Getting Started With Author-it

Getting Started With Author-it Prepared 2 February, 2012

Copyright 1996-2011 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 http://www.author-it.com. Author-it Software Corporation PO Box 300-273 Albany Auckland New Zealand Telephone +64-9-915 5070 Fax +64-9-915 5071 feedback@author-it.com (mailto:feedback@author-it.com) http://www.author-it.com http://www.author-it.com

Contents Using This Guide 5 Who This Guide Is For... 5 What This Guide Covers... 5 What you should already know...... 5 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... 10 Logging a Support Case... 10 Finding Which Build of the Software You Are Using... 11 Installing Author-it 12 Minimum Server Requirements for Author-it... 13 Minimum Computer Requirements... 14 Hardware and Software Recommendations for Installations... 15 General Installation Overview... 19 Requirements... 20 Example: SQL Server Multi-user Installation... 22 Example: Multi-user Jet Installation... 24 Example: Single-user Jet Installation... 27 Author-it Shared Data Folder... 28 Author-it Publishing Folder... 30 The Default Folder Paths... 31 Best Practice: Using UNC Paths in Author-it and Author-it Live... 33 Active Directory - Optional... 34 Installation Process Overview... 34 User Account Control (UAC)... 35 Installing Author-it on SQL Server Express... 35 Step 1 - Installing Author-it On Administrator's Computer... 36 Step 2 - Create a Blank SQL Server Database - SQL Server Installations Only... 37 Step 3 - Creating or Opening a Library... 38 Step 4 - Loading the License File against your library... 38 1-165

Step 5 - Exporting the Jet Database to the SQL Server - SQL Server Installations Only... 40 Step 6 - Multi-User Environments - Moving the Data Components to a Shared Location... 41 Step 7 - Create User Accounts and Assign Permissions... 46 Step 8 - Installing Author-it on Client Computers... 47 Upgrading from a Previous Version of Author-it... 49 Additional Steps for Your Installation... 51 Backups... 51 Changing Relative File Paths... 51 Customizing Each User's Styles Toolbar... 53 Options for Assigning a License to the Library... 53 Publishing to PDF and Microsoft Word 2007 and 2010... 57 Setting Up Author-it Using an Application Server... 62 Indexing Service for Author-it Xtend... 66 Advanced Configuration of Author-it... 71 Acrolinx IQ Integration... 72 Understanding Author-it's Concepts 73 Understanding the Components of Your Document... 73 Assembling Your Document... 73 Reusing Objects... 73 Commonly Encountered Objects... 74 Understanding Author-it Output Formats... 75 Why Separate Structure From Format?... 76 What's Single-Source?... 76 What are Libraries and Books in Author-it?... 76 Inheriting Settings By Using Object Templates... 76 What are Object Templates?... 77 Choosing an Object Template... 78 Basing Objects on a Template... 78 Can I Base an Object Template on Another Template?... 78 Changing Inherited Settings... 79 Version Control... 79 The Life Cycle of an Object... 80 What Happens When You Make an Object Active... 81 Effect of Version Status on Relationships... 82 Variants... 83 How Author-it uses Variants... 85 Introducing the Author-it Interface 87 Ribbons, Tabs, and Commands... 87 Library Explorer... 89 Author-it Button Menu - Main Window... 90 Quick Access Toolbar - Main Window... 91 Navigation Pane... 92 2-165

The Navigation Pane Tabs... 93 Folders Tab... 93 Search Tab... 93 Tasks Tab... 93 Projects Tab... 94 Publishing Tab... 94 Customizing the Navigation Pane... 94 Object List Pane... 95 Preview Pane... 95 Library Command Ribbons... 96 Author Tab... 96 Design Tab... 98 Manage Tab... 99 Import Tab... 101 Publish Tab... 102 Projects Tab... 102 The Editor Interface... 104 Opening the Editor... 105 Author-it Button Menu - Editor... 107 Quick Access Toolbar - Editor... 108 The Editor's Tabs... 109 Book Contents Tab... 109 Books Using this Topic Tab... 109 Search Tab... 109 Rules Tab... 110 Example Tab... 110 Hiding and Displaying Tabs... 110 Docking Tabs... 110 Editor Command Ribbons... 114 Edit... 114 Review... 116 View... 117 Publish... 118 Layout... 118 Styles Toolbar... 119 Topic Editor Status Bar... 120 Keyboard Shortcuts... 121 All Author-it Objects... 123 Layout of an Object... 123 File Preview Pane... 125 Book Contents Editor... 126 The Author-it Beginners Tutorial 128 Other Information... 128 3-165

Creating Your First Author-it Document... 129 Assign a License... 129 Open a Library... 130 Log in to the Library... 130 A Quick Introduction to the User Interface... 131 Import Existing Documents... 133 Work with Folders... 138 View and Edit Book Properties... 139 Open the Editor... 140 Reusing Existing Content... 141 Creating New Content... 151 Publishing Your Document's Outputs... 157 Publish... 157 What's Next?... 159 Index 161 4-165

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...... 5 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. 5-165

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. 6-165

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 Email for you to add comments: Note that this Email 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 300-273 Albany 0752, Auckland NEW ZEALAND Ph: +64 (9) 9155070 Fax: +64 (9) 9155071 Email: info@author-it.com (mailto:info@author-it.com) 7-165

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 (http://www.youtube.com/v/zzqhspynpka) In This Chapter Many Ways to Get Help... 8 Using Author-it's Help System... 9 Using Author-it's Product Documentation... 10 Logging a Support Case... 10 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 http://kc.author-it.com/#b45748t24310n24316, 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. 8-165

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 http://www.author-it.com/?page=usergroup. 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 - http://www.author-it.com/?page=support) 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

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 (http://www.author-it.com/index.php?page=documentation), or viewed online in the Author-it Knowledge Center (http://kc.author-it.com/#b12828). 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 (http://my.author-it.com/) You'll need to type in your email 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 email address as an email 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. 10-165

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 emails 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 email 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, 5.3.427.7073). 2) The Build is displayed in brackets (for example, Build 5.3.427.7073). 11-165

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 (http://www.youtube.com/user/authoritsoftwareco) (or go to: http://www.youtube.com/user/authoritsoftwareco). 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. 12-165

In This Chapter Minimum Server Requirements for Author-it... 13 Minimum Computer Requirements... 14 Hardware and Software Recommendations for Installations... 15 General Installation Overview... 19 Installation Process Overview... 34 Upgrading from a Previous Version of Author-it... 49 Additional Steps for Your Installation... 51 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. 13-165

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. 14-165

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 email message or the tab or window used for viewing the Aspect site. 15-165

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 16-165

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). 17-165

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). 18-165

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. 19-165

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) 20-165

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. 21-165

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. 22-165

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. 23-165

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. 24-165

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. 25-165

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. 26-165

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. 27-165

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. 28-165

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. 29-165

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. 30-165

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). 31-165

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. 32-165

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. 33-165

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. 34-165

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 (http://msdn2.microsoft.com/en-us/express/bb410792.aspx), 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. 35-165

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. 36-165

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. 37-165

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. 38-165

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. 39-165

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. 40-165

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. 41-165

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. 42-165

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. 43-165

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). 44-165

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: 45-165

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. 46-165

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 47-165

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. 48-165

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 5.5.2 to 5.5.3. 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). 49-165

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. 50-165

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 51-165

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. 52-165

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. 53-165

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. 54-165

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: 55-165

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. 56-165

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) 57-165

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 5.3.530.7964 and Author-it Live 5.3.510.7936 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 58-165

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 5.3.5307964 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 59-165

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 60-165

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 2010 64-bit requires an additional registry key when publishing to Word or PDF using Author-it Client 5.3.530.7964 (and earlier) and Author-it Live 5.3.510.7936 (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 2010 64-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. 61-165

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: 62-165

unique folders exists for the Client Computer each Client Folder is mapped to a consistent drive letter The Microsoft Knowledge Base Article Q195461 (http://support.microsoft.com/?kbid=195461) 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 Q195461 (http://support.microsoft.com/?kbid=195461) 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 63-165

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. 64-165

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. 65-165

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. 66-165

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). 67-165

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). 68-165

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. 69-165

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. 70-165

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 5.5.229, 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 email notifications. For example, if you find that you receive Reviewer emails 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. 71-165

Acrolinx IQ Integration Acrolinx IQ is the quality assurance tool provided by Acrolinx (http://www.acrolinx.com). It provides a means of checking the quality of content at the time it is written to help ensure that proper terminology is used, and that the content is written in a way that conforms with an organization's guidelines. Amongst other things, Acrolinx IQ checks terminology, style, grammar, and spelling. Enhancement and supported builds for Acrolinx IQ Author-it 5.3.530 Submit Book to Acrolinx IQ for Review Checking and Check Whole Book Acrolinx IQ Word plug-in V1.4 (This is available from Acrolinx. Please refer to the Acrolinx IQ knowledge center for information on MSWord compatibility.) Author-it 5.4.131 Acrolinx IQ versions up to 1.5.1 Acrolinx IQ Word plug-in V1.4. (This is available from Acrolinx. Please refer to the Acrolinx IQ knowledge center for information on MSWord compatibility.) Author-it 5.5 Acrolinx IQ Server version 2.5.0. Acrolinx IQ for Word plug-in V2.0.3 (This is available from Acrolinx. Please refer to the Acrolinx IQ knowledge center for information on MSWord compatibility.) To Set Up Acrolinx IQ with Author-it: 1) Ensure the Acrolinx IQ server is installed. 2) Ensure the Acrolinx IQ Word client is installed on each computer. 3) Open your library in Author-it Administrator and create a variable <ACROCHECKPROXY> 4) Set the default value to point to the Acrolinx IQ web service, for example, http://[servername]:8031. 5) Each user should then go into their Acrolinx IQ options to set their preferences. 72-165

Chapter 4 Understanding Author-it's Concepts Like most tools, to really learn how Author-it works there are some underlying concepts that you need to understand first. Even if you're familiar with other authoring tools, Author-it has some unique concepts behind it - especially because of its revolutionary object-oriented, single-source technology. This chapter explains concepts so that you're prepared to learn the How To Use Author-it information later in this guide. Understanding the Components of Your Document With Author-it, your document is built from components (also known as "objects"). This section helps you to understand them better. Assembling Your Document Creating a document in Author-it is like building with Lego bricks - you construct your document from many smaller pieces, which are called "objects". There are different types of object which have different functions (like a Lego roofing tile or a corner brick). Video: Video: Objects List Area (http://www.youtube.com/v/qvuascqphmg) Managing Objects (http://www.youtube.com/v/ql37lalxxbe) Reusing Objects Reusability is one of Author-it s greatest strengths. Each object can be reused as many times as required, in the same document or in multiple documents. When you change the object, the changes update instantly wherever that object is used. This saves time, guarantees consistency, and simplifies document maintenance. Video: Video: Video: Content re-use (http://www.youtube.com/v/jv6e_cegecw) Author-it Re-use features (http://www.youtube.com/v/qlxf7hshcq8) Re-using content in multiple Books (http://www.youtube.com/v/9gc_9k2_zb4) You can combine the same topics in different ways, by using different books. You can arrange the same topics in a different order in each book. For example, the sequence of topics in a tutorial may need differ to that in a reference manual on the same subject. 73-165

Author-it is based on Component Content Management, where all components of a document (such as images, hyperlinks, styles and even paragraphs) are stored as objects in a database. Video: Barriers to Content Management (Talk) (http://www.youtube.com/v/nlf_0sfxqs4) Video: Benefits of Component Content Management (http://www.youtube.com/v/1ba-3q729pm) Commonly Encountered Objects Video: Video: Exploring Library Objects (http://www.youtube.com/v/3h3nmya52c4) Objects List Area (http://www.youtube.com/v/qvuascqphmg) These are the Author-it objects you will encounter most often: Library: the single-source database that stores all the components of your document set, which you can combine into documents, and publish those documents in many output formats. You'll usually have only one library. Video: Exploring the Library (http://www.youtube.com/v/kvrguy_7wai) Book: a particular document (or part of a document if you're using sub-books), which remembers how the other objects, like topics and styles, fit together. Video: Structuring Content in Books (http://www.youtube.com/v/96qnwvwdifm) Topic: a small section of your document's contents, which usually contains a heading, several paragraphs of text, and perhaps tables and other objects like graphics. Each topic usually corresponds to one "page" in Windows Help, although there may be many topics in a single page in your printed or HTML output formats. Video: Using Topic Object Templates (http://www.youtube.com/v/okvvsya848s) File: a graphic or other external file which Author-it includes when you publish your document. Author-it's File object holds the settings like scale and captions, and either the name of the external file or the actual embedded graphic. Videos: File Objects (http://www.youtube.com/v/zdiwgmdtnlq) Using File Object Templates (http://www.youtube.com/v/nzqwnr8nbw8) Style: a formatting component that controls how text appears in your published document. Video: Working with Style Objects (http://www.youtube.com/v/nnlva8ehcja) Media: a formatting component that controls section-level, page-level, and window-level formatting in your published outputs. Video: Working with Media Objects (http://www.youtube.com/v/8mod07qatk8) Table of Contents: an automatically created list of your document's contents, included when it is published. Glossary: a list of definitions for specialized terms that appear throughout your document. 74-165

Index: a list of terms and synonyms from your content to help users find the topic they are looking for. Understanding Author-it Output Formats Author-it is an authoring suite that you use to author, manage, and publish documents in a variety of output formats, all from a single-source database. This means you can change the document in one place, and your changes will be contained in each output format when you next publish them. Video: Publishing to different Outputs (http://www.youtube.com/v/6q2knkrvvyo) Author-it uses publishing profiles to determine several factors, including: Which outputs a book can be published to Which users can publish using that profile The release states content must be in for the content to be included These profiles are fully customizable, and you can create as many additional profiles as you need to suit your requirements and your deliverables. More details on publishing profiles can be found in the Using Author-it guide. The available output formats Author-it can publish to are: Print Web Help XML Printed Word document PDF document Pure cross-platform HTML pages with integrated navigation tree XHTML transitional pages with integrated navigation tree Author-it Web Help Java Help Oracle Help for Java HTML Help Windows Help DITA (Darwin Information Typing Architecture) Author-it XML Author-it Aspect Author-it Website Manager Each output format has different constraints and considerations. 75-165

Why Separate Structure From Format? Most people who write business and technical documents spend about 50% of their time making their document look right. Even writers in teams spend far too much time concentrating on their document's format rather than its content and structure. Author-it takes care of the formatting, so you can concentrate on the writing. This saves you time, so you can either produce a faster result or improve the quality of your document. This is particularly important with documents for the Web, where having great content can make the difference between being read or ignored. Using our years of technical writing experience, we have set the formatting standards so you can quickly produce professionally-presented documents in all output formats: printed, online help, and true cross-platform HTML. Simply use Author-it's built-in templates, or modify them to produce your own house style. If you're managing a team of writers, Author-it lets you tightly control the format standards so you get a consistent look and feel across all your documents, no matter who wrote them. What's Single-Source? Single-Source means you produce your document in many different output formats, but only store and work with it in one place. Author-it is a true single-source documentation tool, designed to produce high-quality, professional results in all output formats, not just one or two. Author-it stores the components that make up your document in a single database, then intelligently publishes the different output formats for you, with all the features that each format offers. What are Libraries and Books in Author-it? In Author-it, your Library is the database where all your related documents and their components are stored. It's a storehouse of information, just like a public library in the real world. Each library contains one or more books, and shared components. Each deliverable is called a Book. A book can reuse any of the components in its library, including shared styles and templates, and even other books. Inheriting Settings By Using Object Templates As an author or editor, one of your main challenges is maintaining consistency and standards throughout your documentation. 76-165

Author-it offers you unprecedented control of standards. One of its main features is the ability to use property inheritance to preset some settings of any component of your document. When you base any Author-it object on an object template, it inherits settings from the template. This makes it faster to create new objects, ensures consistency, and makes it easy to update the standards of many components at the same time. Author-it's built-in user security means that you can say who is able to change standards once they're set. What are Object Templates? An object template is a normal Author-it object, except you use it to control the properties of other objects. When you create a new object you can base it on a template with a particular set of properties - the object inherits the settings from that template. For example, when you create a new book you'll base it on a particular book template, such as User Manual or Training Guide. When you create a topic you base it on a particular topic template, such as Chapter, Normal, or Procedure (your choice is based on the content you'll add to the topic). Each type of object has one or more templates you can choose from. Tips for creating object templates Templates are created in a folder in the Library Explorer. (For example, if you are adding content to a book in the Editor you will not be able to create a topic template from the book. You will have to select a folder and then create the template.) You must select the check box "Make this object an object template" before you save the properties. After you save the properties, the option to make the object a template is no longer available. If you have created an object template and are prompted with a security message, you may not have the required security permissions for creating templates. If this occurs you should contact your Author-it administrator for assistance. You should ensure your templates are stored in the correct folder in your library, usually located in your Restricted or Standards folder. 77-165

Choosing an Object Template Author-it comes with "templates" for each type of object, such as topics or pictures (note that this is not the same as Word document templates, which Author-it only uses to publish your printed document). These object templates contain the settings most appropriate for each situation you'll encounter. This means you can be instantly productive, even before you learn enough about the various settings to customize the templates yourself. The Author-it User's Guide will help you choose the right template for the job, and most of the time you can make an educated guess from the template's name. Basing Objects on a Template After you have created an object template, you can base other objects of the same type on that template, and they will inherit its settings. When you set a property in an object template you can choose from any setting available in a normal object, plus a "don't inherit" setting. This setting tells the template to allow that particular property to be changeable in the objects that are based on it. Otherwise, the property in the object inherits its setting from the template. Any properties in an object that are inherited from a template are locked and you cannot change them. However, if you change a property in the template, all objects based on it are updated with the new value. You can tell when the value of a property is inherited, because that property or its descriptive label will be colored blue. Can I Base an Object Template on Another Template? You can certainly base templates on other templates. In fact, we recommend it. That way, it's easier to manage global changes but also possible to specify variations in your standards. For example, the standard Author-it object templates for Linked Files (like Linked GIF and Linked Icon) are all based on the Linked Graphic Directory template, which only specifies the location of the directory containing all your graphic files. When you want to change the location of that directory, you only need to do it in the Linked Graphic Directory template, and Author-it automatically updates that setting in all your File Objects, within seconds. Note: For technical reasons, Related Topic Groups can only be inherited once, so they will not be inherited by a topic based on a template which is based on another template - although every other feature of the topic template will be inherited correctly. 78-165

Changing Inherited Settings Each object has settings or "properties" which tell Author-it how that object behaves. Objects are usually based on an object template, and they inherit some of their settings from the template. This means you can update the settings of all related objects at once, and your standards will remain consistent. Its also quicker than having to set each property every time you create a new object. If the label of any setting is blue, it means the setting is inherited from the object's template. Such inherited settings cannot be directly changed. For example, when you base a Book object on the Normal template, you'll notice that the Include object in settings on the General tab are all inherited. To Change an Inherited Setting: Base the object on a different template. Another template may have the setting you need. -or- Open the object's template, then make your change there. Author-it will update all objects based on that template. This may take a while. Think carefully before you do this, because the change may not be appropriate for all other objects based on the same template (see "Inheriting Settings By Using Object Templates" on page 76). -or- Create a new object template with the correct settings. The easiest way is to create a new template then base it on the template most like the one you want, then base it back on "(none)" and make the required changes. Now make sure the object is based on your new template (from the object's General tab, choose the new template's name from the Based On drop-down list). This approach is good if you want to make a change to your object's settings, but that change is not appropriate for all other objects based on the same template. You can even base templates on other templates (see "Can I Base an Object Template on Another Template?" on page 78). -or- From the object's General tab, choose "(none)" from the Based On drop-down list, instead of the name of the current template. Author-it makes sure the current settings are kept, but now you will be able to change the inherited setting. This solution is not recommended because future changes to related objects will no longer affect this one, reducing consistency and increasing the work you need to do when updating standards. Version Control Another very powerful Author-it feature is the ability to create multiple versions of an individual object, while still keeping the old versions. 79-165

The Life Cycle of an Object When you're using version control in Author-it, each object goes through these life cycle states: Active: the current active version of an object. can only be one active version of an object. All new objects are created as active, and there Inactive: a proposed version of an object. When you create a new version of an object it will be proposed and inactive. There can be many inactive versions of an object. Redundant: an old version of an object. When an inactive version of an object becomes the active version, the current active version becomes redundant. There can be many redundant versions of an object. Although the redundant versions are read-only, their variable assignments and release states can still be modified. Redundant objects cannot be used in a new relationship with other objects, for example, a "redundant" topic cannot be dragged into a book or another topic. The life cycle of an object The following diagram shows the life cycle of an object. An object is first created as Version 1, with a status of Active. Later, you may create a new version of the object. The new version is always created with a version number that is one greater than the latest version, and with a status of Inactive. When the new version becomes Active, then the old version becomes Redundant. Later on, other new versions may be created. These will follow exactly the same path. 80-165

What Happens When You Make an Object Active When you create a new version of an object, that new version will be created as Inactive, or proposed. Once you have finished making changes to the new version you will want to make it the Active version. When you make an object the Active version, several things happen: The current Active object changes status to Redundant, and becomes read-only. Any child relationships that the current Active version of the object was involved in are replaced with the new version, only where the parent in that relationship is not already Redundant. The new version of the object changes its status to Active. Example Let's look at an example where you have already produced version 1 of a book and it is related to several topics which are also version 1. Now you want to create a new version of the book. However, only a few of the topics need to be changed, and you still want the ability to publish the old version of the book as it is. First you would create a new version of the book, and make that new version Active. This has the effect of making the old version Redundant. Next, you would create a new version of the topic you wanted to change. After making the changes to the new version of the topic, you would make that new version Active. Just like for the book, the old version of the topic would become Redundant. Additionally, the relationship that the new book has with the old version of the topic now changes to be with the new version of the Topic. However, the relationship that the old version of the book has to the old version of the topic is retained, because the parent in the relationship (that is, the old book) was already Redundant. This replacing of relationships occurs automatically through the entire library for the object version being made Active. This ensures that your changes are propagated through all the documentation in the library. 81-165

Effect of Version Status on Relationships The Version status of an object will affect its ability to be involved in a relationship. Only the Active version of an object can be involved in a relationship where it is the child (that is, the object is used by another object). This is because the act of making an object Active automatically updates the child relationship with the current Active version. Examples Some examples of child relationships are an embedded topic within a host topic, or the target topic used in a hyperlink. Embedded topic: 1) Topic A Version 1 is created in the library and embedded into Topic X. (In the screenshot the embedded topic has been added at the end of the host topic.) 2) A new version of the topic is created,we'll call it Topic A Version 2. When Topic A Version 2 is updated and made active the relationships between the host topic and embedded topic are updated, and Topic A Version 1 (now redundant) is replaced. 3) The embedded content in Topic X is now taken from Topic A Version 2 (the active version). Hyperlink: 82-165

1) Topic A Version 1 is created in the library and used as the target topic in a hyperlink. When the book is published the link points to Topic A Version 1. 2) A new version of the topic is created, we'll call it Topic A Version 2. When Topic A Version 2 is made active the relationship between the hyperlink object and the target topic is updated, and Topic A Version 1 (now redundant) is replaced with the active version. 3) The book is republished. This time the link points to Topic A Version 2. Variants As the term implies, each Variant is a different iteration of a primary (source) object, but presented in a different way. For example, create content in US English, then translate to French and German variants from the US English primary content. A Library needs to be enabled for Variants. Once created, variants must reside in the same library as their primary objects. Variants can be created for any objects in the library except for Publishing Profile objects, and you can have multiple Variants for each object. Each variant is a unique object that can be modified without affecting the primary object or other variants based on the primary object. The variants that you create depend entirely on your application requirements and your ingenuity. Let's look at some terminology that will be used in variant information... Standard, Primary and Variant objects A Standard object has no variants. A Primary object has at least one variant. A Variant is a variation of a primary object. Variant Criteria and Variant Criteria Values Variant Criteria are the different ways (criteria) in which you can create variation from a primary object. Variant Criteria Values are the specific options for each of those criteria. 83-165

For example, take a a Person as a primary object: one possible variant criterion is Gender, for which the variant criteria values are Male and Female. Another possible variant criterion is Eye Color, for which variant criteria values include Brown, Blue, Gray and Green. More typically: Primary object Variant Criteria Variant Criteria Values Book Language French German Print size Letter-size A4-size Measurement system Decimal Imperial In localization, the variation is normally in the form of translation to another language or cultural meaning. 84-165

How Author-it uses Variants Some fundamental Author-it capabilities are founded on Variants: Localization / translation in a single Library by means of Author-it Web Localization Manager Aspect publishing Rather than managing each language from its own library, localizers work with translated objects that exist as variants of the primary (source) objects within the single library. Set up Aspect publishing so that users view variants of the published content based on deliberate selections that they make. Set up Aspect publishing so that users are automatically shown variants of the published content based on their user profiles in Active Directory, or based on other criteria such as their operating system, language, country, or geographical area. Software releases Variant criteria are used by the book filter and the publishing filter to locate or work with variations of primary objects. This enables you to: Republish any release at any time - the content for each release exists in the library; just use the filter to select the release you want to publish. Go back and change an old release - as all objects are unique, a variant object's content can be changed without affecting any related variant objects. Create a variant from a variant - as content changes through releases, instead of creating the new variant from the primary object you can choose the variant object that has the most appropriate content as your starting point. Fall-back paths Customize fall-back paths and hierarchies to choose which variants should be used if the current filtering does not have a matching variant object. For example, if a book has no release 1.5, display release 1.4. Or, if a book has no French Canadian translation, fall-back to the French translation. 85-165

Library functions in Author-it Editor and Author-it Live Preview publishing options in the Library: Preview variant objects in Author-it by simply clicking a variant to see its content and/or properties. Selectively view content in the Library: Filter books to display just selected Variants in the Library (for example, display just German and French topics) Compare versions in the Library: Compare two variants side-by-side in the library. For example, compare a US English topic to its translated French topic. Quickly recognize which objects have variants in the Library. Quickly view which topics will be removed in a publishing job: When filtering books where content uses fall-back criteria values, topics that will be removed during publishing are displayed using "strikethrough" text in the book's content pane. 86-165

Chapter 5 Introducing the Author-it Interface This chapter describes the work environment and the interface elements you will encounter while you're using Author-it. Video: Exploring the Author-it Interface (http://www.youtube.com/v/h5degvmim60) In This Chapter Ribbons, Tabs, and Commands... 87 Library Explorer... 89 Author-it Button Menu - Main Window... 90 Quick Access Toolbar - Main Window... 91 Navigation Pane... 92 Object List Pane... 95 Preview Pane... 95 Library Command Ribbons... 96 The Editor Interface... 104 Opening the Editor... 105 Author-it Button Menu - Editor... 107 Quick Access Toolbar - Editor... 108 The Editor's Tabs... 109 Editor Command Ribbons... 114 Styles Toolbar... 119 Topic Editor Status Bar... 120 Keyboard Shortcuts... 121 All Author-it Objects... 123 Ribbons, Tabs, and Commands One of the first changes you'll notice from Author-it 5 is that menus have been replaced with ribbons. The ribbon is designed so you can quickly find the commands you need by bringing menu options into full view. Whether you are an author or designer, or if you are reviewing or publishing your documents, you can find the commands you need at a glance. The ribbons contain a series of role-based tabs for working in the library, or in the Editor. Each tab includes commands that are grouped according to an action, for example formatting text, or inserting images, symbols, and links. Some command groups also include a dialog box launcher, giving you immediate access to settings for the action you're working with. 87-165

In addition to the standard tabs, there are also context-based tabs that only display when you are completing certain actions. An example is the Layout tab which contains the commands for formatting tables. When the cursor is inside a table the Layout tab is accessible, when you continue working with topic text the tab is hidden. Tab Command Group Dialog Box Launcher Command In our procedures you'll notice that the naming convention we use is based on the "path" to the command, Tab > Command Group > Command, for example, Edit > Insert > Insert File object. Video: Exploring the Ribbons (http://www.youtube.com/v/-hhwckp2hiy) 88-165

Library Explorer Drag and drop objects from the Library Explorer into your books, topics, or other objects. You can use the shortcut menu to work with your objects. The Library Explorer is your base for working with all the objects in your library. This is where you store and select the components that you'll assemble into documents. Author-it's main window gives you access to the objects in your library. The main window includes the library command ribbons, object list, and navigation pane (providing access to folders, search, project management, and publishing). Author-it Button (see "Author-it Button Menu - Main Window" on page 90) Command Ribbons (see "Library Command Ribbons" on page 96) Library Folder List (see "Folders Tab" on page 93) Navigation Pane (on page 92) Preview Pane (on page 95) Object List (see "Object List Pane" on page 95) 89-165

Author-it Button Menu - Main Window The Author-it Button is located in the top left corner of the main window. When selected, the button's menu is opened giving you access to general library commands, and the Author-it Options window. This Button Does This Used to close the current library and open a library chosen from the Select Library window (Open Recent tab). Alternatively, select a library from the Recent Libraries list. Note: Close all library windows before switching to a different library. Used to close the current library and create a new library using the Select Library window (New Library tab). Opens a window listing the variables used in the library. Use the window to drag and drop variables from the window into a topic. Opens the Customize Styles Toolbar window. Use the window to add, remove, and organize styles in the toolbar. Sets page margin and layout options for printing topics in the Editor. Opens the Author-it Options window so you can update or modify settings applied to the library when you login. Closes your current session in Author-it. 90-165

Quick Access Toolbar - Main Window The main window's Quick Access Toolbar lets you access folder and navigation options, and open the Quick Search window. This Button Does This Select a folder from the recently selected folders drop-down list to display its contents in the object list. When the Folders tab is open, the selected folder is highlighted in the library's folder list. Selects the previous folder from the recently selected folder list, relative to the current folder. Selects the next folder from the recently selected folder list, relative to the current folder. Opens the Quick Search window. Recently selected folders list The recently selected folders list records the name, and order, of each folder you select or open during the current session. The current folder (the folder with contents displayed in the object list) is displayed with a check mark. When moving to the next or previous folder, the selection is always relative to the folder currently selected. 91-165

Navigation Pane The Navigation pane on the left of the Author-it main window is your access point for locating content in the library. Using the pane you can: Open the library Folders List Display Search options, as a basic text search or an advanced object search Display your Task list Open the Project Manager (if you have purchased the Project Manager license) Open the Publishing Console The Navigation pane includes the content pane where the library folder list, search options, and user tasks are displayed. When the publishing or projects tabs are selected, the content pane displays as part of the console areas for batch publishing or project management. The tabs at the bottom of the pane, can be customized to provide more room for the content pane. The Navigation Pane Navigation Pane Content Navigation Pane Tabs The Navigation pane can be resized by dragging the right border, making the pane narrower or wider. To resize the pane, move the cursor to the pane's right border, when the cursor changes a double-headed arrow drag the border to the left or right. 92-165

The Navigation Pane Tabs The Navigation tabs are located at the bottom of the navigation pane, and can be displayed as: The accordion is expanded, and uses large buttons -or- A combination of large and small buttons - where the accordion is partially collapsed -or- The accordion is fully collapsed and uses small buttons You can maximize the space in the folder pane by resizing the tabs. Either customize (see "Customizing the Navigation Pane" on page 94) the tabs by removing buttons, or collapse the tabs so the buttons are shown in a single button tray. To quickly resize the tabs just move your cursor to the top of the group, when the cursor turns to a double-headed arrow drag the top of the pane to make the area larger or smaller. Folders Tab You can organize the items in your Library using customizable library folders with associated user security. The folders expand and collapse the same way as the folders in Windows Explorer, so you can see more or less of each folder's contents. Video: Exploring the Folders Pane (http://www.youtube.com/v/mncbwavb44k) Search Tab You can find, and open, all objects and object templates in the library using the Object Search. Tasks Tab Tasks are listed alphabetically in different task folders in the Tasks tab of the Library Explorer, according to their progress through the task's life cycle. The tab is visible when your organization is using the optional separate Author-it Project Manager program. 93-165

Projects Tab The Projects tab opens the Author-it Project Manager displaying current projects and related tasks. The tab is enabled when your organization is using the optional separate Author-it Project Manager program. Publishing Tab The Publishing tab is used to publish a number of jobs at once. Select the Publishing tab to open and work in the publishing console. Customizing the Navigation Pane The Navigation pane's control button opens the options for customizing the tabs and buttons in the pane. You can limit the number of buttons shown (the remaining buttons are displayed as icons in the button tray), add or remove buttons from the pane....or use the Navigation Pane Options to change the order of the buttons. 94-165

Object List Pane The object list pane (to the right of the navigation pane) displays objects that are: Stored in the selected library folder -or- Identified in the results of a library search. The following details are shown for the objects: The object's type (for example, topic, book, style) - shown by the icon, which you'll become very familiar with. The object's description. The object template the object is based on. The last time the object was modified. Who last modified the object. The object's unique ID number. The version of the object. The object's document release state. If an object is a variant, the object's variant criteria are displayed. Preview Pane Depending on what preview options are selected (see "Author Tab" on page 96), the Preview pane displays either: A preview of the selected object's contents, when topics, file objects, and style objects have been selected -or- A list of the selected object's edit history records -or- The object's properties. Choosing a file object, style object, topic, or embedded topic from the object list displays the image or text in the preview pane. Choosing other objects displays their properties in the preview pane. Although you cannot edit a topic or book directly in the preview pane, you can right-click and open it from a shortcut menu. When the topic being previewed contains a file object, embedded topic, or hyperlink object, you can right-click on that object and open it from the menu. The preview pane can be displayed below, or to the right of the object list. 95-165

Library Command Ribbons Author-it's main window has several components that are described in this section: The Author (see "Author Tab" on page 96) tab. The Design (see "Design Tab" on page 98) tab. The Manage (see "Manage Tab" on page 99) tab. The Import (see "Import Tab" on page 101) tab. The Publish (see "Publish Tab" on page 102) tab. The Projects (see "Projects Tab" on page 102) tab Some of the tab options carry out commands immediately, and others display a window so that you can enter additional information. If an option is followed by "...", it will display a window. Otherwise, the command is carried out immediately. Video: Review, View, Publishing Ribbons (http://www.youtube.com/v/deaeslmmacu) Author Tab The Author tab is where you'll do most of your work when creating new documents and projects. The ribbon contains the commands authors need to complete daily tasks. This Button Create Book Does This Creates a new book based on the last selected template. Select the arrow to choose a template from the list of book templates. Create Topic Creates a new topic based on the last selected template. Select the arrow to choose a template from the list of topic templates. Create File Object Creates a new file object based on the last selected template. Select the arrow to choose a template from the list of file object templates. Create Hyperlink Creates a new hyperlink based on the last selected template. Select the arrow to choose a template from the list of hyperlink templates. Create Index Entry Object List Creates a new index entry object based on the last selected template. Select the arrow to choose a template from the list of index entry templates. Shows each object's details in the object list of the Library Explorer, but no preview. Object Preview Shows a preview of an object (topics or file objects) in the Library Explorer's object List. If the object type doesn't allow a preview, its details are shown. The preview pane can be displayed below, or to the right of the object list. 96-165

This Button Object History Does This Shows the edit history for each object in the object List of the Library Explorer. Object Properties Displays the properties for the selected object in the preview pane. Show Relationships Opens the Show Relationships window for the selected object. Object Locate To use object locate you must select an object from the search results object list in the Library Explorer. Object Locate highlights the library folder (in the folders list) that contains the selected object, and displays the folder's contents in the object pane. Print Image When Author > Show > Object Preview is selected, Print Image shows the file or picture that will be used in your printed Word output. Help Image When Author > Show > Object Preview is selected, Help Image shows the file or picture that will be used in your Windows Help output. Web Image When Author > Show > Object Preview is selected, Web Image shows the file or picture that will be used in your HTML, XHTML, HTML Help, Java Help and Oracle Help outputs. List Variable Usage Lists the variables that have been used in the selected object. List Variable Assignment Lists the variables that have had new values assigned in the selected object. Variables using the default value are not displayed in the object's list. Set Variable Assignments Sets a new variable value for the selected object. Assign Templates Used to assign a template to the selected object. Templates listed are based on the type of object selected. Apply templates to individual objects, or multi-select a group of objects and assign the template. Assign Release State Used to assign a release state to the selected object. Apply release states to individual objects, or multi-select a group of objects and assign the release state. Find Finds text in the selected topic or book. Find and Replace Finds and optionally replaces text in the selected topic or book. 97-165

Design Tab The Design tab is used to create less commonly used objects, and those that control your standards (formatting and layout). The tab contains buttons for ten types of objects. Click on a drop-down arrow to display a list of available templates the object can be based on. To create new objects you can also: From the book contents toolbar, choose the New Topic button. In the book contents pane, right-click and choose New, then select the object and template from the shortcut menu. In the main Library Explorer right-click an empty area then choose New, then select the object and template from the shortcut menu. This Button Create New Style Create New Media Object Does This Creates a new style object based on the last selected template. Select the arrow to choose a template from the list of style object templates. Creates a new media object based on the last selected template. Select the arrow to choose a template from the list of media object templates. Create New Publishing Profile Creates a new publishing profile. Create New Table of Contents Creates a new TOC object based on the last selected template. Select the arrow to choose a template from the list of TOC object templates. Create New Table of Figures Creates a new TOF object. Select the arrow to choose a template from the list of TOF object templates. Create New Index Creates a new index object based on the last selected template. Select the arrow to choose a template from the list of index object templates. Create New Index Entry Creates a new index entry object based on the last selected template. Select the arrow to choose a template from the list of index entry object templates. Create New Glossary Create New Title Page Creates a new glossary object. Select the arrow to choose a template from the list of glossary object templates. Creates a new title page object based on the last selected template. Select the arrow to choose a template from the list of title page object templates. Create New Macro Procedure Creates a new macro procedure object. Select the arrow to choose a template from the list of macro procedure object templates. 98-165

Manage Tab Commands for working with folders, version functions, offline options, XML, and variants are found on the Manage tab. This Button Create New Folder Does This Creates a new folder below the selected folder. Refresh Folders Refreshes the library's folder List. Delete Folder Deletes the selected folder. Move Folder Opens a window so you choose a new location for the selected folder. Show Folder Properties Opens the folder's properties. Rename Folder Opens a window for renaming the selected folder. Duplicate Object Replace Object Used to create a copy of the selected object, with a new object code, and move the object to a specified folder. Replaces one object with another object in all the object's relationships. Create New Version Used in version control. Creates a new version of a selected object, with the same object code. The original version of the object remains active until you are ready to make the new version active. Make Version Active Used in version control. Makes the selected version of an object the active version. Make Folder Available Offline Makes the objects in the folder available as read only in the offline library. The objects cannot be updated in the offline library. Make Folder and Descendants Available Offline Makes the objects in the selected folder, and all of its child folders, available as read only in the offline library. The objects cannot be updated in the offline library. Checkout Folder Marks all objects in the folder to be checked out in the offline library. Objects added to the folder after you have marked it will also be checked out. Don't Checkout Folder Used to exclude folders (and objects) from the offline library. Checkout Object Adds the selected object to the offline folder. 99-165

This Button Don't Checkout Object Does This Excludes the selected object from the offline library. View Objects as XML Opens a browser window so you can view the selected objects as XML. View Objects as XML Style sheet Opens a browser window so you can view the selected objects as XML. This option uses a style sheet. Save Objects as XML Saves the selected objects as XML. Opens the Save As window so you can name the XML files and save them to a specific location. Zip and Save Objects as XML Saves and zips the selected objects as XML. Opens the Save As window so you can name the XML files and save them to a specific location. Email Objects as XML Saves the selected objects as XML. Opens an email message with the XML files included as attachments. Zip and Email Objects as XML Saves and zips the selected objects as XML. Opens an email message with the zipped XML files included as attachments. Delete Object Deletes the selected object from the library. Aspect Opens the Aspect Book Settings window. Used to assign an Aspect Site Reference to a book before publishing into the Aspect database. Structure Builder Opens the structure builder for the selected book or topic template. Create New Variant Creates a new variant from the selected object, and applies variant criteria as metadata. Edit Variant Criteria Used to modify the variant criteria, or values, applied to an object. Remove Variant Removes the link between the variant object and the primary object. Convert to Variant Converts an existing standard object to a variant object. 100-165

Import Tab The Import tab provides the options to import content into your library. This Button Word Does This Opens the Select file to import window so you can browse to the location of the Word document (.doc). Rich Text FrameMaker WinHelp Opens the Select file to import window so you can browse to the location of the Rich Text Format document (.rtf). Opens the Select file to import window so you can browse to the location of the FrameMaker file (.mif). Only Frame chapter files saved as MIF can be imported, Book files saved as MIF are not supported by the importer. Opens the Select file to import window so you can browse to the location of the WinHelp file(.rtf). WinHelp Project Opens the Select file to import window so you can browse to the location of the WinHelp Project file (.hpj). HTML Help Opens the Select file to import window so you can browse to the location of the HTML Help file (.hhp). RoboHelp Opens the Select file to import window so you can browse to the location of the RoboHelp file (.xpj). HTML Pages Opens the Select file to import window so you can browse to the location of the HTML Pages (.html). Rules Opens the library's import rules. You can add or modify the library's rules used for importing. Once created, the rule can be added to a profile. Profiles Opens the library's import profiles. Each profile contains a specific group of rules used to import a selected document format. You can view or modify the profiles, or export the selected profile as an XML file (so it can be imported into another library). Use the import option to add a profile from another library. XML Select Author-it XML files or Localization Manager XML files to import. Library Used to import selected objects from another Author-it Library. Batch Import Imports selected files as a batch import. 101-165

Publish Tab Using the Publish tab, you can select a book then publish to one of the available profiles. Each profile is based on an output type, but can be customized to meet your requirements. This Button Print Does This Select an option from the drop-down list to publish to PDF or Word. Web Select an option from drop-down list to publish to HTML Pages, JavaHelp, Oracle Help for Java, Website, or XHTML Pages. Help Select and option from the drop-down list to publish to HTML Help or WinHelp. XML Select an option to publish to Aspect, DITA or XML. Projects Tab The Project Manager tab provides the commands used for working with projects, tasks, and actions. This Button Project Does This Creates a new project. Once the project has been created summary tasks, milestones, and tasks can be added. Summary Creates a new summary task. If a summary task (or project) is highlighted, the new task will be created as a child. If a task is highlighted the new task will be created as a sibling immediately below it. Task Creates a new task. If a summary task (or project) is highlighted, the new task will be created as a child. If a task is highlighted the new task will be created as a sibling immediately below it. Milestone Cut Creates a new milestone. If a summary task (or project) is highlighted, the new task will be created as a child. If a task is highlighted the new milestone will be created as a sibling immediately below it. Removes information from a project, preparing it to be used elsewhere. Copy Creates a copy of an existing task. (When the copy is pasted into a project the details can be updated.) Paste Inserts information into a project. Structure Promote Moves a task, summary task or milestone to be at the same level as its parent in the Project tree. 102-165

This Button Demote Does This Moves a task, summary task or milestone to become a child of the task immediately above it. Move Up Moves a task, summary task or milestone above its preceding object in Project tree. Move Down Moves a task, summary task or milestone after the object following it in the Project tree. Expand Expands the Project tree to reveal the children of the selected object. Collapse Collapses the Project tree to hide their children of the selected object. Link Creates dependency relationships between highlighted tasks. By default the prerequisite task will be the task set to start earlier (or if start dates are equal the one higher up the Project tree). Unlink Removes all dependency relationships for all highlighted tasks. Open Opens the highlighted project, task, summary task or milestone. Delete Deletes all highlighted projects, tasks, summary tasks and milestones. 103-165

The Editor Interface The Author-it Editor is a sophisticated document editing environment incorporating both the book contents and the topic Editor. It provides a familiar word processor type view of your book, complete with command tabs and keyboard shortcuts (on page 121) to make using Author-it very easy. This is where you will spend most of your time in Author-it. Editor Command Ribbons Book Contents Variant Filter (closed view) Navigation, Search, and Structured Authoring Tabs Topic Editor In addition to the book contents tab (displaying the document's structure) and the topic editing pane, the Editor window includes a Search tab (so you can search for any objects in the library), and Books using this Topic tab (so you can see at a glance which books use your current topic). It also includes two tabs for structured authoring, a Rules tab (for verifying content meets the criteria in structure) and an Example tab (providing sample layout and/or content used by the author). 104-165

Opening the Editor The Editor is opened by clicking on a book object or topic object. Right-click on a book and choose Open, or double-click a book to open the Editor in the book view. The tab pane is displayed with the Book Contents tab open, and the Books using this topic and Search tabs nested. The first topic in the book is opened in the topic editor pane. Right-click on a topic and choose Open, or double-click a topic to open the Editor in the topic view. The Books using this topic and Search tabs are nested on the side of the Editor. Editor displaying Topic Editor displaying Book By default, when you open a library the tab pane location is on the left side of the Editor. You can move the tab pane to the top, bottom, or sides of the Editor. If you open the Editor in topic view you can easily switch to book view. 105-165

To Switch from Topic View to Book View: 1) Select the Books using this Topic tab. The tab displays a list of books that include the topic currently open in the Editor. 2) Double-click the book you want to open. The Editor switches to the book view and the book contents tab is displayed. 106-165

Author-it Button Menu - Editor The Author-it Button is located in the top left corner of the Editor window. When selected, the button's menu is opened giving you access to save and print commands. Select the Author-it Button, then choose an option from the drop-down list: This Button Does This Saves changes to the topic. Saves changes to the book's content pane and structure. Saves changes to both the book's contents pane and topic contents. Prints the content in the current topic. Prints the content pane of the current book. In the book's content pane select Show Book Details to print extended information, or Hide Book Details to print the Table of Contents only. Closes the Editor window. 107-165

Quick Access Toolbar - Editor The Editor's Quick Access Toolbar lets you access common tasks without having to switch tabs, including saving books and topics, undo and redo actions, move to next and previous topics, and open the Quick Search window. This Does This Saves changes to both book contents pane and topic. Lets you undo the latest action. Lets you reinstate the last action that was undone. Displays the previous topic in the editor. Displays the next topic in the editor. Opens the Quick Search window. Select the Save button on the toolbar, or choose an option from the drop-down list: Displays the save options drop-down list. Saves changes to the topic. Saves changes to the Book's contents pane only. 108-165

The Editor's Tabs The Editor's tab layout can be customized, giving maximum access to the information you need. The default location for the tabs is on the left side of the editor window. While you are working with a book or topic, you can change the layout by moving the nested tab pane to another location, or separating and displaying individual tabs. The tab pane can be: Pinned open. Nested, with one tab open. Separated, with all tabs open. Closed and moved to one side of the Editor. Docked in a new location inside the Editor. Any modifications you make to the layout of the tabs in the Editor will be remembered and used next time you open an object of that type (book or topic). The layout used by the Editor when opening a book and opening a topic are saved separately, so changing one will not affect the other. This means you can have two Editor layouts - one for working with topic content and one for working with book content. Use the Reset Panels button on the Editor's View ribbon to return the tabs to the default layout, or if a tab is accidentally "hidden" after being moved. Book Contents Tab The Book Contents tab displays a structured hierarchical list of the objects that make up the content of your document, including your topics, the Table of Contents and Index, and so on. The tab includes a toolbar for working with the book's contents. Books Using this Topic Tab The Books Using this Topic tab is used to locate other books that include the open topic. You can also use the tab to switch from topic view to book view. Search Tab The Search tab lets you locate objects in your book, or anywhere in the library, and add them to your current book or topic without moving focus away from the Editor. The search results are displayed directly in the tab, so you don't have to minimize or move windows to work with the object. Video: Searching Content in Author-it (http://www.youtube.com/v/ha2pim-vwci) 109-165

Rules Tab Structure rules define the properties that are applied to a paragraph. The Rules tab displays verification (pass, fail, or content not matched to a rule) for each paragraph in the current topic. Note: Verification is only displayed when the topic is based on a structured template. Example Tab The Example tab displays a topic with information that guides the author in creating content that will validate against the structure criteria. The example topic can include any information that is appropriate for the author. The example topic is optional and does not have to be linked to a template's structure. Note: The Example topic is only displayed when the current topic is based on a structured template. Hiding and Displaying Tabs The tab pane can be hidden or displayed, depending on the information you want available while working in the Editor. The Auto-Hide button at the top right of the tab is used to pin ( ) the tab pane open, or unpin ( ) and hide the tab pane. To view a tab when the pane is hidden: Select, or mouse over, the tab. To display the tab pane: Select a tab, then select the Auto-Hide button to pin the tab open. To hide the tab pane: Select the Auto-Hide button to unpin the tab. Docking Tabs Tabs can be moved from the default location on the side of the Editor. This enables you to display more than one tab at a time, for example, making the book contents tab and search tab visible at all times. When you move the tabs you can: Dock the nested tab pane against any of the edges of the Editor -or- Separate and dock individual tabs around the Editor. 110-165

Docking Tabs Inside the Editor The tab pane, or individual tabs can be docked against any of the Editor's edges. When you drag a tab over one of the docking icons a shaded rectangle identifies where the tab will docked. Any changes you make to the tab locations will be remembered by the Editor, and will be displayed in the same location when you open the Editor again. You can use the Reset Panels option on the Editor's View tab to return all of the tabs to their original location. Note: If you open a topic in the Editor (compared to opening a book in the Editor) you can move the tabs for that particular window. Any changes you make will not affect the layout in the Editor when you open a book. When you dock the tabs around the Editor the following icons are displayed: This Icon Does This Drop a tab onto one of the icons to dock the tab inside the topic pane. Drop a tab onto one of the individual icons to dock it in the outer edges of the editor window. Drop a tab onto one four outside pane icons to create a stacked tab pane. (The pane icons appear when you drag a tab onto another tab.) Drop a tab onto the center icon to create a nested tab pane. 111-165

To Dock Tabs Inside the Editor: Click on the tab name or title bar and drag the tab over an icon in the Editor until the docking position turns blue, drop the tab in its new location. Tab Title Bar Tab Name Docking Tabs in the Editor and the Reset Panels Option The following changes have been made to the Editor layout options (see "Docking Tabs Inside the Editor" on page 111). Docking tabs in the Editor The Editor now remembers any changes you make to the layout of the tab pane (which includes the Book Contents, Books using the Topic, Search, and Structured Authoring tabs). Any changes you make to the layout of the Editor will now be displayed the next time you open an object of that type (book or topic) in the Editor. The layout used by the Editor when opening a book and opening a topic are saved separately, so changing one will not affect the other. This means you can have two Editor layouts - one for working with topic content and one for working with book content. Reset panels option A Reset Panels button has been added to the View tab in the Editor. When selected any of the tabs from the tab pane that have been moved will be returned to the default layout (a stacked pane on the left side of the Editor). You can also use this option if a tab is accidentally "hidden" when modifying the layout. 112-165

Show details This option is available when a book is opened in the Editor, and is most often used to display topic information such as the heading, template, modified date and user, object code, and variant criteria (if used). When a book is opened in the Editor there are two Show Details buttons - one on the View ribbon and one on the toolbar in the Book Contents tab. The Book Contents tab is always expanded when you choose the button on the toolbar in the Book Contents tab. Different tabs can be expanded when you choose the button on the ribbon. The selection is based on the docking options: When the default layout is used (all tabs stacked on the left side of the Editor) the tab currently on display in the pane is given the "focus" and is expanded. If the tab pane has been split into individual panes then the Book Contents tab is given the "focus" and is expanded. 113-165

Editor Command Ribbons Author-it's Editor has several components that are described in this section: The Edit (on page 114) tab. The Review (on page 116) tab. The View (on page 117) tab. The Publish (on page 118) tab. The Layout (on page 118) Tab Some of the tab options carry out commands immediately, and others display a window so that you can enter additional information. If an option is followed by "...", it will display a window. Otherwise, the command is carried out immediately. Edit When you're working in a book you'll spend most of your time working in the Edit tab. The tab contains the commands for creating, formatting, and working with content. This Button Save Topic Does This Saves the open topic. Cut Cuts the selected content from the topic and copies it to the clipboard. Copy Copies the selected content from the topic to the clipboard. Paste Pastes the content from the clipboard into the topic. Select the paste option from the sub menu. Paragraph Markers Toggle command to show or hide the paragraph markers, tabs, line breaks, and end of cell control characters in the topic. Change Case Changes the case of the selected text. Continue to select the command to change between sentence, upper, and lower case. Insert Non-breaking Hyphen Inserts a non-breaking hyphen at the cursor location. Insert Non-breaking Space Inserts a non-breaking space at the cursor location. Insert File Object Used to insert an existing File object into the topic at the selected location. 114-165

This Button Insert OLE Object Does This Opens a new File object so you can insert an OLE object at the selected location in the topic. Insert Symbol Opens the Insert Symbol window so you can select and insert a symbol into the topic. Insert Hyperlink Opens the Select Hyperlink window. Select an existing Hyperlink object, or create a new link. Insert Picture Opens a new File object so you can insert a new picture at the selected location in the topic. Insert from Thumbnails Opens the Insert from Thumbnail window. Select a folder to display its File objects as thumbnails, then select the File object you want to insert into the topic. Insert Table Inserts a table at the selected location. Drag the cursor over the table window to select the number of columns and rows in the table, or select a Quick Table. Use the Layout tab to modify the table. Advanced Search Opens the Xtend Advance Search window used to locate fragments in a specific folder or release state. Highlighting Displays the Xtend fragment reuse highlighting in the topic content. Variables Lets you view the variable list, insert a variable, and assign a new value to a variable. Select the option from the sub menu. Templates Assign or change the template used by the topic. You can also multi-select objects in the book contents and change the template. Release State Assign a release state or change the release state currently assigned to the topic. You can also multi-select objects in the book contents and change the release state. 115-165

Review Use options on the Review tab to spell check objects, find and replace text, and work with a topic's index sort order. If Acrolinx IQ is installed use the options to check the current topic and view the checking report. This Button Spell Check Topic Does This Spell-checks the open topic. Spell Check Book Spell-checks the open book. Find Finds text in the topic or book. Replace Finds and optionally replaces text in the topic or book. Sort Order Used to index a topic description under a different description (primarily used for Japanese Yomi sorting). Check Checks the current topic or the current book. The button text updates to display the option you selected last, Check Topic or Check Book. Show Report Displays the checking report with detailed information on each issue found in the topic. A message is displayed if no report is available. Toggle Flags Select this option to display or hide the Acrolinx IQ highlighting flags. About Acrolinx IQ Displays the Author-it and Acrolinx IQ versions. Step-through Mode Select this option to enable or disable the Next Flag and Previous Flag options in the command group. Previous Flag Moves the focus to the flag immediately before the current flag. When checking a book, use Previous Flag to move between flags in the current topic, or move to the previous topic. Next Flag Moves the focus to the flag immediately after the current flag. When checking a book, use Next Flag to move between flags in the current topic, or move the following topic. Validate Topic Used to start the structured authoring validation process. This checks the topic's content against the rules in the structure builder. Validate Book Used to start the structured authoring validation process. This checks the book's content against the rules in the structure builder. 116-165

View Options in the View tab display, print, and show groups let you display either the book's content or object details. You can also view object properties, relationships, and history. This Button Details (Hide Book Details) Details (Show Book Details) Does This Available when a book is opened in the Editor. Displays the tab and the topic content in the Editor. Toggles between book details and book contents. Available when a book is opened in the Editor. Expands the navigation panel tab that currently has the focus. If the tabs in the navigation pane have been separated then preference is given to the Book Contents tab. The Book Contents tab displays topic information such as heading, template, modified date and user, object code, and variant criteria (if used). Toggles between book details and tab. Ruler Select the ruler check box to toggle the ruler ON or OFF in the topic. Reset Panels Available when a topic or a book has been opened in the Editor. The Editor remembers modifications to the tab layout; this option resets the Editor tabs to the default layout with the navigation pane on the left and the topic content on the right. Print Book Prints the current book's content pane. Print Topic Prints the current topic. History Opens the History window for current topic. Relationships Opens the Relationships window for current topic. Topic Properties Opens the Properties window for current topic. Book Properties Opens the Properties window for current book. Locate Locates the current topic in the Folder list, and displays the folder's contents in the object list. The folder and the topic are highlighted so you can quickly locate them. 117-165

Publish Using the Publish tab, you can select a book then publish to one of the available profiles. Each profile is based on an output type, but can be customized to meet your requirements. This Button Print Does This Select an option from the drop-down list to publish to PDF or Word. Web Select an option from drop-down list to publish to HTML Pages, JavaHelp, Oracle Help for Java, Website, or XHTML Pages. Help Select and option from the drop-down list to publish to HTML Help or WinHelp. XML Select an option to publish to Aspect, DITA or XML. Layout The Layout tab includes the options for formatting and working with tables. The tab is a context based, so it is only displayed in the ribbon while you are working in a table. To display the tab, click anywhere inside a table. This Button Select Does This Choose Select, then choose from Table, Column, or Row from the sub menu. Show Gridlines Toggles table gridlines on and off. Lock Layout Locks the table layout so it is not accidentally resized. Select again to unlock table. Delete Choose Delete, then choose from Cells, Columns, Rows, or Tables from the sub menu. Insert Above Inserts a new row above the current row. Insert Below Inserts a new row below the current row. Insert Left Inserts a new row to the left of the current row. Insert Right Inserts a new row to the right of the current row. Move Row Up or Down None Choose Move, then choose Move Row Up or Move Row Down from the sub menu. Removes the border style from the table. All Applies the border style to all cells in the table. 118-165

This Button Outer Does This Applies the border style to the outside borders of the table. Shading Select Shading, then choose the shading color from the sub menu. Borders Adjust Row Height Adjust Column Width Distribute Rows Distribute Columns Merge Cells Select Borders, then choose the border style attributes, including borders, weight, and line color from the sub menu. Use the Height selector to apply specific sizing to selected rows. Use the Width selector to apply specific sizing to selected columns. Evenly distributes the height of selected rows. Evenly distributes the width of selected columns. Merges the selected cells into one cell. Split Cell Splits the selected cell into two cells. Split Table Splits the selected table into two tables. Align Top Aligns the selected cell content to the top of the cell. Align Middle Aligns the selected cell content to the middle of the cell. Align Bottom Aligns the selected cell content to the bottom of the cell. Text Direction Changes the direction of the text in the selected cells. Repeated clicking moves you through the directions - left, down, and up. Repeat Heading Rows Allow Row Break Repeats the table's heading row when the table continues on a new page in the printed output. Allows the selected row to break across pages in the Word output. Styles Toolbar The Styles toolbar on the Edit tab lets you quickly apply common styles to the paragraphs or characters in your topic. You can also apply formatting by selecting styles from the Character Styles or Paragraph Styles drop-down lists. You can customize the Styles toolbar with your own styles and icons. 119-165

Topic Editor Status Bar The Topic Editor Status bar, at the bottom of the Editor, tells you about the current state of the topic, or the task you are performing. This File object, Hyperlink, or Embedded Topic information Tells you If your cursor is on a hyperlink, an embedded topic, or an image, the Description and ID number of that object are displayed. Character Style and Paragraph Style Name of the paragraph and/or character style at the current cursor position. When a character style is used, the name is displayed to the left of the paragraph style name. Zoom Scale Click on the pop-up selector to the left of the slider to choose a zoom option (from 25% to 200%). Zoom Control Slider The Topic Editor Zoom Control is used to change the display of the topic's content, making it smaller or larger. 120-165

Keyboard Shortcuts You can quickly carry out common tasks using a combination of keys. Many of the shortcut keys carry out the same functions in other applications. This Combination CTRL + Z CTRL + Y CTRL + X CTRL + C CTRL + V CTRL + S CTRL + A CTRL + F CTRL + H CTRL + K CTRL + D CTRL + P CTRL + Q CTRL + < CTRL + > CTRL + SHIFT + - CTRL + SHIFT + (Space) CTRL + SHIFT + 8 CTRL + (Space) ALT + ENTER ALT + F ALT + A F1 F5 F7 ALT + F4 or ESC SHIFT + F3 DEL Is Used To Undo Redo Cut Copy Paste Saves changes within a topic Select All Find Replace Insert Hyperlink Duplicate Print a topic when the cursor is in the open topic or the topic is selected in the book's content pane Open the properties for selected folder or object when the library explorer has the focus Opens the Quick Search window Displays previous topic in Editor Displays next topic in Editor Insert Non-breaking Hyphen Insert Non-breaking Space Show/Hide Control Characters Remove Character Style Creates an embedded topic from the currently selected text Opens the File Menu Opens the Author ribbon Help Refresh Spell Check Close Window Toggle Case Delete or Remove Selected Objects or Text In addition, you can: 121-165

Assign your own keyboard shortcuts to quickly apply styles. Create an embedded topic from selected text using ALT+ENTER. Specify object positioning when you're dropping an object into a book's content pane or an Index object. Hold down these keys while you're dragging: SHIFT ALT CTRL CTRL+SHIFT CTRL+ALT Insert directly above the object Insert demoted, as a child of the object Insert a copy directly below the object Insert a copy directly above the object Insert a copy demoted, as a child of the object 122-165

All Author-it Objects With Author-it, you assemble your document from components called "objects". There are different types of objects, which have some common settings and some unique settings. This section describes some of the common settings and interface elements you'll be working with. Layout of an Object Each object you work with uses a common layout, so it's easy to find your way around. When you open each object, you'll see a window with several tabs. The tabs contain that object's settings. Some tabs contain settings which apply to only one output type, while others contain settings which apply to more than one output. Similarly, some tabs are common to more than one type of object, while other tabs are only used for one type of object. Multiple output example Let's look at an example: Title bar shows the name of the object Each of the tabs hold settings. Select a tab to show the settings. Shows which output this object will be included in. 123-165

The Book object has 5 tabs: Book Contents: contains the structure of your document. The structure applies to all output types. General: all objects have a General tab, and its settings are only relevant inside Author-it, not in any of the output types. It tells you things like: The description of the object that will appear within Author-it. The output types which the object will be published in. The object template it is based on. Print: contains settings that apply to your printed Word document output. Help: contains settings that apply to the online Help output types: Windows Help, HTML Help, Java Help, and Oracle Help for Java. Web: contains settings that apply to the HTML-based output types: HTML, XHTML, HTML Help, Java Help, and Oracle Help for Java. Single output example Some objects may have only some of these tabs. For example, because the Title Page object only applies to your printed Word output, it only has a General tab and a Document tab. 124-165

File Preview Pane The File object's Preview pane lets you view the graphics, OLE object, or other files for each of your document's output tabs. You can also use this tab to insert and save an embedded picture or OLE object instead of linking to an external file. Author-it takes care of converting the embedded image to the appropriate format for each output. File Preview Pane Menu The Preview pane's menu commands are used for adding or updating files in the File object. Choose Insert, then choose: Insert Picture: inserts an embedded picture into the output tab. Insert OLE Object: inserts an embedded OLE object, ensure the Source type is also set to Embedded Picture or OLE object. Note: Embedded OLE objects cannot be opened for editing. If you need to make changes to the file use a Linked OLE object. Open: opens the image file or Linked OLE object for editing. Clear: deletes the file from the output tabs: When you use an embedded source type, the image or file is deleted from all tabs where the embedded file is used. When you use a linked source type, the image or file is only deleted from the selected tab. 125-165

Book Contents Editor The Book Contents Editor appears in both the Editor (see "The Editor Interface" on page 104), and in the Contents tab of the Book object (when the book is opened in the Properties view). It contains a structured hierarchical list of the objects that make up the content of your document. If you are familiar with Windows Explorer or with MS Word's Outline View, you'll find it easy to manage the structure (see "Book Contents Toolbar" on page 127). 126-165

Book Contents Toolbar Use the Book Contents toolbar to manage the structure of your document, and to add or remove objects from the book contents. The toolbar is displayed when the Book is opened in the Properties view or in the Editor. Book Properties Editor This Button Promote Demote Move Up Move Down Expand Collapse Expand All Collapse All Open Does This Promotes the selected object to be at the same level as its parent in the hierarchy. Demotes the selected object to be the first child of the object immediately preceding it in the hierarchy. Moves the selected object before its preceding object in the hierarchy. Moves the selected object after the object following it in the hierarchy. Only available in the Book Properties view. Expands the hierarchy to reveal the children of the selected object. Only available in the Book Properties view. Collapses the hierarchy to hide the children of the selected object. Expands the entire contents hierarchy to reveal all objects. Collapses the entire contents hierarchy to hide all but the top level objects. Only available in the Book Properties view. Opens the selected object in a new window. Remove Save Book New Topic Removes the selected object and all of its descendants from the contents of the Book. When you remove an object from a Book, Author-it will prompt you to permanently delete it from the Library if it has no relationships with other objects. Saves the Book structure. Only available in the Editor. Used to create a new topic in the book. The drop-down menu displays a list of templates to choose from. The selected template is remembered and used by each new topic created in the book until a new template is selected. Show Topic Pane Show Details Lock Book Contents Only available in the Editor when the object details are displayed. Displays the book's content pane and the topic editing pane. Only available in the Editor when the topic editing pane is displayed. Displays the details of the objects in the book, including the object template, modified date, status, and release state. Locks (or unlocks) the book contents to protect against accidental changes. Note: This setting is applied at user-level rather than library level. When selected, the setting is applied against all books that user has open in the library; other users are not affected by the selection. When the setting is applied most of the other options on the toolbar are disabled (the exceptions are the expand and collapse and show details options). 127-165

Chapter 6 The Author-it Beginners Tutorial Welcome. If you're new to Author-it and you want to find out how it works, then you're in the right place. During the next half hour or so, you'll learn how to create a document using Author-it, the true single-source content management authoring tool. Note: Before you start, make sure you have the Tutorial files, which should have been installed with Author-it in the..\author-it 5\Data\Tutorial\ directory...\author-it5\ is the directory on your computer where you installed the Author-it program. If you accepted the default values when you were installing, the full path is C:\Program Files\Author-it 5\Data\Tutorial\. In This Chapter Other Information... 128 Creating Your First Author-it Document... 129 Publishing Your Document's Outputs... 157 What's Next?... 159 Other Information This tutorial only covers the basics of Author-it. More detail can be found in the Using Author-it Guide, in the online Author-it Knowledge Center (http://kc.author-it.com/#b12828). If you find a reference in this document which does not specify a page number, you'll find that topic in the Using Author-it Guide. The tutorial uses a fictitious company called Acme Teleportation. They currently produce user guides in printed format for their personal teleportation solutions and policy and procedure manuals for their employees. Acme Teleportation has just begun using Author-it. Your mission, should you choose to accept it, is to: migrate an existing document that was first drafted in MS Word, extend the document by reusing content that has already been created, build and add new content to incorporate new features, add hyperlinks to aid navigation, enhance your readers experience by adding graphics, and publish a user guide to multiple output formats. 128-165

Creating Your First Author-it Document If you aren't already familiar with the Author-it interface, we recommend you read the Introducing the Author-it Interface (on page 87) chapter before you start the tutorial. Assign a License Before opening the tutorial library, you will need to assign your license using Author-it Administrator: 1) Start Author-it Administrator. The Select Library window opens. 2) Select the Open Recent tab, then choose Browse for more... The Open an Author-it Library file window opens. 3) Navigate to the Tutorial folder (the default location is:..\author-it 5\Data\Tutorial). 4) Select the Acme Tutorial.adl file and choose Open. The Login window opens. 5) Select (supervisor) from the User name list. Leave the Password blank. 6) Choose Login. 7) Choose Security > Update Licenses... from the menu. The Update License window opens. 8) If your organization has already created a library, you can use a license from that library Choose the option to use an Author-it License Library then click Next to continue. The library allocation window opens. Choose Find Library... then select your main library and choose OK. Choose Next to complete the licensing update. When the Licensing has been successfully updated Close the licensing window. -or- If your organization has not yet created a library, you will need to attach your evaluation license. Choose the option to load the license file then click Next to continue. The Load License File window opens. Select Load from License file, then Browse to your license file. The path to the license is added to the Load from License File field. Enter the license key provided by your account representative in the License Key field. Choose Next to complete the licensing update. When the Licensing has been successfully updated Close the licensing window. 129-165

Open a Library An Author-it Library contains all of your document components. These include books, topics, graphics, and hypertext links. Unless you work with a variety of standards (for example, you are going to create content for different clients) you will usually only need one library. In this tutorial we'll be working with a library that already contains some of the Acme content. Note: If Author-it is already running, please close it before beginning this tutorial. To Open the Library: 1) Start Author-it. The Select Library window opens. 2) Select the Open Recent tab, and choose Browse for more... The Open an Author-it Library file window opens. 3) Navigate to the Tutorial folder located in the Author-it Data folder. 4) Select the Acme Tutorial.adl file and choose Open. The Login window opens. Log in to the Library Author-it Libraries can be used by a single user, or by many people at the same time. Each user must log in to the library with their own credentials. This helps keep track of who does what and when they did it. It also enables the Author-it administrator to control what actions can be performed by each person. If you know you'll be logging in to the same Library under the same User Account name, you can use the Automatic Login feature. To use this option, select the "Automatic login" check box before you log in to the Library. The user names in the Acme Sample indicate the role each user has within the organization. Security permissions have been granted based on those roles. For example, Tex Ryta has full access to objects within the Technical Publications folder, restricted (read-only) access to Sales and Marketing, but cannot access content in Human Resources. Feel free to explore the Acme Library using different user names. When you start using your own library, your Author-it administrator will create log-in profiles for each user and give them the relevant security access. 130-165

For this tutorial, you can log in as either Tex Ryta or Anne Ortha. To Login to the Library: 1) Select Tex Ryta or Anne Ortha from the User name list. 2) Leave the Password blank. 3) Choose Login. A Quick Introduction to the User Interface During the tutorial you'll be working with folders and objects in the Library Explorer, and with content in the Editor. You'll also import a document into the library. Library Explorer The Library Explorer is where you work with your document components. As part of the tutorial you'll use the Import menu tab when you import the X5000 user guide into the library. Menu tabs. Each tab contains a number of option buttons organized into command groups. Navigation pane contents. This area displays content or options based on the tab currently selected in the navigation pane. In this example the area is populated with the Folders list. You can select a folder to display its contents in the object list, or expand its child folders. Navigation pane. Select a tab to display the relevant content. For example, when you select the Folders tab the library's folder tree is displayed, and when you select the Search tab the search options are displayed. Object list. The object list displays a folder's contents or the results of a search. If you select the Publishing tab in the navigation pane you'll see the publishing console. 131-165

Editor The Editor is used when you are working in a book or topic. This example shows the book opened in the Editor. When a topic is opened you won't see the book contents. Author-it Button and Quick Access options. Click the Author-it logo to view a variety of save and print options. From the Quick Access toolbar you can Save, Undo and Redo your actions, navigate between topics in the book, and open the Quick Search window. Menu tabs. Each tab contains a number of option buttons organized into command groups. Book Contents pane. The pane displays the book's objects and structure.the pane also includes the book contents toolbar, used when you are working with the structure and adding topics. The tabs at the base of the pane let you view other books using the current topic, and search options. Content pane. This pane has two views - it displays the topic's content or it can be used to display details for the objects in the book's structure (click Show Book Details on the book contents toolbar). Topic toolbar. Select text or an object in the topic content to display the Style object applied to the text or the object's name and code. Use the two "zoom" options to change the content's display size. Save options When you are working in the Editor you'll find there are several save options. Use Save Topic when you only want to save the changes to the topic content. Choose Save Book when you only want to save changes to the book's structure and layout (changes made in the book contents pane. 132-165

Choose Save All when you want to save both the structure and the topic's content. All save options can be accessed through the Author-it Button options. Click the button to display Save All, Save Book, and Save Topic options. All save options can be accessed through the Quick Access toolbar drop-down menu. The default option is Save All. Click the arrow to display the Save Topic and Save Book options. Save Topic on the Edit tab only saves the topic's content. Save Book on the Book Contents toolbar only saves the book's structure. Import Existing Documents When first moving to Author-it, many people have existing documentation created using other tools. These documents can be migrated to Author-it using the Author-it Importer. In our Acme scenario, we want to bring into the Author-it library. Once imported we're going to update the content and create a new user manual. When a document is imported, a number of new Author-it objects are created in the Library. How and where these objects are created is defined by the Import Profile. The Word profile will create a new folder as a child of the Technical Publications folder and add the objects created by the import job. As you work through the import process the Import Wizard's name changes to reflect the current process. To Import an Existing Document: 1) Select the Technical Publications folder in the Folders pane. 2) Select the Import tab and choose Print > Word. The Select the file to Import window opens. 3) Navigate to your Author-it 5\Data\Tutorial folder. Select the X5000 User Guide.doc, then choose Open. The Author-it Import Wizard opens. 133-165

4) The Topic Structure Wizard analyzes the document. It decides where the document will be broken up into topics based on the paragraph styles applied to the text. While a number of styles have been found in this document, only the styles Heading 1, Heading 2 and Heading 3 should create new topics using either the Chapter or Topic template. The other paragraph styles, while detected and listed, are for the topic content. We'll deal with those in a moment. Nothing needs to be changed, so choose Next to continue. 134-165

5) The Style Mapping Wizard looks at the styles in the document and maps them to the Author-it styles in your library. We can see that the Heading Procedure style is going to map to Body Text which is not quite the result we want. To change this, select the Heading Procedure style and choose the ellipsis button [...]. 6) The Select a Style Object window opens. Select the Standards > Styles > Headings folder, select the Procedure Heading style, then choose OK. The new mapping for that style is displayed in the Style Mapping Wizard, and (new rule) is displayed in the Rule column. This action creates a temporary rule which can be saved in the profile at the end of the import. Repeat these steps to map Table Body Text to Table Text. Choose Next to continue. 7) The Import Preview displays a preview of how the document will be broken down and imported. 135-165

When content is being imported, it is often necessary to rearrange the order it occurs in and the outline levels. The up and down arrows on the toolbar are used to change the order of the content. The promote (left) and demote (right) arrows are used change the outline level. Nothing needs to be changed, so choose Next to continue. 8) The document is imported into the library. Ensure the Open Imported Book option is checked, and choose Close to exit the wizard. 136-165

When the importing process has been completed our newly created book is displayed. Take a look through the content, then close the book. You'll also see the new X5000 User Guide folder. It contains the objects that were created during the import. 137-165

Work with Folders The Library Explorer is your base for working with all the objects in your library. This is where you store and select the components that you'll assemble into documents. Objects are stored in folders. The folders are there as a visual means to logically organize and arrange the information within your library. Folders can have security permissions applied to determine who can create, modify, delete, or even view objects within them. Moving an object from one folder to another will not break any links it has with other objects. When moving an object between folders, you must have permissions to delete the object in the folder it is leaving and create the object in the folder it is entering. When a folder is created, it inherits all the security settings from its parent folder. If a folder is moved, it retains its security settings. The document we just imported created a new X5000 User Guide folder. To maintain our Acme folder naming conventions we are going to rename this folder. To Rename a Folder: 1) Right-click the X5000 User Guide folder then choose Rename from the shortcut menu. 2) Modify the name so it reads X5000 (the new folder name), then click outside of the text box to apply the changes. 138-165

View and Edit Book Properties You can open the book object in two views. Properties view - Opening the book in the Properties view enables you to set specific attributes for Print, Help, and Web outputs. The properties are primarily used when changing advanced settings, or creating a book template. Editor view - The Editor gives you an integrated view of both the book's structure and the topic's content. This view is used when creating or modifying content. Opening the book in different views By default, when you double-click a book it opens in the Editor view. To open it in the Properties view, right-click the book and select Properties from the shortcut menu. If the book is already open in the Editor you can display the properties by choosing View > Show > Book Properties from the Editor's menu. To Edit the Book Properties: 1) Select the X5000 folder 2) Right-click the X5000 User Guide book and choose Open Properties. 3) Move through the tabs; set the information in the Title and Version fields as shown. 4) Choose OK to save and close the Book. Note: The Apply button will save the changes; the OK button will save the changes and close the object. This works for all windows where you see these buttons. 139-165

Open the Editor The Author-it Editor is a sophisticated document editing environment incorporating both the book contents and the topic Editor. It provides a familiar word processor type view of your book, complete with command tabs and keyboard shortcuts (on page 121) to make using Author-it very easy. This is where you will spend most of your time in Author-it. To Open a Book: 1) Select the X5000 folder. The contents are displayed in the object list. 2) Double click the X5000 book. 3) The X5000 User Guide opens in the Editor. Select the different menu ribbon tabs and the tabs in the book content pane to explore the layout and menu options. 140-165

Reusing Existing Content One of the great benefits of Author-it is the ability to reuse the content that you or other authors produce across multiple information products and publications. Reusing objects is as simple as dragging and dropping. During the import process, Author-it automatically added a Table of Contents object to our book. Let's see what else we can reuse... A Note on Reusing Objects The rules for how many times an object can be reused in a book depend on the object type. As an example, documents only contain one table of contents, so Author-it only lets you add one Table of Contents object to the book. If you try to add a second Table of Contents object a message is displayed advising that the book already contains an object of that type. However, you can reuse Topic objects and Book objects (as sub books) multiple times within one or more books. Single use objects You can include a single instance of each front and back matter object in the book. Title Page TOC (Table of Contents) TOF (Table of Figures) Glossary Index Multiple use objects You can include multiple instances of the following objects in the book. Book (used to add sub books to the structure) Topic File object When you work in a topic, you can also reuse objects. These will usually be other topics, Hyperlink objects, or File objects. All of these objects can be reused multiple times within one or more topics. 141-165

Reuse a Title Page The Title Page object contains a number of properties that define which heading elements from the Book object to include on the cover of your print output. You can define the Super Title, Title, Sub Title, Version and/or By Line, and a graphic (via a File object). This enables us to use a single Title Page object in all of our books, while still having unique and relevant information displaying in our finished output. Note: The Editor is often sized to use most or all of the screen. To see folders (and the objects within them) you may need to move or resize your book slightly, so that you can see the folder contents. To Add the Acme Title Page Object to the Book: 1) Ensure the X5000 User Guide is open in the Editor, and the Folder tree is displayed in the Library Explorer. 2) Select the Common Content > Front & Back Matter folder. The objects from the folder are displayed in the object list. 3) Select the ACME Title Page object in the object list and drag into the book contents pane in the Editor. Drop the Title Page object onto the Table of Contents object. 142-165

When you drop an object, it is always added immediately below, and at the same level, as the object it is dropped onto. 4) Use the arrows on the book content's toolbar to move the Title Page object so that it is the first object in the book. Then choose Save Book on the book contents toolbar to save your changes to the structure. 143-165

Reuse an Index An Index object represents an index in both the printed and on-line documentation. The Index object contains a hierarchical outline list in which the Index Entry objects can be arranged to form the structure of the index. When published, the index can be based on all headings in the document, any cross-references, and any Index Entry objects that contain objects found in the book being published. We already have an ACME Index that we use in our other user manuals, so we'll add it to this manual as well. Make sure your X5000 book is open, and the Front and Back Matter folder is displayed in the Library Explorer. To Add the Acme Index Object to the Book: 1) Select the ACME Index object in the object list and drag it to the Editor, then drop it onto the Troubleshooting topic. 144-165

2) If you need to, use the arrows on the book content's toolbar to move the Index object so it is the last object in the book. Then choose Save Book to save your changes to the structure. Reuse a Book Reuse is not restricted to individual objects - we can even reuse books. As an example, you can create a book that contains a group of topics that are often used together, then drag that book into a larger book. Using a sub-book (a book inside another book) containing common chapters or sections makes it easier to manage your documentation set. Any change to the structure of the sub-book, such as adding, removing, promoting or demoting topics, is automatically reflected wherever it has been used. At Acme, we have a lot of common content that is used in the various product manuals, including a section on Accessories that integrate with our various Teleportation devices. If we add a new accessory to the Acme range we only need to add it to the Accessories book. The new accessory documentation will be automatically included in every manual containing the sub-book. To Insert the Accessories Sub-book into the Book: 1) Select the Technical Publications > Common > Accessories folder. 145-165

2) Select the ACME Accessories book in the object list and drag it to the Editor, then drop it onto the Getting Started topic. 3) If you need to, use the arrows on the book content's toolbar to move the Accessories book below the Getting Started section. Then choose Save Book on the book content's toolbar to save your changes to the structure. 146-165

Reuse an Existing Topic When you start a new project, you'll usually have some topics already written which you can simply reuse. If they're relevant to more than one book, you'll probably want to store them in a Shared or Common folder. When you're working with a team in Author-it, make sure everyone who needs to use the content can access the folder. To Add Existing Topics to the Book: 1) Select the Common Content > Legal folder. 2) Hold down the SHIFT or CTRL keys while selecting both the Warnings and X5000 Limitation of Liability Extension topics. Drag the topics into the Editor, then drop them onto the Problem Solving topic. 147-165

3) If you need to, use the arrows on the book content's toolbar to move the topics so they are added to the Troubleshooting section. Then choose Save Book to save your changes to the structure. Embed a Topic Embedded topics are simply topics that are placed "inside" other topics - another form of reuse. This approach is useful when your documentation includes multiple instances of standard or boilerplate text. Examples of embedded content include legal disclaimers, notes or warnings, or sets of steps that are commonly used together in procedures. Some things you should know about embedded topics The topic you are reusing is referred to as the "embedded topic". The topic you are placing the embedded topic into is referred to as the "container topic" or "host topic". When you modify a topic which has been embedded, the changes flow through to every every instance where that topic has been reused. In the container topic, the embedded content has a gray background. You can't modify the embedded content directly in the container topic. Instead, you must open the reused topic and make your changes. Simply double-click the embedded content to open the topic. To Embed a Topic: 1) Double-click the X5000 Limitation of Liability Extension topic in your X5000 book. The topic will open in the Editor's content pane. 2) Put your cursor in the first paragraph, and press ENTER to create a new paragraph. 148-165

3) Select the Common Content > Legal folder and locate the Standard Limitation of Liability topic in the object list. Drag the topic into the X5000 Limitation of Liability Extension topic, then drop it into the empty paragraph. Choose Embed Topic from the shortcut menu that appears when you drop the topic. The full content of the Standard Limitation of Liability topic is added to the X5000 Limitation of Liability Extension topic. 4) Choose Save Topic on the Editor toolbar to save your changes to the topic's content. 149-165

View an Object's Relationships Given that we can reuse an object so easily, it's important that we can also see where it is used. This can be helpful in determining if a change we are about to make is appropriate in all instances. The Show Relationships window divides the associated relationships into two groups. Objects used by Any objects used to create the selected object. In this example the topic template and media objects used by the topic, and the styles applied to the content. Objects using Shows if the selected object has been used in any other objects. If you selected a topic appearing in a book's content pane the book object would be displayed. In this example the topic has been embedded into the X5000 Limitation of Liability Extension. To View an Object's Relationships: 1) Right-click on the embedded topic and choose Locate from the shortcut menu. In the Library Explorer, the Legal folder is selected and the Standard Limitation of Liability topic is selected and highlighted in the object list. 2) Right-click the topic and choose Show Relationships from the shortcut menu. The Show Relationships window is opened. Alternatively, when the topic is selected you can choose Show Relationships on the Library Explorer's Author tab (or the Relationships button on the Editor's View tab). Note: When the Show Relationships window is open, you can also right-click an object from the "used by" and "using" lists and show that object's relationships. 3) Close the Show Relationships window. 150-165

Creating New Content While reusing existing content is a quick and efficient way of building documents, there is no escaping the fact that we are still going to have to create new content at times. We'll start by adding a new topic to the book. Create a New Topic We are going to create a new topic, from scratch. When we create this topic, we want it in the X5000 folder with the X5000 specific content. To Create a New Topic: 1) Select the X5000 folder. New objects are created in the folder that has the focus, so we want to ensure the X5000 folder is selected. 2) Select the X5000 Specifications topic in the book's content pane. The new topic to be added immediately after the selected topic. 3) Select the arrow next to New Topic button to display the folders containing the topic templates. Select Technical Publications and choose the Concept template. A new Topic object is added to the book, and is ready for editing. 4) Type Safer Than Ever into the Heading field, and the following text into the topic content area: 151-165

Fatality statistics have dropped dramatically over recent months, and the additional X5000 features further reduce the unlikely event of accidents and injuries. Taking a few extra precautions during teleportation eliminates risk altogether. 5) Choose Save All on the Quick Access toolbar. This option saves both the topic's content and the book's structure. 152-165

Create a Hyperlink A Hyperlink object represents one or more links between a Topic object and other Topic objects and/or Internet URL locations. When published these links become jumps or popups in the Help and HTML, and cross references or footnotes in the printed documentation. Hyperlink objects contains more information than just the target of the link. Because our content can be published to printed, help, and web outputs, the Hyperlink object holds information on how the link will appear in each output. A hyperlink is made of three components: The anchor text in the topic you are linking from. In the online outputs the text is converted to a clickable link, while in the print output a reference for the target is added after the text. The Hyperlink object which tells Author-it how the link will behave, including whether to make the link into a jump or a popup, or another type of link. The Target - either Author-it topic/s or external files or locations. You can have many targets for each link. You can create a hyperlink which has targets in many books, and then reuse it in many different documents. For internal jumps, when you publish your document's outputs, Author-it only creates links to topics that are included in the same document. To Create a Hyperlink to a Topic Within the Same Book: 1) Select the precautions text in the Safer Than Ever topic. This will be the anchor text for our new hyperlink. 2) In the book contents, select the Tips for Trouble-Free Teleportation topic. This topic is to be the target of our hyperlink. 153-165

3) Drag the Tips for Trouble-Free Teleportation topic and drop it onto the highlighted text in the Safer Than Ever topic then choose Create Link Using > Cross Reference from the shortcut menu. A new hyperlink is created and the anchor text changes to blue underlined text. 4) Choose Save Topic on the Edit tab. 154-165

Inserting a Picture into a Topic The File object is used to include any external files in your document, usually graphics. You can link or embed any pictures, OLE objects, or files created and maintained with another application. The File object defines how the external file appears in your different output formats - including scaling and final file format for graphics. To include external files (especially graphics) in your document, you'll use a File object. Let's add a picture to a topic. To Create a File Object: 1) Open the X5000 Description topic (and ensure the X5000 folder has the focus). 2) Put the cursor at the end of the text, then press Enter to create a new paragraph. 3) Select Insert Picture Object on the Edit tab. 4) The Select a Picture file to insert window is displayed for you to choose a file. Navigate to your Author-it 5\Data\Tutorial folder, then select the X5000.gif, then choose Open. 5) The picture is added to the File object, and focus moves to the General tab so we can choose a template. Choose the Embedded Image from the template drop-down list. 155-165

6) Choose OK to save and close the File Object. Your picture is inserted into the topic at the cursor's location. 7) Choose Save Topic on the Edit tab. 156-165

Publishing Your Document's Outputs Now for the exciting bit - publishing your document to various output formats. Publish Publishing is the vital stage of creating or maintaining a document where you produce a tangible result which you can distribute to your adoring readers. Author-it uses Publishing Profiles to determine: Which outputs a book can be published to Which users can publish using that profile The release states content must be in for it to be included The templates, media objects, and/or external files that are used to control formatting and layout These profiles are fully customizable, and you can create as many additional profiles as you need to suit your requirements and your deliverables. Typically, information like this would be published as a help file and a printed manual. To Publish a Book: 1) Select the Publishing tab in the vertical Navigation pane at left of the screen, to open the publishing console. 2) Select the options in the following order to add the jobs to the Pending tab: Select Word Document and HTML Pages from the list of profiles. Choose the X5000 User Guide from the list of books. 157-165

Select Add to Batch. 3) Select the Pending tab, then select the options in the following order to send the jobs for publishing: Select both jobs on the Pending tab. Choose Submit Batch. 4) The Publishing window opens and progress is shown as the book is published to Word and HTML. 5) Once publishing has completed, the window changes and gives you the option to view the newly published output, open the folder containing the published documents, or republish your document. Choose View Output to open the Word or HTML files we have just published. 158-165

Choose Open Folder to open the folder containing the published output and all the working files associated with it (various HTML files, graphics, indexes, and so on). 6) Close the window when you are finished. What's Next? You hopefully have a better idea now of how Author-it can help you author, manage and publish your documentation. There are now several paths for you to take, to explore Author-it further: Log a Support Call (http://my.author-it.com) if you have any unresolved questions after the tutorial, or if you encountered any problems. Read the other Author-it Product documentation http://www.author-it.com/?page=documentation, for information about Author-it's other features. Set up one of your real documents as an example. If you're using an evaluation version of Author-it, the only limitation is that Author-it randomly substitutes some words in the published outputs with the phrase "Author-it Evaluation". The source in the Author-it library is not affected and you can continue using the same library once you purchase Author-it. Unlock Author-it's power with the aid of formal training http://www.author-it.com/?page=servicea. For details, email our sales center (mailto:sales@author-it.com) Order Author-it http://www.author-it.com/index.php?page=pricing for yourself or your organization now. It's as simple as choosing Order Now from the Help menu in Author-it. 159-165

Index A A Note on Reusing Objects 141 A Quick Introduction to the User Interface 131 Acrolinx IQ Integration 72 Active Directory - Optional 34 Adding the Library to the Author-it Service Manager 68 Additional Steps for Your Installation 51 Advanced Configuration of Author-it 71 All Author-it Objects 123 Ask Other People Who Use Author-it 9 Ask Us For Help 9 Assembling Your Document 73 Assign a License 129 Assigning License Tokens to Users 55 Author Tab 95, 96 Author-it Button Menu - Editor 107 Author-it Button Menu - Main Window 89, 90 Author-it Client and Live Publishing to Word 2010 (64-bit) 18, 19, 57, 61 Author-it Live Publishing to Word on Server 2008 18, 19, 57, 60 Author-it Publishing Folder 30, 45 Author-it Shared Data Folder 28, 41 B Backups 51 Basing Objects on a Template 78 Before Installing Author-it on the Application Server 64 Best Practice Using UNC Paths in Author-it and Author-it Live 33 Book Contents Editor 126 Book Contents Tab 109 Book Contents Toolbar 126, 127 Books Using this Topic Tab 109 C Can I Base an Object Template on Another Template? 78, 79 Changing Inherited Settings 79 Changing Relative File Paths 43, 51 Checking the Author-it Xtend Indexing Settings 68, 69 Choosing an Object Template 78 Commonly Encountered Objects 74 Contact Us 7 Create a Hyperlink 153 Create a New Topic 151 Creating New Content 151 Creating Your First Author-it Document 129 Customizing Each User's Styles Toolbar 53 Customizing the Navigation Pane 93, 94 D Design Tab 96, 98 Docking Tabs 110 Docking Tabs in the Editor and the Reset Panels Option 112 Docking Tabs Inside the Editor 111, 112 E Edit 114 Editor Command Ribbons 114 Effect of Version Status on Relationships 82 Embed a Topic 148 Example Multi-user Jet Installation 20, 24 Single-user Jet Installation 20, 27 SQL Server Multi-user Installation 20, 22 Example Tab 110 F File Preview Pane 125 File Preview Pane Menu 125 Finding Which Build of the Software You Are Using 10, 11 Folders Tab 89, 93 G General Installation Overview 19 Get Author-it Help 8 161-165

Getting Context Sensitive Help 9 Getting Help About Microsoft Windows 5, 9 H Hardware and Software Recommendations for Installations 12, 13, 15, 49 Help Yourself 8 Hiding and Displaying Tabs 110 How Author-it uses Variants 85 I Import Existing Documents 133 Import Tab 96, 101 Indexing Service for Author-it Xtend 66 Inheriting Settings By Using Object Templates 76, 79 Inserting a Picture into a Topic 155 Installation Process Overview 19, 34 Installing Author-it 12 Installing Author-it on SQL Server Express 35 Installing the Author-it Service Manager 66 Introducing the Author-it Interface 87, 129 J JET Database limitations 20, 21, 24, 38 K Keyboard Shortcuts 104, 121, 140 L Layout 114, 118 Layout of an Object 123 Library Command Ribbons 89, 96 Library Explorer 89 Log in to the Library 130 Logging a Support Case 9, 10, 11 M Manage Tab 96, 99 Many Ways to Get Help 8 Minimum Computer Requirements 12, 13, 14, 15, 49 Minimum Server Requirements for Author-it 12, 13, 49 N Navigation Pane 89, 92 O Object List Pane 89, 95 Open a Library 130 Open the Editor 140 Opening the Editor 105 Optionally manually create a Logs folder and point to it for each user 31, 41, 44, 46 Optionally manually create a Publishing folder and point to it for each User 30, 32, 41, 44, 45 Options for Assigning a License to the Library 38, 53 Other Information 128 P Personal Details requirement for Author-it Publishing to Word 2007 61 Please consider sending us feedback! 7 Preview Pane 89, 95 Projects Tab 94, 96, 102 Publish 114, 118, 157 Publish Tab 96, 102 Publishing Tab 94 Publishing to PDF and Microsoft Word 2007 and 2010 18, 19, 57 Publishing Your Document's Outputs 157 Q Quick Access Toolbar - Editor 108 Quick Access Toolbar - Main Window 91 R Requirements 20 Restart the Author-it Service Manager to Save the Changes 68, 69 Reuse a Book 145 Reuse a Title Page 142 Reuse an Existing Topic 147 Reuse an Index 144 Reusing Existing Content 141 Reusing Objects 73 Review 114, 116 Ribbons, Tabs, and Commands 87 162-165

Rules Tab 110 S Search Tab 93, 109 Setting Up Author-it Using an Application Server 62 Start the Author-it Service Using Administrative Tools 68 Starting the Author-it Xtend Indexing Service 68, 69 Step 1 - Installing Author-it On Administrator's Computer 36 Step 2 - Create a Blank SQL Server Database - SQL Server Installations Only 37 Step 3 - Creating or Opening a Library 37, 38 Step 4 - Loading the License File Against Your Library 38, 53 Step 5 - Exporting the Jet Database to the SQL Server - SQL Server Installations Only 35, 40 Step 6 - Multi-User Environments - Moving the Data Components to a Shared Location 41 Step 7 - Create User Accounts and Assign Permissions 46 Step 8 - Installing Author-it on Client Computers 47 Styles Toolbar 119 Suggested Directory Structure for Client Computers 44 Suggested Directory Structure for Shared Components 41, 43 T Tasks Tab 93 The Author-it Beginners Tutorial 128 The Default Folder Paths 31 The Editor Interface 104, 126 The Editor's Tabs 109 The Life Cycle of an Object 80 The Navigation Pane Tabs 93 Topic Editor Status Bar 120 Typographical Conventions 5 U Understanding Author-it Output Formats 75 Understanding Author-it's Concepts 73 Understanding the Components of Your Document 73 Upgrading from a Previous Version of Author-it 12, 34, 49 Upgrading to a new build of Service Manager 70 Use an Author-it License Library 54 User Account Control (UAC) 14, 15, 35 User Login Script 62, 64 User Options - Using the Mapped Drive 64 Using Author-it's Help System 8, 9 Using Author-it's Product Documentation 8, 10 Using This Guide 5 V Variants 83 Version Control 79 View 114, 117 View an Object's Relationships 150 View and Edit Book Properties 139 W What are Libraries and Books in Author-it? 76 What are Object Templates? 77 What Happens When You Make an Object Active 81 What This Guide Covers 5 What you should already know... 5 What's Next? 159 What's Single-Source? 76 Who This Guide Is For 5 Why Separate Structure From Format? 76 Windows Terminal Services - RDP (Remote Desktop) Files 65 Work with Folders 138 163-165