Brava! for Livelink Demo Script

Transcription

1 Brava! for Livelink Demo Script Demo Objective The objective today is to demonstrate how easily Brava! for Livelink allows you to view, print, search, annotate, and secure all types of documents from within the Livelink ECM System. Indexing/Thumbnails Steps and Narrative The Livelink Workspace displays a list of documents that can be viewed and searched with Brava. If you prefer, you can view the files as Thumbnail images of the first page of each document by clicking on the Large Icon View Icon. 1. Click on the Livelink Large Icon View Brava's Indexing module helps make searching for text in the Livelink ECM repository fast and simple. You can perform in depth searches for very specific criteria by clicking on the Advanced Search Icon (mouse over button to show pop-up text), or you can perform a simple search for a word or phrase in all documents. To demonstrate, perform a search for a string of text from the Livelink search bar, and click Go. Brava! provides easy searching for most types of documents including CAD and Engineering formats. 2. Perform a search for a string of text from the search bar at the top of the page. Brava retrieves a list of documents containing the search term. Click on the More Info button of a search result. 3. Click on the More Info >> button to talk about the Hit-Highlighting. Term hit highlighting of search terms are passed in to the Brava Viewer and highlighted when the document is opened. From the search results page, a single click launches the retrieved file in Brava for fast and convenient viewing 4. To show hit-highlighting in Brava! click on the document to launch Brava! Point out the highlighted terms. All instances of the search term are highlighted throughout the document. Key Topic Points Thumbnail View Easy searching for most types of documents including CAD/Engineering formats. Term-hit Highlighting of search terms are passed in to Brava! Viewer when the document is opened

2 Markups Exist Indicator Users can see at a glance from the Livelink Workspace which documents have annotation layers associated with them. 1. Point to the exclamation mark! that indicates annotations exist for this drawing The red exclamation mark next to a file name indicates that annotations exist for that drawing. Clicking on the exclamation mark pulls up a list of annotation layers available for that document. 2. Click on the red! and a popup window will open up with a list of available markups. Users can select which annotations they want to open. Each layer can be opened for either review or Edit (assuming you have the correct permissions). Permissions Brava! Permissions can be added to the Livelink environment from the Livelink admin page. 1. Click on the Workspace Menu Permissions can be granted to documents within Livelink that control whether users or groups of users can only view documents in Brava!, review only other users comments and annotations, or have full annotation rights themselves. 2. Select Permissions These permissions can be applied at either the folder/sub folder level, or at an individual document level, just like the regular Livelink permissions. 3. Add or select a current group under Assigned Access 4. Change the Apply to field on the right hand side to This Item and Sub Items. 5. Show how the Brava! Permissions appear. Easily see which documents have annotation layers associated with them. One click brings up a list of annotations and allows the user to select the ones they want to open. Brava! Permissions can be added to the Livelink environment from the Livelink admin page. When installed, permissions can be set on a folder/sub folder level, or on individual documents. Brava! Integration in to Livelink Menu & Document Compare Users can manage markups and external reference files from the Livelink menu. 1. Click on a documents menu button Brava! is tightly integrated in to Livelink and menu items appear depending on the rights a user has. Markups and CAD external reference files can be managed through the Manage Markups & X-Refs menu item. Manage Markup and External Reference files form Livelink menu. Compare documents to other documents from within Livelink Open Brava! in a separate window

3 2. Show Manage Markups & X-Ref s Here you can copy, move, or delete associated files. The Livelink menu continues to be available for the selected file. If you want to open Brava! in a new window, just click on the Open in Brava! menu item. 3. Select Open in Brava! to view the document. Document Compare You can use Brava! to compare the differences between two documents. For example, if you wanted to see the differences between two document versions and what had changed from version one to version two. To select two documents to compare, click on the Livelink menu button of the first document and choose Select for Compare. 1. Click on the Livelink menu button of the first document and choose Select for Compare. Next, go to the menu button of the second document you want to compare it to and choose the Compare to.. option. 2. Go to the menu button of the document you want to compare it to and choose Compare to <document name> Brava launches with the two documents side by side in compare mode. From the compare drop down menu, you can cycle between Overlay, Overlay Differences, Side by Side compare, view only additions, or view only deletions modes. 3. At the bottom left hand corner of the Brava! Viewer window that pops up, cycle between modes: Overlay renders the files one on top of the other. You can adjust the transparency of either file at any time with the slider. (Show slider) Overlay differences only shows what is different between the two versions, overlaid. Side by side compare lets you view both files next to each other. View additions shows only parts that are new in the compare file, while view deletions shows parts that no longer exist in the compare file. Compare two documents to find the differences/changes between them See the differences between two versions. Brava! Viewer Showing the User Interface Counter Clockwise from Bottom Left 1. Click on the documents; Livelink menu 2. Chose Open in Brava! Or (if Livelink is configured to open all documents in Brava!); 3. Click on the documents name or its icon. This opens Brava! to view the document in the main Livelink window

4 Brava! Viewer Tools (talk though and show whichever are important to the customer) Rotate. The Rotate button allows you to rotate the image in 90 degree increments. Set Visible Layers. Turn image layers (e.g., layers of a DWG file) on or off to minimize clutter in the view window or to focus on a particular area or part. Monochrome/Color. Change all lines of a color vector image to a single color (the default is black) while leaving markup entities in color for quick identification. Click the button again to return the image to color. Background Color. Use this button to change the background color of file types with "transparent" background colors, such as monochrome raster and vector file types (color raster files are not affected) to black, white, or gray. down list. Page Control. Use page control to navigate through the pages of your documents. You can select a specific page from the drop Search. You can search the text on documents and images with the search tool. You can search up, down, and match case. Page Thumbnails. The Page Thumbnails button (when enabled) opens a scrollable thumbnail navigation panel on the right side of the Brava! viewing area. When clicked, the pages of the currently opened file appear in the panel as small click-able thumbnail images. Magnify. Use the Magnifier to summon a magnified view window on your image. The magnification can be adjusted and a toggle tool is available to allow you to switch back and forth between eye glass and bird s eye view. Zoom In/Out. Use the Zoom tool to zoom in and zoom out by holding down the left mouse button. Zoom. Use the Zoom tool to zoom in, zoom out, (by holding down the right mouse button and moving the mouse up and down) or zoom to an area by dragging a box around the desired display area. Pan. When zoomed in on an image, use the Pan tool to maneuver around the image Image based Zoom. You can select to view an image based on a percentage of the original document's resolution and actual size. You can select from 25 to 800 percent of its actual size or input a custom percentage Fit Width. Ideal for 8.5 X 11 office documents, Zoom Width changes the zoom level so that the entire width of the image appears in the - 4 -

5 window. You can read rows of text without having to scroll right and left to see the entire line. Fit Extents. Returns the zoom level to 100% so the full image displays in the Brava! window. Select. Use the Select tool to select text in a document to copy (if allowed), or select an intelligent object. Calibrate and Measure. Access commands for measurement and calibration. You can measure lines, polygons, and rectangles, use the measure count feature, and access the measurement settings dialog. Save & Publish Select Save View as JPG from the submenu to save the current view displayed in the Brava! Enterprise window as a JPG file. This feature captures the image window as a screen capture and will include all visible elements (e.g., markup entities, magnifier window, measurement indications, etc.). Select Publish to CSF from the submenu to publish the current file to secure CSF format with encrypted Visual Rights. CSF is a neutral 2D format that is a replica of the source file, including images, graphics, layout, and more. Secure CSF files published with Brava! Enterprise can be opened in Brava! Desktop or the free Brava! Reader. Select Publish to PDF from the submenu to publish the current file (with any open markups) to PDF format. If any Changemarks exist, they are published as PDF comments. Markups can be either burned into the file or published as PDF comments. Print. Opens the Print dialog box. The Print dialog box contains standard print options, such as choosing a printer, giving a range of pages to print, etc. You can also select to print to scale options, view Print Preview, and set ISO Banner and Watermark options. Markup File. Access commands regarding markup files, such as creating a new markup file, opening a markup file for edit or review, and saving a markup file. From here; select the Markup Icon and Create New, this will cause the markup toolbar to appear on the left hand side of the viewer Edit Markups. Use to select and edit markup attributes, resize, reshape, rotate, copy, or move entity. Arrow. Use to add arrows to your images. The arrow head is set at the first selection point. Text. Use the Text tool to insert text directly on the image (rather than in a note). Use the Markup Properties tools to change the font name, size, etc. Changemarks. The Changemarks tool allows markup authors to type or copy/paste in detailed text in a scrolling - 5 -

6 window. Authors can also add hyperlinks to point the user to additional information. Reviewers simply need to double-click on the markup entity (denoted by a paperclip) to review the text, or automatically scroll through each Changemarks contained in the Changemarks list by clicking a Next button. The Changemarks list window also contains buttons to search the content, title, or author information of a Changemark, and to launch a hyperlink contained in the Changemark. Cloud and Polyclouds. Add cloud or polycloud shapes on your images. Sketch and PolySketch. Use this tool to draw freehand shapes and lines on your image. Polysketch can be filled or unfilled. Crossout, Arc, and Line Tools. Use any of these tools to add linear shapes on your documents and images. The mouse cursor will change to reflect the tool selected. Rectangle, Ellipse, and Polygon shapes. Shapes can be used as highlights or hides, and can be filled or hollow as determined by your selection in the Shape Properties drop down. Use the Hides shapes to cover or hide areas of the image. Hides shapes are automatically the same color as the background color. The mouse cursor will change to reflect the tool selected. Insert Image Use this markup tool to insert external raster images (JPG or PNG) into your current markup layer. Once selected, images can be resized and positioned where you want them. You can set multiple instances of this same image entity or use the Browse button in the Markup Properties bar to choose another raster image to insert. The properties bar also contains a list of 10 most recently used images which can be individually selected and inserted. Edit Text. You can highlight, strikeout, and underline text contained in a drawing or document. Simply drag a box around the text area you want to include to select and mark it Blockout (for redaction) This markup entity allows you to place a rectangular cover over an area of a sensitive or confidential CSF format document to block only certain portions from being viewed, searched, or copied. Find and Redact. This tool lets you run a command that finds and redacts multiple instances of a common word or phrase simultaneously. Redact to Phrase List. This tool allows you to run a command to find and redact a predefined list of phrases in one action. See the Brava! online help for the required list (txt) format. Hyperlink. Add a hyperlink to any markup entity or Changemark. Hyperlinks can be launched by clicking on a markup entity containing a hyperlink with the Select tool, or by clicking the launch hyperlink button from the Changemarks list

7 Publishing Files to Other Formats Go to the Save & Publish Icon on the Main (top) Toolbar Files that open in the Brava Viewer can be saved and published to CSF, PDF, or JPG format. First, we ll look at publishing files to CSF. Saving to a Secure CSF file with Visual Rights 1. Select Publish to CSF from the submenu CSF is a neutral 2D format that is a replica of the source file, including images, graphics, layout, and more plus any annotations you decide to include in the file. Secure CSF files can contain Redactions and Visual Rights to allow or disallow things like printing, screen capture, annotating etc. CSF files can also be set to expire at a certain time so it becomes unusable from that point forward. Files published to CSF with Brava! Enterprise can be opened in Brava! Enterprise, Brava! Desktop or the free Brava! Reader allowing you to send the files outside of Livelink if necessary but still enforce the Visual Rights and Redactions. You will also notice that Watermarks and Banners can be applied to the files at this point too. 2. Chose the Visual Rights to set from the menu Publishing the file to a Secure CSF allows the user to set Visual Rights on the file Any Redactions must have a password set of them at the time of publishing if they are to be viewed by someone with the correct password at a later time Any annotations made on a file can be included with the CSF file as annotation layers or they can be burned in to the file so they cannot be removed. Choose your Visual Rights preferences and click Publish. At this point, files can be either Published back in to the Livelink volt, Saved as a file on your local hard drive or they can be attached to an for sending to someone outside of Livelink. If we chose to save it back in to Livelink there are a couple of choices; we can just to save it as a new document, or we can chose to save it as a new Version of the current document by selecting the same name as the published file. If you save it as a current version, people opening that document will be presented with the Secure CSF version with all of the Redactions and Visual Rights applied to it. 3. Click the Publish button when you are ready to publish the file. Any Redactions must have a password set of them at the time of publishing if they are to be viewed by someone with the correct password at a later time - 7 -

8 Any annotations made on a file can be included with the CSF file as annotation layers or they can be burned in to the file so they cannot be removed. 4. Select Publish to Livelink to put the file back in to the vault Click on the document with the same name and you will see a dialog box asking if you want to save the file as another version. Either save the file as a new version or change the name to save it to a new document in the Workspace. Publishing the Document to a PDF The process is the same as above but as it is not possible to set Visual Rights on a PDF that dialog will be skipped. You can create a PDF file from almost any document without needing Adobe Acrobat on the users desktop. Create a PDF from almost any document without needing Adobe Acrobat on the users desktop Comments and Redactions are supported Select Publish to PDF from the submenu to publish the current file (with any open markups) to PDF format. If any Changemarks exist, they are published as PDF comments. Markups can be either burned into the file or published as PDF comments. Visual Rights cannot be applied to PDF documents. Save View as JPG Chose Save as JPG from the Publish Menu Select Save View as JPG from the submenu to save the current view displayed in the Brava! Enterprise window as a JPG file. This feature captures the image window as a screen capture and will include all visible elements such as markup entities, zoom magnification, measurement indications, and more