Content Management Implementation Guide 5.3 SP1

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1 SDL Tridion R5 Content Management Implementation Guide 5.3 SP1 Read this document to implement and learn about the following Content Manager features: Publications Blueprint Publication structure Users and Groups Publishing configuration and behavior Categories and Keywords Schemas Content configuration Custom Pages Event Log Metadata Workflow Outscaling

2 Content Management Implementation Guide 5.3 SP1 R5_CMIG_53SP SDL Tridion Development Lab BV NOTICE: The accompanying software package is confidential and proprietary to SDL Tridion Development Lab BV or its respective licensors. No use or disclosure is permitted other than as set forth by written license with the authorized distributors of SDL Tridion Development Lab BV. Trademarks SDL Tridion and SDL Tridion R5 are trademarks of SDL Tridion Development Lab BV or its respective licensors. All other company or product names used herein are trademarks of its respective owners. Suggestions Your suggestions and comments about SDL Tridion R5 functionality, documentation, and course material are highly valued and may be used to further enhance our offerings available to you. We will be glad to receive your suggestions at: SDL Tridion Development Lab BV Product Management P. O. Box DE Amsterdam The Netherlands fax: +31 (0) Additional Licenses Please contact your SDL Tridion sales representative to order additional licenses of SDL Tridion R5 software. offers you a complete overview of SDL Tridion's sales offices and further contact details.

3 Content Management Implementation Guide 5.3 SP1 Table of contents Chapter 1 Introduction... 1 Chapter 2 Publications Publication tasks a Creating a Publication b Editing a Publication c Deleting a Publication d Publishing and unpublishing a Publication Publication settings a General Publication settings b Publication content configuration settings c Blueprinting settings d Publication security settings e Workflow settings Chapter 3 Blueprint Publications Business applications for Blueprinting Blueprint structure example Basic Blueprint concepts a Blueprinting terminology b Items shared from a Parent Publication c Blueprint hierarchy d Multiple Parent Publications and priorities e Viewing the Blueprint hierarchy of an item Creating a Blueprint relationship between Publications a Creating a primary Parent Publication b Creating Child Publications c Adding a Child Publication using Where Used d Adding a Parent to an existing Child Publication e Removing a Parent from a Child Publication f Deleting a Child Publication from Where Used i

4 Content Management Implementation Guide 5.3 SP1 3.4.g Viewing the priorities of Parent Publications Tasks you can perform on items in Blueprint Publications a Localizing items b Unlocalizing items Blueprint security Chapter 4 User and group rights and permissions Users User groups Publication permissions and rights a Permissions b Rights c Permissions for Target Types Configuring security settings in the Content Manager a Adding users from a Windows domain b Adding a user from an LDAP directory c Configuring a user d Creating a group e Adding groups from an LDAP directory f Editing group rights g Editing permissions h Granting a user or group Target Type permissions Chapter 5 Publishing content Security settings used by publishing Publishing items a Published Pages b Published dynamic Component Presentations c Items that can be published, republished, or unpublished d Component links Publishing Queue a Publishing states b Viewing and filtering the Publishing Queue c Cancelling a publish transaction d Forcing a scheduled publish transaction to publish now e Viewing transaction details Chapter 6 Categories and Keywords Creating a Category Adding Keywords to a Category Cutting, copying and pasting Keywords ii SDL Tridion R5

5 Content Management Implementation Guide 5.3 SP1 Chapter 7 Content configuration Multimedia Types a Adding a Multimedia Type System fonts a Adding, editing, or removing a system font Format area configurations a Content language configuration b Styles configuration c Special character configuration Chapter 8 Custom Pages Adding or editing a Custom Page Deleting a Custom Page Chapter 9 Schemas Schema types Schemas for Components a Creating a Simple Schema for Components Multimedia Schemas a Creating a Multimedia Schema Embeddable Schemas a Creating an Embeddable Schema Metadata Schemas a Creating a Metadata Schema Parameter Schemas Field types for Schemas Text fields a Creating a plain text field b Creating a format area field Number fields Date fields Embedded Schema fields External link fields Multimedia link fields Component link fields List fields Defining custom URLs a Window arguments b URL parameters c Using a Custom URL to fill in the value of a field d Modal dialogs iii

6 Content Management Implementation Guide 5.3 SP Constraining field content Editing a Schema Chapter 10 Event Log Logging database settings Error classification Filtering the events displayed in the Event Log a Viewing an event message Chapter 11 Metadata Component metadata Multimedia Component metadata Folder metadata and Virtual Folder metadata Structure Group metadata Publication metadata Page metadata Template metadata Chapter 12 Workflow Workflow overview a Workflow Management b Starting a Workflow process on rollback Approval Status a Viewing the existing Approval Status list b Creating an Approval Status c Editing an Approval Status d Deleting an Approval Status Process Definitions a Visio Workflow Designer interface b Default Process Definitions c Creating a Process Definition d Creating an automatic activity e Editing a Process Definition f Renaming a Process Definition g Localizing or unlocalizing Process Definitions h Modifying shared Process Definitions i Deleting shared Process Definitions j Changing BluePrint Priorities Process Associations a Adding a Process Association to a Schema b Adding a Process Association to a Structure Group iv SDL Tridion R5

7 Content Management Implementation Guide 5.3 SP c Adding a Process Association to a Publication d Sharing Process Associations for Schemas and Structure Groups from Parent Publications Process Definitions List Process Associations List Process Instances List a Viewing the current Process Instances Process History list Workflow auditing a Enabling auditing b Comparing Activities c Rendering Component snapshots d Rendering Page snapshots e Rendering Component Template and Page Template snapshots Workflow and the Event System Automatic Workflow Activities a Workflow properties and methods Automated Workflow activity script v

8 Content Management Implementation Guide 5.3 SP1 vi SDL Tridion R5

9 Content Management Implementation Guide 5.3 SP1 Preface About this guide The Content Management Implementation Guide describes how to use Content Manager to manage the Content Manager system and the content in it. This guide is written primarily for users who manage the SDL Tridion R5 application. For information about: configuring Content Manager system-wide: refer to the Maintenance Guide. creating templates and using the Tridion Object Model: refer to the following documents: Templating Manual Templating and Customization Manual TOM Templating Implementation Manual TOM.NET creating content: refer to the User Manual. How to use this guide Read this guide for information about managing the Content Manager part of SDL Tridion R5. Chapter 1 Introduction This chapter provides an overview of the contents of this guide. Chapter 2 Publications Describes how to create a Content Manager Publication. Chapter 3 Blueprint Publications Describes Blueprint Publications and how they can be used to organize and manage content across multiple Web sites. vii

10 Content Management Implementation Guide 5.3 SP1 Chapter 4 User and group rights and permissions Describes how to manage Content Manager security by assigning Users and Groups rights and permissions that give Users access to the items and actions they need to perform. Chapter 5 Publishing content Describes how to configure publishing options for your content. Chapter 6 Categories and Keywords Describes how the Content Manager uses Categories and Keywords to provide standard lists of values than can be used to define content and metadata values. Chapter 7 Content configuration Describes how to set up system fonts, Multimedia Types, and table formats. Chapter 8 Custom Pages Describes how to set up and use Custom Pages in the Content Manager. Chapter 9 Schemas Describes how you use Schemas in the Content Manager to define the type of information captured in content and metadata. Chapter 10 Event Log Describes the Tridion event log. Chapter 11 Metadata Describes how to use metadata in the Content Manager. Chapter 12 Workflow Describes how to create Workflow Processes and apply them to the creation and use of Components, Templates, and Pages. Related documents This guide is one document from the documentation set for SDL Tridion R5. The full documentation set consists of the following documents, organized by the SDL Tridion R5 project phase in which they are used: viii SDL Tridion R5

11 Content Management Implementation Guide 5.3 SP1 Planning phase The Content Delivery Project Planning Guide (a PDF document) helps project managers prepare for an implementation of Content Delivery. Setup phase The Installation Manual (a PDF document) explains how to get SDL Tridion R5 modules up and running. The Product Prerequisites (a PDF document) explains which hardware and software SDL Tridion R5 supports or requires. Implementation phase The Content Management Implementation Guide (a PDF document) explains how to set up Blueprint structure, configure security and workflow, and similar broad implementation topics. The Templating Manual (a PDF document) explains how SDL Tridion R5 templates work, and how to use the Template Builder to create them. The Templating Implementation Manual TOM.NET (a Windows help file) explains how to interact with the.net version of the Tridion Object Model to create Template Building Blocks written in C# or another language supported by.net. This Guide also includes a complete reference of the TOM.NET API. The Templating and Customization Manual TOM (a Windows help file) explains how to interact with the COM+ version of the Tridion Object Model to create Templates written in VBScript or JScript, and how to perform other customizations of the Content Manager. This Guide also includes a complete reference of the TOM API. The Content Delivery Implementation Manual (ASP) (a Windows help file) explains how to implement Content Delivery functionality for an ASP Web site. The Content Delivery Implementation Manual (ASP.NET) (a Windows help file) explains how to implement Content Delivery functionality for an ASP.NET Web site. The Content Delivery Implementation Manual (JSP) (a Javadoc Web site) explains how to implement Content Delivery functionality for a JSP Web site. The Business Connector Implementation Manual (a PDF document) explains how to implement the Business Connector, which enables external applications to access the Content Manager. The Security Manual (a PDF document) explains the minimal user rights and privileges required for the Content Management and Content Delivery system parts to function correctly Usage and Maintenance phase The User Manual (a PDF document) explains to content authors and content editors how to work with content in the Content Manager Explorer Web interface. The WebDAV Connector User Manual (a PDF document) explains to content authors and content editors how to work with content using a WebDAV interface. The Upgrade Manual (a PDF document) tells system administrators how to upgrade to the current version of SDL Tridion R5 from a previous version. ix

12 Content Management Implementation Guide 5.3 SP1 The Release Notes (a PDF document) explains how the current version of SDL Tridion R5 has changed compared to previous versions, and which open issues remain. The Maintenance Guide (a PDF document) helps you maintain, troubleshoot and monitor your implementation of SDL Tridion R5. SDL Tridion product suite This Guide describes the implementation of a number of different SDL Tridion R5 products. SDL Tridion product portfolio This Guide explains how to implement the products in the SDL Tridion R5 area called Manage, that is: Content Manager BluePrinting Workflow This version history list outlines the changes to this Guide since it was last released. Product version Changes 5.1 Main release. x SDL Tridion R5

13 Content Management Implementation Guide 5.3 SP1 Product version Changes 5.1 SP1 Chapter 5 Publishing content Chapter 7 Content configuration Chapter 8, section 8.16 Defining custom URLs Chapter 11 Metadata 5.1 SP2 Chapter 5 LDAP configuration Chapter 5 Publishing content Chapter 8 Schemas "Constraining field content" on page 113 Chapter 7 Content configuration Chapter 12 Workflow 5.1 SP3 No major updates. Rerelease. 5.1 SP4 No changes. Rerelease. 5.2 "Adding a Child Publication using Where Used" on page 26 Chapter 4 "User and group rights and permissions" on page 39, is rewritten for this release. "Creating a format area field" on page 97 describes new format area settings. "Defining custom URLs" on page 108 is updated to reflect changes in functionality. "Format area configurations" on page 79 describes how to configure system wide settings for format areas. 5.2 SP1 Service Pack release. Editorial changes only. 5.3 "Starting a Workflow process on rollback" on page 145 "Localizing or unlocalizing Process Definitions" on page 159 "Modifying shared Process Definitions" on page 160 describes new format area settings. "Changing BluePrint Priorities" on page 161 is updated to reflect changes in functionality. "Workflow auditing" on page 166 xi

14 Content Management Implementation Guide 5.3 SP1 xii SDL Tridion R5

15 Content Management Implementation Guide 5.3 Chapter 1 Introduction This guide describes the following Content Manager features and describes how to create and configure these features: Publications The main organizational unit in the Content Manager, Publications group content and layout. Blueprint Publications You can organize Publications in a Blueprint hierarchy, in which Child Publications share content and organizational items from Parent Publications. User and group rights and permissions Use User and Group rights and permissions to give users access to the items and actions they need to perform. Publishing content Use publishing options to create online content. Categories and Keywords Use Categories and Keywords as list values in Components and metadata. Schemas Use Schemas to define the structure of content. Content configuration Configure Multimedia Types, fonts, and format areas for the entire Content Manager. Custom Pages Use Custom Pages to serve as a Content Manager Explorer splash screen and to provide Users with access to specific Pages. Event Log Use the Tridion Event Log to track events and warnings in the Content Manager. Metadata Use Metadata to enables users to enrich your online offering and to create navigation structures within your Web site. Workflow Use Workflow Processes to apply workflow to the creation and use of Components, Templates, and Pages For more information on one of these topics, refer to the corresponding chapter in this guide. 1

16 Chapter 1 Introduction 2 SDL Tridion R5

17 Content Management Implementation Guide 5.3 Chapter 2 Publications A Publication groups content and layout items. These items often represent the building blocks of a Web site. A Publication provides an organizational structure, a security model, and content creation functionality. These capabilities enable you to create, assemble, and publish content. Figure 2-1 Publications in Content Manager Explorer You can create a hierarchy of Publications in which Publications share content to other Publications using Blueprinting. Chapter 3 "Blueprint Publications" on page 13 describes Blueprint Publications in more detail. 3

18 Chapter 2 Publications This chapter describes: Publication tasks Publication settings 2.1 Publication tasks This section describes the following Publication tasks: Creating a Publication Editing a Publication Deleting a Publication Publishing and unpublishing a Publication 2.1.a Creating a Publication Publications often represent the building blocks (content, design, and Pages) that comprise a Web site. You create a Publication to create, organize, and manage these building blocks and to grant users rights and permissions to use and create these items. Prerequisites Users with system administration privileges can create Publications. To create a Publication: 1 In the Content Manager Explorer, click the SDL Tridion icon at the top of the Navigation Tree. 2 Click the New Publication button on the toolbar. A New Publication window opens. Figure 2-2 New Publication window 4 SDL Tridion R5

19 Content Management Implementation Guide 5.3 To create a Publication: 3 On the General tab, supply values for the following settings (see "General Publication settings" on page 8 for more information about each of these settings): Name Publication path Publication URL Image path Images URL 4 (Optional) Select the Blueprinting tab (see "Blueprinting settings" on page 10), and select Parent Publications for this Publication. For more information, refer to Chapter 3 "Blueprint Publications" on page Click the Save and Close button on the Publication toolbar. Chapter 2 Publications Results The Content Manager creates a Publication, and the following local default items are created within the Building Blocks folder of the new Publication: the system default item for the Default Multimedia Schema the system default item for the Default Component Template the system default item for the Default Page Template the system default item for the Default Template Building Block See also It is now possible to define the following settings: Security settings for the Publication (see Chapter 4 "User and group rights and permissions" on page 39) Publishing settings for the Publication (see Chapter 5 "Publishing content" on page 59) Folders and Structure Groups in the Publication (see the User Manual) information design items such as Schemas (see Chapter 8 "Schemas" on page 83) and Templates (see the Templating Manual, Templating and Customization Manual TOM or the Templating Implementation Manual TOM.NET) 2.1.b Editing a Publication Edit a Publication to modify or add the following settings: General Publication settings Publication content configuration settings Blueprinting settings Publication security settings Workflow settings Prerequisites A system administrator can edit all Publication settings. Other users require the following rights: Publication Management rights to edit Publication settings 5

20 Chapter 2 Publications Permission Management rights to edit Publication security settings Workflow Management rights to edit Workflow settings See also For more information about specific Publication settings, refer to "Publication settings" on page 8. To edit Publication settings: 1 In Content Manager Explorer, click the SDL Tridion icon at the top of the Navigation Tree. The list view displays a list of Publications. 2 In the list view, select the Publication you want to edit. 3 Click the Open button on the toolbar. The Publication window opens. Figure 2-3 Edit a Publication 4 Add or edit information on the following tabs: General tab refer to "General Publication settings" on page 8. Content Configuration tab refer to "Publication content configuration settings" on page 9. Blueprinting tab refer to "Blueprinting settings" on page 10. Security tab refer to "Publication security settings" on page 11. Workflow tab refer to "Workflow settings" on page Click the Save and Close button on the toolbar. Results You have modified the Publication settings. If you have modified the Publication URL or the Images URL, you should republish any published items. If you have modified or added metadata values, other items (Component Templates, Page Templates, and Template Building Blocks) can reference metadata values via the Tridion Object Model. If you selected or changed a default Component Template, the change affects the following actions: Previewing a Component using the default Component Template Creating a new simple VBScript or JScript Component Template (new Component Templates display the source code of the default Component Template) 6 SDL Tridion R5

21 Content Management Implementation Guide 5.3 If you selected or changed a default Page Template, the change affects the following actions: Creating a new simple VBScript or JScript Page Template (new Page Templates use the source code of the default Page Template) Structure Groups may inherit the default Page Template value, and Pages may use the default Page Template. If a Structure Group inherits the default Page Template value, and a nested Page in the Structure Group uses the value "default Page Template", the new default template will be used to render the Page. If you selected or changed a default Template Building Block, the change affects the creation of new simple VBScript or JScript Template Building Blocks. (New simple VBScript or JScript Template Building Blocks display the source code of the selected default Template Building Block). Chapter 2 Publications If you added one or more Parent Publications to this Publication as part of a Blueprint, the Content Manager will share items according to the priority given to each Parent Publication. If you added a Workflow Association to the Publication for Component Templates and/or Page Templates, when the respective item is created or edited and saved, the item will automatically enter the selected Workflow Process. See also Chapter 3 "Blueprint Publications" on page 13 Chapter 12 "Workflow" on page c Deleting a Publication Delete a Publication to remove the Publication and all of its content from the Content Manager. Prerequisites You can only delete a Publication if the following conditions apply: No content in the Publication is published. The Publication does not have any Child Publications in a Blueprint. You must be a system administrator to delete a Publication. To delete a Publication: 1 In Content Manager Explorer, click the SDL Tridion icon in the Navigation Tree. 2 In the list view, select the Publication you want to delete. 3 Click the Delete button on the toolbar. Results The Content Manager deletes the Publication and all items in the Publication. 2.1.d Publishing and unpublishing a Publication You can publish a Publication, that is, publish all publishable content in it. You can also unpublish a Publication, that is, remove all previously published content from the Web site(s) to which it was published. 7

22 Chapter 2 Publications For more information about publishing and unpublishing, refer to Chapter 5 "Publishing content" on page Publication settings This section describes the settings that you can configure for a Publication: General Publication settings Publication content configuration settings Blueprinting settings Publication security settings Workflow settings For information about modifying or adding these settings to a Publication, refer to: "Creating a Publication" on page 4 "Editing a Publication" on page a General Publication settings Table 2-1 describes the general settings that you can configure for a Publication. Table 2-1 General Publication settings Setting Name Publication path Publication URL Image path Images URL Metadata Schema Description The Name of a Publication. This name must be unique within the Content Manager. The path to which the Content Manager publishes content on the destination machine(s). The Web address to which content is published for this Publication. The path to which the Content Manager publishes images on the destination machine(s). Note: to publish images to multiple locations, use the AddBinary() or AddBinaryData() command in your template. Refer to the Templating and Customization Manual TOM or the Templating Implementation Manual TOM.NET for details. The Web address to which images are published for this Publication. You can add metadata to a Publication to store additional information about the Publication. To add metadata to a Publication, first create a Metadata Schema, which defines a series of fields that can be used to capture metadata values. Then select the Metadata Schema you created as the value for this setting. Refer to Chapter 11 "Metadata" on page 137 for more information about using metadata. 8 SDL Tridion R5

23 Content Management Implementation Guide 5.3 Chapter 2 Publications Figure 2-4 Publication General tab 2.2.b Publication content configuration settings Content Manager enables you to specify a set of default items to use while working with content. For example, the Default Page Template determines how a Page appears when you preview a Page in the Content Manager Explorer. You can configure the following default values in the Content Configuration tab: Default Page Template Default Component Template Default Template Building Block Default Multimedia Schema By default, these settings use the system default items (which are also called Default Page Template, Default Component Template, and so on) that were created when you created this Publication. For example, immediately after installation, the Default Component Template is set to the Default Component Template system default item in the Building Blocks folder. This system default shows all the Data and Metadata fields in a table in various shades of gray (see Figure 2-5 "Component visualization using the system default Component Template" for an example). You can see this visualization if you right-click a Component in Content Manager Explorer, and select Preview from the context menu. Figure 2-5 Component visualization using the system default Component Template 9

24 Chapter 2 Publications In the Content Configuration tab, you can create your own default items to override the system defaults. Typically, you customize these settings according to the site design for this Publication. You can define the Publication Content Configuration settings described in table 2-2. Table 2-2 Content configuration settings. Setting Default Page Template Default Component Template Default Template Building Block Default Multimedia Schema Description You use the default Page Template for the following purposes: To preview Pages As the Page Template of a Page As the editable default source code in newly created simple VBScript or JScript Page Templates You use the default Component Template: To preview Components As the editable default source code in newly created simple VBScript or JScript Component Templates You use the default Template Building Block as the editable default source code in a newly created simple VBScript or JScript Template Building Block. The Content Manager uses the default Multimedia Schema when using the WebDAV Connector. Figure 2-6 Publication Content Configuration tab 2.2.c Blueprinting settings If your site design includes a Blueprint Publication, you can create a Parent-Child relationship between Publications in which Child Publications share content from Parent Publications. This chapter does not describe Blueprinting in detail. For more information, refer to Chapter 3 "Blueprint Publications" on page SDL Tridion R5

25 Content Management Implementation Guide 5.3 Chapter 2 Publications Figure 2-7 Publication Blueprinting tab 2.2.d Publication security settings Publication security settings determine the rights Users or Groups have in a Publication. Rights define the types of items that a specific User or Group can work with. You can define different rights for each Publication. For example, the Group Author may have Component Management rights. This means that Authors can act on Components. Figure 2-8 Publication Security tab Only modify security settings within the context of a security design. Only system administrators, and Users or Groups with Publication Management and Security rights can modify Publication security settings. 11

26 Chapter 2 Publications For more information about Publication security settings, refer to Chapter 4 "User and group rights and permissions" on page e Workflow settings Users with Workflow Management rights and Publication Management rights can create Workflow associations for Component Templates and Page Templates within a Publication. For more information about Workflow Management, refer to Chapter 12 "Workflow" on page 141. Figure 2-9 Publication Workflow tab 12 SDL Tridion R5

27 Content Management Implementation Guide 5.3 Chapter 3 Blueprint Publications A Blueprint Publication shares content with other Publications. You can create a Blueprint structure that establishes the following relationships between Publications: A Parent Publication shares all of its content to one or more Child Publications. Child Publications can use shared content from a Parent Publication, can localize this content, and can contain local content. You create this relationship by adding one or more Parent Publications to a Child Publication. During an implementation scan, your organization will establish the specific business objectives for your Web sites. Your organization may set up a Blueprint structure to achieve the following objectives: Ensure that organizational items (Folders, Structure Groups, and Search Folders) are shared and provide consistent structure to multiple sites. Share templates which determine the look and feel of a Page or Component Presentation and determine what information visitors will see Share content (Components) and provide consistent information structure (Schemas). Important: You should design your Blueprint structure before implementing SDL Tridion R5. If not, you may have difficulty achieving optimal reuse of your building blocks. This chapter describes: Business applications for Blueprinting Blueprint structure example Basic Blueprint concepts Creating a Blueprint relationship between Publications Tasks you can perform on items in Blueprint Publications Blueprint security 13

28 Chapter 3 Blueprint Publications 3.1 Business applications for Blueprinting You can use Blueprinting to manage: Corporate brand management Localized Web sites Sites in different languages Synchronized content Corporate brand management In a Blueprint structure, your organization can establish and maintain branding using Page Templates, Component Templates, and Template Building Blocks. For example, a corporate brand incorporated in Templates can be managed centrally, in a Parent Publication, and applied to all Child Publications. While local content may vary, the corporate look-and-feel is maintained in each Publication. Localized Web sites A Blueprint enables your organization to create localized sites based on centrally provided content. For example, your organization may have several sites, all of which present a common feature article, but which also contain specific regional articles. The feature article may be provided by the Parent Publication, while local content is created in Child Publications. This content can be combined into region-specific Pages. Further, the structure and design of the local articles can be maintained using centrally provided Schemas and Templates in the Parent Publication. This ensures that the structure of these articles is consistent between Publications while enabling the actual content to be specific in each Publication. Sites in different languages A Blueprint can assist your organization in organizing language-specific Publications. Content to be translated can be shared through the Blueprint, and localized (translated) to be specific to a site. Further, original content can be created in Child Publications. Synchronized content Whenever you make changes to local content in a Parent Publication, the Content Manager automatically updates those changes in the shared items in all Child Publications as well. If a Page uses shared Components, Page Templates, or Component Templates, and these items are modified in a Parent Publication, the newest version of this content can be republished. 14 SDL Tridion R5

29 Content Management Implementation Guide Blueprint structure example The following example describes a scenario in which a Blueprint optimizes the reuse of content. A central corporate site has local sites in three countries, all of which have specific language and local content requirements. Figure 3-1 depicts the three sites of the corporation: Belgium a site that requires French and Dutch content. Netherlands a site that requires Dutch and English content. Germany a site that requires English and German content. All the sites share the same look-and-feel and branding. Therefore, they share the same Page Templates and Component Templates. They also share Folders and Structure Group organization. Some of the content is created in the Corporate Publication. The Corporate Publication shares this information to the three Child Publications, where translators translate it into the four languages. Language-specific country Publications contain the translated versions of the Corporate Publication. Chapter 3 Blueprint Publications When the Content Manager publishes Pages created in these Publications, the resulting Web sites include multilingual information that is also regionally specific. Note that in this example, the Corporate Publication does not represent a Web site. Its items are never published, but only shared to Child Publications, which do represent Web sites. Figure 3-1 Example of a Blueprint 15

30 Chapter 3 Blueprint Publications 3.3 Basic Blueprint concepts A Blueprint is based on the concept that all items from Publications, called Parent Publications, can be shared to other Publications, called Child Publications. This section describes: Blueprinting terminology Items shared from a Parent Publication Blueprint hierarchy Multiple Parent Publications and priorities 3.3.a Blueprinting terminology The basic layers in a Blueprint hierarchy include: A primary Parent Publication this Publication includes all organizational and content items you want to share throughout the Blueprint hierarchy Parent Publications these Publications share items to Child Publications Child Publications these Publications share items from Parents A Publication can be a Child Publication and a Parent Publication at the same time. Users access and use these items according to the Group Rights and Access Permissions that have been assigned to them. For more information about Groups and Permissions in the context of Blueprinting, refer to "Blueprint security" on page 38. The following definitions outline basic Blueprint concepts. Table 3-1 Blueprinting terms Term Blueprint hierarchy Primary Parent Parent Child Shared items Local copies Local items Definition The relationship between Publications in which Publications share content based on a Parent-Child hierarchy and based on the priorities that Parent Publications have for each Child Publication. The only Publication in a Blueprint hierarchy that has no Parent. When you create a Blueprint hierarchy, all Publications in the Blueprint hierarchy share the Root Structure Group, items, organization (Structure Groups and Folders), and permissions from the primary Parent Publication, based on the inheritance of shared items. A Parent Publication shares its content to one or more Child Publications. A Parent Publication can also be a Child Publication. A Child Publication mirrors the Parent Publication. A Child Publication can also contain local items. An Author can edit items shared from the Parent by localizing shared items. Read-only items that are shared from a Parent Publication. These items cannot be edited in a Child Publication. A local copy of a shared item. These items can be edited in a Child Publication. Items created in the Publication (not shared from a Parent). 16 SDL Tridion R5

31 Content Management Implementation Guide 5.3 When you localize a shared item, you create a local copy of the item. The item then becomes an editable copy of the original Parent item. See also "Localizing items" on page b Items shared from a Parent Publication A Child Publication shares items from Parent Publications based on the priority of the Parent Publications. The following items are shared: Categories Component Templates Components Folders (including Folder permissions) Keywords Page Templates Chapter 3 Blueprint Publications Pages Schemas Structure Groups (including Structure Group permissions) Target Groups Template Building Blocks Virtual Folders Workflow Processes Publication rights Publication permissions You can localize the shared version of these items to create editable local copies. 3.3.c Blueprint hierarchy A Publication can be both a Parent (sharing to other Publications) and a Child (sharing from other Publications). As a result, changes that users make to a Parent Publication are reflected throughout all Child Publications. The figures below depict some of the configurations that Publications may have in relation to one another. In figure 3-2, the primary Parent has two Child Publications. The Child Publications share content directly from the Parent. 17

32 Chapter 3 Blueprint Publications Figure 3-2 Simple scenario In figure 3-3, the primary Parent has only one direct Child Publication. Figure 3-3 Child A is both a Child and a Parent Table 3-2 Blueprint Publication example Publication Primary Parent Characteristics Child Publications will share the root Structure Group and all content. Shares organizational item permissions (Read, Write, Localize, Delete) with Child Publications. Shares rights with Child Publications. Child A Child A: Shares content from the primary Parent Can contain local content Can localize and edit shared items from the Parent Publication Child B Child B: Shares content from Child A Can contain local content Can localize and edit shared items from Child A 3.3.d Multiple Parent Publications and priorities In a Blueprint hierarchy, a Child Publication can share from more than one Parent Publication. If this is the case, the following rules apply to determine which Publication a Child Publication shares an item from: 18 SDL Tridion R5

33 Content Management Implementation Guide 5.3 If a local copy of a shared item exists, the Child uses the local copy. If one chain of Publications leading to the parent item is shorter than all other chains, the Child Publication shares from the shortest chain. If there are two or more Publication chains of equal length, the Child Publication shares from the Parent Publication with the highest Priority. Example 1 For example, a Child Publication (Child C) has two Parents (figure 3-4): Child A Child B The Content Manager accesses the closest local version of the Component. It does so by checking the Parent Publications according to the Priority assigned to them. Chapter 3 Blueprint Publications Figure 3-4 Example of priorities In this example, C will retrieve an item using the following logic: Does C contain the localized item or local item? If a localized version of the item exists within C, the local copy is automatically used. If not, C check its 1st Priority Parent, which is A Does A have a localized item or local item? If so, this item is used. If not, A checks its 2nd priority Parent, which is B. Does B have a localized item or local item? If so, this item is used. If not, C uses the shared item from the primary Parent Publication. Example 2 In the following example, the length of the chain leading to an item determines which parent item the Child Publication uses. 19

34 Chapter 3 Blueprint Publications Figure 3-5 Chain length overrides Priority In this example, assume that an item is shared from the primary Parent Publication, and localized in Child B. The Child E Publication now finds out which item to use by examining chain length: The chain on the left has Priority 1, but it takes 3 steps to reach the parent item, which is located in the primary Parent. The chain on the right has Priority 2, but it takes only 2 steps to reach the parent item, which is the localized item in Child B. In this case, the shorter chain wins, despite the fact that it has lower priority. Child E uses the localized item found in Child B. You can also reach this conclusion by executing the following algorithm: Does E contain the localized item or local item? No; check the direct parents of E. The direct parent of E that has the highest priority is C. Does C contain the localized item or local item? No; check the other direct parent of E, that is, D. Does D have a localized item or local item? No; all direct parents have been exhausted, move up one level to the grandparents (Child A and Child B). The grandparent of E that has the highest priority is A. Does A contain the localized item or local item? No; check the other grandparent of E, that is, B. Does B have a localized item or local item? Yes; use this item. See also "Viewing the priorities of Parent Publications" on page SDL Tridion R5

35 Content Management Implementation Guide e Viewing the Blueprint hierarchy of an item The Blueprint hierarchy diagram provides a visualization of the Parent-Child relationships within a Blueprint and shows Blueprinting-related information about the item from which the diagram was invoked. Figure 3-6 shows an example of a Blueprint hierarchy invoked from a Component: Chapter 3 Blueprint Publications Figure 3-6 Blueprint hierarchy diagram To view the Blueprint hierarchy of an item, select it in the Content Manager and choose Where Used in the context menu. In the Where Used dialog, click the BluePrint hierarchy tab. You can view the Blueprint hierarchy for the following Content Manager item types: Publication Schema Component Multimedia Component Component Template Page Template Template Building Block Category Keyword Page Folder Structure Group Workflow Process Definition Note Within a given Publication chain, the structure of the diagram will be the same regardless of the item type on which the Where used is invoked. 21

36 Chapter 3 Blueprint Publications Table 3-1 explains the information you can deduce from the diagram that is displayed in the Blueprint hierarchy tab: Table 3-1 Blueprint hierarchy information Feature the current Publication containing the item from which the diagram was invoked the currently selected item in the diagram Publications which contain a shared copy of the item Publications which contain a local copy of the item the parent Publication from which its copy was inherited (for publications having a shared or local copy of an item) Publications which do not contain a copy of the item the name of the item in each Publication the status of the item in each Publication Indicated by yellow/cream background thick blue border text (the name of the item is identical) green border dark connecting line dimmed text a translucent icon indicates the item is new and has not yet been checked in a red tick indicates the item is checked out a "regular" icon indicates the item is checked-in Note You can use the Blueprint hierarchy diagram invoked on a Publication to add new Child Publications. For more information, see "Adding a Child Publication using Where Used" on page 26. Figure 3-7 shows an example of the information you can deduce from an item displayed in the Blueprint hierarchy diagram: Figure 3-7 Blueprint Hierarchy 22 SDL Tridion R5

37 Content Management Implementation Guide 5.3 In figure 3-7 you can see that: the item from which the diagram was invoked is compx - name2 in Publication Pub5 (it has a yellow background) Publication Pub2 is currently selected (it has a blue border) Pub0, Pub1, and Pub3 do not contain a copy of compx - name2 (they are dimmed) compx - name2 in Publication Pub5 is a local copy (it has a green border; note the same is true also for compx - name3 in Pub 6) Pub7 has three ancestors (Pub2, Pub4, and Pub5), two of which (Pub2 and Pub4) contain versions of the item in question (indicated by dark connecting line) Pub7 inherits a copy of the original item from Pub4 as this parent has a higher priority than Pub5. Pub8 contains a shared copy of the item in question (is compx - name2) Chapter 3 Blueprint Publications 3.4 Creating a Blueprint relationship between Publications When you define your Blueprint hierarchy, you should plan the Blueprint structure with the following considerations: The purpose of the Blueprint hierarchy The global items (shared from the primary Parent Publication) The local items (created in a Child Publication) After you have planned the Blueprint hierarchy, you can then perform the following tasks: Create and define the primary Publication Create the root Structure Group in the primary Publication Add Child Publications Add items to be shared on a Parent level (top down) Add or localize items on a Child level This section describes the following tasks: Creating a primary Parent Publication Creating Child Publications Removing a Parent from a Child Publication 3.4.a Creating a primary Parent Publication A primary Parent Publication can contain the Building Blocks that you want to share to all Publications in the Blueprint. When you create a primary Parent and create Child associations with other Publications, the Child Publication contains shared structure, design, and content items. 23

38 Chapter 3 Blueprint Publications A Blueprint contains only one primary Parent Publication. Important: A primary Parent Publication must have a root Structure Group. This Structure Group is shared throughout the Blueprint. For information about how to create this Publication, refer to Chapter 2, section 2.1.a Creating a Publication. For information about how to create a root Structure Group in this Publication, refer to the User Manual. After you have created a primary Parent Publication: You can add Child Publications to the Blueprint. You can create content (Schemas, Components, and Templates) that you want shared to all Child Publications. 3.4.b Creating Child Publications When you create a Child Publication, you associate a Parent Publication with the Child Publication on the Blueprint tab. Create the initial Blueprint relationship between a Child and Parent Publication when you create the Child. After you have created a Child Publication, it is only possible to add additional Parent Publications that share the same primary Parent Publication. Prerequisites A User with system administration privileges can create a Publication. If you want to create a Blueprint Child Publication, the Publication(s) you want to select as Parent Publications must have a root Structure Group. To add a Parent Publication to a new Publication: 1 In Content Manager Explorer, click the SDL Tridion R5 node at the top of the Navigation Tree. 2 Click the New Publication button on the toolbar. A New Publication window opens. Figure 3-8 New Publication 24 SDL Tridion R5

39 Content Management Implementation Guide 5.3 To add a Parent Publication to a new Publication: 3 On the General tab, fill in the following fields: Name The name of the Publication. This name must be unique to all other Publications. Publication Path The path that is linked to the Publication Target path on the server. The default value is \ Publication URL The URL of the published Publication. The default value is '/' Images path The images path that is linked to the Publication Target path on the server. The default value is '\Images' Images URL The URL of the images directory of the published Publication. The default value is '/Images' Note You can set the location to which images are published in your Template, using the methods AddBinary() and AddBinaryData(). The location indicated in the Template overrides the Images path and Images URL settings specified here. Refer to the Templating Implementation Manual TOM.NET or Templating and Customization Manual TOM for details. 4 Select the Blueprinting tab, and click the Add button. A window with a list of available Parent Publications appears. Chapter 3 Blueprint Publications Figure 3-9 Add Parent Publications 5 Select a Parent Publication from the available list and click OK. You can add more than one Parent to a Child Publication, but these Parent Publications must share the same primary Parent. Repeat step 4 to add more Parent Publications. 6 To change the priorities of the Publications, select the Publication for which you want to change the priorities and click the Move Up or Move Down buttons. The higher a Publication s position in the list, the higher its Priority. 25

40 Chapter 3 Blueprint Publications To add a Parent Publication to a new Publication: 7 Click Save and Close. Results The Content Manager creates the Publication. The Content Manager also creates the following local default items within the Publication Building Blocks node: the system default item for the Default Multimedia Schema the system default item for the Default Component Template the system default item for the Default Page Template the system default item for the Default Template Building Block Note By default, any Workflow Process Associations associated with Schemas or Structure Groups in the Parent Publication are not shared to the Child Publication. Refer to "Sharing Process Associations for Schemas and Structure Groups from Parent Publications" on page 163 to learn how to share these Workflow Associations. See also For more information about the system default items that the Content Manager creates in a Publication, refer to the Templating Implementation Manual TOM.NET or the Templating and Customization Manual TOM. You can now: add this Publication to the scope of Users and Groups and define the Security settings for the Publication add this Publication to Publication Targets If you selected more than one Parent Publication, this Child Publication shares items from the Parent Publication according to the priorities of the Parent Publications. 3.4.c Adding a Child Publication using Where Used Where Used provides a visualization of the Parent-Child relationships within a Blueprint. Using Where Used, you can select a Parent Publication and add a new Child Publication by creating a new Child. After you have created a Child Publication, it is only possible to add additional Parent Publications that share the same primary Parent Publication. 26 SDL Tridion R5

41 Content Management Implementation Guide 5.3 Prerequisites To create a Child Publication, you must have system administration privileges. To add a Child Publication using Where Used: 1 To access Where Used for a Publication, do one of the following: View all Content Manager Publications in the list view by clicking the SDL Tridion R5 icon that is located at the top of the Navigation Tree. Select a Publication in the list view, right click, and select Where Used. In an open Publication, click the Where Used button in the Publication toolbar. The Where Used dialog opens. The Blueprint Hierarchy tab is displayed. The Publication that you accessed is highlighted in yellow and contains bold text. Chapter 3 Blueprint Publications Figure 3-10 Blueprint Hierarchy 2 To add a Child Publication, select the Publication to which you want to add a new Child Publication. This Publication will be outlined in blue. Right-click and select Create New Child from the context menu. A New Publication window will open. Figure 3-11 Create Child 3 Configure the new Child Publication as described in "Creating a Publication" on page 4. Note that the relationship between the new Publication you are creating and the Parent Publication you selected in Where Used is automatically added to the Blueprinting tab. 27

42 Chapter 3 Blueprint Publications To add a Child Publication using Where Used: 4 In the Where Used window, click the Refresh button to refresh the view of the Blueprint Hierarchy. The new Publication will be displayed. Figure 3-12 Refreshed view of Blueprint Hierarchy 3.4.d Adding a Parent to an existing Child Publication A Child Publication can have more than one Parent Publication. You can add a Parent Publication to a Child Publication in the following ways: You can add additional Parent Publications from the Blueprinting tab of a Publication You can add additional Parent Publications from Where Used This section describes how to perform both of these tasks. Prerequisites A Blueprint hierarchy already exists between Publications. To add a Parent Publication from an existing Child Publication: 1 Open the Child Publication for which you want to add additional Parent Publications. 2 Select the Blueprinting tab. 3 Click the Add button. 28 SDL Tridion R5

43 Content Management Implementation Guide 5.3 To add a Parent Publication from an existing Child Publication: Figure 3-13 Add Publication 4 In the From Publication window that opens, select one or more additional Parent Publications and click OK. 5 If you wish, you can now change the priority of the Publications using the Move Up and Move Down buttons. 6 Click Save and Close to save the changes and close the window. Chapter 3 Blueprint Publications To add a Parent Publication from Where Used: 1 In the list view of Content Manager Explorer, right-click on an item and select Where Used from the context menu. Figure 3-14 Where Used 2 In the Where Used window, open the Blueprint Hierarchy tab. Right-click the Child Publication for which you would like to add another Parent Publication - the item you select is displayed with a blue border - and select Add Parent from the context menu. 29

44 Chapter 3 Blueprint Publications To add a Parent Publication from Where Used: Figure 3-15 Select Child 3 Publications that can serve as a valid Parent will be displayed with a dashed border. Do one of the following: To add a Parent Publication, click on the Publication you would like to add as a Parent. To cancel this action, press Esc on your keyboard or click on a Publication that cannot serve as a Parent Publication. 4 If you have added a Parent Publication, a line appears between the Child Publication and the Parent Publication. 5 To change the priority of the Parent Publications, select the Child Publication and do one of the following: Click the Open button. Right-click and select Properties from the context menu. The Publication window opens. You can now change the order of the Parent Publications on the Blueprint tab. 3.4.e Removing a Parent from a Child Publication If you need to remove a Parent from a Child Publication, the best moment to do so is when you initially create the Blueprint hierarchy. If you want to remove a Parent from a Child Publication later, the following restrictions apply: Prerequisites The Parent Publication is not the only direct Parent of the Child Publication Items in the Child Publication are not localized Local items in the Child do not use shared items. For example, a local Page in a Child Publication uses a shared Component from the Parent. Local items do not exist in shared Folders or Structure Groups Shared items are not published in the Child Publication 30 SDL Tridion R5

45 Content Management Implementation Guide 5.3 A System Administrator or a user with Publication Management rights can remove a Parent Publication. To remove a Parent Publication from a Child Publication: 1 From the navigation tree in Content Manager Explorer, click the SDL Tridion icon. 2 In the list view on the right-hand side, select the Child Publication, and click the Edit button on the toolbar. The Publication window opens in edit mode. 3 Click the Blueprinting tab. 4 Select the Publication you want to remove and click the Remove button. 5 Click Save and Close on the toolbar. To remove a Parent Publication from a Child Publication using Where Used: 1 In the list view of Content Manager Explorer, right-click on an item and select Where Used from the context menu. 2 Select a line that connects a Child Publication from a Parent Publication. 3 Right-click and select Delete from the context menu. Chapter 3 Blueprint Publications Results A Parent Publication is removed from the Child Publication. The Child Publication no longer shares items from the removed Parent Publication. 3.4.f Deleting a Child Publication from Where Used Delete a Publication to remove the Publication and all of its content from the Content Manager. You can only delete a Child Publication. It is not possible to delete a Parent Publication. It is not possible to delete a Publication for which there are published items. You can only delete a Publication if you have system administration rights. This procedure explains how to delete a Child Publication in Where Used. For information about deleting a Publication using the list view and toolbar, see "Deleting a Publication" on page 7. To delete a Publication: 1 In the list view of Content Manager Explorer, right-click on a the Publication and select Where Used from the context menu. 2 On the Blueprint Hierarchy tab, select the Publication you want to delete. 3 Right-click to access the context menu, and click Delete. Results The Content Manager deletes the Publication and all items in the Publication. 31

46 Chapter 3 Blueprint Publications 3.4.g Viewing the priorities of Parent Publications Child Publications can have more than one Parent Publication. You can view the current priorities of Parent Publications in the following ways: From the Blueprint Hierarchy tab of Where Used From the Blueprinting tab of a Publication To view the priorities of Parent Publications from Where Used: 1 In Content Manager Explorer, right click on a Publication in the Blueprint and select Where Used from the context menu. 2 The Where Used window opens to the Blueprint Hierarchy tab. 3 Right-click on the Publication for which you would like to see the priorities. Select Parent Priorities>Show Priorities. Figure 3-16 Sample Blueprint hierarchy 4 The diagram will now show the priorities of the Parent Publications for the Publication that you selected. Figure 3-17 Show priorities To view the priorities of Parent Publications from Publication settings: 1 Open the Child Publication for which you want to view the priorities of Parent Publications. 2 Select the Blueprinting tab. The Parent Publications are listed in order of priority. 32 SDL Tridion R5

47 Content Management Implementation Guide 5.3 To view the priorities of Parent Publications from Publication settings: Figure 3-18 Blueprint priority Chapter 3 Blueprint Publications 3.5 Tasks you can perform on items in Blueprint Publications Because of the relationship between Blueprint Publications, you must be aware of how actions on one Blueprint can affect other items. Table 3-3 describes how actions on a Blueprint item may affect other Publications in the Blueprint. Table 3-3 Actions on items in a Blueprint Publication Action Add Edit Cut and paste Copy and paste Delete Localize Unlocalize Publish Description If the Publication is a Parent Publication, this item is shared to all Child Publications. You can create an item in a Parent or in a Child. The item is "local" in the Publication in which it is created. You can edit local items or local copies. Any changes made to these items are shared to Child Publications unless the Child Publication contains local copies of these items. Note that some constraints may apply to local copies. You can cut and paste any local item within a Publication. You cannot cut and paste a shared item or a local copy of an item. You can create a copy of any item in a Publication. You can delete unused local items. You cannot delete local copies or shared items, but you can remove a local copy by unlocalizing it (it is then replaced by the shared item). You can create an editable local copy (localize) of any shared item in a Publication. This permits you to edit the item. (See "Localizing items" on page 34) You can unlocalize a local copy to use the shared item from a Parent Publication. (See "Unlocalizing items" on page 37) You can publish a Component, Page, Structure Group, or Publication. Only items within active Structure Groups are published. You can also publish to all Child Publications. 33

48 Chapter 3 Blueprint Publications Table 3-3 Actions on items in a Blueprint Publication Action Unpublish Description You can unpublish a Component, Page, Structure Group, or Publication to remove the item from the Published site. You can also unpublish from all Child Publications 3.5.a Localizing items In a Child Publication, you can create a local copy of a shared item. When you localize a shared item, you create a local copy of the item that users can edit. If an item is a local copy, you can also unlocalize it to revert to the shared item from the Parent Publication. You can localize the following shared items: Categories Component Templates Components (all types) Folders Keywords Page Templates Pages Schemas (all types) Search Folders Structure Groups Target Groups Template Building Blocks Workflow Processes Prerequisites The User has rights for the item they want to localize. You have localize permission for the containing organizational item (Structure Group, Folder, Category). The item is a shared item. See also "Editing group rights" on page 54 Chapter 4, section 4.4.g Editing permissions. To localize an item: 1 In Content Manager Explorer, use the navigation tree and list view to locate the item you want to localize. 2 Select the item and right-click to access the context menu. 3 Select Blueprinting > Localize. 34 SDL Tridion R5

49 Content Management Implementation Guide 5.3 Results The Content Manager copies the "current version" of the item in the Parent Publication to create a local copy of the item. The Content Manager gives this localized item a version number of "1.0". If a user had the item checked-out or in Workflow in the Parent publication, the Content Manager uses the last checked-in version of the shared item as a basis for the localized item. After you localize an item, users can edit the item. Users cannot delete or cut-and-paste a localized item, because it is a copy of an item originally shared from the Parent Publication. If users want to remove the local copy and use the shared item, they can unlocalize the local copy. If a user localizes a Folder, Structure Group, or Category, the Content Manager does not localize the items contained in these organizational items. If the Publication in which you localize the item is a Parent Publication, any Child Publications that use the shared item will now share the localized item from this Publication. If the item has an associated Workflow Process in this Publication, the first time a User edits and saves the item, the Content Manager places the item in Workflow and assigns it to the User that edited the item. Chapter 3 Blueprint Publications Table 3-4 Effect of localizing on other items If you localize a......these items will stop using the shared item and use the local copy instead Category Schemas, Target Groups, Component Templates Component Component Template Embedded Schema Folder Keyword Metadata Schema Multimedia Component Multimedia Schema Page Page Template Schema Structure Groups Target Groups Template Building Block Pages; Component Links in other Components Pages; dynamic Component Presentations; possible references in other Page Templates and Template Building Blocks Schemas Templates that use folder metadata fields Components, metadata fields Metadata fields in Folders, Structure Groups, Publication and Pages Pages; Multimedia Links in other Components Multimedia Component no effect Pages, possible references in Component Templates and Template Building Blocks Component no effect no effect Component Templates; Page Templates 35

50 Chapter 3 Blueprint Publications Table 3-5 Editable and non-editable content in a local copy If the localized item is a... Users can... Users cannot... Category Edit the Name Edit the XML name Component Component Template Folder Edit the Name Edit field values Edit the Name of the Component Template Edit the Output format Edit the Priority Edit the Scripting Language and Source Edit the Name Edit the linked Schema Edit the Metadata Schema Edit Security settings Change the Schema upon which it is based Add or remove Allowed Schemas Change how the Content Manager publishes the Component Template (embedded on a Page or as part of a dynamic Component Presentation) Change tracked Categories No restrictions Keyword Edit the keyword value No restrictions Page Template Schema Search Folder Edit the Name Edit the File extensions Edit the Scripting Language Edit the Source Edit the Name and Description of the Schema Edit the field descriptions Add Component Workflow Associations Edit the Name Edit metadata Schema and associated field values Structure Group Edit the Name Edit the Directory Edit the Publishable status (yes/no) Edit the metadata Schema and metadata Edit Security settings Edit the Page Workflow Association No restrictions Edit XML field names or field types Add or remove fields Edit the Folder type Edit the Configuration No restrictions 36 SDL Tridion R5

51 Content Management Implementation Guide 5.3 Prerequisites 3.5.b Unlocalizing items Unlocalize the local copy of an item in a Child Publication to delete the local copy and use the shared item from the Parent Publication. The local copy is deleted and the read-only shared item is used in this Publication. The User has the rights for the item they want to localize. The User has localize permission for the containing organizational item (Structure Group, Folder, Category). The item is a local copy. The local copy is not checked-out or in Workflow. See also "Editing group rights" on page 54 "Editing permissions" on page 55. To unlocalize an item: 1 In Content Manager Explorer, use the navigation tree and list view to locate the item you want to localize or unlocalize. 2 Highlight the item and right click to access the context menu. 3 Select Blueprinting > Unlocalize. Chapter 3 Blueprint Publications Results The Content Manager unlocalizes the item. This Publication now uses the shared item instead. Note that if you unlocalize a Folder, Structure Group, or Category, any shared items in these organizational items are not unlocalized. Any Child Publications that share from this Publication now share the item that you unlocalized. The Content Manager removes any workflow associations for Schemas and Pages. This Publication now uses the current version of the shared item. This Publication now uses the security settings of the shared (organizational) item. Table 3-6 Affect of unlocalizing an item on other items If you unlocalize a......these items will stop using the local copy and use the shared item instead Category Schemas, Target Groups, Component Templates Component Pages; Component Links in other Components Component Template Pages; dynamic Component Presentations; possible references in other Page Templates and Template Building Blocks Embedded Schema Schemas Folder no effect Keyword Components, metadata fields Metadata Schema Metadata fields in Folders, Structure Groups, Publication and Pages Multimedia Component Pages; Multimedia Links in other Components Multimedia Schema Multimedia Component Page Template Pages, possible references in Component Templates and Template Building Blocks Schema Components Template Building Block Component Templates; Page Templates 37

52 Chapter 3 Blueprint Publications 3.6 Blueprint security Before reading this section, you must understand: Blueprint functionality Security (refer to Chapter 4 "User and group rights and permissions" on page 39) When you create a Child Publication in a Blueprint, you must add the Child to the scope of Users and Groups. All shared Folders, Structure Groups and Categories inherit the permission settings from the Parent Publication. To change these permissions, you must create a local copy of the Folder, Structure Group or Category. After the item is localized, previously shared settings can then be modified. You can either: Inherit permissions Create unique permissions for that item As a result, permissions are inherited from the closest inheritance root. An inheritance root is an item that does not inherit from a Parent and that has unique permission settings. Note Virtual Folders do not have permission settings. (For more information about Virtual Folders, refer to the User Manual). Shared items are representations of actual items and do not actually exist as such in the child publication unless they are localized. In the following example, in a Child Publication, Folder B is shared, but its containing folder, Folder A, is localized in the Child Publication. Because it is shared, Folder B in the Child Publication above is simply a representation of Folder B in Parent Publication. As a result, you might expect that it derives its permissions from Folder A in the Parent Publication (and not Folder A in Child Publication which has been localized). However, this is not the case. Folder B inherits permissions from the localized Folder A, not from the shared Folder A in the Parent Publication, even though Folder B itself is not localized. Figure 3-19 Shared Folder B in inherits from localized Folder A in Child Publication 38 SDL Tridion R5

53 Content Management Implementation Guide 5.3 Chapter 4 User and group rights and permissions To ensure that users can manage content, the Content Manager allows you to grant users access to specific folders and perform specific tasks. To set up user rights and permissions in the Content Manager you can perform the following tasks: You can add Content Manager users from your existing Windows Domain (Active Directory) and from LDAP directories You can use groups to create general categories of users who need to perform similar tasks You can grant users and groups access to specific Publications You can assign users and groups specific rights, which allow the user to work with specific types of content You can assign users and groups specific permissions, which give the user access to Folders, Structure Groups, and Categories This chapter describes: Users User groups Editing group rights Editing permissions Permissions for Target Types Important: This chapter provides a basic setup of a security framework for SDL Tridion R5 users and groups. However, more in-depth information of setting up and configuring security for R5 can be found in the Security Manual, included on the SDL Tridion R5 installation CD-ROM. 39

54 Chapter 4 User and group rights and permissions 4.1 Users You can add Content Manager users from your existing Windows Domain (Active Directory) and from any LDAP-compliant directory. Important: To add LDAP users to the Content Manager, you must first configure your system for use with LDAP. For more information, refer to the Maintenance Guide. You can add Content Manager users from your existing directory directly to the Content Manager. Figure 4-1 Adding users from your existing directory Figure 4-2 SDL Tridion users After you add a user, the user does not have any rights or permissions and cannot yet access content. To enable a user to use and manage content, you can configure the following settings: You can add the user to one or more groups. Groups contain users that perform similar tasks. You can define Publications that the user can access. You can grant the user or the group rights and permissions in individual Publications. 40 SDL Tridion R5

55 Content Management Implementation Guide User groups As applicable, you may assign the user system administration privileges. A system administrator has full access and rights to all Publications and all Content Manager functionality. Groups are general categories of users, such as Author, Editor, and Template Designer. You can use groups to categorize users who perform the same tasks and who require the same access and rights to content. Groups can be used in one or more Publications. Chapter 4 User and group rights and permissions Figure 4-3 Publications that can use the group called Author You grant a user membership to a group and specify the Publications in which the user is a member of the group. 41

56 Chapter 4 User and group rights and permissions Figure 4-4 Publications in which the user is a member of the group Author In the following example, the group Author can be used in Publication A, B, C, and D. In this example, users 1, 2, and 3 are all members of Author: User 1 is a member of the group Author in Publication A and B. User 2 is a member of the group Author in Publication C and D. User 3 is a member of the group Author in Publication D This means that each user has the rights and permissions assigned to the Group Author in the specified Publications. Figure 4-5 Example In each Publication, you can assign the group rights and permissions. Members of the group share the same rights and permissions. You can use the system default groups installed with Content Manager, or you can define your own groups. By default, the Content Manager includes the following default groups: Information Designer Author Template Designer Editor 42 SDL Tridion R5

57 Content Management Implementation Guide 5.3 See also Chief Editor Publication Manager Interaction Manager Everyone Note The membership of the Everyone group cannot be modified: all users are by definition a member of Everyone. For information about the default rights of these system default groups, see "Rights" on page 45. For more information about creating and configuring groups, see: "Creating a group" on page 52 "Adding groups from an LDAP directory" on page 53 "Editing group rights" on page Publication permissions and rights To allow users or groups to perform actions within a Publication, you set rights and permissions. Permissions are settings that are placed on specific organizational items within the Publication. Organizational items contain other items. Within the Content Manager, organizational items are: Chapter 4 User and group rights and permissions Folders Structure Groups Categories Folders, Structure Groups, and Categories all have read, write, localize, and delete permissions. Permissions depend on the way you organize your Publications and are highly specific on the way you implement SDL Tridion R5. Rights define the types of tasks that users or groups can perform for a specific Publication. Rights are assigned to users or groups for the entire Publication. For example, to manipulate Components, users require Component Management rights. To manipulate Schemas, users require Schema Management rights. Rights typically convey the security definition of a role in an organization. For example, the role of authors typically involves working with Components but not with Schemas; therefore, users that are authors should have Component Management rights but should not have Schema Management rights. That is why the predefined system default groups have default rights, but not default permissions. The combination of the rights and permissions assigned to users or groups determine the actions that users can perform on items. For example, to create a Component, a user requires Component Management rights and write permissions for a Folder in which they can create the Component. 43

58 Chapter 4 User and group rights and permissions This section describes: Permissions Rights Permissions for Target Types 4.3.a Permissions Permission settings determine what a user or group can do on items for which they have rights within an organizational item: Read the user or group can view items Write the user or group can create or edit items Delete the user or group can delete items Localize the user or group can create local copies of shared Blueprint items All default groups (refer to "User groups" on page 41) automatically have Allow for Read, Write, Localize and Delete permissions for newly created Folders and Structure Groups. To edit permissions you must have Permissions Management rights. Figure 4-6 Folder permissions: Authors with Read and Write permissions When you set the permissions for a Folder or Structure Group, by default, any nested Folders or Structure Groups inherit the settings of the Parent item. You can disable this setting to create custom permission settings for the Folder or Structure Groups. 44 SDL Tridion R5

59 Content Management Implementation Guide 5.3 Figure 4-7 A folder that inherits permission settings from a Parent folder If the Publication is a Child Publication in a Blueprint, then Folder, Structure Group, and Category permissions are also shared from the Parent Publication. Important: Permissions only affect the contents of a Folder, Structure Group or Category. For example, granting Write access to a Folder called 'Images' enables the user to create or edit items within 'Images', but it does not enable the user to change the name of the Folder. To change the name of the 'Images' Folder, the user needs the following: Write permissions for the Parent Folder of the 'Images' Folder Folder Management Rights within the Publication Chapter 4 User and group rights and permissions See also "Editing permissions" on page b Rights The following table describes of the rights that you can assign to groups or users in the Content Manager. Table 4-1 Content Manager rights To work with... The user or group must have... Categories Component Templates Components Folders Page Templates Pages Publication settings and Blueprint relationships Category Management rights Component Template Management rights Component Management rights Folder Management rights to modify folder settings. Permissions Management rights to modify folder permission settings. Page Template Management rights Page Management rights Publication Management rights. 45

60 Chapter 4 User and group rights and permissions Table 4-1 Content Manager rights To work with... The user or group must have... Publishing content Schemas Security settings Structure Groups Target Groups Template Building Blocks User and Group rights and permissions within the Publication. Search Folders Workflow Publish to Content Distributor rights. Schema Management rights Permission Management rights. Structure Group Management rights. Note: To create a root Structure Group, the user requires Publication Management rights. Customer Management rights. Template Building Block rights. Permission Management rights. Virtual Folder Management rights. Workflow Management rights. Figure 4-8 shows the Security tab for a Publication from which user rights are set. Figure 4-8 Example: Authors have Component Management rights The system default groups are automatically assigned the default rights described in table 4-2. If the scope of the default groups is set to All Publications, then default rights apply for these groups. Important: If you modify the scope of a default group from the setting All Publications, the default group rights no longer apply in newly created Publications. 46 SDL Tridion R5

61 Content Management Implementation Guide 5.3 Table 4-2 Default rights for default groups Rights Information Designer Category Management Author Chief Editor Editor Component Management Component Template Management Interaction Manager Publication Manager Folder Management Page Management Page Template Management Permissions Management Customer Management Publication Management Publish Schema Management Structure Group Management Template Building Block Management Virtual Folder Management Workflow Management Template Designer Everyone Chapter 4 User and group rights and permissions Note You can assign rights to an individual user directly. However, we recommend that you assign rights to groups. By using groups, you can create a set of group rights and permissions for a Publication, and any user added to that group and Publication automatically shares the assigned rights and permissions. See also "Editing group rights" on page c Permissions for Target Types For a user to publish to a Target Type, you must grant Target Type permissions. Target Type permissions determine if a user or group can publish to a specific Target Type. For example, the group Author may have permission to publish to the Target Type Staging (Figure 4-9), the staging server, while the group Editor has permission to publish to both Staging and to the Target Type Live. You configure Target Type permissions for each Target Type. 47

62 Chapter 4 User and group rights and permissions Figure 4-9 Target Type permissions See also "Granting a user or group Target Type permissions" on page Configuring security settings in the Content Manager This section describes the tasks that system administrators and users with Permission Management rights can perform. Adding users from a Windows domain Adding a user from an LDAP directory Configuring a user Creating a group Adding groups from an LDAP directory Editing group rights Editing permissions Granting a user or group Target Type permissions 4.4.a Adding users from a Windows domain You can add Microsoft Windows users to the Content Manager. After you add users, you can add each user to a group. Prerequisites To add users, you must have system administration privileges. To add users to the Content Manager from a Windows domain: 1 In the Content Manager Explorer, navigate to System Administration > Access Management > User Management. 48 SDL Tridion R5

63 Content Management Implementation Guide 5.3 Results To add users to the Content Manager from a Windows domain: Figure 4-10 New user 2 Click the New User button on the toolbar. The New User window appears. 3 If the Default Domain field is incorrect, type the Domain name from which you want to add a user, and click the Refresh button. 4 Select one or more users from the list of Windows domain users. 5 Click the Add button. The list of selected users appears in the Select users list. 6 Click the Save and Close button. The Content Manager adds one or more users to the Content Manager. You can configure the following user settings: Chapter 4 User and group rights and permissions Group membership User scope System administration privileges Enable/disable settings See also "Configuring a user" on page b Adding a user from an LDAP directory If you have configured the Content Manager so that it can access LDAP directories, you can add users from an LDAP compliant directory service. When you add a user from an external directory, the identity of the user is authenticated against the external directory service using ISAPI filter techniques. Content Manager can have both LDAP users and Windows users at the same time. See also Prerequisites For more information about configuring the Content Manager for use with an LDAP directory, refer to the Maintenance Guide. If you have configured the Content Manager to use LDAP Directory services, you can add users from an external directory. 49

64 Chapter 4 User and group rights and permissions You can add a user to the Content Manager if you have system administration privileges. To add a user to the Content Manager from an external directory: 1 In the Content Manager Explorer, navigate to System Administration > Access Management > User Management. 2 Click on User Management. 3 Click the New User button on the toolbar. The New User window appears. 4 Select Directory Service from the drop-down list and select the Directory Service from which you want to select users. 5 Click the Refresh button to display a list of users. 6 Select one or more users from the displayed list and click the Add button. 7 Click the Save and Close button on the toolbar. Results A user is added to the Content Manager. You can configure the following user settings: Group membership User scope System administration privileges Enable or disable setting See also For information about adding a user to a group, refer to "Configuring a user" on page 50. Users may already be organized into groups through the LDAP compliant directory service. The Content Manager reads these LDAP group memberships and use them to provide automatic Content Manager group membership. For more information, see "Adding groups from an LDAP directory" on page c Configuring a user This section describes the following tasks that you can perform to configure user settings: Granting a user membership to a group Granting a user System Administration privileges Disabling a user Prerequisites You can configure user settings if you have system administration privileges. If you have Publication Management rights and Permission Management rights in a Publication, you can add users to groups and grant the user scope that includes the Publication. 50 SDL Tridion R5

65 Content Management Implementation Guide 5.3 Granting a user membership to a group After you add a user to the Content Manager, you make the user a member of a group in specific Publications. The user will then have the rights and permissions that are assigned to the group. For example, the group Author has access to all Publications. You can add one or more users to the group Author and determine the Publications in which each user is a member of that group. See also For information about creating groups, refer to "User groups" on page 41. To add a user to a group: 1 In the Content Manager Explorer, navigate to System Administration > Access Management > User Management. 2 Click on User Management. 3 In the list view, select the user you want to edit. 4 Click the Open button on the toolbar. 5 In the User Window that appears, click the Member Of tab. Chapter 4 User and group rights and permissions Figure 4-11 User Member of tab 6 Click the Add button. A list of groups appears. 7 Select one or more groups and click OK. 8 Highlight the group in the Name pane. In the Membership Scope pane, select the Publications in which you want this membership to apply. You can select individual Publications or All Publications. 9 Click the Save and Close button. Results The user is a member of the specified groups in the Publications specified by Membership scope. The user has the Permissions and Rights of the groups in the specified Publications. Granting a user System Administration privileges System administrators have full access to all Content Manager functionality and Publications. You cannot remove your own system administration privileges, delete your own user, or disable yourself while you are a System Administrator. 51

66 Chapter 4 User and group rights and permissions Prerequisites You can only create a System Administrator if you are currently a System Administrator. To give a user system administration privileges: 1 In the Content Manager Explorer, navigate to System Administration > Access Management > User Management. 2 Click on User Management. 3 Select the user you want to edit. 4 Click the Open button on the toolbar. 5 In the Edit User window that appears, select System Administration. 6 Click Save and Close on the toolbar. Results If the user is granted system administrator privileges, the user can now access all system administration options in the Content Manager. Disabling a user If a user is no longer using the Content Manager, you can disable a user. Important: If you want to add a user back to the system at a later date, do not delete the user. Disable the user account instead. Prerequisites A user with system administrator privileges can disable a user. To disable a user: 1 In the Content Manager Explorer, navigate to System Administration > Access Management > User Management. 2 Click on User Management. 3 In the List View, select the user you want to edit. 4 Click the Open button on the toolbar. 5 In the window that appears, uncheck the Enabled check-box. 6 Click the Save and Close button. Results The user and all the user s group memberships are disabled. To reactivate the user account, check the Enabled box. 4.4.d Creating a group You can add a group to the Content Manager. When you add a group, you can also specify the following settings: Publication scope of the group Group membership to another group See also For information about adding or editing a group from an LDAP directory, refer to "Adding groups from an LDAP directory" on page SDL Tridion R5

67 Content Management Implementation Guide 5.3 Prerequisites Results You can add or edit a group if you have system administrator privileges. If you have Publication Management and Permission Management rights, you can add or edit a group and can determine Publication scope only for the Publications in which you have these rights. To add a group: 1 In the Content Manager Explorer, navigate to System Administration > Access Management > Group Management. 2 Click on Group Management. 3 Click the New Group button on the toolbar. A New Group window appears. 4 On the General tab, enter the name and the description of the group. 5 Select the Publications in which this group can be used. 6 To make this group a member of another group, click the Member Of tab. 7 Click the Add button and select the groups of which this group is a member. Click OK. 8 Click the Save and Close button on the toolbar. The Content Manager creates a group: It is now possible to add rights and permissions in the Publications that are included in the scope of this group. It is also possible to grant users group membership to this group. See "Configuring a user" on page 50. Chapter 4 User and group rights and permissions 4.4.e Adding groups from an LDAP directory You can add or edit a Content Manager group from an LDAP directory. To add a group from an LDAP directory, the Content Manager must be configured to read the external directory. Refer to the Maintenance Guide for more information. When you add a group, you can also specify: what the Publication scope of the group is whether this group is a member of another group Important: Since you are adding users from an external system, you must ensure that the directory service configurations are correct. Please make sure that you analyze the configuration in the technical design phase so that you can impose the necessary constraints. 53

68 Chapter 4 User and group rights and permissions Prerequisites If you have system administrator privileges, you can add or edit a group and you can configure the group to include all Publications. If you have Publication Management and Permission Management rights, you can add or edit a group and can determine Publication Scope for any Publications in which you have these rights. To add a group from an external directory: 1 In the Content Manager Explorer, navigate to System Administration > Access Management > Group Management. 2 Click on Group Management. 3 Click the New Group button on the toolbar. A New Group window appears. 4 On the General tab, type the name and description of the group. 5 Select the Publications in which this group can be used. 6 Click the Members tab. 7 In the Directory Services pane, click the Add button. 8 A search dialog appears that enables you to search for an existing group. 9 Fill in the following fields: Description enter the name of your choice Directory Service name enter the Directory Service name Search Type enter SubTree or group Search Group DN same DN as identified in the ISAPI filter configuration 10 Click Test. Click OK. If everything is in order, a list of all the LDAP user accounts within the tree-node is displayed. 11 Click Save and Close to add the users. Results The Content Manager creates a group: You can add rights and permissions in the Publications that are included in the scope of this group. You can grant users group membership to this group. See "Configuring a user" on page 50. If an LDAP group has been identified and group Sync is set to "on", the Content Manager can now authenticate the users from the LDAP group. See also For more information about Group Sync, refer to the Maintenance Guide. 4.4.f Editing group rights Edit group rights to modify the rights that a group has. You can both grant a user permissions, and create exceptions to those permissions. If you set a permission to Deny within an exception, then the user or group does not have the permission, regardless of other settings. Prerequisites A system administrator can add a group to the Content Manager, edit a group, and edit group rights within a Publication. 54 SDL Tridion R5

69 Content Management Implementation Guide 5.3 A user with Publication Management and Permission Management rights can add or edit a group and can edit group rights. To edit group rights: 1 In Content Manager Explorer, click the SDL Tridion icon to display a list of Publications in the list view. 2 Select a Publication from the list view and click the Open button on the toolbar. 3 Click the Security tab. Figure 4-12 Security tab 4 To change the rights of a group or user: Select a user or group to view the related rights. In the Rights pane, select the rights you want to associate with the selected user or group. 5 To deny a group permissions regardless of permissions assigned elsewhere: Chapter 4 User and group rights and permissions Click the Exceptions button. The Exceptions pane appears. Select a user or group to view the related deny permissions. Select the permissions you want to deny with the selected group from the Permissions pane 6 After you have finished setting the applicable permissions for each group, click the Save and Close button on the toolbar. Results The group rights are modified. Users that are members of the group are now subject to the rights specified by the group. 4.4.g Editing permissions You can edit permission settings for Folders, Structure Groups, and Categories. When you edit permissions, you modify the Read, Write, Localize, or Delete permissions that a user or a group has for items within the organizational item. In a Blueprint Parent Publication, these permissions are shared to Child Publications. 55

70 Chapter 4 User and group rights and permissions Prerequisites You require Permission Management rights for the Folder, Structure Group, or Category, and Write permissions for the containing organizational item to modify permissions. You can modify permissions for local items and local copies of organizational items. It is not possible to edit a shared item. To edit permissions on an organizational item: 1 In Content Manager Explorer, navigate to the item for which you want to edit permissions. 2 In the list view, select an item, and click the Open button on the toolbar. 3 Click the Security tab. Figure 4-13 Folder permissions 4 To modify permissions: Select a user or group listed in the Users and Groups pane. Check or uncheck the permissions listed in the Permissions pane. 5 To explicitly deny permissions: Click the Exceptions button. In the Exceptions pane, select a user or group Modify the permissions for the user or group to explicitly deny one or more permissions. 6 Click the Save and Close button on the toolbar. Results The Content Manager modifies the permissions for the organizational item. Users and groups can create, edit, view, localize, or delete items according to the permissions assigned to them or to the group to which they are a member. 56 SDL Tridion R5

71 Content Management Implementation Guide 5.3 Prerequisites Results 4.4.h Granting a user or group Target Type permissions You can only grant a user or group Target Type permissions if you have system administrator privileges. To grant a user Target Type permissions: 1 In Content Manager Explorer, navigate to System Administration>Publishing Management>Target Types. 2 In the list view, select the Target Type you want to edit and click the Open button on the toolbar. 3 To grant or remove permission to publish to the Target, click the Security tab. On the Security tab, select the Show All check-box. Select the users or groups that should have permission to publish to this Target Type. In the Permissions field, select the Use Target Type check-box. 4 Click Save and Close on the toolbar. The user has permission to publish to the Target Type. To publish items, the user must also have Publish rights for the Publication See also "Editing group rights" on page 54 and Chapter 5 "Publishing content" on page 59. Chapter 4 User and group rights and permissions 57

72 Chapter 4 User and group rights and permissions 58 SDL Tridion R5

73 Content Management Implementation Guide 5.3 Chapter 5 Publishing content The Content Manager publishes content to the Content Distributor. The Content Manager uses an internal publisher to render and package content and uses an internal Transport Service to deliver this content to the Content Distributor. 1 The Publisher performs the following tasks: Resolving determines which items need to be rendered Rendering assembles the output Packaging puts all of the rendered output and publishing metadata into a Transport Package. This metadata includes information about the protocol (e.g. HTTP, local file system) of the Publication Target. 2 The Transport Service sends the Transport Package to the Content Distributor using a Sender. The Sender sends content using protocol information provided by the Publication Target. 3 The Receiver receives and accepts the transport package. 4 The Content Deployer analyzes the Transport Package and sends content to the Content Broker. 5 The Content Broker stores content in a storage medium (such as a file system or database), accesses content, and delivers content to any type of delivery system (such as Web and Application servers). See also The Content Delivery Implementation Manual provides additional information about configuring Publication Targets, the Transport Service, Senders and Receivers, the Content Deployer, and the Content Broker. This chapter describes: Security settings used by publishing Publishing items Publishing Queue Note This chapter only explains how publishing works in the Content Manager. The actual implementation and configuration of publishing itself, that is, the Content Distributor, is described in the Content Delivery Implementation Manual. 59

74 Chapter 5 Publishing content 5.1 Security settings used by publishing To publish content, users require the following security settings: Target Type permissions (see "Permissions for Target Types" on page 47) Publish to Content Distributor rights (see "Editing group rights" on page 54) 5.2 Publishing items You can publish the following Content Manager items: Publications Structure Groups Pages Components Component Templates Page Templates This section describes: Published Pages Published dynamic Component Presentations Items that can be published, republished, or unpublished Component links 5.2.a Published Pages Published Pages combine the Page Template and Component Presentations: A Page Template determines where, how, and which Component Presentations are rendered and also often include navigation and branding features A Component Presentation is a combination of a Component or multimedia Component, and a Component Template. The Component (content) is rendered by the Component Template, which determines what and how content from the Component is rendered. The design and content that is published is determined by scripting in the Component Template and Page Template. The URL of a published Page is determined by the following factors: the Publication Target the Publication Target is determined by the Target Type to which the User published item Publication URL: the Publication URL is a property of a Publication Structure Group directory settings: For a Page, this is the concatenation of the directory properties of all 60 SDL Tridion R5

75 Content Management Implementation Guide b nesting Structure Groups starting with the root Structure Group. Each directory is separated by a "\". For a multimedia file, this is the Images URL property of a Publication, or the location set explicitly in the Template by the AddBinary() or AddBinaryData() method (refer to the Templating Implementation Manual TOM.NET or the Templating and Customization Manual TOM for details). Published dynamic Component Presentations Dynamic Component Presentations are different from embedded Component Presentations in that they are published separately and are not embedded on a Page. A dynamic Component Presentation can either be published as part of a Page or separately: If a dynamic Component Presentation is part of a Page, the Component Presentation output is not included in the Page. The Page has a line of code which retrieves the appropriate content. If a dynamic Component Presentation is published separately from a Page, this content can be retrieved by the medium of choice once published. Chapter 5 Publishing content Note To learn more about using dynamic Component Presentations and about the requirements for this functionality, refer to the Content Delivery Implementation Manual. Dynamic Component Presentations can be published as: XML fragments structured text fragments that contain content but no formatting. (Note that the term "components" does not refer to Content Manager Components.) HTML fragments fragments that contain both content and markup. Plain text fragments fragments that contain both content and markup. JSP, ASP or ASP.NET fragments scripted fragments 61

76 Chapter 5 Publishing content 5.2.c Items that can be published, republished, or unpublished It is possible to publish, republish, or unpublish the items described in table 5-1. Table 5-1 Publish actions on items Item Publish/republish Unpublish Publication Structure Group All Pages in publishable Structure Groups are published. All dynamic Component Presentations are published. All Pages nested in publishable Structure Groups are published. If Pages include dynamic Component Presentations, dynamic Component Presentations are published. All published Pages are unpublished. All dynamic Component Presentations are unpublished. All nested, published Pages are unpublished. If published Pages include dynamic Component Presentations, dynamic Component Presentations are not unpublished. Page Template Component Templates Components Pages A Page or Pages are published. If Pages include dynamic Component Presentations, dynamic Component Presentations are published. Pages on which the dynamic Component Presentation is used include a line of code that is be executed by the Content Distributor. If a Component has already been published and is embedded on a Page, all Pages in which the Component is used are republished. If a Component is based on an allowed Schema that is used in a dynamic Component Template, only the dynamic Component Presentation is published. If the Component Template is part of a Component Presentation that is embedded on a published Page, all Pages on which the Component Template is used are republished. If the Component Template is part of a published dynamic Component Presentation, all dynamic Component Presentations in which the Component Template is used are republished. If the Page Template is used on a published Page, all Pages on which the Page Template is used are republished. If the Page Template is used on a Page but the Page has never been published, the Page is not published. A Page or Pages are unpublished. If published Pages include dynamic Component Presentations, dynamic Component Presentations are not unpublished. All published Pages which use the Component are unpublished. If a Component is used in one or more dynamic Component Presentation, the dynamic Component Presentations are unpublished. If the Component Template is part of a Component Presentation that is embedded on a published Page, all Pages on which the Component Template is used are unpublished. If the Component Template is part of a published, dynamic Component Presentation, all dynamic Component Presentations in which the Component Template is used are unpublished. If the Page Template is used on a published Page, all Pages on which the Page Template is used are unpublished. 62 SDL Tridion R5

77 Content Management Implementation Guide 5.3 When an item is published, the Content Manager render engine retrieves information from the Tridion Object Model using the scripts in the Templates and renders content. When content is published, it is rendered (using the templates) and content is packaged and moved with publishing information to the Publication Target server. Content Manager Templates determine the layout and design of the rendered output. Scripts in Templates use the TOM or TOM.NET object models to extract information from the Content Manager: Component Templates can be: simple Component Templates, written in VBScript, JScript, or XSLT Compound Component Templates, consisting of Template Building Blocks that are.net assemblies, Dreamweaver Templates, etc. Page Templates can be: simple Page Templates, written in VBScript or JScript Compound Page Templates, consisting of Template Building Blocks that are.net assemblies, Dreamweaver Templates, etc. Chapter 5 Publishing content To learn more about simple VBScript and JScript Component Templates and Page Templates, refer to the Templating and Customization Manual TOM. To learn more about Compound Component Templates and Compound Page Templates, refer to the Templating Manual. 5.2.d Component links By default, when you publish, republish, or unpublish a Component, content that contains links to the Component are also published: If you publish or republish a Component, all Components that link to your Component are republished If you unpublish a Component, any Components that link to that Component are not unpublished. You can change this behavior in the Event System. Refer to the Templating and Customization Manual TOM or Templating Implementation Manual TOM.NET for details. 5.3 Publishing Queue The Content Manager Publishing Queue lists the following: All publish transactions that are scheduled Publish transactions that are queued Publish transactions that are being processed Publish transactions that have been successfully completed Publish transactions that have failed 63

78 Chapter 5 Publishing content When you view the Publishing Queue, you can see the following information about a publish transaction: Name the name of the item scheduled for publishing Target the target to which the item is (to be) published Publication the Publication from which the item is (to be) published Transaction state see "Publishing states" on page 64 Time queued or scheduled the time at which the item began the publish process Priority the priority of the publish action (high, medium, or low) User the name of the User that performed the publish action You can perform the following actions from the publishing queue: Cancel a publish action Filter the items shown in the Publishing Queue View individual publish transactions This section describes: Viewing and filtering the Publishing Queue Cancelling a publish transaction 5.3.a Publishing states The Publishing Queue provides feedback about the status of a publish action. A publish state indicates the stage in the publish transaction. A publish transaction is an individual package that is being published. One publish action, (for example, republishing a Component) may result in several publish transactions if the publish action results in the Component being published on more than one Page. The state of the publish transaction changes when it is scheduled, put in the message queue, in progress by the publisher or is finished/failed: Scheduled for publish Scheduled for deployment Waiting for publish (queued) Waiting for deployment In progress (processed by the publisher service, transport service, or Deployer) Success Warning Failure You can view the publish state of a publish transaction by viewing the Publishing Queue. For more information, refer to "Viewing and filtering the Publishing Queue" on page SDL Tridion R5

79 Content Management Implementation Guide 5.3 The state of a publish transaction is based on the stage in the publishing process that has started. Table 5-2 shows the stage of the publish transaction and the corresponding state when the publish time is immediate. Table 5-3 shows the stage of the publish transaction and the corresponding state when the publish time is scheduled. Table 5-2 Publish time is now Step Description Publish transaction status 1 A User publishes an item. The Content Manager resolves the Publication Targets and creates a Publish Transaction for each combination of Publication and Publication Target. 2 The publisher picks up the publish transaction from the queue and renders and resolves the item. 3 The Transport service sends rendered information and metadata to the Content Deployer with a Deploy command. 4 The Content Deployer deploys the content. Waiting for publish In Progress If the transport is not successful, the status is set to Failed. If the transport is successful, but errors occurred while generating publishable content, the status is set to Warning. This can only occur if the Publish/Unpublish option "Ignore failures while generating publishable content" is selected. If the transport is successful, the status remains In Progress. If the deploy is successful, the status is Success. If the deploy is not successful, the status is Failed. Chapter 5 Publishing content Table 5-3 Scheduled publish transaction Stage Description Publish transaction state 1 A User publishes an item. The Content Manager resolves the Publication Targets and creates a Publish Transaction for each combination of Publication and Publication Target. The Content Manager schedules the publish action. 2 The scheduled render time arrives. The Content Manager sends the item to the Publisher. 3 The publisher picks up the publish transaction from the queue and renders and resolves the items. 4 The transport service sends the rendered information and metadata to the Content Deployer with a wait command. Scheduled Waiting for publish In progress Waiting 5 The deploy command is scheduled. Scheduled for deployment 6 The scheduled deploy time arrives. Waiting for deployment 65

80 Chapter 5 Publishing content Table 5-3 Scheduled publish transaction (Continued) Stage Description Publish transaction state 7 The publisher retrieves the publish transaction from the queue. 8 The Transport Service sends rendered information and metadata to the Content Deployer with a Deploy command. 9 If the transport was successful, the Content Deployer deploys the content. In progress If the transport is not successful, the status is set to Failed. If the transport is successful, but errors occurred while generating publishable content, the status is set to Warning. This can only occur if the Publish/Unpublish option "Ignore failures while generating publishable content" is selected. If the transport is successful, the status remains In Progress. If the deploy is successful, the status is Success. If the deploy is not successful, the status is Failed. 5.3.b Viewing and filtering the Publishing Queue The Publishing Queue icon appears at the bottom of the Tree view in Content Manager Explorer. You can view all publish transactions or filter items in the Publishing Queue by the following criteria: Tasks Publication Target to which the item has an association publish action Publication from which the item was published User that performed the publish action The state of the transaction (see also "Publishing states" on page 64) The priority of the transaction Schedule All scheduled publish actions Tasks scheduled to be published between two specified times and dates Figure 5-1 Filter by tasks 66 SDL Tridion R5

81 Content Management Implementation Guide 5.3 Prerequisites Figure 5-2 Filter by schedule To view and filter the Publishing Queue, you must have Publish rights for at least one Publication. To view and filter items in the Publishing Queue: 1 Do one of the following: Chapter 5 Publishing content Click on the Publishing Queue icon in the tree view. To open the Publishing Queue in a separate window, right-click the Publishing Queue icon and select Explore in new window. Figure 5-3 Publishing Queue icon in the tree view The Publishing Queue appears in the content area to the right. By default, the Publishing Queue is configured to show the queue for the current user, to be published today. Figure 5-4 Publishing Queue 2 Do one of the following: To view scheduled publish transactions for today for this user, click Show Tasks. To filter the results, select parameters in the Task and Schedule tabs and click Show Tasks. Results A list of publish transactions is displayed. You can also filter the displayed list using the arrow button that appears next to the columns in the list. 67

82 Chapter 5 Publishing content 5.3.c Cancelling a publish transaction You can cancel a scheduled publish transaction if the transaction is not In progress. When a transaction is cancelled, it is removed from the Publishing Queue. Prerequisites To cancel a publish transaction you must be either the system administrator or the initiator of the transaction. To cancel a transaction: 1 Select the transaction you wish to cancel from the Publishing Queue. 2 Right-click on the item and select Remove from the publish queue from the context menu that appears. Results The transaction is removed from the Publishing Queue and the transaction is cancelled. 5.3.d Forcing a scheduled publish transaction to publish now You can force a publish transaction that is listed as Scheduled for deployment to publish now. Prerequisites To force an immediate publish of a scheduled transaction, you must have permission to publish the items that constitute the transaction. To force a scheduled transaction to publish now: 1 Select the scheduled transaction from the Publishing Queue that you wish to publish now. 2 Right-click on the item and select Execute task from the context menu. Results The publish transaction is executed immediately. 5.3.e Viewing transaction details In the Publishing Queue screen, you can see a number of details about a publish transaction: To open a content item, such as a Component or Page, that is shown in a transaction entry, right-click the transaction entry in the list and select Open from the context menu. To see the contents of an organizational item, such as a Folder or Structure Group, that is shown in a transaction entry, right-click the transaction entry in the list and select Explore from the context menu. To see the organizational item that contains the item shown in a transaction entry, right-click the transaction in the list and select Go to location from the context menu. To see where the item listed in a transaction is used, right-click the transaction in the list and select Where Used from the context menu. 68 SDL Tridion R5

83 Content Management Implementation Guide 5.3 Publish Transaction window You can also view the details of the transaction itself by double-clicking a transaction in the list. This opens the Publish Transaction window for the selected transaction. Chapter 5 Publishing content Figure 5-5 Publish Transaction details This dialog shows the following information: Transaction ID A unique identifier of the transaction Item The item submitted for publishing Publication Publication in which the item resides. Publication Target The Publication Target toward which the publish transaction was directed User The name of the user who submitted this publish transaction Action The publish action (Publish or Unpublish) Priority The priority given to this publish action Date/Time The moment at which the user submitted the publish request State The status of the publish transaction (refer to "Publishing states" on page 64 for more details). Information If the publish transaction did not succeed or only succeeded partially, this area provides more detailed information. Processed items Shows the rendering status of the items in the transaction: Select Show failed (and click Refresh) to display items in the list that failed to render. Items that failed to render also failed to publish. If you select an item with its State set to Failed, the text area at the bottom gives more details of why rendering failed. Select Show successful (and click Refresh) to see items in the list that 69

84 Chapter 5 Publishing content failed to render. Items that failed to render also failed to publish. Use the Limit number of items to check box to manage the amount of items displayed. Note The Processed items area is especially useful if the user configured the Content Manager to ignore render failures while publishing (see the User Manual for more details), because it shows exactly which items that failed to render were ignored. Click OK to close the Publish Transaction dialog. 70 SDL Tridion R5

85 Content Management Implementation Guide 5.3 Chapter 6 Categories and Keywords Create Categories and Keywords to create general classification and related values. A Category is a general classification in which a list of Keywords can be created. A Keyword is a value in a Category. You can use Categories and Keywords in the following ways: List values in Schema list fields This provides the possibility of localizable lists as well as editable extensible lists. Trackable metadata in Component Templates Tracking keys in Target Groups You create Categories and Keywords for a specific Publication. If the Publication is a Parent in a Blueprint, the Categories and Keywords are shared to any Child Publications, in which they can be localized and edited. This chapter describes: Creating a Category Adding Keywords to a Category See also For information about using Categories and Keywords to track and personalize web content, refer to the Content Delivery Implementation Manual. 71

86 Chapter 6 Categories and Keywords 6.1 Creating a Category Create a Category to add a Category to a Publication. Prerequisites To create a Category, you must have Category Management rights. To create a Category: 1 In Content Manager Explorer, select the Publication in which you want to create a Category and open the Categories and Keywords node. Figure 6-1 Categories and Keywords node and New Category button 2 Click the New Category button on the toolbar. A New Category window appears. 3 On the General tab, fill in the following fields: Name the name of the Category as it will appear in selectable lists in SDL Tridion R5 XML Name this is the XML name. You will not be able to change this value once you have created the Category. Note The XML Name field can only contain letters without accents (A-Z, a-z), digits (0-9), underscores _ and/or hyphens -. The first character must be a letter or an underscore character. 4 If you have Permission Management rights, you can modify the security settings for this Category. 5 Click Save & Close to create the Category. Results See also A Category is created. Keywords can now be created within this Category. See "List fields" on page 106 for a description of how Categories and Keywords can be used to provide list values in List fields. 72 SDL Tridion R5

87 Content Management Implementation Guide Adding Keywords to a Category Prerequisites Create a Keyword to add a value to a Category. To add a Keyword to a Category, you must have write permissions for the Category. To add Keywords to a Category: 1 In Content Manager Explorer, select the Publication in which you want to add Keywords to a Category and open the Categories and Keywords node. 2 In the list view, select a Category. 3 Right-click and select New > Keyword. Chapter 6 Categories and Keywords Figure 6-2 New Keyword 4 Type a value in the New Keyword window. Note The value cannot contain any of the following characters: & ;! ( ) =, < > 5 Do one of the following: To continue to add Keywords, click the Save and New button on the toolbar. To finish adding Keywords, Click the Save and Close button on the toolbar. Results See also The Category in which the Keyword is created is updated to include the new Keyword. See "List fields" on page 106 for a description of how Categories and Keywords can be used to provide list values in List fields. 73

88 Chapter 6 Categories and Keywords 6.3 Cutting, copying and pasting Keywords You can cut or copy a Keyword and paste the Keyword into a different Category. Prerequisites To copy and paste a Keyword, you must have: Read permissions for the Category from which you want to copy Write permissions for the Category to which you want to paste the Keyword To cut and paste a keyword, you must have: Delete permissions for the Category from which you want to cut Write permissions for the Category to which you want to paste the Keyword Note If the Keyword is being used by another item, it is not possible to cut/paste the Keyword. To cut or copy and paste a Keyword: 1 In Content Manager Explorer, navigate the Category that stores the Keyword you want to cut or copy. A list of associated Keywords is displayed in the list view. 2 From the list view, select one or more Keywords that you want to cut or copy. 3 Do one of the following: To cut the Keyword(s), click the Cut button on the toolbar. To copy the Keyword(s), click the Copy button on the toolbar. 4 Navigate to the Category in which you want to paste the Keyword(s). 5 Click the Paste button on the toolbar. Results The Keyword is pasted to the selected Category. If the Keyword was moved (cut), the Keyword can no longer be selected as a value for the Category from which it was moved. 74 SDL Tridion R5

89 Content Management Implementation Guide 5.3 Chapter 7 Content configuration You can define system fonts, Multimedia Types, and Format Area configurations for use in all Content Manager Publications. Multimedia types can be added to Multimedia Schemas and are automatically used by the Default Multimedia Schema. System fonts identify the fonts that can be used for format area fields in Components. Users can then select the fonts created at a system level. Format Area configurations set content language, styles, table styles, and special character options for all format area fields added to Content Manager Schemas. System administrators can add system fonts and Multimedia Types from the System Administration node of the Navigation Tree. Table formatting options are configured using system files. This chapter describes: Multimedia Types System fonts Format area configurations 7.1 Multimedia Types System administrators can define the Multimedia Types available in the Content Manager. These Multimedia Types define the allowed Multimedia Type for Multimedia Components. 75

90 Chapter 7 Content configuration Users can create Multimedia Components by uploading binary files to the Content Manager, or by identifying an external multimedia Component. Important: The size of a binary file that can be uploaded depends upon the following factors: ASP Timeout Transaction Timeout Pre-defined size of the database Place where the binary to be uploaded resides Network connections Memory on server Disk space on server Large binary files (e.g. 170 MB or more) should be external files. The following table outlines the binary file types supported by Content Manager: Table 7-1 Supported MIME types Name MIME type Possible extensions Access Database application/octet-stream mdb Bitmap Image application/octet-stream bmp Excel Sheet application/ms-excel xls Executable application/octet-stream exe Flash File application/x-shockwave-flash swf Gif Image image/gif gif Jpeg Image image/jpeg jpg, jpeg, jpe MP3 Music audio/x-mpeg mp3 Mpeg Video video/mpeg mpg PDF Document application/pdf pdf Plain Text text/plain txt Png Image image/png png PowerPoint Presentation application/ms-powerpoint ppt QuickTime Movie video/quicktime mov, qt Real Player video/vnd.rn-realmedia rm, ram, ra, rv Rich Text text/rtf rtf Sound File application/x-wav wav Word Document application/msword doc 76 SDL Tridion R5

91 Content Management Implementation Guide 5.3 Prerequisites 7.1.a Adding a Multimedia Type Add a Multimedia Type to specify a binary file type in the Content Manager. The Multimedia Type can then be used as an allowed Multimedia Type in Multimedia Schemas. Multimedia Types are used throughout the Content Manager for all Publications. It is also possible to upload icons for the Multimedia Types. If you do not select an icon, a default multimedia icon will be used for the Multimedia Type. If you chose to upload an icon, we recommend the use of Portable Network Graphics (.png) icons. A User with system administration privileges can add a new Multimedia Type. To add a Multimedia Type: 1 In the Content Manager Explorer Navigation Tree, go to System Administration > Content Configuration > Multimedia Types. The list view displays all of the current Multimedia Types. 2 Click the New Multimedia Type button on the toolbar. Chapter 7 Content configuration A New Multimedia Type window appears. Results Figure 7-1 Multimedia Type window 3 Fill in the following fields using Table 7-1 on page 76: Name type the name MIME type type the MIME type name File Extensions type the file extensions. Note: for multiple file extensions, place a comma between each type. 4 If desired, upload icons to the new Multimedia Type for the following sizes: 32x32 and/or 16x16. Click the Browse button to navigate to the icons you want to upload. Select the icon and click OK. 5 Click the Save and Close on the toolbar. To add more Multimedia Types, click Save and New on the toolbar. If the Multimedia Type is allowed in a Schema, Multimedia Components of the specified MIME type can be created. 77

92 Chapter 7 Content configuration If you added an icon, the icon is used to identify Multimedia Components of this type. Important: Every time a multimedia icon is changed, a new thumbnail is created. Therefore, you should clean the thumbnail directory periodically. 7.2 System fonts System fonts can be used when creating Components that have format area fields. Note The fonts you add should be standard windows fonts. If you use nonstandard fonts, the font may not display correctly in a published page. 7.2.a Adding, editing, or removing a system font Add a system font to add a font type that can be used when formatting content in a format area field in a Component. Edit a system font to modify the font name. Delete a system font to remove the font from the Content Manager. Prerequisites A User with system administrator privileges can add, edit, or delete a system font. To add, edit, or remove a system font: 1 In the Content Manager Explorer Navigation Tree, go to System Administration > Content Configuration > Font List. The List View displays all of the current system fonts. 2 Do one of the following: To add a font, select a font in the list and click the Insert button. In the Add Font dialog, type the name of a font using the correct capitalization and spacing. Click OK. To change the order of these fonts, use the Move Up and Move Down buttons. To edit an existing value, select a font and click the Edit button. Edit the value and click OK. To remove a font, select a font and click the Remove button. 3 Click OK. Results If you added or edited a system font, users creating Components can select the system font when entering information for XHTML fields. If you deleted a system font, this font can no longer be selected. 78 SDL Tridion R5

93 Content Management Implementation Guide Format area configurations You can configure the following settings for format areas: content language styles special characters Important: If changes to these settings do not appear to end users in the GUI (for example, if a newly added style does not appear in the list of Allowed Styles), authors may need to clear their Temporary Internet Files. Alternatively, in Internet Information Services (IIS), you can enable the content expiration for affected files or the Web folder <Web Root>/Configuration, where <Web Root> is the root folder of your Content Manager Explorer Web site. 7.3.a Content language configuration Chapter 7 Content configuration Within a schema format area, content authors may mark text with a language attribute. This attribute may be used to: Allow speech synthesizers to use language dependent pronunciation rules Enable search engines index a document by its language Allow templates to change the style of text depending upon language. For example, a bilingual document may present a language in italic You determine the list of languages that are available in a Set Language dialog by adding languages to the located in the following file <Web Root>/Configuration/ContentLanguages.xml where <Web Root> is the root folder of your Content Manager Explorer Web site. The format of this file is as follows: <Languages xmlns="http://www.tridion.com/contentmanager/5.2/formatarea"> <Language> <Value>Value of lang</value> <Description>Description of lang</description> <Description lang="1036">french description of lang</description> </Language> </Languages> Note The order of the languages in the Set Language dialog will be the same as in the configuration 79

94 Chapter 7 Content configuration Languages This is the Parent node for all languages specified in the file. Syntax xmlns Children <Languages xmlns="http://www.tridion.com/contentmanager/5.2/ FormatArea">... </Languages> The namespace of the Content Manager format area. <Language> Language This element defines a content language. Syntax Attributes Parent Children <Language>... </Language> none <Languages> <Value> <Description> Value This element defines the two letter ISO value of a content language, and may include a subtag which identifies the corresponding country. For example, you can specify English as: <Value>en</Value> You can also specify, say, United Kingdom English using: <Value>en-UK</Value> For a list of the values that are included by default, see Table 7-1 on page 81. The value that you specify must conform to ISO codes. Syntax Attributes Parent Siblings Children <Value>...</Value> none <Language> <Description> none 80 SDL Tridion R5

95 Content Management Implementation Guide 5.3 Table 7-1 Default languages By default the configuration file includes the following languages. Value Description Value Description Value Description Value Description af Afrikaans nl-be Dutch - Belgium af-za Afrikaans - South Africa nl-nl Dutch - The Netherlands is Icelandic sk Slovak is-is Icelandic - Iceland sk-sk Slovak - Slovakia sq Albanian en English id Indonesian sl Slovenian sq-al Albanian - Albania en-au English - Australia ar Arabic en-bz English - Belize ar-dz Arabic - Algeria ar-bh Arabic - Bahrain en-ca English - Canada en-cb English - Caribbean id-id Indonesian - Indonesia sl-si Slovenian - Slovenia it Italian es Spanish it-it Italian - Italy es-ar Spanish - Argentina it-ch Italian - Switzerland es-bo Spanish - Bolivia Chapter 7 Content configuration ar-eg Arabic - Egypt en-ie English - Ireland ja Japanese es-cl Spanish - Chile ar-iq Arabic - Iraq en-jm English - Jamaica ja-jp Japanese - Japan es-co Spanish - Colombia ar-jo Arabic - Jordan en-nz English - New Zealand kn Kannada es-cr Spanish - Costa Rica ar-kw Arabic - Kuwait en-ph English - Philippines kn-in Kannada - India es-do Spanish - Dominican Republic ar-lb Arabic - Lebanon en-za English - South Africa kk Kazakh es-ec Spanish - Ecuador ar-ly Arabic - Libya en-tt English - Trinidad and Tobago kk-kz Kazakh - Kazakhstan es-sv Spanish - El Salvador ar-ma Arabic - Morocco en-us English - United States kok Konkani es-gt Spanish - Guatemala ar-om Arabic - Oman en-gb English - United Kingdom kok-in Konkani - India es-hn Spanish - Honduras ar-qa Arabic - Qatar en-zw English - Zimbabwe ko Korean es-mx Spanish - Mexico ar-sa Arabic - Saudi Arabia et Estonian ko-kr Korean - Korea es-ni Spanish - Nicaragua ar-sy Arabic - Syria et-ee Estonian - Estonia ky Kyrgyz es-pa Spanish - Panama ar-tn Arabic - Tunisia fo Faroese ky-kz Kyrgyz - Kazakhstan es-py Spanish - Paraguay ar-ae Arabic - United Arab Emirates fo-fo Faroese - Faroe Islands lv Latvian es-pe Spanish - Peru ar-ye Arabic - Yemen fa Farsi lv-lv Latvian - Latvia es-pr Spanish - Puerto Rico hy Armenian fa-ir Farsi - Iran lt Lithuanian es-es Spanish - Spain hy-am Armenian - Armenia fi Finnish lt-lt Lithuanian - Lithuania es-uy Spanish - Uruguay 81

96 Chapter 7 Content configuration Table 7-1 Default languages Value Description Value Description Value Description Value Description az Azeri fi-fi Finnish - Finland mk Macedonian es-ve Spanish - Venezuela az-az-c yrl Azeri (Cyrillic) - Azerbaijan fr French mk-mk Macedonian - FYROM sw Swahili az-az-l atn Azeri (Latin) - Azerbaijan fr-be French - Belgium ms Malay sw-ke Swahili - Kenya eu Basque fr-ca French - Canada ms-bn Malay - Brunei sv Swedish eu-es Basque - Basque fr-fr French - France ms-my Malay - Malaysia sv-fi Swedish - Finland be Belarusian fr-lu French - Luxembourg mr Marathi sv-se Swedish - Sweden be-by Belarusian - Belarus fr-mc French - Monaco mr-in Marathi - India syr Syriac bg Bulgarian fr-ch French - Switzerland mn Mongolian syr-sy Syriac - Syria bg-bg Bulgarian - Bulgaria gl Galician mn-mn Mongolian - Mongolia ta Tamil ca Catalan gl-es Galician - Galician no Norwegian ta-in Tamil - India ca-es Catalan - Catalan ka Georgian nb-no Norwegian (Bokm) - Norway tt Tatar zh-hk Chinese - Hong Kong SAR ka-ge Georgian - Georgia nn-no Norwegian (Nynorsk) - Norway tt-ru Tatar - Russia zh-mo Chinese - Macau SAR de German pl Polish te Telugu zh-cn Chinese - China de-at German - Austria pl-pl Polish - Poland te-in Telugu - India zh-chs Chinese (Simplified) de-de German - Germany pt Portuguese th Thai zh-sg Chinese - Singapore de-li German - Liechtenstein pt-br Portuguese - Brazil th-th Thai - Thailand zh-tw Chinese - Taiwan de-lu German - Luxembourg pt-pt Portuguese - Portugal tr Turkish zh-cht Chinese (Traditional) de-ch German - Switzerland pa Punjabi tr-tr Turkish - Turkey hr Croatian el Greek pa-in Punjabi - India uk Ukrainian hr-hr Croatian - Croatia el-gr Greek - Greece ro Romanian uk-ua Ukrainian - Ukraine cs Czech gu Gujarati ro-ro Romanian - Romania ur Urdu cs-cz Czech - Czech Republic gu-in Gujarati - India ru Russian ur-pk Urdu - Pakistan da Danish he Hebrew ru-ru Russian - Russia uz Uzbek da-dk Danish - Denmark he-il Hebrew - Israel sa Sanskrit uz-uz-cyrl Uzbek (Cyrillic) - Uzbekistan 82 SDL Tridion R5

97 Content Management Implementation Guide 5.3 Table 7-1 Default languages Value Description Value Description Value Description Value Description div Dhivehi hi Hindi sa-in Sanskrit - India div-mv Dhivehi - Maldives hi-in Hindi - India sr-sp-cy rl nl Dutch hu Hungarian sr-sp- Latn hu-hu Hungarian - Hungary Description Serbian (Cyrillic) - Serbia Serbian (Latin) - Serbia uz-uz-latn Uzbek (Latin) - Uzbekistan The Description element allows you to provide a description of a language that will appear in the drop-down list of the Set Language dialog. vi Vietnamese vi-vn Vietnamese - Vietnam Chapter 7 Content configuration Important: You must include a Description element for the languages you would like content authors to be able to select. The value for the Description element is the text that you would like to appear in the drop-down list for the Set Language attribute. Optionally, you can specify a lang attribute for the Description element. This attribute specifies the User Language ID and can be used to display the language description for users whose Language matches the specified ID. For example, if a user is French, you can use the language attribute to provide descriptions of each language in French. This can be used to localize the selection list. You can add as many Description nodes as necessary for each Language. You may specify the following User Language IDs: Table 7-2 User Language ID Language Value Dutch 1043 English 1033 French 1036 German 1031 Spanish 1034 In the following example, shows the settings for the Dutch language. The description element specifies the following: Users whose language ID is Dutch (1043) will view "Nederlands" Users whose language ID is French (1036) will view "Néerlandais" All users with other language IDs will view "Dutch" <Language> <Value>nl</Value> 83

98 Chapter 7 Content configuration <Description>Dutch</Description> <Description lang="1043">nederlands</description> <Description lang="1036">néerlandais</description> </Language> Syntax Attributes Parent Siblings Children <Description lang="user Language ID"> Description of Language </Description> lang The language ID of users that can view this option <Language> <Value> none 7.3.b Styles configuration Many Web pages use a cascading style sheet to format their online content. You can configure a system wide cascading style sheet for use with format area fields. Schema designers can then enable some styles which content authors can then apply to text within a format area field. The system wide cascading style sheet is not published to your presentation system. Instead, you should ensure that the existing styles in your published cascading style sheet reflect those available in the system-wide style sheet. You can configure the system-wide style sheet (FormatAreaStyles.css) in the following folder: <Web Root>/Configuration/ where <Web Root> is the root folder of your Content Manager Explorer Web site. This file contains all of the styles that can then be made available in a format area. All named styles defined in this file are available when configuring format area fields, where named styles include class selectors: [element].class. Content authors can apply these styles to text and tables in a Component. This allows the content author to see the text as it will be rendered when it is published. Table styles You can also use the FormatAreaStyles.css stylesheet to define table formats that content authors can then apply to tables in format area fields: Tables table.stylename Rows tr.stylename Columns colgroup.stylename or col.stylename Cells td.stylename for data cells and th.stylename for header cells 84 SDL Tridion R5

99 Content Management Implementation Guide 5.3 Figure 7-2 Table Editor with custom styles defined For information about enabling or disabling styles in a format area field, refer to "Creating a format area field" on page 97. Chapter 7 Content configuration 7.3.c Special character configuration You can specify the special characters that content authors can insert into a format area field in the following file: <Web Root>/Configuration/SpecialCharacters.xml where <Web Root> is the root folder of your Content Manager Explorer Web site. If a Schema designer enables Special Characters formatting for a format area field, content authors will be able to select these characters and insert them directly into their text. Figure 7-3 Special Characters dialog The format of this file is as follows: <Entries xmlns="http://www.tridion.com/contentmanager/5.2/formatarea"> <Entry> <Value>string or character</value> <Description>Generic Description</Description> <Description lang="user Language ID 1">Description for User Language 1</Description> 85

100 Chapter 7 Content configuration <Description lang="user Language ID 2">Description for User Language 2</Description> </Entry> </Entries> An entry in this field may be a string or a single character. In addition, you can specify special characters for different languages using a lang attribute within the Description element of the entry. By default, the configuration file (SpecialCharacters.xml) includes the special characters displayed in figure 7-3. Entries This is the Parent node for all special characters specified in the file. Syntax xmlns Children <Entries xmlns="http://www.tridion.com/contentmanager/5.2/formatarea"> The namespace of the Content Manager format area. <Entry> Entry This element defines a special character. Syntax Attributes Parent Children <Entry>... </Entry> none <Entries> <Value> <Description> Value This element specifies a string or single character. You can specify: A text string or character. For example, this could be used to store a Company or Product Name that you use often. An HTML entity or ISO Latin-1 code. For example, you can use this to store accents or special characters such as the copyright symbol. In the following example, the Value element identifies a non-breaking space: <Value> </Value> Syntax Attributes Parent Siblings Children <Value>...</Value> none <Entry> <Description> none 86 SDL Tridion R5

101 Content Management Implementation Guide 5.3 Description The Description element allows you to provide a description of the special character. The value of the Description element is used as tooltip text in the Special Character dialog. In addition, you can also specify a lang attribute to the Description element to make a character available to users when the User Language Preference setting match the lang attribute. This allows you to provide a localized description of the character. Important: You must include a Description element for each special character you would like content authors to be able to select. You can add as many Description nodes as necessary for each Entry. You may specify the following User Language IDs: Table 7-3 User Language ID Chapter 7 Content configuration Language Value Dutch 1043 English 1033 French 1036 German 1031 Spanish 1034 Syntax Attributes Parent Siblings Children <Description lang="user Language ID"> Description of Language </Description> lang The language ID of users that can view this option <Entry> <Value> none 87

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103 Content Management Implementation Guide 5.3 Chapter 8 Custom Pages The Content Manager Explorer allows you to add Custom Pages. A Custom Page can be any URL. You can use Custom Pages to perform specific operations in the Content Manager that are not supported by the standard User interface. For example, you could create a custom Page that interacts with the Tridion Object Model API (TOM or TOM.NET) to automate Page creation. Note The default Custom Page appears in the list view when a User initially accesses the Content Manager Explorer. If no default Custom Page is specified, All checked-out items in the User Work Items is displayed. Figure 8-1 Default Custom Page Only Users with system administration privileges can add a Custom Page. Users that are not system administrators can access the Custom Page node and can view any Custom Page. This chapter describes: Adding or editing a Custom Page Deleting a Custom Page 89

104 Chapter 8 Custom Pages 8.1 Adding or editing a Custom Page Prerequisites If you have system administrator privileges, you can add or edit a Custom Page. To add or edit Custom Page: 1 In Content Manager Explorer, navigate to the Custom Page node in the Navigation Tree. 2 Right-click and select New Custom Page. The New Custom Page window appears. Figure 8-2 New Custom Page 3 Fill in or modify the following fields: Name: The name of the Custom Page URL: The URL of the Page. Default starting Page (optional): select if you want to set this Page as the splash screen for all Users that access the Content Manager. 4 Click OK. Results The Page is added to the Content Manager, or modified in the Content Manager. 90 SDL Tridion R5

105 Content Management Implementation Guide Deleting a Custom Page If you have system administration privileges, you can delete a Custom Page. To delete a Custom Page: 1 In Content Manager Explorer, navigate to the Custom Page node in the Navigation Tree. 2 Right-click and select Delete from the context menu. Chapter 8 Custom Pages Figure 8-3 Delete option Results The Page is removed from the Content Manager. 91

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107 Content Management Implementation Guide 5.3 Chapter 9 Schemas The Content Manager defines the structure of content and metadata using XML Schemas. You create Schemas to define the structure and allowed content for the following types of items: Components Multimedia Components Metadata that can be associated with Publications, Folders, Structure Groups, Pages, Page Templates, Component Templates, and Template Building Blocks Embeddable Schemas that can be used to define standard content that may be used in more than one Schema Parameter Schemas, which define the parameter data required by a Template Building Block when invoked within a Compound Template. This chapter describes the following topics: Schema types Schemas for Components Multimedia Schemas Embeddable Schemas Metadata Schemas Parameter Schemas Field types for Schemas Defining custom URLs Constraining field content Editing a Schema 93

108 Chapter 9 Schemas 9.1 Schema types Use Content Manager Explorer to create and define Schemas. The following table describes the different Schema types that you can create within the Content Manager. Table 9-1 SDL Tridion Schemas Type Schema Multimedia Schemas Metadata Schemas Embeddable Schemas Parameter Schemas Description All normal Components are based on Component Schemas. In the Content Manager, Components are based on the type called "Schema." Component Schemas can be simple or complex. For more information, refer to "Simple Schemas and Complex Schemas" on page 94. All Multimedia Components are based on Multimedia Schemas. Multimedia Schemas define the types of binary data a Multimedia Component can contain, and may define metadata fields for the Multimedia Component. Multimedia Schemas cannot be complex. Metadata Schemas define a set of fields so that you can add metadata to the following items: Publications, Folders, Virtual Folder, Structure Groups, Pages, Page Templates, Component Templates, and Template Building Blocks. Embeddable Schemas can be embedded in any other Schema. Embeddable Schemas are useful when you want to define field structures that are used in multiple Schemas. Parameter Schemas define the parameters that are required by a Template or Template Building Block when invoked within a Compound Template. Simple Schemas and Complex Schemas Content Manager makes the following distinction between Simple Schemas and Complex Schemas. Simple Schema a Schema that you can create in the Content Manager Explorer that allows you to select and set parameters on predefined field types. Simple Schemas have some limitations, such as the types of data fields and the structural complexity of the Schema. Complex Schema any W3C-compliant Schema. To edit these Schemas, content authors must edit the content in XML. Complex Schemas define parameters that are beyond the capabilities of the Content Manager Explorer form editor. Complex Schemas can be created in XML: in the Source tab of a Schema within Content Manager Explorer using an external editor and saving to Content Manager using WebDAV using an external editor and copy-pasting or uploading the Schema content. 94 SDL Tridion R5

109 Content Management Implementation Guide 5.3 Important: You can only define a Complex Schema for a Component Schema, Parameter Schema or for Embeddable Schemas that will be embedded in a Component Schema. You cannot define a Complex Multimedia Schema or a Complex Metadata Schema. 9.2 Schemas for Components Chapter 9 Schemas Use Simple Schemas to create Components that users can edit in a form in Content Manager Explorer. A Simple Schema defines a series of fields and their parameters. When creating or editing a Component, the user sees these fields as input controls to manipulate in order to create and edit content. Figure 9-1 Schema fields represented as input controls in Content Manager Explorer Use Content Manager Explorer to create a Simple Schema. For more information about the types of fields you can add to a Schema, refer to "Field types for Schemas" on page 106. You create Complex Schemas in XML. Users who create a Component based on a Complex Schema must create and edit the Component content in XML. Content Manager Explorer cannot create a form for these types of Components. You can also define metadata fields that authors can use to enrich the use of the resulting Component. Fro examples of how metadata values can be used in Content Manager, refer to Chapter 11 "Metadata" on page

110 Chapter 9 Schemas 9.2.a Creating a Simple Schema for Components Create a Simple Schema to define the field types, parameters, and metadata of Component content. Content authors that create Components based on Simple Schemas can then create content in the Content Manager Explorer that validates against this Schema. You can also create a Workflow Association for the Schema to ensure that all Components based on the Schema follow a predefined Workflow Process. For more information about Workflow, refer to Chapter 12 "Workflow" on page 141. Prerequisites You must have the following rights and permissions in the Content Manager to create a Schema: Schema Management rights Write permissions for the Folder in which you create the Schema Workflow Management rights if you intend to associate this Schema with a Workflow Process by adding a Workflow Association To create a Component Schema: 1 In Content Manager Explorer, navigate to the Publication and Folder in which you want to create the Schema. 2 On the Content Manager Explorer toolbar, click the New Schema button. A New Schema window appears. Figure 9-2 New Schema window 3 On the General tab, fill in the following fields: Name the name of the Schema. Users will see this name in their list of Schemas to select when creating a new Component. Ensure that the name of the Schema easily identifies its intended use. For example, "Press Release" or "Product Description". Description a description of this Schema. Schema Type the type of Schema; in this case, select Schema. Root element name the name of the root element of the Schema. 96 SDL Tridion R5

111 Content Management Implementation Guide 5.3 To create a Component Schema: (Continued) 4 To define fields for this Schema, select the Design tab. Chapter 9 Schemas Figure 9-3 Schema Design tab 5 Click Add to add a new field. In the area on the right, fill in the following fields: XML Name the XML name of the field. This name can only contain letters without accents (A-Z, a-z), digits (0-9), underscores '_' and/or hyphens '-'. The first character of the XML name must be a letter or an underscore character. Description a description of the field. This description is used as the label for the input control for this field in the Component form the author will see. Type select a field type for this field. Refer to "Field types for Schemas" on page 106 for a description of each of the available field types and the parameters that can be set for each type. Figure 9-4 Add a field 97

112 Chapter 9 Schemas To create a Component Schema: (Continued) 6 Repeat steps 4 and 5 to add additional fields. 7 To add Metadata fields to this Schema so that content authors can enrich the Component with metadata, select the Metadata Design tab and add fields exactly as you did in the Design tab. 8 If you want to, add a Workflow Association by selecting the Workflow tab and selecting a Workflow Process to associate with this Schema. If you do this, the Workflow Process will be applied to Components that are created based on this Schema. See also Chapter 12 "Workflow" on page To finish, click Save and Close on the toolbar. Results Content Manager creates a Simple Schema that content authors can select when they create a Component. They will then see the fields defined in this Schema as input controls in a form. If you created this Schema in a Blueprint Parent Publication, the Schema is shared to all Child Publications. See also Chapter 3 "Blueprint Publications" on page Multimedia Schemas Multimedia Schemas define: The types of binary data that a Multimedia Component can contains Optionally, additional metadata that a content author can add to the Multimedia Component, for example, a description of an image. System administrators define the types of binary data that users can add to the Content Manager by defining Multimedia Types. For more information about adding new Multimedia Types to the Content Manager, refer to Chapter 7 "Content configuration" on page a Creating a Multimedia Schema Prerequisites You must have the following rights and permissions in the Content Manager to create a Multimedia Schema: Schema Management rights Write permissions for the Folder in which you create the Multimedia Schema Workflow Management rights if you intend to associate this Multimedia Schema with a Workflow Process by adding a Workflow Association To create a Multimedia Schema: 1 In Content Manager Explorer, navigate to the Publication and Folder in which you want to create the Schema. 98 SDL Tridion R5

113 Content Management Implementation Guide 5.3 To create a Multimedia Schema: (Continued) 2 On the Content Manager Explorer toolbar, click the New Schema button. A New Schema window appears. Chapter 9 Schemas Figure 9-5 New Schema window 3 On the General tab, fill in the following fields: Name the name of the Schema. Users will see this name in their list of Schemas to select when creating a new Multimedia Component. Ensure that the name of the Schema easily identifies its intended use. For example, "PDF or Word Document". Description a description of this Schema. Schema Type the type of Schema; in this case, select Multimedia Schema. A list of available Multimedia Types is displayed. Figure 9-6 New Multimedia Schema Available Multimedia Types 99

114 Chapter 9 Schemas To create a Multimedia Schema: (Continued) 4 To specify the allowed Multimedia Types for Multimedia Components based on this Multimedia Schema, select one or more Multimedia Types from the left pane and click Add. The selected types appear in the Allowed Multimedia Types pane on the right. Figure 9-7 Added Multimedia Types 5 To add Metadata fields to this Multimedia Schema, so that content authors can enrich the Multimedia Component with metadata, select the Metadata Design tab and add fields as described in "Creating a Simple Schema for Components" on page If you want to, add a Workflow Association by selecting the Workflow tab and selecting a Workflow Process to associate with this Schema. If you do this, the Workflow Process will be applied to Multimedia Components that are created based on this Multimedia Schema. See also Chapter 12 "Workflow" on page To finish, click Save and Close on the toolbar. Results You have created a Multimedia Schema. content authors can now create Multimedia Components based on this Multimedia Schema to add multimedia content to the Content Manager, provided the content is of one of the types you added as an allowed Multimedia Type. You can also use this Multimedia Schema when you add a Multimedia Component Link field to a Component Schema, to restrict the types of multimedia that can be linked to. If you created this Schema in a Blueprint Parent Publication, the Multimedia Schema is shared to all Child Publications. See also Chapter 3 "Blueprint Publications" on page SDL Tridion R5

115 Content Management Implementation Guide Embeddable Schemas Embeddable Schemas define a series of fields that you can use in other Schemas. This is useful is a set of fields is reused in multiple Schemas. For example, you can imagine an Embeddable Schema "Address" that consists of a Street field, House Number field, Zip Code field and Town Or City field. If you expect addresses to appear in multiple types of Components, it makes sense to create a separate Embeddable Schema for it, and add it to each of the Schemas that need an address. You can add an Embeddable Schema to: Chapter 9 Schemas a Component Schema a Metadata Schema another Embeddable Schema the Metadata fields of a Component Schema the Metadata fields of a Multimedia Schema To do this, add a field of type "Embeddable Schema" and select the Embeddable Schema you want to add. Note You cannot add a Complex Embeddable Schema to a Metadata Schema. Furthermore, if you add a Complex Embeddable Schema to a Simple Component Schema, you make the Component Schema complex, which means that content authors can no longer edit it in a form in Content Manager Explorer. 9.4.a Creating an Embeddable Schema Prerequisites You must have the following rights and permissions in the Content Manager to create an Embeddable Schema: Schema Management rights Write permissions for the Folder in which you create the Embeddable Schema To create an Embeddable Schema: 1 In Content Manager Explorer, navigate to the Publication and Folder in which you want to create the Embeddable Schema. 101

116 Chapter 9 Schemas To create an Embeddable Schema: (Continued) 2 On the Content Manager Explorer toolbar, click the New Schema button. A New Schema window appears. Figure 9-8 New Schema window 3 On the General tab, fill in the following fields: Name the name of the Embeddable Schema. When you add an Embeddable Schema field to a Schema, you will see this name in their list of Embeddable Schemas to select. Ensure that the name of the Schema easily identifies its intended use. For example, "Address". Description a description of this Schema. Schema Type the type of Schema; in this case, select Embeddable Schema. Root element name the name of the root element of the Embeddable Schema. 4 To define fields for this Embeddable Schema, select the Design tab. Figure 9-9 Embeddable Schema Design tab 102 SDL Tridion R5

117 Content Management Implementation Guide 5.3 To create an Embeddable Schema: (Continued) 5 Click Add to add a new field. In the area on the right, fill in the following fields: XML Name the XML name of the field. This name can only contain letters without accents (A-Z, a-z), digits (0-9), underscores '_' and/or hyphens '-'. The first character of the XML name must be a letter or an underscore character. Description a description of the field. This description is used as the label for the input control for this field in the Component form the author will see. Type select a field type for this field. Refer to "Field types for Schemas" on page 106 for a description of each of the available field types and the parameters that can be set for each type. Chapter 9 Schemas Figure 9-10 Add a field 6 Repeat steps 4 and 5 to add additional fields. 7 To finish, click Save and Close on the toolbar. 103

118 Chapter 9 Schemas To create an Embeddable Schema: (Continued) 8 To specify the allowed Multimedia Types for Multimedia Components based on this Multimedia Schema, select one or more Multimedia Types from the left pane and click Add. The selected types appear in the Allowed Multimedia Types pane on the right. Figure 9-11 Added Multimedia Types 9 To add Metadata fields to this Multimedia Schema, so that content authors can enrich the Multimedia Component with metadata, select the Metadata Design tab and add fields as described in "Creating a Simple Schema for Components" on page If you want to, add a Workflow Association by selecting the Workflow tab and selecting a Workflow Process to associate with this Schema. If you do this, the Workflow Process will be applied to Multimedia Components that are created based on this Multimedia Schema. See also Chapter 12 "Workflow" on page To finish, click Save and Close on the toolbar. 9.5 Metadata Schemas Metadata is a definition or description of data. You can use Metadata Schemas to define metadata in the following types of items: Publications Folders Virtual Folders Structure Groups Pages Page Templates Component Templates 104 SDL Tridion R5

119 Content Management Implementation Guide 5.3 Template Building Blocks For examples of how metadata values can be used in the Content Manager, refer to Chapter 11 "Metadata" on page a Creating a Metadata Schema Create a Metadata Schema to define a set of fields that can capture metadata values. To create a Metadata Schema: Chapter 9 Schemas 1 In Content Manager Explorer, navigate to the Publication and Folder in which you want to create the Metadata Schema. 2 On the Content Manager Explorer toolbar, click the New Schema button. A New Schema window appears. Figure 9-12 New Schema window 3 On the General tab, fill in the following fields: Name the name of the Metadata Schema. Description a description of this Schema. Schema Type the type of Schema; in this case, select Metadata Schema. 4 To define fields for this Metadata Schema, select the Metadata Design tab. 105

120 Chapter 9 Schemas To create a Metadata Schema: (Continued) 5 Click Add to add a new field. In the area on the right, fill in the following fields: XML Name the XML name of the field. This name can only contain letters without accents (A-Z, a-z), digits (0-9), underscores '_' and/or hyphens '-'. The first character of the XML name must be a letter or an underscore character. Description a description of the field. This description is used as the label for the input control for this field in the form the author will see. Type select a field type for this field. Refer to "Field types for Schemas" on page 106 for a description of each of the available field types and the parameters that can be set for each type. 6 Repeat steps 4 and 5 to add additional fields. 7 To finish, click Save and Close on the toolbar. Results Users can use the Metadata Schema you created to add metadata values to Publications, Folders, Virtual Folders, Structure Groups, and Pages. If the Metadata Schema was created in a Blueprint Parent Publication, the Metadata Schema is shared to all Child Publications. 9.6 Parameter Schemas Parameter Schemas define the parameter data required by a Template or Template Building Block that is invoked within a Compound Template. Note For more information about Parameter Schemas, refer to the Templating Manual. 9.7 Field types for Schemas In the Content Manager, Simple Schemas use predefined field types with specific parameters. Schemas are editable using the Content Manager Explorer in an interface. 106 SDL Tridion R5

121 Content Management Implementation Guide 5.3 You can add the field types described in Table 9-1 to simple Content Manager Schemas. Each field type has some parameters. These are described in table 9-2. Table 9-1 Schema field types overview Field type Text fields Number fields Description Accepts alphanumeric values as a single line of text or multiple lines of text. May also allow formatting. Field parameters List fields Number of rows Rich text formatting Multiple values Default value Mandatory Custom URLs Accept numeric values. Date fields Accept dates and times. Embedded Schemas External links Multimedia links Component links Embed an existing Embeddable Schema into the Schema that you are creating. Accept external links. Accepts zero or more links that point to a Multimedia Component. Accepts zero or more links that point to a Component. Allow Multimedia Links Chapter 9 Schemas 107

122 Chapter 9 Schemas Table 9-2 describes the parameters that you may be able to set for some field types. Table 9-2 Field parameters Field parameter List fields Number of rows Rich text formatting Multiple values Default value Mandatory Custom URLs Description You can create list fields for, text fields, number fields, and date fields. List fields contain the following options: You can select the list type: - Drop-down list - Select box - Radio buttons -Check-boxes You can configure the following values: - The height of the list (for drop-down list or select box list types) - The number of values per line (for radio button or check-box list types) For more information about creating these field types refer to "List fields" on page 119. The number of rows that are displayed for a field in the form view of the Component. This parameter applies to text fields only. If you select Rich text formatting for a text field, you enable the content author to apply formatting to the text. For more information about rich text formatting options, refer to "Creating a format area field" on page 110. You can set a "multiple-value" parameter for all field types. This means that the field you are defining will accept more than one value for the same field. You can specify a default value for a field. If you mark a field as Mandatory, the content author must provide a value for this field in order to save the item. Custom URLs create a link from the field description to an HTTP page or to other files. You can, for example, use custom URLs for the following purposes: Provide customized help to the authors. Fill in field values through code. See also "Defining custom URLs" on page 121. Allow Multimedia Links This option is available for Component Link fields only. Enabling this value allows content authors to add either a Component Link or a Multimedia Link to a Component Link field. Use this option if you want to allow either type of content for a Component Link field. 108 SDL Tridion R5

123 Content Management Implementation Guide Text fields Text fields accept alphanumeric values as a single line of text or multiple lines of text. In addition, you can add the following attributes to a text field: Number of rows Rich text formatting (for text fields greater than 1 line) List fields Multiple values Default value Chapter 9 Schemas Mandatory Custom URLs This section describes: Creating a plain text field Creating a format area field 9.8.a Creating a plain text field You can create a plain text field in which content authors can enter alphanumeric values into a field. To create a plain text field: 1 From the Design tab or Metadata Design tab of the Schema that you are creating, fill in the following fields: XML Name This is the XML name of the field. The XML name can only contain letters without accents (A-Z, a-z), digits (0-9), underscores "_" and/or hyphens "-". The first character of the XML name must be a letter or an underscore character. Description A description of the field. This description is used as a label in the Component. Type Select Text. 2 Specify how many rows the field should contain. Note This setting does not constrain how many characters a user can type in the field, it only specifies how large the text field will appear in the Component editing form. To constrain the number of characters allowed in a field refer to "Constraining field content" on page To allow multiple field of this type, select Allow multiple values. This setting allows a content author to add more than one value to this field. 4 (Optional) To add default text to this field, enter text in the Default Value field. This text will appear in the field when a content author creates new content based on this Schema. 5 If you want to enforce that a field is filled in, ensure that the Mandatory check-box is selected. 6 In the Custom URL field, type the URL of to which you would like the description text of this field to link. For more information about Custom URLs, see "Defining custom URLs" on page

124 Chapter 9 Schemas 9.8.b Creating a format area field Format areas can contain both alpha-numeric values and formatting. A format area is a type of text field that allows for rich text formatting. Table 9-3 describes the format area properties that you can configure for a format area field. Table 9-3 Format area properties Property Document Type W3C Accessibility level Formatting features Description This setting determines the rules that are applied to this format area when Components based on this Schema are validated. You have the option of selecting Strict or Transitional document types. For more information about Strict and Transitional rules, consult the World Wide Web Consortium (W3C) description of these validation rules. Validation occurs when the content author: saves a Component presses the Validate button changes tabs in the format area Note that Strict and Transitional rules associated with a Schema have related formatting options. See table 9-4 for more information. The Web Content Accessibility Guidelines (WCAG) setting that you choose determines the accessibility validation rules that are applied to this format area. Validation occurs when the content author presses the Validate button. Allow authors to format text by enabling formatting options that will be made available in a toolbar. You can configure the following settings: Allowed actions Formatting actions that a user can perform on text within the format area. For example, if you disallow the Bold action, authors will not be able to make text bold. The allowed actions are, by default, constrained by the Document Type setting to ensure that the options available to authors corresponds with the accessibility level that you would like to apply to the format area. Table 9-4 describes the default formatting settings for the Transitional and Strict Document Types. Allowed styles Styles that a user can apply to text within a format area. These styles are configured using a cascading style sheet. For more information, see "Format area configurations" on page 79. Formatting XSLT An XSLT that is applied when a schema is saved. The XSLT applies transformation to the text in the Format Area. For example, you may use this option if your Page structure uses H1 formatting and you do not want the format area to apply the same formatting. 110 SDL Tridion R5

125 Content Management Implementation Guide 5.3 Table 9-3 Format area properties (Continued) Property Description The following example shows an XSLT transformation that changes any h1 tags to h2 tags. <xsl:stylesheet version="1.0" xmlns:xsl="http://www.w3.org/1999/xsl/transform" ><xsl:output method="xml"/> <xsl:template <xsl:copy> <xsl:apply-templates node()"/> </xsl:copy> </xsl:template> <xsl:template match="h1"> <h2><xsl:value-of select="."/></h2> </xsl:template> </xsl:stylesheet> Chapter 9 Schemas To create a format area: 1 From the Design tab or the Metadata Design tab of the Schema that you are creating, fill in the following fields: XML Name This is the XML name of the field. The XML name can only contain letters without accents (A-Z, a-z), digits (0-9), underscores "_" and/or hyphens "-". The first character of the XML name must be a letter or an underscore character. Description A description of the field. This description is used as a label in the Component. Type Select Text. 2 Specify how many rows the field should contain. Format areas must contain at least two rows. Note This setting does not constrain how many characters a user can type in the field, it only specifies how large the text field will appear in a Component. To constrain the number of characters allowed in a field refer to "Constraining field content" on page (Optional) To allow multiple field of this type, select Allow multiple values. This setting allows a content author to add more than one value to this field. 4 To set this text area as a format area, select Allow rich text formatting. 5 Select the Document type: Select Strict if you want to apply Strict nesting rules to the elements in this format area Select Transitional if you want to apply Transitional nesting rules to the elements in this format area 111

126 Chapter 9 Schemas To create a format area: (Continued) If you changed the Document type the following dialog opens (figure 9-13). You can use the default settings associated with the Document Type. This will ensure that content authors only have access to formatting options that are compatible with the Document Type. Figure 9-13 Document Type dialog For information about the default settings associated with these settings, see table Select the W3C Accessibility level that will be applied to this format area: none (default) WCAG Priority 1 WCAG Priority 2 WCAG Priority 3 7 Click Edit Formatting Features to specify the type of character formatting which content authors will be able to use in this format area. Note The setting that you selected for the Document type field determines the default formatting features that are allowed in a Format area. These defaults are described in Table 9-4 on page 113. Figure 9-14 Formatting features dialog 112 SDL Tridion R5

127 Content Management Implementation Guide 5.3 To create a format area: (Continued) 8 In the Formatting features dialog, you can edit the following: On the Allowed Actions tab, select the formatting actions that you would like to allow authors to perform when adding text to a format area. On the Allowed Styles tab, select the styles that you would like to allow authors to assign to text when adding text to a format area. (Optional) On the Filtering XSLT tab, define a transformation XSLT that will be applied to this format area. Click OK when you have modified the formatting features. 9 If you want the field to be populated with a default value, fill in the Default value field. 10 In the Schema window, enable the Mandatory check box if you want this field to be mandatory. 11 If applicable, select a Custom URL. For more information about adding Custom URLs to Schema fields, see "Defining custom URLs" on page 121. Chapter 9 Schemas Default format settings for Transitional and Strict Document Types The following table shows the default format options for transitional and strict document types. Table 9-4 Default format settings for Transitional and Strict document types Action Default selection Transitional Strict Bold Italic Underline Left align Center Right align Bullets Numbering Decrease Indent Increase Indent Font selection Background selection Insert Character Anchor Hyperlink Table 113

128 Chapter 9 Schemas Table 9-4 Default format settings for Transitional and Strict document types Action Default selection Transitional Strict Available only when "Table" is allowed Table Width Table Height Table Cell Spacing Table Cell Padding Table Horizontal alignment Table Border Size Table Border Style Table Border Color Table Background Color Cell Width Cell Height Cell Horizontal Alignment Cell Vertical Alignment Cell Background Color Insert image Insert horizontal line Section Heading 1 Available only when "Section" is allowed Heading 2 Heading 3 Heading 4 Heading 5 Heading 6 Style Set Language Abbreviation Current Element Load Images Source Preview 114 SDL Tridion R5

129 Content Management Implementation Guide Number fields Add a number field to a Schema to allow users to enter numeric values in a Component. Number fields accept numbers, decimals, and negative symbols. For information about how to create a List field with numeric values, refer to "List fields" on page 119. To create a number field: 1 From the Design tab or Metadata Design tab of the Schema that you are creating, fill in the following fields: Chapter 9 Schemas XML Name This is the XML name of the field. The XML name can only contain letters without accents (A-Z, a-z), digits (0-9), underscores "_" and/or hyphens "-". The first character of the XML name must be a letter or an underscore character. Description A description of the field. This description is used as a label in the Component. Type Select Number. 2 Set the following optional parameters for the number field: Multiple values (see also table 9-2) Default value (see also table 9-2) Mandatory (see also table 9-2) Defining custom URLs (see also 9.16 "Defining custom URLs" on page 121) 9.10 Date fields Add a date field to a Schema to allow content authors to enter dates in a Component. You can create multiple value date fields to allow content authors to add multiple dates. For information about how to create a List field with date values, refer to "List fields" on page 119. To create a date field: 1 From the Design tab or Metadata Design tab of the Schema that you are creating, fill in the following fields: XML Name This is the XML name of the field. The XML name can only contain letters without accents (A-Z, a-z), digits (0-9), underscores "_" and/or hyphens "-". The first character of the XML name must be a letter or an underscore character. Description A description of the field. This description is used as a label in the Component. Type Select Date. 115

130 Chapter 9 Schemas To create a date field: 2 Set the following optional parameters for this field: Multiple values (see also table 9-2) Default value (see also table 9-2) Mandatory (see also table 9-2) Defining custom URLs (see also 9.16 "Defining custom URLs" on page 121) 9.11 Embedded Schema fields Embedded or Embeddable Schemas capture standard field definitions that can then be used in one or more Schemas. For more information about Embeddable Schemas, refer to "Embeddable Schemas" on page 101. For example, you may have an Embeddable Schema called "Address" which defines a standard field set that can be used to capture addresses. You can add the Address schema to any schema that requires these standard address fields. Important: If you use more than one Embedded Schema in a Component Schema, ensure that each Embedded Schema has a different root element name. To add an Embedded Schema field: 1 From the Design tab or Metadata Design tab of the Schema that you are creating, fill in the following fields: XML Name This is the XML name of the field. The XML name can only contain letters without accents (A-Z, a-z), digits (0-9), underscores "_" and/or hyphens "-". The first character of the XML name must be a letter or an underscore character. Description A description of the field. This description is used as a label in the Component. Type Select Embedded Schema. 2 In the Schema to embed field, select the Embeddable Schema that you want to embed. 3 Set the following optional parameters for this field: Multiple values (see also table 9-2) Mandatory (see also table 9-2) Defining custom URLs (see also 9.16 "Defining custom URLs" on page 121) 116 SDL Tridion R5

131 Content Management Implementation Guide External link fields Add an External Link field to allow content authors to add links to any URL-addressable resource. To add an Embedded Schema field: 1 From the Design tab or Metadata Design tab of the Schema that you are creating, fill in the following fields: XML Name This is the XML name of the field. The XML name can only contain letters without accents (A-Z, a-z), digits (0-9), underscores "_" and/or hyphens "-". The first character of the XML name must be a letter or an underscore character. Description A description of the field. This description is used as a label in the Component. Chapter 9 Schemas Type Select External link. 2 Set the following optional parameters for this field: Multiple values (see also table 9-2) Mandatory (see also table 9-2) Defining custom URLs (see also "Defining custom URLs" on page 121) When displayed in a Component, the external link field allows a content author to add a link to an external resource, such as a Web address (using an address (using mailto:) or to a resource using another protocol, for example, FTP or HTTPS Multimedia link fields Add a multimedia link field to a schema to allow content authors to create a link to a multimedia Component. You can specify the schemas upon which the selectable Multimedia Components must be based, or you can allow the content author to link to any multimedia Component. 117

132 Chapter 9 Schemas For example, if you wanted to allow an author to add any kind of multimedia link to the Component, you do not need to specify a Component. On the other hand, if you want to allow only a jpg image, you could select an appropriate multimedia schema that allows for jpg content only. To add a multimedia link field: 1 From the Design tab or Metadata Design tab of the Schema that you are creating, fill in the following fields: XML Name This is the XML name of the field. The XML name can only contain letters without accents (A-Z, a-z), digits (0-9), underscores "_" and/or hyphens "-". The first character of the XML name must be a letter or an underscore character. Description A description of the field. This description is used as a label in the Component. Type Select Multimedia link. 2 Do one of the following: To ensure that content authors can only link to a multimedia Component based on specific Multimedia Schemas, select one or more Available Schemas and add it to the Allowed Schema pane. To allow content authors to add any multimedia content based on any multimedia schema, select nothing. 3 Set the following optional parameters for this field: Multiple values (see also table 9-2) Default value (see also table 9-2) select a default Multimedia Link from available Multimedia Components Mandatory (see also table 9-2) Defining custom URLs (see also "Defining custom URLs" on page 121) 9.14 Component link fields Add a Component link field to a Schema to allow content authors to create a link to a Component. You can also allow an author to add a multimedia Component using this field type. You can specify the Schemas upon which the selectable Components must be based, or you can allow the content author to link to any Component. 118 SDL Tridion R5

133 Content Management Implementation Guide 5.3 For example, if you wanted to allow an author to add any kind of link to the Component, you do not need to specify a Component. On the other hand, if you want to ensure that author links to a specific kind of content, you can select an appropriate schema that allows for that content only. To add a component link field: 1 From the Design tab or Metadata Design tab of the Schema that you are creating, fill in the following fields: XML Name This is the XML name of the field. The XML name can only contain letters without accents (A-Z, a-z), digits (0-9), underscores "_" and/or hyphens "-". The first character of the XML name must be a letter or an underscore character. Description A description of the field. This description is used as a label in the Component. Chapter 9 Schemas Type Select Component link. 2 Do one of the following: To ensure that content authors can only link to a multimedia Component based on specific Schemas, select one or more Available Schemas and add it to the Allowed Schema pane. To allow content authors to add any Component based on any schema, select nothing. 3 Set the following optional parameters for this field: Multiple values (see also table 9-2) Default value (see also table 9-2) select a default Component Link from existing Components Mandatory (see also table 9-2) Defining custom URLs (see also "Defining custom URLs" on page 121) 9.15 List fields You can create list fields for the following field types: Text fields (single line only) Number fields Date fields List fields contain the following options: You can define list values using predefined Categories (see Chapter 6 "Categories and Keywords" on page 71) or create your own list values You can select the list type: Drop-down list Select box Radio buttons Check-boxes 119

134 Chapter 9 Schemas You can configure the following values: The height of list (for drop-down list or select box list types) The number of values per line (for radio button or check-box list types) You can select the Allow multiple values box if you want Users to be able to select more than one value for drop-down lists and select boxes. You can select or deselect the Mandatory box. This box determines if the field must be filled in or not. (This is not an option for radio button lists since Radio button lists are mandatory.) Important: In a Blueprint, you cannot localize list values. Select a Category with related Keywords if you want these values to be localized in a Child Publication since Categories and Keywords can be localized. To create a list field: 1 From the Design tab or Metadata Design tab of the Schema that you are creating, fill in the following fields: XML Name This is the XML name of the field. The XML name can only contain letters without accents (A-Z, a-z), digits (0-9), underscores "_" and/or hyphens "-". The first character of the XML name must be a letter or an underscore character. Description A description of the field. This description is used as a label in the Component. Type Select one of the following field types: Text field Number field Date field 2 Select Values will be selected from a list. 3 Do one of the following: to create a list using your own values, go to step 4. to create a list using a predefined Category, go to step 5. 4 To add a value, click the Add button. In the popup, add a value that corresponds with the field type you selected, and click OK. Repeat for each value that you want to add. 5 To add values from a predefined Category, select Category. Select a Category from the drop-down list. The Values field displays a list of Keywords for that Category. Go to step 6. 6 Fill in the following fields: Select a List type. For Select box and Drop-down list types, specify the height of the field in the Height field. If you want the User to be able to select only one value, uncheck Allow multiple values. For Radio button and Check-boxes, specify the number of values that should appear per row. 120 SDL Tridion R5

135 Content Management Implementation Guide 5.3 To create a list field: (Continued) 9.16 Defining custom URLs 7 If you do not want this field to be mandatory, uncheck the Mandatory check-box. Note This field is always mandatory if the type is radio buttons. 8 If you want a default selection for this field, select a default value from the Default value drop-down field. Chapter 9 Schemas When adding a field to a Schema, you can specify a Custom URL. You may link to the same page for multiple fields. The Custom URL field allows you to turn field names into a hyperlink to an HTTP page or to other files. For example, you can use custom URLs for the following purposes: Provide customized help to content authors for the field Fill in field values through code To create a custom URL, you need to create an HTML Page to which you will link. After you have created an HTML page, you can specify the link for any field in a Schema. This URL has to be set on each of the fields you want to have a link. Figure 9-15 Custom URL property of a schema field You can set a Custom URL for any field type. Embedded Schema fields may have a Custom URL, however, you cannot set or retrieve the value since this field type does not contain data, only other fields. When a content editor creates an item that uses the schema (such as a Component) the description of the field is clickable. When the content author clicks on the description, a new window appears which loads the URL you specified in the Schema. Figure 9-16 A custom URL with associated help text 121

136 Chapter 9 Schemas 9.16.a Window arguments When a content author clicks the description of a field, arguments are passed to the Custom URL. You can access these arguments using client-side scripting by using the dialogarguments property of the window object. For example: // Add a new paragraph showing the XML name of the current field var newparagraph = document.createelement("p"); newparagraph.innertext = window.dialogarguments.fieldname; document.body.appendchild(newparagraph); The window arguments that are passed to the custom URL are described in table 9-5. Table 9-5 Window arguments Argument fieldname fieldtype fieldvalue islist ismultivalued isnewitem itemuri listtype orgitemuri publicationuri schemauri windowref xml Description The XML Name of the current field. The field type, as defined by the XSD. For example SingleLineTextField, DateField, etc. The current value(s) of the field. This is always an array, even for single-value fields. true if the field is a list (checkboxes, radio buttons, keywords, etc.); false otherwise. true if the field can contain more than one value; false otherwise. true if the current SDL Tridion item is a new item (not saved yet); false otherwise. The ID of the current SDL Tridion item. The type of list: "radio", "checkbox", "dropdown", or "selectbox". The ID of the Parent Folder, Structure Group, or Publication. The ID of the publication containing the current SDL Tridion item. Note: When editing shared or localized items, the value contains the Child publication ID - not the Parent. The ID of the Schema associated with the SDL Tridion item. A reference to a frame in the editing screen. This argument allows direct access to the editing screen. The complete XML of the item, from the last time it was saved. For new items, this contains the default XML of the item b URL parameters You can access the window arguments on the server in an Active Server Page, for example. You can pass the arguments described in table 9-5 to your page as a query string parameter, with the exception of windowref and xml. In your custom URL, you specify the argument you want surrounded by the % sign. The part surrounded by percentage signs will then be replaced by the value of the argument that the query represents. For example: 122 SDL Tridion R5

137 Content Management Implementation Guide 5.3 The custom URL /CustomURL/MyPage.asp?currentField=%fieldName%&currentValue=%fieldValue%& componentid=%itemuri% becomes /CustomURL/MyPage.asp?currentField=Author&currentValue=Arnout%20Grootveld &componentid=tcm: c Using a Custom URL to fill in the value of a field Chapter 9 Schemas To fill the value of a field, your HTML page needs to set the window's returnvalue property of the window object. Note: The returnvalue should always be set to an array, even for single-value fields. Make note of the following special cases: Date fields The value must be a valid XML date. The format is YYYY-MM-DDTHH:MM:SS (for example: T16:54:56). Note that "T" separates the date and the time. Multivalued fields Should use an array for the returnvalue. Each entry in the array represents a value to insert in the field. Component and Multimedia Link fields The value must be a valid item ID (URI). Optionally, you also specify a title that will be displayed to the user. For example (JavaScript): var newvalue = new Array(); switch (window.dialogarguments.fieldtype) { case "ComponentLinkField": case "MultimediaLinkField": // Using an array within the array in order to set both ID and Title of // the linked Components newvalue[0] = new Array("tcm:2-22", "Title of linked Component"); break; case DateField : newvalue[0] = T15:49:00 ; break; [...] default: newvalue[0] = "First value"; newvalue[1] = "Second value"; break; } 123

138 Chapter 9 Schemas window.returnvalue = newvalue; Important: If you use the Custom URL to fill in fields, Internet Explorer does not return any values from the Custom URL to the Component unless the custom URL is in the same domain (including protocol) as the Content Manager Explorer. You can work around this by using a virtual directory in IIS. 124 SDL Tridion R5

139 Content Management Implementation Guide d Modal dialogs Internet Explorer has some problems with modal dialogs. Since all custom URLs the Pages that you are linking to open in a modal dialog, you may encounter the following problems: You cannot use URL parameters if you are opening an HTML file. The parameters are stripped and therefore not accessible in the HTML page. You cannot specify anchors in the URL to open (regardless of file type). Again, the anchor is stripped from the URL and therefore ignored in the dialog. Any links (href) in the dialog will be opened in a new window. Chapter 9 Schemas You can work around these issues in the following ways: If you require URL parameters, use an ASP page or other server processed file types. To specify anchors, pass a URL parameter with the name of the anchor to the ASP page. Use the location.hash property to manually jump to the specified anchor. To open links in the same window, use the onclick attribute instead of href. Set the style of the link as appropriate. 125

140 Chapter 9 Schemas 9.17 Constraining field content From the source of a Schema, you can add additional field constraints to some Schema field types. These constraints are called facets. Facets constrain the properties of the field type. Components based on schemas that use these facets can still be edited in the Content Manager Explorer. These facets are described in Table 9-6. Table 9-6 Field content constraints Facet name minlength maxlength pattern Description and example Defines a minimum number of units of length. The following example is a text field that requires a minimum of 2 characters. <xsd:element name="singlelinetextwithminlengthfacet"> <xsd:simpletype> <xsd:restriction base="xsd:normalizedstring"> <xsd:minlength value="2"/> </xsd:restriction> </xsd:simpletype> </xsd:element> Constrains the maximum length of field content. The following example is a text field that allows a maximum length of 123 characters. <xsd:element name="singlelinetextwithmaxlengthfacet"> <xsd:simpletype> <xsd:restriction base="xsd:normalizedstring"> <xsd:maxlength value="123"/> </xsd:restriction> </xsd:simpletype> </xsd:element> Constrains the pattern of characters in the field. The following example is a text field that used to capture a Stock Keeping Unit (SKU) number. The pattern facet constrains the values of the SKU using the expression "\d{5}-[a-z]{2}" that is read "five digits followed by a hyphen followed by two upper-case ASCII letters": <xsd:element name="skuwithpatternfacet"> <xsd:simpletype> <xsd:restriction base="xsd:normalizedstring"> <xsd:pattern value="\d{5}-[a-z]{2}"/> </xsd:restriction> </xsd:simpletype> </xsd:element> 126 SDL Tridion R5

141 Content Management Implementation Guide 5.3 Table 9-6 Field content constraints (Continued) Facet name mininclusive and minexclusive maxinclusive and maxexclusive totaldigits Description and example Defines lowest accepted value. mininclusive defines the lowest accepted value, whereas minexclusive defines the lowest unaccepted value. (For example, if mininclusive=1, then 1 is accepted, but is not. If minexclusive=1, then 1.0 is not accepted, but is.) The following example is a number field that accepts a lowest value of "1". <xsd:element name="number"> <xsd:simpletype> <xsd:restriction base="xsd:decimal"> <xsd:mininclusive value="1"/> </xsd:restriction> </xsd:simpletype> </xsd:element> Defines the highest accepted value. maxinclusive defines the highest accepted value, whereas maxexclusive defines the highest unaccepted value. (For example, if maxinclusive=100, then 100 is accepted, but is not. If maxexclusive=100, then 100 is not accepted, but is.) The following example is a number field that does not accept a highest value of "101". <xsd:element name="number"> <xsd:simpletype> <xsd:restriction base="xsd:decimal"> <xsd:maxexclusive value="101"/> </xsd:restriction> </xsd:simpletype> </xsd:element> Defines the maximum number of digits in a number field. The facet value must be a positive integer. The following example is a number field that accepts values up to 8 digits (For example, is accepted, but is not). <xsd:element name="number"> <xsd:simpletype> <xsd:restriction base="xsd:decimal"> <xsd:totaldigits value="8"/> </xsd:restriction> </xsd:simpletype> </xsd:element> fractiondigits Defines the maximum number of fractions digits. The facet value must be a positive integer. The following example is a number field that accepts less than or 2 fractional digits (For example,.89 is accepted, but.234 is not) <xsd:element name="number"> <xsd:simpletype> <xsd:restriction base="xsd:decimal"> <xsd:fractiondigits value="2"/> </xsd:restriction> </xsd:simpletype> </xsd:element> Chapter 9 Schemas 127

142 Chapter 9 Schemas These facets can be applied to single-line text fields, number fields and date fields. Other Web Schema field types such as multi-line text fields, XHTML, Component links, multimedia links, and external links do not apply. Table 9-7 describes the facets that can be applied to specific field types. Table 9-7 Facets that can be used for specific field types Single-line text fields Number fields Date fields minlength maxlength pattern mininclusive and minexclusive maxinclusive and maxexclusive totaldigits fractiondigits The following example depicts a Schema in which multiple facets are combined: <xsd:element name="numberfieldwithmultiplefacets"> <xsd:simpletype> <xsd:restriction base="xsd:decimal"> <xsd:totaldigits value="4"/> <xsd:fractiondigits value="2"/> <xsd:mininclusive value="10"/> <xsd:maxinclusive value="20"/> </xsd:restriction> </xsd:simpletype> </xsd:element> This describes a number field in which: the total number of digits (including fraction digits) is 4 the total number of fraction digits is 2 the lowest accepted number is 10 and the highest accepted number is 20 As a result, the field value and 19.9 would be accepted values, whereas, 32.5 and would not be accepted. 128 SDL Tridion R5

143 Content Management Implementation Guide Editing a Schema Prerequisites Edit a Schema to modify the Schema. Changes to the Schema affect all items that use it. Important: If fields are removed from the Schema, or a Schema field type is changed, data will be lost in the items that used these fields. To edit a Schema, you must have Schema Management rights and write permissions for the containing Folder. To edit the Workflow Association for a Schema or a Multimedia Schema, you must also have Workflow Management rights. Chapter 9 Schemas You can only change the Schema type, fields, and properties in a Schema if the Schema is not used. It is possible for you to add fields. However, if these fields are mandatory, errors may occur within the Component unless mandatory information is added to the Component. In a Child Blueprint Publication, the Schema must be a local item or a local copy. If a Schema is a local copy, you cannot modify the Schema type or the XML name of fields. To edit a Schema: 1 In Content Manager Explorer, navigate to the Folder in which the Schema you want to edit is located. 2 In the list view, highlight the Schema and click the Open button on the toolbar. 3 Edit as necessary. 4 Click the Save and Close button on the toolbar. Results The Schema is edited. Changes to the Schema affect all items that use it. Blueprint: If the Schema is edited in a Blueprint Parent Publication, the changes to the Schema have an effect in all Child Publications that use the Schema. Version number: The version number of the edited Schema is increased by "1.0" if the item is saved and closed. If the item is still checked-out or in Workflow, the version number is increased by "0.1". Workflow: If the Schema has an associated Workflow Process Definition, any Components based on the Schema will be placed in Workflow and assigned to the User that created or edited the Component. See also For information about deleting, moving, or copying a Schema, see the general guidelines described in the User Manual. 129

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145 Content Management Implementation Guide 5.3 Chapter 10 Event Log System administrators can view Content Manager events using the Event Log, which can be viewed from the Content Manager Explorer or using the Windows Event Viewer. Figure 10-1 Content Manager Event Log A system administrator can either view all events or enter criteria to view a filtered list of events. Errors are logged to the Event Log according to severity: Information These messages are advisory only Warning Business rule violation and known error conditions Error Unknown and critical error conditions It is also possible to use the Tridion Event System to create events. For more information, refer to the Maintenance Guide. This chapter describes: Logging database settings Error classification Filtering the events displayed in the Event Log 131

146 Chapter 10 Event Log 10.1 Logging database settings The Content Manager logging service moves logging messages from the Microsoft Message Queue (MSMQ) to the Logging Database. This logging database, which captures information about Username, password, and log file settings, is created before the Content Manager is installed using the SDL Tridion Database Manager. In addition, you can configure the following logging settings (table 10-1) in the SDL Tridion MMC Snap-in configuration environment: Table 10-1 Logging settings Setting Directory use for File logging Filename used for File logging Minimum level for messages Minimum level for NT messages Queue Path Value The path to the logging file. This directory is used by the Logging Service to log to file if logging to the database and/or Event Log fails. This property is empty by default. The file name used for the logging file. This file name is used by the Logging Service if logging to the database and/or the Event Log fails. The default value is Tridion_CM.log. The minimum level of the log message to be stored in the logging database. The default value is 4. 1 = only errors are logged 2 = errors and warnings are logged 4 = errors, warnings, and information messages are logged For example, if the severity of the error is "warning" (2) and this setting is set to "error" (1), these messages will not be transferred to the Logging Database. The minimum level of the log message to be stored in the NT Event Log. The default value is 4. 1 = only errors are logged 2 = errors and warnings are logged 4 = errors, warnings, and information messages are logged For example, if the severity of the error is "warning" (2) and this setting is set to "error" (1), these messages will not be transferred to Windows event log. The Message Queue name used by the Logging Service for sending logging messages. This value is User defined during installation. See also For more information about accessing the SDL Tridion MMC Snap-in, refer to the Maintenance Guide. 132 SDL Tridion R5

147 Content Management Implementation Guide Error classification Each error logged to the event log is classified according to the following information (table 10-2): Table 10-2 Error classification Display Severity Date/Time Source Description Each error in the event log is classified according to severity: Information These messages are advisory only. Warning Business rule violation and known error conditions. Error Unknown and critical error conditions. The date of the logged event. The architectural components within the product: Authentication ISAPI Authentication Filter Configuration TDSXGit Configuration Event handler Custom event system code Kernel XMLResponder, Tridion Object Model (TOM), Business Layer (BL), DAL, TDSSystem, L10N, I18N Logging Service Errors raised by the Logging Service Protocol Handler Errors raised by the Protocol Handler Publisher Service Errors raised by the Publisher Service Scheduler Errors raised by the Scheduler Search Service Errors raised by the Search Service Template Errors raised by Component Template or Page Template code Transport Service Backward compatibility to the Content Distributor Workflow Script Errors raised by automatic activity code Workflow Service Errors raised by the Workflow Service Chapter 10 Event Log 133

148 Chapter 10 Event Log Table 10-2 Error classification (Continued) Display Category User Server Description Category The functional area within the product: Blueprinting Configuration (errors in Content Configuration) Data (for example, and invalid URI) Database; Event System File Access (for external Multimedia Components) General (SDL Tridion Server) Localization Logging Multiple Operations Profiling Publishing (Publish) Rendering (Render Engine) Scheduling Search Security Structure (for example, you cannot create more than one root Structure Group) System (Fatal system errors) Transport Service Validation (for example, invalid XML) Versioning Where Used Workflow The User that was logged in when the event occurred. The server on which the event occurred. A system administrator can filter the events that are displayed by specifying filter criteria or by changing the original filter information and can also view individual errors and their associated details. 134 SDL Tridion R5

149 Content Management Implementation Guide Filtering the events displayed in the Event Log To view the Event Log, you must have system administration privileges. The default filter settings are the following: today s date the default time range is 00:00 to 23:59 the default number of lines is 100 To specify filter criteria in the Event Log: 1 In the Content Manager Explorer, navigate to the System Administration node in the navigation tree. Select Event Log. Chapter 10 Event Log Figure 10-2 Event Log 2 On the Date tab, you can specify the following criteria: To specify a start date, click the Select Date button and select the first date of logged events. To specify an end date, click the Select Date button, and select the last day of logged events. Specify the number of lines you want to display (optional). 3 To specify advanced filter criteria, select the Advanced tab and specify a single value for any or all of the following fields: User Server Source Category You can also select one, some or all of the checkboxes under Message severity to indicate which severity type(s) of message you want to see. By default, the Event Log shows messages of all severity types. For information about all of these settings, refer to Table 10-2 "Error classification" on page

150 Chapter 10 Event Log To specify filter criteria in the Event Log: (Continued) Figure 10-3 Error Log Advanced tab 4 Click Show Log. Results All events that passed through the filter are displayed. The data is initially sorted by time with the most recent events first. You can further sort the button by clicking on the top of a list heading: Severity Date/Time Source Category User Server 10.3.a Viewing an event message You can view an event message from the list by doing one of the following: Double-click on a message Right-click on a message and select View Details A pop-up window appears that displays the description of the event. Figure 10-4 Event description 136 SDL Tridion R5

151 Content Management Implementation Guide 5.3 Chapter 11 Metadata Metadata is data about data. The Content Manager allows you to add metadata to Components, Multimedia Components, Folders, Structure Groups, Publications, Page Templates, Component Templates, and Template Building Blocks. Metadata includes system-generated metadata, as well as user-defined metadata. User defined metadata is based on Metadata Schemas (see "Metadata Schemas" on page 104). This metadata can be used in a number of different ways. For example, metadata can enhance Web site indexing, and it can enable Users to change the behavior of Templates without actually having to modify template code. This chapter describes some ways in which metadata can be used Component metadata When a Schema includes metadata design, metadata can be added to a Component on the metadata tab. The structure of the metadata fields originates in the Schema design. Component metadata is typically used on a Web site as metadata tags. This metadata is often used on Pages that contain only one Component Presentation. These metadata fields may include, for example: Author name Author Publish date Offline date Keywords 137

152 Chapter 11 Metadata 11.2 Multimedia Component metadata Metadata that is added to Multimedia Components is usually information about the multimedia file. For example, the metadata associated with a multimedia Component, could provide information about the binary file: Images: copyright, description, category MS Office files: keywords, author(s), description, and revision number Flash: movie screen size, length 11.3 Folder metadata and Virtual Folder metadata Folder metadata is often used: To provide a metadata set to all of the Components in a Folder For events that are triggered by Components in a Folder. For example, an automatic publishing event creates and publishes Pages. Folder metadata can specify which Page Template, Component Template, and target to use when publishing. While it is possible to hard-coded this information in an event, it may be more useful to retrieve this information from Folder metadata and reuse the event in different Folders Structure Group metadata When Pages that are Grouped together in a Structure Group Page, a Structure Group can be used to: Add shared metadata to Pages such as news section or product Group Change page layout by Structure Group (for example, background image, color settings, or other common features). Generate the Web site menu through JavaScript functions By storing this information in metadata fields, the actual Page Template does not need to be modified, rather the Page Template can use the information provided by the metadata fields (the metadata acts as parameters to the Template). As a result, Users can make changes to Web site areas without having to modify the templates Publication metadata Publication metadata can be used to set metadata tags for all of the Pages in a site. 138 SDL Tridion R5

153 Content Management Implementation Guide Page metadata For example, this metadata could be used to: Add the company name to all Pages as a metadata tag Support multilingual sites For multiple Publications in different languages, it is possible to eliminate hard-coded text from templates. By adding a list of words as metadata fields, templates can refer to the metadata values, which can be localized for each Publication. Chapter 11 Metadata Metadata can be used to enhance search functionality by allowing search engines to search for Page metadata. This allows search for keywords, specific subjects, or authors rather than searching text without context. Index pages can be generated from a search engine using metadata on Pages. The index page can result from a query that is sent to a search engine when a Page is requested. For example, if a travel site sells both plane tickets and hotels, the hotel index can be a search for all pages that have the meta tag of hotels. It is also possible to find related items as a set of links. These links can be generated by a search engine using a search for metadata. Archives are often used for news items and press releases. By using an index page with a search engine it is possible to add a date parameter that allows the results to be displayed based on a date. As a result, the manual task of moving Pages to an archive directory can be avoided Template metadata Metadata can be used to define constants in Page Templates, Component Templates, and Template Building Blocks. For example, you could allow the user to define the position of a Component Presentation on a Page (that consists of two columns) by specifying a metadata property on the Component Template. Note The values of template metadata are not published and can only be used within the template. 139

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155 Content Management Implementation Guide 5.3 Chapter 12 Workflow Workflow is defined in its simplest form as the movement of tasks through a work process. It ensures that specific individuals perform activities in a specific sequence. SDL Tridion Workflow is comprised of the following: A Workflow Process Definition, or Process Definition for short, contains the design of a Workflow. In a Process Definition you define a series of activities and assignees to ensure that specific tasks follow distinct steps to completion. When a Process Definition is applied to an item, each time the item is edited it enters into a Workflow Process, or Workflow Process for short. Each activity in a series of activities is started and finished by an assignee according to the Process Definition defined for the item. You create Process Definitions in Microsoft Visio using the Visio Workflow Designer, an add-in to Microsoft Visio that provides a SDL Tridion specific toolbar and buttons. The interface allows you to create a flow of manual (performed by a User) and automatic (performed by the system) activities that you can then save to the Content Manager. You can then associate the Process Definition to Components (via Schemas), Pages (via Structure Groups), or Page or Component Templates (via a Publication). The following image shows the default Component Process definition: Figure 12-1 A Process Definition 141

156 Chapter 12 Workflow A Process Definition often represents a business process and defines the following: A network of activities and their relationships Criteria for the start and completion of an activity Information about the individual activities such as the participants (assignees) The actions that are to be performed The Publication in which the definition can be used When an item enters Workflow, as each activity in the process is completed, the next activity is assigned to the next assignee until the Workflow Process is complete. Refer to the Installation Manual to learn how to install the Visio Workflow Server, the server side of the Workflow functionality, and how to install Visio Workflow Designer, the client-side plug-in. Refer to the Upgrade Manual to learn how to upgrade the Visio Workflow Server, the server side of the Workflow functionality, and how to install Visio Workflow Designer, the client-side plug-in. This chapter describes the following: Workflow overview Approval Status Process Definitions Process Associations Process Definitions List Process Associations List Process Instances List Process History list Workflow auditing Workflow and the Event System Automatic Workflow Activities 142 SDL Tridion R5

157 Content Management Implementation Guide Workflow overview A Workflow Process consists of a series of linked activities. An activity is a specific piece of work, for example, creating a Component. To create and assign Workflow Processes to an item type: 1 If necessary, create Approval Status definitions. These statuses are system-wide for the Content Manager. You can define an Approval Status for each activity in a Process Definition. If an activity has an associated Approval Status, the item gets that Approval Status when the activity is finished. Chapter 12 Workflow You can also add a Minimum Approval Status to a Publication Target. A Minimum Approval Status is the status that an item in Workflow must have in order to be published to that Publication Target. Note For more information, see "Approval Status" on page Create Process Definitions. You create Process Definitions using the Workflow Designer plug-in for Microsoft Visio. The Workflow Designer plug-in provides you with specific SDL Tridion Workflow shapes that you can use to define the following activities: Manual activities Manual decision activities Automatic activities Automatic decision activities Note For more information, see "Process Definitions" on page Create Process Associations. When you have created a Process Definition, you can apply it to the following types of Content Manager items: Components through Schema associations if a User creates or edits a Component that uses a Schema with a Workflow Association, the Component enters the associated Workflow Process. Pages through Structure Group associations if a User creates or edits a Page in a Structure Group that has a Workflow Association, the Page enters the associated Workflow Process. Component Templates and Page Templates through Publication associations if a User creates or edits a Component Template or Page Templates in a Publication that has a Workflow Association, the Template enters the associated Workflow Process. Note For more information, see "Process Associations" on page

158 Chapter 12 Workflow To create and assign Workflow Processes to an item type: 4 Create an item that will trigger a Workflow Process (for example, a Component based on a Schema that has a Workflow Association). When an item enters a Workflow Process, the item appears in the Work List (in the navigation tree) of the User that created or edited the item. When an activity is finished, it appears in the Assignment List of the next activity s assignee. Figure 12-2 User Work Items The assignee can Start work on the item from the Assignment List. After a User has started work on an item, it appears in their Work List. When the assignee has completed the activity on the item, the assignee indicates that the activity is Finished. The item then appears in the Assignment List of the Group or User to whom the next activity on the item is assigned. In addition, the Workflow Process assigns the item an Approval Status that is associated with the activity that has just been completed (if such an Approval Status has been set). Note For more information about how users start and finish activities and Workflow Processes, refer to the User Manual a Workflow Management Manage Workflow Processes by accessing the Content Manager Explorer and navigating to the node System Administration > Workflow Management, which contains the following items: Approval Status List lists the Approval Statuses that can be assigned to an item after an activity is completed. Process definitions lists all of the Workflow Process Definitions within the Content Manager. You can delete a Process Definition from this list. Process associations lists all the items (Schemas, Structure Groups and Publications) that have an associated Workflow Process. Process instances displays the Workflow Processes that are currently in progress. Process histories displays the Workflow Processes that are finished. 144 SDL Tridion R5

159 Content Management Implementation Guide 5.3 Chapter 12 Workflow Figure 12-3 Workflow Management 12.1.b Starting a Workflow process on rollback Rollback allows you to create a new version based on a previous version: you make a previous version the current version when you rollback to an item. You can configure the Content Manager to trigger a Workflow process when rollback is executed on Components, Pages, Component Templates, and Page Templates that have an associated Workflow Process. This trigger is configurable in the SDL Tridion MMC Snap-in configuration environment using the following setting: Workflow Settings > Start workflow process on rollback. Note For more information about rollback, see the User Manual. For more information about the MMC Snap-in, see the Maintenance Guide Approval Status An Approval Status, if set on an activity, is assigned to an item after an activity is completed in a Workflow Process. You can create one or more Approval Statuses or you can use existing Approval Statuses. The default Approval Status is Undefined. This non-modifiable status always has the lowest hierarchical importance. You can also add an Approval Status to a Publication Target to become its Minimum Approval Status. A Minimum Approval Status is the status that an item in Workflow must have in order to be published to that Publication Target. 145

160 Chapter 12 Workflow For example, a Workflow Process called Feature Article may consist of the following activities and Approval Statuses: Table 12-1 Approval Statuses example When this activity finishes... Write First Edit Revise Second Edit Final Approval...the item has this Approval Status First Draft First Edit Complete Second Draft Final Edit Approved Final Copy Approval Statuses are shared in all Publications and can be used in any Workflow Process. Only one set of Approval Statuses can be created. Note If an item is not in Workflow and does not have a Workflow Association, its Approval Status is Undefined. If an item is in Workflow but does not (yet) have an Approval Status, its status is Unapproved a Viewing the existing Approval Status list You can view the existing Approval Status list in the Content Manager Explorer. Prerequisites To view the Approval Status list you must have Workflow Management rights. To view the existing approval status list: In Content Manager Explorer navigate to System Administration > Workflow Management > Approval Status List. The Approval Status List is displayed in the right hand pane. Results The Approval Status list is displayed b Creating an Approval Status Create an Approval Status so that you can assign it to an item after an activity in a Workflow Process is completed. Approval statuses are system-wide and can be used in any Process Definition. The default Approval Status is Undefined. This non-modifiable status always has the lowest hierarchical importance. Prerequisites A User with Workflow Management rights can create an Approval Status. To create an Approval Status: 1 From the Navigation Tree, select System Administration > Workflow Administration > Approval Status List. 2 Select a position in the Approval Status List. 3 Click the Add button. An Add window appears. 146 SDL Tridion R5

161 Content Management Implementation Guide 5.3 Results To create an Approval Status: 4 Type the value of the Approval Status you want to add and click OK. 5 Do one of the following: to reorder the Statuses, select the Status you want to move and click the Move Up or Move Down buttons. to edit the name of an Approval Status, select the Status you want to edit and click the Edit button, modify the value, and click OK. to save the Status List, click Save and Close on the toolbar. An Approval Status is added to the Content Manager. Chapter 12 Workflow 12.2.c Editing an Approval Status Edit an Approval Status to modify its value. Prerequisites You can edit an Approval Status if you have Workflow Management rights. To edit an Approval Status: 1 From the Navigation Tree, select System Administration > Workflow Administration > Approval Status List. 2 Select the Approval Status you want to edit and click Edit. 3 In the dialog, modify the value and click OK. 4 Do one of the following: to edit another Approval Status, go to step 2. to reorder the Statuses, select the Status you want to move and click the Move Up or Move Down buttons. to save the Approval Status List, click the Save and Close button on the toolbar. Results The Approval Status is modified d Deleting an Approval Status Delete an Approval Status to remove the status from the Content Manager. Prerequisites Note You can only delete an Approval Status if it is not used in a Process Definition. When you save the Approval Status list, the Content Manager checks if the status you want to delete is in use. To delete an Approval Status you must have Workflow Management rights. To delete an Approval Status: 1 From the Navigation Tree, select System Administration > Workflow Administration > Approval Status List. 2 Select the Approval Status you want to delete and click Remove. 147

162 Chapter 12 Workflow To delete an Approval Status: 3 Do one of the following: to delete another Approval Status, repeat step 2 to save the Approval Status List, click the Save and Close button on the toolbar Results The Approval Status is removed from the Content Manager Process Definitions When you create a Process Definition, you define the following: The Publication or Publications in which the Process Definition can be used Activities: Activity types (Manual, Manual Decision, Automatic, Automatic Decision) Activity descriptions Assignees (optional) Approval Status Relationships between activities As each activity is completed, the next activity is assigned to the next assignee until the Workflow Process in complete. Important: To create or edit Process Definitions you need to have Workflow Management permissions. For more information, see "Publication security settings" on page 11. You use the Visio Workflow Designer to create Process Definitions. This Visio plug-in provides Content Manager-specific buttons that allow you to create a flow of manual (performed by a User) and automatic (performed by the system) activities. This section describes: Visio Workflow Designer interface Default Process Definitions Creating a Process Definition Creating an automatic activity Editing a Process Definition Localizing or unlocalizing Process Definitions Modifying shared Process Definitions Deleting shared Process Definitions Changing BluePrint Priorities 148 SDL Tridion R5

163 Content Management Implementation Guide a Visio Workflow Designer interface To access the Visio Workflow Designer plug-in: Open Microsoft Visio. Click the New Tridion Workflow Process Definition button. When you access the Visio Workflow Designer, the following screen appears: Chapter 12 Workflow Figure 12-4 Visio Workflow Designer Figure 12-4 shows the toolbars and buttons that you can use to create a Process Definition. The numbers in the figure correspond to the following options: 1 SDL Tridion Toolbar allows you to create, open, and save Process Definitions. This toolbar has the following buttons: New Tridion Workflow Process Definition Open Tridion Workflow Process Definition Save Tridion Workflow Process Definition (to the Content Manager) Save Tridion Workflow Process Definition as (allows you to specify a Publication in the Content Manager) Save Tridion Workflow Process Definition locally 149

164 Chapter 12 Workflow The numbers in the figure correspond to the following options: (Continued) 2 The Workflow Stencil with Workflow shapes. This stencil contains the types of activities you can create as part of a Workflow Process. It is not possible to use other Visio shapes when creating a Workflow Process Definition. Start Workflow (Added automatically when you create a Workflow) indicates the start of a Workflow only one per Workflow Process Manual Activity an activity that the User must Start and Finish manually include a title and description of the activity, the User or role assigned to the activity, and the status of the item after it is Finished Automatic Activity an activity defined using VBScript code that performs an activity automatically automatic activities are always performed by a Workflow Agent (see "Automatic Workflow Activities" on page 172 the VBScript code can finish the automatic activity include a title and description of the activity, the VBScript code for the automatic User to execute, and the Approval Status to assign to the item when the activity is Finished Manual Decision Activity an activity which requires that the User decide what the next activity is when there are two or more possible activities for the next activity. includes the title and description of the activity, the User or role assigned to the activity, and the Approval Status to assign to the item after the assignee has Finished the activity a decision activity can return to a previous activity Automatic Decision Activity an activity defined using VBScript code that performs an activity automatically and is used to decide what the next activity should be when there are two or more possible next activities. automatic activities are always performed by a Workflow Agent (see "Automatic Workflow Activities" on page 172) the VBScript code decides what the next activity is includes the title and description of the activity and the Approval Status to assign to the item when the activity is finished a decision activity can return to a previous activity Connector shape connects the Tridion Workflow shapes and activities. End Workflow (Added automatically when you create a Workflow) indicates the end of a Workflow only one per Workflow Process visual only; no associated functionality 3 Work Area the area in which you can create the Workflow Definition and identify the parameters of each activity. 150 SDL Tridion R5

165 Content Management Implementation Guide b Default Process Definitions When you create a Publication, Content Manager may create a number of Default Process Definitions. You can use these Default Process Definitions as a sample or starting point for your own Process Definition. Creating a new Publication only creates these Default Process Definitions if the Publication is not a Child Publication. If it is a Child Publication, it inherits the Default Process Definitions from its Parent Publication. The following Process Definitions are created for a Publication when it is created: Component Process this is a default Process Definition that can be applied to Components and to Multimedia Components by associating it with a Schema Page Process this is a default Process Definition that can be applied to Pages by associating it with a Structure Group Chapter 12 Workflow Table 12-1 provides an overview of each of the activities that are defined in the default Process Definitions. Table 12-1 Process Definition Activities in Default Processes Name of activity Create or Edit Content/ Page Review Approve for Publish Process Complete Back to Authors/Editors Group Back to Previous Author/ Editor Description The first activity in the process. This activity is invoked when the item is created or updated by anyone. After an update or creation, the Component or Page is assigned to an Editor for review. The Chief Editor is assigned the Component or Page for review An automatic activity that completes the processes. Component Process: If a reviewer decides that Content is not ready, the item is assigned back to the group of Authors Page Processes: If a reviewer decides that a Page is not ready, the item is assigned back to the group Editors. If a reviewer decides that content or the Page is not ready, the item can be assigned back to the previous performer. Approval Status Default_Draft Default_Staging Default_Live Default_Live Default_Draft Default_Draft 151

166 Chapter 12 Workflow Figure 12-5 Default Component Process 12.3.c Creating a Process Definition Use the Visio Workflow Designer plug-in to create Process Definitions. When you have saved these Process Definitions in the Content Manager, you can apply them to: Components Pages Page Templates Component Templates Note You must assign the first activity in a Workflow Process to Everyone. A Workflow Process is initiated when a User creates, edits and saves an item with an associated Workflow Process. By assigning the first activity to Everyone, the item that has been created or edited is automatically assigned to the User that saved the item and appears in that User s Work List. You save a Process Definition in a Publication. In a Blueprint hierarchy, these definitions are shared to Child Publications. Prerequisites To create a Workflow Process definition, you must have System Administrator privileges or Workflow Management rights in the Publication to which the Workflow Process is going to be applied. To create a Workflow Process Definition: 1 Start Microsoft Visio and click the New Content Manager Workflow button to create a Workflow definition. 2 Double-click the Start icon. The Tridion Workflow Process Definition window opens. Note Note that when you open a Process Definition, you are prompted to provide a username and password (of the impersonation user). 152 SDL Tridion R5

167 Content Management Implementation Guide 5.3 To create a Workflow Process Definition: (Continued) 3 Fill in the following fields and click OK: Content Manager type the name of the Content Manager Server Publication select the name of the Publication in which the Process will be used. Name type a name for the Workflow Process Auditing select this option to create content snapshots for each Activity when completed Chapter 12 Workflow Figure 12-6 Tridion Workflow Process Definition 4 Drag and drop icons from the stencil window to the Work area. Note You can add other shapes to the Work Area to add information, but you can only use SDL Tridion shapes to define the actual Process Definition. 153

168 Chapter 12 Workflow To create a Workflow Process Definition: (Continued) 5 For manual activities, you can define the following properties (double-click the icon to open the property dialog): Title the name of the Activity Description a description of the Activity Assignee select the name of the User or Role assigned to the activity. For the first Activity in the Workflow Process, you must set this value to Everyone. Approval Status (optional) select the Approval Status of the activity. Figure 12-7 Manual Activity Properties 154 SDL Tridion R5

169 Content Management Implementation Guide 5.3 To create a Workflow Process Definition: (Continued) 6 For automatic activities, you can define the following properties (double-click the icon to open the property dialog): Title the name of the Activity Description a description of the Activity Approval Status (optional) select the Approval Status of the activity. Edit Script click the button to open a dialog where you can enter VBScript code to execute. For more information about automatic activities, refer to "Creating an automatic activity" on page 156. Chapter 12 Workflow Figure 12-8 Automatic Activity Properties 7 Drag-and-drop the Connector shape from one activity, or shape, to another. 8 After you have added information to each activity and have joined the activities together, click the Save Tridion Workflow Process Definition button and save the Process Definition to the Content Manager. Alternatively, click the Save Tridion Workflow Process Definition as button and save the Process Definition to a different Publication than the one you specified in the Process Properties. The list of Publications is populated based on the selected Content Manager. Results Workflow Process Definitions can be associated with create/edit and save actions on specific items using Workflow Process Associations. Note If Microsoft Visio should crash, you can retrieve a backup of your Page and Component Process Definitions in the temporary folder, which defaults to the following: C:\Documents and Settings\<UserName>\Application Data\Tridion\ Workflow Designer\Temporary Files where <UserName> is the name of the current user. 155

170 Chapter 12 Workflow You can create a Workflow Process Association for: all Components based on a certain Schema, by adding an Association to that Schema. See "Adding a Process Association to a Schema" on page 162. all Pages located in a certain Structure Group, by adding an Association to that Structure Group. "Adding a Process Association to a Structure Group" on page 162. all Page Templates and Component Templates located in a certain Publication, by adding an Association to that Publication. "Adding a Process Association to a Publication" on page d Creating an automatic activity The Visio Workflow Designer allows you to create two types of automatic activities: automatic activities which contain VBScript that performs and then finishes an activity. automatic decision activities which contain VBScript that chooses between a number of possible next activities. You can use the Workflow API to supply the assignee for the next activity after an automatic activity is complete. For example, you can use Folder metadata to identify this assignee. This is called dynamic assignment. Note For more information about the Workflow API, refer to the Tridion Templating and Customization Manual TOM, a Windows help file which contains the implementation documentation and API reference for TOM, the Tridion Object Model in ASP/VBScript. Both these Windows help files are included on your SDL Tridion R5 installation CD-ROM in the Documentation\ folder. To create or edit VBScript code for an automatic activity: 1 From a Workflow, double-click the automatic activity. 2 The Automatic Activity Properties window appears. Fill in the following fields: Activity title: type the name of the activity Activity description: type a description of the activity Approval status: select the status of the Finished activity 3 Click the Edit Script button. The Script Editor window appears. 4 Add VBScript code. 5 Click OK to close the Script Editor window, and OK again to close the Automatic Activity Properties window. Results You have created an automatic activity. 156 SDL Tridion R5

171 Content Management Implementation Guide 5.3 Prerequisites 12.3.e Editing a Process Definition Edit a Process Definition to change or add activities. To edit a Process Definition, you must have System Administrator privileges or Workflow Management rights in the Publication for which the process was created. You can only edit a Process Definition if it not currently being used in an active Workflow Process. It is not possible to edit the Process Definition if any items are currently in Workflow using this Process Definition. To edit a Process Definition: 1 Start Microsoft Visio. 2 Click the Open Tridion Workflow Process Definition button on the Tridion toolbar. Chapter 12 Workflow Note Note that when you open a Process Definition, you are prompted to provide a username and password (of the impersonation user). 3 In the Open Tridion Workflow Process Definition dialog, select a Publication. The Process Definitions column shows the Process Definitions available in this Publication, and the From Publication column indicates one of the following: if the Process Definition is shared from a Blueprint Parent Publication, the name of the owning publication if the Process Definition is localized from a Blueprint Parent Publication, (Local copy) if the Process Definition is a local item in this Publication, nothing Figure 12-9 Open Tridion Workflow Process Definitions You can perform the following actions via the toolbar: Localize (enabled for shared items only) Unlocalize (enabled for localized items only) Delete (enabled for local items only) 157

172 Chapter 12 Workflow To edit a Process Definition: (Continued) Refresh (enabled when a Publication is selected in the Publications list) Note You can only open a shared item if you have Workflow Management rights in the Parent Publication. For more information about localizing, see "Localizing or unlocalizing Process Definitions" on page Select a Process Definition and click OK. 5 Modify the diagram as necessary. 6 Click the Save Tridion Workflow Process Definition button. Results Items with Workflow Associations will now use the modified Process Definition. 158 SDL Tridion R5

173 Content Management Implementation Guide 5.3 Prerequisites 12.3.f Renaming a Process Definition You can change the name of a Process Definition without creating a copy. To edit a Process Definition, you must have System Administrator privileges or Workflow Management rights in the Publication for which the process was created. To rename a Process Definition: 1 Open an editable (local or localized) Process Definition. 2 Double-click the Start shape, or select the Start shape and choose Process Definition Properties from the pop-up menu. 3 In the Name field, change the Name and click OK. 4 Click the Save Tridion Workflow Process Definition button to save the Process Definition under the new name. Chapter 12 Workflow Note: If you click Save Tridion Workflow Process Definition As, you can create a copy of the original Process Definition rather than renaming it. Results Items with Workflow Associations will now use the modified Process Definition g Localizing or unlocalizing Process Definitions If so authorized, you can localize or unlocalize a Workflow Process Definition when you open it. However, you can only localize or unlocalize a Process Definition in a Child publication if no Workflow Processes are running in that Publication or in any of its Child Publications where the Process Definition is shared. For example, figure shows a BluePrint structure in which a Process Definition is created in Publication A and localized in publication C. Publication C has A and B as its parent publications with priorities 1 and 2 respectively: You can only localize a Process Definition in Publication B if there are no running workflow instances of the Process Definition in Publications B and D (workflow instances in other Publications are not affected by changes to the Process Definition in Publication B) If you have localized a Process Definition in Publication B, you can only unlocalize it if there are no running workflow instances of the Process Definition in Publications C and D. Figure BluePrint Publication hierarchy 159

174 Chapter 12 Workflow See also Refer to Chapter 3 "Blueprint Publications" on page 13 for more information on Blueprinting, Publication Priorities, localizing and unlocalizing h Modifying shared Process Definitions If so authorized, you can modify the XML properties of the Process Definition regardless of the BluePrint status of a Process Definition (local or localized). For example, you can modify the Title, Description, Activity Type, Assignee, Approval Status, Script, Next Activity, and Definitions nodes. Note When the title of a Process Definition is changed, or a new Process Definition is created, a check is carried out to make sure the title is unique within that Publication and its Child Publications. However, you can only modify and save a (local or localized) Process Definition if there are no running Workflow Processes in that Publication or in a Child Publication. For example, if you have a BluePrint structure as shown in figure 12-10, you can only modify a Process Definition; in Publication A if there are no running workflow instances of that Process Definition in Publications A, B, C and D in Publication C if there are no running workflow instances of that Process Definition in Publications C and D See also Refer to Chapter 3 "Blueprint Publications" on page 13 for more information on Blueprinting, Publication Priorities, localizing and unlocalizing i Deleting shared Process Definitions You can only delete a shared Process Definition if: you have Workflow Management rights on the owning Publication of the Process Definition the Process Definition is not referenced from a Structure Group or Schema within the Publication or any of its Child Publications the Process Definition is not referenced from the Publication itself or from any of its Child Publications it has not been localized in a Child Publication there are no running Workflow Processes in the Publication or in a child Publication For example, if you have a BluePrint structure as shown in figure 12-10, the following rules apply: You cannot delete the Process Definition in Publication A because it has been localized in a Child Publication. You can only delete a local Process Definition created in Publication C if there are no running instances of that Process Definition in Publications C or D, and if it is not being referenced from any Structure Group or Schema in C or D, nor from C or D themselves. 160 SDL Tridion R5

175 Content Management Implementation Guide j Changing BluePrint Priorities Changing the Priority of a BluePrint parent Publication can affect shared Workflow Process Definitions. Therefore, you can only change BluePrint Priorities for a Child Publication if there are no running instances of the Process Definition in the Publication or in any of its Child Publications. For example, if you have a BluePrint structure as shown in figure 12-11, changing the priorities on Publication C is allowed only if there are no running instances of the Process Definition created in Publication A and localized in Publication B in publications C and Chapter 12 Workflow D: Figure Changing BluePrint priorities See also Refer to Chapter 3 "Blueprint Publications" on page 13 for more information on Blueprinting, Publication Priorities, localizing and unlocalizing Process Associations A Process Association ensures that an item follows a Workflow Process. You can create a Process Association for the following items: Schema when you create a Process Association with a Schema, any Component created or edited using that Schema automatically initiates a Workflow Process. Structure Group when you create a Process Association in a Structure Group, any Page created or edited in the Structure Group automatically initiates a Workflow Process. Note If the Page meets an Approval Status that is equal or higher than the Minimal Approval Status of a Publication Target, it can be published to that Publication Target. Publication when you create a Process Association in a Publication, any Component Template and/or Page Template created or edited in the Publication automatically initiates a Workflow Process. 161

176 Chapter 12 Workflow This section describes: Adding a Process Association to a Schema Adding a Process Association to a Structure Group Adding a Process Association to a Publications 12.4.a Adding a Process Association to a Schema You can create a Process Association for a Schema or for a Multimedia Schema. It is not possible to create an association for a metadata Schema or an embedded Schema. To add a Process Association to a schema: 1 In the Content Manager Explorer, open a new or previously created Schema and click the Workflow tab. 2 Select a Workflow Process from the Associated Component Process selection list. Figure A Schema with an associated Workflow Process 3 Click the Save and Close button b Adding a Process Association to a Structure Group To add a Process Association to a Structure Group: 1 In the Content Manager Explorer, open a new or previously created Structure Group and click the Workflow tab. 2 Select a Workflow Process from the Associated Page Process selection list. 3 Figure A Structure Group with an associated Workflow Process 162 SDL Tridion R5

177 Content Management Implementation Guide 5.3 To add a Process Association to a Structure Group: 4 Click the Save and Close button c Adding a Process Association to a Publication To add a Process Association to a Publication: 1 In the Content Manager Explorer, open a new or previously created Publication and click the Workflow tab. 2 Select a Workflow Process from the: Associated Page Template Process selection list Associated Component Template Process selection list Chapter 12 Workflow Figure A Publication with associated Workflow Processes 3 Click the Save and Close button d Sharing Process Associations for Schemas and Structure Groups from Parent Publications By default, when you create a Child Publication, Process Associations of Schemas and Structure Groups are not shared from the Parent Publication. This is to ensure backward compatibility with earlier versions of SDL Tridion R5. To share Process Associations of Schemas and Structure Groups from a Parent Publication: 1 In the Content Manager Explorer, open a Child Publication and click the Workflow tab. 2 Select Enable Workflow Process Associations in Shared Schemas and Structure Groups. 163

178 Chapter 12 Workflow To share Process Associations of Schemas and Structure Groups from a Parent Publication: (Continued) Figure A Child Publication with associated Workflow Processes 3 Click the Save and Close button Process Definitions List The Process Definitions List lists all of the processes within the Content Manager. You can delete a Process Definition from this list. To edit a Process Definition, you must open the Process Definition in the Visio Workflow Designer Process Associations List The Process Associations list lists all the items that have an associated Workflow Process. It is possible for System Administrators and Users with Workflow Management rights to open items and view information for each of the items that have a Process Association Process Instances List The Process Instances list displays the Workflow Processes that are currently in progress. This list provides detailed information about process and activities and allows the system administrator or Workflow Manager to finish a Workflow Process or activity. This section describes: Viewing the current Process Instances Actions from the Process Instances list 164 SDL Tridion R5

179 Content Management Implementation Guide a Viewing the current Process Instances To view all current Process Instances: 1 In Content Manager Explorer, navigate to System Administration > Workflow Administration > Process Instances List. 2 The List View displays the Current Processes. Actions from the Process Instances list Users that have system administration privileges or Workflow Management rights can perform the following actions from a Process Instances list: Chapter 12 Workflow Restart Activity restarts a suspended activity. Assign Activity allows you to assign the activity to a different User. Finish Activity allows you to finish an activity. The next activity will be assigned to the next assignee. Finish Process terminates the Workflow instance. Note that Users with Workflow Management rights can only perform these actions on items that are in Publications for which they have these rights. To perform an action from the Process Instance List: 1 In Content Manager Explorer, navigate to System Administration > Workflow Administration > Process Instances List. 2 In the list view, select a Process Instance. 3 Right-click to access the context menu and select the action you want to perform Process History list The Process History list displays the Workflow Processes that are finished. System Administrators and Workflow Manager can view and can delete process histories. To view the Process History list: 1 From the Navigation Tree, open System Administration > Workflow Administration > Process Histories. 2 The List view displays a Process History list. 3 (Optional) You can delete or view items in the Process History List: To view a Process History, select an item from the list and click the Open button on the toolbar. The process history for the item is displayed. To delete a Process History, select an item from the list and click the Delete button on the toolbar. 165

180 Chapter 12 Workflow 12.9 Workflow auditing By default, when you save an item that is in Workflow, the version number increases by "0.1" each time it is saved, and the version number increases to the next whole number when an item in Workflow completes a Workflow Process. You can view changes to the item as it was before and after the Workflow Process started and ended by major versions. If you want to track content versions created between Workflow Activities in a Workflow Process, you can enable auditing of a Workflow Process in which case "snapshots" of (the content of) an item are taken as it progresses through a Workflow Process. A snapshot is a record of the content of an item as it was at a specific moment in the Workflow Process. To be precise, a snapshot is taken when each Activity in a Workflow Process is finished. Taking snapshots allows you to compare the content of an item as it progressed through Workflow and view the changes that were made during each step (Activity). If Workflow auditing is enabled, snapshots are taken for the following item types: Components Pages Component Templates Page Templates 12.9.a Enabling auditing To enable the auditing of a Process Definition you need to select the Auditing Track changes between Activity steps property of a Process Definition. Snapshots are then captured for each Activity Instance of the Workflow Process when completed. Note By default, auditing is not enabled. Prerequisites To edit a Process Definition, you must have System Administrator privileges or Workflow Management rights in the Publication for which the process was created. To enable auditing for a Process Definition: 1 In Visio Workflow Designer, open a Process Definition. 2 Double-click the Start shape, or select the Start shape and choose Process Definition Properties from the pop-up menu. 3 In the Auditing field, select the check box Track changes between Activity steps and click OK. 166 SDL Tridion R5

181 Content Management Implementation Guide 5.3 To enable auditing for a Process Definition: Chapter 12 Workflow Figure Tridion Workflow Definition Dialog Important: You can localize Process Definitions and, as a consequence, have auditing deselected in the Parent Publication and enabled in a Child Publication (and vice versa) b Comparing Activities You can open a finished or active Workflow Process to view the progress and status of an item as it progressed, or is progressing, through workflow. If you have Track changes between Activity steps enabled, you can compare activities to view content changes. Information on a Workflow Process is available in the following lists: The Work List shows the Workflow Processes the user has worked on or is working on. The Process Histories show the system-wide finished Workflow Processes (system administrators) The Process Instances show the system-wide active Workflow Processes (system administrators) To compare Activities in a Workflow Process: 1 In Content Manager Explorer, navigate to one of the following lists: Work List, Process Histories, or Process Instances. 2 Right-click a Workflow Process in the list that appears, and choose Info from the context menu. 3 In the dialog, you can see all the Activities in the Workflow, and also the last Activity of the previous Workflow: 167

182 Chapter 12 Workflow To compare Activities in a Workflow Process: (Continued) Figure Workflow Process Activities You can filter the Activity list by selecting the dropdown arrow of a column header and selecting an item from the dropdown list. The dialog also displays the current status of the Workflow Process for this item. Note that a Forced Finish status is the result of a (Workflow) Administrator who forcibly finished the process. Important: The Performer is the user who finished the activity. This person may, or may not, be the person who actually worked on the activity. 4 To compare the item at two stages in the Workflow Process, select two Activities in the list and click the Compare button. The Compare dialog appears: 168 SDL Tridion R5

183 Content Management Implementation Guide 5.3 To compare Activities in a Workflow Process: (Continued) Chapter 12 Workflow Figure Compare Screen The Compare dialog lists the Activities with snapshots in the drop-down menus. You can select any two Activities you want to compare. Note The Compare button is disabled if the Workflow Process is not configured to store a snapshot of the item when each Activity is finished. 5 To preview the item at a certain stage in the Workflow Process, select that item and click Preview. The Preview dialog opens and shows the snapshot. Note The Preview button is disabled if there is no content snapshot available for the selected item c Rendering Component snapshots When you compare Activity snapshots of a Component, the output is rendered by combining a Component with a Component Template. You can configure what Component Template to use in the Publication properties Workflow tab. By default, the Component Template used is the Default Component Template. You can create a specific Template for these snapshot comparisons to, for example, show Workflow-specific information such as who made the changes and when. Note Hyperlinks that refer to existing items show the current version, not the version that was current when the snapshot was taken. Hyperlinks in the rendered output may also refer to items which no longer exist in the Content Manager, in which case clicking the link displays an error page. To render a Component snapshot: 1 Select a Publication and choose Properties from the context menu. 2 Select the Workflow tab. 3 In the Templates for rendering audit snapshots section, choose a Component Template from the dropdown list with which to render Component snapshots. 169

184 Chapter 12 Workflow To render a Component snapshot: Figure Publication Workflow tab Note The Default Component Template is a VBScript Component Template that is designed to render Components with simple or complex content and Multimedia Components. The template outputs HTML fragments. 4 Click Save and Close d Rendering Page snapshots When you compare Activity snapshots of a Page, the output is rendered by combining a Page with a Page Template. You can configure what Page Template to use in the Publication properties Workflow tab. By default, the Page Template is used that is configured for the Page. You can create a template to, for example, show Workflow specific information such as who made the changes and when. Note Binaries rendered Component Presentations (a Component and its Component Template) can include binaries published from Multimedia Components or by using byte arrays (via template scripting). These binaries are stored with the Activity Instance. When Process Histories are deleted or purged using the Purge Tool, associated binaries are removed unless they are being used by other items. As there is no way to compare the content of binaries, the content of both is displayed. To render a Page snapshot: 1 Select a Publication and choose Properties from the context menu. 2 Select the Workflow tab. 3 In the Templates for rendering audit snapshots section, choose a Page Template from the dropdown list with which to render Page snapshots. 170 SDL Tridion R5

185 Content Management Implementation Guide 5.3 To render a Page snapshot: Chapter 12 Workflow Figure Publication Workflow tab 4 Click Save and Close e Rendering Component Template and Page Template snapshots A Component Template or Page Template snapshot contains the code used to define the template. Snapshots are taken of templates created using JScript, VBScript, or XSLT. Note Snapshots of binary templates are not supported Workflow and the Event System The Event System contains a set of events that cover Workflow methods. Each of these events supports a "pre" event and "post" event. The pre event occurs prior to the method, and the post event occurs after the system has executed the method. These events can be configured in the SDL Tridion MMC Snap-in. For more information about Tridion Event System, refer to the Maintenance Guide. The following events are available: ActivityInstance StartActivity FinishActivity RestartActivity SuspendActivity AssignActivity 171

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