Asset Manager. Open Text Web Solutions Management Server 10.0

Transcription

1 Asset Manager Open Text Web Solutions Management Server 10.0

2 Copyright 2009 Open Text Cpation. All rights reserved. Documentation 06/ Management Server 10.0 This documentation contains infmation protected by copyright. Without pri written permission, any part of this documentation may only be reproduced, translated, sted analyzed in dp-systems by Open Text Cpation. The infmation in this documentation is subject to change without notice. Open Text Cpation shall not be responsible f technical editial errs omissions contained in this documentation. Open Text Cpation will not be liable f incidental consequential damages resulting from the furnishing, perfmance use of this documentation. Trademarks RedDot is a trademark of Open Text Cpation. All other product and service names are trademarks registered trademarks of their respective owner. General Infmation Visit our home page at f me infmation about Open Text products and services.

3 Contents About This Documentation... 5 Handbooks, Online Documentation, and Help... 5 Breakdown of Topics... 6 Conventions... 6 Activity Flow Chart... 6 Symbols... 8 Syntax... 8 About the Asset Manager... 9 User Interface Thumbnails File Infmation Wking with the Asset Manager Editing Folders Creating/Editing Folders Editing Folder Settings Selecting Publication Folders Activating File Folders as Asset Manager Asset Manager Maintenance Asset Control Editing Asset Manager Folders Opening Asset Manager/Editing Folder Content Deleting Folders Updating Asset Manager Creating/Editing Subfolders Deleting Subfolders Editing Personalization XML Defining Personalization Attributes Editing Folder Sharing Transferring Data Stage Shrinking the Versioning Database Defining Folder Authization Packages Connecting to Folder Authization Packages in Clipboard Impting Assets

4 Contents Editing Attributes Adding/Editing Attributes Deleting Attributes Detailed Authization Packages f Attributes Defining Detailed Authization Packages (Attribute) Editing Detailed Authizations (Attribute) Selecting Users and Groups Renaming Detailed Authization Packages (Attribute) Editing Reference Lists Disconnecting Detailed Authization Packages (Attribute) Creating Shtcuts in Clipboard (Attribute) Connecting to Detailed Authization Packages in Clipboard (Attribute) Deleting Detailed Authization Packages (Attribute) Editing Folder Authizations Folder Authizations (Asset Manager) Editing Folder Authizations Selecting Users and Groups Editing Properties Disconnecting Folder Authization Packages Deleting Folder Authization Packages Editing Reference Lists Creating Shtcuts in Clipboard Using the Asset Manager Opening Asset Manager/Editing Folder Content Expting Assets Moving Assets Cropping Images Extended Image Editing Options Editing Attributes Showing Versions Impting Files into the Asset Manager Transferring Local Files Showing Usage Index

5 About This Documentation This section provides an overview of the content and layout of the documentation. The handbooks and Help have been created and designed in a unifm way. The structure of the content is based on the structure of the software. Topics covered in this chapter include: Handbooks, Online Documentation, and Help (Page 5) Breakdown of Topics (Page 6) Conventions (Page 6) Handbooks, Online Documentation, and Help The Management Server documentation consists of the following sections: Installation Open Text Web Solutions Server Manager SmartTree Content Classes SmartEdit Asset Manager Online Documentation Context-sensitive Help The handbooks contain the following infmation: The Installation handbook infms the reader how to install, update, and uninstall Management Server. It also describes how to install and update the application servers in a cluster. The Open Text Web Solutions handbook explains the Web Solutions user interface. It also describes the functions of the Homepage, Tasks, and Search modules. The SmartTree handbook contains reference documentation f SmartTree. The Server Manager handbook contains reference documentation f the Server Manager. The Content Classes handbook contains an overview of content classes, elements, and templates. It also has a reference section that describes the individual functions available f wking with content classes. The SmartEdit handbook describes all functions available f wking with SmartEdit. The Asset Manager handbook describes all functions available f wking with Asset Manager folders. 5

6 About This Documentation Breakdown of Topics You can access the online documentation from any component via the Help menu item in the global menu. Its content reflects the sections in the following handbooks: Open Text Web Solutions, Server Manager, SmartTree, Content Classes, SmartEdit, and Asset Manager. The context-sensitive Help is available in every dialog window. Click the Help button in the bottom left cner of a dialog window. This opens the Help, which provides infmation about the current dialog. Breakdown of Topics The documentation consists of three levels of headings: chapter, topic, and section. At chapter and topic level, the user obtains an overview of the contents of the chapters and topics. F SmartTree and Server Manager, the level headings crespond to the tree items described. The dialog windows are described on the section level. A section consists of heading, activity flow chart, introduction, and operating procedure. In certain sections, a list of related topics will be included at the bottom of the page. The heading cresponds to the respective menu item. The activity flow charts and descriptions of the dialog windows follow a specific documentation syntax. See also: Activity Flow Chart (Page 6) Symbols (Page 8) Syntax (Page 8) Conventions The better your ientation within the documentation, the quicker you will be able to obtain the knowledge/infmation you need to carry out your wk with Management Server. F this reason, the following conventions have been set up f this documentation: Defined symbols Defined syntax At the beginning of every section, an activity flow chart depicts how to navigate to the individual dialog windows in Management Server. Activity Flow Chart Navigation in Management Server is explained at the beginning of each section within a gray box (activity flow chart). The dialog windows can be opened in various ways. Many dialog windows have multiple activity flow charts defined f them. In the printed documentation, you can find these activity flow charts wherever this type of infmation is necessary. 6

7 About This Documentation Conventions The activity flow chart is not initially displayed in the online documentation. A page that has an activity flow chart has a symbol. Click the symbol to display hide the activity flow chart. In the following examples, the actual names have been replaced by generic terms. Module Menu item/tree item Select Tree Item Menu Item in Action Menu Title of Dialog Window Module might refer to SmartTree, f example, the program component (module) from which further navigation steps are taken. In some cases, alternative paths are possible. The alternative paths are preceded by the wd in italics. The symbols used have the following meanings: Symbol Meaning The arrow symbol appears in combination with a menu item tree item. It represents the beginning of the next navigation step navigation event. A dialog window opening is one example of a navigation event. The pointer symbol appears in combination with a user-specific item in a tree view. Meaning: Select the desired item in the tree view. This pointer symbol is used f right-clicks. Right-clicking lets you open a shtcut menu that offers you different actions. This is the symbol f the Action Menu. The Action menu lists all menu items available f a tree item you have selected. Meaning: Click the Action Menu item described after the symbol. This symbol is used f Server Manager, SmartTree, and Wkflow Designer. This is the symbol f the global menu. It is located in the area on the upper right of the Web Solutions user interface. This symbol represents the Clipboard. Next to the symbol is the name of the objects that are in the Clipboard and that you have to select. This symbol is used f the Server Manager and SmartTree activity flow charts. This is the symbol f an open dialog window. The name of the open dialog window is given after the symbol. This symbol represents the wk area in SmartEdit. This is the symbol f the edit area in the Template Edit and text edit. This symbol stands f the wk area within the Wkflow Designer. 7

8 About This Documentation Conventions Symbols The following symbols will be used in the documentation text. Syntax Example This symbol alerts you to examples of the described functions. Tip This symbol indicates tips on how to make better use of certain functions. Infmation This symbol indicates useful background infmation. Warning This symbol indicates a warning that must be taken note of. The documentation uses the following syntax: Steps are numbered. Software elements are identified in process steps by bold fmatting (f example, buttons drop-down lists). Dialog window titles are fmatted in italics. Program code and source code (f example, XML, XSL, and HTML) are printed in Courier to differentiate them from the rest of the text. Directy names are separated by a slash (/) backslash (\). 8

9 About the Asset Manager An Asset Manager is a folder type that provides you with an easy way of managing editing files in your project. You can use Asset Manager folders in your projects if you have purchased the license f the Asset Manager module. Like file folders, Asset Manager folders are assigned to Image, Background, and Media elements in content classes. In SmartEdit in the project structure in SmartTree, the content of an Asset Manager folder is then available f the respective elements. You can also insert content from an Asset Manager folder into Text elements in the text edit. The Asset Manager button in the Main Menu lets you open your project's Asset Manager folder f general administrative tasks (f example, administering files updating). Here you can switch between different Asset Manager folders. Asset Manager folders have the following advantages over file folders: Thumbnails The thumbnail view provides a quick and intuitive overview of the files in an Asset Manager folder. Attributes You can freely define attributes and assign them to all files f extra infmation. The Asset Manager search function also uses these attributes. You can make attributes mandaty to ensure there are additional details f all files contained in an Asset Manager folder. Subfolders You can define subfolders f Asset Manager folders with data stage in the file systems, to structure your files even better. Impt / Expt / Move The impt, expt and move functions make creating and updating files quick and easy. Versioning Versioning is available f Asset Manager folders with data stage in the file systems. Controlled check-in and check- out of files helps ensure file consistency. Image Editing You can edit images directly in an Asset Manager folder. Editing functions include resizing cropping images. Authizations Access to an Asset Manager folder can be granted denied using folder authization packages. You can also assign detailed authizations f the attributes of an Asset Manager folder. Topics covered in this chapter include: User Interface (Page 10) Thumbnails (Page 14) File Infmation (Page 15) 9

10 About the Asset Manager User Interface User Interface The Asset Manager consists of the Search area, the Catalog area, the Info area, and the Action area. Each described area is shown in the respective screenshots. Search The Search area allows you to filter the files based on attributes and search f file names. On the right, you can see the Maximum number of assets displayed, as specified in the folder settings. This number tells you how many files can be displayed in the Catalog area, not how many files the Asset Manager folder can contain. If an Asset Manager folder contains me files than can be displayed, you can filter the display using a search string. In the case of Asset Manager folders with subfolders, you can include subfolders in the search. Catalog Area The Catalog area displays the files. You can choose to display the images as thumbnails in a list. The screenshot below shows the Thumbnail display option. The top section of the Catalog area shows the name of the Asset Manager folder you are currently using and the name of the subfolder, if applicable. 10

11 About the Asset Manager User Interface Click a thumbnail to preview a file. Click a file name to select a file. F the selected file, the Info area displays infmation and the actions that you can use f editing. The screenshot below shows the display option f the List. Click a file symbol to preview the file. The list view shows the Check-Out Status of checkedout files in an Asset Manager folder with enabled versioning. 11

12 About the Asset Manager User Interface Click Switch Folder to select a different Asset Manager folder subfolder. To navigate within an Asset Manager folder, use the following buttons: Back, Fward, Switch to page. The Select Asset from Local File System link lets you impt new files into the Asset Manager folder. You can also expt files from an Asset Manager folder to your local file system move them within the Asset Manager folder. Info Area The Info area shows a thumbnail, all available file infmation, and the file attributes f the file you have selected in the Catalog area. Actions F the files in the Asset Manager folder, you can execute different actions. These actions are available only when you have selected a file from the Catalog area. F each file, all currently available actions are shown. This may differ from the example shown here, depending on the settings configured f the Asset Manager folder. 12

13 About the Asset Manager User Interface See also: Opening Asset Manager/Editing Folder Content (Page 26) 13

14 About the Asset Manager Thumbnails Thumbnails Thumbnails will be created automatically in the following cases: when impting a file when updating a file in the Asset Manager. Thumbnails will be created f JPG/GIF/PNG files; f other files symbols will be used. Thumbnails are created via ImageMagick. When you change a file folder to an Asset Manager folder, you have to manually start the thumbnail creation process, using the Update Asset Manager action. See also: Updating Asset Manager (Page 30) Activating File Folders as Asset Manager (Page 23) See also: Creating Thumbnails You can also create your own thumbnails to use as thumbnails in the Asset Manager folder. You have the following options: You can specify that all files containing a specific file name extension will be displayed in the Asset Manager folder with a predetermined thumbnail. You can also specify that a particular file will be displayed in the Asset Manager folder with its own thumbnail. This option is in addition to the option of defining a thumbnail based on file name extension. The following applies f both options: Thumbnails must be in JPG fmat and may not be larger than 70x70 pixels. To create a thumbnail from a specific file name extension, the file name extension must be entered as the name of a file that will then be used as the thumbnail symbol. The required thumbnail file, f example, f all document files with the DOC file name extension would look like this: DOC.jpg. Save this file on the application server in the /ASP/Assetmanager directy. Use the Replace Thumbnail menu item to assign a thumbnail to a file that you selected in the Asset Manager folder. Opening Asset Manager/Editing Folder Content (Page 26) 14

15 About the Asset Manager File Infmation File Infmation The file type determines which infmation is displayed f each file in an Asset Manager folder. When the following file types are impted into the Asset Manager, the following infmation is automatically displayed: File type All Files JPG/GIF/PNG Wd Files - DOC PDF Files - PDF PowerPoint Files - PPT MP3 Displayed file infmation File size, creation date and iginal auth, last edit and date Additionally: height in pixels, width in pixels, col depth File size in bytes, Title, Auth, Template, Last saved by, Revision number, Application name, Printed, Created, Modified, Pages, Wds, Characters, Company, Lines, Paragraphs, Characters with spaces, Original auth, File name, Entry date, Last edit, Modification date File size in bytes, Title, Original auth, Created with, Created, Modified, Number of pages, Encrypted, Linearized, Original auth, Entry date, Last edit, Modification date File size in bytes, Title, Auth, Template, Last saved by, Revision number, Application name, Created, Modified, Fmat, Company, Bytes, Slides, Original auth, Entry date, Last edit, Modification date ID, Title, Artist, Album, Year, Comments, Genre. Currently able to evaluate ID3v1 tags. 15

16 Wking with the Asset Manager The Asset Manager is available f your project if you have purchased the appropriate license. Only users with the Asset Manager module can wk with an Asset Manager folder. You configure the settings f your wk with Asset Manager folders in various sections. Editing Folders (Administer Project Settings -> Project -> Folders) You create Asset Manager folders in SmartTree, like any other folder. Alternatively you can convert an existing file folder into an Asset Manager folder. F the Folder tree item, there are also the actions Asset Manager Maintenance and Asset Control. Editing Asset Manager Folders (Administer Project Settings -> Project -> Folders -> Select Asset Manager) You configure a number of Asset Manager settings in SmartTree, such as defining attributes assigning authizations. Wking with Asset Manager Folders (Open Asset Manager) An Asset Manager folder opens whenever you access an Image, Background, Media element in SmartEdit in the project structure in SmartTree and when you insert an image in the text edit. To access an Asset Manager folder in SmartTree, you can also go to Administer Project Settings -> Project -> Folders and select the Edit Folder Content item from the Action Menu. Asset Manager folders offer you a large number of actions f managing and editing files. The Asset Manager button is active in the Navigation menu f users who have been assigned the Asset Manager module. Users can use this button to open an Asset Manager folder, and use the Switch Folder action to switch to any other Asset Manager folder subfolder f which they are authized. Topics covered in this chapter include: Editing Folders (Page 17) Editing Asset Manager Folders (Page 26) Editing Attributes (Page 41) Editing Folder Authizations (Page 48) Using the Asset Manager (Page 53) 16

17 Editing Folders Editing Folders To create an Asset Manager, go to Administer Project Settings -> Project -> Folders in SmartTree. There are two ways of defining a folder as an Asset Manager: Create a new folder and define it as an Asset Manager under Administer Project Settings. Define an existing folder as an Asset Manager. The files contained in the folder will be adopted f the Asset Manager. To display the files as thumbnails, you need to refresh the Asset Manager. Creating/Editing Folders SmartTree Start Administer Project Settings Project Folders Create Folder Create/Edit Folder SmartTree Start Administer Project Settings Project Folders Select Folder Edit Folder Create/Edit Folder You can create various folders f your project edit existing folders. You use the folders to ste image, text, and media data, as well as content classes and style sheets f your project. If you did not clear the respective check boxes when you created the project, folders f images, files, and content classes have been created automatically. 1. You have the following options: Name - Enter a unique and meaningful name f the folder in this box. You can use special characters such as parentheses slashes. Description - Enter a description of the folder. Type - Choose a folder type. You can convert an existing file folder into an Asset Manager folder. To do this, choose Asset Manager as the folder type. Note: Changing a file folder into an Asset Manager folder is irreversible. When you create a new folder, the following folder types are available: File folder - Select this type to ste files that you will use to edit the project. You can ste these files either in the file system in the project database. Asset Manager - Select this type to ste files that you will use to edit the project. An Asset Manager folder offers me functions than a file folder. F me infmation, see the Asset Manager documentation. External application folder - Select this type of folder to use files in this project that are managed in an external system. Content class folder - Select this type to create a new folder f managing content classes. Style sheet folder - Select this type if you need a folder to keep your project style sheets in. 17

18 Editing Folders.NET folder - Select this type if you are using the.net framewk f your project. You can ste the necessary configuration files and assemblies in this folder. Only one.net folder can be created per project. The subfolder bin is automatically created. 2. Click OK to confirm Next to edit the settings of the current folder. Using.NET Folders If you want to use the.net framewk f your project, you must configure the following settings: Entering the physical path and the virtual directy Enter the physical path and the virtual directy to execute RDExecute and PreExecute pages such as ASPX pages. (Go to: SmartTree -> Administer Project Settings -> Project -> Action: General Settings -> Edit Settings: RDExecute and PreExecute Settings) Note: The virtual directy set here is added to the host header specified in the application server. If no special directy is specified, then the host header will be used exclusively. The virtual directy should ideally be located below the Management Server virtual directy. Under no circumstance should the virtual directy be located in the path of the Management Server virtual directy, f there is a risk that the configuration files affect Management Server itself. A directy that was created at a level parallel to the virtual directy of Management Server is not recommended when using a host header either because the host header is also used f integrations. It is possible that these would no longer wk. Setting up.net folders Create a.net folder in which you can ste the necessary configuration files and assemblies. Only one.net folder can be created per project. The subfolder bin is automatically created. The root directy of the.net project must be assigned to the.net folder as the publication folder. (Go to: SmartTree -> Administer Project Settings -> Project -> Folders ->Action: Create Folder) Setting up project variants You can define that the.net folder should be used f your project's project variants. If you have configured this setting f a project variant, each time this project variant is published, there will be a check to see if the files in the.net folder its subfolders have changed. In this case, all changed files will also be published. (Go to: SmartTree -> Administer Project Settings -> Project -> Project Variants -> Select Project Variant -> Action: Edit Project Variant -> Edit Project Variant -> Use.NET folder) Updating the.net folder The directy assigned to the.net folder can be manually updated. The update is triggered on the.net folder and is cluster-wide. (Go to: SmartTree -> Administer Project Settings -> Project -> Folders -> Select.NET folder -> Action: Update Virtual Directy) 18

19 Editing Folders Editing Folder Settings SmartTree Start Administer Project Settings Project Folders Create Folder Create/Edit Folder Next Edit Folder Settings SmartTree Start Administer Project Settings Project Folders Select Folder Edit Folder Create/Edit Folder Next Edit Folder Settings Some of the settings that you make during the creation of a folder can be changed via the Edit Folder menu item. 1. You have the following options: General settings - Lets you define the general folder settings. Attributes are mandaty - If you select this check box f an Asset Manager folder, all attributes must have values when a file is uploaded to the Asset Manager folder used in the project structure. Publish personalization attributes - Select this check box if you want to create an XML file f each file in the folder during publication. These XML files can be used to transfer personalization infmation to Delivery Server. Folder not available in the text edit - Select this check box if the folder should not be available in the text edit. This option is only available f file folders, Asset Manager folders, and external application folders. Maximum number of assets displayed - Specify the maximum number of files you want to display in a file folder Asset Manager folder. The value must be between 15 and 100,000. A value of 2000 is recommended. Very high values result in long loading times. The value that you set also applies to the subfolders of an Asset Manager folder. This number defines how many files can be displayed in the dialog window and not how many files the folder can contain. If, f example, you specify 2000 f a folder containing 3000 files, you can search f specific files that are not displayed and display them. Publication folder - Click Select to specify a publication folder. The name of the folder that you have selected appears in the box. All files from the current folder are published to the publication folder that you have selected. External systems and reference types - Lets you make content from external systems available f editing in your projects. Depending on the external system, the settings that are available in this area vary. External system - Select one of the external systems. The drop-down list contains all the connected external systems. CMS references the document via API - If you select this check box, the user can use API to reference the files that the user wants to use when editing content from external systems. During publication, the referenced file is copied from the external system to the live server. 19

20 Editing Folders CMS references the document via URL - If you select this check box, the user has the option of using URL to reference the files that the user wants to use when editing content. During publication, a URL to the referenced file is published. Copy document to Management Server - If you select this check box, documents from the external system are copied to the page. Use iginal document name when publishing - Select this check box to use the file names from the external system without changes. If the system allows different documents to be given the same name and these documents are put into the same folder, they will overwrite each other. If you select a specific version of a document, the iginal document name with a version number appended is used as the file name. This option is only available if the external system suppts this function. INI file - This file is used to define the infmation required f connection between Management Server and the external system. Data stage - Select the type of stage you want to use f the files in the folder. You have the following options: Project folder - Select this option to make the folder specific to the current project. Database - Select this option to ste the files in the project database. This is the default setting. You can change the data stage setting from Database to File system later. File system - Select this option to ste the files in the file system of the application server. In the Path box, specify the path of the directy in the file system where you want to ste the files. Click Select. The Select Directy dialog window opens, letting you select a path. The path appears in the Path box. Click Check to test whether the specified path exists. Files in the specified directy will be saved in the newly created folder. Note concerning cluster operation: If you operate the application server in a cluster, you have to enter the netwk path as a UNC path so that the folder can be accessed by all computers in the cluster. Versioning - Select this check box to activate versioning. Versioning is only available f Asset Manager folders with data stage in the file system. With versioning, all the changes made to a file are documented. Older file versions can be rested. To edit a file, you have to check it out and in. Checked-out files are locked f other users. The files can be used, but they cannot be edited. Users with the Administrat role can reset a checkedout file to the current version. The Administrat can also reset other users' files. Within a project, the latest document version will always be used. This may also be a rested version. WebDAV - Select this option to access a WebDAV server via the file folder. WebDAV is an extension of the HTTP protocol. It defines a standard f accessing and managing documents. Management Server takes the role of a WebDAV client. You need to specify the Root directy of the WebDAV server in the box of the same name. In the User infmation section in the lower part of the dialog window, you can edit the authentication settings and the settings f Update document cache. 20

21 Editing Folders About file names: File names from WebDAV folders may contain characters that are not permitted in your local file system in the file system of your publishing target. Management Server does not make any crections, which may result in files not being published. The path and file name of a document from a WebDAV folder may be up to 255 characters long, minus the length of the root path f the folder in the ImageCache ([!CMS Installpath!] \ ImageCache \ [!ProjectGuid!] \ [!FolderGuid!]). IICE - Select this option to connect IICE (Infmation Integrat Content Edition) through the file folder and thus establish connection to various reposities (Documentum DM, Livelink DM, Lotus Notes DM, etc.). In the User infmation section in the lower part of the dialog window, you can edit the authentication settings and the settings f Update document cache. Web service URI - Enter the Web service URI of the IICE interface. Reposity - Enter the name of the reposity that you want to access through IICE. External folder - If you select this option, files are administered in a folder that has been released in a different project. This option creates a connection between the current folder and the specified folder in an external project. This option is only available if folders in external projects have been released f use by the current project. Project - Select a project from the drop-down list to use one of its released folders. The drop-down list contains all projects with folders that have been released f use in other projects. Folder - From the drop-down list, select the folder that you want to make available f the current project. The drop-down list contains all released folders f the project that you selected in the Project box. User infmation - Lets you specify the authentication f the integration of folders through UNC paths. User name and Passwd - Enter a user name and passwd f all users to use f authentication with the server. Basic authentication is suppted. Transmit user credentials - Select this check box to use the Management Server logon (user name and passwd) f authentication with the server. Update document cache - F perfmance reasons, the files from the WebDAV folder and the files that are used via IICE are saved temparily. You specify when the system should check whether a file on the WebDAV server in the reposity connected through IICE has changed. Fce update when publishing - Select this check box to ensure the WebDAV server the reposity connected through IICE always uses the latest file versions f publication. Validity - Enter a validity period in minutes. When this interval has elapsed, the system checks whether the files on the WebDAV server in the reposity connected through IICE have changed. If they have, it updates them. 2. Click OK to confirm. 21

22 Editing Folders See also: Subfolders f Asset Manager Folders You can create subfolders f existing and new Asset Manager folders, provided data is sted in the file system. To configure this setting, go to the Edit Folder Settings dialog window and select the option Data stage / Project folder / File system. You can create one level of subfolders f an Asset Manager folder. Additional levels are not suppted. Defining Personalization Attributes (Page 34) Editing Personalization XML (Page 33) Selecting Publication Folders SmartTree Start Administer Project Settings Project Folder Edit Folder Create/Edit Folder Next Create/Edit Folder Publication folder Select Select Publication Folder SmartTree Start Administer Project Settings Project Folder Select Folder (Asset Manager External Application Folder) Edit Folder Create/Edit Folder Next Create/Edit Folder Publication Folder Select Select Publication Folder SmartTree Start Administer Project Settings Packages Publication Packages Select Publication Package Select Publication Combination Select Folder ( ) Select Publication Folder Select Publication Folder SmartTree Start Administer Content Classes Select Content Class Folder Select Content Class Structural Elements Select Element Select Publication Package Select Publication Combination Select Folder ( ) Select Publication Folder Select Publication Folder SmartTree Start Administer Project Structure Select Project ( Select Page Select Link Element) Select Publication Package Select Publication Combination Select Folder ( ) Select Publication Folder Select Publication Folder 22

23 Editing Folders You can assign a publication folder to an Asset Manager a folder. The files contained in the folder Asset Manager will be published to this publication folder. To determine these settings, follow the description below: Administer Project Settings -> Project Administer Project Settings -> Packages Administer Content Classes Administer Project Structure 1. Activate this option to publish files in the current folder to the publication folder you have selected, select Root to publish the files of the current folder to the root of the publishing target. Note: You must assign Delivery Server publication folders to every folder whose files are to be published to a Delivery Server publishing target. These files cannot be published to the root directy of the publishing target. F.NET folders the publication folder that cresponds to the root directy of the.net project must be selected. This does not have to be the root directy of the publishing target. 2. Click OK to confirm. Activating File Folders as Asset Manager You can turn any file folder that was created under the tree item Administer Project Settings -> Project -> Folders into an Asset Manager. Released File Folders Released folders can be activated as Asset Manager in the iginating projects only. Changes will also be available in utilizing projects. Proceed as follows: 1. Go to Administer Project Settings -> Project, select a file folder, and click the Edit Folder Action Menu item to open the Create/Edit Folder dialog window f a file folder. 2. Select the Asset Manager type from the Type drop-down list. Note: Changing a file folder into an Asset Manager folder is irreversible. 3. Click OK to confirm. The fmer file folder is now identified as Asset Manager in the tree with the wds Asset Manager and highlighted in gray. File folders are marked with the wds File Folder. 23

24 Editing Folders Asset Manager and file folders are displayed in the tree like this: Folder Images Asset Manager Images File folder If you select the property Display file selection as Asset Manager f an existing folder that already contains files, the file infmation and thumbnails will not be generated automatically. You will need to update the Asset Manager folder. See also: Updating Asset Manager (Page 30) Asset Manager Maintenance SmartTree Start Administer Project Settings Project Folders Asset Manager Maintenance Asset Manager Maintenance You can delete files that are not being used in Background, Image, Media, Text elements from Asset Manager folders, file folders, external folders. During maintenance of the Asset Manager folders, the process looks f files that are used in the project structure that are preassigned in the content class elements. Files that are not used can be deleted. You can back up all the files that you delete from the folders. The folder structure is not retained. Furtherme, you can repair converted Wd documents following project impt from versions You have the following options: Repair converted Wd documents (PDF, HTML) after impting from version Select this check box to repair Wd documents converted to PDF HTML that have been damaged following project impt from version Delete inactive files - Select this check box to delete inactive files. Create backup copy of deleted files - Select this check box to create backup copies of the deleted files. Path - Specify the UNC path to a directy f sting the backup copies of the deleted files. User name - Enter the system user name f the directy specified under Path. Passwd - Enter a passwd f the specified user. notification - You can send out notification. This notification is sent when the process starts. Select a recipient f the notification from the To drop-down list, and enter a Subject. 24

25 Editing Folders Folder list - Select the check boxes f the folders from which inactive files are to be deleted. In Asset Manager folders, all inactive files in subfolders are also deleted. Select all folders - Select this check box to select all the check boxes f the displayed folders. 2. Click OK to confirm. Asset Control Smart Tree Start Administer Project Settings Project Folders Asset Control Asset Control The Asset Control function allows you to view all assets f a project and check their use. Where an Asset Manager folder is used by several projects, the use of assets is checked in all of those projects. 1. You have the following options: Display options - Lets you choose whether to display all assets only selected assets. Assets from this project and from other projects are shown. All assets - Select to display all assets. Referenced assets only - Select to display all assets that are used. Unreferenced assets only - Select to display all assets that are not used. These would be deleted during Asset Manager maintenance. Take preassigned assets into account - Select this check box to display all pages f which assets have been preassigned using content class elements. notification To - From the drop-down list, choose a recipient f the notification. Folder list - Select the check boxes f the folders whose assets you wish to display, select the Select all folders check box to select all folders. 2. Click OK to confirm. You are notified by of the result of a search f assets used in the project. The contains the following infmation: Date and time of the search f assets used Names of the folders that were searched Result of the search: F each folder and subfolder the system has searched, you are shown f which content class, page, and element an asset is used. If an asset is used in another project, the name of the project is also shown. 25

26 Editing Asset Manager Folders Editing Asset Manager Folders To edit an Asset Manager folder, go to Administer Project Settings -> Project -> Folders -> Select Asset Manager Folder in SmartTree. To change the name of an Asset Manager folder, use the Edit Folder Action Menu item. This action also allows you to convert a file folder into an Asset Manager folder. In the following dialog, Edit Folder Settings, you can block the Asset Manager folder from use in the text edit define the maximum number of assets shown. This dialog also lets you set the Asset Manager attributes as mandaty. The Action Menu item Update Asset Manager is used only after a folder has been turned into an Asset Manager folder. This Action Menu item completes the transition to an Asset Manager folder: Files are displayed as thumbnails, and all infmation related to those files is also shown in the Asset Manager folder. To open the Asset Manager folder, use Edit Folder Content. To delete the Asset Manager folder, use the Delete Folder Action Menu item. You can only delete Asset Manager folders that do not contain any files. You can also delete Asset Manager folders that do not belong to your project, provided they do not contain any files. They will be no longer available f your project. Use Add Attribute to determine the attributes that will be used to ste infmation about every file in the Asset Manager. You can also create subfolders f an Asset Manager when the data is sted in the file system. Additionally, you can release an Asset Manager and make it available to other projects. F Asset Managers whose data are sted in a database, you can Transfer Data Stage. The data will then be sted in the file system. This change in data stage is irreversible. If versioning has been activated f the Asset Manager, you can Shrink the Versioning Database. You have the option to Define Folder Authization Packages f Asset Managers one of its subfolders, to Connect to Folder Authization Package in Clipboard. To impt files to the Asset Manager folder, use the Impt Assets Action Menu item. Opening Asset Manager/Editing Folder Content Asset Manager SmartTree Start Administer Project Settings Project Folders Select Asset Manager Folder Edit Folder Content Asset Manager SmartTree Start Administer Project Structure Project Select page Background, Image, Media Select element Edit Element Content Asset Manager 26

27 Editing Asset Manager Folders SmartEdit OpenPage RedDot Background, Image, Media Element ( Edit Image Element Edit Media Element Edit Element Content) Asset Manager In an Asset Manager folder, you can: Search f files Impt new files Expt files Move files within the subfolder structure View files in the Asset Manager folder View file attributes and file infmation f each file Perfm actions on files You can find infmation about the user interface of the Asset Manager folder in another part of this documentation. See also: User Interface (Page 10) Asset Manager folders provide infmation about the files they contain and allow you to perfm actions. The options available to you in an Asset Manager folder are grouped into sections of the user interface. Search In the Search area, you can use search criteria to filter the files that will be displayed in the Catalog area. 1. Select a search attribute from the Search attributes drop-down list to filter the files displayed. You have the following options: File name Original auth Last edit Height Width Col depth File size User-defined attributes - This lists all the attributes that you have created f this Asset Manager folder. 2. F the attributes iginal auth and last edit, choose the required users from the drop-down list. F the other attributes, enter a term that fms part of the attribute that you have selected. You can also use the "*" wildcard. Example: To list GIF files only, select the File Name attribute from the drop-down list and enter the *.gif string in the search box. 27

28 Editing Asset Manager Folders 3. In the case of Asset Manager folders with subfolders, you can include subfolders in the search by clicking Subfolders. 4. Click the Start Search link. The files in the Asset Manager folder are filtered accding to the criteria you selected. The number of files displayed is limited by the value set f Maximum number of assets displayed. When searching in subfolders, the subfolder name in which the file is located is displayed in front of the file name. 5. Click the Reset Search link to reset the filter. Catalog Area You have two display options f viewing the content of an Asset Manager folder. You can choose between Thumbnail and List. The Switch Folder option lets you switch to other Asset Manager folders subfolders. F me infmation, see the User Interface section. Select Asset from Local File System - Click this link to impt individual files from your local computer to the Asset Manager folder. The files are administered there and can be used in your project. You configure the relevant settings in the Transfer Local File dialog. The names of these files must not contain the characters + '. To transfer several files to an Asset Manager folder in one step, you can use the Impt Assets action in SmartTree. Expt Assets - Click this link to expt files from an Asset Manager folder to your local file system. You configure the relevant settings in a later dialog. Move Assets - Click this link to move files between the subfolders of an Asset Manager folder. You configure the relevant settings in a later dialog. Click the thumbnail of a file to display the file content in a preview window. Image files appear in their iginal size. Provided an appropriate application is available on your local computer, all other files are also displayed in preview mode. If no such application is available on your local computer, you are prompted to download the file. Info Area Click the name of a file in the Catalog area to view the related infmation. The thumbnail is displayed in the Info area, along with the File Attributes and File Infmation. Actions The number of actions available depends on the settings configured f Asset Manager. Crop Image - Select this action to crop an image in a later dialog. The cropped image can replace the iginal file you can save it in the Asset Manager folder with a different name. If versioning is enabled, you can save it as a version. Extended Image Editing Options - Select this action to edit an image in a later dialog. You can flip hizontally and vertically, change the image size, and convert it to black and white to negative. You can also enter ImageMagick commands. Update File - Select this action to replace the content of the selected file with the content of a file on your local computer in a follow-on dialog. This option is not available if versioning has been enabled f your project. 28

29 Editing Asset Manager Folders Show Versions - Versioning is only available if the files of the folder are sted in a file system. With versioning, all the changes made to a file are documented. Older file versions can be rested. Within a project, the latest document version will always be used. This may also be a rested version. Check Out File - You can only check out files if versioning has been enabled f the Asset Manager folder. Checked-out files are sted in your local file system. F example, you can edit a file in an image processing application and then check the edited file back in the Asset Manager folder. As long as files are checked-out, they are locked f other users. The files can be used, but they cannot be edited. A user with the Administrat role can reset all users' checked-out files to the current versions. Undo Check-Out - You can undo the check-out process. Check In File - Use this action to check in a previously checked-out file. Delete File - Use this action to delete the file displayed in the info area. Edit Attributes - Use this action to edit the selected file's user-defined attributes. Refresh Thumbnail and File Infmation - Use this action to refresh the thumbnails and file infmation f the selected file. Files with a custom thumbnail are assigned the default thumbnail as a result. Replace Thumbnail - Choose this action to save a different thumbnail f a file in the Asset Manager folder. You configure the relevant settings in the Transfer Local File dialog. Show Usage - Select this action to see in the Show Usage dialog window where in a project a file is used. See also: Editing Subfolder Content To edit the content of a subfolder, open the Asset Manager folder. Then choose Switch folder to switch to the subfolder. Cropping Images (Page 58) Editing Attributes (Page 62) Expting Assets (Page 56) Extended Image Editing Options (Page 59) Moving Assets (Page 57) Showing Usage (Page 64) Showing Versions (Page 62) Transferring Local Files (Page 64) Deleting Folders SmartTree Start Administer Project Settings Project Folders Select Folder Asset Manager Folder Delete Folder Management Server 29

30 Editing Asset Manager Folders You can delete folders. You can only delete file folders, style sheet folders, Asset Manager folders, and content class folders when these folders are empty. You can delete external application folders even when they are not empty. If the files are sted in an external folder, you can delete these and their content in your project. You can only delete external content class folders when the folder is empty. 1. Confirm with Yes. The selected folder Asset Manager folder is irretrievably deleted. Updating Asset Manager SmartTree Start Administer Project Settings Project Folders Select Asset Manager Update Asset Manager Update Asset Manager You will need to update an Asset Manager folder in these situations: When you have converted a file folder into an Asset Manager folder While the system is updating the Asset Manager folder, the thumbnails f display in the Asset Manager folder are created, and all file infmation is updated. If you want to replace custom thumbnails f PDF, Wd, and PowerPoint files with the default thumbnails When you have an Asset Manager folder with data stage in the file system When files are added to the respective directy within the file system. The added files are immediately available in the Asset Manager folder. While the system is updating the Asset Manager folder, thumbnails f the new files are created, and all file infmation is updated. When subdirecties are added to the respective directy within the file system, if the directy had subdirecties when the Asset Manager folder was created. While the system is updating the Asset Manager folder, the subdirecties are created as a subfolders of the Asset Manager folder. The files from the subdirecties are made available in these subfolders. Note that this includes only subdirecties from the top directy level. Although you can continue wking with the Asset Manager folder during an update, please note that not all of the thumbnails will have been updated yet. 1. Select an address from the drop-down list. notification is sent to this address when the update is complete. 2. Edit the text in the Subject box as required. 3. Select the Replace individual thumbnails check box to replace custom thumbnails f PDF, Wd, and PowerPoint files with the default thumbnails. 4. Click OK to confirm. As soon as the update is complete, notification is sent to the specified user. 30