Quark Publishing Platform 9.5.1 Operating Instructions

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A Guide to Quark Publishing Platform 9.5.1

ÍNDICE

Índice

Introduction...................................................................................................

8

Where we're coming from.....................................................................................................

8

Conventions in this book.......................................................................................................

8

About Quark Publishing Platform............................................................

10

Platform concepts................................................................................................................

11

Platform components...........................................................................................................

12

Platform architecture..........................................................................................................

13

Platform features.................................................................................................................

14

Configuration..............................................................................................

16

Administration client...........................................................................................................

16

System area............................................................................................................................

17

Content Model area................................................................................................................

17

Workflow area........................................................................................................................

17

Users and Groups area...........................................................................................................

17

Configuring storage options................................................................................................

17

Adding repositories................................................................................................................

18

Deleting repositories..............................................................................................................

18

Working with content types................................................................................................

18

Working with collection types...............................................................................................

20

Working with attributes......................................................................................................

20

Defining attributes.................................................................................................................

20

Adding constraints to attributes.............................................................................................

26

Working with relationships.................................................................................................

28

Working with workflows.....................................................................................................

29

Creating a workflow..............................................................................................................

29

Working with statuses............................................................................................................

30

Working with forms.............................................................................................................

31

Defining Roles and Privileges.............................................................................................

32

Roles and Privileges..............................................................................................................

32

Creating and deleting users ...............................................................................................

33

Managing user lists with LDAP............................................................................................

34

Creating and deleting groups..............................................................................................

38

Configuring Redline colors.................................................................................................

39

Maintenance and asset management.........................................................

41

Monitoring user activity and logging off users.................................................................

41

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Deleting assets......................................................................................................................

42

Archiving assets....................................................................................................................

42

Restoring assets....................................................................................................................

43

User interface...............................................................................................

45

Roles, views, and content structure overview....................................................................

45

The Workspace Browser window.......................................................................................

45

Workspace Browser window...............................................................................................

45

Workspace toolbar.................................................................................................................

47

View display options..............................................................................................................

51

Icon columns..........................................................................................................................

56

Preview pane..........................................................................................................................

57

Menus (Quark Publishing Platform Client)......................................................................

58

Quark Publishing Platform Client menu (Mac OS only).......................................................

59

File menu...............................................................................................................................

59

Edit menu...............................................................................................................................

59

View menu.............................................................................................................................

60

Actions menu.........................................................................................................................

60

Go To menu...........................................................................................................................

61

Search menu...........................................................................................................................

61

Window menu (Mac OS).......................................................................................................

62

Help menu..............................................................................................................................

62

Menus (QCD).......................................................................................................................

62

QuarkCopyDesk menu (Mac OS only)..................................................................................

62

Platform menu.......................................................................................................................

62

Menus (QXP)........................................................................................................................

63

QuarkXPress menu (Mac OS only).......................................................................................

63

Utilities menu.........................................................................................................................

63

Window menu........................................................................................................................

64

Platform menu.......................................................................................................................

64

Client tasks ..................................................................................................

66

Understanding how Quark Publishing Platform works..................................................

66

Quark Publishing Platform Server and Quark Publishing Platform client applications........

66

Administering a Quark Publishing Platform workflow.........................................................

66

Using XML Author with Quark Publishing Platform...........................................................

66

Assigning and managing assets from QXP...........................................................................

67

Routing and tracking..............................................................................................................

71

Automating output and export...............................................................................................

71

Archiving and restoring.........................................................................................................

71

Logging on............................................................................................................................

72

Creating assets (QCD and QXP)........................................................................................

73

Working with collections.....................................................................................................

73

Working with collection templates........................................................................................

73

Creating a collection..............................................................................................................

74

Editing collections.................................................................................................................

81

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Duplicating a collection.........................................................................................................

82

Deleting a collection..............................................................................................................

82

Appending content (QCD and QXP).................................................................................

83

Checking in assets................................................................................................................

83

Check In command................................................................................................................

83

Check In Other command .....................................................................................................

85

Check in multiple assets........................................................................................................

85

Check In Project With Pictures (QXP only)..........................................................................

86

Assigning assets....................................................................................................................

86

Assigning assets: Quark Publishing Platform Client.............................................................

87

Assigning assets: QXP...........................................................................................................

88

Performing a search.............................................................................................................

88

Using the Quick Search feature.............................................................................................

90

Performing a nested search....................................................................................................

91

Performing a full-text search.................................................................................................

92

Performing a collection search..............................................................................................

93

Search from here....................................................................................................................

94

Working with saved searches.................................................................................................

94

Managing searches.................................................................................................................

94

Specifying search result display options ...............................................................................

95

Checking out assets..............................................................................................................

95

Checking out an asset: Quark Publishing Platform Client....................................................

96

Checking out an asset: QCD..................................................................................................

96

Checking out an article or project: QXP................................................................................

96

Checking out a project with attachments: QXP.....................................................................

96

Checking out and editing pictures: QXP & QCD..................................................................

97

Using Advanced search: QCD and QXP ..............................................................................

97

Cancelling a Checkout ..........................................................................................................

98

Working with templates......................................................................................................

98

Attaching content to layouts...............................................................................................

98

Primary and secondary attachments......................................................................................

99

Attaching article components by dragging..........................................................................

100

Attaching articles by dragging.............................................................................................

100

Attaching articles by assigning............................................................................................

102

Attaching text files to layouts..............................................................................................

102

Attaching pictures to layouts...............................................................................................

103

Attaching App Studio assets................................................................................................

103

Attaching multimedia assets to reflow articles....................................................................

103

Tracking attachments...........................................................................................................

103

Detaching components.........................................................................................................

104

Attaching digital assets to layouts.......................................................................................

104

Replacing article geometry...............................................................................................

105

Working with libraries......................................................................................................

105

Using Read-Only to view an asset....................................................................................

106

Publishing assets................................................................................................................

106

Viewing and editing attribute information......................................................................

107

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Saving a revision of an asset..............................................................................................

108

Customizing the search results pane................................................................................

108

Setting Quark Publishing Platform Client preferences.................................................

109

General pane........................................................................................................................

109

Workspace pane...................................................................................................................

111

Startup Mode pane...............................................................................................................

112

Archive pane........................................................................................................................

113

Setting Quark Publishing Platform preferences: QXP .................................................

114

QXP preferences: General pane...........................................................................................

114

QXP preferences: Workspace pane......................................................................................

116

QXP preferences: Project and Attachments pane................................................................

118

QXP preferences Article pane.............................................................................................

119

QXP preferences: Alerts pane..............................................................................................

119

Setting Quark Publishing Platform preferences: QCD..................................................

121

QCD preferences: General pane..........................................................................................

121

QCD preferences: Workspace pane.....................................................................................

124

QCD preferences: Article pane............................................................................................

125

QCD preferences: Alerts pane.............................................................................................

126

Redlining....................................................................................................

127

Using Redline controls.......................................................................................................

127

Notes...........................................................................................................

129

Working with notes............................................................................................................

129

Opening and closing notes...................................................................................................

129

Showing and hiding notes....................................................................................................

129

Deleting notes......................................................................................................................

129

Converting between notes and text......................................................................................

130

Viewing notes by author, date, name, or color....................................................................

130

Moving and resizing notes...................................................................................................

130

Printing notes.......................................................................................................................

130

Notes in PDFs......................................................................................................................

130

Web Client.................................................................................................

131

Logging on with Quark Publishing Platform Web Client.............................................

131

Changing password...........................................................................................................

132

Customize search results display......................................................................................

132

Searching in Web Client....................................................................................................

133

Archiving and Restoring in Web Client...........................................................................

133

Using display options.........................................................................................................

133

Previewing assets with Quark Publishing Platform Web Client...................................

135

Using the Publish features.................................................................................................

135

Editing asset attributes......................................................................................................

135

Viewing asset revisions......................................................................................................

136

Viewing relationship information.....................................................................................

137

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Creating articles in Quark Publishing Platform Web Client........................................

137

Creating projects from templates in Quark Publishing Platform Web Client............

138

Editing articles in Quark Publishing Platform Web Client...........................................

138

Editing text components......................................................................................................

139

Editing picture components.................................................................................................

141

Managing components.........................................................................................................

141

Finding and replacing text in articles...................................................................................

142

Adjusting background color for editing...............................................................................

143

Changing text size for editing..............................................................................................

144

Working with Rubi...............................................................................................................

144

Working with Grouped Characters......................................................................................

145

Using notes in articles..........................................................................................................

146

Editing projects in Quark Publishing Platform Web Client..........................................

146

Callouts in Quark Publishing Platform Web Client.......................................................

146

Checking in Other files......................................................................................................

146

Editing Other Files............................................................................................................

147

Using the Web Client Preview pane.................................................................................

147

Setting Quark Publishing Platform Web Client preferences.........................................

147

Script Manager .........................................................................................

150

Quark Publishing Platform Script Manager configuration..........................................

150

Working with Quark Publishing Platform Script Manager..........................................

150

Logging on with Quark Publishing Platform Script Manager.............................................

151

Creating a script...................................................................................................................

152

Importing a script.................................................................................................................

152

Deleting and exporting scripts.............................................................................................

153

Writing, editing, and triggering a script..........................................................................

154

Accessing Quark Publishing Platform Server objects.........................................................

154

Loading a script in a script...................................................................................................

154

Logging and debugging scripts............................................................................................

154

Using utility methods in scripts...........................................................................................

155

Triggering a script................................................................................................................

156

Quark Publishing Platform event-based script example......................................................

157

Executing a script manually.................................................................................................

158

Privileges....................................................................................................

159

Content privileges..............................................................................................................

160

Content privileges: General.................................................................................................

160

Content privileges: Edit Attributes......................................................................................

161

Content privileges: Job Jackets............................................................................................

161

Content privileges: Edit Redlining......................................................................................

162

Content privileges: Article Components..............................................................................

162

Content privileges: Edit Pictures.........................................................................................

162

Content privileges: Editing..................................................................................................

162

Application privileges........................................................................................................

163

Application privileges: Administration...............................................................................

163

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Application privileges: Workspace

......................................................................................163

Glossary......................................................................................................

165

Legal notices..............................................................................................

175

A GUIDE TO QUARK PUBLISHING PLATFORM 9.5.1 | vii

INTRODUCTION

Introduction

Quark® Publishing Platform™ is a collection of networked applications for creative workgroups. This Guide provides a high-level introduction to the Quark Publishing Platform Client application and the functionality Quark Publishing Platform adds to QuarkXPress® and QuarkCopyDesk®. You can use this Guide to learn what each feature is, what it's for, how you can put it to work for you, and where you can find it. For information about using Quark Publishing Platform with XML Author, see the Quark XML Author for Quark Publishing Platform documentation.

Where we're coming from

This book assumes you are familiar with your computer and know how to:

Launch an application

Open, save, and close files

Use menus, dialog boxes, and palettes

Use the mouse, keyboard commands, and modifier keys

Ifyouneedhelpperforminganyofthesetasks,consultthedocumentationresources(userorreference guides) provided with your computer.

Conventions in this book

Formatting conventions in this guide highlight information to help you quickly find what you need.

Bold type style: The names of all dialog boxes, fields, and other controls are set in bold type. For example: "Click Storage in the Administration pane."

References:Indescriptionsoffeatures,parentheticalreferencesguideyouinaccessingthosefeatures. Forexample:"The SystemStorage controls(Administration pane)letyoudesignateassetstorage."

Arrows: You will often see arrows (>), which map the path to a feature. For example: "Choose

Administration > User Profiles to add a user."

Icons: Although many tools and buttons are referenced by name, which you can see by displaying ToolTips, in some cases icons are shown for easy identification.

Cross-platformissues:Somelabels,buttons,keycombinations,andotheraspectsofQuarkPublishing Platform client applications differ between Mac OS® and Windows® because of user interface conventions or other factors. In such cases, both the Mac OS and Windows versions are presented, separated by a slash, with the Mac OS version presented first. For example, if the Mac OS version of

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INTRODUCTION

a button is labeled Select, and the Windows version is labeled Browse, you are directed to "Click

Select/Browse." More complex cross-platform differences are mentioned in notes or parenthetical statements.

Notes provide helpful information about particular features and general techniques for using the software.

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ABOUT QUARK PUBLISHING PLATFORM

About Quark Publishing Platform

Quark Publishing Platform is a highly configurable solution for complete, automated, end-to-end multichannelpublishing. QuarkPublishingPlatformispurpose-builttosupportend-to-endpublishing needs, from complete manual publishing systems to highly automated workflows.

The Platform consists of a set of core modules that can be combined in various ways and integrated with third-party systems to accommodate almost any workflow. Its capabilities can be described in terms of content creation, management, publishing, and delivery.

Create

Quark Publishing Platform lets you:

Design professional templates for different publications

Author structured content in the familiar Microsoft Word environment

Integrate content from databases with other forms of content

Utilize multimedia content such as video, audio, and slideshows

Manage

Quark Publishing Platform provides:

Workflow and collaboration tools

Task and update notifications

Component management

Automated checks

Version control

Publish

With Quark Publishing Platform, you can:

Automaticallyassemblecomponentsofvarioustypesfromvarioussourcesintosophisticatedlayouts

Automatically publish those layouts in a variety of formats for a variety of devices

Deliver

The automation features built into Quark Publishing Platform make it easy for you to deliver content to your content consumers in both public and secure environments.

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ABOUT QUARK PUBLISHING PLATFORM

Platform concepts

In order to use Quark Publishing Platform effectively, you should understand some of the key concepts that it uses.

Assets: An asset is a unit of independent content. Quark Publishing Platform stores, tracks, and manages assets along with their metadata. The Platform also provides version control of assets, with both major and minor versions. Versioning policy can be configured for each content type within a collection. The Platform also supports multiple renditions of assets (such as previews, thumbnails, XML representations, and so forth), storing renditions along with each version of their original assets. Assets are stored in a configurable repository; the default repository on a file server, but pluggable third-party repositories are also supported.

Content types: Every asset has a content type. The content type concept is a unified mechanism for associating metadata, workflows, relationships, privileges, and rendering and publishing actions with different types of content. The Platform can automatically detect a variety of different content types, including pictures, QuarkXPress projects, DITA topics, and DITA for Business Documents. Assigning content types to assets allows the Platform to apply different lifecycles, workflows, and publishing requirements to different types of content. Content types are hierarchical, with child content types inheriting from their parents, for easy and logical configuration. Child content types can be fine-tuned by associating specific metadata and publishing activities with them. In addition to the standard set of content types, the Platform allows you to define your own and provides an auto-detection mechanism for so that they can be automatically recogized.

Attributes: Assets can have attributes, which are containers for metadata that model the intrinsic properties of those assets. The selection of attributes for an asset is determined by its content type. You can use attributes to drive custom workflows and publishing processes, and to reflect system-managed state. Attributes are created globally and can be applied to one or more content types.

Relationships: A relationship links two assets with one another, with one asset being the parent and theotherbeingthechild,andhassomeassociatedmetadata. Therearedifferenttypesofrelationships, with different sets of associated metadata. Relationships can be specific to a particular version of a child asset, or can apply to all versions. Relationships enable component-content management use cases. There are predefined relationships between QuarkXPress projects and article components, andbetweenQuarkCopyDeskarticlecomponentsandpictures,andthereisapredefinedrelationship for XML component references. You can also create your own relationships.

Component management and referencing features are available both for XML content and for QuarkXPress/QuarkCopyDeskcomponents. Inthiscontext,anassetcanbeasingletopic,aconcept, an image, or a media file. Aggregated documents (including DITA maps and QuarkXPress layouts) are also modeled as assets. The content type of an asset determines its role.

The Platform uses asset relationships to model content-component references. For cases of content reuse,thePlatformcreatesmultiplerelationships,whichdefinesuchthingsasacomponent’slocation, its update status, and so forth. You can selectively burst content when you check it into the Platform, for easy reuse. You can pin content to a particular version, or be automatically updated when the master version of the content changes.

Collections: A collection is a generic hierarchy that you can use to organize assets. You can model departmentalhierarchies,folders,orjobs. Youcanthenmaponeormoreworkflowstoeachcollection, and the assets in each collection will follow that collection's workflow. Collections also have users associated with them, and different users can have different roles in different collections. You can apply collection-specific routing rules and revision control settings, and assign collection-specific

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ABOUT QUARK PUBLISHING PLATFORM

attributes,andsearchonacollection-specificbasis. Acollection'sJobJacketsfiledefinestheresources available for the projects and articles in that collection.

Workflows: A workflow helps you to manage the lifecycle of assets by providing a named, ordered set of statuses for those assets to move through. A status-based auto-routing feature helps keep everything on track. You can create different workflows for different content types, use different forms to present attributes in different workflows, and color-code the statuses in a workflow for easy identification. Each workflow can have its own QuarkXPress/QuarkCopyDesk redlining settings and Job Jacket rule evaluations, and you can apply status-based constraints for each attribute.

Publishing Services: The Publishing Service Framework is a server-side framework that automates publishing and delivery tasks. You can create configurable and extensible publishing processes that use a variety of renderers, including third-party renderers.

A PublishingProcess is a pipeline consisting of re-usable Activities that encapsulate common tasks such as resolving XML component references and QuarkXPress attachments, applying transformations, submitting content to the appropriate rendering engine, packaging and collecting the output, and delivering the rendered output to a CMS or via FTP or HTTP.

A Publishing Channel is a specific configuration of a publishing process that can be mapped to specific content types. The Platform ships with a library of commonly required Activities and several pre-configured Publishing Channels.

An SDK for developing custom Activities is also available.

Platform components

Quark Publishing Platform consists of a set of core modules that can be combined in various ways with each other and with other systems. Depending on the needs of your organization, you may choose to use some or all of these modules.

Quark Publishing Platform Server: The heart of Quark Publishing Platform. The Server manages content, controls and coordinates workflows, provides a hierarchical scheme for organizing assets and tracks the relationships between those assets, implements automated versioning, and lets you keep track of users and their permissions. A Web-based administrative interface lets you control and configure the Server.

Quark Publishing Platform Clients: A Platform client is any application that can talk to Quark Publishing Platform Server. Available clients include QuarkXPress for Quark Publishing Platform, Quark XML Author for Quark Publishing Platform, Quark Publishing Platform Web Client, QuarkCopyDesk for Quark Publishing Platform, and desktop client for Mac and Windows. You can also implement and integrate your own clients with the Quark Publishing Platform SDK. A sample client for iOS "Gateway Starter App" is also included with the SDK.

Quark XML Author for Platform: For XML content authoring and reuse in Microsoft Word.

QuarkXPress: For template development, custom layout, content authoring, and layout and content review.

QuarkCopyDesk: For content authoring and review.

Quark Publishing Platform Web Client: For content authoring and review in a Web browser.

Quark Publishing Platform Client: A generic desktop client, available for Windows and Mac OS.

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Work-in-Progress Repository: A repository that provides versioning and component management capabilities for XML assets, QuarkXPress assets, and QuarkCopyDesk assets. Once a publication is finalized, the published files can be archived in a system of record.

Quark Publishing Platform Renderer: QuarkXPress Server, an engine that produces published

filesfromcomponentassets. QuarkXPressServercanproduceoutputinavarietyofformats,including PDF, ePub, and AVE (for deployment to the iPad and other devices).

DITAOpenToolkit: An engine that produces published files from XML content that uses the DITA schema. Working with an XSL-FO processor such as Antenna House, the DITA Open Toolkit can produce output in PDF, HTML, RTF, and HTML Help formats.

Quark Publishing Platform Script Manager: A scripting engine that allows you to build sophisticated custom functionality into Quark Publishing Platform Server without having to know a programming language.

Quark Publishing Platform SDK and REST interface: Robust interfaces that allow you to easily develop your own custom Quark Publishing Platform clients.

In addition to the clients listed above, Quark Publishing Platform can support custom mobile client applications. The Platform includes the source code for a sample mobile application called the Gateway iOS Starter App, which demonstrates how to create a custom Platform client for iPhone or iPad.

Platform architecture

Quark Publishing Platform is built using open industry standards such as SOA and the Spring framework, to allow easy integration with existing business systems. The architecture of Quark Publishing Platform is shown in the following diagram.

Quark Publishing Platform architecture

At the center is Quark Publishing Platform Server, which is a Spring-based Java application running in a Web container. This application has a number of services, hosted using the Spring framework,

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ABOUT QUARK PUBLISHING PLATFORM

which it uses to perform various operations such as querying, honoring privileges, and maintaining metadata. You can also write your own custom services for business system integration.

The Publishing Service provides a component-aware publishing framework that can integrate with multiple renderers and delivery systems to publish content in multiple formats, including PDF, eBooks, iPad content, RSS feeds , syndications, and so forth.

AtthetopofthediagramaretheQuarkPublishingPlatformclientapplications. Theseincludedesktop applications (such as QuarkXPress, QuarkCopyDesk, and Quark XML Author), Web applications (including the Web client and Web administrator), and mobile clients such as the Gateway iOS Starter App. Such client applications can communicate with Quark Publishing Platform Server via SOAP or the REST interface, whichever is a better fit.

Also within the Web container are any adapters that are necessary for Quark Publishing Platform SevertotalktotheWork-in-Progressrepositoryordatabases. OtheradaptersconnectQuarkPublishing Platform Server with output technologies such as the DITA Open Toolkit and the Antenna House XSL-FO formatter.

The Web container also hosts Quark Publishing Platform Renderer, which provides output in a variety of formats (shown in the boxes around the lower left corner). The Renderer includes a load balancer called Server Manager and some number of subrenderers running separately to handle requests as efficiently as possible.

Messaging within the system is handled with Java Message Service (JMS) messages, managed by

ActiveMQ.

The Platform can securely communicate with external resources such as LDAP servers using either Kerberos or NTLM encryption. This enables the Platform to support single sign-on and domain users.

Platform features

In addition to the features already discussed, Quark Publishing Platform offers the following.

Powerful content reuse features: You can easily use and reuse assets and XML content in an interface that allows you to preview your changes as they will look at outlook without leaving Microsoft Word. For more information, see the documentation for Quark XML Author for Quark Publishing Platform.

Versatile automation features: Using the Quark Publishing Platform publishing framework, you can create publishing channels (for automatically building output) and delivery channels (for delivering published content to its destination).

Workflow management: Quark Publishing Platform lets you construct workflows that can automatically route files to the appropriate parties based on their statuses, notify those parties of their assigned tasks, add comments to drafts of document, track and review changes, and divide the work on a single document so that different users can work on it simultaneously.

Collections hierarchy: The Work-in-Progress repository can be organized into whatever kind of hierarchy works for your organization.

Sophisticated query engine: Quark Publishing Platform clients can take advantage of a powerful queryengine,includingmetadatasearchandfull-textsearch,usinganintuitiveuserinterface. Queries can be named, saved, and shared among users.

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Server-side scripting: Quark Publishing Platform Server comes pre-configured with the Rhino scriptingengineforJavaScript. ScriptingisimplementedusingtheApacheBeanScriptingFramework (BSF). All services, data transfer objects (DTOs), and JMS messages are available to the script engines. Scripts are executed on the server in a separate thread of the server process for maximum safety and efficiency. Scripts can be triggered manually, by a schedule, or by a server-side event. For more information, see "Script Manager ."

Directory server integration: You can import users from LDAP servers to enable single sign-on. For more information, see "Managing user lists with LDAP."

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CONFIGURATION

Configuration

Users with the Administration role can configure and maintain a Quark Publishing Platform workgroup's workflow. In addition to establishing structure for users and the content they generate, Administratorscontrolsecurity,setdefaults,specifystoragelocations,andcustomizetheparameters for tracking every asset in their workflow.

Administration client

To administer Quark Publishing Platform Server, navigate to the following URL in a Web browser:

http://[IP address of Platform Server computer]:61400/admin

You can also display the administration from the home page, which is http://[IP address of Platform Server computer]:61400

The Quark Publishing Platform Web Administrator displays.

When you select User Activity, the admin client displays the list of all logged-on users, including each user's name, the time and date each user logged on, each user's machine name, and each user's application. If you need to log off a user, select the user's name in the list and click Log Off Users. You can also log off users and send a message to a logged-on user.

Admin client running in Web client

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CONFIGURATION

System area

The System area includes the following controls:

Storage: Use this control to specify one or more storage folders for assets and to establish rules for storing different file types. For more information, see "Configuring storage options."

User Activity: Lets you view logged-on users. For more information, see "Administration client."

Content Model area

The Content Model area includes the following controls:

Content Types: Use these controls to specify which types of content the Platform is managing. For more information, see "Working with content types."

Attributes (alsocalled"metadata"or"headers"):Usethesecontrolstocreateandconfigureattributes thatcanbeassociatedwithassets,articlecomponents,collectiontypes,andlayouttypes. Forexample, you could create an attribute called "Image approved" for picture file types. When a user approves an image, he or she can check "Image approved" for the picture. When another user searches for approvedpictures,theusercanincludethe"Imageapproved"attributeinthesearchcriteriaandlimit the search results to approved images. For more information, see "Defining attributes."

Relations: Use these controls to configure the relationships available between Platform assets. For more informaiton, see "Working with relationships."

Workflow area

The Workflow area includes the following controls:

WorkflowDefinition: Use these controls to create and configure workflows. For more information, see "Working with workflows."

Users and Groups area

The Users and Groups area includes the following controls:

Roles and Privileges: Use these controls to create, delete, rename, and modify roles and their associated privileges. For details about setting privileges, see "Privileges." For example, you can create a role called "Editorial," and assign this role to your writers and editors. All users with this role will have the same privileges to perform editorial functions.

User Profiles: Use these controls to create a user, assign a role to the user, assign a password, and enable or disable the user's ability to log on. You can also delete, rename, and modify user accounts.

Groups:Usethesecontrolstocombineuserprofilesintogroupstowhichassetscanberouted. When you route an assignment to a group, that asset appears in the assignments for everyone in that group. The first person in the group who checks out the asset gains control of that asset. You can also delete, rename, and modify groups.

Redline: Use these controls to specify default redline tracking colors for each user.

Configuring storage options

In versions of Quark Publishing Platform prior to 9.5, you could set up separate repositories for different file types. In version 9.5 and later, you can simply set up a single repository for all asset

A GUIDE TO QUARK PUBLISHING PLATFORM 9.5.1 | 17

CONFIGURATION

types. You can add additional repositories if you need additional space, and change the priority of your repositories to control which one new assets are written into.

To configure storage options, click Storage.

Adding repositories

To add a storage repository:

1Click the Repository tab in the Administration: Storage window.

Use the Repository tab of the Administration: Storage area to view and manage the folders where Quark Publishing Platform assets are stored.

2Click + to display the New Repository dialog box.

3Enter a name for the repository in the Name field.

4To specify a specific file system directory, choose fileRepositoryAdapter and then specify a URL in the URL field (for example: /Users/Name/QPP Repository for Mac OS, or C:\QPP Repository for Windows).

ForinformationaboutcreatingaSharePointrepository,seethe QuarkPublishingPlatformSharePoint

Adapter ReadMe.

The storage location must include read/write permissions.

Deleting repositories

To remove a storage repository, click the Repository tab in the Administration: Storage window, select the repository you want to remove, then click – (minus sign). A warning message prompts you to confirm the deletion.

Working with content types

Quark Publishing Platform supports a variety of different types of content, including QuarkXPress projects,QuarkCopyDeskarticles,picturefiles,multimediafiles,andXMLfiles. The ContentTypes

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pane lets you control the way in which information about each of these content types display in Quark Publishing Platform user interfaces.

Content Types pane

Different types of content have different attributes. For example, the list of attributes for a picture includes values for "Pixel width," "Pixel height," and "Resolution," and the list of attributes for a textcomponentincludesvaluesfor"Wordcount"and"Linecount."Someattributes,suchas"Checked outduration,"arerelevantonlytoQuarkPublishingPlatform,andarestoredonlyinQuarkPublishing Platform.

For XML files that adhere to the DITA and BusDocs schemas, Quark Publishing Platform provides access to specific file-level element and attribute values. For example, you can use the Quark Publishing Platform user interface to view the values of a DITA XML file's <title> and <author> elements without having to open the file.

By default, Quark Publishing Platform is configured to provide access to a variety of attributes for four categories of content types:

Article components

Assets (of various types)

Quark Publishing Platform collection types (for more information, see "Working with collection types")

QuarkXPress layouts

You can create new content types for asset, text components, and picture components. You can also create new collection types. To add a new content type, select an eligible parent content type, then click the plus button under the content type list on the left.

You can add new attributes to any content type. These can be existing attributes from the Attributes pane, or entirely new attributes.

To add an existing attribute to the selected content type, click the plus button under the attribute list on the right and choose Select from Existing.

To create a new attribute, click the plus button under the attribute list on the right and choose Create New. (For more information, see "Understanding attribute types.") Any new attributes you create are automatically added to the attribute list displayed in the Attributes pane.

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There are two ways to disassociate an attribute from a content type:

To permanently delete the attribute, select it, click the minus button under the attribute list on the right, and choose Delete.

To disassociate the attribute from the selected content type but leave it in the attribute pool, select theattribute,clicktheminusbuttonundertheattributelistontheright,andchoose RemoveMapping.

Working with collection types

A collection type is similar to an asset type in that it has a particular set of attributes. By applying a collection type to a collection, you enable users to view and edit attributes for that collection and create a form for editing those attributes.

To configure a collection type, expand the Collection category in the content type tree and select the collection type you want to configure.

Configuring a collection type

For more information, see "Working with collection types."

Working with attributes

Each content type has its own set of attributes. For convenience, all attributes are listed in the

Attributes pane. You can assign attributes to content types in the Content Types pane. For more information, see "Working with content types."

Defining attributes

Each asset in Quark Publishing Platform has a corresponding set of attributes that describes the asset and its status in the Quark Publishing Platform workflow. Each content type can have its own set of attributes. These attributes include system-generated information such as the date and time of the last modification, default Quark Publishing Platform attributes such as Checked Out By, and any custom attributes you create to meet the needs of your workflow. For example, you could create an attribute called Image approved for picture file types. When a user approves an image, he or she could check Image approved for the picture. When another user searches for approved pictures, theusercouldincludethe Imageapproved attributeinthesearchcriteriaandlimitthesearchresults to approved images.

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You can create eight kinds of attribute types: Text, Date, Time, Number, Measurement, Check Box, Drop-down Menu, and Date Time. Each attribute type can have a default value. For each attribute, you can limit access so that only users with the privileges to edit "limited-access" fields can edit the attribute values. Attributes are defined at the server level, so each attribute can be used by multiple asset types and collection types.

To create, delete, and modify attributes, click Attributes in the navigation pane. The right pane displays the list of attributes available in the system.

Use the Attributes pane to create, edit, and delete attributes that help identify Quark Publishing Platform assets.

Creating an attribute

To create an attribute:

1Click + (plus sign) to display the Create Attribute dialog box.

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Specify the attribute name and type in the Create Attribute dialog box.

2Choose an attribute type from the Type drop-down menu. (For more information about attribute types, see "Understanding attribute types.")

3Enter a name for the attribute in the Name field.

4To allow only users with the "Edit normaland limited-access fields" privilege to access the attribute, check "Limited Access." For more information, see "Defining Roles and Privileges."

5Configuretheremainingcontrols. Thesecontrolsvarydependingonwhichattributetypeisselected. For more information, see "Understanding attribute types."

6To control which content types the attribute is applicable to, check the appropriate boxes in the

Applicable Types list.

Understanding attribute types

There are eight kinds of attributes: Text, Date, Time, Number, Measurement, Check Box,

Drop-down Menu, and Date Time.

Text

Use the Text attribute type to create text attributes.

Enter a default value in the Default Text field.

To indicate the maximum length of text in the field, enter a value in the Maximum Length field.

Date

Use the Date attribute type to create date attributes.

• Enter a default date in the Default Date field.

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To constrain users to a particular date range, enter a starting date in the Start Date field and an ending date in the End Date field.

Time

Use the Time attribute type to create attributes where users can enter times.

Enter a default time in the Default Time field.

To constrain users to a particular time range, choose a starting time from the Start Time drop-down menu and an ending time from the End Time drop-down menu.

Time values are determined by the Quark Publishing Platform user's locale setting.

Number

Use the Number attribute type to create attributes where users can enter only numbers.

Enter a default number in the Default Value field.

To constrain users to a particular numeric range, enter a minimum number in the Minimum Value field and a maximum value in the Maximum Value field.

Measurement

Use the Measurement attribute type to create attributes where users can enter only measurements.

Enter a default number in the Default Value field.

Use the Units drop-down menu to specify the unified unit of measure (for example, Picas or

Millimeters).

Toconstrainuserstoaparticularmeasurementrange,enteraminimumvalueinthe MinimumValue field and a maximum value in the Maximum Value field.

Check box

Use the Check Box attribute type to create check box attributes. To display the attribute with a checkmark by default, check Checked by Default.

Drop-down Menu

Use the Drop-down Menu attribute type to create drop-down menu attributes.

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Choose Drop-down Menu from the Type drop-down menu to create a Drop-down Menu attribute type.

Drop-down menu attributes can display lists of values called attribute domains. For example, if you create a drop-down menu attribute that requires the list of users on your system, you can use the existing list of users with the attribute rather than entering all the names manually.

1To assign an attribute domain to a drop-down menu attribute, choose the attribute domain from the

Select Domain drop-down menu. The attribute domain's contents display in the Menu Items list.

2To create a custom attribute domain, click to the right of the Select Domain drop-down menu. The Attribute Domain dialog box displays.

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Use the controls in the Attribute Domain dialog box to create and view lists that you can add to drop-down menu attributes.

The Domain Name list includes the available attribute domains. The Domain Values column lists

the values for the selected attribute domain.

3To add an attribute domain, click + (plus sign) below the Domain Name column.

4Toenableuserstoaddentriestothedrop-downmenuattribute,checktheboxinthe AllowExpansion column.

5To warn users when they add an entry to the drop-down menu attribute, check the box in the Display Warning column.

6Toalphabeticallysortitemsinthedrop-downmenuattribute,checktheboxinthe SortItems column.

7To rename the domain name, double-click its name.

8Toaddvaluestotheselectedattributedomain,click+(plussign)belowthe DomainValues column.

9Click Done to close the Attribute Domain dialog box and continue creating your drop-down menu attribute.

Date Time

Use the Date Time attribute type to create attributes for tracking both dates and times.

Enter a default date and time in the Default Date field.

To constrain users to a particular date/time range, enter a starting date and time in the Start Date field and an ending date and time in the End Date field.

Time values are determined by the Quark Publishing Platform user's locale setting.

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Setting priority search attributes

Priority search attributes display at the top of the list of search criteria in the search controls. After the priority search attributes, all search attributes display alphabetically.

Priority Search Attributes dialog box

Todesignateprioritysearchattributes,click Attributes inthenavigationpane,andthenclick Priority Search Attributes. The Priority Search Attributes dialog box displays. To add an attribute to the list, select it in the list on the left and then click the right arrow button.

Adding constraints to attributes

Userscaneditassetattributeswhentheycheckinanasset,whentheysavearevision,andbyselecting an asset and clicking Edit Attributes. Constraints let a Quark Publishing Platform administrator place some controls on how users edit attributes at these times. For example, if you want users with the Editor role to explicitly approve an asset when it reaches Final status, you can use the Require Value constraint to require these users to indicate that the asset is approved or not approved. If a user does not enter a value, "Errors found" displays in red at the bottom of the Check In, Save Revision, or Edit Attribute dialog box. The attribute is also highlighted in red, and the user cannot proceed until he or she provides a value.

Only user-modifiable attributes can be constrained. In addition, you cannot constrain the Workflow and Collection attributes because privileges determine whether these attributes can be modified.

To constrain an attribute for a particular workflow:

1Click Workflows. The Workflows pane displays.

2Select a workflow in the Workflow Name list.

3Click the Attribute Constraints tab.

4Select the attribute you want to constrain and click Add Constraints. The Add Constraints dialog box displays.

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Add Constraints dialog box

5Choose an option from the View as drop-down menu. This value controls how the information in the list of statuses and roles displays while you establish a constraint. Options include:

StatusthenRole:Displaysahierarchicallistwithstatusesasmainheadingsandrolesassubheadings. You can apply the constraint to individual roles at specific statuses.

RolethenStatus:Displaysahierarchicallistwithrolesasmainheadingsandstatusesassubheadings. You can apply the constraint to individual statuses for specific roles.

If you change the View as option, the active setting will be retained, but will display according to the View as drop-down menu hierarchy.

6Check the box for the status or user role the constraint is for.

7When you check a role or status in the list, the constraint types become available for the selected line in the list. There are three kinds of constraints:

Prevent Change: Prevents users from altering the attribute's value.

Require Value: Prevents users from leaving an attribute's value unspecified.

Require Change: Forces users to change the attribute value.

8To display the status only, check Select All. You can apply the constraint to all or none of the roles at specific statuses. Unchecking Select All displays the roles only.

Constraints are applied based on the user's role and the asset's status at the time the Check in, Save Revision, or Edit Attribute dialog box is displayed. The constraints in effect in these dialog boxes remain the same even if you change the value of the Status drop-down menu.

You can use constraints to enforce automatic routing according to status. For example, you can set up automatic routing for a collection at the status level and use Prevent Change (in the Add Constraints dialog box) to disable modifications of the Route to drop-down menu in the Check In dialog box. This will cause assets to be rerouted when their status changes and prevent users from changing the routing of the asset.

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Working with relationships

Arelationshipisanobjectthatstoresthemetadatafortheassociationbetweentwoobjects. Whenever you assign an article from a QuarkXPress layout, drag a picture into a layout, or create an interactive object with App Studio, a relationship object is created to store information about the link you've just created.

For example, if you drag a picture into a QuarkXPress layout, a relationship is created. Among other things, that relationship stores the IDs of both the picture and the layout. This makes it easy to find out which layouts are using a given picture, or how many pictures are attached to a given layout.

There are six types of relationship:

Primary attachment: Stores information about a primary attachment.

Secondary attachment: Stores information about a secondary attachment.

Overlay attachment: Stores an information about an App Studio or ePub attachment.

Articlecomponentreference:Storesinformationabouttheassociationbetweenanarticlecomponent and a linked asset such as a picture.

XML component reference: Stores information about a reference from one XML file to another.

Custom: Developers can create their own relationship types for custom applications.

For more information about attachments, see "Primary and secondary attachments."

Administrators can view the fields assigned to each type of relationship in the Relations pane.

Relations pane

Administrators can also add custom relationship types and assign atributes to them. To view or edit the attributes associated with a relationship type, double-click the relationship type.

In Quark Publishing Platform Web client, users can view the relationships for an asset by displaying thatassetin ListViewwithRelationshipStatus. OtherPlatformclientscanviewrelationshipswith

Relationship View.

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Working with workflows

In Quark Publishing Platform terminology, a workflow is a set of steps that helps you to publish a document. You define workflows at the server level and then apply them to collections.

Each workflow has the following characteristics:

A name.

A list of the asset types to which it applies.

Asetofstatuses,inaparticularorder. Theorderofthestatusesreflectstheorderofthestepsnecessary for completing the workflow. For example, you might specify that assets begin with a status called "Assigned," followed by "In Progress," "In Review," and "Completed." You can specify that an asset withthe"Completed"statusautomaticallyroutestoaneditorforfinalapproval(formoreinformation, see "Setting up auto routing"). You can also enable or disable Redline tracking, check-in layout evaluation, and output layout evaluation for each status.

A list of asset attributes. Attributes are defined at the server level, so you can use an attribute in any number of workflows. You can define constraints for some attributes at the workflow level.

An attribute form for each asset type. (The attribute form displays when you check an asset in.)

Creating a workflow

To create a workflow:

1Click Workflows. The Administration: Workflows screen displays.

Administration: Workflows screen

2To create a workflow, click + under the Name list. The Add Workflow dialog box displays.

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Add Workflow dialog box

3Enter a name for the workflow in the Name field.

4Under Asset Types, check the asset types you want this workflow to be available for.

5Click OK.

For information on configuring a workflow, see the following topics.

Working with statuses

Each workflow has its own sequence of statuses. To work with a workflow's statuses:

1Click Workflows. The Workflows pane displays.

2Select a workflow in the Workflow Name list.

3Click the Status tab.

4To add a status, click + in the Status tab. The Create Status dialog box displays.

Create Status dialog box

5Enter a name for the status in the Name field.

6Use the Color control to associate a color with the status. This color displays in the Status icon column in the Workspace window.

7To enable redline tracking for articles with this status in this workflow, check Enable Redline Tracking.

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8To automatically evaluate layouts with this status in this workflow when their projects are checked in, check Check In Layout Evaluation.

9To automatically evaluate layouts with this status in this workflow when they are sent to output, check Output Layout Evaluation.

10You can give a status an associated set of privileges based on the role privileges defined at the server level, or you can custom design a set of privileges for the status.

You can specify that a status grants the privileges defined for a particular role at the server level by choosing an option from the Role drop-down menu and checking Use Server-level Privileges.

You can choose an option from the Role drop-down menu and then modify the settings in the

Privileges list. This does not affect the role privileges settings at the server level; rather, it creates an exception for privileges when assets reach the chosen status.

11Click OK.

12Use the arrows at the bottom right of the Status area to set up the statuses so that they occur in the proper order (from top to bottom).

To delete a status, select it in the Status tab and click -. To edit a status, double-click its name in the Status tab.

To duplicate a status, Option+click/right-click the status and choose Duplicate from the context menu.

Working with forms

The Asset Form tab of the Forms pane lets you edit the asset forms for each of the content types. The Collection Form tab lets you edit the forms associated with the various collection types. To configure a form:

1Click Forms in the navigation pane. The Forms pane displays.

Forms pane

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2Click the Asset Form or Collection Form tab.

3Select a content type or collection type in the tree on the left and click Form Designer. The Form Designer dialog box displays.

Form Designer dialog box

4To display all attributes in a default layout, check Use the Default View for All Fields. To add individual attributes, drag them from the Attribute Name list to the grid. To remove an attribute, click its close box at the upper left. Use each attribute's handles to move and resize the attribute in the grid.

5Click Save.

Defining Roles and Privileges

All users must belong to a role. A role defines the Quark Publishing Platform privileges for its members.

Roles and Privileges

A role specifies a set of privileges for working within Quark Publishing Platform applications. Each Quark Publishing Platform user belongs to at least one role. To create, delete, rename, and modify roles and their associated privileges, click Roles and Privileges.

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Defineclassificationsfordifferentworkgroupmembersinthe Administration: RolesandPrivileges area.

To add a role, click + (plus sign). A new role displays in the Roles column. The role's content-type privileges display in a tree in the ContentPrivileges tab, and the role's available application-specific privileges display in a tree in the Application Privileges tab. Check privileges to enable them, and uncheck privileges to disable them. For detailed descriptions of the available resources, see "Privileges."

To change the name of a role, Control+click/right-click the role, then choose Rename Role from the context menu. You can also use the toolbar or the contextual menu to rename a role.

To make a copy of a role, Control+click/right-click the role, then choose Duplicate from the context menu.

To delete a role, click – (minus sign). An alert asks you to confirm the deletion. If users are assigned to the role, you can assign them to a different role at this time.

Creating and deleting users

To create and delete user profiles, click User Profiles.

Use the Administration: User Profiles window to add and delete users and override user-role settings.

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To create a user profile, click +. In the Create User Profile dialog box, enter a user name and password, enter the user's last name and first name, choose a role, and enter the user's e-mail address and phone number. To prevent the user from logging on (for example, if the user is on extended leave), check Disable Log On.

Specify a user's name, role, password, and access in the Create User Profile dialog box.

You can edit a user name by double-clicking it or using the contextual menu.

When you add users, you can pull them from your Lightweight Directory Application Protocol (LDAP) list. See "Managing user lists with LDAP" for instructions. You can add Quark Publishing Platform users in addition to users you manage through the LDAP service.

To delete a user profile, select the profile and click–(minus sign). An alert prompts you to confirm the deletion. If the user had assets routed to him or her, you can reroute the assets at this time.

To duplicate a user profile, select the user profile and choose Duplicate from the contextual menu.

Managing user lists with LDAP

Many system administrators use directory services to manage users on an enterprise network, such as Lightweight Directory Application Protocol (LDAP). The LDAP protocol provides global management over user names and passwords. Quark Publishing Platform administrators are not required to use LDAP, but if they rely on LDAP for other systems, such as e-mail, then Quark Publishing Platform can be configured so that Quark Publishing Platform users can log on to Quark PublishingPlatformServerwiththesamedomainusernameandpasswordtheyuseforothersystems on their enterprise network.

The LDAP service must exist within the same domain as your Quark Publishing Platform Server.

Quark Publishing Platform Server is the only Quark Publishing Platform application that maintains communication with the LDAP service.

Quark Publishing Platform Server works with LDAP v3, and X.500 DAP is not required for or supported by this implementation.

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Refer to the Quark Publishing Platform Administration Guide and Quark Publishing Platform ReadMe for more information about integrating LDAP and Quark Publishing Platform Server.

Before you can integrate Quark Publishing Platform Server with an LDAP Directory Server, you must create an LDAP profile and map the LDAP attributes to Quark Publishing Platform user attributes. The topics below explain how to do this.

Managing LDAP profiles

Before you can import LDAP users into Quark Publishing Platform, you must create an LDAP profile. An LDAP profile lets you supply the Active Directory Server credentials that are necessary to allow you to import LDAP users.

To create an LDAP profile:

1Click User Profiles.

2Click Manage LDAP Profiles. The Manage LDAP Profile dialog box displays.

Manage LDAP Profile dialog box

3Click the + button under the LDAP Profiles list to create a new LDAP profile.

4Enter a name for the LDAP profile in the Profile Name field.

5Choose the LDAP server's authentication method from the Authentication Type drop-down menu. Valid values include Kerberos, Digest-MD5, and Simple.

6Enter the realm name in the Realm field.

The convention is to enter realm names in upper-case letters.

Each profile must have a unique realm name.

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7Enter the user name and password of a user who has read access to the Directory Server (that is, the designated name in the Directory Server). This user authentication will be used to retrieve the list of users from the Directory Server.

8To add an LDAP server to the profile, click the + button under the Servers list.

9Click Apply.

10 Click Done.

Mapping LDAP attributes

Before you can import LDAP users into Quark Publishing Platform, you must map the LDAP attributes to Quark Publishing Platform user attributes.

To map LDAP attributes:

1Click User Profiles.

2Click LDAP Attribute Mapping. The LDAP Attribute Mapping dialog box displays.

LDAP Attribute Mapping dialog box

3For each field in the dialog box, specify the corresponding LDAP field.

4Click OK.

Importing LDAP users

To import users from your LDAP service:

1Click User Profiles.

2Click Import Users From LDAP. The Import Users From LDAP dialog box displays.

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Use the Import Users From LDAP dialog box to add users to your Quark Publishing Platform user list.

3The search controls at the top of the dialog box let you specify which users you want to be able to import. To create a search:

Choose the name of the appropriate LDAP profile from the Profile Name drop-down menu.

Enter the search criteria in the Search Criteria field. For example, to import all LDAP users that meet the criteria samaccountname=*, enter samaccountname=*

Enter the base string in the Base String field. In this string, ou is an abbreviation for "organizational unit" and dc is short for "domain component." This string represents the search base used to search for users in the Active Directory server computer's hierarchy.

Click Save to save the search and provide a name for the search in the dialog box that displays.

4Choose the search to execute. The matching users are listed on the left.

5Select one or more names from the LDAP Users list on the left and click the right arrow to add selected users to the Platform Users list on the right. The Assign Role dialog box displays.

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Use the Assign Role dialog box to assign a Quark Publishing Platform user to a role.

6Choose a role from the Role drop-down menu in the Assign Role dialog box and then click OK.

You can change the search criteria, execute more searches, and continue to add users until you click

OK in the Import Users from LDAP dialog box.

7Click OK. The users in the list on the right are imported.

If you duplicate a Quark Publishing Platform user that you imported from your LDAP service, the duplicated user is not connected to your LDAP service (that is, it's like creating a new user).

You cannot have two Quark Publishing Platform users with the same name. If you attempt to add a user name that is the same as an existing user name, you will not be allowed to add the duplicate user name.

A Quark Publishing Platform administrator must have the "Manage LDAP Users" privilege for the

Import Users from LDAP functionality to be available.

Creating and deleting groups

If you combine users into groups, you can route an asset to a group, and any user in that group can check out the asset and work on it. To create and delete groups, click Groups.

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Use the Administration: Groups screen to create, edit, and delete groups of users.

To create a group, click + (plus sign). In the resulting dialog box, enter a group name. Use the -> arrow to add users to the group and the <- arrow to delete users from the group.

Specify group members through the Create Group dialog box.

You can edit a group name by double-clicking it, using the toolbar, or using the contextual menu.

To delete a group, select the group and click – (minus sign). An alert prompts you to confirm the deletion.

To edit a group, double-click the group name.

Configuring Redline colors

For users with redline privileges, administrators specify colors that identify each user's changes. To specify redline colors:

1Click Redline. The Redline pane displays.

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The Redline screen lets you assign redline colors to users.

2Select a user from the User Name list, then click the box in the Redline Color list to display the

Colors dialog box. Use the controls in the Colors dialog box to specify a specific color to be applied to text when the user enters text with redlining enabled.

Alternatively, you can check Display All Redline Deletions in One Color to use a single color for identifying deletions by all users.

3Click Apply.

QuarkXPress and QuarkCopyDesk users can specify default redline colors and styles to differentiate insertions and deletions in WYSIWYG, Full Screen, and Galley views. However, when a QuarkXPress or QuarkCopyDesk user is logged on to Quark Publishing Platform and working on an article tracked by Quark Publishing Platform, the colors assigned by the administrator override the colors specified in the Preferences dialog box. See A Guide to QuarkCopyDesk for information about using the Redline feature outside of a Quark Publishing Platform workflow.

You can turn the Redline feature on and off on a status-by-status basis. For more information, see "Working with statuses."

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Maintenance and asset management

Quark Publishing Platform provides remote server monitoring and other tools to promote effective server maintenance. Using the Quark Publishing Platform Client, administrators perform asset management functions to archive completed projects, restore archives, and so forth. This chapter explains how to use these tools.

Monitoring user activity and logging off users

When you select the server name in the Quark Publishing Platform Web Administrator, information aboutQuarkPublishingPlatformServerandtheusersloggedontoitdisplays. Tousethisinformation:

1Click User Activity. The displayed list includes the number of users who are currently logged on to Quark Publishing Platform Server, their names, the time and date each user logged on, each user's machine name, and each user's application (including Quark Publishing Platform Script Manager).

User Activity pane

2To log off a user, select the user and click Log Off Users. You can select multiple users to log off more than one at a time.

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Deleting assets

You can delete assets using Quark Publishing Platform Client, QuarkCopyDesk, QuarkXPress, or Quark Publishing Platform Web Client. Your preference settings determine how the deletion process for checked-out and attached assets works for each application.

To specify how Quark Publishing Platform Client, QuarkCopyDesk, QuarkXPress, or Quark Publishing Platform Web Client responds when you attempt to delete checked-out assets and assets attached to QuarkXPress projects, use the Checked-out Assets and Attached Assets drop-down menus in the Asset Deletion Options area of the respective Preferences dialog box. The controls are identical for both options. Choose Delete Asset Without Warning to delete checked-out or attached assets without displaying a warning. Choose Never Allow Deletion to prevent the deletion of checked-out or attached assets. Choose AskBeforeDeleting to display an alert so you can decide each time you delete a checked-out or attached asset.

To delete assets:

1Display the search results pane and select one or more assets you want to delete.

2Click Delete in the Quark Publishing Platform Client Workspace toolbar. If the selected assets are not checked out or attached to a QuarkXPress project, they are deleted. If the selected assets are checked out or attached, the delete process continues according to your preference settings.

Archiving assets

You can use Quark Publishing Platform Client to archive Quark Publishing Platform assets when you're finished with them, and Quark Publishing Platform provides a restore mechanism if you need to reintroduce these assets to your Quark Publishing Platform workflow. Archiving assets requires the "Enable Asset Archiving" privilege.

To archive assets:

1Display the Workspace pane and select one or more assets to archive.

2Choose Actions > Archive or click Archive in the Quark Publishing Platform Client Workspace toolbar. The Archive dialog box displays.

3Specify a folder for storing the archives, enter an archive name, and then click Archive/Save.

4The selected assets are copied to the location you specify, and the attribute information for these assets is combined in a single XML file.

If you check Delete Assets Afterwards in the Archive pane of the Preferences dialog box (Quark Publishing Platform Client > Preferences), Quark Publishing Platform asks you if you want to delete the assets after a successful archive operation. If Delete Assets Afterwards is unchecked, the original assets remain on Quark Publishing Platform Server.

QuarkPublishingPlatformconfinesanarchivefileanditscorrespondingXMLfiletoasinglefolder. When you name the XML file and the folder that contains it, you can identify archive characteristics, such as the date the archive was created. Using descriptive names will help you identify the archive if you need to restore the assets later.

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Your archive preferences are stored on Quark Publishing Platform Server, so your user log-on name determines the archive preferences, regardless of the workstation you use to archive assets. However, archive log files are stored in the same folder where you store archive files.

Restoring assets

You can restore Quark Publishing Platform assets that have been archived if you have the "Enable Asset Archiving" privilege.

Inversions9andlaterofQuarkPublishingPlatform,restoringaprojectalsorestoresthecorresponding versions of all assets attached to that project, and all of those assets are attached to the project. However, if you revert to a previous version of a project, any attached assets are detached.

To restore assets:

1Displaythe Workspace paneandchoose Actions>Restore orclick Restore intheQuarkPublishing Platform Client Workspace toolbar. The Restore dialog box displays.

On Mac OS, you can add the Restore button to your Workspace toolbar.

Use the Restore dialog box to locate the archive file you want to restore.

2Select the XML file that corresponds to the archived assets you want to restore, then click Restore.

Using descriptive names for the archive folder and XML file when you create the archive will help you identify assets for restoration.

If one or more of the attributes for the archived assets are no longer part of the server configuration, you can choose alternative attributes in many cases. However, when switching attributes is not possible, the restore process skips to the next archived file. You will need to re-create the missing attribute to restore these skipped assets.

If an asset with the same name and file type is already checked in to Quark Publishing Platform Server, an error occurs and identifies the asset in the log file.

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Your "Restore" log files are stored in the same folder where you store archive files. If you do not have write access to the folder where you store archive files, Quark Publishing Platform Server will prompt you to specify a location.

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User interface

Users can access their Quark Publishing Platform workflow through the Quark Publishing Platform Client application, Quark Publishing Platform Web Client, and (using XTensions® software) QuarkCopyDesk and QuarkXPress. This chapter provides an overview of the Quark Publishing Platform user interface on both Mac OS and Windows. To learn how to perform application-specific tasks, see the other chapters in this document.

Roles, views, and content structure overview

BeforeyoucanuseQuarkPublishingPlatform,youmustlogontotheserver. Bydefault,thePlatform includesanexistingusernamed"Admin"withacase-sensitivepasswordof"Admin."Administrators use this name and password to log on for the first time, and Quark recommends enhancing administrative security by changing the password the first time you log on.

For all users, the name and password you use to log on are associated with a particular role. This role determines which privileges you have and which functions are available to you. Consequently, your view of the Quark Publishing Platform user interface may be different from someone else's.

See "Privileges" to learn about specific privileges for a role.

The Workspace Browser window

The Workspace Browser window displays when you log on to Quark Publishing Platform from any Quark Publishing Platform client application.

Workspace Browser window

You can use the Workspace navigation pane to work with files in Quark Publishing Platform.

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Workspace pane

You can control what displays in the main area on the right by clicking items in the Workspace navigation pane on the left.

QuickSearch:Usethe QuickSearch fieldtosearchforQuarkPublishingPlatformassetsaccording to asset name, text within an asset, or a combination of asset name and text content.

Favorites: Drag frequently used collections and searches to this area, and they will be available in every Quark Publishing Platform client you use. (In Quark Publishing Platform Web Client, you can Option+click/right-click an asset and use the context menu to add it to or remove it from the

Favorites area.)

Assignments: Displays all assets that are routed to you.

Attachments (QuarkXPress only): Displays all assets that are attached to the active layout.

Depth (QuarkXPress only): Displays articles with text components that can fit in the selected text box (within a certain range). For more information, see "QXP preferences: Workspace > Workspace Browser."

My Searches: Displays all of your searches. Click a search to see its results in the search results pane. To duplicate, delete or reload a search, Option+click/right-click it and choose Duplicate Search, DeleteSearch or ReloadSearch. YoucanalsoOption+click/right-clickasearchandchoose

Manage Searches in order to edit, share, duplicate, rename and delete searches.

Shared Searches: Displays all of the shared searches that you have access to. Click a search to see its results on the search results pane.

Unsaved Searches: Displays all unsaved searches that you have created. To delete an unsaved search, Option+click/right-click it and choose Delete Search.

Collections: Displays, in tree format, all of the collections that the active user has access to. You can add an asset to a collection by dragging the asset onto the collection from elsewhere in the collections hierarchy, from the search results area, or from the file system.

The options for Quark Publishing Platform Web Client are slightly different. For more information, see "Quark Publishing Platform Web Client."

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Workspace toolbar

The Workspace toolbar provides the commands listed in this section. The overflow menu on the right side of the toolbar includes many other commands.

On Windows, the controls in the Workspace toolbar are presented using the Windows ribbon interface. This provides additional features, including the Quick Access Toolbar feature.

Button Description

Usethe Assign drop-downmenutodisplaytheassignmentoptions: TextFile,Graphic,QuarkCopyDeskArticle, QuarkCopyDesk Article Template, QuarkXPress Project, and QuarkXPress Project Template. QuarkCopyDesk Article displays a submenu with options to create an assignment based on an existing article

or based on default specifications from your Quark Publishing Platform Server.

Assign

Click this button to open and display the asset selected in the Workspace Browser window. The button accommodates different conditions. If you select a checked-in asset, this button checks the asset out. If you select an asset that you have checked-out, this button opens it. If you select an asset that you have open, this button brings

that asset's window to the front.

Check Out

When you check out a file, Quark Publishing Platform automatically copies the asset to your computer, stores it in a folder that you have designated for storing checked-out assets (or, if this is your first checkout, prompts you to designate the folder), and opens the asset.

Click Cancel Checkout to cancel an asset checkout without updating Quark Publishing Platform Server with a revision. However, if you made any changes, an alert notifies you that your changes might be lost. If you saved a revision of the asset on Quark Publishing Platform Server, the revision becomes the current version.

Cancel

Checkout

Click Read Only to display an asset with read-only access. You can view the asset's contents, but you cannot change the asset.

Read Only

Click Get to move a copy of the selected asset to your computer. If you have the privilege to check in new files, you can rename the asset and check it in.

Get

Click Get Collection to move a copy of the selected collection to your computer.

Get Collection

Click Check In to check in a checked-out asset selected in the search results pane.

Check In

(MAC OS client) Click Check In Other to display the Check In Other File dialog box. This dialog box lets you navigate to one or more assets stored locally or on a network. You can specify an asset's attributes before checking in the asset. This dialog also lets you choose folders on the disk to be checked in along with its content and any

sub folders and their contents.

CheckInOther

(Windows client ) Use the Check In Other drop-down menu to display the options: Check In File and Check In Folder. Click Check In File to display the Check In Other File dialog box. This dialog box lets you navigate to one or more assets stored locally or on a network. You can specify an asset's attributes before checking in the asset. Click Check In Folder to check in a folder and all of its subfolders.

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Button Description

Click Save Revision to display the Save Revision dialog box and update Quark Publishing Platform Server with the most current content from the selected asset.

Save Revision

Click Publish to publish the selected asset in one of a variety of formats.

Publish

Publish as PDF Click Publish as PDF to publish the selected asset in PDF format.

PublishasSWF Click Publish as Adobe Flash to publish the selected asset in SWF (Flash) format.

Publish as Click Publish as ePUB to publish the selected asset in ePUB format. ePUB

Publish as AVE Click Publish as AVE to publish the selected asset in AVE (App Studio) format.

Publish as Rich Click Publish as Rich Text Format to publish the selected asset in RTF format.

Text Format

Publish as Click Publish as HTML to publish the selected asset in HTML format.

HTML

Publish as Click Publish as QuarkXPress Project to publish the selected asset as a QuarkXPress project.

QuarkXPress

Project

Publish as App Click PublishasAppStudioArticle to publish the selected asset as an HTML5 article. Note that you must supply Studio Article App Studio Publishing Portal credentials in QuarkXPress Server in order to be able to upload App Studio articles

to the Portal; for more information, see A Guide to QuarkXPress Server.

When you click Refresh, Quark Publishing Platform performs the active search again and refreshes the search results pane.

Refresh

Click Edit Attributes to display the Edit Attributes dialog box for the asset selected in the window. Attributes are known as metadata in other systems, and they were called "headers" in earlier versions of Quark Publishing Platform. If you have the privilege and an attribute is available, you can change the attribute value in this dialog

box and then click Update.

Edit Attributes

Use the Displays drop-down menu to control how assets display in the search results pane. For more information, see "View display options."

For users who have the "Enable Enhanced Search Displays in Workspace Browser" privilege, this menu also

includes Project, Project and Page, Collections, and Relationships options for asset searches. Also, the dialog

Displays

box that displays when you choose Custom includes Group By and Attachment tabs.

Click New Search to create a search with new search criteria.

New Search

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Button Description

Usethe SavedSearches drop-downmenutoexecutesavedsearches. The SavedSearches listalsoincludesshared searches from other users. Choose Manage to display the Manage Saved Searches dialog box, which lets you add, edit, share, duplicate, and delete search operations.

Saved Searches

Click Preview to display a large preview of the selected image, QuarkCopyDesk article, or QuarkXPress project. The preview window also displays navigation controls for previewing different pages of the asset.

By default, Quark Publishing Platform asset previews include the first five pages of a PDF and the first 20 pages

of a QuarkXPress project or QuarkCopyDesk article. Quark Publishing Platform administrators can adjust the

Preview

number of pages in a preview by editing configuration files. See A Guide to Quark Publishing Platform Administration for details.

Click SelectionInformationtodisplaythe SelectionInformationdialogbox. Thisdialogboxcontainsinformation about the selected asset or assets, such as whether you can check out the assets or delete components.

Selection

Information

Click Relationship Information to view the primary attachments, secondary attachments (if any), and revision number for the asset selected in the window. For files, the Relationship Information dialog box also displays Layout Name, Page Name, Page Index &, and Component Name. For QuarkCopyDersk files, it displays

Component Name. For XML files, it displays XPath.

Relationship

Information

Click ViewRevisions todisplaythe Revisions dialogbox. Thisdialogboxcontainsinformationabouttherevisions tracked by Quark Publishing Platform Server for the selected asset. You can print a revision, open a read-only copy of a revision, delete a revision, or revert to an earlier version to designate a revision as the current version.

View Revisions

Click Index Again to receive updated previews from QuarkXPress Server for articles and projects.

Index Again

Click Delete to remove the selected asset from Quark Publishing Platform Server.

Delete

Click AssetInformation todisplaythe MoreInfo window,whichlistsalltheattributesandvaluesfortheselected asset.

Asset

Information

Click View Slideshow to display a slideshow of the selected assets.

ViewSlideshow

Click Duplicate Item to create a copy of the selected asset on Quark Publishing Platform Server.

Duplicate

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Button Description

You can export the results of a search as an HTML file, an XML file, a tab-delimited file, or a comma-delimited file.

Export Search

Results

Click Archive to display the Archive dialog box to choose the archive location for the selected asset. For more information, see "Archiving assets" and "Restoring assets."

Archive

Click Restore to display the Restore dialog box to restore one or more archived assets. For more information, see "Archiving assets" and "Restoring assets."

Restore

Click Print to print the search results.

Print

(Windows only) Click Print Preview to display a preview of printed output.

Print Preview

On Mac OS, click Customize to display the Workspace toolbar icon controls. Clicking Customize has the same effect as control-clicking the Workspace toolbar and choosing Customize Toolbar.

Customize

Compact View (Mac OS only)

Click Compact View to reduce the size of the Workspace Browser window and include fewer controls. Many of the other controls automatically move to the overflow menu, and the window identifies the name of the active application. For example, if you choose Compact View and then switch to TextEdit, the Quark Publishing Platform Client window displays the name of the active application and provides buttons for checking in assets, checking out assets, viewing revisions of assets, and searching for other assets.

Customizing the Workspace toolbar

YoucancustomizeyourdisplayonMacOSbycontrol-clickingthe Workspace toolbarandchoosing

Customize Toolbar. A window displays that allows you to add an icon by dragging it to the toolbar or remove an icon by dragging it from the toolbar. You can add the Customize icon to more quickly access this window. You can also add spacing and dotted-line separators to the Workspace toolbar.

On Mac OS, use the Show drop-down menu at the bottom of the window to display controls (such as the Check In button) with text and icons, text only, or icons only. You can also control the size of the icons.

On Windows, you can add a command to the Quick Access Toolbar by right-clicking the command.

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