Quark Publishing Platform 9.5.4 Operating Instructions

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A Guide to Quark Publishing Platform 9.5.4

CONTENTS

Contents

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............................................................................................

14

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

15

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

16

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

16

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

17

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

17

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

17

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

18

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

18

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

18

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

19

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

19

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

21

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

21

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

21

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

27

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

29

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

30

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

31

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

32

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

33

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

34

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

34

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

35

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

37

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

41

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

42

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CONTENTS

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

44

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

44

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

45

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

45

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

46

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

48

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

48

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

48

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

48

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

50

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

54

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

61

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

62

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

63

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

63

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

64

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

64

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

64

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

65

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

66

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

66

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

67

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

67

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

67

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

67

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

67

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

68

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

69

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

69

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

69

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

69

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

72

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

72

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

72

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

72

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

73

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

73

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

77

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

78

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

78

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CONTENTS

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

78

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

80

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

80

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

81

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

81

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

89

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

90

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

91

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

91

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

91

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

92

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

93

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

93

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

94

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

95

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

95

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

96

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

97

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

99

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

100

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

101

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

102

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

103

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

104

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

104

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

105

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

105

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

105

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

106

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

106

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

106

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

107

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

107

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

108

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

108

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

109

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

109

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

110

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

111

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

113

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

113

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

114

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

114

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CONTENTS

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

115

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

115

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

116

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

116

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

116

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

117

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

118

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

118

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

119

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

120

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

120

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

121

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

121

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

124

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

125

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

126

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

126

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

126

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

129

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

131

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

132

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

133

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

134

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

134

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

137

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

139

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

139

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

141

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

141

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

143

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

143

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

143

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

143

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

143

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

144

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

144

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

144

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

144

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

144

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CONTENTS

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

145

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

145

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

146

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

147

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

147

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

148

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

148

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

149

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

150

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

150

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

150

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

151

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

152

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

152

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

153

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

153

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

155

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

156

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

157

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

158

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

159

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

159

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

160

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

161

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

161

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

162

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

162

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

162

Deleting, duplicating and getting a local copy of an asset.................................

163

Deleting an asset.........................................................................................................

163

Duplicating an asset....................................................................................................

163

Getting an asset..........................................................................................................

164

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

164

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

164

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

167

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

167

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

168

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

169

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

169

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

170

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

171

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CONTENTS

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

171

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

172

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

172

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

172

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

173

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

173

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

174

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

176

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

177

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

178

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

178

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

179

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

180

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

180

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

180

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

181

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

181

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

181

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

181

Application privileges: Workspace..............................................................................

182

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

183

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

194

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INTRODUCTION

Introduction

Quark® Publishing Platformis 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

If you need help performing any of these tasks, consult the documentation resources (user or reference 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: In descriptions of features, parenthetical references guide you in accessing those features. For example: "The System Storage controls (Administration pane) let you designate asset storage."

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

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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-platform issues: Some labels, buttons, key combinations, and other aspects of Quark Publishing 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 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 multichannel publishing. Quark Publishing Platform is purpose-built to support end-to-end publishing 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:

Automatically assemble components of various types from various sources into sophisticated layouts

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

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ABOUT QUARK PUBLISHING PLATFORM

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.

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 the other being the child, and has some associated metadata. There are different types of relationships, 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, and between QuarkCopyDesk article components and pictures, and there is a predefined relationship 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/QuarkCopyDesk components. In this context, an asset can be a single topic, a concept, an image, or a media file. Aggregated documents (including DITA maps

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ABOUT QUARK PUBLISHING PLATFORM

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, the Platform creates multiple relationships, which define such things as a component’s location, 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 departmental hierarchies, folders, or jobs. You can then map one or more workflows to each collection, 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 attributes, and search on a collection-specific basis. A collection's Job Jackets file defines the resources 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 Publishing Process 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.

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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.

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 files from component assets. QuarkXPress Server can produce output in a variety of formats, including PDF, ePub, and AVE (for deployment to the iPad and other devices).

DITA Open Toolkit: 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.

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ABOUT QUARK PUBLISHING PLATFORM

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, 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.

At the top of the diagram are the Quark Publishing Platform client applications. These include desktop 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 Sever to talk to the Work-in-Progress repository or databases. Other adapters connect Quark Publishing Platform Server with output technologies such as the DITA Open Toolkit and the Antenna House XSL-FO formatter.

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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 query engine, including metadata search and full-text search, using an intuitive user interface. Queries can be named, saved, and shared among users.

Server-side scripting: Quark Publishing Platform Server comes pre-configured with the Rhino scripting engine for JavaScript. Scripting is implemented using the Apache Bean Scripting Framework (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, Administrators control security, set defaults, specify storage locations, and customize the parameters 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.

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CONFIGURATION

Admin client running in Web client

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 (also called "metadata" or "headers"): Use these controls to create and configure attributes that can be associated with assets, article components, collection types, and layout types. For example, 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 approved pictures, the user can include the "Image approved" attribute in the search criteria and limit 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:

A GUIDE TO QUARK PUBLISHING PLATFORM 9.5.4 | 17

CONFIGURATION

Workflow Definition: 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: Use these controls to combine user profiles into groups to which assets can be routed. 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 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:

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

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CONFIGURATION

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

2 Click + to display the New Repository dialog box.

3 Enter 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).

For information about creating a SharePoint repository, see the Quark Publishing Platform SharePoint 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, QuarkCopyDesk articles, picture files, multimedia files, and XML files. The Content Types pane lets you control the way in which information about each of these content types display in Quark Publishing Platform user interfaces.

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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 text component includes values for "Word count" and "Line count." Some attributes, such as "Checked out duration," are relevant only to Quark Publishing Platform, and are stored only in Quark Publishing 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

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attributes you create are automatically added to the attribute list displayed in the Attributes

pane.

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 the attribute, click the minus button under the attribute list on the right, and choose Remove Mapping.

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

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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, the user could include the

Image approved attribute in the search criteria and limit the search results to approved images.

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:

1 Click + (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.")

3 Enter 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."

5Configure the remaining controls. These controls vary depending on which attribute type is selected. 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.

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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.

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).

To constrain users to a particular measurement range, enter a minimum value in the

Minimum Value 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.

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

4To enable users to add entries to the drop-down menu attribute, check the box in the

Allow Expansion column.

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

6To alphabetically sort items in the drop-down menu attribute, check the box in the Sort Items column.

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

8To add values to the selected attribute domain, click + (plus sign) below the Domain Values 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.

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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.

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

To designate priority search attributes, click Attributes in the navigation pane, and then click 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

Users can edit asset attributes when they check in an asset, when they save a revision, and by selecting 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:

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1 Click Workflows. The Workflows pane displays.

2 Select a workflow in the Workflow Name list.

3 Click the Attribute Constraints tab.

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

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:

Status then Role: Displays a hierarchical list with statuses as main headings and roles as subheadings. You can apply the constraint to individual roles at specific statuses.

Role then Status: Displays a hierarchical list with roles as main headings and statuses as subheadings. 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.

6 Check 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.

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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.

Working with relationships

A relationship is an object that stores the metadata for the association between two objects. 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.

Article component reference: Stores information about the association between an article component 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.

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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 that asset in List View with Relationship Status. Other Platform clients can view relationships with Relationship View.

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.

A set of statuses, in a particular order. The order of the statuses reflects the order of the steps necessary 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 with the "Completed" status automatically routes to an editor for final approval (for more information, 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.)

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Creating a workflow

To create a workflow:

1 Click Workflows. The Administration: Workflows screen displays.

Administration: Workflows screen

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

Add Workflow dialog box

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

4 Under 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.

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Working with statuses

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

1 Click Workflows. The Workflows pane displays.

2 Select a workflow in the Workflow Name list.

3 Click the Status tab.

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

Create Status dialog box

5 Enter 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.

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 -.

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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:

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

Forms pane

2 Click 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.

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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.

5 Click 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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Define classifications for different workgroup members in the Administration: Roles and Privileges 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 Content Privileges 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.

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

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.

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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 Publishing Platform Server with the same domain username and password they use for other systems 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.

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:

1 Click User Profiles.

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

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Manage LDAP Profile dialog box

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

4 Enter 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.

6 Enter 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.

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.

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

9 Click 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:

1 Click User Profiles.

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

LDAP Attribute Mapping dialog box

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

4 Click OK.

Importing LDAP users

To import users from your LDAP service:

1 Click User Profiles.

2 Click 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.

4 Choose 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.

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.

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

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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.

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.

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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:

1 Click Redline. The Redline pane displays.

The Redline screen lets you assign redline colors to users.

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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.

3 Click 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 about Quark Publishing Platform Server and the users logged on to it displays. To use this information:

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

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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.

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

Ask Before Deleting to display an alert so you can decide each time you delete a checked-out or attached asset.

To delete assets:

1 Display 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:

1 Display 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.

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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.

Quark Publishing Platform confines an archive file and its corresponding XML file to a single folder. 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.

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.

In versions 9 and later of Quark Publishing Platform, restoring a project also restores the corresponding 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:

1Display the Workspace pane and choose Actions > Restore or click Restore in the Quark Publishing Platform Client Workspace toolbar. The Restore dialog box displays.

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

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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.

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

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

Before you can use Quark Publishing Platform, you must log on to the server. By default, the Platform includes an existing user named "Admin" with a case-sensitive password of "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.

Quick Search: Use the Quick Search field to search for Quark Publishing Platform assets according 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, Delete Search or Reload Search. You can also Option+click/right-click a search and choose 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.

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USER INTERFACE

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

Workspace toolbar

Button

Assign

Check Out

Cancel

Checkout

Read Only

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.

Description

Use the Assign drop-down menu to display the assignment options: Text File, Graphic, QuarkCopyDesk Article, 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.

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.

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. You can also cancel the checkout of assets that you have currently checked out in other applications.

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

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

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