completed project. • % Active, % Completed, or % Cancelled fields display the percentage of projects in the list that have an Ac- tive, Completed, or Cancelled status. In the preceding screenshot example, one project is completed and two projects are active. Therefore, 33% percent of the projects listed are complete and 67% of the projects listed are active. • The Cost Savings field displays a total number of dollars saved for all projects in the list. In the preceding screenshot example, one project saved $217.60 and another saved $14.00 because translated content already existed and did not need to be sent out for translation. Therefore, the total dollars saved is $231.60. • The % Reuse field displays the percentage of reuse in the listed projects. In the preceding screenshot example, 276 words of the 1,761 were reused, which is 16% of the content. • The % in TM field displays the percentage of content that is found in the translation memory. In the preceding screenshot example, of the 1,761 words in the three projects, 689 exist in the translation memory. This is 39% of the content.

Defining Languages for Translation Project System configurations vary from one client to the next, but one requirement remains consistent for all translation configurations. There must be a metadata component in the base language content that allows you to define the lan-

guages that the content will be translated to for global publications. A Translation Metadata component groups the language components within the base language publication. Typically the languages are defined with a component called Translation Language and has an xml:lang attribute value for the language abbreviation that is required for translation. The content will typically contain several Translation Language components, one for each required language. In the screenshot below, notice that the Mediflow 4.0 Manual is set to be translated into French (fr-fr) and Italian (it-it).

The Translation Metadata and Translation Language components can be created with the traditional methods, or you may use the right-click menu option, Select Translation Languages to simplify the process. This menu option will present a Select Translation Languages window that allows you to pick from a list of available languages and move them into a Languages Selected pane. When you click OK the Translation Metadata component will be automatically created, and nested under this component will be a Translation Language component for each of the languages you selected.

The Select Translation Languages menu option is used to create the initial Translation Metadata components. Once created, additions or alterations are made in the traditional manner through the component's update window, or by creating new components with the right-click option of New → [component] → Create New.

Select Translation Languages is a configuration option that may or may not have been added in 2 your system. See your Vasont system administrator for more information.

Subsequent processes will reference the Translation Language component for the required languages for translation. See Preparing Content for Translation.

Excluding Content from Translation There may be times when you need to keep a component from being cloned for translation and overwriting the existing translation. Or, there may be components in your content that should never be sent to the translation vendor for

translating. In these cases, a specific attribute (typically “translation”) should be set on the base language (typically English) primary component, to a specified value (typically “complete”).

This behavior must be configured in your system. Check with your Vasont system administrator for 2 more information.

Preparing Content for Translation A translation project is started when the base content (typically English) is considered complete and ready to be translated to other languages. The translation clone is initiated from the Navigator right-click menu (or from a workflow task completion, depending on your configuration). Right-click on the primary component and select Trans- late Clone. Note: This action is typically initiated at the published document level (for example, a DITA Map, Man- ual, Book, User Guide, etc).

The process begins by cloning all of the content in the base collection (Maps, Books, Manuals, etc.), once for each language specified in the Translation Language components. Then each referenced piece of content is cloned (Top- ics, Chapters, Sections, etc.), unless an existing translated version of the content already exists for the desired language. Once the translation clone process is completed, a message box will display stating the process completed successfully. The message box also states the total number of primaries processed and the number of languages to which the English content was translated.

To keep a base language (typically English) module or graphic from being cloned and going to the translation vendor, set the “translation” attribute to “complete”. When the clone occurs, transla- 2 tion=complete will be honored and will not overwrite the existing translated targets. See Excluding Content from Translation for more information.

During this process the following items occur: • Before a module is cloned, a check is performed to see if a corresponding language module already exists in the translation collection. If a completed translation module exists for the language, then the clone will not occur for the module.

• Each cloned component's client key is appended with the appropriate language code for which it will be translated. Settings in the Vasont Administrator determine what the code is for each language used in your system.

• Cloned pointer components are relinked from the base language target to the corresponding target in the new language content.

• The xml:lang attribute on the cloned module primary is labeled with the language code to which it is intended to be translated.

• An attribute (typically called translation) will be set to “required” on the primary component. This attribute provides a visual indication that the module will be extracted and sent for translation. The attribute setting itself, does not drive the extraction process and its existence is optional.

Translation configurations are unique to each client. Consult with your Vasont system administrator 2 for more information on your specific translation configuration.

The next step is to send the untranslated content to the translation vendor. See Submitting Translation Content for Quote or Submitting Content for Translation.

Submitting Translation Content for Quote

Before committing to a vendor for translation, you may want to have the project quoted by a vendor. This process will allow you to shop around for the best deal for the content that you need translated.

In order to do this, your translation extract program will need to be configured to do this (see your 2 Vasont system administrator).

To assign a vendor for a quote:

1. Open the Translation window.

2. Highlight the Project.

3. Click Submit for Quote.

4. Assign translation vendors to each language to be quoted.

a. Select a language from the Language drop-down list and a vendor from the Vendor drop-down list.

b. Click Submit.

c. The Submission History for this Project pane displays. An entry for the language and assigned vendor is shown.

d. Repeat these steps to add Languages and Vendor assignments until all languages in the project have been assigned. The Language box will display “No language unsubmitted” when all languages have vendor assignments. Also notice that vendor assignments can vary for each language.

5. Click Close. 6. The vendor assignments now appear in the Submission History information pane on the Translation Projects window.

Submitting Content for Translation Vasont's translation configuration relies on a scheduled program to check the translation collections for content that needs to be extracted and sent to a translation vendor. The program evaluates the content versions based on the translation clone activity; in other words, from the time the current translation clone occurs, compared to the last time the translation clone was performed. This comparison determines what referenced modular content will be extracted and posted on a FTP site or file server for the translation vendor to retrieve. A configuration file contains information on the collections to be checked for content requiring translation, where to place the extracted files for the vendor, and other required information that allow the program to operate. Posting the files for the translation vendor depends on settings in your Vasont Administrator: • If you have a default translation vendor: When the translation clone occurs, the content is ready to be extracted the next time the scheduled extract program runs. Note: The default translation vendor is set in the Vasont Administrator. • If translation vendors vary: When the translation clone occurs, the content will be held until you select a vendor in the Translations Project window. See Selecting a Vendor for Translation for more information. Note: The vendor list is specified in the Vasont Administrator. As the content is extracted, the primary component will have an attribute value set to indicate that the content has been extracted and sent to the vendor. The attribute is typically named “translation” and the value is typically “pending”, although your system may be configured to use another attribute or value. When the translation vendor has completed the job and placed the files in a specified location (FTP site or file server), the translation load program will take the files and load them into Vasont. The program knows where to put the files in the database because of metadata stored in a Vasont processor instruction within the file, and settings defined in the program's configuration file.

Selecting a Vendor for Translation If your configuration does not specify a default vendor for a language, then you will need to assign a vendor to each language in the translation project before the extract program will automatically extract the content for translation. If you select the project in the Translation Projects window and open the Details pane to the Project Summary information bar, you will see that the languages do not have a vendor assignment. (See the following screenshot.)

To assign a vendor for translation: 1. Open the Translation window.

2. Highlight the Project. 3. Click Submit for Translation. 4. Assign translation vendors to each language to be translated. a. Select a language from the Language drop-down list and a vendor from the Vendor drop-down list.

b. Click Submit. c. The Submission History for this Project pane displays. An entry for the language and assigned vendor is shown.

5. Click Close. 6. The vendor assignments appear in the Project Summary information pane on the Translation Projects window.

Tracking Translation Activity The Translation Projects window displays information about content where the translation clone has occurred. The translation clone process gathers and feeds information about content to the project window; for example, the number of modules that require translation and the number that do not, the total number of words to be translated, or the total number of words that are already in Vasont's translated raw material. Using this information and stored values in the Vasont Administrator allow costs and savings to be calculated and presented for a given translation project. For more information, see the following topics: • The Translation Projects Window • Using the Translation Projects Details Pane You can also track translation status by checking the translation attribute value on the target language primaries. • required: means that the content needs to be translated. It is currently in the base language from the clone process. • pending: means that content has been extracted and sent to the translation vendor. It is currently in the base language in Vasont. • complete: means that the translated content has returned from the vendor and loaded into Vasont, overlaying the clone of the base content. The content is now ready for further processing or publishing (depending on your business requirements). There are reports that also help track the status of translation content. These are configuration options and may or may not be set up in your system. See Locating Related Language Content for more information.

Cancelling a Translation Project A Translation project can be cancelled if necessary. When this occurs, the project will appear with a “Cancelled” status in the Translation Projects window. You will need to correspond with the translation vendor to cancel the activity taking place on their end. To cancel a translation project: 1. Open the Translation Projects window.

2. Select the project entry for the project to be cancelled. Click Cancel Project. 3. A confirmation message will display. 4. Click OK. The cancel operation marks the translation project and all of its languages as “cancelled”.

Cancelling a Translation File A Translation file can be cancelled when necessary. Perhaps the file does not need translating or the translation vendor will not be sending the file back and the absence of the file is holding the project up from being completed. To cancel a translation file: 1. Open the Translation Projects window. 2. Open the File Tracking information bar of the Details pane. 3. Select the file to be cancelled. Click Cancel File. 4. A confirmation message will display. 5. Click OK. After a file is cancelled the status displayed in the list will immediately toggle to Cancelled. If all other files related to the project/language are Cancelled or Completed, then the Language Status will toggle to Completed. If all other files related to the entire project are Cancelled or Completed, then the entire Project status will toggle to Completed.

Your translation system may be configured with a feature that determines when multiple copies of the same content have been extracted and submitted for translation. When configured, Vasont will at- 2 tempt to load an older instance of the content and then reject it because Vasont has determined that a newer instance of the file has been processed. When the file is rejected, the file will be canceled in the Translation Project Manager. When this happens, the cancellation reason will be, “A newer instance of this content exists in another translation project.” The description can be viewed from the Translation window → Details pane → File Tracking → Show File History. See your system administrator to determine if this functionality has been configured for your system.

Loading Translated Content to Vasont During the load process, the translation load program will update the database with information that creates a link between the base language (typically English) raw material, and the translated raw material for the language which is being loaded. See Creating Raw Material Translation Relationships. This functionality (or link) provides information when viewing content in the Raw Material Browser and the Relationships Tab, Translations Information Bar in the Details pane. In addition, it allows Previewing Available Translation Content from base content. When the load process is completed, the translation attribute will be set to a specified value, typically “completed”. This is a visual cue that the stored content is now in the target language.

Careful consideration must be given when loading translated content that was not prepared in Vaso- 2 nt's translation process. The following list defines the shortcomings in the XML and processes that will not be performed. • Vasont expects the client keys to be appended with the language code for which the content is translated. The client keys provide a link between the base language component and target language components. The client keys with the language suffix also ensure that the cross reference components will link to the appropriate language component in Vasont. • Loading content manually will not create the raw material relationships that several of the translation management features rely on. • Metadata will not be automatically updated on the content after loading. • The status of the project will not be reflected in the Translation Projects window. If you must load translated content that Vasont did not prepare, consult your Vasont Systems support leader to determine the actions to be taken.

Analyzing Translation Costs

The Translation Projects window features a Cost Analysis option for examining the costs associated with a selected project's languages. The initial display shows costs based on the currently selected translation vendor (regardless if the project has already been translated or not). If a vendor has not been selected, then default translations costs will be displayed. To evaluate other vendor options, you can change the vendor selection to determine if better rates are available for the project. The following steps outline this procedure. 1. Open the Translation Projects window. 2. Highlight the project to be evaluated. 3. Click Cost Analysis. 4. The Translation Cost Analysis window displays. Each language in the project is shown, along with the chosen vendor. The translation information is displayed, as well as the costs and savings for the language.

5. To check another vendors rate, select a language in the list and click Modify.

6. The Translation Vendor Selection window displays. This window shows other available vendors (as defined in the Vasont Administrator) and their translation rates. The [unassigned] entry allows you to enter a Unit Cost and Match Unit Cost for a vendor that does not exist in the list.

7. To further analyze the costs, select a language from the Translation Vendor Selection window. 8. Click Details. 9. The Vendor Language Translation Cost Savings Details window displays.

This window shows the calculations for translation costs based on the selected vendor and their pricing. In the preceding screenshot example, Lionbridge charges 70 cents for translating a word, and 30 cents for processing words that exist in their translation memory. #1 - 346 words are being sent to Lionbridge that Vasont has never sent to them before (or any other vendor who shares the translation memory that Lionbridge uses). Therefore, the 346 words will be translated at the higher cost. #2 - Vasont has not translated any of the content for Lionbridge before, or any other vendor who uses the same translation memory as Lionbridge. Therefore, zero words will be processed at the lower cost rate. #3 - 138 words are not being sent to Lionbridge, and as far as Vasont knows, they are not in the Lionbridge's translation memory. In this case, another vendor, who does not share a translation memory with Lionbridge, translated the content in a previous project. #4 - This translated content already exists in Vasont, and Lionbridge, or another vendor who shares a translation memory with Lionbridge, has translated this content in the past.

Standard Cost column shows each item and what the cost would be if all content was sent to vendor and translated at the higher word cost. The rates do not consider translation memory reductions.

Actual Cost shows what it will actually cost using Vasont's ability to hold back content that has already been translated, or that Vasont knows is in the vendor's translation memory and will be processed at a lower charge.

Savings shows the amount of savings that Vasont is able to help you receive and where the savings are occurring.

The following screenshot shows another example.

#1 - 150 words are being sent to Sajan that Vasont has never sent to them before (or any other vendor who shares their translation memory). Therefore, the 150 words will be translated at 50 cents, a total of $75.00.

#2 - Vasont knows that 196 words have been translated by Sajan before, or another vendor who uses the same translation memory. Therefore, the 196 words will processed at 10 cents each, for a total of $19.60 and a savings of $78.40.

#3 - 7 words are not being sent to Sajan, and as far as Vasont knows, they are not in the Sajan's translation memory. In this case, another vendor, who does not share a translation memory with Sajan, translated the content in a previous project. A savings of $3.50 is gained.

#4 - 131 words already have translations in Vasont, and Sajan, or another vendor who shares their translation memory, has translated this content in the past. A savings of $13.10 is gained.

Locating Related Language Content

There are some configuration options that can be utilized to report on translated content. One option creates a report window of components that have a similar client key value. Since the translation process appends a language code to the client key, this option is ideal for creating a report from a base language or translated language component.

Locating components with similar client keys:

1. In the collection navigator, right-click on a component and select Topic Uses.

You may initiate this report from a base language primary component or translated primary component, as well as any sub-component. You may also initiate it from a pointer component, such as ConceptRef in a Map.

This option may be labeled differently in your system (i.e., Client Key Uses). Check with your 2 Vasont system administrator to determine if this option has been configured in your system. 2. The Collection Use window displays. All components listed have a client key similar to the component where you initiated the report. Therefore, pointer components can appear in the list. In the following screenshot example, you can see for the English Concept with the client key of c88687, there are translated instances of the Concept for French, German, Chinese, Italian, and Spanish.

3. Right-clicking on an entry in the list and selecting Open Navigator will open a collection navigator for the selected component. 4. Click Close to dismiss the Collection Use window. Another configuration option may be set up on a Map, Manual, or Book-type component. This option will display a report with all translated modules that are part of the translation project. The information that it displays is dependent on the configuration settings. For example, it may show all translated modules and their translation metadata setting. Or it may only show translated modules that have a translation metadata setting of “pending” or “required”. Locating a document's translated modules: 1. In the collection navigator, right-click on a Map, Manual, or Book-type component and select Translated Top- ic Report.

This option may be labeled differently in your system (i.e., Translation Report). Check with your 2 Vasont system administrator to determine if this option has been configured in your system. 2. The Primary Attribute Status window displays. This report displays all modules in the translation collections that meet the configuration criteria. In this example, you can see that each of these modules has a translation attribute set to “complete”, signifying that the content is translated and ready to be published. The xml:lang column display the xml:lang attribute setting, that identifies the language to which the module was translated.

3. Right-clicking on an entry in the list and selecting Open Navigator will open a collection navigator for the selected component.

4. Click Print to send to a printing device or save to an electronic file. 5. Click Close to dismiss the Collection Use window. You may also locate translated components by using special query properties. See Locating Components Based on Raw Component Translation for more information.

This section includes the following: • What is a Daemon? • What Kinds of Functions Can a Vasont Daemon Program Do? • Where Can I Get a Vasont Daemon or How is a Vasont Daemon Program Created?

What is a Daemon? A daemon is a computer program that runs in the background, rather than under the direct control of a user. Dae- mons often handle processes that the user can't be bothered with. Daemons are typically started when the computer is booted up and require no user interaction. Usually a Vasont daemon should be run from a server machine as a server process or service that can be configured with permissions that the Vasont daemon might need to perform its duties, rather than from a user’s desktop. For example, a daemon might need access to a backup drive that a normal user cannot access, write access to a special website directory, or even special Vasont permission to perform some mundane or repetitive task.

2 Some customization is required to implement.

What Kinds of Functions Can a Vasont Daemon Program Do? Some examples of the processes that a Vasont daemon might perform include: • A daemon could be created to respond to an email that an editor has recently approved a document in Vasont, extract the content, format it, create a PDF from the approved content, and publish the PDF automatically to your website.

• A daemon could be set to poll Vasont for recently added sections that now need to be translated, and email the sections to the your translator. Another daemon could watch for new items coming in to an inbox from the translator and load the translated section to Vasont. A third daemon could watch to see that all of the sections that make up the publication are fully translated and perform an extract of the final translated content for review. • Every night, a daemon could extract all of the newly edited and approved content, format it, and replaces the edited pages on your website. • A daemon could gather a list of the projects currently being worked on in Vasont, and send an email to all interested parties every morning. There really is no limit to the types of things that a daemon could be set up to perform!

Where Can I Get a Vasont Daemon or How is a Vasont Daemon Program Created? A Vasont daemon will typically connect to the Vasont database through the use of the Vasont API. The API is a set of functions that the daemon can use to manipulate content in Vasont, much as a normal user would. Daemons have to be written in a programming language such as Microsoft Visual Basic, .Net, Java, C++, or anything else that can interface with the Vasont API through its Windows COM dll. Vasont Systems has written several daemon programs for our clients and would be happy to write one that is specific to your needs, or to provide technical assistance if you would like to write your own.

Vasont's Auto-Publishing functionality allows content to be automatically extracted and published, using configuration features, workflow, and external programs. Using Vasont's automatic publishing functionality, you can have hands-free publishing. There's no need for publishers or project managers to spend time performing manual tasks. Workflow triggers the process, and Vasont's external programs handle the rest. A Project Organizer collection is used to drive the process. References to the publishable content are located in the Project Organizer collection, as well as output information for publishing. You can choose to store your published documents in the Publications collection. This option allows you to have all published documents automatically stored in Vasont and available for querying tools (i.e., Vasont WebLNX, or directly querying in Vasont). The following screenshot gives you an overview of the collections and components utilized in the Auto-Publishing configuration.

The Project Organizer collection pulls the pieces for the documentation process together so that they can be easily tracked and published.

The components in your Project Organizer collection may differ from the screenshot. The key com- 2 ponents for this feature will be defined in the following sections.

The Output Templates collection stores predefined Output components that can be cloned into the Project Organiz- er. These templates provides a convenient method for quickly setting up the Output component in a new publishing project. The Maps collection represents the content that will be published. You may choose to publish BookMaps, Books, Manuals, etc. The Publications collection is where the published documents will be stored if you choose to utilize this portion of the process. A workflow project that is applied to the Subproject in the Project Organizer can automate the triggering of the publishing process. This is done by automatically setting a specified attribute with a value that indicates that the content is ready for publishing. This will happen on a completion of a workflow task. If you do not use workflow, then a user can manually update the attribute when the content is ready for publishing.

The following steps define how the process works. 1. Create a Subproject in the Project Organizer collection (if it doesn't already exist for your project). See Project Organizer Collection for more information. 2. Create the Content Ref component (if it doesn't already exist for your document). This is the link to the document to be updated or created and then published. 3. Create the Deliverables component (if it doesn't already exist for your document). This is the component that groups all of your output types needed for the document (e.g., PDFs, HTML). 4. Create an Output component. This is the component that defines the requirements for one type of publishing output for your document (e.g., PDF). To create a new Output component from predefined templates in Vasont: a. Right-click on the Deliverables component and select Create Output from Template. b. A window will display with a list of predefined templates. These are templates that were created for your content and publishing needs. c. Choose a template from the list that is appropriate for the type of publishing that will be needed. d. Click OK. e. The new Output component will now show under the Deliverables component. 5. Populate the Auto-Publishing attributes on the Output component. (Note: The following items may already be defined from the template that was used to create the new Output component.) a. Set the auto-publish attribute to yes. b. Set the auto-publish-status attribute to none. c. Set the publish-type attribute. • Use the drop-down list to select a Publication Type already configured in your system. • Create or update a Publication Type by clicking the ellipsis button. See Creating a New Publication Type or Modifying a Publication Type for more information. d. Set the store attribute. Yes for automatically storing the published document in Vasont. No for bypassing the automated storage option. e. Set PublishConditionSet attribute. • Leave the value blank if content filtering is not necessary for the published document. • Use the drop-down list to select a Saved Condition Set already configured in your system. The values in the list are related to the value selected in the publish-type attribute. See Project Organizer Collec- tion for more information. • Create or update a Saved Condition Set by clicking the ellipsis button. See Creating a New Saved Con- dition Set or Modifying a Saved Condition Set for more information. 6. Populate the attributes on the Metadata component. These attributes are specific to your configuration. They are the attribute values that you want to be placed on the stored published document. For example, the attributes may specify the product, countries of distribution, etc. The values will be useful for querying the Publications collection to find published documents. (Note: The following items may already be defined from the template that was used to create the new Output component.) 7. If you have multiple publishing output requirements, repeat the previous steps to create another Output component. 8. If you haven't already, begin making the updates to the document and referenced topics. If your system is configured with workflow for the Subproject component, then advance the workflow and perform the assigned tasks.

9. When the document is ready for publishing, the auto-publish-status attribute on the Output component should be updated with the value of start.

If your system uses workflow to drive the document update process, then the attribute will be automatically set by the completion of a workflow task.

10. The Auto-Publishing extract program will poll the Publication Types to find any Deliverable component that has an Output component with auto-publish-status attribute set to start. When one is found, the content will be extracted using the instructions in the Output component (i.e, Publication Type and Saved Condition Set).

Your system administrator has scheduled the Auto-Publishing extract program to run at specific 2 times. Therefore, it may take some time before the extract process begins.

Once the content is extracted, the auto-publish-status attribute will be set to pending. This value means that publishing is in progress. It also keeps the extract program from pulling the content in a future run.

The Auto-Publishing extract program will create a manifest file that contains all pertinent infor- 2 mation about the publication and how it will be loaded back into Vasont. The information comes from the Publication Type, the attributes on the Output and Metadata components, and the Saved Condition Set. This file will travel with the publication through the publishing and loading process.

Since the extract process is happening with an automated program, users are free to work while the publishing extract is occurring.

11. The publishing tools will be executed to run by the external publishing process (e.g., DITA-OT, Antenna House).

12. The published document will be loaded into Vasont using the Auto-Publishing load program and the information in the manifest file.

An Output Ref pointer component will be created in the Output component in the Project Organizer. The Out- put Ref will be linked to the published document in the Publications collection.

The auto-publish-status attribute on the Output component will be set to complete. This value means the publishing process has finished.

13. The Publications collection can now be queried to locate the published document based on the values applied to the document.

The metadata values come from the attributes that were populated on the Metadata component in 2 the Output section of the Project Organizer.

14. If you have a need to re-publish this document, you will need to reset the auto-publish-status attribute (remove existing value), so that the process can begin again.

• If you are using workflow to manage the update process, initiate and advance the component through workflow. This will set the auto-publish-status to start at the appropriate point in the workflow.

• If you do not need to run the component the whole way through workflow again, manually set the auto- publish-status attribute to start when the content is ready to be re-published.

Project Organizer Collection The Project Organizer collection is used to manage you product updates and projects. Use of this collection is determined by your management team. The collection is typically used to hold important information about the project, schedules, and update requirements. It is also used to drive workflow and publishing. The Project Organizer collection is essential to the Auto-Publishing feature. Your Project Organizer structure may differ from the one shown in the following screenshot, although the highlighted components are required for Auto- Publishing.

The following is an explanation of each of the components, as well as required attributes for Auto-Publishing. The Subproject component defines a portion of your project. For example, a Project may be associated to one of your products (e.g., Blood Pressure Monitor), might include Subprojects Getting Started Guide, Vasont User Guide, or Marketing Literature. The Content Ref component is a pointer that references the content that will be published (e.g., BookMap, Map, Manual, Book). The Deliverables component is used to group the Output components that hold the information for the various outputs that are needed for the Subproject. The Output component defines information for a single output requirement (e.g., PDF, HTML). A Deliverable component may contain multiple Output components. The Output component contains the following attributes: • auto-publish: Determines if Auto-Publishing will be used to publish the Output component. Valid values are “yes” and “no”. The default value is “no”, meaning that the Output component will not be handled by the Auto- Publishing process. • auto-publish-status: Drives the Auto-Publishing process. Valid values are “(none)”, “start”, “pending”, and “complete”. The default value is “(none)”. • (none) means that Auto-Publishing is inactive or that the content is not ready to be published. • start means that the content is ready to be published. This is the value that the Auto-Publishing extract program will be looking for when it runs. • pending is the value that the Auto-Publishing extract program will set the attribute to when it has extracted the content for publishing. • complete means that the publishing has finished. If the published document will be loaded to Vasont as part of the process, then this setting will occur after the document is loaded to the Publications collection and the Output Ref pointer is linked to the published document. If published document will not be loaded to Vasont, then this setting will occur when the publishing tool has finished the creating the output.

• publish-type: This is a special attribute that will point to a Publication Type that has been defined in your system. The Publication Type contains information on how to extract and load the content for publishing. See Publi- cation Types for Auto-Publishing.

• store: Determines if the published document will be automatically loaded to the Publications collection. Valid values are “yes” and “no”. The default value is “yes”, meaning that the published document will be loaded to Vasont as part of the process.

• PublishConditionSet: This is a special attribute that points to a Saved Extract Conditions Set that has been defined and “shared” in your system. The Saved Extract Condition Set defines the attributes and values that will be used to filter the content for publishing. See Saved Condition Sets for Auto-Publishing.

• Use the drop-down list to select a Saved Condition Set already configured in your system. The values in the list are related to the value selected in the publish-type attribute. For example, when the publish-type attribute is set to “PDF for Map”, which is related to the Map collection, then the PublishConditionSet attribute list will display Saved Condition Sets that are related to the Map collection.

• When the publish-type attribute does not have a value, then the PublishConditionSet will not contain a list of values in the drop-down list.

• When the publish-type attribute value is altered it may or may not affect the PublishConditionSet attribute value or drop-down list. If the new publish-type value relates to the same collection (e.g., Map) as the previous value, then the drop-down list for PublishConditionSet will not be affected.

• If the publish-type value is cleared or deleted, then the PublishConditionSet will be cleared.

The Output Ref component is a pointer to the published document that has been stored in the Publications collection. This pointer is automatically created as part of the Auto-Publishing process.

The Metadata component contains attributes and values that you want to have applied to the published document that will be stored in the Publications collection (i.e., product, audience, locales, revision, etc.). These are attributes that are customized for your Auto-Publishing process. See your system administrator or team leader to determine the appropriate values for your attributes.

Publication Types for Auto-Publishing

A Publication Type is a set of items that provide information to the Auto-Publishing program. It defines the collection where the content to be published resides and the extract view to use to pull the content out of the database. If the published content will be automatically stored as part of the automated process, then the collection where the published document will be placed and the load view to use will also be defined in the Publication Type.

There is no limit to the number of Publication Types that you may configure for your system. You can give each Publication Type a meaningful name so that it can easily be identified for use.

In order to create or alter a Publication Type you must have a special privilege (granted in the Vasont Administrator) applied to your user account, although any system user has the ability to view the existing Publication Types.

To access all the Publication Types in your system:

• Go to Views → Manage Publication Types on the main menu.

• The Manage Publication Types window displays.

All Publications Types that have been created in the system will appear in this window. The New, Update, and Delete buttons will only be enabled if your user account has the privilege that allows these actions. The Report button allows you to print or save this information to an electronic file. To access the Publication Type assigned to your content: • Open the Attribute View window for the Output component. • Click the ellipsis button on the publish-type attribute.

• A pop-up menu displays. Depending on your privileges, some of the menu options may be disabled.

Add Publication Type is enabled when the user has the privilege to create new Publication Types. 2 View/Modify Publication Type appears and is enabled when the user has the privilege to create new Publication Types. View Publication Type appears for users who do not have the ability to create or modify Publica- tion Types, but are allowed to view the settings.

• Click View/Modify Publication Type to display the Publication Type that is assigned to the Output component. Users who have privileges to modify the Publication Type will be presented with this window.

The View Publication Type window looks exactly like the Modify Publication Type window, with the following exceptions; all fields are read-only and the OK button is not visible. Users who do not 2 have privileges to change Publication Types will be presented with this window.

• Click OK, Cancel, or Close to dismiss the window (depending on your permissions). Creating a New Publication Type A Publication Type consists of information that identifies collections for locating and storing content, and the extract and load views associated with those collections. Therefore, you may need several Publication Types to cover all of the possible scenarios you may have for your process and various types of output formats. 1. To create a new Publication Type, do one of the following: • Go to Views → Manage Publication Types and select New, or • Open the Attribute View window on an Output component in the Project Organizer collection. Click the ellipsis button on the publish-type attribute. Select Add Publication Type.

You must have the privilege to create and modify Publication Types in order to have these op- 2 tions available.

2. The New Publication Type window displays.

Enter the appropriate information for each of the fields:

a. General Properties

• Publication Configuration: Choose a collection from the drop-down list, if not already populated. This identifies the collection from which Auto-Publishing will be initiated.

• Publication Type Name: Enter a name for the Publication Type that describes how it would be used. In this example, the name describes that the Publication Type would be used when a PDF needs to be created for the User Guide and given to the Legal department.

The name must be unique. The system will warn you if a Publication Type already exists 2 with the name that you have entered and will not allow you to save the Publication Type.

b. Extract Information

• Extract Collection: Choose a collection from the drop-down list. This identifies the collection where publishable content resides.

• Extract View: Choose an extract view from the drop-down list. This is the extract view in the collection that will pull the content for the type of output required (e.g., PDF, WebHelp, Compiled Help).

c. Load Information

The following entries are only populated when the published document will be store in Vasont.

• Load Collection: Choose a collection from the drop-down list. This identifies the collection where the published document will be stored in Vasont.

• Load View: Choose a load view from the drop-down list. This is the load view in the collection that will load the published document as a multimedia file (BLOB).

3. Click OK.

When the new Publication Type is saved, it will be available in the drop-down lists for the publish-type attribute for any Output component that exists or will be created in the future.

Modifying a Publication Type

Existing Publication Types may need to be modified to change the name, or extract and load information.

1. To modify a Publication Type, do one of the following:

• Go to Views → Manage Publication Types. Highlight the Publication Type and select Update, or

• Open the Attribute View window on an Output component in the Project Organizer collection. Click the ellipsis button on the publish-type attribute. Select View/Modify Publication Type.

You must have the privilege to create and modify Publication Types in order to have these op- 2 tions available.

2. The Modify Publication Type window displays. Make changes where necessary. See Creating a New Publica- tion Type for more information.

3. Click OK.

Deleting a Publication Type

When a Publication Type is no longer need, you may want to remove it from your system. Only users who have the privilege for managing Publication Types will be allowed to perform deletions.

1. Go to Views → Manage Publication Types and select the Publication Type to be removed and click Delete.

You must have the privilege to create and modify Publication Types in order to have the Delete 2 button available.

2. A confirmation message will display that will ask you if you want to proceed with the deletion process. Click Yes to continue.

3. If the Publication Type is currently selected by a publish-type attribute, a warning message will display. If Yes is chosen to continue with the deletion, then there will be publish-type attributes on your Output components with values that are no longer valid and will cause problems with future Auto-Publishing processes. If No is chosen, you will have to navigate to the Output components that need to have their publish-type values modified. See Locating Active Occurrences of Publication Types for information on locating the Publication Types that are currently applied to components.

Locating Active Occurrences of Publication Types There may be times when you need to locate Output components that are using a specific Publication Type. For these situations the Query Page allows you to select the publish-type attribute and will present a drop-down list of all the Publication Types that exist in the system.

The query feature is available for any attribute that has been configured to hold Publication Types. 2 The standard Auto-Publishing setup uses publish-type.

Saved Condition Sets for Auto-Publishing Saved Conditions Sets are used to filter the content when extracting it for publishing. The saved set defines an attribute(s) and value(s) that will be included in the extracted XML. Since the sets are saved, they can be automatically called and executed during the Auto-Publishing process. See Filtering Extracted Content for more information on filtered extracts. There is no limit to the number of Saved Condition Sets that you may create in your system. You define the sets based on the filtering needs for your content, and give them a name that clearly identifies them for future use. In order to create Saved Condition Sets and share them with other users you must have a special privilege (granted in the Vasont Administrator) applied to your user account, although any system user has the ability to view the existing Saved Condition Sets. Accessing Saved Condition Sets in your system: • Open the Attribute window on the Output component's Update window.

• Click the arrow on the PublishConditionSet attribute to view the drop-down list.

The list will display all available Saved Condition Sets that have been created and marked to share with all users. • To view the information for a selected Saved Condition Set, click the ellipsis button to the right of the Publish- ConditionSet attribute. • A pop-up menu displays. Depending on your privileges, some of the menu options may be disabled.

Add Saved Condition Set is enabled when the user has the privilege to create new Saved Condi- 2 tion Sets and share them with all users. View/Modify Saved Condition Set appears and is enabled when the user has the privilege to create new Saved Condition Sets and share them with all users. View Saved Condition Set appears for users who do not have the ability to create or modify Saved Condition Sets, but are allowed to view the settings.

• Click View/Modify Saved Condition Set.

The attributes and values defined for the Saved Condition Set are found in the top right pane. • Click Close to dismiss the window. Creating a New Saved Condition Set A Saved Condition Set consists of attributes and values that should be included in the extracted XML. Components that have values that do not match the attributes specified in the Condition Set, and their descendants, will be omit-

ted from the extracted XML. In order to automatically extract content with Auto-Publishing, the Condition Set must be predefined so that a program can obtain the information and perform the filtering. To create a new Saved Condition Set: 1. Open the Attribute View window on an Output component in the Project Organizer collection. Click the ellipsis button on the PublishConditionSet attribute. Select Add Saved Condition Set.

You must have the privilege to create, modify and share Saved Condition Sets in order to have 2 the option available. 2. The Setup Extract Conditions window displays. Define the attributes and values that are needed for the Saved Condition Set. See Filtering Extracted Content for instructions on using this window.

3. Enter a name for the Saved Condition Set in the Set Name field.

The name must be unique. The system will warn you if a Saved Condition Set already exists with 2 the name that you have entered and will not allow you to save the Condition Set.

Save for all users is selected and cannot be changed. Creating a Saved Condition Set through 2 this method requires that it be shared with all users and available for the Auto-Publishing feature. 4. Click Save. Click OK on the message window that states the conditions were successfully saved. 5. Click Close to dismiss the window. When the new Saved Condition Set is saved, it will be available in the drop-down lists for the PublishConditionSet attribute for any Output component that exists or will be created in the future.

Modifying a Saved Condition Set Existing Saved Condition Sets may need modified to be change attribute selections or values. To modify a Saved Condition Set: 1. Open the Attribute View window on an Output component in the Project Organizer collection. Click the ellipsis button on the PublishConditionSet attribute. Select View/Modify Saved Condition Set.

You must have the privilege to create, modify and share Saved Condition Sets in order to have 2 the option available.

2. The Setup Extract Conditions window displays. Using the values of the selected Saved Condition Set, you may create a new set. Select additional attributes and values as needed. See Filtering Extracted Content for instructions on using this window. 3. Enter a name for the Saved Condition Set in the Set Name field.

Save for all users is selected and cannot be changed. Creating a Saved Condition Set through 2 this method requires that it be shared with all users and available for the Auto-Publishing feature.

4. Click Save. Click OK on the message window that states the conditions were successfully saved. 5. Click Close to dismiss the window. When the new Saved Condition Set is saved, it will be available in the drop-down lists for the PublishConditionSet attribute for any Output component that exists or will be created in the future. Deleting a Saved Condition Set When a Saved Condition Set is no longer needed, you may want to remove it from your system. Only users who have the privilege for managing Saved Condition Sets will be allowed to perform deletions. 1. Open the Attribute View window on an Output component in the Project Organizer collection. Click the ellipsis button on the PublishConditionSet attribute. Select View/Modify Saved Condition Set.

You must have the privilege to create, modify and share Saved Condition Sets in order to have 2 the option available.

2. The Setup Extract Conditions window displays. Click Delete Set in the upper left pane of the window. If the Saved Condition Set is applied to any PublishConditionSet attribute in the system (or any attribute that is defined for storing Saved Condition Sets) then a warning message will be displayed. The message states that the set is currently used in attributes and if the deletion occurs the attributes will continue to hold the name of the set, but the publishing process will be affected because the Saved Condition Set cannot be resolved. Click- ing Yes will proceed with the deletion. Clicking No will cancel the deletion process. 3. Click Close to dismiss the window.

Locating Active Occurrences of Saved Condition Sets There may be times when you need to locate Output components that are using a specific Saved Condition Set. For these situations the Query Page allows you to select the PublishConditionSet attribute and will present a drop-down list of all the shared Saved Condition Sets that exist in the system.

The query feature is available for any attribute that has been configured to hold Saved Condition Sets. 2 The standard Auto-Publishing setup uses PublishConditionSet.

This appendix includes basic information pertaining to the DITA standard and its implementation and support in Vasont. Sections contained in this appendix explain the Vasont DITA environment and Vasont enhancements for DITA users.

Overview The Darwin Information Typing Architecture (DITA) is an XML-based, end-to-end architecture for authoring and delivering technical information. The architecture consists of a set of design principles for identifying and classify- ing types of topics that contain distinct kinds of information, and for using that content in deliverables such as PDF, online, and help output. DITA is an acronym constructed from the following: • Darwin is a reference to Charles Darwin and his treatises on “inheritance” and “specialization” in biological evolution. DITA's main focus is on these two principles. • Information Typing: DITA was designed for technical information based on an information architecture of Con- cepts, Tasks, and References. These three information types were spawned from a generic Topic architecture. • Architecture: DITA is based on XML and supports extending design and processes through inheritance and specialization. The following graphic illustrates DITA's information architecture.

Dita Map: Fitting the Pieces Together DITA Maps represent the architecture of an information set – which topics are included, their sequence, and their relationships to each other.

The DITA Map references DITA Information Types using a topicref element.

Terminology in Vasont In Vasont documentation, DITA Maps are often referred to simply as Maps. This simply reflects the assigned Col- lection name, which is completely the user's choice. Regardless of the Collection name, the model is based on the DITA Map specification. Likewise, Information Types are generally referred to as Topics, and the separate Information Types of Concepts, References, Tasks, and Topics are referred to collectively as Topics or Topic Collections. The TopicRef components that link Maps and Topics are individually named in Vasont to reflect the type of Topic that they reference: ConceptRef, ReferenceRef, TaskRef, and TopicRef. When the DITA content is extracted from Vasont, the references are all uniformly tagged as in accordance with the DITA specification. The type attribute on each is automatically set upon extract from Vasont, based on the Collection from which the Topic was referenced. DITA Configuration in Vasont The basic DITA configuration in Vasont is logically organized using Collection Groups to organize Maps Collec- tions and Topics Collections. Many schemas also incorporate other Collection Groups which contain templates, translated content, images, etc. The Bookmap model is also supported in Vasont. Bookmaps function the same way in Vasont as do DITA Maps. The primary difference between the two map models is that Bookmaps provide an extra level of organization in the form of Chapters, Appendices, and Frontmatter. Bookmaps use the very same TopicRef methodology of including and sequencing Topics. Some users prefer to use Maps, some prefer Bookmaps, and some use both. Many DITA users choose to specialize DITA in a variety of ways. Vasont supports DITA specialization of any kind. Sometimes the specializations are as simple as adding a few new attributes or attribute values. In other instances, specialization involves additional collections that are configured to reflect new Topic types that the user has defined. Vasont stores Topics and Maps in separate Collections in order to maximize Topic reuse across multiple Maps. Vas- ont has always had the ability to modularize content into separate Collections that reference each other, so DITA was a natural fit. See Modularizing Content and Explicit Reuse for more information on how Vasont configurations enhance DITA reuse. Working with DITA content in Vasont is often made easier by opening multiple Collections. This is especially true when creating or editing the Map (see Building a DITA Map).

The following graphic shows the Maps collection displayed on the left and the Topics collections (Tasks, Concepts, References) on the right.

Saving Collection Navigator Configurations Every Vasont user has the ability to save Vasont Navigator configurations that they commonly use. Once a set of Navigators is positioned to the user's satisfaction, they can save the configuration in a Workspace that can be easily recalled from the Vasont Home Page. See My Workspaces. The following screenshot shows the Vasont Home Page and the user's Workspace area. A user can access the saved configuration shown previously by double-clicking on the graphic display for that Workspace.

Building a DITA Map The DITA Map contains TopicRef elements which reference the Topics stored in separate collections. The typical Vasont schema renames the TopicRef element to Task Ref, Concept Ref, Reference Ref, and Topic Ref components.

This naming convention helps authors and editors to readily identify the type of TopicRef to which each component links.

Creating a New DITA Map A new DITA Map can be created in several ways: • Select an existing DITA Map, right-click, and choose New → Map → Create New. This method allows you to build a new empty DITA Map.

• Select an existing DITA Map, right-click, and choose Actions → Clone. This method allows you to create a duplicate of an existing Map and edit it according to your requirements. Often, users create cloned Maps in order to maintain several active versions of a publication simultaneously. Vasont provides powerful versioning features to archive older versions of publications represented by Maps, any of which can be reinstated to overwrite or to create brand new entities. But it is also possible to simply maintain several active versions of Maps as separate instances. Individual active versions (instances) of the same Map may reference some shared Topics and some version-specific Topics. Every Map, including clones representing different versions of the Map, can be checked out independently, as may the Topics they reference. Creating new Maps by cloning may also be accomplished by dragging and dropping, or copying and pasting, an existing Map onto another Map. For more information, see Duplicating a Map to Create a New Document. Duplicating a Map to Create a New Document The following instructions guide you through duplicating an existing Map and making adjustments to the referenced topics. Alternatively, you may also consider making Branches of the topics. For more information, see Managing Branches. 1. Clone the source Map.

2. Both Maps (source and duplicate) have pointers to the same information topics.

3. If you need to alter a topic for the new Map, then the topic will need to be cloned, or a Branch created. See Creating a Branch.

4. The new Map should be updated to point to the new topic. This can be done by dragging and dropping the topic onto the pointer component.

5. Select Overwrite in the Drag and Drop Wizard and click Finish.

6. The new Map now points to the new topic.

Only clone and relink topics that need to be altered. If there are no differences in a topic from the 2 existing Map to the new Map, then the topics can be shared.

Adding Topics to the DITA Map The easiest and most efficient way to add Topics to a DITA Map is by using drag and drop. When you drag an existing Topic from a collection (Task, Concept, Reference, or Topic) onto a DITA Map component, you will be presented with the Drag and Drop Wizard window.

The Drag and Drop Wizard window displays. Select Finish to copy (for instance) the Task into the DITA Map to create a TaskRef child component that points to that Task. For more information on Drag and Drop, see Referenc- ing Existing Content Using Drag and Drop.

The following graphic shows the new DITA Map with the added pointers.

Vasont provides the ability to modularize content at nearly any level, DITA or not. Separating content into distinct collections and building links and intelligence between them is a powerful method of explicit reuse that Vasont facilitates in many ways. See Modularizing Content and Explicit Reuse for more information. Adding Multiple Topics to the DITA Map To create multiple Topic references in a Map from a single collection: 1. Open a navigator for the Map and another navigator for the Topics collection (Concepts, References or Tasks). Display the Details pane in the Topic collection by clicking Show Details.

2. Select a primary in the Topics collection. 3. On the Details pane, select the Relationships tab and the Siblings information bar.

4. Check the boxes on the Topic primaries that you would like to create Topic Refs for in your Map.

5. Set the Action to Copy and click Execute.

6. A window will display showing how many items were copied. Click OK. 7. Right-click on the Map and select Paste. 8. The Drag and Drop Wizard will display. Confirm that the settings look appropriate. Click Finish. 9. Each of the Pointers will now appear in the Map.

10. From here, use drag and drop to rearrange the pointers to create the nesting and order needed. Loading DITA Maps DITA Maps are different than the typical content model in that the Map XML file does not actually contain any of the embedded Topics, only references to the Topics. The Topics themselves are stored in separate files and referenced from the DITA Map XML. The following is an example of a tag from a DITA Map XML file. The href attribute specifies the filename of the Topic that is referenced in the Map. In this example, the file is in the subdirectory “concepts” and the filename is v133107.xml. The tag with its href attribute references any type of Topic (Concepts, References, Tasks, or Topics). The type of Topic is specified by the type attribute. This value tells Vasont to which collection the referenced Topic belongs. DITA Map Load View The load_other_file processing option is applied to the components in the Load View. It reads a filename from the href attribute on each component and then loads that file into the appropriate Topic collection.

Publishing the DITA Map DITA provides the DTDs necessary to author DITA content. Through the DITA Toolkit, it also provides the necessary tools to publish the content to various forms of output, such as PDF, HTML, RTF, and Compiled Help. DITA Toolkit Environment Publishing a DITA Map requires the DITA environment to be installed on your system. The folders and programs necessary for the DITA environment are: • DITA Open Toolkit. • Java Development Kit (Java SDK). • Apache ANT. • Saxon or Xalan XSLT processor. • Apache FOP PDF processor (or other marketed PDF processor). • Microsoft HTML Help Workshop (optional for producing Compiled Help). • JavaHelp (optional for producing Java Help). Each of the items in the above list are free downloads (unless you choose to use one of the marketed PDF processors). For more information about downloading and installing the DITA Open Toolkit environment, see http://dita- ot.sourceforge.net/. DITA Map Extracts in Vasont Publishing DITA Maps from Vasont utilizes multiple Extract Views created in Vasont Administrator. Essentially each Extract View calls a DOS-batch file on the system which is written to invoke the DITA Open Toolkit. Right-clicking on a Map and selecting Extract from the pop-up menu, opens a window with extract options that have been configured in your system to produce various types of output.

The following graphic illustrates the process. 1. The extract process pulls the content from Vasont and places it in your Vasont\Extract folder. 2. A DOS-batch file is called from Vasont\dita\ folder for the appropriate transformation type and stylesheet contained in the DITA Open Toolkit. For example, Ant2PDF.bat or Ant2htmlhelp.bat. The DOS-batch file will then call an XML configuration file stores in Vasont/dita. For example, Vas- ont_pdf.xml or Vasont_htmlhelp.xml. These files contain information that is passed to the DITA-OT. 3. The DITA Open Toolkit processes the information and the result is an output deliverable. During this step, the XML is copied to other folders (depending on the type of publishable) in the your Vasont \dita folder. For example Vasont\dita\pdf\unfiltered or Vasont\dita\htmlhelp.

Relationship Tables DITA provides a powerful means of linking in a final deliverable using Relationship Tables. The benefit of using a relationship table is the ability to create and maintain related links in one location with the DITA Map rather than in the individual Topics. Links can be created both between Topics of the same information type and between Topics of different information types that are not directly related through parent/child relationships. Therefore, the best practice for linking in DITA is to use a Relationship Table within each Map. Implementation of Relationship Tables are described as follows: • Relationship Tables or “RelTables” use columns and rows to define the relationships between Topics. • Use RelTables to implement related linking that is not covered by prerequisite, hierarchical, sequential, or family linking. • RelTables are created in the DITA Map. • Tip: Map out your RelTables on paper so that you can see the structure of your links before you begin creating your RelTable in Vasont. Creating a Relationship Table in Vasont Relationship Tables are part of the hierarchical structure of the DITA Map. Hence, they are created in the same way other components are created in Vasont. Right-click and select New → Relationship Table → Create New. The following graphic shows the entire Relationship Table constructed in Vasont. The components that make up the Relationship Table are: • Relationship Table : Begins the Relationship Table. • Relationship Header : Container component for the Relationship Colspec components. • Relationship Colspec : Defines a column for each information (Topic) type. The type attribute defines the column subject. • Relationship Row : Each row in the table represents a relationship, which is generally rendered as a link. • Relationship Table Cell : Each cell represents participants in the relationship. Therefore, when the relationship table is created, each topic reference in a cell will link to the topic references in the other cells in the same row. The pointers in Relationship Table Cells are added by dragging and dropping the necessary topics from their respective collections. This creates the Concept Refs, Task Refs, and Reference Refs. See Referencing Existing Content Using Drag and Drop.

Relationship Table Output The following graphic is a Compiled Help deliverable created from the DITA Map in the previous section. The Re- lationship Table is shown as Related Concepts, Related Tasks, and Related References. These related “Topics” are built where appropriate throughout the document.

Cross Referencing in DITA Content DITA cross reference behavior is slightly different than other Vasont pointer components in that the client key formation varies based on the type of component that is referenced. The target of the cross reference may be a topic or a subcomponent in a topic, a non-DITA file or website, or a variable topic or subcomponent. The following sections outline the DITA href syntax and provide examples of how Vasont will create the client key.

Vasont DITA configurations vary from client to client, so the Xref component in your configuration 2 may be a text component, rather than a pointer component. If your configuration handles the Xref as a text component, it must be validated by an external XML tool. The component can be created in the external editorial tool, or in Vasont. If created in Vasont, you must carefully enter the client key (correct topic filename, topic ID and element ID).

The following sections define the types of Xref targets and how Vasont handles them. Examples of each type are provided. Cross Referencing to a DITA Topic or Subcomponent When an Xref component points to a topic primary component or a subcomponent, the Xref component's href attribute will be populated with a value that identifies the file where the target component exists, followed by the root level ID in the file, followed by the target component's ID. In DITA configurations where the Xref component is defined as a pointer, Xrefs can be created with DITA compliant href values using standard Vasont features (i.e., drag and drop or pick lists). If the Xrefs are created in an external tool and then loaded into Vasont, the Xrefs will be linked to target components, providing the target exists in Vasont and can be resolved using the href attribute value. For more information on creating cross references, see:

• Referencing Existing Content Using Drag and Drop • Using the Update Window to Specify Content to Be Referenced • Specifying Content to be Referenced Using Drag and Drop • Dragging and Dropping Content in the Navigator The syntax of the DITA href attribute is filename.xml#topicID/elementID. Vasont will automatically create client keys on Xref components based on this syntax.

filename.xml: Since topics in DITA are extracted as separate files, the filename is the beginning value of the href syntax. The Vasont convention is to name DITA files based on their client key. If a topic in Vasont has a client key of v123456, then the filename will be v123456.xml. The extension’s default will be xml since this is what is used in the standard Vasont DITA setup. However, logic does exist to interrogate the extract views of the referenced topics and use the extension defined there. For example, if the client changed the setup to use “dita” as the file extension, then the href filename would also use that extension. topicID: This is the ID of the root level element of the topic, which is the primary component in Vasont. By convention, Vasont uses client key to populate ID values, so this value will be derived from the client key of the primary. elementID: This is the ID of the descendant element of the topic, which would be a subcomponent within Vasont. By convention, Vasont uses client key to populate ID values, so this value will be derived from the client key of the subcomponent.

Examples: • Pointers to same or separate topic primary: If an Xref component points to a primary component with a client key value of v456, then the href value will be: v456.xml #v456. • Pointers to subcomponent in same or different primary: If an Xref points to a table within a topic with the client key value of v456 and the table client key is v789, the href value will be: v456.xml#v456/v789. Cross Referencing to External Sources When an Xref component points to an external source (i.e., webpages or non-DITA documents, PDFs, etc.), the Xref component's client key (href attribute) will contain the URL or URI to the external source. The user must enter the desired value into the Xref component's client key field or populate it while working in an external XML editorial tool. Since the target is external to Vasont, it cannot be resolved or validated within the system. Vasont requires a pointer component to link to another component within the system; therefore, special logic for DITA Xref components exists. This logic interrogates the format attribute, and depending on the value, determines if the Xref component should be marked with an incomplete status. • When the format attribute is not set (i.e., default value is “dita”) or when the format value is equal to “dita” or “ditamap”, then Vasont logic will expect to resolve this to a component in the system. If it cannot be resolved, then the Xref component will be set to incomplete. • When the format attribute is set to a value other than “dita” or “ditamap” (e.g., html, pdf) then it will be considered to be a pointer to external content. No attempt will be made to resolve these pointers and the status will not be set to incomplete. Examples: • Reference to an external Web site : http://www.mywebsite.com. • Reference a file on a local file system: C:\ProductInfo\technical_guide.pdf.

Cross Referencing with DITA Keyrefs

DITA 1.2 allows an Xref component to contain a keyref attribute for defining a variable reference that can point to a variety of targets. Information on the topic references will determine what the Xref will point to within the context of the Map. Therefore, when you create an Xref component in Vasont, and a keyref attribute value is defined, the Xref pointer will not link to any component in the system, and it will not be flagged with an incomplete status.

The DITA configuration must be set up to support Xref components with the variable cross reference behavior. The configuration relies on the following items:

• The primary components in the DITA configuration must have the keys attribute applied (i.e., Maps, Concepts, References, Tasks, etc.). This attribute is required to activate special behaviors in the drag and drop functionality. The keys attribute will be treated as Vasont-only metadata for the purpose of generating unique valued for key referencing. The keys attribute value will be automatically generated by Vasont when new Maps or topics are added to the system. Having Vasont generate keys values provides a method to avoid conflict or duplication of keys values.

• Special processing options on the primary components and TopicRef pointer components, will automatically copy the keys attribute values to TopicRef component when a topic is added to a Map.

• The client keys on all subcomponents are configured to remain the same when cloning or creating branches of the topics. The primary component's client key will change, but its keys attribute value will remain the same. Therefore, when the topic is branched, any Xref components using the keyref attribute to define the target to a topic or subcomponent will be resolve because the client key values that are relied upon will remain unchanged, regardless of the branch utilized in the Map.

When cross references of this type are created using Vasont's drag and drop tools for linking pointer components to pointees, the Xref component's client key will be empty and the keyref attribute will be automatically populated. The keys value will be copied from the pointee's primary component, followed by the client key of the pointee component.

Examples:

• Variable Reference to a Topic: An Xref points to a Concept with a keys attribute value of “456789. The Xref client key will be empty, and the keyref attribute will be 456789.

Note: When the Concept is added to a Map, the ConceptRef will have its keys attribute set to “456789”.

• Variable Reference to a Subcomponent: An Xref points to a table in a topic whose keys attribute value is 456789 and the table component's client key value is v123789. The Xref client key will be empty, and the keyref attribute will be 456789/v123789.

Note: When the Concept is added to a Map, the ConceptRef will have its keys attribute set to “456789”. Creating a Variable Xref Using Drag and Drop

If your system is configured to create DITA variable cross references using the keyref attribute, then the Drag and Drop Wizard will present options for this purpose. Select one of the following procedures for creating an Xref pointer with a keyref attribute.

To create an Xref with a keyref:

1. Create an Xref component in the desired location.

2. Locate the content that will be referenced with the DITA Xref. Drag the component and drop it onto the Xref component.

3. The Drag and Drop Wizard will appear. Select Overwrite keyref and click Finish.

Selecting Overwrite keyref will update the Xref you created in step 1. When the Xref component is a sequenced component (not an inline component), then the Copy keyref option will be enabled and will allow you to create an additional Xref component (rather than update the existing one). 4. Notice that the component now has the keyref attribute populated with the identification of the target component. The Xref component's client key will be empty.

Navigating to Variable Cross Reference Targets Multiple targets may exist for a variable pointer; therefore, when selecting Open Navigator, you will be presented with a list of possible targets (components with the same keys attribute value and client key). To navigate to Xref targets based on keyref:

1. Right-click on the Xref component and select Navigation→Open Navigator.

2. When the Xref pointer component has a keyref attribute value, the Xref Target Report will display.

3. Examine the available information in the columns. In most cases, the branch label that appears after the component name will be most meaningful. The Report button will allow you to print or save the information to an electronic file. 4. If desired, right-click on an entry in the window and select Open Navigator to examine the full content. 5. Click Close to dismiss the window. Cross Referencing with DITA Conkeyrefs DITA 1.2 allows an Xref component to contain a conkeyref attribute for defining a variable reference that can point to a variety of targets. Information on the topic references will determine what the Xref will point to within the context of the Map. Therefore, when you create an Xref component in Vasont, and a conkeyref attribute value is defined, the Xref pointer will not link to any component in the system, and it will not be flagged with an incomplete status. DITA consultants often recommend that you create topics to store reusable content. This applies to Xrefs, as well as other components. Having topics that hold Xref component definitions allows you to reuse content in multiple maps and easily change the targets of the Xref links. Example: A Concept contains an Xref component that does not have a client key (href attribute value), nor does it link to another component in the system.

The Xref component has a conkeyref attribute value of crossrefs/desired_features. To determine the resolution for the Xref, go to the Map that references this Concept.

In the Map, locate the KeyDef or Topic reference that contains the keys=crossrefs attribute.

Select the Pointee tab to view the referenced content information. Click the Open Pointee button to open a navigator.

In the referenced Concept, locate the Xref component with the id=desired_features attribute. You can use the Search feature or your system may display the id attribute on Xrefs in the navigator which will allow you to scroll through the topic to locate the conkeyref component.

Your system may not contain KeyDefRef pointers. If the ability to use KeyDef as a pointer is essen- 2 tial to your writing methods, contact your system administrator.

Conrefs

The DITA conref attribute provides a mechanism for reuse of content fragments. The conref attribute stores a reference to another element and is processed to replace the referencing element with the referenced element.

The element containing the content reference (conref) acts as a placeholder for the referenced element. The identifier for the referenced element must be either absolute or resolvable in the context of the referencing element. Using conref in Vasont

The conref attribute is stored in Vasont similar to other attributes. Special functionality is built around the conref to allow it to function per the DITA conref specification. The conref value will be populated with a value that specifies another Vasont component. When DITA content is extracted from Vasont the resulting XML files will contain the conref value along with the file it references. Working with Legacy Content Containing conrefs

Vasont has always provided implicit reuse of raw material. A paragraph that is created by one writer, that is coinci- dentally identical to a paragraph created by a different writer, is automatically captured and known as identical within the system. Instances of duplicate content at the component level are always identifiable and trackable in Vasont.

Vasont's built-in intelligence about implicitly and explicitly reused content makes the use of conrefs less relevant. Nevertheless, Vasont supports conrefs, understanding that much DITA content has been written using conrefs and that conref relationships need to be sustained and supported.

The conref feature of DITA relies on files referencing other files. This file system-based methodology of reuse works only as long as every user uses the same file system structure, and has all files present on their system, which is often not practical across a large group of users. The Vasont solution to this is to remove file path information from conref values so that users on different machines can utilize the same conref information without having to mimic each others' directory structures. In addition, Vasont will ensure that the conref source filenames used are unique throughout the system.

Vasont includes a process that must be run against any legacy DITA content that is loaded into Vasont when the content contains conrefs. The process enables Vasont to use special functionality to properly maintain the relationships between the source and target of each conref.

There are two processing options available which can be used to run this process—convert_legacy_conref and con- vert_legacy_conrefs. These processing options must be applied in Vasont Administrator.

Prior to loading your legacy content, if it contains conrefs, apply the convert_legacy_conrefs processing option to the header of the load view which will be used to load the content. This processing option will automatically establish existing conref relationships after the load process is completed.

If you have already loaded legacy content without having the above-mentioned processing option applied, you can utilize the convert_legacy_conref processing option in order to enable the conrefs to be established through Vasont's user interface. This processing option is applied to each appropriate Edit View component.

After this processing option is in place, select Tools → Process Collection. Select one or more primaries in the Batch Processing window and select Edit → Convert Legacy Conref. Vasont will then search for conref attributes

in the selected primaries and attempt to convert the conref values to a 123456.xml#v123456/v789012 format and to establish a source/target relationship in Vasont.

See Conref Syntax for more information on the syntax of the conref attribute value. Creating a conref using Drag and Drop Vasont allows the user to drag and drop content to perform actions such as copy, move, and overwrite. A wizard is presented to the user that provides these options. Another option is to create a conref or conref range. When the source and the target of the drag and drop are components of the same type (e.g. paragraph) and the source component has a conref attribute available, then the Create conref check box will be enabled. The user can select this check box and choose the Finish button. This will populate the conref attribute on the source component (dragged item) with a reference to the target component. To create a conref: 1. Create a new component. The component will not contain any text of its own. This component is considered the source of the conref. Save and Close the update window. 2. Locate the content that will be referenced with the DITA conref. Drag the component onto the new component that you created in step 1. This component is considered the target of the conref.

When creating conrefs to Xref components, the Xref component being dragged (target component) must have a populated id attribute in order for the Create conref option to be enabled. The 2 id attribute value is necessary for creating the conref attribute value on the target Xref.

3. The Drag and Drop Wizard will appear. Select Create conref and click Finish.

4. If the conref attribute is already populated on the source component, the Conref Creation window will appear.

Select the Overwrite option and click OK.

5. Notice that the component now has the conref attribute populated with the identification of the target component.

The Conref information bar shows details about the target component.

To create a conref range:

1. Create a conref according to the steps in the previous section. The conref attribute will define the first component for the reference.

2. Locate the content that will be the end of the referenced range. Drag the component onto the source component that already has the populated conref.

Conref ranges can only be created when components of the same type appear as siblings. For ex- 2 ample, a sequence of paragraphs or list items can be referenced as a conref range. The source component contains the information for the entire referenced range. The conref attribute contains the information for the first component in the range and the conrefend attribute contains the information for the last component in the range.

3. The Drag and Drop Wizard will appear. Select Create conref and click Finish. 4. Since the conref attribute is already populated on the source component, the Conref Creation window will appear. Select the Make a conref range option and click OK. 5. Notice that the conrefend attribute is now populated with the identification of the last component that makes up the range.

The source component will only display the text of the first referenced component in the conref range. The Conref information tab will only display information about the first referenced com- 2 ponent. The conrefend attribute is the only indicator that a range is in effect.

Creating a conref using Find Similar Content Vasont has a feature called Variants that allows the creation of a relationship between two components in Vasont. The two components are probably not identical in content but they are close, and they are co-dependent. Variant relationships may be established for various reasons. The Variant relationship can be leveraged to build conref attributes.

Included in the Variants feature is a Find Similar content pick list window (see Creating Variants by Searching Sim- ilar Content). A check box on the upper right portion of the window called The Target for a Content Reference (conref) allows the creation of a conref. The source component is noted in the upper left portion of the window. This is the component that was selected when the user entered this window. The similar components are shown in the list view. In the previous example, the source component is “Click the Maintenance tab”. The user selected the component “Click the Shortcut Icon box” and also clicked the conref check box. When the OK button is clicked, the conref on the source component will be created with a reference to the target component Creating a conref using Vasont Universal Integrator (VUI) The Vasont Universal Integrator (VUI) is software that integrates XML editors (e.g. XMetaL, Arbortext, Frame- Maker) with Vasont. If using VUI with DITA, the user can create a conref in the XML editor program.

The screen shot above shows the Arbortext Editor with the VUI integration. From the Vasont menu option there is a Create conref choice. Note that the cursor in the document is in a sli element with no text. When the menu option is chosen, the user will be guided through a process that allows them to query Vasont for potential conref targets.

The result of creating the conref is that the conref attribute is now populated. The text of the target displays as read- only text highlighted in blue by Arbortext Editor. Note that various XML editors may display conref values differently. Conref Syntax The conref attribute value syntax follows the DITA standard. However, since content is stored in Vasont and not on a local hard drive, the path information is not stored in the conref, in order to allow this to be utilized by multiple users on different machines.

The following example shows the syntax of a conref value: 134468.xml#v134465/ v134468

134468.xml Unique file name based on a Vasont internal ID v134465 id value (e.g. client key) for the topic v134468 id value (e.g. client key) for the target component

Navigating Between Source and Target Conrefs Vasont provides intelligent interaction between source and target conrefs. The Details Pane includes an information bar for display of Conref information. The following screen shot illustrates Vasont's conref navigation functionality:

1. Highlight either a source or target conref component and select the Relationships Tab (1). 2. The Conref Information Bar (2) will be active and indicate the number of source or target components that exist. 3. The Title Bar (3) above the Information Window also displays the number of source and conref components. 4. The Information Window (4) displays information about the source and target conref. 5. Highlighting a source or target conref in the Information Window will activate the Open Navigator Button (5).

This allows you to navigate from a source conref to the target conref or from the target conref to one or more source conrefs.

Deleting a Targeted Conref If you attempt to delete a conref target, the system will present an alert window. You will need to determine whether the conref source links can be broken. If you choose to break the conref source links, the component may be deleted.

XML Extraction from Vasont The Vasont extract process pulls the content stored within the CMS and places it into an XML file for outside processing (e.g. editing, composition). Specialized extract logic will occur when an element with a populated conref attribute is found. The target component will be found in Vasont and the topic that it exists in will be extracted into the same directory. This will allow external applications, such as Arbortext Editor, to resolve the conref in the display or composition of the original XML. If multiple extract views exist in your topic collections it will be necessary to mark a single extract view that should be used for extract of the target topics of conrefs. This is done by applying the processing option dita_conref_ex- tract_view to the header view of a single extract view in each collection that can potentially contain conref targets. Global Change as an Alternative to conref Vasont has always provided implicit reuse of raw material. Vasont knows about all duplicate content within a component type, without any user intervention. Vasont has a feature called Global Change, which, when enabled, allows a user to instantly propagate a change across every use of that identical content—across the entire system, within certain collections, or to selected instances—or to log the change for other users to apply to their matching content as they see fit. Global change is completely configurable as a "push" or "pull" scenario, across selected like components or all like components, across selected collections or all collections. Vasont's global change functionality may be used in place of, or in conjunction with, DITA's conref feature. See Managing Global Changes.

Vasont Key Management Tool Using keys removes file dependencies from content or cross references which prevents having to update topics if a topic is used in multiple contexts. As long as the key is defined, the reference resolves regardless if you are using a content reference or a cross reference. Vasont now has a tool that allows you to select the appropriate target for a reference based on the keyspace available for a particular map. The keyspaces are constructed based on the root map you specify when you make the reference and all eligible targets are presented to you in a list along with a snippet of the content of the target. To use the tool, make sure that the topic collections are configured in Vasont Administrator to have the type DITA Topic set on the Type tab for the collection. The map collections must have the type DITA Map configured in the Type tab. Using the Key Management Tool to create a conkeyref To create a conkeyref for a specific element using the key management tool, you start from a topic within a map that contains the source of the reference.

1. Right-click the source element in Vasont and select File → Create Conkey Reference.

• The tool displays a dialog that allows you to select from any map that contains at least one key definition.

2. Select a map from the map list.

• This establishes the root map used to build the keyspace.

3. Select the key or keyscope.key of the target you want to reuse and click Ok.

• Note: As with a regular conkeyref, the reference must be to a target that is the same type as the source of the reference.

Vasont updates the @conkeyref attribute of the element with the full key/id reference to the target. Using the Key Management Tool to create a keyref

To create a keyref to cross reference a target using the key management tool, you start from the element in the topic that is the source of the cross reference.

1. Right-click the Xref component in Vasont and select File → Create Key Reference.

• The tool displays a dialog that allows you to select from any map that contains at least one key definition.

2. Select a map from the map list.

• This establishes the root map used to build the keyspace.

3. Select the key or keyscope.key of the target you want to reuse and click Ok.

Vasont updates the @keyref attribute of the Xref component with the full key/id reference to the target.

Note: The first release of the tool only permits key references to topics.

Conditional Processing Ditaval

Ditaval is used to filter out portions of XML content from DITA file output based on certain attributes. Currently it is based on the following four ditabase attributes - audience, platform, product and otherprops.

The basic idea is that during authoring the user adds the appropriate attributes to the content, identifying which pieces of the content are wanted in the output, under what conditions (e.g. @audience="US" or @audience="Asia"). The user then creates a ditaval file with definitions of what content to exclude based on the attributes set in the content. The toolkit processes this file to exclude the appropriate content from the XML files - both maps and topics - during the preprocess (the first pass of the toolkit). The toolkit then does a second pass on the resultant XML to generate the outputs.

While Ditaval is conditional processing based on the DITA Open Toolkit interaction, Vasont can be configured to play an important role. The following is a scenario to leverage Ditaval in Vasont:

• Create a new collection to store the Ditaval content.

• Point to the applicable primary in the Ditaval collection from your DITA Map.

• Update attribute values on components for which you want to include/exclude in the final deliverable. • Extract your DITA Map for publication. The Ditaval file will be included in the extract and processed by the DITA Open Source Toolkit. For more information regarding Ditaval configuration in Vasont, please contact your Vasont Support Leader. Vasont's Multiple-Condition Processing Vasont has its own conditional processing capability called conditional extracts, which can be used in addition to, or in place of, the ditaval technique. Vasont provides a very flexible and powerful user interface that displays when certain extract functions are called. Any set of attributes and values can be configured and then used for conditional extracts. Users may specify multiple values for a single attribute, as well as multiple attributes. If you choose, a related group of attribute values can be saved for recall in future extract processes. The following screen shows the extract selections for a particular Map in Vasont. The extract that has been configured for conditional processing has been clearly labeled. (Conditional extracts in your configuration may be named differently. See your Vasont system administrator for details.)

The Setup Extract window will display allowing you to select the desired attributes and values or a saved set of attribute values.

Attributes may be added multiple times with different values, for wider inclusion. Any number of attributes and values may be designated for conditional extract, in DITA or non-DITA content.

Additional Vasont Benefits for DITA Content There are several other Vasont features that prove useful for DITA content users. • Workflow is a powerful Vasont feature for any type of content, but particularly for DITA since individual components and collections can have their own workflow definitions. See the Chapter Using Workflow. • Vasont automatically loads and stores ALL components and attributes except those that are intentionally omitted in the configuration. This means that all metadata components and attributes are searchable and retrievable in Vasont with no special processing required. Please see the Chapter Locating Content for detailed information on retrieving and querying content. In particular, the section Refining the Vasont Navigator explains how Vasont can present content in one collection based on features or values found in another collection, when the collections are related, as is the case with Maps and Topics in DITA. • The Content Exception Report allows users to identify content problems before publishing. The report is initiated from the Map and interrogates the referenced content for specific issues; such as broken cross references, conrefs, keyrefs, conkeyrefs, unapproved content, checked out content, etc. For more information, see Using the Content Exceptions Report. • Vasont's Branch feature allows multiple active versions of a topic in the system. Each branch may evolve independently, while maintaining a linkage to the other active branches of the same content. When branches are created, owners of content that reference the topic will be notified of the creation of a new version of the topic and allow them to link to the new branch if desired. For more information, see Managing Branches. • The Open Modular Content feature provides a right-click menu option to open all modular content related to a selected component. For example, if you click on a Chapter in a BookMap collection, this feature gives you the ability to open all modular content related to that Chapter and its descendants in any collection, such as Con- cepts, References, and or Tasks. You can also choose to perform batch operations on this content, including extraction. For more information see Opening Modular Content.

• The Metadata report feature allows reports to be configured so that you can easily review and edit meaningful attributes in your system. The ability to construct reports of Maps and referenced topics allows you to quickly interrogate the content to determine information, such as conditional attribute values in use or branch labels. You may choose to configure multiple reports for conditional attributes, conrefs, branch labels, keys, or any custom metadata that may be configured in your system. See Using the Metadata Report. • The Map Asset Report feature allows you to review system information about the Map, as well as all referenced topics and images. The report is useful for examining information about the content that makes up your document prior to publishing or translating. For example, you can see: when the module was last edited and user name who made the edits, branch labels, module status, the collection where the module resides, etc. See TEST Using the Map Asset Report. • Vasont has the ability to save conditional value sets to quickly filter content when extracting from the CMS. This feature eliminates the need to continually rethink the appropriate values for extracting the content. The saved condition sets can be shared with all users and can be given a logical name that clearly defines what it should be used for. See Vasont's Multiple-Condition Processing and Filtering Extracted Content. • The Variable Cross Reference feature allows you to create DITA Xrefs using the keys and keyref attributes. This feature is utilized by dragging target components onto Xref components. The Drag and Drop Wizard contains options to automatically populate keyref attributes, based on a keys value that is automatically generated for topics and maps. When a topic is added to a Map, the keys attribute is automatically copied to the topic reference. In addition, Vasont provides a mechanism to report and navigate to possible target components from Xref components. The automated generation of keys and keyrefs reduces typographical errors and conflicts in key names. See Cross Referencing in DITA Content. • Optional topic processing from Maps can be configured based on your business needs. For example, from a Map, you can initiate a processes such as: • Set an attribute with a specified value on all referenced topic primary components. • Apply content ownership to all referenced topics. • Clear attribute values on all referenced topics, and optionally remove components if they have a specific value. This is useful for the status attribute. The status attribute can be cleared when beginning a new release of the content. If components have a status attribute set to “deleted”, then the component can be automatically deleted as part of the process. • Custom library collections can be added to your system to help users locate content based on metadata settings. The library is dynamically created as content is added to the system or metadata is updated. You may create as many libraries as needed and they are completely customizable to meet your needs. Users navigate through references to the content, similar to browsing the book shelves in a library. When the ideal reference is located in the library, the content can be easily previewed, searched, extracted, or opened in a navigator.

Vasont offers a set of features that enable users to initiate, manage, and participate in shared (or collaborative) reviews for PDF documents. This add-on package relies on the capabilities and features of Adobe Acrobat®. Vasont launches Acrobat at appropriate times, stores email addresses, and stores the resulting files of a shared review.

Vasont also offers a Collaborative Review package that allows users to markup XML content through a WYSIWYG environment. Vasont tracks the progress and statistics of the review project. When an 2 editor has accepted or rejected the changes, the content is automatically updated in Vasont. For more information, see Reviewing Content.

There are several installation requirements that must be in place before this feature can be used. For complete details, see the document Vasont Shared Review System Installation and Setup Guide, which is supplied with the Vas- ont installation CD. After your Vasont administrator has configured everything properly, your system should behave as described below. Your collection and component names may vary, but you should have equivalents of the collections and components shown in this description.

Collections Several collections are created and linked by purpose and by process. • Document Collection—This is a collection that contains primaries that represent publications of some type, such as manuals or maps or books. You can really use any collection that contains primaries that make sense to send out in a shared review, such as topics or procedures or sections. • PDF Collection—This is a collection that contains primaries that are single multimedia components, each of which stores a single PDF. The PDFs that are stored in this collection are generated from the primaries in the Document Collection. • Reviewer Collection—This collection has primaries that contain the email addresses of potential reviewers. Us- ing Vasont's drag-and-drop capabilities, the initiator of a shared review assigns reviewers to a PDF to be reviewed. • Reviewer Group Collection—This collection is optional, and contains pre-defined groups of reviewers, which allows you to assign a whole group of reviewers to a PDF for review, instead of making individual assignments from the Reviewers Collection.

Here are the collections used for this description:

Remember that the components you see in these collections may not match yours exactly, but they 2 should be similar.

The Process These are the steps to conduct a shared review: 1. Preparing the Shared Review 2. Starting the Shared Review 3. Loading the Review PDF 4. The Shared Review 5. Ending the Shared Review 6. Loading Archive PDF Preparing the Shared Review The first necessary steps are to identify a piece of content for shared review, create a PDF of it, and assign reviewers to participate in the shared review. 1. Open a Navigator for the Documents collection, displaying the primary component of the content you wish to send for shared review. 2. Select the primary component, right-click and choose Extract for Shared Review. Vasont extracts the content and kicks off another process that creates a PDF of it. Vasont then loads the resulting PDF into the PDF collection. These processes are not visible to the Vasont user. 3. When the extract finishes, you'll see a corresponding message. Close the Navigator for the Documents collection.

4. Open a Navigator for the PDF collection. You should see a new primary there that has a filename that matches the client key of the document from which it was created. It will also have a Document Ref child that points back to the source primary. The new PDF primary has a ReviewStatus attribute set to “Not Started”, which is the default value for that attribute.

5. Open a Navigator for the Reviewer collection. Display it side-by-side with the PDF collection.

6. Decide which reviewers you want to participate in the shared review. Select an email from the Reviewer collection and drag it over to the PDF collection; drop it on your new PDF; choose Copy in the Wizard. The reviewer should appear as a child of the PDF. Repeat this step until you have added all the reviewers that you want to participate.

You can, as an alternative to assigning individual reviewers, drag-and-drop primaries from the Reviewer Group collection, if you have predefined sets of shared reviewers.

7. When you have finished assigning reviewers, close the Reviewer collection Navigator. Starting the Shared Review

You now have a PDF to be reviewed, and have assigned specific reviewers to the process. The next step is to kick off the shared review.

1. In the PDF collection, select the PDF for review, right-click, and choose Start Shared Review.

2. Vasont switches the ReviewStatus attribute to “Sent for Review” and copies the email addresses of the associated reviewers to the clipboard. Then Vasont launches Acrobat and loads the PDF.

3. In Acrobat, choose Send for Shared Review from the Comments menu.

This starts a wizard in Acrobat.

4. On the Select Shared Location screen, these fields will already be populated. Verify that the settings are correct, and then click Next.

5. On the Select Send Options screen, these fields will also be populated. Remember the filename and location of the shared review file that is highlighted. Verify that the settings are correct, and then click Next.

6. On the Invite Reviewers screen, place your cursor in the Required Reviewers box and do a Ctrl-v to paste in the email addresses of your reviewers. Vasont copied to the clipboard the email addresses of the reviewers you assigned (step 6 in the previous section). Insert a deadline if you wish, then click Next.

7. On the Preview Message screen, you have the opportunity to modify the subject line or the message body of the invitation that will be emailed to reviewers. When you're finished with these modifications, click Finish.

8. Acrobat displays the following two messages as it finishes the Send for Shared Review process. You can eliminate the first one in future processes by checking Don't show again. Click OK on each message box.

Loading the Review PDF Return to the Vasont application and display the Navigator for the PDF Reviews collection. 1. Select the PDF and update it. 2. In the update window, click on Import File. 3. Navigate to the folder where Acrobat saved the Review version of the file, select it, and click on Open. 4. After the file has imported, click Save and then Close . The Shared Review Adobe Acrobat offers a robust set of tools for commenting and labeling PDFs. Participants in shared reviews can use Acrobat Professional 8 or Acrobat Reader 8 to add comments. These are some of the tools available in Acrobat. You are encouraged to explore Acrobat help and user guides to familiarize yourself with their use. Editing Tools • Sticky Notes—great for long comments • Text Edits—replace, highlight, or underline selected text; add a note to selected text; mark selected text for deletion • Stamps—add a stamp graphic to mark the document as reviewed, approved, etc. • Call outs—add a boxed comment with attached arrow • Text box—add a boxed comment • Arrows and Lines—add arrows and lines to highlight specific content in the document • Boxes, Ovals, Clouds—add shapes to surround text Comments Menu • Drop-down menu for filtering and listing comments in the Comments List Pane • Check for new comments • Publish comments Ending the Shared Review When you have determined that all participants have finished reviewing and commenting the PDF, or the deadline is up, the next step is to end the shared review in Vasont. 1. Open the Navigator for the PDF collection.

2. Select the PDF primary. Right-click and choose End Shared Review from the menu. Vasont switches the ReviewStatus attribute to “Complete”. Vasont launches Acrobat Pro with the PDF. You'll see a “Welcome Back” screen in Acrobat; click OK on that. 3. From the Comments menu drop-down, choose Save as Archive Copy. This option is also available from the File menu.

4. You'll be prompted for a filename and location. We suggest you append _Archive to the default filename. Re- member the name and location of this file.

Acrobat warns you that the file you're about to save will no longer be a review file, and all comments will be embedded. You can suppress this message by checking Don't show again. Click OK.

Loading Archive PDF Return to the Vasont application and display the Navigator for the PDF Reviews collection. 1. Select the PDF and update it. 2. In the update window, click on Import File. 3. Navigate to the folder where you saved the Archive version of the file, select it, and click on Open. 4. After the file has imported, click Save and then Close .

Using Workflow with Shared Reviews Vasont offers the three functions described above—Extract for Shared Review, Start Shared Review, and End Shared Review—as automated workflow functions. The workflow option allows you to complete a workflow task to

VUG-2017.2 CONFIDENTIAL © 2017 TransPerfect Translations International Inc. 485 Using the Shared Review System for PDF Documents kick off one of these processes rather than use the right-click menu. The instructions to implement this optional feature can be found in the document Vasont Shared Review System Installation and Setup Guide.

The following table contains a complete listing of all the error codes and messages in Vasont. Some error messages are dynamic, therefore information in angle brackets, such as or , is an indication that useful information will be displayed in the error message window. Vasont passes Oracle specific error messages when Oracle is the cause of the problem. Please consult your Oracle documentation or DBA to resolve these types of errors. Many Vasont error messages are dependant upon client configuration. As such, a client may never see all of the error messages that Vasont is capable of displaying. 1 - Extract: ERROR: Could not open file . 2 - SGML Component Extract Error: Argument for rule_relation_id required. 3 - Error extracting SGML component: Argument for the processing option is not a valid rule_relation_id for the current collection. Consult System Administrator. 4 - Extract: ERROR: No begin tag exists for wrapper relation # 5 - Extract: ERROR: no tags set up in database for rule # 6 - Extract: ERROR: : Inline expected in text: “ .” of component , but was not found. 7 - Error: No Version exists to extract data 8 - Extract: Error occurred opening log file. 9 - Extract: Error occurred writing log file. 10 - Extract Error: Extract View does not have “” component defined. 11 - Cannot Perform File Load: Necessary data was unable to be retrieved from the database. Ensure Vasont has been correctly setup and retry. 12 - Cannot Perform File Load: Expected to find first tag from the database and it was already found. 13 - Cannot Perform File Load: The S4 CatalogPath in the VasontApps.ini file is not set up properly! Fix the VasontApps.ini file and retry. 14 - Cannot Perform File Load: The Import LoadError in the VasontApps.ini file is not set up properly! Fix the VasontApps.ini file and retry. 15 - Cannot Perform File Load: The error log file could not be opened. Ensure no other applications are using the log file and retry. 16 - Cannot Perform File Load: Necessary data was unable to be retrieved from the database. Ensure Vasont has been correctly setup and retry. 17 - Cannot Perform File Load: Unable to get first wrapper. Ensure Vasont has been correctly setup and retry. 18 - Load Warning: Document Type for Load View does not match file's Document Type. Do you want to continue? 19 - : Error: Check out failed. The “” is already checked out by . 20 - : Error: Check out failed. The “” has child component(s) checked out by .

21 - : Error: Check out failed. The “” has ancestor component(s) checked out by . 22 - Setup Required: Unable to obtain version from setup to load 23 - User Access not Allowed: Collection Clone not set up for user . Resolution: Contact system administrator current user has insufficient privileges. 24 - Information: Latest setup changes now in effect 25 - Invalid Action: All application windows must be closed to refresh setup. Resolution: All application windows must be closed to refresh setup. 26 - Warning: Are you sure you want to refresh setup? 27 - License Check: Vasont is not licensed for this Database (Code 0001)—Please consult System Administrator! 28 - : GET_SYSTEM_DATE execution failed: 29 - : GET_SYSTEM_DATE Fetch failed: 30 - License Check: 31 - License Violation: Your Vasont License has expired (Code 0001)—Please consult System Administrator!. Res- olution: Contact system administrator 32 - License Violation: Your Vasont License has expired (Code 0000)—Please consult System Manager! 33 - License Violation: Maximum number of Vasont seats exceeded (Code 0001)—Please consult System Admin- istrator!. Resolution: Contact system administrator 34 - Custom Reports Warning: Limit on Custom Reports has been exceeded—Only 10 Custom Report options will be displayed. Please contact your System Administrator! 35 - Custom Report Error: Failed to find Custom Report definition for Event “”—Please contact System Administrator! 36 - Automatic Client Key Assignment: Duplicate client keys exist on matched components for “”. Pick the client key to assign to this record. 37 - Error: Processing Option “sequence_by_alpha_tag” failed because first record does not contain an alphanumeric alpha_tag 38 - Warning: Processing Option “client_key_from_sequence” does not have the argument “sequence” specified. 39 - Warning: Processing Option “m_sort_formula” has incorrect argument 40 - Warning: Processing Option “generate_child” has incorrect argument 41 - Warning: Processing Option “client_key_from_primary” does not have the argument “primary” specified. 42 - Warning: Processing Option “generate_child” has incorrect argument. 43 - Error building SGML component: Argument for the processing option is not a valid rule_relation_id for the current collection. Consult System Administrator. 44 - Error building SGML component: Argument for the custom rule must contain the rule_relation_id for the SGML component. Consult System Administrator. 45 - Warning: Cannot process “Index Merge” because arguments not properly entered in Vasont Administrator. 46 - Warning: Cannot process “Index Merge” because arguments not properly entered in Vasont Administrator. 47 - Index Merge: Unable to locate Extract View in Working index. 48 - Index Merge: Unable to locate Extract View in Approved index. 49 - Load Complete: The file “” was loaded to Vasont—Do you want to delete the file? 50 - Resolve Xlinks: Error occurred opening log file . 51 - Resolve Xlinks: Error occurred writing log file.

52 - Complete Task Not Allowed: The collection component must have a status of in order to complete this task. Resolution: Ensure correct status of component. 53 - Unexpected Result on approve: “set_any_status_flag” did not work. 54 - Clone Processing Option: check_out: 55 - Warning: Processing Option “generate_child” has incorrect argument. 56 - Warning: Processing Option “attribute_from_id” has incorrect argument. 57 - Warning: Processing Option “attribute_from_id” contains an attribute in the argument that is not assigned to this component. 58 - fnv_create_sgml: Unable to find Primarys wrapper 59 - Unable to update SGML component: No Extract View exists for the current collection. 60 - Warning: Processing Option “initiate_task_primary_match” does not contain the necessary argument values. 61 - Warning: Processing Option “generate_child” has incorrect argument 62 - Warning: Processing Option “insert_attribute” has incorrect argument 63 - Warning: Processing Option “delete_child_attribute” has incorrect argument 64 - Mol Wt/% Comp Calculation: 65 - Extract - store_text: ERROR: Setup error: Argument required for “store_client_key”. Wrapper_rela- tion_id = . 66 - Apply Table Rows Error: The number of ROWS for the Table must be defined! 67 - Apply Table Rows Error: The START_TAG for the Table rows must be defined! 68 - Apply Table Rows Error: The END_TAG for the Table rows must be defined! 69 - Apply Template Error: The HOLDER_ID must be defined for Template usage! 70 - Apply Template Error: Unable to locate a HOLDER_ID in the Template—Nothing to do! 71 - Warning: Processing Option “child_exists” not supplied correct arguments. 72 - Warning: Processing Option “child_text” not supplied correct arguments. 73 - Apply Template Error: You do not have access to the specified Template Collection (Collection ID = ! 74 - Apply Template Error: The KEY must be defined for Template usage! 75 - Extract - primary_seq_no: ERROR: does not contain a valid sequence number. 76 - Clone Error: Cannot perform a primary clone between collections with different rule_relations. 77 - Unexpected Error: fnv_clone_primary not called correctly 78 - Clone: Cannot clone because has destination checked out. 79 - Illegal Action: You may not clone when target entry is checked out. User has the entry checked out. Resolution: Ensure target entry is not checked out. 80 - Illegal Action: You may not clone when a child entry is checked out in the target. User has the entry checked out. Resolution: Ensure target entry has no children elements checked out. 81 - Failed on Fill Index Array: 82 - Attribute Validation Failed: The character “” is not allowed as the first character for attribute type . Resolution: Ensure the attribute value is correctly defined. 83 - Attribute Validation Failed: The character “” is not allowed for attribute type . Resolution: Ensure the attribute value is correctly defined.

84 - Unable to add task: Error inserting record into task list. Resolution: Ensure there are no existing tasks for component. Ensure user has appropriate security privileges. 85 - Warning: The component is already assigned to “” . 86 - : Error in fnv_get_rule_relation . 87 - Data value: Entity_id = . 88 - Oracle Database Error In: . 89 - Unexpected Situation: exist with same key information and only 1 allowed. Contact Customer Support. Resolution: Ensure that client key information is different. Contact Customer Support. 90 - Unexpected Situation: exist with same key information and only 1 allowed. Contact Customer Support. 91 - Unexpected Delete PE simple Error: Entity_id = does not exist. 92 - Error: Unable to determine new sequence number. 93 - Incorrect Parameter Passed: fnv_set_entity_status_flag called with invalid value. 94 - Unexpected Delete PE Error: Entity_id = does not exist. 95 - S4 Validation Service: Unable to write to the Vasont Error Log —Contact Customer Support! 96 - S4 Validation Service: Unable to open the S4 Error Log for output—Contact Customer Support! 97 - S4 Validation Service: Unable to perform Validation because the S4StorageManager Object is not available— Contact Customer Support! 98 - S4 Validation Service: Unable to perform Validation because the S4DocumentInstance Object is not available —Contact Customer Support! 99 - Cannot Perform File Load: The Validation Log file could not be opened—Ensure no other applications are using the Validation Log and retry. 100 - S4 Validation Service: Unable to open the S4 Error Log for input - Contact Customer Support! 101 - Workflow: User does not have access to any Collections with workflow. Resolution: Ensure appropriate security privileges. Contact Customer Support. 102 - Unexpected Error in Nav_Refresh.fnv_resequence: Could not find moved item on tree view. 103 - ds_inline_work: Failed to find prod entity id for “e” action 104 - ds_inline_work: Failed add record to prod entity id for “n” action. 105 - ds_inline_work: Failed to find prod entity id for “d” action. 106 - fnv_update_prod_inlines: Database Error found and corrected. 107 - : error in fnv_update_prod_inlines . 108 - test: 109 - Error Number Occurred: Error text: 110 - Error: exist primary. 111 - Unexpected Result: Cannot find row in fnv_find_row. 112 - Unexpected Result: Cannot find row in fnv_get_child_row. 113 - Unexpected Result: Unable to find row in fnv_get_inline_flag. 114 - Unexpected Result: Could not find row in fnv_get_parent_rule. 115 - Unexpected Result: Cannot find row in fnv_get_picklist_flag. 116 - Unexpected Result: Cannot find row for fnv_get_primary_rule_relation.

117 - Information: This element is not recognized in this collection. 118 - Unexpected Result: Cannot get row in fnv_get_rule_relation_id. 119 - Unexpected Result: Cannot find row in fnv_get_one_tab_order. 120 - Unexpected Result: Could not find tab text for rule relation 121 - Unexpected Error: Could not find primary tab text. 122 - Unexpected Result: Cannot get row in fnv_get_lang_id. 123 - Unexpected Result: Cannot find row in fnv_get_client_key_flag. 124 - Unexpected Result: Cannot find row in fnv_get_class. 125 - Unexpected Result: Cannot get row in fnv_get_rr_primary. 126 - Unexpected Result: Cannot find row in fnv_get_edit_flag. 127 - Unexpected Result: Cannot find row in fnv_get_resequence_flag. 128 - Unexpected Result: Cannot find row in fnv_get_add_flag. 129 - Unexpected Result: Cannot find row in fnv_get_delete_flag. 130 - Unexpected Result: Cannot find row in fnv_get_clone_flag. 131 - Unexpected Result: Cannot get row in fnv_get_match_criteria. 132 - Unexpected Result: Cannot find row in fnv_get_expand_inlines. 133 - Unexpected Result: Cannot find row in fnv_get_valid_value. 134 - Unexpected Result: Cannot find row in fnv_get_raw_type_id. 135 - Retrieval Error: No information was available from the database. 136 - Clone Processing Option: check_out: 137 - Therapeutic Index Build: Problem building therapeutic index. 138 - Warning: Processing Option “dyn_idx_ctrl_attr” has incorrect argument. 139 - Warning: Processing Option “edit_idx_attr” has incorrect argument. 140 - Warning: Processing Option “dyn_idx_store_attr” has incorrect argument. 141 - Warning: Processing Option “index_child_to_child” has incorrect argument. 142 - Therapeutic Index Build: Problem editing Compounds/Variants. 143 - Warning: Processing Option “sibling_add” has incorrect argument. 144 - Warning: Processing Option “child_add” has incorrect argument 145 - Warning: Processing Option “child_add” has incorrect use- primary child missing. 146 - Warning: Processing Option “child_add” has incorrect use- primary missing option 62. 147 - Warning: Processing Option “child_add” has source parent of child missing. 148 - Warning: Processing Option “child_add” has incorrect use- parent not index primary. 149 - Warning: Processing Option “child_add” second level in index not found. 150 - Warning: Processing Option “child_delete” has incorrect use- primary missing option 62. 151 - Warning: Processing Option “child_delete” has incorrect use- parent not index primary. 152 - Warning: Processing Option “child_delete” second level in index not found. 153 - Warning: Processing Option “add_special_parent” has incorrect argument.

154 - Extract - retrieve_attribute: ERROR: Setup error: Argument required for “retrieve_text” on attributes. Processing Option = 155 - Extract - retrieve_text: ERROR: Setup error: argument required for “retrieve_text”. Wrapper_rela- tion_id = 156 - Extract - store_attribute: ERROR: Setup error: argument required for “store_text” on attributes. Pro- cessing Option = 157 - Extract - store_text: ERROR: Setup error: argument required for “store_text”. Wrapper_relation_id = 158 - Apply Template Error: The PLACEHOLDER_ID must be defined for Template usage! 159 - Apply Template Error: Unable to locate specified PLACEHOLDER in the Template! 160 - Apply Template Error: Unable to write Template and extracted data to file system! 161 - Apply Template Error: Unable to apply Template to the extracted data! 162 - Extract: The “” “” is checked out. Extract not allowed. 163 - Extract: Warning, the “ “ “” is checked out. 164 - Matrix Read Error: Unable to read matrix file to resolve Target=XXX pointer. 165 - Composite Extract Error: 166 - Extract Warning: m_index_merge processing option argument of index_prod_id was not specified. 167 - Open Word Editor: The Word Template Document for the Word Editor was not defined in the “template” argument for the “open_word_editor” Processing Option—The extracted information will be opened using the default viewer. 168 - Open Word Editor: The Word Template Document “” could not be found—The extracted information will be opened using the default viewer. 169 - Open Word Editor: Unable to start Microsoft Word 97, which is required to run the Word Editor (Word 2000 is currently not supported)—The extracted information will be opened using the default viewer. 170 - Open Word Editor: Unable to start OLE Server for Microsoft Word 97—The extracted information will be opened using the default viewer. 171 - Complete Task Not Allowed: Cannot complete “” task because the “” task is currently active for the component “”. 172 - Composite Load: No Load Views exists for the current component!. Resolution: Ensure a Load View has been created for components you are attempting to load. Contact system administrator. 173 - Error: Could not start the SGML Editor. 174 - : Must first select a row. 175 - Warning: Job Queue items exist and will be deleted. Do you want to continue? 176 - : Save Changes? 177 - Warning: Changes were made to “”. Do you want to Save changes? 178 - Unable to Initiate Tasks: There are no start tasks available for this Workflow Project. 179 - Unable to Initiate Tasks: No components are associated with this project. 180 - : Description 181 - : There are no items to point to for this item in the current setup. 182 - : Window not called properly. 183 - : Unable to open window because not called with proper arguments.

184 - : Attribute window not sent key value. 185 - : No task attributes available for this task. 186 - : Window called in error. task_id is expected. 187 - : Unable to locate Attribute data. 188 - Warning: Exactly one “Pick One” task must be selected. 189 - Warning: Only One “Zero or One” task can be selected. 190 - Warning: Must first select a row. 191 - : Unable to connect to Oracle database. 192 - : User not found in Vasont database. 193 - ERROR: NO INPUT WAS PROVIDED 194 - : This collection is not currently set up for use. 195 - Warning: DataWindow not updated but database is updated. 196 - Must Select Rows: Please select the rows to assign to the alpha tag. 197 - Must Select Contiguous Rows: Please select one connected block of rows. 199 - : No collection attributes available for . 200 - : Window called in error. prod_id and rule_relation_id expected. 201 - : Global Change could not be performed on some Components because they are checked out to other users. Details on the Component(s) that could not be updated are located in the “” log file. Would you like to view this log file now? 202 - Error: Cannot determine Class for selected Component. Consult System Administrator! 203 - : A Component was not passed to the Pick List window. 204 - : Please select a row from the Pick List or press Cancel to exit. 205 - Error: No available to pick from. 206 - : Must first select row(s) to be deleted. 207 - : Error updating database. 208 - Delete Summary: A total of references were deleted. 209 - : has checked out in 210 - : has no authority to delete in 211 - List of items not deleted: 212 - : These refs cannot be deleted because of check out or security: 213 - : inline references not auto deleted in 214 - : This entry is not currently referenced. 215 - : Attribute window not called correctly. 216 - : No attributes available for this raw material type. 217 - : Window called in error. raw_type_id expected. 218 - : Cannot determine Class for selected Component. Consult System Manager! 219 - : There are no relationships set up for this raw material type. 220 - : Window called in error. 221 - : Default window not called correctly.

222 - : The chosen raw material already exists as a default. 223 - : Unable to insert new row. 224 - : Unable to locate Raw Material Data 225 - : A Component was not passed to the window. 226 - : Unable to execute prod_component_pick processing option. Argument of “search_prod” is required. 227 - : Unable to execute prod_component_pick processing option. Argument of “search_rule_relation” is required. 228 - : Pick List processing option unable to execute. The specified search component must have the same Raw Component type as the current component. 229 - : Selected Record Not Found. 230 - Update BLOB: Unable to find raw id. 231 - : The Multimedia File “” could not be found—Set the Multimedia Flag to “Missing”? 232 - : field is required. 233 - : Description field is required. 234 - : Status Flag field is required. 235 - : Object Type field is required for Multimedia Objects stored in the database. 236 - : Failed to start a Helper Application for the temporary Multimedia File “” (API Error Code )—Check the Windows File Association for File Type , then try again. 237 - : Failed to start a Helper Application for the Multimedia File “” (API Error Code )— Check the Windows File Association for File Type , then try again. 238 - : Both an external filename and a Multimedia Object exist within this record. Continue with save? 239 - : The Object Type “” is not configured in the database—Add the Type to Vasont before importing “” Multimedia Objects! 240 - : Ensure the proper Object Type is selected before saving this Multimedia Object! 241 - : The file “” does not exist—Object Import aborted! 242 - : An Object Type must be selected before editing! 243 - : A Filename must be selected before editing! 244 - : The Object Type “” is not configured in the database—Add the Type to Vasont before creating pointers to External “” Files! 245 - : The Multimedia file selected does not reside in “” and may not be accessible to other Vasont users—Apply the new Path and Filename anyway? 246 - : Unable to pick pointee from Raw Material Update. 247 - : Points to field is required. Use Pick button to choose referenced item. 248 - Invalid Alpha Tag: The new alpha tag must either be the same as or between the alpha tags where this item is being placed. 249 - Invalid Alpha Tag: The new alpha tag must occur before or be equal to that of the item where this is being placed. 250 - Invalid Alpha Tag: The new alpha tag must occur after or be equal to that of the item where this is being placed. 251 - Batch Analyze: s were successfully analyzed. 252 - Batch Approve: s were successfully approved.

253 - Batch Resolve Pointers: s were analyzed for incomplete pointers. 254 - Batch Checkout: s were successfully checked out to 255 - Batch Checkin: s were successfully checked in. 256 - : Unable to perform client key resequence. Could not open the log file: 257 - Sequence Client Key: records processed successfully. See file “” for results. 258 - : This special process is to be performed on the Therapeutic Category Index Collection only. 259 - : This process will create the log file “”. “ ” Process indexes? 260 - Process Completed: See “” for more information. 261 - Resolve Xlink Pointers: Process completed. The file “” contains details. Do you want to view the file now? 262 - Unexpected Spot for item: The parent rule relation was unexpected. 263 - Build Extract Collection: s were successfully built. 264 - No s: The “” will default first in sequence. 265 - Confirm Cancel?: Do you want to cancel the process? 266 - Confirm Selection?: Do you want to place “” after “” entitled “”? 267 - Confirm Selection?: Do you want to place “” before “” entitled “”? 268 - : Must first select a collection. 269 - Clone: Warning, “” exists in “” and will be overwritten. Do you want to continue? 270 - : Window called in error. No collection passed. 271 - : Window called in error. No entity_id passed. 272 - Collections not Available: There are no collections available to clone into. 273 - w_component_selection: Component Selection Error. The Collection selected for the report was not passed to the Component Selection window! 274 - w_component_selection: Error: No Components were selected—Do you want to abort the selection? 275 - Date Selection Error: The Ending Date must be after (or the same as) The Starting Date! 276 - Date Selection Error: Please enter a valid Ending Date in a MM/DD/YYYY format! 277 - Date Selection Error: Please enter a valid Starting Date in a MM/DD/YYYY format! 278 - : Must select at least one row. 279 - Warning: No Extract Views exist for this collection! 280 - Extract Complete: s processed. View Extract Log for results. 281 - : Window opened without necessary arguments. 282 - : No valid text options available to choose from. 283 - : Unable to retrieve data from database. 284 - : User does not have access to any Collections. 285 - : The Base SQL for the Query was not passed to the Query Page.Please notify your Vasont System Administrator! 286 - Error: 287 - : Cannot save “”—No Criteria has been specified! 288 - Error: The working Collection for the Filter was not defined. Consult System Manager!

289 - Error: The Subject matter could not be defined for the Filter. Consult System Manager! 290 - DataWindow Error: The Value 0 is not allowed with the COUNT Property—Use the EXISTS or NOT EX- ISTS Property instead! 291 - : Unbalanced Parenthesis in Filter Criteria! 292 - : A Component must be selected before adding to the Filter! 293 - : A Property for the Component must be selected before adding to the Filter! 294 - : An Operator must be selected before adding to the Filter! 295 - : A required value is missing in the Query Criteria .Please specify a value! 296 - Error: Unknown content type for selected Component. Consult System Manager! 297 - : The calling window for the Navigator Search was not passed to the Query Page—Please notify your Vasont System Administrator! 298 - : The datasource for the Navigator Search was not passed to the Query Page—Please notify your Vas- ont System Administrator! 299 - : Sub-Query Join Syntax was not passed to the Query SQL Generator—Please notify your Vasont Sys- tem Administrator! 300 - : An internal error occurred when building the Query SQL (unable to apply DISTINCT clause)— Please notify your Vasont System Administrator! 301 - Error: Unable to retrieve “ ”—The Filter window was not passed! 302 - Error: Unable to retrieve—The Filter Window is not set up to access “! 303 - : A must be selected in order to proceed. 304 - : This will be deleted immediately—Are you sure you want to delete the “”? 305 - : The “” “” cannot be deleted—The “ ” was created by a different user! 306 - : An error occurred when retrieving the Criteria for “”—Contact your Vasont System Administrator! 307 - : There is already a Saved Query with the name “ ”—Please enter a different name. 308 - : Do you want to replace the existing “” “”? 309 - Report Generator Error: The internal data object for this report was not passed! 310 - Report Generator Error: The Collection selected for this report was not passed! 311 - Report Generator Error: The content of the Vasont Navigator was not passed to the Report Window! 312 - : Rows of Data. Would you still like to Print the Report? 313 - MODIFY ERROR: 314 - REMOVE TITLE ERROR: 315 - MODIFY ERROR: 316 - ADD TITLE ERROR: 317 - : Retrieve Not Complete. Complete Retrieve Before Report? 318 - : User does not have access to any Collections. Consult System Manager. 319 - : Please select a Content Type from the list. 320 - : No versions exist for this collection. 321 - : Unable to open file: 322 - Unexpected Explode Error: Unable to Access Selected Tree Item.

323 - Unexpected Refresh Error: Unable to Access Tree Item in ue_refresh_entity. 324 - Unexpected Result: fuo_get_entity_id returned less than 1 325 - Unexpected Result: Could not find CurrentTreeItem in fuo_get_tvi 326 - Unexpected Result: Could not get CurrentTreeItem in fuo_get_tvi 327 - Unexpected Result: Unable to remove pending delete. 328 - Unable to Delete: Unable to delete this component because it is referenced by another component. 329 - Unexpected Error: Failed to set delete pending status. 330 - Unexpected Error: Failed to set delete pending status for children. 331 - Unexpected Item Populate Error: Unable to Access Selected Tree Item. 332 - Unexpected Error in set icon: Could not get input handle item. 333 - Update Message: Update Failed on inlines- updates rolled back. 334 - Update Message: Update Failed on tabs- updates rolled back. 335 - Cannot Perform Function: Moving an across different collections is not allowed. Hold down the Ctrl key if you wish to clone. 336 - Unexpected Error: Could not find root item for fuo_refresh_navs. 337 - Cannot Perform Function: Vasont was unable to determine a sequence number for the dropped . Contact customer support if situation persists. 338 - Unexpected Error for fuo_delete_children: Unable to get item from passed handle. 339 - Unexpected Result in refresh for delete: Failed physical delete of parent and children. 340 - Unexpected Result in refresh for delete: Failed pending flag a delete of treeviewitem. 341 - Confirm Alpha Tag Change: Dropping the here will require changing the Alpha Tag to “”. Do you wish to continue? 342 - Unable to Clone: The “” to be cloned already exists in the receiving collection. You must drop the dragged “” on the corresponding “” in the receiving collection. 343 - Illegal Action: You may not drag move when item is checked out. User “” has the entry checked out. Resolution: Ensure the item is not checked out prior to drag/move. 344 - Illegal Action: You may not drag move when a child item is checked out. User “” has the entry checked out. Resolution: Ensure the item has no child components checked out prior to drag/move. 345 - Unexpected Error: Could not find current handle for finding item root item. 346 - Information: Unable to open selected item—try a higher level. 347 - Unexpected Error: Cannot check for checkout. 348 - Illegal Action: You may not drop on a checked out item. User “” has the entry checked out. Resolu- tion: Ensure that the component dropping on is not checked out. 349 - Unexpected Error: Unable to get item in fuo_find_drop_slot. 350 - Information: Unable to open selected item- try a higher level. 351 - Unexpected Error: Failed to insert drag immediately after target. 352 - Unexpected Error: Failed to insert drag after last child. 353 - Unexpected Error: Failed to insert drag before last child. 354 - Unexpected Error: Failed to insert drag immediately before only child. 355 - Unexpected error: Could not find root item in fuo_set_primary_icon.

356 - Unexpected Error: Failed to update inline children prod_entity. 357 - No data exists: You have accessed an empty collection. Would you like to create the required initial item?. Resolution: Create required initial item. 358 - No data exists: You have accessed an empty collection. But you have no rights to add an item to this collection. Resolution: Ensure appropriate security privileges. Contact system administrator. 359 - System Error: Unable to get tree item. 360 - Unexpected Result: Cannot find row in fnv_find_row. 361 - Unexpected Result in create primary tvi: Unable to insert primary tree view item. 362 - Unexpected Result: Unable to get passed handle in fuo_get_parent_handle. 363 - Unexpected Result: Unable to find parent. 364 - Cannot Perform Move: An entry in the branch being moved is being pointed to from outside of that branch. Those references must be resolved before the move can be accomplished. Resolution: Resolve all references prior to moving content components. 365 - Cannot Perform Function: Moving an “” across different collections is not allowed. Hold down the Ctrl key if you wish to clone. Resolution: Hold down control key prior to cloning. 366 - Cannot Perform Function: Moving an “” for a subcomponent promotion is not allowed. Hold down the Ctrl key to clone and promote. 367 - Unexpected Result: Drill Down Mismatch. 368 - Unexpected Result: Drill Down Child Mismatch. 369 - Unexpected Result: Unable to get current item in fuo_pick_tab_items. 370 - Unexpected Error: Could not get primary_entity_id. 371 - Cannot Move Here: A primary component can only be dropped on another primary component. Resolution: Only drop primary components on other primary components. 372 - Illegal Action: Cannot Drop an item on its descendant. 373 - Illegal Action: You may not reposition an inline entry by dragging. You must directly edit the entry in which the inline resides. 374 - Illegal Action: You may not drop on inline entity. You must directly edit the entry in which the inline resides. 375 - Unable to Clone: You cannot copy “”s within the same collection. You may wish to move it to the new position instead? 376 - Cannot Drop Here: There is no relationship defined between the dragged entry and the entry on which it was dropped. Resolution: Ensure the destination of the drag and drop operation has appropriate structure to support the move. 377 - Unexpected Error: Could not get root item. 378 - Unexpected Error: Could not find root item. 379 - Unexpected Result: Unable to get child selected item. 380 - Unexpected Error in set icon: Could not get root item. 381 - Versions/Snapshots: Unable to expand a level. 382 - : Function did not return a valid raw_id. 383 - : This “” is checked out by user “”. Cannot be reinstated at this time. 384 - : This “” will be written back into the collection. Continue with Reinstatement? 385 - : Current “” will be overwritten with Snapshot data. Continue with Reinstatement?

386 - : Error finding primary entity for Snapshot. 387 - : 388 - Information: Unable to open selected item. 389 - : No raw material attached to this record. 400 - Version/Snapshot Composite Extract: Could not find row to extract. 401 - Version/Snapshot not allowed: 402 - : No history information exists for this item. 403 - : Must save new record to perform Collection Use. 404 - : Unable to open raw attribute window. 405 - : Must save new record to use Raw Relationship window. 406 - : Record does not yet exist in database. 407 - : File Import Failed. Import file does not contain tag: 408 - : File Import Failed - 409 - : Selected Collection Record Not Found. 410 - : Cannot create new collection record. 411 - : field is required. 412 - : References exist to a deleted inline. Save not allowed. 413 - : Unable to locate raw component in database. Consult System Manager. 414 - : Unable to locate prod_rule_relation in database. Consult System Manager. 415 - Warning: An inline was deleted or modified that is referenced outside the . Save not allowed. Modi- fied inline: . 416 - Error: No Version exists to extract data. Unable to Open window. 417 - : Selected Raw Material Record Not Found. 418 - : Unable to save. Duplicate “ ” already exists: 419 - Setup Required: Save not allowed. Unable to obtain version from setup to load. 420 - : Changes were made. Do you want to save them now? 421 - Parser Error: Vasont was unable to create an export file to perform SGML validation. 422 - : Text did not parse. Unable to Save. Do you want to view parse error file? 423 - : Not allowed to change status to Incomplete. 424 - : Not allowed to change status from Incomplete. 425 - : Please select a Collection. 426 - Extract Failed: ERROR: blob_extract processing option failed. Unable to extract blob from multimedia component. 427 - : Text is too long to be modified in Update window. Text will be view only. 428 - Clone failed: Unable to find matching component in collection “”. 429 - failed: Cannot perform this function when the component is checked out. 430 - Cannot drop on empty space.: The component must be dropped on another component. 431 - : Failed to start the Edit Helper defined for File Type —Ensure that the Edit Helper specified in the Vasont Database is a valid application, then try again.

432 - : The Multimedia File does not exist—It is possible that the file has been moved OR the Multi- Media “RootPath” entry in your VasontApps.INI file is not set properly. 433 - : Unable to extract file “” to the “” temporary Folder—Ensure that you have write permissions to this Folder, then try again. 434 - : Unable to extract MultiMedia Object to a file for Editing—The MultiMedia “TempPath” specified in your VasontApps.INI file, “”, is not a valid Folder. The MultiMedia “TempPath” entry in your Vaso- ntApps.ini should be set to point to the TEMP sub-folder within your Vasont “home”. 435 - : Selection Error: No Languages were selected—Do you want to abort the selection? 436 - : Would you like to update your Saved Query “” to reflect the new Query Name and settings? Click “No” to create a new Saved Query with the name “”. 437 - : An error occurred while the Saved Query “”—Please contact your Vasont System Ad- minstrator. 438 - License Violation: Vasont is not licensed for use in this Database Schema—Please contact your Vasont Sys- tem Administrator. 439 - Completion of Task Not Allowed: At least one descendant component has a status of , which prevents completion of this task. 440 - Unexpected Situation: s exist with same key information and only 1 allowed. Contact customer support. 441 - Error: Unable to determine new sequence number 442 - Incorrect Parameter Passed: fnv_set_entity_status_flag called with invalid value 443 - : error in fnv_get_rule_relation 444 - Data value: entity_id = 445 - Oracle Database Error: Oracle database error in . 446 - License Violation: You have not been assigned a Vasont seat—Please consult System Administrator! 447 - Cannot Perform Function: Copying a within the same collection is not allowed. Release the Ctrl key if you wish to resequence. 448 - Cannot Perform Function: Resequencing a within this collection has been disabled in the Vasont Administrator program. Resolution: Ensure appropriate set up parameters in the Vasont Administrator. Contact system administrator. 449 - Cannot Perform Function: Resequencing a within this collection has been disabled in the Vasont Administrator program for user . 450 - Cannot Perform Function: Cloning a into collection has been disabled in the Vasont Admin- istrator program. Resolution: Ensure appropriate set up parameters in the Vasont Administrator. Contact system administrator. 451 - Cannot Perform Function: Cloning a into collection has been disabled in the Vasont Admin- istrator program for user . 452 - Cannot Perform Function: Moving this component not allowed because the source component is not allowed to be deleted for user . Resolution: Ensure appropriate security privileges. Contact system administrator. 453 - Cannot Perform Function: Moving a into collection has been disabled in the Vasont Admin- istrator program. 454 - Cannot Perform Function: Moving a into collection has been disabled in the Vasont Admin- istrator program for user .

455 - Cannot Perform Function: Resequencing a within this collection has been disabled in the Vasont Administrator program for user . 456 - Cannot Perform Function: Any type of updating for collection has been disabled in the setup program for user . Change your setup if you wish the user to update this collection. Resolution: Ensure appropriate security privileges. Contact system administrator. 457 - Cannot Perform Extract: Extract File for collection has been disabled in the Vasont Administrator program for user . Resolution: Ensure appropriate security privileges. Contact system administrator. 458 - Cannot Perform Load: Load File for collection has been disabled in the Vasont Administrator program for user . Resolution: Ensure appropriate security privileges. Contact system administrator. 459 - Cannot Perform Batch Processing: Batch Processing for collection has been disabled in the Vasont Administrator program for user . Resolution: Ensure appropriate security privileges. Contact system administrator. 460 - Cannot Perform Function: Cloning a into collection has been disabled in the Vasont Admin- istrator program. 461 - Cannot Perform Function: Cloning a into collection has been disabled in the Vasont Admin- istrator program for user . 462 - Batch Load: An error has occurred while processing . Please check the log file for details. Resolution: Refer to the log file for specific details. 463 - Unable to Complete Task: Cannot complete task for . 464 - ds_prod_attribute: function called in error. 465 - Error: row: 466 - ds_prod_entity_primary: Function called in error. 467 - Update error: 468 - Vasont Query Upgrade: Vasont's Stored and Most Recently Used (MRU) Queries have been successfully upgraded to the release level. 469 - Vasont Query Upgrade: Errors and/Warnings were encountered while upgrading Vasont' Stored and Most Recently Used (MRU) Queries to the release level! 470 - Error: 471 - Error: Unable to set the status! 472 - Error: The component/extract combination you selected is already in the Batch Extract Queue 473 - : Starting Asynchronous Extracts. 474 - : Starting Extracts. 475 - : Your Extracts have completed—Please check the Extract Log File “” for any Extract errors. 476 - : Your Extracts have completed, but there was an error removing the completed jobs from the : 478 - : Starting Loads. 481 - : Starting Asynchronous Loads. 482 - : The file “” already exists and will be overwritten. Do you wish to use this file name? 483 - : Error updating the file name: ! 484 - : Multiple Queue entries cannot be re-ordered—Select an individual entry when resequencing jobs. 487 - : You must first select a row.

488 - : This collection is not currently set up for use. 489 - : Internal Error: The Navigator, from which the Search was run, was not passed to the Search List window! 490 - : Internal Error: The Component list datasource was not provided for the Component List window! 491 - : Unable to run Query—No Query Criteria has been specified! 492 - Unexpected Result: Unable to get parent item. 493 - Unexpected Result: Unable to get current item. 494 - Unexpected Result: Unable to find current item. 495 - Success: Successfully added to Batch Queue 496 - Batch Queue: Unable to add component to Batch Queue 497 - : You must first select an item. 498 - Unsuccessful Operation: 499 - : No Components were found for the Search Criteria specified! 500 - Invalid Operation: Cannot delete if a child is checked out to another user. Resolution: Ensure no child component has been checked out. 501 - : Would you like to drill-down to the first Incomplete Descendant? 502 - Unable to Open Update: Opening in View Mode. Resolution: Ensure component you are trying to update is not checked out to another user. 503 - : No data is currently attached to this entry. 504 - Invalid Operation: Cannot undelete if a child is checked out to another user. 505 - Analysis of Incomplete Status: 506 - Analysis of Incomplete Status: This item is incomplete because it has a child that is incomplete. Analyze the incomplete child. 507 - Unexpected Result in ue_analyze: Failed to get current handle 508 - Unexpected Result on approve: set_approve_status_flag did not work 509 - Unexpected Result on approve: set_any_status_flag did not work 510 - : Function did not return a valid raw_id 511 - Checkout Information: Checkout User was Checkout Date was Checkout Time was Checkout Info: 512 - Checkout Information: Checkout User was Checkout Date was Checkout Time was 513 - Unexpected Result: Item should have been checked out but flag was not found 514 - : No raw material attached to this record. 515 - Error: Improper setup of processing option - 1263 516 - : No data is currently attached to this entry. 517 - Update Aborted: A Password must be entered to create, update or delete System Level information! 518 - Update Password Invalid: The Password entered is not valid for creating, updating or deleting System Level information! 519 - Error: An error occurred while trying to open file . 520 - Read DTD: Error determining attribute sgml type for element: , attribute: , sgml type: 521 - Attention!: Attribute: will not get all of its valid values.

522 - gf_next_char: Error reading next character 523 - nvo_cat_file/fnv_init_catfile: Error accessing file 524 - fnv_get_next_char: Error reading next character 525 - Warning: Element not found! Attribute not added 526 - Warning: Should not be here 527 - nvo_dtd_element/fnv_parse_ele: Error with exclusion: 528 - nvo_dtd_element/fnv_parse_ele: Error with inclusion: 529 - nvo_dtd_element/fnv_parse_ele: Invalid character beginning token: 530 - Attention: Cannot process elements with “ANY” Element: 531 - nvo_dtd_entity/fnv_lookup: Invalid entity name: 532 - nvo_dtd_file/fnv_init_file: Error accessing file: 533 - fnv_next_token: Error reading next token 534 - fnv_parse_marked_section: Invalid token in line: 535 - fnv_parse_marked_section: Invalid first character in token: line: 536 - fnv_init_lines: Invalid first character in token: 537 - fnv_lookup: Invalid type - must be element, attribute, or entity 538 - fnv_get_name: Invalid type - must be element, attribute, or entity 539 - fnv_get_tokens: Invalid type - must be element, attribute, or entity 540 - fnv_init: Invalid type - must be element, attribute, or entity 541 - fnv_update: Invalid type - must be element, attribute, or entity 542 - fnv_init: Invalid token in line: 543 - fnv_init: Invalid first character in token: line: 544 - WARNING: PUBLIC Identifier: [] Not Found! 545 - fnv_parse_dtd: Invalid line: 546 - Catalog Load: Unexpected Catalog File Structure: 547 - Error!: No component is set to be a Primary. Please set a Primary. 548 - Attention!: Do you want to save changes to a Text file? 549 - DTD DATA: Data is successfully setup in Vasont. 550 - Error: Read DTD Error in: 551 - Attention: Please save the file as Text file. If you do not give any extension, the System would automatically save it as a Text file 552 - Error: File name has to be specified. Cannot leave it blank 553 - Error: Error while saving DTD Element and Attribute information. No data is saved. 554 - Attention!: Either a Top level component is missing or some other error occurred while reading the DTD. Processing of DTD is aborted. 555 - Error: Saved DTD file was created with wrong version. 556 - Error: Did not specify a saved DTD file. 557 - DTD Import: Either User cancelled the operation or the file structure does not match the system into which you are trying to import.

558 - Error: Could not import the file correctly. The file structure does not match the system into which you are trying to import. 559 - Warning: Setting raw class to Text! 560 - Warning!: You are deleting the Top Level Component. No data will be setup in the System and the DTD Navigator will be closed. Do you want to continue? 561 - Delete: Do you want to delete Component: ‘’? 562 - Error: Please select a Content Type and Collection 563 - Attention!: There are no Collections in this Content Type. Please select a different Content Type. 564 - Error: Data already exists in Collection: Please select a collection with no existing data. 565 - Error: Please select a Top Level Component from the list. 566 - Attention!: Navigator Order is not valid. Please give a valid number. 567 - CBX_1: 568 - Attention!: Please limit the length of Alias to 30 or less than 30 characters. 569 - Attention!: Changing Raw Component will change Alias and Navigator Name. 570 - Attention!: Changing Alias will change Navigator Name. 571 - Attention!: Please limit the length of Raw Component to 30 or less than 30 characters. 572 - Attention!: Please limit the length of Description to 30 or less than 30 characters. 573 - Attention!: Please limit the length of Navigator Name to 30 or less than 30 characters. 574 - Attention!: Do you want to delete Attribute: ? 575 - Import Process Failed. Error in: : DBCode: Error: ” + “Row: 576 - Error: An error occurred while trying to get file . 577 - : Collection will be imported into the above mentioned hierarchy. 578 - : If Raw Components, Attributes and Wrappers used in the Importing Collection are found in this database, the existing IDs will be used. If matching Raw Components, Attributes and Wrappers are not found, they will be created. Do you want to continue with the Import? 579 - Import Utility: 580 - : Collection 581 - : is successfully imported. 582 - : Import process failed. File is not a ‘Collection’ file. 583 - : Load View 584 - : Extract View 585 - : will be imported into the following: 586 - : Content Type: 587 - : Collection: 588 - : Do you want to continue with the Import? 589 - : is successfully imported. To see the new Load View, select Collection 590 - : and click on Load View. 591 - : is successfully imported. To see the new Extract View, select Collection 592 - : and click on Extract View.

593 - : Import process failed. File is not a ‘Load/Extract View’ file 594 - : Project 595 - : Import process failed. File is not a ‘Project’ file. 596 - : File is not a Text (.txt) file. 597 - : The previous File Save dialog was prompting you to specify a filename for creating a log file that lists all Processing Options for which arguments could not be updated. If you do not want the Import process to create a log file, you will have to manually verify which Processing Options did not get updated with correct argument values. Do you want to specify a log file name? 598 - Attention: 599 - : Collection Imported: 600 - : Collection ID: 601 - : LOAD VIEW IMPORTED: 602 - : EXTRACT VIEW IMPORTED: 603 - : Version ID: 604 - : PROJECT IMPORTED: 605 - : Project ID: 606 - : Please see 607 - : for a list of Processing Options or Pointers for which arguments 608 - Information: 609 - Information: 610 - Information: 611 - : could not be updated. 612 - Vasont Administrator Help: Unable to display Vasont Administrator Help—The Vasont “Home” directory is not listed in the Windows Registry! Please contact your System Administrator. 613 - Vasont Administrator Help: Unable to display Vasont Administrator Help—The Help File (‘’) was not found! Please place this Help File in the Folder indicated or re-install Vasont Administrator, then try again. 614 - Vasont Administrator Help: Unable to display Vasont Administrator Help—The Adobe Acrobat Reader application could not be started! Please ensure Acrobat Reader is installed, then try again. 615 - Vasont Administrator Help: Unable to provide Contextual Help (Name Destination ‘’—A Communi- cation Channel could not be opened to Adobe Acrobat Reader! Please contact your System Administrator. 616 - Unable to Delete: Collection data exists in ‘’. 617 - sqlca.sqlcode: : parent_rule_id: 618 - Oracle Database Error In : 619 - Unable to Delete: Project data exists in ‘’. 620 - Cannot duplicate anymore: Already duplicated 100 times. 621 - Warning: Unable to create because this collection does not contain the component: 622 - Unable to Drag and Drop: Cannot drag and drop an Advanced Access when ‘Includes Role Grants’ is checked 623 - Unable to Drag and Drop: Cannot drag and drop an Collection when ‘Includes Role Grants’ is checked 624 - Processing Option Description:

625 - Defaults DW Linkage Error: Cannot link DataWindows—Master DataWindow does not exist. 626 - Attention!: Argument is in use. If you want the System to delete this argument from this Processing Option, press Yes If you do not want the System to delete it, press No. See Where Used for additional information. Do you want the System to delete this argument from this Processing Option? 627 - Error: Cannot link DataWindows—Master DataWindow does not exist. 628 - Unable to Copy: Processing Option is not a valid processing option for this Component. 629 - Unable to Copy: Processing Option already exist on this component. Cannot copy it again. 630 - Unable to Delete: Data exists for this attribute. 631 - Warning: This attribute is used in Extract/Load Views. Do you want to continue with the Delete? 632 - Unable to Copy: Cannot drag this component onto an Edit View Window 633 - Unable to Copy: Cannot copy or move components across collections in different Content Types 634 - Unable to Copy: The dragged attribute already exists on this component 635 - Error: A name must be entered for all Raw Component Aliases! 636 - Attributes DW Linkage Error: Cannot link DataWindows—Master DataWindow does not exist. 637 - Unable to Copy: Cannot drag this component onto a Task Window 638 - Unable to Copy: Cannot drag this component onto a View Window 639 - Error: datasource is undefined! 640 - Unexpected Error: Could not find current handle for finding parent item. 641 - Unable to Delete: Data exists for Attribute . 642 - Warning: Attribute is used in Extract/Load Views. Do you want to continue with the Delete? 643 - Delete: Do you want to delete Attribute: ‘’? 644 - Delete: Do you want to delete Processing Option: ‘’? 645 - Argument Description: 646 - Unable to Copy: The dragged component already exists in this position. 647 - Drag and Drop: Cannot perform a Move on the top level component within the same view. Hold down the Ctrl key if you want to perform a Copy. 648 - Drag and Drop: When Ctrl key is not held down the component will be deleted from its original position. Do you want to continue? 649 - Move not allowed: Collection records exist for at the position it was moved from. Hold down the Ctrl Key if you want to Copy instead of Move. 650 - Delete not allowed: Collection records exist for . 651 - Unable to Add: The collection component ‘’ already exists at this position. 652 - Unable to Copy: Cannot copy or move components across versions in different Content Types 653 - Unable to Copy: The dragged item is not allowed at this location. No collection component exists to support this relationship. 654 - Batch Update Error: You must select at least one row from the list. 655 - Batch Update Error: There are no items to update. Please choose a Collection and a View to get the items. 656 - Batch Role Collection Update: Do you want to save changes? 657 - Attention!: Processing Option ‘’ requires values. See Update Arguments to provide values. 658 - Batch Update Edit View Save: Do you want to save changes?

659 - Error: A Wrapper must be specified for Inline Components! 660 - Processing Options DW Linkage Error: Cannot link DataWindows—Master DataWindow does not exist. 661 - Actions DW Linkage Error: Cannot link DataWindows—Master DataWindow does not exist. 662 - Pointers DW Linkage Error: Cannot link DataWindows—Master DataWindow does not exist. 663 - Occurrence DW Linkage Error:Cannot link DataWindows—Master DataWindow does not exist. 664 - Advanced DW Linkage Error: Cannot link DataWindows—Master DataWindow does not exist. 665 - Inline DW Linkage Error: Cannot link DataWindows—Master DataWindow does not exist. 666 - Batch Update Extract/Load View Save: Do you want to save changes? 667 - Batch Update Error: Error while inserting into version_attribute_link_custom 668 - Attention!: Attribute ‘’ has Processing Option ‘’ that has Arguments. Open Processing Options and See Update Arguments to provide values. 669 - Batch User Collection Update: Do you want to save changes? 670 - Warning: All data from collection ‘’ will be deleted (including Snapshot files). Are you sure? 671 - Warning: Snapshot data for collection ‘’ will be deleted. Are you sure? 672 - Warning: All data from project ‘’ will be deleted. Are you sure? 673 - Find: You must first select a Component and Value to perform Find. 674 - Find: You must select a Value to perform Find. 675 - Password Entry Error: 676 - Attention: Do you want to save changes? 677 - Warning: Are you sure you want to delete Task ? 678 - Unable to Delete Task: Data exists for this Task. 679 - Warning: Are you sure you want to delete this Comment? 680 - Warning: Are you sure you want to delete this Link? 681 - Error: Please select a Collection 682 - Error: No data exists in Collection: ‘’ Please select a collection with existing data. 683 - Warning: Are you sure you want to delete this item? 684 - Attention!: Argument is in use. If you want the System to delete this Argument, press Yes If you do not want the System to delete it, press No. See Where Used for additional information. Do you want the System to delete this Argument? 685 - Unable to Delete: DTD Component is in use. 686 - Unable to Delete: is in use—See Where Used to identify and remove all uses before deleting the . 687 - Vasont Administrator: User does not have permission to access the Administrator Application! 688 - Login Failure: 689 - Maximum Attempts Reached: You have reached the maximum allowable attempts to Login—Vasont will now shut down! Please verify your User ID, Password and Database connection parameters before trying again. Resolution: Verify your username/password and ensure you are logging on correctly. 690 - Warning: Cannot create because no Edit View components exist. 691 - Attention!: Complete duplication for Collection: failed. But the Collection might have been duplicated partially. Please review what Load View(s) and Extract View(s) are duplicated.

692 - Information: Collection ‘’ is successfully exported. 693 - Error: Error while exporting Collection ‘’ 694 - Information: Project ‘’ is successfully exported. 695 - Error: Error while exporting Project ‘’ 696 - Warning: This will delete the Content Type and all related data. Do you want to continue? 697 - Warning: This will delete the collection, all related views and all related projects. Do you want to continue? 698 - Warning: This will delete the collection group, all related collections, all related views and all related projects. Do you want to continue? 699 - Warning: This will delete the project and all related items. Do you want to continue? 700 - Unable to Copy: A collection belongs to only one Content Type. 701 - Drag and Drop: This will move the Collection setup from its original location to the new location. Do you want to continue? 702 - Drag and Drop: This will Copy the Collection setup to the new location. Do you want to continue? 703 - Unable to Copy: This component may only be dropped on a ‘Content Type’ or ‘Collection Group’ or ‘Collec- tion’. 704 - Drag and Drop: Please hold down the Ctrl key while dragging. Otherwise the Drag and Drop would fail. 705 - Unable to Copy: This component may only be dropped on a ‘Collection’ or ‘Project’ 706 - Unable to Copy: This component may only be dropped on a ‘Load View’ or ‘Extract View’ 707 - Unable to Copy: Source data not allowed to be dropped here. 708 - Information: ‘’ is successfully exported. 709 - Error: Error while exporting ‘’. 710 - Find: Component not found 711 - Warning: This will delete the Role ‘’ Do you want to continue? 712 - Warning: This will delete the Workgroup ‘’ Do you want to continue? 713 - Warning: This will delete the User ‘’ Do you want to continue? 714 - Unable to Add: The tag ‘’ already exists at this position. 715 - Report Generator Error: The content of the Vasont Navigator was not passed to the Report Window! 716 - Report Generator Error: The content of the Workflow Graphic was not passed to the Report Window! 717 - Report Generator Error: The handle of the Workflow Graphic was not passed to the Report Window! 718 - Filter Window Description: This window is provided as a filter to limit the number of components for the selection window. Where applicable, you can select a Collection from the drop down list box or type in a Navigator Name (obtained from the Edit View window). If available, you can choose All Collections in the Collection drop down list box and you will receive all components for all Collections in your selection window. Be advised, building a full component list can be time consuming if you have many Collections and/or many components. Example 1: Select one of the Collections from the drop down list box and click OK. The selection list will show all the components for the selected Collection. Example 2: Type a Navigator Name in the provided text box such as Paragraph, or Para* and click OK. The selection list will show all Paragraph components for all Collections. Example 3: Select a Collection and type in Paragraph or Para* in the Navigator Name text box and click OK. The selection list will show only Paragraph components for the selected Collection Example 4: Select All Collections in the Collection drop down list box and click OK. The selection list will show every component in the database. 719 - Requirement Not Met: You must select a wrapper or wrapper/component pair 720 - Duplicate Pick: You already picked this wrapper.

721 - : Do you want to save changes? 722 - Error: Required ‘Description’ information is missing—Value must be entered prior to save. 723 - Error: Required ‘Argument Name’ information is missing—Value must be entered prior to save. 724 - Error: Required ‘Argument Type’ information is missing—Value must be entered prior to save. 725 - Error: A Processing Option was not selected—Cannot add/modify the Component's Argument details! 726 - Error: An Argument was not selected—Cannot add/modify the Component's Argument details! 727 - Error: Required IDs were not passed—Cannot add/modify the Component's Argument details! 728 - Error: Datasources were not passed—Cannot add/modify the Component's Argument details! 729 - Error: Required information ‘Argument Type’ was not passed—Cannot add/modify the Component's Argument details! 730 - Error: An Attribute was not selected—Cannot add/modify the Component's Attribute details! 731 - Error: The Component ID was not passed—Cannot add/modify the Component's Attribute details! 732 - Error: Required IDs were not passed—Cannot add/modify the Component's Attribute details! 733 - Error: Datasources were not passed—Cannot add/modify the Component's Attribute details! 734 - Update Attribute Error: The Default Value specified is not a valid value for the Attribute! 735 - Attention: Attribute: already exists! 736 - Error: Error while getting save file name 737 - Error: Required ‘Processing Option Name’ information is missing—Value must be entered prior to save. 738 - Table Use DW Linkage Error: Cannot link DataWindows—Master DataWindow does not exist. 739 - Error: Required ‘Table Name’ information is missing—Add at least one entry prior to save. 740 - Error: Required ‘Table Name’ information is missing—Value must be entered prior to save. 741 - Error: Required ‘Use’ information is missing—Value must be entered prior to save. 742 - Error: Required ‘Toolkit Window’ information is missing—Value must be entered prior to save. 743 - Error: Required ‘Element’ information is missing—Value must be entered prior to save. 744 - Error: Required ‘Repeat Flag’ information is missing—Value must be entered prior to save. 745 - Error: Required ‘Argument’ information is missing—Value must be entered prior to save. 746 - Error: The Parameter ID is duplicated—Parameter IDs must be unique! 747 - Error: The Value for must be a number! 748 - Error: The Value for must be a valid date (MM/DD/YYYY format)! 749 - Error: The Value for must be ‘y’ or ‘n’! 750 - Error: A Value was not specified for ! 751 - Error: Database has been Serialized for Vasont use! 752 - Error: Unable to obtain System Stamp for Oracle Database! 753 - Workgroup Name Entry Error: A Workgroup Name must be entered! 754 - Workgroup Name Entry Error: Workgroup Name: already exists in VASONT. Cannot create a ‘Workgroup’ with the same name again 755 - Error: Required ‘Group Name’ information is missing—Value must be entered prior to save.

756 - Error: Required ‘File Extension’ information is missing—A Value must be entered prior to save! 757 - Error: The File Extension ‘’ already exists—File Extensions must be unique! 758 - Error: Required ‘Language Name’ information is missing—Value must be entered prior to save. 759 - Error: Required Occurrence information is missing—Value must be entered prior to save. 760 - Error: Required ‘Collection Name’ information is missing—Value must be entered prior to save. 761 - Error: The name ‘’ is used in another collection. This field must be unique. 762 - Error: The abbreviation ‘’ is used in another collection. This field must be unique. 763 - Error: Required ‘Abbreviation’ information is missing—Value must be entered prior to save. 764 - Error: Required Keys were not passed to the Update Window! 765 - Error: A Navigator Order must be specified for this Rule Relation! 766 - Global Change DW Linkage Error: Cannot link DataWindows—Master DataWindow does not exist. 767 - Dynamic Index DW Linkage Error: Cannot link DataWindows—Master DataWindow does not exist. 768 - Error: A Wrapper must be specified for Inline Components! 769 - Valid Values DW Linkage Error: Cannot link DataWindows—Master DataWindow does not exist. 770 - Transform DW Linkage Error: Cannot link DataWindows—Master DataWindow does not exist. 771 - Error: An Editor Tag must be selected if SGML is to be Parsed! 772 - Error: Required ‘Project Name’ information is missing—Value must be entered prior to save. 773 - Error: If duration is specified a duration flag must be selected. 774 - Error: If duration flag is set, duration has to be specified. 775 - Error: Required ‘Class Name’ information is missing—Value must be entered prior to save. 776 - Error: Required ‘Table Name’ information is missing—Valid Table Name must be entered prior to save. 777 - Attention: Raw Component: already exists! 778 - Error: A Name must be entered for the Raw Component! 779 - Error: A Raw Class must be selected for the Raw Component! 780 - Aliases DW Linkage Error: Cannot link DataWindows—Master DataWindow does not exist. 781 - Error: A Data Type must be selected for the Raw Component! 782 - Error: The Use Flag must be specified for the Raw Component! 783 - Error: The Type Flag must be specified for the Raw Component! 784 - Role Name Entry Error: A Role Name must be entered! 785 - Role Name Entry Error: Role Name: already exists in VASONT. Cannot create a ‘Role’ with the same name again. 786 - Error: Required ‘Sgml Type Name’ information is missing—Value must be entered prior to save. 787 - Error: Required ‘Content Name’ information is missing—Value must be entered prior to save. 788 - : Window called in error, Project ID is required. 789 - Error: Required ‘Task Name’ information is missing—Value must be entered prior to save. 790 - Error: Required ‘Start Flag’ information is missing—Value must be entered prior to save. 791 - Error: Required ‘Database Value’ information is missing—Value must be entered prior to save. 792 - Information: The e-mail address entered does not have an ‘@’ or a ‘.’(dot)

793 - User Update Entry Error: You are trying to exceed maximum workflow seats allowed! 794 - User Update Entry Error: You are trying to exceed maximum web seats allowed! 795 - User Update Entry Error: You are trying to exceed maximum client/server seats allowed! 796 - User Update Entry Error: A User Name must be entered! 797 - User Update Entry Error: User: already exists in VASONT. Cannot create an ‘User’ with the same name again. 798 - : Window called in error, Collection ID is required. 799 - Error: Required ‘Version Name’ information is missing—Value must be entered prior to save. 800 - Error: Required ‘Extract Type’ information is missing—Value must be entered prior to save. 801 - DTD Data DW Linkage Error: Cannot link DataWindows—Master DataWindow does not exist. 802 - Attention: Wrapper : already exists! 803 - Error: Please provide a numeric value. 804 - Attention!: Value must be provided for Argument ‘’ in at least one row 805 - Error: A Processing Option was not selected!—Cannot add/modify the Processing Option's Argu- ments! 806 - Error: Required Processing Option name was not passed.—Cannot add/modify the Processing Op- tion's Arguments! 807 - Error: Datasource was not passed!—Cannot add/modify the Processing Option's Arguments! 808 - Raw Component Deleted!: This Raw Component has been deleted. The update window will close. 809 - Extract Failed: The extract for the Version/Snapshot data FAILED! 810 - Extract Failed: The extract for the Current data FAILED! 811 - Microsoft Word 97, 2000, or 2002 is not available: Microsoft Word 97, 2000, or 2002 not available - Can- not run MS Word Compare. Do you want to save the composite extract files? Files are located at and . 812 - Filename Not Set: Filename Not Set 813 - Error: does not have an BLOB Component. The Fast Extract process is set up on this extract view in Vasont Administrator. Please check the settings. 814 - Alert: Deleting Unused Raw Components in ! 815 - Alert: Deleting Unused Wrappers in ! 816 - Alert: Deleting Unused Attributes in ! 817 - Alert: Deleting Unused Attributes, Raw Components and Wrappers in ! 818 - Delete Unused Total: 819 - : The “component_lang_attribs” Processing Option (containing the Language Code definitions) is not present on the component in this Collection—Add the “component_lang_attribs” Processing Option and try again. 820 - : The Rule Relation ID specified in the “component_lang_attribs” Processing Option is not valid for this Collection—Correct the “component_lang_attribs” Processing Option and try again. 821 - : No languages were selected, but the Extract has been set up to automatically extract components with Language Code “”—Do you want to proceed with just the content? 822 - Approval Not Allowed: The : has components checked out. Approval not allowed. Resolution: Ensure all components are checked in prior to approving draft status.

823 - Approval Not Allowed: The : has components with the attribute. Approval not allowed. Resolution: Ensure all attributes are properly applied and values declared. 824 - No users are available: No users are available to Check Out Redirect to! 825 - Approval Not Allowed: The : has components that are in Pending Delete mode. Approval not allowed. Resolution: Resolve pending deletes prior to approval. 826 - Clone Warning: You have chosen to clone into the same collection: . This will create a Dupli- cate. Do you want to continue?. Resolution: Selecting “Yes” will create a duplicate, selecting “No” will cancel the operation. 827 - Clone Warning: You have chosen to clone into the same collection. This will create Duplicates. Do you want to continue? 828 - Streamlined Clone: Streamlined clone requires matching Rule Relation structures between the Source and Target collections. Clone stopped. 829 - : You do not have the necessary Clone permissions to create the new “” content in the “” Collection! 830 - : There are no content Templates available in the “” Collection! 831 - Version Mismatch: Your current Vasont Software version is , but the Vasont Database version is —Errors could result from using mismatched versions! Please consult your System Manager. Resolution: Database and Executable versions are out of sync. Contact system administrator. 834 - Version Mismatch: Login Warning! You are running against a Vasont Database, so problems could result while manipulating content in the database! Please consult your System Manager. 835 - A file is already in LOAD status.: A file you chose to load is already in a LOAD status. You may be loading a file that has already been set to load asynchronously, or that may have errored out in a previous load attempt. Do you want to continue? 836 - : An error occurred while reading the file “” for conversion to the desired encoding (“”)! 837 - : An error occurred while writing the file “” in the desired encoding (“”) ! 838 - : An error occurred while converting the file “” to the desired encoding (“”) - The Char- acter Set Converter returned the following error! 839 - : The error occurred while attempting to write the file “” - Vasont does not currently handle XML documents with the “” encoding! 840 - A file is already in EXTRACT status.: A file you chose to extract is already in an EXTRACT status. You may be extracting a file that has already been set to extract asynchronously, or that may have errored out in a previous extract attempt. Do you want to continue? 841 - Report Generator Error: The data source for the Report was not passed or does not match the Report Data- Object! 842 - Composite Extract: Extract process completed successfully. 843 - Completion of Task Not Allowed: This task cannot be completed because the following client key(s) for “” have a status of “”: 844 - Global Clone Warning: 845 - Global Clone: of components were successfully cloned. 846 - Cannot Perform Move: This move is not allowed. See your system administrator to add additional pointer definitions into your target collection. 847 - Unexpected Result: Cannot find row in fnv_get_versionable_flag 848 - : This entry is the only version available. 849 - Unexpected Result: Cannot find row in fnv_get_global_change_handle

850 - Unexpected Result: Cannot find row in fnv_get_class 851 - : Unable to set the “” Attribute to “”—This Attribute is not valid for the “” Com- ponent! 852 - : Unable to set the “” Attribute to “”—An ancestor of the selected Component is checked out to ! 853 - : Unable to set the “” Attribute to “”—The selected Component, or one of its descendants, is checked out to ! 854 - : Unable to execute the “” option—The “” Attribute specified in the Processing Options “attribute name” argument is not valid for the “” Component! Correct the arguments for the Processing Op- tion, then try the “” option again. 855 - : Unable to execute the “” option—An ancestor of the selected Component is checked out to ! 856 - : Unable to execute the “” option—The selected Component, or one of its descendants, is checked out to ! 857 - : There are currently no entries in the Global Change Log. 858 - Close Vasont?: Are you sure you want to close Vasont? 859 - : Unable to execute the “” option—The Entity ID for the Clone () is not valid! 860 - Navigator not provided: Internal Error: The Navigator was not provided for the Version List window! 861 - No Versionable Descendants: No versionable descendants exist. 862 - Error: Error retrieving versionable descendants! 863 - : A Value must be entered in ALL entry boxes (1st word/phrase, word count, and 2nd word/phrase) for “Near” Query Critical! 864 - : When using the “” Operator, only a single term (word) can be used for the Value! 865 - Completion of Task Not Allowed: 866 - Completion of Task Not Allowed: Cannot complete the “” task because the primary component “” currently has a descendant component “” that has an open task. 867 - Confirm Log Update: Are you sure that you want to these records in the log? 868 - : The view specified in the “” Processing Option's “” argument () is not a valid View for “” Components in the “” Collection! Process aborted. 869 - : The internal arguments, identifying the Navigator Component from which the “” Processing Option was invoked, were not set properly—Argument values are: Collection ID: Rule Relation ID: Entity ID: Custom Rule Use ID: Process aborted. 870 - Components Sent To Extract Batch Queue: selections were sent and selections still selected were not sent- due to lack of an extract version. 871 - : The must be a numeric value between and - Please re-enter! 872 - Overwrite: Do you want to overwrite the MultiMedia component: ? 873 - : has no authority to update in 874 - Break Link Summary: A total of references were broken. 875 - : These refs cannot be broken because of check out or security: 876 - List of items not updated: 877 - Yes to All?: Yes to All on Overwrite?

878 - Batch Delete of Version/History Data Completed: Batch delete of Version/History data completed. primary(s) of type processed. 879 - Collections: Please select no more than Collections at one time. 880 - Vasont: Too many open windows of this type. Please close at lease one of this type of window before opening a new one. 881 - Unexpected Result: Cannot find row in fnv_get_global_change_work_group_id 882 - : The file was written using the default encoding (UTF-8). 883 - Apply Template Error: An error occurred while checking the Template character set! 884 - : An error occurred while converting the file “” to the internal Vasont Character Set! The Char- acter Set converter returned the following error: 885 - Pointer Log Creation: Pointer Log records have been created. 886 - Relinked References: References were Relinked 887 - Referenced Component: This component is referenced. Open the Referenced By window to see the items that will IMMEDIATELY BE IMPACTED by this action. Are you sure that you want to continue? 888 - Pointer Log Creation: Pointer Log records have been created. A total of references were already active in the Pointer Log, or lacked setup. 889 - : Collection: Component Type: Edit Date: 890 - : The value must be “yes” or “no” - Please re-enter! 891 - : The error occurred while attempting to write the file “” - Unable to convert the tagged data to Vasont's internal Character Set. The Character Set converter returned the following error! 892 - Pointer Log Completed Summary: A total of Pointer Log records were Completed. 893 - Pointer Log Delete Summary: A total of Pointer Log records were deleted. 894 - Pointer Log: There were currently no entries in the Pointer Log. 895 - : An error occurred while converting the contents of a Multimedia Component (Raw ID=) to a string in Vasont's internal Character Set. The Character Set Converter returned the following error! 896 - Referenced Component: The components ancestor: “” is referenced. Select the component in the Nav- igator and open the Referenced By window to see the items that will IMMEDIATELY BE IMPACTED by this action. Are you sure that you want to continue? 897 - Check Out Information: The component is no longer checked out. The Navigator display will be refreshed. 898 - : You must first select row(s) to be added to the Pointer Log. 899 - : An error occurred while creating the file “”: 900 - No components to choose from!: There were no components to choose from. Please try again. 901 - : has changed. Do you want to save your changes? 902 - : The Name cannot be empty 903 - : A with that name already exists 904 - : A already exists which is identical other than capitalization. 905 - : Error while trying to insert metadata type: 906 - : An error occurred while deleting the existing Refining Collections for the “” Collection! 907 - : An error occurred while defining “” as a Refining Collection for the “” Collection!

908 - : A valid data source was not passed for the Pick List! 909 - : The Label column () provided for the Pick List is not valid for the Pick List data source ()! 910 - : The Key Column () defined for returning Pick List selections is not valid for the supplied data source ()! 911 - : An error occurred while Refining the Navigator results! 912 - : The criteria specified for the Refining Collection () will result in an empty Vasont Navigator —Current refining operation has been aborted. 913 - : An error occurred in the GTT_PROCESSES.init_nav_refining_session ( ) function while initializing the Refining environment! 914 - Warning: Warning, “” already exists and will be overwritten. Do you want to replace it? 915 - Vasont Query Upgrade: Vasont's Stored and Most Recently Used (MRU) Queries have not been upgraded to the release level—The Stored and MRU Queries will automatically be upgraded when you click the OK button! If any Errors and/or Warnings are encountered during the Query Upgrade, you will be notified when the process completes. 916 - : When picking the target for a Content Reference (conref), only a single component can be selected! Please ensure only one Component is selected, then click the OK button to create the Content Reference. 917 - Cannot Mark for Deletion: Cannot delete component “.” It or one of its descendants is checked out to . 918 - Clone with XSLT Transform Error: Unable to execute Clone with XSLT Transform: The “clone_with_XLT_transform” Processing Option can only be applied to Primary Components in Vasont—Clone aborted. 919 - Clone with XSLT Transform Error: Unable to execute Clone with XSLT Transform: The “collection” Ar- gument for the “clone_with_XSLT_transform” Processing Option was not defined—Clone aborted. 920 - Clone with XSLT Transform Error: Unable to execute Clone with XSLT Transform: The “ command_line” Argument for the “clone_XSLT_transform” Processing Option was not defined—Clone aborted. 921 - Clone with XSLT Transform Error: Unable to execute Clone with XSLT Transform: The “xslt_trans- form_collection” Argument for the “clone_with_XSLT_transform” Processing Option was not defined—Clone aborted. 922 - Clone with XSLT Transform Error: Unable to execute Clone with XSLT Transform: The “xslt_process- or_client_key” Argument for the “clone_with_XSLT_transform” Processing Option was not defined—Clone aborted. 923 - Clone with XSLT Transform Error: Unable to execute Clone with XSLT Transform: The “cli- ent_key_match” Argument, defining the Client Key(s) for one or more XSLT Stylesheets(s), for the “cli- ent_with_xslt_transform” Processing Option was not defined—Clone aborted. 924 - Clone with XSLT Transform Error: Unable to execute Clone with XSLT Transform: The “extract_version” Argument for the “clone_with_XSLT_transform” Processing Option was not defined—Clone aborted. 925 - Clone with XSLT Transform Error: Unable to execute Clone with XSLT Transform: The “load_version” Argument for the “clone_with_XSLT_transform” Processing Option was not defined—Clone aborted. 926 - Clone with XSLT Transform Error: Unable to execute Clone with XSLT Transform: The Extract for the “clone_with_XSLT_transform” Processing Option failed: ~r~n~r~n ~r~n~r~nClone aborted. 927 - Clone with XSLT Transform Error: Unable to execute Clone with XSLT Transform: An error occurred in the “clone_with_XSLT_transform” Processing Option when processing with XSLT Transforma- tions(s):~r~n~r~n~r~n~r~nClone aborted.

928 - : Error setting up the Pick List Window—The was not passed to the Pick List Window's open event! 929 - Clone with XSLT Transform Error: Unable to execute Clone with XSLT Transform: An error occurred in the “clone_with_XSLT_transform” Processing Option while loading the transformed XML Document:Clone aborted. 930 - Clone with XSLT Transform Error: Unable to execute Clone with XSLT Transform: An error occurred in the “clone_with_XSLT_transform” Processing Option while copying the content excluded from the XSLT Transfor- mation process: Clone Aborted. 931 - Clone with XSLT Transform Error: Unable to execute Clone with XSLT Transform: The COPY_CHIL- DREN Stored Procedure used by the “clone_with_XSLT_transform” Processing Option failed to copy the content excluded from the XSLT Transformation process—Clone aborted. 932 - Clone with XSLT Transform Error: Unable to execute Clone with XSLT Transform: An error occurred while executing the “clone_post” Processing Options—Clone aborted. 933 - Cannot Confirm Pending Delete: Cannot delete component “.” It or one of its descendants is checked out to . 934 - Cannot Mark for Deletion: The current component or its ancestor is checked out to another user. 935 - : An error occurred when attempting to create the Oracle account for : The Vasont user account has been created, but the user may not be able to connect to Oracle! Contact your Oracle Database Adminis- trator (DBA) and/or Vasont Systems for assistance. 936 - : An error occurred when attempting to grant the Oracle CONNECT Role to : The Vas- ont user account has been created, but the user may not be able to connect to Oracle! Contact your Oracle Database Administrator (DBA) and/or Vasont Systems for assistance. 937 - : An error occurred while creating on Oracle Synonym, to the Vasont Global Table, for : The Vasont user account has been created, but the user may not be able to connect to the Vasont Database! Contact your Oracle Database Administrator (DBA) and/or Vasont Systems for assistance. 938 - : An error occurred while granting Oracle SELECT rights, for the Vasont GLOBAL Table, to : The Vasont user account has been created, but the user may not be able to connect to the Vasont Database! Contact your Oracle Database Administrator (DBA) and/or Vasont Systems for assistance. 939 - Word Count: Word Counts have been calculated. The Word Count columns have been added as columns on the far right of the list. 940 - : Do you want to generate the Report for the selected Components ONLY? 941 - Save New Component?: This new component has not yet been created. You may only add annotations to components that are saved in the database. Would you like to save this component first? 942 - Vasont Versions: Unable to determine the left root component. Although there may be a record of the transaction, there are no version records that exist on or before 943 - Vasont Versions: Unable to determine the right root component. Although there may be a record of the transaction, there are no version records that exist on or before 944 - Completion of Task Not Allowed: At least one other task is active in related pointee workflow. 945 - : Unable to run Query — Query Criteria referencing component Attributes can not be used when querying against Vasont's Version History! 946 - Workspace Exists: A Workspace with this name already exists, please choose a different name. 947 - : This Raw Component is currently configured as a Pointer in the following Collection Edit View(s): The Pointer relationships defined in these Collection(s) must be removed before the Component's Raw Class can be changed!

948 - Processing Option () Error: This Processing Option is not configured properly — The “” argument is required! Please correct the Processing Option argument(s) and then try this process again . . . 949 - Processing Option () Error: This Processing Option requires a value for either the “” or “” argument! Please correct the Processing Option argument(s) and then try this process again . . . 950 - Processing Option () Error: This Processing Option requires that a SINGLE Extract View (“” argument) be defined for EACH Collection (“” argument) specified! Please correct the Processing Option argument(s) and then try this process again . . . 951 - Processing Option () Error: Translations Extracts can only be performed for one document at a time! Try this process again after selecting a single document . . . 952 - Compare clone content: Compare cloned content requested but content was not derived from a clone 953 - Compare clone content: Compare cloned content requested but clone source content could not be found. 954 - Compare clone content: Compare cloned content requested but clone source extract version not specified in argument for the clone source collection. 955 - Compare clone content: Compare cloned content requested but argument extract_version not specified correctly. 956 - Processing Option () Error: Unable to perform Translations Extracts — An invalid Entity ID () was passed from the Processing Option driver! Please notify your Vasont System Administrator . . . 957 - Processing Option () Warning: Potential translations were found in the following locations, but the language could not be determined: If these are valid translations, they will not be reflected in the language selection list (or extracted) until a language is specified . . . 958 - Processing Option () Warning: Translations with duplicate languages were found in the following locations: These languages will not be reflected in the language selection list (or extracted) until the duplicate languages are resolved . . . 959 - : No languages were passed for the Language Selection dialog! 960 - Reinstate New: You are attempting to reinstate a new primary from an old version but are using the current version as the source. If you really wish to do this do a clone of the existing primary instead. 961 - Reinstate New: Can only reinstate new for primary components. 962 - Processing Option () Error: Unable to write the file, containing the selected Translations, to disk: Please notify your Vasont System Administrator! 963 - Reinstate New: Can not find a target collection. 964 - Cascade Reinstate?: Do you want to reinstate as new any modular content that was pointed to? 965 - Reinstate New: Reinstate as new primary succeeded! Do you want to open the new component? 966 - Reinstate New: Could not completely reinstate new primary 967 - Convert Legacy Conref: The legacy conrefs on of selected (s) were updated. 968 - Could not get data from URL!: Could not get data from URL! The error reported was: 969 - : Unable to write to the log file “”! 970 - Feature Not Available: You have a Review seat assigned to your Vasont account, but the Collaborative Re- view feature is not available — Please consult your Vasont System Administrator! 971 - Well-formed error: This component requires well-formed XML text. Please correct the issue and try saving again. The error was 972 - Processing Option Error: The “” Processing Option is not configured properly — The “” argument is required! Please correct the Processing Option argument(s) and then try this process again . . . 973 - Preview Error: Preview name cannot be blank.

974 - Preview Error: Preview style cannot be blank. 975 - Preview Error: Extract view cannot be blank. 976 - WebLNX Edit Seats Allowed: You have exceeded the maximum number of Vasont WebLNX Edit Access Seats. 977 - WebLNX Query Seats Allowed: You have exceeded the maximum number of Vasont WebLNX Query Ac- cess Seats.

Active Content The content that you see in the Vasont navigator. In the versions window, the active content is represented as the [Current] version. Aliases Additional names that are assigned to a raw component. For instance, Author and Screenwriter could be aliases for a raw component named Writer. Aliases promote content reuse since the content is stored once regardless of which alias is used. Analyze A right-click option that may be performed on a component in Vasont. The component is validated against the rules that have been established in the Vasont Administrator for this type of component. Annotation Textual information and/or multimedia attachments associated with any collection-level component. Approved Status Components that are considered ready for publishing or in a final form. Argument In the Vasont Administrator, Processing Options have arguments. Arguments allow values to be passed to the programming code to make the processing option behave as desired. Arguments are also used in the Vasont API Functions. Associate Administrator This is a privilege that the super administrator assigns to another Vasont Admin- istrator user. It allows the user to oversee and make changes to specific collections in the Vasont Administrator. Attributes An additional piece of information for a component. This includes attributes from a DTD, but can also be metadata attributes that are strictly used by Vasont for special behaviors. Batch Update A utility that allows an operation to be run against to many different components in one pass. For example, adding a language attribute to Section, Title and Para- graph. Another example is using batch load or extract. BLOB A data format called Binary Large Object. All Vasont multimedia components are stored in Vasonts BLOBs. Bookmarks A shortcut to find information. A right-click option in Vasont navigator that allows a user to mark the location of a component for future reference. Branch A copy of modular content that maintains a link to the source from which it was created. Branch Label A label that is assigned to a Branch when it is created. It identifies the Branch when viewed in the collection navigator or the Details pane. Branch Notice An icon that is placed on a pointer component that points to a primary that is copied for a Branch. It signifies that the original pointee is the source of a new Branch, and that the owner of the pointer may want to review the content and determine the Branch that they would like their pointer to reference. Branch Notification A special Notification that is sent when content that is owned by the user contains a pointer to content that is involved in a Branch. Check In A right-click option in the Vasont navigator that allows a user to unlock content that they have had checked out.

Check Out A right-click option in Vasont navigator that allows a user to lock down content that they are currently editing or modifying. No other user can update the content in the database when it is checked out. Client Key Vasont's external user defined identifier for a component. Clone A copy of content or structure. Collaborative Review A Vasont extension program that allows content to be critiqued through the use of comments left by Reviewers. An Editor accepts or rejects the Reviewers comments and marks up the content as necessary. When the editorial phase is completed the database is updated with the accepted changes. Collection A group of similar content that shares the same content model. Collection Access Collections that are available to a user. Collection Groups A named grouping of one or more collections. Comment Meaningful notes or text that can be added to an active workflow task or to a component's version. These notes help to define instructions or information about the task or version that they are placed on. Component An instance of content in a content model such as a paragraph in a manual. Composite Extracts/Loads A right-click option in the Vasont navigator that allows for the extraction or loading of content into or from XML or SGML files on a file system. Content Model A DTD, Schema, or well formed hierarchy of content that defines how content components are structured and their rules of behavior. Content Navigator The window in the Vasont Administrator that is used to navigate, view, create, and update collections content models for Vasont. Content Owner A user or group of users who have been assigned exclusive permission to a primary component in a collection. This ownership restricts other users from making any alterations to the component and its descendants. Content Types A set of related Vasont collections that share the same raw components, attributes and wrappers. Create New A right-click option in the Vasont navigator that allows a user to add new components to the database. Draft Status Components that have a yellow pencil icon. These components have been altered after being approved. Dynamic Indexes Index collections that are maintained dynamically with an associated component(s) in another collection. For example, a Book collection may contain the names of several Authors. An Index collection may be created from the Book collection of the Authors and the Books where they appear. Edit View The definition for creation, display, processing, and manipulation of content or entities within the Vasont Administrator Program. Editor A user who is assigned the responsibility of accepting or rejecting Reviewers' suggestions and comments and finalizing the edits in the Vasont Collaborative Review. Events Intervals in the programming code that allow for the insertion of Vasont processing options. Vasont has over 60 defined events such as Post Load, Pre Ex- tract, Post Approval etc. Extract View The rules for preparing and processing the content to an extracted SGML or XML file. This is done in the Vasont Administrator.

Global Change Vasont's ability to identify all instances where a component is used, and if needed, change the content for all uses, some uses, or no uses when an update occurs. Implicit reuse facilitates global change. Granularity The level at which data is stored in Vasont. A very detailed configuration will store and track a large number of the elements from the DTD, where a less detailed configuration would store data in larger chunks and track fewer components. Graphic Workflow A graphical representation of a workflow project. It may also be used to create a new workflow or to add a task to an existing workflow project. It displays rec- tangles with descriptive text for each workflow task, and arrows to indicate the flow. Helper Applications Applications that are used to view and update multimedia data that is stored in Vasont. For example, Acrobat Reader, Microsoft Word, etc. Incomplete Status A component that is flagged with a red exclamation icon. This means that the content does not meet the requirements as defined in the collection setup in Vas- ont Administrator. Inline An Inline component occurs inside a component that is allowed to contain text, as well as children components. An example is a graphic inside a paragraph. The graphic is inline. Load View The defined structure and special processing that is expected when loading content into a Vasont collection. Defined in the Vasont Administrator. Match Criteria The method that Vasont uses to determine whether a component being loaded, is new or changed. Methods include text, Client Key, or both. Modular Content Content that is separated into meaningful chunks and stored in separate collections in Vasont. For example, sections may be stored separately from the chapters. Pointer components in the chapters reference the sections. When the chapter is extracted to an XML file, the sections are pulled and positioned in the chapter XML as indicated. This concept allows for reuse of the sections in multiple chapters or documents. Multimedia Component A component that stores data that is in a special format, see BLOB. For example, EPS, PDF, Microsoft Word, etc. Navigator A window that allows the browsing of stored content in a collection using hierarchical tree views. Navigator Order The order in which Vasont expects to see the components. Usually based on the DTD's content model. For example, . The children of Book would be ordered as 1. Frontmatter, 2. Chapter, and 3. Backmatter. Notification A location on the Home Page where the logged in user can quickly see information about content to which they have subscribed. For example, changes to content where Variant relationships have been created, and events related to workflow project or tasks. Open Update A right-click option in Vasont navigator that allows editing of the content. Open View A right-click option in Vasont navigator that allows the viewing of content without the ability to edit or modify. Pointee Component The destination component referenced by the Pointer Component. Pointer Component Components that reference, or link, to other components in Vasont. Pointers provide explicit reuse.

Preview A tab in the Vasont Navigator's Details Pane which shows a styled view of the selected primary component. This view makes it easier to read and evaluate the content in Vasont. Annotations can be created and displayed from this window. Previous Versions See Versions Primary Component The top-level component in a Vasont collection definition. A typical collection will have many primaries. Just as a butterfly collection would contain many but- terflies. Privileges The specific functions that a User is allowed to perform in a collection, such as add, delete etc. Processing Option Reusable programming code that is used to customize client business logic in Vasont. Vasont has over 600 pre-built reusable processing options that can be applied to various events in the Vasont environment. Project An organized assemblage of tasks that define a workflow process. Project Management A window that allows you to view the overall status of your workflow projects. View multiple projects at one time; view projects for specific users; view projects due within a range of dates; view projects for specific collections. A Gantt chart provides a visual display of the progress of the projects. Raw Class Raw components are broken into three classes, text, pointer or multimedia. Each class has a unique feature that allows the component to behave in a specific manner in the system. Each component in a collection is one of the three classes. Raw Components The basic building block of a Vasont collection. Raw components may be compared to elements in a DTD. They are defined in the content type and can be used to build multiple collections. Raw Material Available components that may be utilized in the construction of one or more collections. Referenced By A right-click option in Vasont navigator that lists other components that may be linked to the current component by a pointer component. Components that are referenced more than once are being reused. Refine A Refine query is used after a Vasont Navigator is populated with a Retrieve query. The Refine query further reduces the number of primary components in the navigator by using additional query criteria. The criteria can be applied to the same collection or a related collection. Reinstate The process of taking a previous version of the content and reactivating it as active content. This can be done by overwriting or creating as a new primary. Reports The presentation of the details of a collection, project, etc. Retrieve Retrieves allow limitations on the number of primary components that are displayed in the navigator when retrieving a collection. Review See Collaborative Review. Review Coordinator A user who initiates the Collaborative Review in Vasont. This user selects the Reviewers, Editor and due dates for the session. Reviewer A special Vasont user who critiques the content in a Collaborative Review. Comments and suggestions to the content are applied in an XML editor. Follow- ing the Reviewers' session, an Editor will accept or reject the Reviewers' suggestions and the content is updated in the database. Role A specific type of user, based on the functions they perform. For example, Writ- er, Editor, etc.

Rule Relation The relationship between a component and it's parent. For example, when a PARAGRAPH occurs in a CHAPTER the rule relation would be Para- graph[Chapter] in Vasont. Search Search is used to locate specific items that meet the defined criteria within a Vasont Navigator window for collection content. Stranded Components Components that may have been corrected and need special processing to be cancelled. Structured data Electronic data containing tags or markers for the individual pieces of content. Some examples of structured data is SGML and XML. Since the data contains tags for the individual elements, the document can be consistently composed, searched, or broken into subdocuments. The tags may also contain attributes that provide metadata about the content. Style The assembly of a cascading style sheet (CSS), conversion map, and load/ extract view to produce a styled preview of content in the Vasont Details Pane. Sub-component Any component that is at a lower level than the primary. Super Administrator This is a privilege that is assigned to the schema owner and other users with the authority to oversee the entire configuration. The privilege allows the user full rights and access to all collections and features in the Vasont Administrator. The super administrator decides who the associate administrators will be and assigns them the appropriate privileges to the collections that they will oversee. Tasks A defined Workflow step in a project. Text Argument An argument and a value that is keyed directly into the processing option window, unlike processing options that have the right-click option of Update Argu- ment. Text Component The most common raw class. Text components store data, or wrap other components. For example, Paragraph or Body. Tools See Utilities. Translation Project Window A Vasont extension that allows you to track due dates, vendors, and status information for each language subproject. Content can be submitted for quote or translation directly from this window. Translation reuse is also tracked from this window. Unstructured data Electronic data without meaningful tags or markers for the individual pieces of text. Some examples of unstructured data would be Microsoft Word or Excel files, and PDFs. User A user is an assigned login and password for an individual to gain access to the system. User Navigator The window in the Vasont Administrator that controls the rights and privileges for users in Vasont. Utilities Programs that provide system tasks or functions in an automatic work saving fashion. Valid Values One or more values that are acceptable for a component or attribute. Define in the Vasont Administrator Variants Relationships that are maintained in Vasont between two or more separate content instances. Vasont Administrator The setup software tool for Vasont. Version History The historical data related to a collection.

Version On Demand The process of creating a version for the selected content at a point in time that a user sees a need for saving. Versions A capture of the data as it existed on a specific date and time. View A View in the Vasont Administrator describes the structure and special functionality of a collection. There are three types of views, Edit, Load, and Extract. View Headers Load and extract views contain Headers. This is where specific pieces of information are placed that affect the over-all load or extract file in the Vasont Ad- ministrator. Where Used In the Vasont Administrator, a listing of all of the locations in which a processing option, raw component, attribute, or wrapper may occur for a specific collection or a content type. In Vasont, a list showing where the exact same content is used in multiple places. Workflow Workflow allows users to track the progression of the work performances. Workgroup A Workgroup is a specific group of users that can perform various tasks in workflow. Working Collection The collection that a user is automatically logged into in Vasont because it is set as default collection. Wrappers Wrappers link SGML/XML tagged data to components. By having wrappers, Vasont can store a tag

once and reuse it thousands of times.

reporting, 273 A viewing, 272 Accessing, 172, 247, 369, 414 viewing file attachments, 272 content, 172 details pane, 35, 37 master variant list, 247 pointee tab, 37 project rescheduling, 369 properties tab, 35 translations window, 414 electronic signatures, 277 workflow rescheduling, 369 preview displays, 50 Account Passwords, 15 reporting, 365 Actions, 307 versions, 338 versions, 307 workflow, 339, 363 Active Content, 519 Annotations Reports, 332 Adding, 23, 158, 272, 341, 342, 381, 457, 458 API, 3 component annotations, 272 Application Programming Interface (API), 3 components, 158, 341, 342 Approved Status, 519 multimedia, 342 Approving, 269, 276, 277 new, 158 batch process, 277 new multimedia, 341 components, 277 favorites, 23 individual, 277 multiple topics to a DITA map, 458 multiple, 277 topics to a DITA map, 457 content, 276 workflow job queue, 381 deletions, 277 Administrator, 3 Arbortext Editor, 3 Vasont, 3 Arguments, 519 Adobe FrameMaker, 3 Arrow Icons, 270 Advanced Mode, 136 Assets, 293 add to query, 136 reporting, 293 components list, 136 Assigning Alpha Tags, 191 drop-down list, 136 Associate Administrators, 519 locating retired content, 136 Asynchronous Loading, 95 operators list, 136 Attributes, 13, 34, 37, 170, 221, 275, 362, 519 properties list, 136 conditional text, 221 saving a query, 136 details pane, 34, 37 setting default query, 136 pointee tab, 37 using search list, 136 properties tab, 34 Aliases, 519 editing, 170 Alpha Tags, 191 multiple valid values, 170 Alphabetizing, 190 valid values, 170 Analyzing, 279, 280, 419, 429, 519 viewing, 275 batch processing, 280 workflow tasks, 362 translation costs, 429 Attributes/Raw Attributes, 13 translations, 419 differences between, 13 Annotations, 35, 37, 50, 59, 271, 272, 273, 277, 338, Audit trail, 265 339, 363, 365 Automating Processing, 435 components, 271, 272, 273 Auto-Publishing, 302, 437, 440, 441, 446 accessing, 271 project organizer, 440 adding, 272 publication types, 441 adding file attachments, 272 saved condition sets, 446 deleting, 272 sharing saved condition sets, 302 editing, 272 querying, 273

VUG-2017.2 CONFIDENTIAL © 2017 TransPerfect Translations International Inc. 525 B Checking In, 172, 173, 174, 176, 519 components, 173 Batch Actions, 37, 39, 112, 148 master check out list, 174 children information bar, 37 reassigning, 176 search list, 112, 148 Checking Out, 172, 173, 174, 176, 304, 334, 520 siblings information bar, 39 components, 173 Batch Extract/Load Queue, 91, 299 extracting as read-only, 304 Batch Extracting, 121, 299 master check out list, 174 modular content, 121 master checkout list, 334 Batch Loading, 91 reports, 334 Batch Processing, 82, 121, 173, 176, 277, 280 reassigning, 176 analyzing, 280 Check-Out Info, 174 approving, 277 Children, 37 check out reassignment, 176 details pane, 37 checking in, 173 relationships tab, 37 checking out, 173 Clearing, 103 content ownership, 82 working collection, 103 modular content, 121 Client Keys, 98, 290, 520 Batch Updates, 519 editing, 98 BLOBs, 519 illegal characters, 98 Bookmarking, 154 reporting duplicates, 290 Bookmarks, 519 Client Server, 3 Branching, 212, 213, 214, 215, 216, 218, 519 Clone, 520 comparing, 215 Cloning, 187, 188, 189, 192, 193, 196, 421 comparing XML, 216 collections, 189 creating, 213 dynamic version labels, 196 examples, 212 inline components, 193 label, 519 primary components, 187, 189 notices, 218, 519 primary components and referenced modules, 188 clearing, 218 subcomponents, 192 locating, 218 translations, 421 notification, 218, 519 Cloning and Replacing, 165 referenced content, 213 components, 165 references to, 216 Closing, 258 viewing, 214 collaborative reviews, 258 Building Query, 106, 111 Collaborative Review, 251, 252, 255, 256, 257, 258, retrieve, 106 261, 264, 265 search, 111 assigning, 257 Business Documents, 341 Editor, 257 Buttons, 25 Reviewers, 257 cancelling, 258 C closing, 258 Cancelling, 258, 417, 426, 427 filtering, 256 collaborative reviews, 258 review list, 256 translation file, 417, 427 initiating, 252 translations, 426 managing, 257 Capturing, 353 monitoring, 255 multimedia metadata, 353 review list, 255 Changing, 373 performing, 258, 261 workflow, 373 editorial, 261 task, 373 reviewing, 258 Changing Report Titles, 327 review history, 265 Chart Pane, 375 audit trail, 265 reschedule window, 375 workflow tasks, 264

Collaborative Reviews, 520 editing, 345 Collection Explorer Window, 26 multimedia, 345 Collection Groups, 7, 9 editing text, 159, 160 Collections, 7, 9, 21, 22, 24, 102, 104, 114, 189, 520 expanding, 29 accessing, 520 incomplete, 279 cloning, 189 analyzing, 279 favorites, 22 inlines, 11, 161, 162, 163, 164 groups, 520 adding, 162 My Collections, 21 deleting, 164 recent, 22 moving, 163 retrieve all, 104 loading, 94 selecting, 102, 114 moving, 164 refining, 114 multimedia, 11 view all, 24 notifications, 405 Comments, 339, 361, 520 overwriting, 165 workflow, 339, 361 pointers, 11 Comparing, 215, 216, 319 referenced by, 209 branches, 215, 216 references to, 209 versions, 319 reviewing, 274 Completing, 21 reviewing multimedia, 347 Tasks, 21 status, 270 Component Annotations Reports, 332 query, 270 Components, 7, 11, 29, 57, 94, 158, 159, 160, 161, 162, text, 11 163, 164, 165, 166, 167, 173, 174, 202, 209, 270, 271, tracked, 11 272, 273, 274, 275, 276, 277, 279, 329, 330, 341, 345, transforming aliases, 57 347, 348, 365, 405, 520 update windows, 345 adding, 158, 341 viewing, 274 multimedia, 341 viewing attributes, 275 text, 158 viewing multimedia, 347 annotations, 271, 272, 273 where used, 202 accessing, 271 workflow, 365 adding, 272 Components List, 140 adding file attachments, 272 Composite Extracts/Loads, 520 deleting, 272 Composite Loading, 157 editing, 272 Conditional Extracting, 302, 476 querying, 273 Conditional Processing, 475, 476 reporting, 273 ditaval, 475 viewing, 272 extracts, 476 viewing file attachments, 272 Conditional Text, 221 approving, 276, 277 Confirm Pending Deletes, 166, 167 individual, 277 Conrefs, 43, 468, 469, 471, 472, 473, 474 multiple, 277 converting, 468 checking in, 173, 174 creating, 469, 471, 472 checking out, 173 deleting, 474 checking references, 209 details pane, 43 checking usage, 202 relationships tab, 43 check-out info, 174 extracting, 474 cloning and replacing, 165 in legacy content, 468 counts, 329, 330 navigating to source, 473 by collection, 330 navigating to target, 473 by primary, 329 syntax, 472 deleting, 166, 167, 348 Content, 9, 11, 95, 102, 107, 115, 172, 251, 269, 279, multiple, 167, 348 519 single, 166 accessing, 172

VUG-2017.2 CONFIDENTIAL © 2017 TransPerfect Translations International Inc. 527 active, 519 pointers, 183, 184, 462, 463, 464, 466 approving, 269 pointers and pointees, 184 loading, 95 publication type, 443 asynchronous, 95 saved condition sets, 447 publishing, 279 variants, 243, 244 retrieving, 102 Cross Collection Component Search Reports, 337 reusing, 9 Cross Referencing, 182, 462 reviewing, 251, 269 DITA, 462 searching, 107 external targets, 462 searching multiple collections, 115 internal targets, 462 untracked, 11 keyref attribute, 462 Content Exceptions Report, 287 variable pointers, 462 Content Models, 7, 520 Cross-Collection Searches, 115, 151 Content Navigator, 520 Customizations, 85 Content Owners, 520 Content Ownership, 74, 76, 77, 78, 79, 80, 82, 83, 335 D assigning, 77 Daemons, 435 editorial rights, 79 programs, 435 extension, 74, 83 Data, 523 active group, 74, 83 structured, 523 managing, 77, 78 unstructured, 523 groups, 78 Declarations, 219 users, 77 Default, 107, 112 master list, 80 setting, 107, 112 removing, 82 retrieve, 107 reports, 335 search, 112 updating, 82 Default Collections, 73 Content Reuse Reports, 225, 337 Default Queries, 73, 132 Content Types, 7, 8, 520 Deleted Primaries Reports, 329 Content Validation Report, 290 Deleting, 20, 23, 24, 99, 132, 166, 167, 245, 272, 277, Context, 30, 356 348, 368, 383, 401, 445, 449, 474 documents, 356 component annotations, 272 menus, 30 components, 166, 167, 277, 348 Context Sensitive Help, 4 multimedia, 348 Controlled Vocabulary, 281 multiple, 167, 348 Converting, 349 conrefs, 474 external, 349 favorites, 23, 24 internal management, 349 files, 99 internal, 349 extract folder, 99 external management, 349 notifications, 20, 401 Coping, 20 publication types, 445 another user's workspace, 20 saved condition sets, 449 Cost Analysis, 414 saved queries, 132 translations, 414 variants, 245 Create New, 520 workflow, 368, 383 Creating, 23, 183, 184, 213, 243, 244, 285, 443, 447, jobs, 383 454, 462, 463, 464, 466, 469, 471, 472 tasks, 368 branches, 213 workspaces, 20 conref ranges, 469 Details Pane, 31, 32, 34, 35, 36, 37, 39, 41, 42, 43, 45, conrefs, 469, 471, 472 49, 50, 52, 108, 417 dictionaries, 285 hiding, 31 DITA maps, 454 pointee tab, 37 favorites, 23 preview tab, 45, 49, 50, 52, 108 favorites list, 23

annotations display, 50 multimedia, 342 display, 45 conref ranges, 469 raw component translations, 52 conrefs, 469 searching, 49, 108 creating multimedia pointee and pointer, 343 properties tab, 32, 34, 35, 36 creating pointers, 183, 462, 464 annotations, 35 methods, 53 attributes, 34 multiple components, 56 general, 32 transforming aliases, 57 versions, 36 updating inline pointers, 185, 462, 464 workflow, 36 updating pointers, 185, 462, 464 relationships tab, 37, 39, 41, 42, 43 variants, 243 children, 37 wizard, 55 conref, 43 DTDs, 7, 11 referenced by, 41 Duplicate Client Keys, 340 siblings, 39 Duplicating, 454 similar references, 42 DITA maps, 454 translations, 43 Dynamic Indexes, 520 variants, 42 where used, 41 E resizing, 32 Edit Views, 520 showing, 31 Editing, 98, 159, 160, 163, 170, 210, 234, 235, 237, 238, translations, 417 272, 344, 345, 382, 383 Diagrams, 341 attributes, 170 Digital Assets, 341, 350 client keys, 98 extracting, 350 component annotations, 272 managing, 341 components, 159, 160, 210, 345 Displaying, 121 existing, 159 modular content, 121 existing multimedia, 345 Displays, 45 multimedia, 345 details pane, 45 referenced, 210 preview tab, 45 text, 159, 160 DITA, 451, 460, 461, 462, 468 external multimedia files, 344 conrefs, 468 inline data, 163 cross references, 462 internal multimedia files, 345 publishing, 460 raw material, 234, 235, 237, 238 relationship tables, 461 attributes, 237 DITA Map Load View, 459 multimedia, 235 DITA Maps, 453, 454, 457, 458, 459 relationships, 238 adding multiple topics, 458 status, 238 adding topics, 457 text, 234 building, 453 workflow, 382, 383 creating, 454 job, 382, 383 duplicating, 454 Editorial Phase, 261 loading, 459 collaborative reviews, 261 Ditaval, 475 performing, 261 conditional processing, 475 Editors, 520 Documents, 341, 356 Electronic Signatures, 277, 366 context, 356 Emailing, 252, 361, 363 managing, 341 collaborative review assignments, 252 unstructured, 341 workflow task annotations, 363 Draft Status, 520 workflow task comments, 361 Dragging and Dropping, 53, 55, 56, 57, 164, 183, 185, Entities, 219 243, 342, 343, 462, 464, 469 Events, 520 components, 342

VUG-2017.2 CONFIDENTIAL © 2017 TransPerfect Translations International Inc. 529 Excluding, 420 Find Similar Content, 471 translations, 420 conrefs, 471 Expanding, 29 creating, 471 components, 29 Finding, 80, 121, 170, 351 Exporting, 161, 235 component update windows, 170 raw material, 235 content, 80 text, 235 ownership, 80 text data, 161 images, 351 External Cross References, 462 pick list, 351 External Management, 349 modular content, 121 converting, 349 FrameMaker, 3 internal, 349 External Multimedia Files, 236, 344 G editing, 236, 344 General, 32, 37 Extract Folder, 99 details pane, 32, 37 deleting files, 99 pointee tab, 37 Extract Logs, 66 properties tab, 32 Extract Views, 520 Global Change, 159, 160, 179, 201, 203, 204, 205, 207, Extracting, 58, 295, 296, 298, 299, 301, 302, 304, 315, 208, 234, 345, 352, 521 350, 379, 474 editing, 159, 160, 345 checked out modular content, 304 multimedia, 345 component in Navigator, 295 text, 159, 160 component with workflow task, 379 icons, 205 conditional, 302 implicit reuse, 179 conrefs, 474 log, 204, 205, 207, 208 digital assets, 350 applying components, 207 fast extract processing, 304 rejecting changes, 208 filtering, 302 removing components, 208 modular content, 298 rolling back changes, 208 multimedia, 350 managing, 352 multiple components, 299, 301 raw material, 234 actions list, 301 editing, 234 batch extract queue, 299 window, 203 referenced content, 298 Global Clone, 197, 208 structured content, 295 Globe Icons, 270 tools menu, 296 Granularity, 7, 11, 521 versions, 315 Graphic Files, 341 Graphic Thumbnails, 32, 345 F details pane, 32 Fast Extracting, 304 multimedia update window, 345 Favorites, 22, 23 supported file types, 345 collections, 22 Graphic Workflows, 521 creating, 23 Graphics, 351 File Types, 345 pick list, 351 thumbnails supported, 345 Green Pencil Icons, 270 Files, 341 Groups, 78 unstructured, 341 ownership, 78 Filtered Primaries Reports, 328 Filtering, 256, 302, 416 H collaborative reviews, 256 review list, 256 Hand Icons, 270 extracted content, 302 Help, 4 translations, 416 context sensitive, 4 Vasont, 4

Helper Applications, 59, 521 a item, 383 Hiding, 31 a job, 382 details pane, 31 viewing, 384 Home Page, 17 My Collections, 17 K My Notifications, 17 Keyboard Shortcuts, 26 My Queries, 17 Knowledge Management, 341 My Tasks, 17 My Workspaces, 17 L Languages, 417, 419 I translations, 417, 419 Icons, 28 Library Pointers, 211 Illustrations, 341 Load Errors Log, 66 Images, 341, 351 Load Queue, 91 pick list, 351 Load Views, 459, 521 Importing, 161, 235 DITA Maps, 459 raw material, 235 Loading, 58, 89, 94, 95, 97, 98, 99, 157, 379, 428, 459 text, 235 asynchronous, 95 text data, 161 content, 95 Incomplete Analysis Reports, 280, 333 component with workflow task, 379 Incomplete Components, 279, 290 components, 89, 94 analyzing, 279 new, 94 reporting, 290 primary, 89 Incomplete Primaries, 333 composite, 157 reporting, 333 deleting files, 99 Incomplete Status, 521 DITA Maps, 459 Initiating, 252, 358 modular content, 94 collaborative review, 252 modular content and images, 97, 98 tasks, 358 referenced content, 94 Inline Components, 11, 161, 162, 163, 164, 193, 521 translated content, 428 adding, 162 Locating, 80, 107, 117, 119, 121, 152, 218, 270, 287, cloning, 193 290, 292, 293, 431, 446, 450 deleting, 164 branch notices, 218 moving, 163 changes, 270 Inline Data, 163 content, 80, 107, 117, 119, 152 editing, 163 modular reuse, 117 Internal Multimedia, 345, 349 ownership, 80 converting, 349 raw component translations, 119 editing, 345 retired or older versions, 107, 152 Internal Multimedia Files, 236 duplicate client keys, 290 editing, 236 incomplete components, 290 Introduction, 1 modular content, 121 Vasont, 1 modular content exceptions, 287 modular metadata, 292, 293 J publication types, 446 Job Queue, 380, 381, 382, 383, 384 saved condition sets, 450 adding, 381 translations, 431 a job, 381 Locking Content, 172 an item, 381 Login Window, 16 deleting, 383 Logs, 66 a job, 383 an item, 383 M editing, 382, 383 Managing, 212, 257, 352, 406

VUG-2017.2 CONFIDENTIAL © 2017 TransPerfect Translations International Inc. 531 branches, 212 properties, 352 collaborative reviews, 257 searching, 355 global change, 352 system installation, 353 notifications, 406 types, 352 Map Assets, 293 viewing, 354 reporting, 293 retrieving, 350 Mark for Delete, 166, 167 searching, 350 Master Check Out List, 174 Multimedia Components, 521 Master Ownership List, 80 My Collections, 17 Master Variant List, 247, 248 Home Page, 17 Match Criteria, 98, 187, 521 My Notifications, 17 Message Board, 65 Home Page, 17 Metadata, 12, 292, 352, 354, 355 My Queries, 17 multimedia, 352, 354, 355 Home Page, 17 forcing capture, 354 My Tasks, 17, 21 searching, 355 Home Page, 17 viewing, 354 refreshing the list, 21 reporting, 292 My Workspaces, 17 Modular Content, 94, 97, 98, 121, 287, 292, 293, 298, Home Page, 17 521 displaying, 121 N extracting, 298 Navigator, 21, 22, 23, 24, 28, 29, 53, 113, 521 finding, 121 dragging and dropping, 53 interrogating or reporting, 287, 292, 293 general information, 28 loading, 94, 97, 98 icons, 28 locating, 121 opening, 21, 22, 23, 24, 29 opening, 121 from a task, 21 Monitoring, 255 order, 521 collaborative reviews, 255 refining, 113 review list, 255 refreshing, 29 Moving, 164 Navigator Details Pane, 31 components, 164 Navigator Reports, 333 Multimedia, 11, 236, 341, 342, 343, 344, 345, 347, 348, Navigator Symbols, 270 350, 352, 353, 354, 355 New Components, 94 components, 11, 342, 343, 347, 348, 352 loading, 94 adding, 342 Normalizing, 241, 246 creating pointee and pointer with drag and drop, raw material, 241 343 variants, 246 deleting, 348 Notifications, 20, 218, 247, 401, 402, 404, 405, 406, 521 dragging and dropping, 342 branch notices, 218 overwriting, 348 Home Page, 401 troubleshooting, 352 managing, 406 viewing, 347 My Notifications, 20 external files, 236, 344 subscribing, 401, 402, 404, 405 editing, 236 new components, 405 storing, 344 variants, 404 extracting, 350 workflow projects, 402 files, 341 workflow tasks, 402 internal files, 236, 345 variants, 247 editing, 236 storing, 345 metadata, 352, 353, 354, 355 O capturing, 353 On Demand Versions, 313 forcing capture, 354 Online Help, 4

Open Update, 521 resolving, 281 Open View, 521 unlinking, 211 Opening, 19, 20, 21, 22, 23, 24, 29, 121, 414 updating, 185, 462, 463, 464, 466 another user's workspace, 20 Pop-Up Menus, 30 modular content, 121 Previewing, 45, 49, 50, 52 navigator, 21, 22, 23, 24, 29 annotations, 50 from a task, 21 display, 50 notifications, 20 details pane, 45, 49, 50, 52 translations window, 414 annotations, 50 workflow, 21 raw component translations, 52 workspaces, 19 searching, 49 Operators List, 143 display, 49, 50, 52 Oracle Text Stopwords, 284 annotations, 50 Ordering, 190 raw component translations, 52 Output Templates, 437 searching, 49 Overview, 1 printing, 45 Vasont, 1 raw component translations, 52 Overwriting, 348 display, 52 multimedia components, 348 searching, 49 Ownership, 77, 78, 79, 80, 82, 335 display, 49 assigning, 77 Previews, 522 editorial rights, 79 Previous Versions, 522 managing, 77, 78 Primary Components, 187, 188, 189, 522 groups, 78 cloning, 187, 188, 189 users, 77 Printing, 45, 239 master list, 80 preview, 45 removing, 82 raw material list, 239 reports, 335 Privileges, 522 updating, 82 Processes, 435 automating, 435 P Processing Options, 522 Password, 73 Programs, 435 PDF Files, 341 daemon, 435 Pencil Icons, 270 Project Management, 339, 369, 371, 387, 388, 389, 390, Performing, 258, 261 391, 394, 397 collaborative reviews, 258, 261 accessing, 389 editorial phase, 261 chart pane, 387, 391 reviewing phase, 258 details pane, 387, 394 Pointee Components, 521 examples, 387, 388, 389 Pointee Tab, 37 main window, 390 Pointees, 94, 182, 184, 298 project filter, 397 creating, 184 projects list pane, 387, 390 extracting, 298 reporting, 339 loading, 94 rescheduling, 369, 371 Pointer Components, 521 toolbar, 391 Pointers, 11, 182, 183, 184, 185, 211, 216, 281, 462, Project Organizer, 437, 440 463, 464, 466 Projects, 357, 358, 360, 522 branches, 216 initiating tasks, 358 creating, 183, 184, 462, 463, 464, 466 management, 522 defining pointee, 185 viewing, 360 deleting, 211 Promoting Submenus, 75 DITA, 462 Properties, 352 redirecting, 185 multimedia metadata, 352 Properties List, 140

VUG-2017.2 CONFIDENTIAL © 2017 TransPerfect Translations International Inc. 533 Properties Tab, 32, 34, 35, 36 retrieve, 107 annotations, 35 search, 112 details pane, 35 sharing saved queries, 132 attributes, 34 simple query, 24, 105, 110, 126 details pane, 34 retrieving, 105 general, 32 searching, 110 details pane, 32 Query Page, 103, 109, 114, 115, 122 versions, 36 details, 122 details pane, 36 refining, 114 workflow, 36 retrieve, 103 details tab, 36 search, 109 Publication Types, 441, 443, 445, 446 search multiple collections, 115 creating, 443 Query Scope, 137 deleting, 445 drop-down list, 137 locating references to, 446 Queue, 379 modifying, 445 workflow tasks, 379 Publications, 437 Quick Search, 108 Publishing, 279, 437 automated, 437 R Publishing DITA, 460 Raw Attributes/Attributes, 13 Raw Classes, 522 Q Raw Components, 522 Queries, 24, 73, 105, 106, 107, 110, 111, 112, 115, 122, Raw Material, 11, 13, 179, 230, 232, 233, 234, 235, 237, 125, 126, 128, 130, 132, 133, 136, 147, 148, 153, 270, 238, 239, 241, 242, 522 273 accessing, 230 adding, 147 adding, 232, 238 advanced mode, 136 new, 232 altering, 133 relationships, 238 building, 106, 111 attributes, 13, 237 retrieve, 106 editing, 237 search, 111 checking usage of, 233 built-in, 125 comparing, 241 component annotations, 273 deleting, 239 components by status, 270 relationships, 239 criteria, 122 details, 234 default queries, 73, 132 viewing, 234 deleting saved queries, 132 editing, 234, 235, 238 managing saved, 132 multimedia, 235 my queries, 24 relationships, 238 recent, 24, 105, 110, 128 status, 238 retrieve, 105 text, 234 search, 110 exporting to SGML/XML editor, 235 retrieve all, 24, 125 Inline Component, 242 running, 133 normalizing, 241 saved, 24, 105, 110, 130 relationships, 238 retrieve, 105 editing, 238 search, 110 reuse, 179 saving, 106, 112, 148 implicit, 179 retrieve, 106 updating, 234 search, 112 viewing, 230 selecting, 133 where used, 233 setting default, 107, 112, 115, 153 Raw Material List, 239 cross collections, 115 printing, 239

Read-only, 274, 347 shared queries, 132 Read-Only Modules, 304 Renaming, 19 Reassigning, 176, 257, 372 workspaces, 19 master check out list, 176 Replacing, 60, 170 user, 372 search/replace, 60, 170 Reassigning User, 367 component update window, 60, 170 Recent, 22, 24 Reporting, 239, 245, 249, 273, 280, 287, 290, 292, 293, collections, 22 324, 327, 328, 329, 330, 332, 333, 334, 335, 337, 338, queries, 24 340 Recent Queries, 128 annotations, 273, 332 Red X Icons, 270, 277 changing titles, 327 confirming deletion, 277 checkouts, 334 Referenced By, 41, 209, 522 components, 329, 330, 334, 335 details pane, 41 checkouts, 334 relationships tab, 41 count by primary, 329 Referenced By Reports, 337 count for collection, 330 Referenced Components, 94, 210, 276, 298 ownership, 335 editing, 210 selected, 330 extracting, 298 content exceptions report, 287 loading, 94 content reuse, 337 viewing, 276 content validation report, 290 Refining, 113, 114, 522 duplicate client keys, 340 navigator, 113 filtered primaries, 328 query page, 114 incomplete analysis, 280 Refresh All, 29 for a collection, 280 Refreshing, 20 for one primary component, 280 My Notifications, 20 incomplete primaries, 333 Refreshing Navigator, 29 map asset report, 293 Refreshing Setup, 88 metadata report, 292 Reinstate, 522 navigator, 333 Rejecting, 208, 277 ownership, 335 changes, 208 primaries, 329 deletions, 277 deleted, 329 Relationship Tables, 461 printing, 327 Relationships Tab, 37, 39, 41, 42, 43 raw material, 239 children, 37 saving, 327 details pane, 37 similar content, 245 conref, 43 toolbar button, 333 details pane, 43 types, 327 referenced by, 41 variants, 249 details pane, 41 version history, 324 siblings, 39 workflow activity, 338 details pane, 39 Reports, 66, 225, 240, 266, 287, 290, 337, 338, 339, similar references, 42 365, 522 details pane, 42 content exception report, 287 translations, 43 content reuse, 225 details pane, 43 content validation report, 290 variants, 42 creating, 266 details pane, 42 cross collection component search, 337 where used, 41 project management, 339 details pane, 41 referenced by, 337 Removing, 20, 132, 218, 401 similar content, 337 branches notices, 218 text raw material attributes, 240, 337 notifications, 20, 401 variants, 337

VUG-2017.2 CONFIDENTIAL © 2017 TransPerfect Translations International Inc. 535 version annotations, 338 history, 265 version history, 337 audit trail, 265 workflow annotations, 339, 365 initiating, 252 workflow comments, 339 monitoring review progress, 255 Rescheduling, 369, 370, 371, 372, 374, 375 review list, 255 projects, 371 multimedia components, 347 saving changes, 374 Reviewing Phase, 258 tasks, 371, 372 collaborative reviews, 258 window, 370, 375 performing, 258 chart pane, 375 Reviews, 522 task pane, 370 coordinator, 522 workflow, 369 reviewers, 522 accessing, 369 Right-click Menus, 30 Resequencing, 190 Roles, 522 Resizing, 32 Rollback Changes, 208 details pane, 32 Global Change Log, 208 Resolving Pointers, 281 Rule Relations, 523 Retired or Older Versions, 107, 152 Rules of Structure, 7 Retrieve All, 104, 125 Retrieve Query, 106 S building, 106 Saved Condition Sets, 446, 447, 449, 450 saving, 106 creating, 447 Retrieving, 27, 102, 103, 104, 105, 350, 522 deleting, 449 all content, 104 locating references to, 450 content, 102 modifying, 449 multimedia, 350 Saved Queries, 130 query page, 103 Saving, 18, 24, 327, 374 simple query, 105 queries, 24 using queries, 105 reports, 327 using recent query, 105 rescheduling, 374 using saved query, 105 workspaces, 18 Reusing, 9, 179, 180, 201, 212, 225, 351 Saving Query, 106, 112, 148 branches, 212 general details, 148 content, 9 retrieve, 106 explicit, 180 search, 112 images, 351 Scheduling, 369 pick list, 351 workflow, 369 implicit, 179 accessing, 369 managing, 201 rescheduling, 369 maximizing, 225 Schema, 7 Review Activity, 266 Search List, 112, 148 Review Coordinator, 257 using, 112, 148 Review List, 255, 256 Search Query, 111, 112 filtering, 256 building, 111 monitoring, 255 saving, 112 Reviewing, 251, 252, 255, 256, 257, 258, 265, 269, 274, Searching, 27, 49, 60, 107, 108, 109, 110, 115, 117, 119, 347 151, 350, 355, 523 collaborative reviews, 257, 258 based on modular reuse, 117 cancelling, 258 based on raw component translation, 119 closing, 258 component update window, 60 managing, 257 content, 107 component, 274 cross-collection, 151 filtering, 256 metadata, 355 review list, 256

multimedia, 355 Styled Views, 45 multimedia, 350 details pane, 45 multiple collections, 115 preview tab, 45 preview display, 49, 108 Styles, 523 query page, 109 Sub-Components, 192 quick search, 108 cloning, 192 simple query, 110 Sub-components, 523 using queries, 110 Submenus, 75 using recent query, 110 Submitting, 422, 424 using saved query, 110 translation quotes, 422 Security, 16 translations, 424 Selected Components Reports, 330 Subscribing, 401 Selecting, 26, 102, 114 notifications, 401 collections, 26, 102, 114 Summary Section, 419 refining, 114 translations, 419 Sequencing, 190 Super Administrators, 523 Setting, 103 working collection, 103 T Setting Default, 107, 112, 153 Task Automation, 85 query, 153 Task Pane, 370 retrieve, 107 reschedule window, 370 search, 112 Tasks, 21, 358, 361, 362, 363, 366, 367, 368, 371, 372, Shadow History, 523 373, 376, 379, 523 Sharing, 19 annotations, 363 workspaces, 19 emailing, 363 Sharing Saved Condition Sets, 302 changing active, 373 Shortcuts, 26, 30, 155 comments, 361 keyboard, 26 emailing, 361 Showing, 31 completing, 21, 366 details pane, 31 deleting, 368 Siblings, 39 emailing, 361, 363 details pane, 39 annotations, 363 relationships tab, 39 comments, 361 Signatures, 277, 366 filtering, 376 Similar Content Reports, 245, 337 initiating, 358 Similar References, 42 My Tasks, 21 details pane, 42 queue, 379 relationships tab, 42 reassigning a user, 367 Similar Tasks, 364 rescheduling, 371, 372 Simple Query, 105, 110, 126 viewing, 362 general details, 126 attributes, 362 retrieving, 105 Technical Support, 5 searching, 110 Terminal Services/Citrix, 3 Sorting, 190 Terminology Management, 281 Sound Files, 341 vocabulary, 281 Starting, 252 Text Arguments, 523 collaborative review, 252 Text Components, 11, 523 Stoplist or Stopwords, 284 Text Entity References, 219 Storing, 345 Text Raw Material Attributes Reports, 240, 337 multimedia files, 345 Thumbnails, 345 internally, 345 supported file types, 345 Stranded Components, 523 Toolbars, 25, 74 Structured content, 295 buttons, 25 extracting, 295

VUG-2017.2 CONFIDENTIAL © 2017 TransPerfect Translations International Inc. 537 defaults, 74 Updating, 185, 234, 445, 449, 462, 463, 464, 466 preferences, 25 pointers, 185, 462, 463, 464, 466 Tools, 523 publication types, 445 Tracked Components, 11 raw material, 234 Translations, 43, 52, 249, 413, 414, 416, 417, 419, 420, saved condition sets, 449 421, 422, 424, 426, 427, 428, 429, 431, 523 User Data, 74 accessing, 414 User Navigator, 523 analyzing, 419 User Options, 74 cancelling, 426 User Permissions, 15 cost analysis, 414 User Preferences, 15 costs, 429 User Profiles, 73 defining languages, 419 Users, 372, 523 details pane, 43, 417 reassigning tasks, 372 relationships tab, 43 Using Query, 105, 110 excluding content, 420 retrieving, 105 file cancelling, 417, 427 searching, 110 filtering, 416 Using Recent Query, 105, 110 initiating cloning, 421 retrieving, 105 language relationships, 249 searching, 110 languages, 417 Using Saved Query, 105, 110 loading, 428 retrieving, 105 locating, 431 searching, 110 overview, 413 Utilities, 523 preview displays, 52 Utility Extracting, 296 submitting, 422, 424 Utility Loading, 89 quote, 422 translations, 424 V summary section, 419 Valid Values, 158, 523 tracking, 426 Validating, 281 vendor assignments, 417 terminology, 281 vendor selection, 424 Validating Terminology, 286 viewing status, 414 Validation, 158 word counts, 414, 417 Variable Content, 219 Troubleshooting, 352 Variable Cross References, 462 multimedia components, 352 Variant Reports, 337 Types, 352 Variants, 42, 243, 244, 245, 246, 247, 248, 249, 404 multimedia metadata, 352 creating, 243, 244 deleting, 245 U details pane, 42 Unsharing, 19 relationships tab, 42 workspaces, 19 locating, 247 Unstructured, 341 master variant list, 247, 248 documents and files, 341 accessing, 247 Untracked Content, 11 filtering, 248 Update Windows, 59, 159, 170, 185, 210, 276, 345 using, 248 components, 345 normalizing, 246 editing, 159, 170, 210 notifications, 247, 404 attributes, 170 reporting, 249 component, 159 individual components, 249 referenced component, 210 multiple components, 249 updating pointers, 185 Vasont, 1, 16 viewing, 276 getting started, 16 referenced component, 276 introduction, 1

logging in, 16 translations, 417 overview, 1 variants, 246 Vasont Administrator, 3, 7, 523 Views, 524 Vasont Apps INI File, 85, 86 Vocabulary, 281, 282, 283, 284, 285, 286 sample, 86 building dictionaries, 285 Vasont Universal Integrator (VUI), 3 controlling, 281 Version History, 307, 337 Oracle text stopwords, 284 feature, 307 overview, 282 reports, 337 validating terminology, 286 Version IDs, 308 validation techniques, 283 Version Mismatch, 16 VUI, 3 Versions, 36, 37, 307, 308, 309, 313, 315, 316, 319, 324, 338, 524 W accessing, 308 Where Used, 41, 201, 202, 233, 524 actions, 307 details pane, 41 annotations, 338 relationships tab, 41 comments, 313 raw material, 233 compare extract, 319 Word Counts, 414, 417 comparing, 319 translations, 414 deleting, 324 translations details pane, 417 details pane, 36, 37 Word Documents, 3 pointee tab, 37 Workflow, 21, 36, 37, 71, 339, 357, 361, 362, 363, 364, properties tab, 36 365, 366, 368, 369, 373, 376, 379, 380, 382, 383, 384 extracting, 315 annotations, 339, 365 generating a report, 324 attributes, 362 labels, 313 changing active task, 373 modular content, 313 comments, 339 on demand, 313, 524 completing a task, 366 redline report, 319 components, 365 reinstating, 316 deleting tasks, 368 version IDs, 308 details pane, 36, 37 Version Window overview, 309 pointee tab, 37 Video Files, 341 properties tab, 36 View All, 24 emailing, 361, 363 collections, 24 annotations, 363 View Headers, 524 comments, 361 Viewing, 174, 214, 215, 216, 246, 247, 272, 274, 275, job queue, 380, 382, 383, 384 276, 347, 351, 354, 401, 414, 417 deleting a job, 383 branch comparison, 215, 216 deleting an item, 383 branches, 214 editing a job, 382 component, 274 editing an item, 383 component annotations, 272 viewing, 384 file attachments, 272 viewing an item in Navigator, 384 component attributes, 275 opening, 21 image thumbnails, 351 project filter, 376 pick list, 351 projects, 357 master check out list, 174 rescheduling, 369 master variant list, 247 task annotations, 363 metadata, 354 emailing, 363 multimedia, 354 task comments, 361 multimedia components, 347 emailing, 361 notifications, 401 task queue, 379 referenced components, 276 using, 357 translation status, 414

VUG-2017.2 CONFIDENTIAL © 2017 TransPerfect Translations International Inc. 539 viewing a component in Navigator, 364 Workflow Projects, 358, 360, 378 initiating tasks, 358 viewing, 360, 378 definition graphic, 378 Workflow Reports, 338 Workflow Scheduling, 369 rescheduling, 369 Workflow Tasks, 264, 379 collaborative reviews, 264 extracting of component with, 379 loading of component with, 379 Workflows, 524 Workgroups, 524 Working Collections, 103, 524 changing, 103 clearing, 103 setting, 103 Working with Query Page, 122 Workspaces, 18, 19, 20 coping another user's, 20 deleting, 20 My Workspaces, 18 opening, 19 opening another user's, 20 renaming, 19 saving, 18 sharing/unsharing, 19 Wrappers, 524 X X Icons, 270 XMetaL, 3 Y Yellow Pencil Icons, 270