Getting Started With Author-it

Transcription

1 Getting Started With Author-it Prepared 2 February, 2012

2 Copyright Author-it Software Corporation Ltd. All rights reserved Due to continued product development, this information may change without notice. The information and intellectual property contained herein is confidential between Author-it Software Corporation Ltd. and the client and remains the exclusive property of Author-it Software Corporation Ltd. If you find any problems in the documentation, report them to us in writing. Author-it Software Corporation Ltd does not warrant that this document is error-free. No part of this publication may be reproduced, stored in a retrieval system, or transmitted in any form or by any means, electronic, mechanical, photocopying, recording or otherwise without the prior written permission of Author-it Software Corporation Ltd. Author-it, Author-it Localization Manager, Author-it Project Manager, Author-it Website Manager, Author-it Experience Engine, Author-it Integration Server, Author-it Live, Author-it Publishing Server, Author-it Xtend and Author-it Contact Manager are either registered trademarks or trademarks of Author-it Software Corporation Ltd. Microsoft Word, Microsoft Office, and Microsoft Windows are either registered trademarks or trademarks of Microsoft Corporation. LEGO is a registered trademark of the LEGO Group. Adobe, Acrobat, and FrameMaker are either registered trademarks or trademarks of Adobe Systems Incorporated. All other trademarks are the property of their respective owners. This document was created using Author-it Author-it Software Corporation PO Box Albany Auckland New Zealand Telephone Fax feedback@author-it.com (mailto:feedback@author-it.com)

3 Contents Using This Guide 5 Who This Guide Is For... 5 What This Guide Covers... 5 What you should already know Typographical Conventions... 5 Please consider sending us feedback!... 7 Contact Us... 7 Get Author-it Help 8 Many Ways to Get Help... 8 Help Yourself... 8 Ask Other People Who Use Author-it... 9 Ask Us For Help... 9 Using Author-it's Help System... 9 Getting Context Sensitive Help... 9 Getting Help About Microsoft Windows... 9 Using Author-it's Product Documentation Logging a Support Case Finding Which Build of the Software You Are Using Installing Author-it 12 Minimum Server Requirements for Author-it Minimum Computer Requirements Hardware and Software Recommendations for Installations General Installation Overview Requirements Example: SQL Server Multi-user Installation Example: Multi-user Jet Installation Example: Single-user Jet Installation Author-it Shared Data Folder Author-it Publishing Folder The Default Folder Paths Best Practice: Using UNC Paths in Author-it and Author-it Live Active Directory - Optional Installation Process Overview User Account Control (UAC) Installing Author-it on SQL Server Express Step 1 - Installing Author-it On Administrator's Computer Step 2 - Create a Blank SQL Server Database - SQL Server Installations Only Step 3 - Creating or Opening a Library Step 4 - Loading the License File against your library

4 Step 5 - Exporting the Jet Database to the SQL Server - SQL Server Installations Only Step 6 - Multi-User Environments - Moving the Data Components to a Shared Location Step 7 - Create User Accounts and Assign Permissions Step 8 - Installing Author-it on Client Computers Upgrading from a Previous Version of Author-it Additional Steps for Your Installation Backups Changing Relative File Paths Customizing Each User's Styles Toolbar Options for Assigning a License to the Library Publishing to PDF and Microsoft Word 2007 and Setting Up Author-it Using an Application Server Indexing Service for Author-it Xtend Advanced Configuration of Author-it Acrolinx IQ Integration Understanding Author-it's Concepts 73 Understanding the Components of Your Document Assembling Your Document Reusing Objects Commonly Encountered Objects Understanding Author-it Output Formats Why Separate Structure From Format? What's Single-Source? What are Libraries and Books in Author-it? Inheriting Settings By Using Object Templates What are Object Templates? Choosing an Object Template Basing Objects on a Template Can I Base an Object Template on Another Template? Changing Inherited Settings Version Control The Life Cycle of an Object What Happens When You Make an Object Active Effect of Version Status on Relationships Variants How Author-it uses Variants Introducing the Author-it Interface 87 Ribbons, Tabs, and Commands Library Explorer Author-it Button Menu - Main Window Quick Access Toolbar - Main Window Navigation Pane

5 The Navigation Pane Tabs Folders Tab Search Tab Tasks Tab Projects Tab Publishing Tab Customizing the Navigation Pane Object List Pane Preview Pane Library Command Ribbons Author Tab Design Tab Manage Tab Import Tab Publish Tab Projects Tab The Editor Interface Opening the Editor Author-it Button Menu - Editor Quick Access Toolbar - Editor The Editor's Tabs Book Contents Tab Books Using this Topic Tab Search Tab Rules Tab Example Tab Hiding and Displaying Tabs Docking Tabs Editor Command Ribbons Edit Review View Publish Layout Styles Toolbar Topic Editor Status Bar Keyboard Shortcuts All Author-it Objects Layout of an Object File Preview Pane Book Contents Editor The Author-it Beginners Tutorial 128 Other Information

6 Creating Your First Author-it Document Assign a License Open a Library Log in to the Library A Quick Introduction to the User Interface Import Existing Documents Work with Folders View and Edit Book Properties Open the Editor Reusing Existing Content Creating New Content Publishing Your Document's Outputs Publish What's Next? Index

7 Chapter 1 Using This Guide This section helps you get the most out of this Guide. In This Chapter Who This Guide Is For... 5 What This Guide Covers... 5 What you should already know Typographical Conventions... 5 Please consider sending us feedback!... 7 Who This Guide Is For This Guide is for anyone who uses Author-it. What This Guide Covers This Guide tells you about: Installing Author-it Understanding Author-it's Concepts The Author-it Interface The Author-it Tutorial What you should already know... Before you read this Guide you need to be comfortable working with the Windows environment and its applications. For information about this, refer to the separate Windows user documentation, including the Windows online Help system (see "Getting Help About Microsoft Windows" on page 9). Typographical Conventions Before you start using this Guide, it is important to understand the terms and typographical conventions used in the documentation. The following kinds of formatting in the text identify special information

8 Formatting convention Special Bold Emphasis Monospace CAPITALS KEY+KEY Tab > Command Group > Command Type of Information Items you must select, such as menu options, command buttons, or items in a list. Use to emphasize the importance of a point, or for variable expressions such as parameters. Information that you must type, or information like folders and filenames. Names of keys on the keyboard, for example, SHIFT, CTRL, or ALT. Key combinations where you must press and hold down one key and then press another, for example, CTRL+P, or ALT+F4. Command option paths are written in the order you access a command button from the ribbon, for example, Edit > Insert > Insert File Object

9 Please consider sending us feedback! To help us improve what we offer you, we would really appreciate your feedback about this Guide, and about any other aspect of Author-it. Go on, we can take it (and that includes compliments too). Every comment contributes to improving our information. You'll find we're very responsive, and we act on your suggestions as swiftly as we can. Contact Us (on page 7) You can also provide feedback per page by clicking Submit Feedback at top right. This pops up a pre-addressed for you to add comments: Note that this automatically identifies the current page (Topic). Just type your comments and we will know exactly which information you are talking about! Contact Us Author-it Software Corporation PO Box Albany 0752, Auckland NEW ZEALAND Ph: +64 (9) Fax: +64 (9) info@author-it.com (mailto:info@author-it.com) 7-165

10 Chapter 2 Get Author-it Help This section describes how to get Help when you have questions or problems using Author-it. Video: Getting Help ( In This Chapter Many Ways to Get Help... 8 Using Author-it's Help System... 9 Using Author-it's Product Documentation Logging a Support Case Many Ways to Get Help There are many ways to get help when you have questions or problems while working with Author-it. Help Yourself Most people like to be able to find their own answers. It's often quicker than other ways, and it's usually more satisfying. There are a few options when you want to find the answers yourself. If you can't find the answer quickly, don't hesitate to ask us for help directly. Use the standard HTML Help system (see "Using Author-it's Help System" on page 9) that ships with Author-it. Use the printed product documentation (see "Using Author-it's Product Documentation" on page 10) about Getting Started With Author-it, Using Author-it, Using Author-it Administrator, Using Author-it Project Manager and Using Author-it Localization Manager. Use our online Knowledge Center which contains the entire suite of documentation for all Author-it products, as well as answers to frequently asked questions (FAQS), troubleshooting tips, and information on how you can customize Author-it to meet your needs. To go there, press the Help button and choose Author-it Website > Knowledge Center. View the Author-it Videos

11 Ask Other People Who Use Author-it When you have a problem or question that does not require an urgent answer, you can ask the members of the free online Author-it User Group This is also a particularly good option when you have a question about different ways of implementing Author-it. Ask Us For Help We pride ourselves on our responsive, friendly support. Author-it offers a variety of support options (see Support page - which allow you to log cases with our online Help desk (see "Logging a Support Case" on page 10) when you have questions, problems or suggestions about Author-it. Using Author-it's Help System Author-it's HTML Help system contains most of the information you'll need to successfully work with Author-it. To Use Author-it Help: 1) Press the Help button and choose Contents. The HTML Help file opens, and the most recently viewed tab is shown first. 2) Find the information you need by: Using the Contents tab. Read about finding the information you need in this Guide. Using the Index tab to find topics containing those terms that have been indexed. Using the Search tab to find all occurrences of a word in the Help file, no matter how trivial. Getting Context Sensitive Help Use Author-it's context-sensitive help to find out about each field or screen you're working with. To Get Context Sensitive Help: 1) Choose the screen and tab you want help on. 2) Press the F1 button. The Help topic for that screen or tab pops up. 3) When you've finished reading, close the window. Getting Help About Microsoft Windows We assume you already know how to use standard Microsoft Windows applications. For more information about using Windows applications, please refer to the Windows user documentation - including the online Help which you can open by: 9-165

12 Choose the Windows Start button, then choose Help. -or- Click on a blank part of your Windows Desktop, then press the F1 key on your keyboard. Using Author-it's Product Documentation Author-it's product documentation set helps you use the range of Author-it programs. The documents are: The Getting Started With Author-it Guide, which explains how to install Author-it, and includes a tutorial to get you started. The Using Author-it Guide, which explains how to use the Author-it program. The Using Author-it Administrator Guide, which explains how to use the separate Author-it Administrator program used to manage user security, library administration, and other settings. The Using Author-it Project Manager Guide, which explains how to use the separate Author-it Project Manager program that manages projects and tasks. The Using Author-it Localization Manager, which explains how to use the separate Author-it Localization Manager to manage and produce documentation in multiple languages. All documentation can be downloaded from the Author-it website ( or viewed online in the Author-it Knowledge Center ( Logging a Support Case Sometimes you can't find the answer you need on your own. We're happy to lend a helping hand. To Log a Support Case: 1) Go to the Help desk page on our website: Press the Help button and choose Log Support Call. -or- In your Internet browser, go to the My Author-it Client Portal ( You'll need to type in your address, and password. If you haven't registered on the Author-it website, you'll need to do this first. Select the Register link and follow the wizard. Make sure to enter a valid address as an is sent to that address to activate your account. When logging a case, you are prompted to enter details including the build of Author-it you are using. Find out which Build (see "Finding Which Build of the Software You Are Using" on page 11) of the Author-it program you are using. 2) Write a brief Subject which says what the case is about, in as few words as possible

13 3) Tell us your problem, question or suggestion. Please log only one issue in each case, so we can pass them easily between the appropriate people on our team. If you're logging a problem, please write exactly what you were doing and where, so we can quickly find an answer for you - without a flurry of s seeking and supplying more details. Paste the text of any error messages that appear. To solve a problem we often need to reproduce it - so if you can describe exactly what steps we have to take, that helps too. Think of it as a procedure that you're writing (Step 1 - open Author-it, then open the Library called XYZ, Step 2...). The more you tell us, the easier it is for us to help you swiftly. 4) Click on the Save button. You'll get a confirmation that the case has been successfully logged (and an will also follow). Note the case number. Finding Which Build of the Software You Are Using When you log a Support Call (see "Logging a Support Case" on page 10), we need you to tell us exactly which Build of Author-it you are using. This is easy to find. To Identify the Software Build: 1) Press the Help button (near the top-right corner) and choose About Author-it. A window opens, containing details about the software including the Version you are using (for example, ). 2) The Build is displayed in brackets (for example, Build )

14 Chapter 3 Installing Author-it This chapter has instructions for installing Author-it so that you can get up and running quickly. You'll also need to read instructions on how to use Author-it. If you are upgrading, please refer to Upgrading from a Previous Version of Author-it (on page 49) before you continue. For the PC and server specifications required by the Author-it software, see Minimum Server Requirements for Author-it (on page 13) Minimum Computer Requirements - Client (see "Minimum Computer Requirements" on page 14) Hardware and Software Recommendations for Installations (on page 15). The Author-it setup file allows you to install the following components: Author-it Editor Author-it Administrator Author-it Project Manager Author-it Localization Manager Access to these components is provided through your license. Installing the Author-it trial version - video This video walks you through the process of installing the Author-it trial. In less than 4 minutes, you'll be up and ready to work with the trial. See how easy authoring and publishing content can be with the right tool: 1) Go to the Author-it videos page ( (or go to: 2) Go to the Getting started with Author-it videos in the menu or playlist. 3) Click A Simple Guide to Installing Author-it Trial

15 In This Chapter Minimum Server Requirements for Author-it Minimum Computer Requirements Hardware and Software Recommendations for Installations General Installation Overview Installation Process Overview Upgrading from a Previous Version of Author-it Additional Steps for Your Installation Minimum Server Requirements for Author-it System Requirements As there is no server-based software for the Author-it Windows Client, there are no relevant minimum system requirements. The server-based shared data files and JET databases have a low overhead and will run on any low-specification server. SQL Server databases will require more resources, and a copy of SQL Server 2005 or SQL Server 2008 installed. Note: Server requirements for Author-it Live Server and Author-it Aspect can be found at Hardware and Software Recommendations for Installations (on page 15). Shared Data Components Allow sufficient drive space when you are setting up the shared data directories: The size of each Library database depends entirely on how much information it contains. It is hard to predict how much space to allow. If you have any existing Author-it Library databases, use these as a guide. For the shared files in the Templates directory, allow 15 MB. Word templates, Default Library, and HTML Help components usually take up less than 10 MB. Graphics are a bottomless pit, as you will be well aware. Allow as much space for them as you can get away with. Fortunately, because Author-it produces document output formats that encourage smaller graphic file sizes, things won't be quite as bloated as they could be. Client Components The Author-it program requires 100 MB+ of drive space. There are minimum system requirements (see "Minimum Computer Requirements" on page 14) for each computer

16 Minimum Computer Requirements These are the minimum requirements for computers on which you install the Author-it 5 program. We strongly recommend that you do not use a machine with a lower specification. System Requirements Vista (32-bit or 64-bit), or Windows 7 (32-bit or 64-bit) Note: Windows XP SP3 is not supported from software release 5.5 onwards (see User Account Control (UAC) (on page 35) for information on installation options) 1 GHz processor (or better) 512 MB, or 1 GB RAM (recommended 2 GB) Microsoft.NET Framework 3.5 Service Pack 1 Display 1024x768 or higher resolution monitor Microsoft Mouse or compatible pointing device Microsoft Word 2007, or 2010 (required for Word document publishing and importing only) Note: Author-it can be run on a machine with lower specifications, however the performance will not be optimized and some processes will be slower. Runtime File System Space Allow at least 100 MB of hard disk space on each computer for the application files and client components. Allow More Space If You're Using JavaHelp If you are publishing your documents in JavaHelp format, you'll also need to install the JavaSoft Runtime Environment on any computers which need to display published JavaHelp files. Allow another 80 MB for this

17 Hardware and Software Recommendations for Installations These recommendations are differentiated into Client Server Author-it Small Business Server (ASBS) Author-it Server (AS) Client hardware and software recommendations Author-it Windows Client (Core) See also: Minimum Computer Requirements - Client (see "Minimum Computer Requirements" on page 14) Author-it Live / Web Contributor Author-it Aspect Web Client Processor: 1 GHz processor RAM: 1 GB (recommended 2 GB) Operating System: Microsoft Windows Vista (32-bit or 64-bit), or Microsoft Windows 7 (32-bit or 64-bit) - (see User Account Control (UAC) (on page 35) for information on installation options).net Framework Version 3.5 Service Pack 1 Microsoft Word 2010 or 2007 with save as PDF plug-in (If publishing or importing Word documents) Microsoft Internet Explorer version 8 or later. Microsoft Internet Explorer version 8 or later. Google Chrome current version. Mozilla Firefox 4 or later Apple Safari 4 or later (cannot be used with Author-it Web Help or Author-it web applications) Note: Clicking "mailto" links in some browsers (for example, Mozilla Firefox and Apple Safari) may open an empty tab or browser window. This can be closed without affecting the message or the tab or window used for viewing the Aspect site

18 Author-it Reviewer Web Client The Review process uses two web applications: Author-it Reviewer and Author-it Live / Web Contributor. While in the review phase of a Review, Reviewers operate only in the Author-it Reviewer interface to make suggestions and comments on content. Their browser options are Internet Explorer 8 and above, Firefox 3.6 and above, or Chrome 11 and above. While in the same Author-it Reviewer interface, Editors monitor these suggestions and comments, and interact with the Reviewers. However, in the editorial phase of a Review, Editors can only accept / reject changes and edit content in Author-it Live / Web Contributor (a different web application to Reviewer), which is only officially compatible with Internet Explorer 8 and above. Server hardware and software recommendations The Windows Client and the Database Server can be installed on the same machine. Database Server Author-it Aspect Processor: 2 GHz or higher RAM: 4 GB Operating System: Microsoft Windows Server 2003, 2008 (32-bit or 64-bit), or 2008 R2 (64-bit) Database: SQL Server 2005 Express or 2008 Express when database is under 4 GB, otherwise SQL Server 2005 or 2008 Standard or Enterprise Application Server: see specs for Author-it Web Applications Server, below Database Server: can share the Author-it Database Server

19 Author-it Small Business Server (ASBS) hardware and software recommendations ASBS is limited to 10 Base User Licenses. The Database Server should be installed on a separate server. Web Applications and Application Services Server can be installed on the same machine. We recommend the following hardware and software for a medium installation using Author-it Core, Author-it Live, Author-it Aspect, and Xtend: Database Server Author-it Web Applications Server Author-it Application Services Server Processor: Quad Core Xeon Processor. RAM: 4 GB. Operating System: Microsoft Windows Server 2003, 2008 (32-bit or 64-bit), or 2008 R2 (64-bit). Database: SQL Server 2005 or 2008 Standard or Enterprise. Processor: 2-way Quad Core Xeon Processors. RAM: 4 GB. Operating System: Microsoft Windows Server 2008 (32-bit or 64-bit), or 2008 R2 (64-bit)..Net Framework Version 3.5 Service Pack 1. This server handles the following backend processes: Publishing, Xtend indexing, Notifications, Reviewer scheduling. Processor: 2-way Quad Core Xeon Processors. RAM: 4GB. Operating System: Microsoft Windows Server 2003, 2008 (32-bit or 64-bit), or 2008 R2 (64-bit)..Net Framework Version 3.5 Service Pack 1. Microsoft Word 2010 or 2007 with Save As PDF plug-in (if publishing or importing Microsoft Word documents)

20 For more information on publishing using Word 2007 and 2010, see: Publishing to PDF and Microsoft Word 2007 and 2010 (on page 57) Author-it Client and Live: Publishing to Microsoft Word 2010 (64-bit) (see "Author-it Client and Live: Publishing to Word 2010 (64-bit)" on page 61) Author-it Live: Publishing to Microsoft Word on Microsoft Server 2008 (see "Author-it Live: Publishing to Word on Server 2008" on page 60) Author-it Server (AS) hardware and software recommendations Installation Size: This installation can have an unlimited number of Base User Licenses. The Database Server, Web Applications Server and Author-it Application Services Server should be installed on separate machines. Database Server Processor: 4-way Quad Core Xeon Processors. RAM: 8 GB. Operating System: Microsoft Windows Server 2008 (64-bit) or 2008 R2 (64-bit). Database: SQL Server 2005 or 2008 Enterprise (64-bit). Recommendation: SQL server cluster to ensure high availability, Shared Disk Array (Disk configuration in accordance with Microsoft Best Practice for SQL Storage)

21 Author-it Web Applications Server User ratio: 1 per 100 users Author-it Application Services Server User Ratio: 1 server per 20 publishers Processor: 2-way Quad Core Xeon Processors. RAM: 4 GB. Operating System: Microsoft Windows Server 2008 (32-bit or 64-bit), or 2008 R2 (64-bit)..Net Framework Version 3.5 Service Pack 1. This server handles the following backend processes: Publishing, Xtend indexing, Notifications, Reviewer scheduling. Processor: 2-way Quad Core Xeon Processors. RAM: 4GB. Operating System: Microsoft Windows Server 2003, 2008 (32-bit or 64-bit), or 2008 R2 (64-bit)..Net Framework Version 3.5 Service Pack 1. Microsoft Word 2010 or 2007 with Save As PDF plug-in (if publishing or importing Microsoft Word documents). For more information on publishing using Word 2007 and 2010, see: Publishing to PDF and Microsoft Word 2007 and 2010 (on page 57) Author-it Client and Live: Publishing to Microsoft Word 2010 (64-bit) (see "Author-it Client and Live: Publishing to Word 2010 (64-bit)" on page 61) Author-it Live: Publishing to Microsoft Word on Microsoft Server 2008 (see "Author-it Live: Publishing to Word on Server 2008" on page 60) General Installation Overview The following topics describe three general types of installation environment, the requirements for shared folders in a multi-user environment, the recommended location of the publishing folder, and an explanation of the folder paths in Author-it. When you are ready to install Author-it, see the section Installation Process Overview (on page 34). This section includes the steps for installing Author-it

22 Requirements The following requirements are based on three standard types of installation. SQL database - multiple users Empty SQL Server database SQL server must have TCP/IP enabled Author-it install file installs Author-it, Author-it Administrator, and sample library (to create your production library - modify the sample library or create a new library from the A4 or Letter library templates) Author-it license file Xtend (optional; requires Xtend installation and Service Manager installation, Xtend license is required) Use a shared Data folder for the multi-user environment. Example: SQL Server Multi-user Installation (on page 22) has more information on the requirements for this folder. Recommended installer: Network or IT administrator Jet database - multiple users Author-it install file installs Author-it, Author-it Administrator, and sample library (to create your production library - modify the sample library or create a new library from the A4 or Letter library templates) Author-it license file Use a shared Data folder for the multi-user environment. Example: Multi-user Jet Installation (on page 24) has more information on the requirements for this folder. See also: JET Database limitations (on page 21) Recommended installer: Network or IT administrator Jet database - single user Author-it install file installs Author-it, Author-it Administrator, and sample library (to create your production library - modify the sample library or create a new library from the A4 or Letter library templates) Author-it license file Example: Single-user Jet Installation (on page 27) has more information on the single-user environment. See also: JET Database limitations (on page 21)

23 JET Database limitations JET is an acronym for Joint Engine Technology. It was originally developed in the 1990s as a collection of core database technologies for use within Microsoft applications, and is now part of Microsoft Windows. JET is convenient within the Windows environment as it presents the developer with the ability to create and manipulate relational databases on the local file system or on shared network folders. For Author-it, the important JET database limitations are: There is no 64-bit version of JET and no official way to access JET on a 64-bit machine The only Author-it product to support JET databases is Author-it Editor (Windows). JET databases have a maximum size limit of 2GB. As they approach this size, response time slows. For larger database needs, JET databases can be exported to SQL Server databases (requires SQL Server). Note: For small users of Author-it, SQL Express can create free, stable alternatives to JET databases

24 Example: SQL Server Multi-user Installation The following example is for an installation using SQL Server in a multi-user environment. Author-it is installed on the library administrator's computer. The library is created and the Author-it license is assigned. The Author-it library is exported to the SQL Server database; this is the company's production library that all Author-it users will access. After installation, the Data folder (from the library administrator's computer) is copied to the network. The Data folder contains the publishing templates that all users will access when they publish their output. All of the Author-it users must have Read and Write access to the shared folders on the network. After moving the folder, the library administrator updates the Library Path in Author-it Administrator so that it points to the Libraries folder at this network location. This action is required for Author-it to use the Templates folder on the network. By default, relative paths are used in Author-it objects to the template files; these paths are relative to the location of the Libraries folder set in the Author-it Administrator. Author-it is installed on the client computers. When publishing, the shared template folder is accessed over the network; the output files are stored in the Publishing folder on the user's computers. The Data folder In a SQL Server multi-user installation, the Data folder on the network contains the publishing templates. The Data folder also contains a Libraries folder; point to this folder in the Author-it Administrator

25 Author-it Administrator library path After moving the Data folder to the network, the Library path must be updated in the Author-it Administrator so that it points to the Libraries folder at the new location. You must complete this step for a SQL Server multi-user environment. Best Practice: The Objects in the Author-it library use relative paths - these paths are relative to the library location set in the Author-it Administrator. When you move the Data folder to the network you also move the "company" templates folder. By updating the location for the library in Author-it Administrator you enable users to publish using the "company" templates instead of accessing the templates installed on their client computer. The User Option settings on client installations After moving the Data folder to the network and updating the path in the Author-it Administrator, the paths in the User Options File Locations tab do not need to be updated

26 The path to the Libraries and Templates continue to point to the local installation. When you log in to the library you'll use the templates from the Data folder that are relative the library file on the server. The paths to the Dictionaries and Log Files should continue to point to the local computer as these are user-based files. The Pictures path is also a user-based path and can point to a folder on the local computer or network. This path is optional, and when used tells Author-it to open a specific folder when creating Embedded File objects using the Insert Picture option in the Editor. Example: Multi-user Jet Installation The following example is for an installation using a Jet library in a multi-user environment. Note: We recommend using a SQL Server installation for multi-user environments. Author-it can be installed using Microsoft SQL Server or Microsoft SQL Server Express. See also: JET Database limitations (on page 21). Author-it is installed on the library administrator's computer. The library is created and the Author-it license is assigned. After installation, the Data folder (from the library administrator's computer) is copied to the network. The Data folder contains the Jet library and the publishing templates. All of the Author-it users must have Read and Write access to the shared folders on the network. Author-it is installed on the client computers. When publishing, the shared template folder is accessed over the network; the output files are stored in the Publishing folder on the user's computers

27 The Data folder In a multi-user Jet installation, the Data folder on the network contains the Jet library that will be used as the company production library, and the publishing templates. Author-it Administrator library path When using a Jet library, the path in Author-it Administrator points to the library file; the path is automatically copied from the location of the library file and cannot be edited. If you change the location of the library file then the path is automatically updated. However, objects in Author-it use paths that are relative to the location of the library. If you move the library file away from the Data folder (or move the templates away from the library file) the object paths will need updating. Note as well that if you have been using a Library, then you copy or move it to the network, your "Recent Libraries" functionality in Author-it may still point to the original, and you need to be sure of which library you are working with. We recommend that you move the library rather than copy it

28 The User Option settings on client installations After moving the Data folder to the network and updating the path in the Author-it Administrator, the paths in the User Options File Locations tab do not need to be updated. The path to the Libraries and Templates continue to point to the local installation. When you log in to the library you'll use the templates from the Data folder that are relative the the library file on the server. The paths to the Dictionaries and Log Files should continue to point to the local computer as these are user-based files. The Pictures path is also a user-based path and can point to a folder on the local computer or network. This path is optional and when used tells Author-it to open a specific folder when creating for Embedded File objects using the Insert Picture option in the Editor

29 Example: Single-user Jet Installation The following example is for an installation in a single-user Jet environment. The Author-it installer is run on the computer (using the default setup options). After installation all folders remain on the computer. This example installation does not store files on a different network location and does not use a SQL Server database; because this installation is for a single-user, all components remain on the user's computer. Author-it is installed on the user's computer, and the Data folder is created. After installation, all folders remain on the user's computer. The Libraries folder contains the Jet database. The Templates folder contains the publishing templates. The Publishing output folder stores the published output. The Data folder In a single-user Jet installation, the Data folder on the local computer contains the Jet library that will be used as the company production library and the publishing templates. Author-it Administrator library path When using a Jet library, the path in Author-it Administrator points to the library file; the path is automatically copied from the location of the library file and cannot be edited. If you change the location of the library file then the path is automatically updated

30 However, objects in Author-it use paths that are relative to the location of the library. If you move the library file away from the Data folder (or move the templates away from the library file) the object paths will need updating. The User Option settings on client installations The paths in the User Options File Locations tab all point to the folders that were installed as part of the local installation. The exception is the Pictures path which points to a folder on the local computer, or a folder on the network. This path is optional and when used tells Author-it to open a specific folder when creating Embedded File objects using the Insert Picture option in the Editor. Author-it Shared Data Folder Best Practice: All users have access to the shared Data folder on the network. All users must have Read and Write permissions to the Data folder. Why we recommend using a shared data folder for multi-user installations Your installation of Author-it includes sample publishing templates to get you started. You can then update these files for your own requirements, while keeping a back-up of the originals. The best method for ensuring all users are accessing the new versions of templates when they publish is to use a shared Data folder. Note: Each client installation of Author-it includes a Data folder with templates. The Data folder on client installations should not be deleted. If the folder is deleted, the next time Author-it is started the files are recreated as part of the start-up process

31 The Data folder The Data folder contains the following folders: Libraries: contains the Sample Jet database (and any other Jet databases that are created) Templates: contains the publishing templates, used by the library when publishing outputs including HTML Pages, Web Help, Word Tutorial: contains the Acme Tutorial Jet library and sample files used when completing the tutorial. Library and template paths There are two parts to the folder paths used in Author-it. Both parts of the path reference the Library folder. The library path tells Author-it where to find the Library folder (This path is used to point to the Data folder, and will point to a shared location for a multi-user installation, or to the local client installation for a single-user installation.) Library Path: The first part of the path points to the Library folder. This part of the path is displayed in the Author-it Administrator. For example: for a multi-user shared location - \\[server name]\data\libraries or for a single-user - C:\Program Files\Author-it 5\Data\Libraries Important: If you copy the Data folder to a new location ensure you change the Library Path in the Author-it Administrator s summary

32 File Path: The second part of the path points to the templates and other files; these paths are relative to the location of the Library folder and are usually seen in the Author-it object properties. For example: for a multi-user or single-user installation -...\Templates\Word Templates\Acme.dot..\Templates\HTML Help or Author-it Publishing Folder Each time that a user publishes, the output will go to a sub-folder of the Publishing folder. This Publishing folder is not created on software installation. It is only created for new installations when the user first publishes. For existing users who upgrade, the folder will probably already be established from the previous version. You can optionally manually create this Publishing folder and point to it for each User (see "Optionally manually create a Publishing folder and point to it for each User" on page 45). For both multi-user and single-user installations we recommend this folder remains on the local computer. Best Practice: In a multi-user installation, best practice is to publish to the individual computer rather than a shared folder. What happens when you publish? Each time a book is published, the new content is written to a publishing sub folder. If a book has already been published, the existing content in the sub folder is deleted and the new content is added. As a result, the sub folder always contains files from the last time the book was published

33 Why we don't recommend using a shared folder for publishing Defining a shared Publishing directory would cause people publishing the same book to overwrite each other's outputs at each publishing event. There can also be problems when multiple users are attempting to publish at the same time, so it is not recommended. Publishing is also generally slower when performed across a network connection than on the local computer. What if I want the output in a central location? The recommended option is to continue publishing to the local machine, and then use the Publishing Profile's after publish action to automatically transfer the content to the specified folder. The Default Folder Paths During installation, a number of folder paths are added to fields in the Author-it User Options and Author-it Administrator. If you move any folders after installation you will need to update the associated paths. Author-it Administrator - main window Library Path: points to the Libraries folder in Author-it's Data folder (when using a shared Data folder on a network, ensure this path is updated when using a SQL Server multi-user installation). Author-it - User Options File Locations Libraries: default location for opening and creating libraries; point client installations to the Libraries folder on the local computer. Templates: point to the Templates folder in the shared Data folder for multi-user installations, or to the local Templates folder for a single-user installation. Dictionaries: point to the Dictionary folder on the local computer (for both multi-user and single-user installations). Pictures: can be pointed to any folder containing graphics. This path is used when you create a new embedded File object using the Insert Picture option in the Editor. If this field is blank, or it does not point to a valid directory, Author-it opens the last folder used. Log Files: the Logs path defaults to the Windows Temp folder. It is advisable to create a new folder called Logs in a suitable location and update the path in File > User Options > File Locations. See Create a Logs folder and point to it for each user (see "Optionally manually create a Logs folder and point to it for each user" on page 46)

34 Publishing: This folder is only created for new installations when you first publish. Existing users who upgrade will already have an established folder. You can optionally manually create a Publishing folder and point to it for each User (on page 45). Publishing HTML Help: points to the hhc.exe file in the Author-it 5\Compilers\HTML Help folder; this is located on the local computer. WinHelp: points to the hcrtf.exe file in the Author-it 5\Compilers\WinHelp folder; this is located on the local computer. Java: points to the javaw.exe file in the Java\jre[build number]\bin folder; this is located on the local computer. Object properties The paths in the object properties fields will most often point to files in your publishing templates folders, and are relative to the location of the Libraries folder. If you change the location of the Templates folder (that is, move it out of your Data folder) the paths will need to be updated

35 Best Practice: Using UNC Paths in Author-it and Author-it Live We recommend using UNC paths whenever possible, and always when the environment uses both Author-it and Author-it Live. Best practice: use UNC paths and not drive mappings Author-it Live does not use mapped paths so UNC paths are always recommended for any libraries using Author-it Live. In addition to using UNC paths to the folders containing library resources, ensure permissions have been set so Author-it can access the resources. For example, a folder containing graphics must have, at a minimum, permissions to enable Author-it to Read the image files. While Author-it can resolve mapped paths, many users may map their drives (and permissions) differently, and this can affect access to the resources in a multi-user environment. For example, when you set a path to a resource in an object (or in a template or as a library path) not all users will have access to the folder contents. To avoid this issue in Author-it we also recommend using UNC paths. Permissions The permissions must enable access to both the users and the Live service account user. To test permissions on the shared resource we recommend the following: 1) Grant full access to the shared resource to test connectivity. 2) Once tests are successful, change the level of permissions to meet your requirements

36 Active Directory - Optional Active Directory is used to provide central authentication and authorization services. When the library is set up the administrator creates the Author-it user groups. Once the groups have been created they are mapped to the active directory security groups. Security access for the Author-it user is based on the security access that has been given to the active directory group they are mapped to. Users belonging to active directory security groups can log in to Author-it using trusted connections. Installation Process Overview Installing Author-it in a multi-user environment using a SQL Server library involves a number of steps, including: 1) Installing Author-it on the administrator's computer 2) Creating a Library and assigning the license to the library 3) Exporting the Jet library to a SQL Server database 4) Defining the File Directory Structure and moving the shared data components to the network 5) Creating the user accounts and assigning permissions 6) Installing Author-it on the client computers Installing Author-it in a multi-user environment, using a Jet library involves the following steps: 1) Installing Author-it on the administrator's computer 2) Creating a Library and assigning the license to the library 3) Defining the File Directory Structure and moving the shared data components to the network 4) Creating the user accounts and assigning permissions 5) Installing Author-it on the client computers If you are installing Author-it in a single-user environment, you'll run the setup files, then you'll create your library and assign the license. The following topics provide in-depth instructions on installing and configuring Author-it, ready to use, including the additional (and sometimes optional) steps required to create user accounts and work with a SQL Server database. If you are upgrading, please refer to Upgrading from a Previous Version of Author-it (on page 49) before you continue

37 User Account Control (UAC) When installing Author-it with an operating system using User Account Control (UAC) settings, for example, Windows Vista or Windows 7, we recommend the following options: UAC turned off Install Author-it in the Program Files folder. When UAC is turned OFF Author-it can access and write to the publishing, log, compilers, and dictionary folders and use the local templates folder. UAC turned on Install Author-it outside the Program Files folder. When UAC is turned ON this allows Author-it to write to the publishing, log, and dictionary folders and use the local templates folder. Installing in the Program Files folder with UAC turned on As an alternative to the recommended options you can install Author-it in the Program Files folder with UAC turned on. However, this requires the following: The templates, logs, dictionaries, compilers, and publishing folders must be moved to a location outside the Program Files folder to allow Author-it to access and write to files when required. (You'll need to adjust the File Locations and Publishing settings under the the Author-it User Options to point to the new locations.) If you plan to change your UAC settings from OFF to ON at a later date move your libraries to a location outside of the Program Files folder before you change the settings. For more information on User Account Control settings refer to your Windows Help. Installing Author-it on SQL Server Express If you don't have access to SQL Server, and want an alternative to using a Jet database, Microsoft's SQL Server Express Edition (either 2005 or 2008 editions) provides an alternative. SQL Server Express enables you to work with Author-it libraries up to 4 GB in size. This is freely available from the Microsoft website ( along with details on hardware and software requirements, installation steps, and a number of other resources. Once you have downloaded and installed both Microsoft SQL Server Express Edition (database engine) and SQL Server Management Studio Express, create a blank SQL Server database, and simply follow the steps to export your Jet library (see "Step 5 - Exporting the Jet Database to the SQL Server - SQL Server Installations Only" on page 40) to SQL Server

38 Step 1 - Installing Author-it On Administrator's Computer Before installing Author-it on the client computers, you'll need to install Author-it on the library administrator's computer. For multi-user environments you'll also need to set up the shared components (this includes the Library database and various templates). To Install Author-it: 1) Close all other Windows programs. This lets Author-it update essential components which are shared by other programs. 2) Run the Author-it Setup program to begin the installation process. The setup confirmation screen opens. Choose Next to continue. 3) Choose I Agree to accept the End User License, then choose Next to continue

39 4) The Select Installation Folder window opens. The Setup Wizard shows you the location where Author-it will be installed on your computer. Use the suggested settings, or browse to another location. Choose Next to continue. Choose Everyone to make Author-it available for all users with access to the computer. Choose Just me to make the installation of Author-it available to you only. Disk Cost... displays the available disk space in the location where Author-it is to be installed. 5) When you have completed all of the required steps choose Next to begin the installation process. Progress is shown as the components are installed. 6) Choose Close to exit the Setup program when the installation is complete. Step 2 - Create a Blank SQL Server Database - SQL Server Installations Only SQL Server Note: This step is optional, and only required if using a SQL Server database. If you are not using a SQL Server database go to the next step, Creating or Opening a Library (see "Step 3 - Creating or Opening a Library" on page 38). Create a blank SQL Server database for the Library you want to work with - most of the time, you'll only need one. Read about when to use more than one library. You'll also need to set up SQL user permissions: Make sure each person who will use the library database/s has the necessary security permissions to read and write to the database. Each user who will use Author-it will need at least db_datareader, and db_datawriter privileges on the SQL Server database

40 Each user who will administer the database will also need db_owner role privileges on the SQL Server database. These privileges can be allocated using user groups, and if using trusted connections, you can use the NT/Active Directories user groups. We recommend you use NT permissions and trusted connections, to minimize your security administration workload. Also, only SQL Server library databases which were opened with trusted connections are listed in the Most Recently Used files list in the Author-it client program. For detailed instructions about using SQL Server, please refer to your SQL Server user documentation. Step 3 - Creating or Opening a Library You won't need to create new library databases very often. Please read about when to use more than one library. See also: JET Database limitations (on page 21) To Create a New Library: 1) From the main menu of the Author-it program, choose File > New Library. The File Open dialog window appears. 2) Go to the New Library tab, and select the Library template you want to base your Library on. 3) Choose the OK button, then wait while Author-it creates and opens your Library. SQL Server 4) To create a SQL Server Library database, complete these steps, and then export your JET database to SQL Server. Important: You will need to assign your license (see "Options for Assigning a License to the Library" on page 53) to the library using Author-it Administrator before the library will open using Author-it. Step 4 - Loading the License File against your library When you are ready to begin working in your library you need to assign your Author-it license to your primary, or main, library. To Assign Your License: 1) Open your library using Author-it Administrator

41 2) Choose Security > Update Licenses... The Update License window opens. Choose the option to load the license file. 3) Choose Next to continue. The Load License File window opens. 4) Select Load from License file, then Browse to your license file. The pathway to the license is added to the Load from License File field. 5) Enter the license key in the License Key field. Choose Next to complete the licensing update. 6) When the Licensing has been successfully updated Close the licensing window

42 Step 5 - Exporting the Jet Database to the SQL Server - SQL Server Installations Only SQL Server Note: This step is optional, and only required if using a SQL Server database. The SQL server must have TCP/IP enabled. If you are not using a SQL Server database go to the next step. Use the Author-it Administrator program to export the Jet Library database to a SQL Server database. To Export a JET Library to SQL Server: 1) From the main menu of the Author-it Administrator, choose Export. The Export Database To SQL Server screen opens. 2) Enter the name of the server and the database. 3) To use a Trusted NT Connection to the database, make sure the "Use Trusted Connection" check box is ticked, then go to Step 5. 4) If you're not using a Trusted NT Connection to the database, make sure the "Use Trusted Connection" check box is blank, then enter the correct Login ID and Password. 5) Choose OK to begin the process of exporting the database. Progress is shown as the Jet database is exported to SQL. 6) A Confirmation message is shown when the database has been successfully exported. Choose OK, then close the Export to SQL window. Note: This functions requires that the you have at least db_dbadmin privileges on the SQL Server database

43 Step 6 - Multi-User Environments - Moving the Data Components to a Shared Location When you install Author-it, this default file directory structure is created on the computer:..author-it 5 Compilers Help compilers Data Libraries Templates Tutorial Base directory for all relative file paths Contains several sub-directories for different types of templates and components for Word and web-based outputs Contains the tutorial files Dictionaries Help MIF Contains several sub-folders for different Language dictionaries Author-it Help files MIF files (requires a MIF license) A Logs folder is also created in the Windows Temp directory when you use Author-it, but we recommend that you manually create a Logs folder and point to it for each user (see "Optionally manually create a Logs folder and point to it for each user" on page 46). For published outputs a Publishing folder is created under the Author-it install directory (for example, Author-it 5\Publishing) when you first publish. You can optionally manually create a Publishing folder and point to it for each User (on page 45). Move the Data folder in a multi-user environment In a multi-user environment, the Data folder containing the shared components needs to be moved (see "Suggested Directory Structure for Shared Components" on page 43) to a network location so that everybody in the team has access to the same files (see also Author-it Shared Data Folder (on page 28)). Note: Before moving the library to a network location, first close the Author-it and Author-it Administrator programs if they are pointing to the library that is being moved

44 Multi-user Jet: After the Data folder has been moved to a network location, the Library path in the Author-it Administrator, will update automatically. Note that when you wish to open this library, do not open via "Recent Libraries", as the recent path will no longer exist. Rather choose Select Library > Open Recent tab > Browse for more and browse for the new location. Multi-user SQL Server: After the Data folder has been moved to a network location you will need to update the Library path in the Author-it Administrator. To Update the Library Path in Author-it Administrator: 1) Log in to the library using Author-it Administrator. 2) Add the location to the Library Path field. 3) Close Author-it Administrator

45 Suggested Directory Structure for Shared Components In a multi-user environment, the Data folder should be moved (not copied) to a shared location on the network. We suggest moving the entire Data folder - keeping the existing structure intact. If you do copy the library, be aware that when you open the Author-it program, the Recent Libraries tab will still point to the original, not the copy. To open the new library, choose Select Library > Open Recent tab > Browse for more and browse for the new location. In a number of Author-it objects, the paths pointing to files in the Templates folders are relative to your Library. If you move the Templates folder (away from the Data folder), then you will also need to change relative file paths (see "Changing Relative File Paths" on page 51) in several Author-it objects...author-it 5 Data Libraries Templates Tutorial Base directory for all relative file paths Contains several sub-directories for different types of templates and components for Word and web-based outputs Contains the tutorial files Note: All Author-it users require file system read/write permissions to the shared data files, and the ability to create and delete files in the directory containing the library or libraries. If a user does not have these permissions, they cannot open a library

46 Suggested Directory Structure for Client Computers When you install Author-it on each client, the following folders are created on each computer under the Author-it install folder. Note, in multi-user environments you'll use the Data folder that was moved to a shared network location...author-it 5 Compilers Help compilers Data Libraries Templates Tutorial Base directory for all relative file paths Contains several sub-directories for different types of templates and components for Word and web-based outputs Contains the tutorial files Dictionaries Help MIF Contains several sub-folders for different Language dictionaries Author-it Help files MIF files (requires a MIF license) A Logs folder is also created in the Windows Temp directory when you use Author-it, but we recommend that you create a Logs folder and point to it for each user (see "Optionally manually create a Logs folder and point to it for each user" on page 46). For published outputs a Publishing folder is created under the Author-it install directory (for example, Author-it 5\Publishing) when you first publish. You can optionally manually create a Publishing folder and point to it for each User (on page 45)

47 Optionally manually create a Publishing folder and point to it for each User Each time a user publishes, the output goes to a sub-folder of the Publishing folder. The folder is not created on initial software installation. By default the software creates this Publishing folder within the Author-it installation folder when the user first publishes. Existing users probably already have this folder configured, and it is maintained across successive software updates. You have the option to manually create a Publishing folder in any location where users have Read, Write and Delete access, so long as you then configure each user's Author-it software to point to that folder. For both multi-user and single-user installations we recommend this folder remains on a local computer (see "Author-it Publishing Folder" on page 30). Users can customize the location of the Publishing folder and point to it from File (A-button) > Author-it Options > Publishing tab. For example:

48 Optionally manually create a Logs folder and point to it for each user The Author-it Logs path defaults to the Windows Temp folder when you use the Author-it software. We recommend that you create a new folder called Logs in a suitable location and update the path in Author-it Options > File Locations for each user. Existing users may already have this folder configured, and it will be maintained across successive software updates. Users can customize the location of this folder and point to it from File (A-button) > Author-it Options > File Locations tab. For example: Step 7 - Create User Accounts and Assign Permissions In each Library database, you'll need to create Users and then assign security permissions to them. We recommend setting up User Groups so you can restrict some functions (such as maintaining styles and templates) to senior members of your team

49 Step 8 - Installing Author-it on Client Computers Each person who needs to work with Author-it must have the Author-it program files installed on their computer. You must ensure this step is completed on each client computer. You can install Author-it on any number of computers. The license defines how many users have access to Author-it at any one time. After you have prepared the installation on your server, you are ready to install Author-it onto your client computers. To Install Author-it on the Client Computers: 1) Close all other Windows programs. This lets Author-it update essential components which are shared by other programs. 2) Run the Author-it Setup program to begin the installation process. The setup confirmation screen opens. Choose Next to continue. 3) Choose I Agree to accept the End User License, then choose Next to continue. 4) The Setup Wizard shows you the location where Author-it will be installed on the computer. Use the suggested settings, or browse to another location. Select how Author-it will be installed for people using this computer then choose Next to continue: Choose Everyone to make Author-it available for all users with access to the computer

50 Choose Just me to make the installation of Author-it available to you only 5) When you have completed all of the required steps choose Next to begin the installation process. Progress is shown as the components are installed. 6) Choose Close to exit the Setup program when the installation is complete

51 Upgrading from a Previous Version of Author-it Please read this procedure carefully before attempting to upgrade your existing version of Author-it. With any update, we recommend that you maintain accurate backups of your data before installing the software, and that you always test it in a separate environment before changing your production environment. Refer also to these topics for detailed information: Upgrade Matrix - READ ME before upgrading Minimum Server Requirements for Author-it (on page 13) Minimum Computer Requirements - Client (see "Minimum Computer Requirements" on page 14) Hardware and Software Recommendations for Installations (on page 15). First determine if you are performing a major upgrade or a minor upgrade Refer to the release notes for this software upgrade to determine any specific upgrade instructions. The release notes will clarify if the upgrade requires more procedures than normal. A minor upgrade is from one release to a closely related release, for example from release to A major upgrade is from primary release to primary release, for example from 5.xx to 6.xx What is the difference in procedure? With a minor upgrade you can simply follow normal Windows software upgrade procedures: close the Author-it software, run the installation file, follow normal installation prompts, and on completion re-open the Author-it software to check that it is functional. With a major upgrade, you also need to Backup all your libraries, graphics, templates, and any other supporting files before the upgrade. When you run an upgrade, files that you have modified (such as publishing templates) should not be overwritten, while files that have not been modified should be overwritten. If using SQL Server, the library will not be backed up automatically. If the SQL database is less than 2GB in size, you are strongly advised to export it to JET first, or follow your normal backup procedure prior to upgrading the Library. Note that JET databases have a 2GB size limitation, so only SQL databases that are smaller than 2GB can be exported to JET. Install the software into a test environment before updating your production software. Upgrade the Library (the software will prompt you to do this when you log into Author-it Administrator)

52 Re-assign a license file. To obtain upgrade software: 1) Log into My Author-it and navigate to software downloads > Author-it for Windows Software> download files. 2) Save the appropriate file. To perform a minor upgrade: 1) Close Author-it. 2) Run the upgrade file and follow instructions, as for any other Windows software. 3) Open Author-it and check the software version to ensure that the upgrade was successful (Click the Help button> About Author-it...), then check the Author-it functionality. 4) After checking the upgrade, make the file available to all appropriate users so that they can also upgrade their installations. To perform a major upgrade: 1) Ensure that all users are logged out of your library, then backup all your libraries, graphics, templates, and any other supporting files before you begin. If using SQL Server, you can backup your library by exporting it to JET provided the library is under 2GB, otherwise have your SQL Server administrator back it up for you. 2) Install Author-it into a test environment. 3) Using Author-it Administrator, open your existing test library. Author-it will prompt to upgrade your library. Choose Yes to continue (see Upgrading Libraries from earlier builds) 4) Progress is displayed while your library is upgraded. This can take some time depending on the size of your database and specifications of your computer. Do not interrupt this upgrade. Any problems are listed in the Log file while the library is being upgraded. The log file can be opened later from the \Author-it 5\Logs folder. 5) If you are using a JET database library, then we recommend that you compact your library to improve efficiency. 6) Open Author-it and check the software version, then check that the software is functioning correctly. 7) When your acceptance testing is complete and you are ready to roll out the new software to your production environment, assign the new license file to your library. 8) Roll out the software to all Author-it users, and ensure that they all upgrade to the same version

53 Additional Steps for Your Installation The following topics provide additional information and options for your installation. Backups We strongly recommend stringent daily backup procedures for your Author-it data files, especially the Library database/s. When you upgrade an earlier JET Library database so you can work with it using Author-it 5, a copy of that earlier database is automatically created before the upgrade. Otherwise, Author-it has no internal backup procedures. There are many good backup tools available - contact your regular software and hardware supplier. Changing Relative File Paths The following step should be completed by the library administrator. This step is required if the Data folders are moved in a way that breaks the relative file paths (that is, the templates folder is moved out of your Data folder). Let's look at how the paths are created. In this example, the two parts to the path are combined by Author-it to point to a Word template located on the server: \\[server name]\data\libraries\templates\word Templates\Acme.dot Library path: \\[server name]\data\libraries File path:..\templates\word Templates\Acme.dot

54 Relative file paths If you change the relative positions of the Library database and the Templates directory from Author-it's default file directory structure, you may also need to change settings in several Author-it objects (usually object templates). These settings point to files whose location is always specified relative to the position of the Library file that you are working with. SQL Server If you are using a SQL Server database, the locations of files are specified relative to the Library path directory specified in the Summary section of the Author-it Administrator. Think of this as your base directory. This path points to the Libraries folder in your Data folder

55 To Change File Paths: 1) Start the Author-it program and log in to your Library. You'll need to log in as a User who has sufficient permissions to edit object templates. 2) Open the object templates for these types of object, and change their relative paths if necessary: Book object: Print tab - update the Word template field, Web tab - update the Frameset template and Additional files (if they are used). Index object: Web tab - update the fields in each of the sub-tab template fields (Plain HTML, HTML Help, JavaHelp, and Oracle Help). Table of Contents object: Web tab - update the fields in each of the sub-tab template fields (Plain HTML, HTML Help, JavaHelp, and Oracle Help). Media object: Web tab - update the fields for the HTML template and Additional files (if they are used). Customizing Each User's Styles Toolbar For each Library, each user can customize the Styles toolbar in the Topic Editor, and assign keystrokes to styles. You can also copy an existing user's customized styles, but only from within the same Library. For more information see the Using Author-it Guide topic for Customizing the Styles Toolbar. Options for Assigning a License to the Library Before opening your library for the first time you will need to assign the license. License allocation is completed in the Author-it Administrator. There are two License Models to choose from. In most cases you will use the option to assign the license file to your library. The license file is allocated to your primary, or main, library, and license tokens can then be allocated to any secondary libraries created from your main library. 1) Load the License File: use this option when you assign the license (see "Step 4 - Loading the License File Against Your Library" on page 38) to your primary, or source library. -or- 2) Use an Author-it License Library: use this option to allocate license tokens from your primary library to any secondary libraries (for example, if you create a sandpit library). Tokens are automatically allocated to Target and Offline libraries when they are created. In addition, you have the option to allocate License tokens for specific users or groups. This allows you to reserve tokens for users, or alternatively restrict token use

56 Reserving tokens (Optional) Tokens can be reserved for specific users or groups ensuring they have access to required functionality needed to complete a project. This is done by allocating a minimum number of tokens to the group or user. The tokens can also be reserved for a specific time period using the start and finish dates. Restricting tokens (Optional) You can restrict the number of tokens that will be made available for groups or users. This is useful when you want to restrict the functionality for users or groups, for example, restricting which groups or users have access to Localization Manager. Use an Author-it License Library Once you have assigned the license to your primary library you can assign tokens to a secondary library, for example when you are working in test or sandpit libraries. Note: Tokens for Target and Offline libraries are automatically assigned to the libraries when they are created. When Offline libraries are checked in the tokens are returned to the primary library. To Assign License Tokens to Secondary Libraries: 1) Open your secondary library using Author-it Administrator. 2) Choose Security > Update Licenses... The Update License window opens. Choose the option to use an Author-it License Library. Choose Next to continue

57 3) The library allocation window opens. Choose Find Library... then select the library you are assigning tokens to. Choose OK. 4) The pathway to the library is added to the Update License window. Choose Next to complete the licensing update. 5) When the Licensing has been successfully updated Close the licensing window. Assigning License Tokens to Users Using Author-it's License Assignment Configuration you can reserve licenses for users, groups, or other libraries. For example, you can reserve licenses for a specific time period (days, weeks, etc) for a selected group of users, ensuring they have full access to resources needed to complete a special project. Note: This step is optional. You only need to assign licenses when you want to reserve or restrict the available licenses for certain users, groups or libraries. To Assign Licenses: 1) Open the library using Author-it Administrator. 2) Choose Security > Allocate Licenses... The License Allocation window opens. 3) Select the License Token then right-click and choose New... The License Assignment configuration window opens. 4) Choose an option under Assign to:

58 User: assigns the token allocation to an individual user. Select the user from the drop-down list. Group: assigns the token allocation to a group. Any users assigned to that group can use the token. Select the Group from the drop-down list. Note: Options in the drop-down lists for the user names and groups are populated from the Author-it Administrator's Users and Groups. Library: assigns the token allocation to a library. Select a Library from the Name drop-down list, or choose the browse button to open the New Related Library window. Choose the browse button and select the library. 5) Select the Minimum and Maximum number of tokens you are assigning to this configuration. To reserve tokens select the minimum number of tokens that will be made available. Individual users have one token assigned, while groups and libraries can have multiple tokens assigned. To restrict tokens select the maximum number of tokens that will be made available. As an example, selecting 1 token will restrict usage of the functionality, while selecting 0 tokens will remove the functionality for the selected user or group. 6) Select the start and finish dates for the time period the tokens will be assigned in this configuration. 7) Choose OK to assign the tokens and close the configuration window

59 Publishing to PDF and Microsoft Word 2007 and 2010 The following tables show the settings required for publishing using specific operating systems (either 32-bit or 64-bit) and versions of Microsoft Word. Note: When publishing using Author-it Live, ensure the settings for Client and Live are completed: Desktop System32 (publishing folder) and Desktop SysWOW64 (publishing folder) [Read More (see "Author-it Live: Publishing to Word on Server 2008" on page 60)] Add registry key and Enable Word macros [Read More (see "Author-it Client and Live: Publishing to Word 2010 (64-bit)" on page 61)] For Word 2007 publishing, you need to type in personal details for the Microsoft Office Installation, in Word Options > Popular > Personalize Your Copy of Microsoft Office. Without these details, Word 2007 publishing fails, with an error message "Document cannot be opened by Word: Line 1080 error, Bad parameter". Builds Author-it 5.4 and Author-it Live 5.4 and later Server Operating System Microsoft Server 2003 Word 2007 Word 2010 (32-bit) Word 2010 (64-bit) Client No Action No Action Does not apply Live Publishing Server No Action No Action Does not apply Microsoft Server 2008 (32-bit) Client No Action No Action Does not apply Live Publishing Server Desktop System32 (publishing folder) Desktop System32 (publishing folder) Does not apply Microsoft Server 2008 (64-bit) (R2) Client No Action No Action Enable Word macros Live Publishing Server Desktop SysWOW64 (publishing folder) Desktop SysWOW64 (publishing folder) Enable Word macros Desktop System32 (publishing folder)

60 Builds Author-it 5.4 and later Desktop Operating System Microsoft Windows 7 (32-bit) Word 2007 Word 2010 (32-bit) Word 2010 (64-bit) Client No Action No Action Does not apply Microsoft Windows 7 (64-bit) Client No Action No Action Enable Word macros Microsoft Vista (32-bit) Client No Action No Action Does not apply Microsoft Vista (64-bit) Client No Action No Action Enable Word macros Builds Author-it and Author-it Live and earlier Server Operating System Microsoft Server 2003 Word 2007 Word 2010 (32-bit) Word 2010 (64-bit) Client No Action No Action Does not apply Live Publishing Server No Action No Action Does not apply Microsoft Server 2008 (32-bit) Client No Action No Action Does not apply Live Publishing Server Desktop System32 (publishing folder) Desktop System32 (publishing folder) Does not apply Microsoft Server 2008 (64-bit) (R2) Client No Action No Action Registry key Macros enabled

61 Server Operating System Word 2007 Word 2010 (32-bit) Word 2010 (64-bit) Live Publishing Server Desktop SysWOW64 (publishing folder) Desktop SysWOW64 (publishing folder) Registry key Macros enabled Desktop System32 (publishing folder) Builds Author-it and earlier Desktop Operating System Microsoft Windows 7 (32-bit) Word 2007 Word 2010 (32-bit) Word 2010 (64-bit) Client No Action No Action Does not apply Microsoft Windows 7 (64-bit) Client No Action No Action Registry key Enable Word macros Microsoft Vista (32-bit) Client No Action No Action Does not apply Microsoft Vista (64-bit) Client No Action No Action Registry key Enable Word macros

62 Author-it Live: Publishing to Word on Server 2008 Description: When publishing to Microsoft Word or PDF, an additional folder is required by Windows Server 2008 (32-bit), Server 2008 (64-bit), or Server 2008 R2 (64-bit). If this folder does not exist on the server the publishing job can fail with the following error shown in the publishing log. 'Document cannot be opened by word. Error: Object variable or With block variable not set. Publishing finish (Finished 11:44:03 AM) Publishing job failed.' Author-it's recommended solution: To enable publishing to complete successfully, create a "Desktop" folder in the location specified for your server operating system: For Windows Server 2008 (32-bit): C:\Windows\System32\config\systemprofile For Windows Server 2008 (64-bit) or Server 2008 R2 (64-bit) and Office 2010 (32-bit): C:\Windows\SysWOW64\config\systemprofile For Windows Server 2008 (64-bit) or Server 2008 R2 (64-bit) and Office 2010 (64-bit): C:\Windows\System32\config\systemprofile

63 Personal Details requirement for Author-it Publishing to Word 2007 For Word 2007 publishing, you need to manually type in personal details for the Microsoft Office Installation, in Word Options > Popular > Personalize Your Copy of Microsoft Office. Note: Without these details, Word 2007 publishing fails, with an error message "Document cannot be opened by Word: Line 1080 error, Bad parameter". Author-it Client and Live: Publishing to Word 2010 (64-bit) Description: Microsoft Word bit requires an additional registry key when publishing to Word or PDF using Author-it Client (and earlier) and Author-it Live (and earlier). If the registry key does not exist on the server or computer used for publishing, the following error may be displayed: 'Object reference not set to an instance of an object.' Author-it's recommended solution: To publish to Word or PDF with Microsoft Word bit add the following registry key and enable macros in Word's Trust Center. Important: Refer to the Microsoft Help for information on modifying the system registry

64 To Add the Registry Key: 1) Add the following registry key and value to the computer running Author-it, or the publishing server if using Author-it Live, or both: HKEY_LOCAL_MACHINE\SOFTWARE\Wow6432Node\Microsoft\Office\14.0\Word \Security 2) Add a string value under this called "Level" with the data set to "1". Setting Up Author-it Using an Application Server Note: This step is optional, and only required if using Author-it in an Application Server environment. Windows Terminal Services, Citrix MetaFrame and Citrix Presentation Server allow applications to be distributed over a wide area and used on many different operating systems. The Citrix products even allow Author-it to be run on Macintosh or Unix computers. Put simply, many instances of Author-it run on an Application Server, which sends information to the Client computers for them to display on screen. The Client computers in return send mouse click, key stroke and clipboard information back to the Application Server. Working with an Application Server creates additional installation requirements: Each Client computer should see the Library and external files (HTML templates etc) at the same location Each Client computer must publish to their own publishing folder Each Client computer must maintain their own dictionaries Each Client computer must create their own separate log files when importing and publishing These requirements are best addressed using a login script. Note: Before Author-it is installed on the Application Server, the File Server and Database Server should be installed and running. User Login Script All users opening an Author-it session from a Client Computer working through an Application Server should use Mapped Drives to separate their individual data from other clients using the same Application Server. Ideally, they will use a Mapped Drive for all private data. Author-it allows only one session per Client Computer and the Client Computer Name is used to determine this. Application Servers use the environment variable %CLIENTNAME% to distinguish between Client Computers. When a user logs in to a domain, there is the option to run a login script. This is the ideal time to ensure that:

65 unique folders exists for the Client Computer each Client Folder is mapped to a consistent drive letter The Microsoft Knowledge Base Article Q ( deals with How to Set Up a Logon Script Only for Terminal Service Users. This has mixed results and doesn't work on some servers. If it doesn't run, try this registry fix. 1) On the Terminal Services server, start the Registry Editor. 2) Locate and then open the following key in the registry: HKEY_LOCAL_MACHINE\SOFTWARE\Microsoft\Windows\CurrentVersion\Run 3) From the Edit menu, select New > String Value. 4) Type in something like WindowsTerminalServicesLogon for the value, and then click Modify on the Edit menu. 5) In the Value Data box, type the path and file name for the program that you want to start when users log on. 6) Select OK, and then quit Registry Editor. Note: If you still can't get the Logon Script to run after reading the Microsoft Knowledge Base Article Q ( try moving the script to: C:\Documents and Settings\All Users\Start Menu\Programs\Startup Example Login Script This login script assumes the following client/server names and paths: File Server \\MYDATA Installation Folder \\MYDATA\Author-it 5 This is a share name, not an actual folder. Data Folder \\MYDATA\Author-it 5\Data Created by installing Author-it on the File Server Clients Folder \\MYDATA\Author-it 5\Clients This folder is created manually. This script should be run at login for all users accessing Author-it via an Application Server: net use P: "\\MYDATA\Author-it 5" /persistent:no if exist "P:\Clients\%CLIENTNAME%\." goto :COPYDONE cd /d "P:\Clients" md "%CLIENTNAME%" cd /d "%CLIENTNAME%" md "Publishing" md "Logs" md "Dictionaries" cd /d "Dictionaries" xcopy /e /s /v "P:\Dictionaries" :COPYDONE net use P: /delete net use P: "\\MYDATA\Author-it 5\Clients\%CLIENTNAME%" /persistent:no

66 Before Installing Author-it on the Application Server Before Author-it is installed on the Application Server, the File Server and Database Server should be installed and running. User Options - Using the Mapped Drive After installing Author-it on the Application Server the User Options should be set. To set the User Options: 1) Start Author-it and open your Library. 2) In the main window choose the Author-it Button > Author-it Options In the File Locations and Publishing tabs fill in the fields as appropriate for your File Server and Client Folder drive mapping created by your Domain Login Script: 3) Apply the settings and exit Author-it

67 Windows Terminal Services - RDP (Remote Desktop) Files To connect to an Application Server running Windows Terminal Services, the Client computer will use Remote Desktop. Remote Desktop is installed by default on Vista. For a network administrator, it is easiest to give clients a RDP (Remote Desktop) file that includes all the information needed to connect to Author-it via Windows Terminal Services. Creating a RDP File: 1) Log into a Client computer. 2) Start a Remote Desktop Connection: Start > All Programs > Accessories > Communications > Remote Desktop Connection 3) On the General tab, enter the appropriate information in the computer and domain fields

68 4) On the Programs tab, enter the path to the Author-it executable, and starting folder on the Application Server: 5) Back on the General tab, select Save As... and create a file called Author-it.RDP The Author-it.RDP file can be distributed to all clients within the domain wishing to connect to Author-it using Remote Desktop. Indexing Service for Author-it Xtend Author-it Service Manager controls the Author-it Xtend Indexing Service, and should be installed on the server. You will need administrator rights to complete the installation. The following steps are needed to complete the installation: Install the Author-it Service Manager on the server. Start the Author-it Service using Window's Administrative Tools. Add the SQL Library in the Service Manager console and start the Indexing service. Check the Library is indexed. Installing the Author-it Service Manager The service manager should be installed on a server by a person with the appropriate rights. We recommend that the installation be performed from a client workstation from which the server is accessible. The Author-it Service Manager runs the Xtend Indexing service used by the library in Author-it and Author-it Live, and the publishing service used by Author-it Live

69 Important: When upgrading to the latest build of Author-it Service Manager, uninstall the current build then follow the steps below to install the new build. To Install the Author-it Service Manager: 1) Close all other Windows programs. This lets Author-it update essential components which are shared by other programs. 2) Run the Windows Server Setup file to begin the installation process. The setup confirmation screen opens, choose Next to continue. The Select Installation Folder screen is displayed. Accept the default location or choose Browse and select a different location. Select how the Author-it Server Manager will be installed on this computer: Choose Everyone to make the Author-it Service Manager available for all users with access to the computer. -or- Choose Just me to make the installation of the Author-it Service Manager available to you only. 3) Follow the prompts to continue the installation process. During the installation the Set Service Login window is displayed; enter the username and password for the service user (the Windows service user or the user that the Windows service uses), then confirm the password. Enter the user name using one of the following formats: For a local user: ".\[username] " For an Active Directory user: "user@domain.com" Note: For Author-it Live installations the service user is the local or Active Directory publishing user (the Windows service user or the user that the Windows service uses) created to run the publishing service and provides the required access to the publishing folders where the service needs to "dump" the files. 4) When the installation is complete choose Close to exit the Setup program. The Author-it Service Manager is now installed. To complete the installation you must: Start the Author-it Service using Window's Administrative Tools (if the service will not start, select Local System account on the Log-on tab of the service properties and retry)

70 Add the SQL Library in the Server Manager console and start the Indexing service. Check the Library is indexed. For more information see Checking the Author-it Xtend Indexing Settings (on page 69). Start the Author-it Service Using Administrative Tools Before you can open the Author-it Service Manager console you need to start the Author-it Service using Window's Administrative Tools. To Start the Author-it Service: 1) Choose Start > Settings > Control Panel > Administrative Tools > Services 2) Right-click on the Author-it Service and choose Start. By default the service is set to start manually. If the server is restarted at any time you will need to restart the Author-it Service. However, the service can be set to re-start automatically. Right-click on the service and open the Properties window, then choose Automatic from the Startup Type drop-down list. Important: After adding the library (see "Adding the Library to the Author-it Service Manager" on page 68) and starting the indexing service (see "Starting the Author-it Xtend Indexing Service" on page 69), you'll need to restart the Author-it Service (see "Restart the Author-it Service Manager to Save the Changes" on page 69) in Windows Services. This acts as a "save" function and saves your settings to the configuration files. Once this action has been completed, the configuration settings will not be lost if the server is restarted. Adding the Library to the Author-it Service Manager The Author-it Service Manager console is used to configure, start, and stop the services. Once installed, and the Author-it Service is started, you are ready to configure your SQL library. To Configure the Library: 1) Open the Author-it Service Manager console: Choose Author-it Service Manager from the Start menu -or- Double-click the Author-it Server Manager shortcut. 2) Choose Add Library. The Select Library window opens. 3) Choose the SQL Server tab then enter the details to login to the database. Note: You must log in a user with full access to the database. Choose OK. The Library is added to the Libraries List (with separate entries for the Xtend Indexing and Publishing)

71 4) Right-click on the Indexing service and choose Start Service. Starting the Author-it Xtend Indexing Service By default, the Indexing service is started manually. However, you can configure the Indexing service to start automatically when the Author-it Service starts. To Start the Author-it Xtend Indexing: 1) In the Service Manager right-click Author-it Xtend Indexing and choose Configure Service. 2) Select the Start Automatically check box. Save the changes. 3) Right-click on Author-it Xtend Indexing and choose Start. Restart the Author-it Service Manager to Save the Changes After making any changes to the Author-it Service Manager configuration settings, ensure that you restart the Author-it Service in Windows Services. This acts as a save function and saves your configuration to the config files. Once this action has been completed, the configuration settings will not be lost if the server is restarted. Checking the Author-it Xtend Indexing Settings Once the Library has been configured and the service is running you need to ensure the library has been indexed, if the library is large this might take a while to complete. You can confirm that the library is indexed by checking the settings in the Author-it Administrator. When the "Paragraphs Indexed" displays 100% the library is fully indexed and Xtend is active. If the percentage is less than 100% Xtend is not currently active. The Check the Indexing: 1) Open Library using Author-it Administrator. 2) From the main menu choose Settings > Author-it Xtend Settings. When Paragraphs Indexed shows 100% the library indexing is up to date

72 Upgrading to a new build of Service Manager Upgrading to a new build of Service Manager involves stopping the current Author-it services, uninstalling the components for the current build and installing the components from the new build. When you uninstall the components, the Author-it Service Manager folder and the log files remain at the default location. The settings used by the previous installation are deleted, so you record the settings before uninstalling. Important: When you are upgrading to a new build, ensure that you install the components to the same locations as the previous installation, and use the same settings as the previous installation. To Upgrade to a New Build of Service Manager: 1) If you do not know the service user's password, reset the password before you begin the upgrade process (See Resetting Service Manager password). 2) Backup the configuration files for Service Manager. The default location for the configuration files is: C:\Program Files\Author-it Software Corporation\Author-it Service Manager. Ensure that this backup includes a backup of the ServerLibraries.xml file. 3) Stop the current Author-it services (upgrading users often neglect to do this!). Note: If you encounter any issues after this step, try rebooting the server or PC before continuing. 4) Uninstall the existing build of Author-it Service Manager. (Refer to Uninstalling Author-it products if necessary.) Note: If you try to uninstall the service while it is running, you could end up in a position where attempts to uninstall fail completely, even after you go back and stop the service. In this case, please contact Support for help. Alternatively, if you have Service Administrator knowledge, you can easily delete the "author-it service" by means of the command line. 5) Run the new Service Manager setup file and add the user name and password when prompted. Install the components to the same locations as the previous installation. Use the same settings and user credentials (user names and passwords) that were used by the old installation. Note: The service user credentials must point to an existing user with appropriate security permissions

73 Use the following format: ".\[username] " 6) Start the Author-it Service. 7) Open the Service Manager window and add your SQL library. 8) Configure and start the Xtend Indexing and Publishing services. Publishing: Right-click and choose Configure Service. Add the queue name, compiler paths, and select Start Automatically. Save the changes. Right-click Publishing again and choose Start Service. Author-it Xtend Indexing: Right-click and choose Configure Service. Select Start Automatically. Save the changes. Right-click again and choose Start Service. 9) Close the Service Manager window. See also: Troubleshooting: Service Manager Upgrades Notification Service configurable Poll Time for Author-it Reviewer From software release , the notification service poll time is configurable by means of a configuration parameter in the notification sub-service configuration dialog in the Service Manager. This poll time is a means of controlling the frequency of Reviewer notifications. For example, if you find that you receive Reviewer s too fequently, you can increase the poll time. See Configuring and Starting Author-it Reviewer in Service Manager Advanced Configuration of Author-it Each organization is different, so Author-it lets you adjust many settings to match the way you work, including setting up Import Rules and Publishing Profiles, and customizing publishing templates to meet your documentation requirements. Please contact your Author-it Sales Representative for help configuring Author-it to meet your business requirements