Asset Manager. Open Text Web Solutions Management Server 10.0

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Asset Manager

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This documentation contains information protected by copyright. Without prior written permission, any part of this documentation may only be reproduced, translated, stored or analyzed in dp-systems by Open Text Corporation. The information in this documentation is subject to change without notice.

Open Text Corporation shall not be responsible for technical or editorial errors or omissions contained in this documentation. Open Text Corporation will not be liable for incidental or consequential damages resulting from the furnishing, performance or use of this documentation.

Trademarks

RedDot is a trademark of Open Text Corporation. All other product and service names are trademarks or registered trademarks of their respective owner.

General Information

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Management Server 10. 0 A sset Man a ger

06/200 About This Documentation ... 5

Handbooks, Online Documentation, and Help ... 5

Breakdown of Topics ... 6

Conventions ... 6

Activity Flow Chart ... 6

Symbols ... 8

Syntax ... 8

About the Asset Manager ... 9

User Interface ... 10

Thumbnails ... 14

File Information ... 15

Working with the Asset Manager ... 16

Editing Folders ... 17

Creating/Editing Folders ... 17

Editing Folder Settings ... 19

Selecting Publication Folders ... 22

Activating File Folders as Asset Manager ... 23

Asset Manager Maintenance ... 24

Asset Control ... 25

Editing Asset Manager Folders ... 26

Opening Asset Manager/Editing Folder Content ... 26

Deleting Folders ... 29

Updating Asset Manager ... 30

Creating/Editing Subfolders ... 31

Deleting Subfolders ... 32

Editing Personalization XML ... 33

Defining Personalization Attributes ... 34

Editing Folder Sharing ... 36

Transferring Data Storage ... 37

Shrinking the Versioning Database ... 37

Defining Folder Authorization Packages ... 38

Connecting to Folder Authorization Packages in Clipboard ... 39

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Management Server 10. 0 A sset Man a ger 06/200 9 Editing Attributes ... 41 Adding/Editing Attributes ... 41 Deleting Attributes ... 42

Detailed Authorization Packages for Attributes ... 42

Defining Detailed Authorization Packages (Attribute) ... 42

Editing Detailed Authorizations (Attribute) ... 43

Selecting Users and Groups ... 44

Renaming Detailed Authorization Packages (Attribute) ... 45

Editing Reference Lists ... 45

Disconnecting Detailed Authorization Packages (Attribute) ... 46

Creating Shortcuts in Clipboard (Attribute) ... 46

Connecting to Detailed Authorization Packages in Clipboard (Attribute) ... 46

Deleting Detailed Authorization Packages (Attribute) ... 47

Editing Folder Authorizations ... 48

Folder Authorizations (Asset Manager) ... 48

Editing Folder Authorizations ... 48

Selecting Users and Groups ... 50

Editing Properties ... 50

Disconnecting Folder Authorization Packages ... 51

Deleting Folder Authorization Packages ... 51

Editing Reference Lists ... 51

Creating Shortcuts in Clipboard ... 52

Using the Asset Manager ... 53

Opening Asset Manager/Editing Folder Content ... 53

Exporting Assets ... 56

Moving Assets ... 57

Cropping Images ... 58

Extended Image Editing Options ... 59

Editing Attributes ... 62

Showing Versions ... 62

Importing Files into the Asset Manager ... 64

Transferring Local Files ... 64

Showing Usage ... 64

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06/200 _{This section provides an overview of the content and layout of the documentation. The}

handbooks and Help have been created and designed in a uniform way. The structure of the content is based on the structure of the software.

Topics covered in this chapter include:

Handbooks, Online Documentation, and Help (Page 5) Breakdown of Topics (Page 6)

Conventions (Page 6)

Handbooks, Online Documentation, and Help

The Management Server documentation consists of the following sections:

Installation

Open Text Web Solutions Server Manager SmartTree Content Classes SmartEdit Asset Manager Online Documentation Context-sensitive Help

The handbooks contain the following information:

The Installation handbook informs the reader how to install, update, and uninstall

Management Server. It also describes how to install and update the application servers in a cluster.

The Open Text Web Solutions handbook explains the Web Solutions user interface. It

also describes the functions of the Homepage, Tasks, and Search modules.

The SmartTree handbook contains reference documentation for SmartTree. The Server Manager handbook contains reference documentation for the Server

Manager.

The Content Classes handbook contains an overview of content classes, elements, and

templates. It also has a reference section that describes the individual functions available for working with content classes.

The SmartEdit handbook describes all functions available for working with SmartEdit. The Asset Manager handbook describes all functions available for working with Asset

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Management Server 10. 0 A sset Man a ger 06/200 9

You can access the online documentation from any component via the Help menu item in the global menu. Its content reflects the sections in the following handbooks: Open Text Web

Solutions, Server Manager, SmartTree, Content Classes, SmartEdit, and Asset Manager.

The context-sensitive Help is available in every dialog window. Click the Help button in the bottom left corner of a dialog window. This opens the Help, which provides information about the current dialog.

Breakdown of Topics

The documentation consists of three levels of headings: chapter, topic, and section. At chapter and topic level, the user obtains an overview of the contents of the chapters and topics. For SmartTree and Server Manager, the level headings correspond to the tree items described.

The dialog windows are described on the section level. A section consists of heading, activity flow chart, introduction, and operating procedure. In certain sections, a list of related topics will be included at the bottom of the page. The heading corresponds to the respective menu item. The activity flow charts and descriptions of the dialog windows follow a specific documentation syntax.

See also:

Activity Flow Chart (Page 6) Symbols (Page 8)

Syntax (Page 8)

Conventions

The better your orientation within the documentation, the quicker you will be able to obtain the knowledge/information you need to carry out your work with Management Server. For this reason, the following conventions have been set up for this documentation:

Defined symbols Defined syntax

At the beginning of every section, an activity flow chart depicts how to navigate to the individual dialog windows in Management Server.

Activity Flow Chart

Navigation in Management Server is explained at the beginning of each section within a gray box (activity flow chart). The dialog windows can be opened in various ways. Many dialog windows have multiple activity flow charts defined for them.

In the printed documentation, you can find these activity flow charts wherever this type of information is necessary.

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The activity flow chart is not initially displayed in the online documentation. A page that has an activity flow chart has a symbol. Click the symbol to display or hide the activity flow chart.

In the following examples, the actual names have been replaced by generic terms.

Module Menu item/Tree item Select Tree Item Menu Item in Action Menu Title of Dialog Window

Module might refer to SmartTree, for example, the program component (module) from which

further navigation steps are taken. In some cases, alternative paths are possible. The alternative paths are preceded by the word or in italics.

The symbols used have the following meanings: Symbol Meaning

The arrow symbol appears in combination with a menu item or tree item. It represents the beginning of the next navigation step or navigation event. A dialog window opening is one example of a navigation event.

The pointer symbol appears in combination with a user-specific item in a tree view. Meaning: Select the desired item in the tree view.

This pointer symbol is used for right-clicks. Right-clicking lets you open a shortcut menu that offers you different actions.

This is the symbol for the Action Menu. The Action menu lists all menu items available for a tree item you have selected. Meaning: Click the Action Menu item described after the symbol. This symbol is used for Server Manager, SmartTree, and Workflow Designer.

This is the symbol for the global menu. It is located in the area on the upper right of the Web Solutions user interface.

This symbol represents the Clipboard. Next to the symbol is the name of the objects that are in the Clipboard and that you have to select. This symbol is used for the Server Manager and SmartTree activity flow charts.

This is the symbol for an open dialog window. The name of the open dialog window is given after the symbol.

This symbol represents the work area in SmartEdit.

This is the symbol for the edit area in the Template Editor and text editor. This symbol stands for the work area within the Workflow Designer.

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Symbols

The following symbols will be used in the documentation text.

Example

This symbol alerts you to examples of the described functions.

Tip

This symbol indicates tips on how to make better use of certain functions.

Information

This symbol indicates useful background information.

Warning

This symbol indicates a warning that must be taken note of.

Syntax

The documentation uses the following syntax:

Steps are numbered.

Software elements are identified in process steps by bold formatting (for example,

buttons or drop-down lists).

Dialog window titles are formatted in italics.

Program code and source code (for example, XML, XSL, and HTML) are printed in Courier

to differentiate them from the rest of the text.

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06/200 _{An Asset Manager is a folder type that provides you with an easy way of managing or editing}

files in your project. You can use Asset Manager folders in your projects if you have purchased the license for the Asset Manager module.

Like file folders, Asset Manager folders are assigned to Image, Background, and Media elements in content classes. In SmartEdit or in the project structure in SmartTree, the content of an Asset Manager folder is then available for the respective elements. You can also insert content from an Asset Manager folder into Text elements in the text editor.

The Asset Manager button in the Main Menu lets you open your project's Asset Manager folder for general administrative tasks (for example, administering files or updating). Here you can switch between different Asset Manager folders.

Asset Manager folders have the following advantages over file folders:

Thumbnails

The thumbnail view provides a quick and intuitive overview of the files in an Asset Manager folder.

Attributes

You can freely define attributes and assign them to all files for extra information. The Asset Manager search function also uses these attributes. You can make attributes mandatory to ensure there are additional details for all files contained in an Asset Manager folder.

Subfolders

You can define subfolders for Asset Manager folders with data storage in the file systems, to structure your files even better.

Import / Export / Move

The import, export and move functions make creating and updating files quick and easy.

Versioning

Versioning is available for Asset Manager folders with data storage in the file systems. Controlled check-in and check- out of files helps ensure file consistency.

Image Editing

You can edit images directly in an Asset Manager folder. Editing functions include resizing or cropping images.

Authorizations

Access to an Asset Manager folder can be granted or denied using folder authorization packages. You can also assign detailed authorizations for the attributes of an Asset Manager folder.

Topics covered in this chapter include: User Interface (Page 10)

Thumbnails (Page 14) File Information (Page 15)

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User Interface

The Asset Manager consists of the Search area, the Catalog area, the Info area, and the Action area. Each described area is shown in the respective screenshots.

Search

The Search area allows you to filter the files based on attributes and search for file names. On the right, you can see the Maximum number of assets displayed, as specified in the folder settings. This number tells you how many files can be displayed in the Catalog area, not how many files the Asset Manager folder can contain. If an Asset Manager folder contains more files than can be displayed, you can filter the display using a search string. In the case of Asset Manager folders with subfolders, you can include subfolders in the search.

Catalog Area

The Catalog area displays the files. You can choose to display the images as thumbnails or in a list. The screenshot below shows the Thumbnail display option. The top section of the Catalog area shows the name of the Asset Manager folder you are currently using and the name of the subfolder, if applicable.

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Click a thumbnail to preview a file. Click a file name to select a file. For the selected file, the Info area displays information and the actions that you can use for editing.

The screenshot below shows the display option for the List.

Click a file symbol to preview the file. The list view shows the Check-Out Status of checked-out files in an Asset Manager folder with enabled versioning.

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Click Switch Folder to select a different Asset Manager folder or subfolder. To navigate within an Asset Manager folder, use the following buttons: Back, Forward, Switch to page. The Select Asset from Local File System link lets you import new files into the Asset Manager folder. You can also export files from an Asset Manager folder to your local file system or move them within the Asset Manager folder.

Info Area

The Info area shows a thumbnail, all available file information, and the file attributes for the file you have selected in the Catalog area.

Actions

For the files in the Asset Manager folder, you can execute different actions. These actions are available only when you have selected a file from the Catalog area. For each file, all currently available actions are shown. This may differ from the example shown here, depending on the settings configured for the Asset Manager folder.

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Management Server 10. 0 A sset Man a ger 06/200 9 See also:

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Thumbnails

Thumbnails will be created automatically in the following cases: when importing a file or when updating a file in the Asset Manager. Thumbnails will be created for JPG/GIF/PNG files; for other files symbols will be used. Thumbnails are created via ImageMagick.

When you change a file folder to an Asset Manager folder, you have to manually start the thumbnail creation process, using the Update Asset Manager action.

See also:

Updating Asset Manager (Page 30)

Activating File Folders as Asset Manager (Page 23)

Creating Thumbnails

You can also create your own thumbnails to use as thumbnails in the Asset Manager folder. You have the following options:

You can specify that all files containing a specific file name extension will be

displayed in the Asset Manager folder with a predetermined thumbnail.

You can also specify that a particular file will be displayed in the Asset Manager

folder with its own thumbnail. This option is in addition to the option of defining a thumbnail based on file name extension.

The following applies for both options: Thumbnails must be in JPG format and may not be larger than 70x70 pixels.

To create a thumbnail from a specific file name extension, the file name extension must be entered as the name of a file that will then be used as the thumbnail symbol. The required thumbnail file, for example, for all document files with the DOC file name extension would look like this: DOC.jpg. Save this file on the application server in the

/ASP/Assetmanager directory.

Use the Replace Thumbnail menu item to assign a thumbnail to a file that you selected in the Asset Manager folder.

See also:

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File Information

The file type determines which information is displayed for each file in an Asset Manager folder.

When the following file types are imported into the Asset Manager, the following information is automatically displayed:

File type Displayed file information

All Files File size, creation date and original author, last editor and date JPG/GIF/PNG Additionally: height in pixels, width in pixels, color depth Word Files -

DOC

File size in bytes, Title, Author, Template, Last saved by, Revision number, Application name, Printed, Created, Modified, Pages, Words, Characters, Company, Lines, Paragraphs, Characters with spaces, Original author, File name, Entry date, Last editor, Modification date

PDF Files - PDF

File size in bytes, Title, Original author, Created with, Created, Modified, Number of pages, Encrypted, Linearized, Original author, Entry date, Last editor, Modification date

PowerPoint Files - PPT

File size in bytes, Title, Author, Template, Last saved by, Revision number, Application name, Created, Modified, Format, Company, Bytes, Slides, Original author, Entry date, Last editor, Modification date

MP3 ID, Title, Artist, Album, Year, Comments, Genre. Currently able to evaluate ID3v1 tags.

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06/200 _{The Asset Manager is available for your project if you have purchased the appropriate license.}

Only users with the Asset Manager module can work with an Asset Manager folder. You configure the settings for your work with Asset Manager folders in various sections.

Editing Folders (Administer Project Settings -> Project -> Folders)

You create Asset Manager folders in SmartTree, like any other folder. Alternatively you can convert an existing file folder into an Asset Manager folder. For the Folder tree item, there are also the actions Asset Manager Maintenance and Asset Control.

Editing Asset Manager Folders (Administer Project Settings -> Project -> Folders -> Select Asset Manager)

You configure a number of Asset Manager settings in SmartTree, such as defining attributes or assigning authorizations.

Working with Asset Manager Folders (Open Asset Manager)

An Asset Manager folder opens whenever you access an Image, Background, or Media element in SmartEdit or in the project structure in SmartTree and when you insert an image in the text editor. To access an Asset Manager folder in SmartTree, you can also go to Administer Project Settings -> Project -> Folders and select the Edit Folder Content item from the Action Menu. Asset Manager folders offer you a large number of actions for managing and editing files.

The Asset Manager button is active in the Navigation menu for users who have been assigned the Asset Manager module. Users can use this button to open an Asset Manager folder, and use the Switch Folder action to switch to any other Asset Manager folder or subfolder for which they are authorized.

Topics covered in this chapter include: Editing Folders (Page 17)

Editing Asset Manager Folders (Page 26) Editing Attributes (Page 41)

Editing Folder Authorizations (Page 48) Using the Asset Manager (Page 53)

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Editing Folders

To create an Asset Manager, go to Administer Project Settings -> Project -> Folders in SmartTree.

There are two ways of defining a folder as an Asset Manager:

Create a new folder and define it as an Asset Manager under Administer Project

Settings.

Define an existing folder as an Asset Manager. The files contained in the folder will be

adopted for the Asset Manager. To display the files as thumbnails, you need to refresh the Asset Manager.

Creating/Editing Folders

SmartTree Start Administer Project Settings Project Folders Create Folder Create/Edit Folder

or

SmartTree Start Administer Project Settings Project Folders Select Folder Edit Folder Create/Edit Folder

You can create various folders for your project or edit existing folders. You use the folders to store image, text, and media data, as well as content classes and style sheets for your project. If you did not clear the respective check boxes when you created the project, folders for images, files, and content classes have been created automatically.

1. You have the following options:

Name - Enter a unique and meaningful name for the folder in this box. You can use

special characters such as parentheses or slashes.

Description - Enter a description of the folder.

Type - Choose a folder type. You can convert an existing file folder into an Asset

Manager folder. To do this, choose Asset Manager as the folder type. Note: Changing a file folder into an Asset Manager folder is irreversible. When you create a new folder, the following folder types are available:

File folder - Select this type to store files that you will use to edit the project. You

can store these files either in the file system or in the project database.

Asset Manager - Select this type to store files that you will use to edit the project.

An Asset Manager folder offers more functions than a file folder. For more information, see the Asset Manager documentation.

External application folder - Select this type of folder to use files in this project

that are managed in an external system.

Content class folder - Select this type to create a new folder for managing content

classes.

Style sheet folder - Select this type if you need a folder to keep your project style

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.NET folder - Select this type if you are using the .NET framework for your project.

You can store the necessary configuration files and assemblies in this folder. Only one .NET folder can be created per project. The subfolder bin is automatically created.

2. Click OK to confirm or Next to edit the settings of the current folder.

Using .NET Folders

If you want to use the .NET framework for your project, you must configure the following settings:

Entering the physical path and the virtual directory

Enter the physical path and the virtual directory to execute RDExecute and PreExecute pages such as ASPX pages.

(Go to: SmartTree -> Administer Project Settings -> Project -> Action: General

Settings -> Edit Settings: RDExecute and PreExecute Settings)

Note:

The virtual directory set here is added to the host header specified in the application server. If no special directory is specified, then the host header will be used exclusively.

The virtual directory should ideally be located below the Management Server virtual directory. Under no circumstance should the virtual directory be located in the path of the Management Server virtual directory, for there is a risk that the configuration files affect Management Server itself. A directory that was created at a level parallel to the virtual directory of Management Server is not recommended when using a host header either because the host header is also used for integrations. It is possible that these would no longer work.

Setting up .NET folders

Create a .NET folder in which you can store the necessary configuration files and assemblies. Only one .NET folder can be created per project. The subfolder bin is automatically created. The root directory of the .NET project must be assigned to the .NET folder as the publication folder.

(Go to: SmartTree -> Administer Project Settings -> Project -> Folders ->Action:

Create Folder)

Setting up project variants

You can define that the .NET folder should be used for your project's project variants. If you have configured this setting for a project variant, each time this project variant is published, there will be a check to see if the files in the .NET folder or its subfolders have changed. In this case, all changed files will also be published.

(Go to: SmartTree -> Administer Project Settings -> Project -> Project Variants ->

Select Project Variant -> Action: Edit Project Variant -> Edit Project Variant -> Use .NET folder)

Updating the .NET folder

The directory assigned to the .NET folder can be manually updated. The update is triggered on the .NET folder and is cluster-wide.

(Go to: SmartTree -> Administer Project Settings -> Project -> Folders -> Select

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Editing Folder Settings

SmartTree Start Administer Project Settings Project Folders Create Folder Create/Edit Folder Next Edit Folder Settings

or

SmartTree Start Administer Project Settings Project Folders Select Folder Edit Folder Create/Edit Folder Next Edit Folder Settings

Some of the settings that you make during the creation of a folder can be changed via the Edit Folder menu item.

General settings - Lets you define the general folder settings.

Attributes are mandatory - If you select this check box for an Asset Manager

folder, all attributes must have values when a file is uploaded to the Asset Manager folder or used in the project structure.

Publish personalization attributes - Select this check box if you want to create

an XML file for each file in the folder during publication. These XML files can be used to transfer personalization information to Delivery Server.

Folder not available in the text editor - Select this check box if the folder should

not be available in the text editor. This option is only available for file folders, Asset Manager folders, and external application folders.

Maximum number of assets displayed - Specify the maximum number of files

you want to display in a file folder or Asset Manager folder. The value must be between 15 and 100,000. A value of 2000 is recommended. Very high values result in long loading times. The value that you set also applies to the subfolders of an Asset Manager folder.

This number defines how many files can be displayed in the dialog window and not how many files the folder can contain. If, for example, you specify 2000 for a folder containing 3000 files, you can search for specific files that are not displayed and display them.

Publication folder - Click Select to specify a publication folder. The name of the

folder that you have selected appears in the box. All files from the current folder are published to the publication folder that you have selected.

External systems and reference types - Lets you make content from external

systems available for editing in your projects. Depending on the external system, the settings that are available in this area vary.

External system - Select one of the external systems. The drop-down list contains

all the connected external systems.

CMS references the document via API - If you select this check box, the user

can use API to reference the files that the user wants to use when editing content from external systems. During publication, the referenced file is copied from the external system to the live server.

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CMS references the document via URL - If you select this check box, the user

has the option of using URL to reference the files that the user wants to use when editing content. During publication, a URL to the referenced file is published.

Copy document to Management Server - If you select this check box,

documents from the external system are copied to the page.

Use original document name when publishing - Select this check box to use

the file names from the external system without changes. If the system allows different documents to be given the same name and these documents are put into the same folder, they will overwrite each other. If you select a specific version of a document, the original document name with a version number appended is used as the file name. This option is only available if the external system supports this function.

INI file - This file is used to define the information required for connection

between Management Server and the external system.

Data storage - Select the type of storage you want to use for the files in the folder.

You have the following options:

Project folder - Select this option to make the folder specific to the current

project.

Database - Select this option to store the files in the project database. This is

the default setting. You can change the data storage setting from Database to File system later.

File system - Select this option to store the files in the file system of the

application server. In the Path box, specify the path of the directory in the file system where you want to store the files. Click Select. The Select Directory dialog window opens, letting you select a path. The path appears in the Path box. Click Check to test whether the specified path exists. Files in the specified directory will be saved in the newly created folder.

Note concerning cluster operation:

If you operate the application server in a cluster, you have to enter the network path as a UNC path so that the folder can be accessed by all computers in the cluster.

Versioning - Select this check box to activate versioning. Versioning is only

available for Asset Manager folders with data storage in the file system. With versioning, all the changes made to a file are documented. Older file versions can be restored. To edit a file, you have to check it out and in. Checked-out files are locked for other users. The files can be used, but they cannot be edited. Users with the Administrator role can reset a checked-out file to the current version. The Administrator can also reset other users' files. Within a project, the latest document version will always be used. This may also be a restored version.

WebDAV - Select this option to access a WebDAV server via the file folder.

WebDAV is an extension of the HTTP protocol. It defines a standard for accessing and managing documents. Management Server takes the role of a WebDAV client. You need to specify the Root directory of the WebDAV server in the box of the same name. In the User information section in the lower part of the dialog window, you can edit the authentication settings and the settings for Update document cache.

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About file names:

File names from WebDAV folders may contain characters that are not permitted in your local file system or in the file system of your publishing target. Management Server does not make any corrections, which may result in files not being published. The path and file name of a document from a WebDAV folder may be up to 255 characters long, minus the length of the root path for the folder in the ImageCache ([!CMS Installpath!] \ ImageCache \

[!ProjectGuid!] \ [!FolderGuid!]).

IICE - Select this option to connect IICE (Information Integrator Content

Edition) through the file folder and thus establish connection to various repositories (Documentum DM, Livelink DM, Lotus Notes DM, etc.). In the User information section in the lower part of the dialog window, you can edit the authentication settings and the settings for Update document cache.

Web service URI - Enter the Web service URI of the IICE interface. Repository - Enter the name of the repository that you want to access

through IICE.

External folder - If you select this option, files are administered in a folder that

has been released in a different project. This option creates a connection between the current folder and the specified folder in an external project. This option is only available if folders in external projects have been released for use by the current project.

Project - Select a project from the drop-down list to use one of its released

folders. The drop-down list contains all projects with folders that have been released for use in other projects.

Folder - From the drop-down list, select the folder that you want to make

available for the current project. The drop-down list contains all released folders for the project that you selected in the Project box.

User information - Lets you specify the authentication for the integration of folders

through UNC paths.

User name and Password - Enter a user name and password for all users to use

for authentication with the server. Basic authentication is supported.

Transmit user credentials - Select this check box to use the Management Server

logon (user name and password) for authentication with the server.

Update document cache - For performance reasons, the files from the WebDAV folder

and the files that are used via IICE are saved temporarily. You specify when the system should check whether a file on the WebDAV server or in the repository connected through IICE has changed.

Force update when publishing - Select this check box to ensure the WebDAV

server or the repository connected through IICE always uses the latest file versions for publication.

Validity - Enter a validity period in minutes. When this interval has elapsed, the

system checks whether the files on the WebDAV server or in the repository connected through IICE have changed. If they have, it updates them. 2. Click OK to confirm.

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Subfolders for Asset Manager Folders

You can create subfolders for existing and new Asset Manager folders, provided data is stored in the file system. To configure this setting, go to the Edit Folder Settings dialog window and select the option Data storage / Project folder / File system. You can create one level of subfolders for an Asset Manager folder. Additional levels are not supported.

See also:

Defining Personalization Attributes (Page 34) Editing Personalization XML (Page 33)

Selecting Publication Folders

SmartTree Start Administer Project Settings Project Folder Edit Folder Create/Edit Folder Next Create/Edit Folder Publication folder Select Select Publication Folder

or

SmartTree Start Administer Project Settings Project Folder Select Folder (Asset Manager or External Application Folder) Edit Folder Create/Edit Folder Next

Create/Edit Folder Publication Folder Select Select Publication Folder

or

SmartTree Start Administer Project Settings Packages Publication Packages Select Publication Package Select Publication Combination Select Folder ( or

) Select Publication Folder Select Publication Folder

or

SmartTree Start Administer Content Classes Select Content Class Folder Select Content Class Structural Elements Select Element Select Publication Package Select Publication Combination Select Folder ( or ) Select Publication Folder Select Publication Folder

or

SmartTree Start Administer Project Structure Select Project ( Select Page Select Link Element) Select Publication Package Select Publication Combination

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You can assign a publication folder to an Asset Manager or a folder. The files contained in the folder or Asset Manager will be published to this publication folder. To determine these settings, follow the description below:

Administer Project Settings -> Project Administer Project Settings -> Packages Administer Content Classes

Administer Project Structure

1. Activate this option to publish files in the current folder to the publication folder you have selected, or select Root to publish the files of the current folder to the root of the publishing target.

Note:

You must assign Delivery Server publication folders to every folder whose files are to

be published to a Delivery Server publishing target. These files cannot be published to the root directory of the publishing target.

For .NET folders the publication folder that corresponds to the root directory of the

.NET project must be selected. This does not have to be the root directory of the publishing target.

2. Click OK to confirm.

Activating File Folders as Asset Manager

You can turn any file folder that was created under the tree item Administer Project Settings

-> Project -> Folders into an Asset Manager.

Released File Folders

Released folders can be activated as Asset Manager in the originating projects only. Changes will also be available in utilizing projects.

Proceed as follows:

1. Go to Administer Project Settings -> Project, select a file folder, and click the Edit Folder Action Menu item to open the Create/Edit Folder dialog window for a file folder.

2. Select the Asset Manager type from the Type drop-down list.

Note: Changing a file folder into an Asset Manager folder is irreversible. 3. Click OK to confirm.

The former file folder is now identified as Asset Manager in the tree with the words Asset

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Asset Manager and file folders are displayed in the tree like this: Folder

Images Asset Manager Images File folder

If you select the property Display file selection as Asset Manager for an existing folder that already contains files, the file information and thumbnails will not be generated

automatically. You will need to update the Asset Manager folder. See also:

Updating Asset Manager (Page 30)

Asset Manager Maintenance

SmartTree Start Administer Project Settings Project Folders Asset Manager Maintenance Asset Manager Maintenance

You can delete files that are not being used in Background, Image, Media, or Text elements from Asset Manager folders, file folders, or external folders.

During maintenance of the Asset Manager folders, the process looks for files that are used in the project structure or that are preassigned in the content class elements. Files that are not used can be deleted. You can back up all the files that you delete from the folders. The folder structure is not retained. Furthermore, you can repair converted Word documents following project import from versions 4.5 or 5.0.

Repair converted Word documents (PDF, HTML) after importing from version 4.5

or 5.0 - Select this check box to repair Word documents converted to PDF or HTML that have been damaged following project import from version 4.5 or 5.0.

Delete inactive files - Select this check box to delete inactive files.

Create backup copy of deleted files - Select this check box to create backup copies

of the deleted files.

Path - Specify the UNC path to a directory for storing the backup copies of the deleted

files.

User name - Enter the system user name for the directory specified under Path. Password - Enter a password for the specified user.

E-mail notification - You can send out e-mail notification. This notification is sent

when the process starts. Select a recipient for the e-mail notification from the To drop-down list, and enter a Subject.

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Folder list - Select the check boxes for the folders from which inactive files are to be

deleted. In Asset Manager folders, all inactive files in subfolders are also deleted.

Select all folders - Select this check box to select all the check boxes for the

displayed folders. 2. Click OK to confirm.

Asset Control

Smart Tree Start Administer Project Settings Project Folders Asset Control Asset Control

The Asset Control function allows you to view all assets for a project and check their use. Where an Asset Manager folder is used by several projects, the use of assets is checked in all of those projects.

Display options - Lets you choose whether to display all assets or only selected

assets. Assets from this project and from other projects are shown.

All assets - Select to display all assets.

Referenced assets only - Select to display all assets that are used.

Unreferenced assets only - Select to display all assets that are not used. These

would be deleted during Asset Manager maintenance.

Take preassigned assets into account - Select this check box to display all pages

for which assets have been preassigned using content class elements.

E-mail notification

To - From the drop-down list, choose a recipient for the e-mail notification. Folder list - Select the check boxes for the folders whose assets you wish to display,

or select the Select all folders check box to select all folders. 2. Click OK to confirm.

You are notified by e-mail of the result of a search for assets used in the project. The e-mail contains the following information:

Date and time of the search for assets used Names of the folders that were searched Result of the search:

For each folder and subfolder the system has searched, you are shown for which

content class, page, and element an asset is used. If an asset is used in another project, the name of the project is also shown.

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Management Server 10. 0 A sset Man a ger 06/200

9

Editing Asset Manager Folders

To edit an Asset Manager folder, go to Administer Project Settings -> Project -> Folders ->

Select Asset Manager Folder in SmartTree.

To change the name of an Asset Manager folder, use the Edit Folder Action Menu item. This action also allows you to convert a file folder into an Asset Manager folder. In the following dialog, Edit Folder Settings, you can block the Asset Manager folder from use in the text editor or define the maximum number of assets shown. This dialog also lets you set the Asset Manager attributes as mandatory. The Action Menu item Update Asset Manager is used only after a folder has been turned into an Asset Manager folder. This Action Menu item completes the transition to an Asset Manager folder: Files are displayed as thumbnails, and all information related to those files is also shown in the Asset Manager folder.

To open the Asset Manager folder, use Edit Folder Content.

To delete the Asset Manager folder, use the Delete Folder Action Menu item. You can only delete Asset Manager folders that do not contain any files. You can also delete Asset Manager folders that do not belong to your project, provided they do not contain any files. They will be no longer available for your project.

Use Add Attribute to determine the attributes that will be used to store information about every file in the Asset Manager.

You can also create subfolders for an Asset Manager when the data is stored in the file system.

Additionally, you can release an Asset Manager and make it available to other projects. For Asset Managers whose data are stored in a database, you can Transfer Data Storage. The data will then be stored in the file system. This change in data storage is irreversible. If versioning has been activated for the Asset Manager, you can Shrink the Versioning Database.

You have the option to Define Folder Authorization Packages for Asset Managers or one of its subfolders, or to Connect to Folder Authorization Package in Clipboard.

To import files to the Asset Manager folder, use the Import Assets Action Menu item.

Opening Asset Manager/Editing Folder Content

Asset Manager

or

SmartTree Start Administer Project Settings Project Folders Select Asset Manager Folder Edit Folder Content Asset Manager

or

SmartTree Start Administer Project Structure Project Select page

Background, Image, or Media Select element Edit Element Content Asset Manager

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Management Server 10. 0 A sset Man a ger 06/200

9 SmartEdit OpenPage RedDot Background, Image, or Media Element (

Edit Image Element or Edit Media Element Edit Element Content) Asset Manager In an Asset Manager folder, you can:

Search for files Import new files Export files

Move files within the subfolder structure View files in the Asset Manager folder

View file attributes and file information for each file Perform actions on files

You can find information about the user interface of the Asset Manager folder in another part of this documentation.

See also:

User Interface (Page 10)

Asset Manager folders provide information about the files they contain and allow you to perform actions. The options available to you in an Asset Manager folder are grouped into sections of the user interface.

Search

In the Search area, you can use search criteria to filter the files that will be displayed in

the Catalog area.

1. Select a search attribute from the Search attributes drop-down list to filter the files displayed. You have the following options:

File name Original author Last editor Height Width Color depth File size

User-defined attributes - This lists all the attributes that you have created for this

Asset Manager folder.

2. For the attributes original author and last editor, choose the required users from the drop-down list. For the other attributes, enter a term that forms part of the attribute that you have selected. You can also use the "*" wildcard.

Example:

To list GIF files only, select the File Name attribute from the drop-down list and enter the *.gif string in the search box.

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3. In the case of Asset Manager folders with subfolders, you can include subfolders in the search by clicking Subfolders.

4. Click the Start Search link.

The files in the Asset Manager folder are filtered according to the criteria you selected. The number of files displayed is limited by the value set for Maximum number of assets displayed. When searching in subfolders, the subfolder name in which the file is located is displayed in front of the file name.

5. Click the Reset Search link to reset the filter. Catalog Area

You have two display options for viewing the content of an Asset Manager folder. You can

choose between Thumbnail and List. The Switch Folder option lets you switch to other Asset Manager folders or subfolders. For more information, see the User Interface section.

Select Asset from Local File System - Click this link to import individual files from your

local computer to the Asset Manager folder. The files are administered there and can be used in your project. You configure the relevant settings in the Transfer Local File dialog. The names of these files must not contain the characters + or '.

To transfer several files to an Asset Manager folder in one step, you can use the Import Assets action in SmartTree.

Export Assets - Click this link to export files from an Asset Manager folder to your local

file system. You configure the relevant settings in a later dialog.

Move Assets - Click this link to move files between the subfolders of an Asset Manager

folder. You configure the relevant settings in a later dialog.

Click the thumbnail of a file to display the file content in a preview window. Image files appear in their original size.

Provided an appropriate application is available on your local computer, all other files

are also displayed in preview mode. If no such application is available on your local computer, you are prompted to download the file.

Info Area

Click the name of a file in the Catalog area to view the related information. The thumbnail

is displayed in the Info area, along with the File Attributes and File Information. Actions

The number of actions available depends on the settings configured for Asset Manager.

Crop Image - Select this action to crop an image in a later dialog. The cropped image can

replace the original file or you can save it in the Asset Manager folder with a different name. If versioning is enabled, you can save it as a version.

Extended Image Editing Options - Select this action to edit an image in a later dialog.

You can flip horizontally and vertically, change the image size, and convert it to black and white or to negative. You can also enter ImageMagick commands.

Update File - Select this action to replace the content of the selected file with the content

of a file on your local computer in a follow-on dialog. This option is not available if versioning has been enabled for your project.

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Show Versions - Versioning is only available if the files of the folder are stored in a file

system. With versioning, all the changes made to a file are documented. Older file versions can be restored. Within a project, the latest document version will always be used. This may also be a restored version.

Check Out File - You can only check out files if versioning has been enabled for the Asset

Manager folder. Checked-out files are stored in your local file system. For example, you can edit a file in an image processing application and then check the edited file back in the Asset Manager folder. As long as files are checked-out, they are locked for other users. The files can be used, but they cannot be edited. A user with the Administrator role can reset all users' checked-out files to the current versions.

Undo Check-Out - You can undo the check-out process.

Check In File - Use this action to check in a previously checked-out file. Delete File - Use this action to delete the file displayed in the info area.

Edit Attributes - Use this action to edit the selected file's user-defined attributes. Refresh Thumbnail and File Information - Use this action to refresh the thumbnails and

file information for the selected file. Files with a custom thumbnail are assigned the default thumbnail as a result.

Replace Thumbnail - Choose this action to save a different thumbnail for a file in the

Asset Manager folder. You configure the relevant settings in the Transfer Local File dialog.

Show Usage - Select this action to see in the Show Usage dialog window where in a

project a file is used.

Editing Subfolder Content

To edit the content of a subfolder, open the Asset Manager folder. Then choose Switch folder to switch to the subfolder.

See also:

Cropping Images (Page 58) Editing Attributes (Page 62) Exporting Assets (Page 56)

Extended Image Editing Options (Page 59) Moving Assets (Page 57)

Showing Usage (Page 64) Showing Versions (Page 62) Transferring Local Files (Page 64)

Deleting Folders

SmartTree Start Administer Project Settings Project Folders Select Folder or Asset Manager Folder Delete Folder Management Server

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You can delete folders. You can only delete file folders, style sheet folders, Asset Manager folders, and content class folders when these folders are empty. You can delete external application folders even when they are not empty.

If the files are stored in an external folder, you can delete these and their content in your project. You can only delete external content class folders when the folder is empty. 1. Confirm with Yes.

The selected folder or Asset Manager folder is irretrievably deleted.

Updating Asset Manager

SmartTree Start Administer Project Settings Project Folders Select Asset Manager Update Asset Manager Update Asset Manager

You will need to update an Asset Manager folder in these situations:

When you have converted a file folder into an Asset Manager folder

While the system is updating the Asset Manager folder, the thumbnails for display in the Asset Manager folder are created, and all file information is updated.

If you want to replace custom thumbnails for PDF, Word, and PowerPoint files with the

default thumbnails

When you have an Asset Manager folder with data storage in the file system

When files are added to the respective directory within the file system. The added

files are immediately available in the Asset Manager folder.

While the system is updating the Asset Manager folder, thumbnails for the new files are created, and all file information is updated.

When subdirectories are added to the respective directory within the file system, or if

the directory had subdirectories when the Asset Manager folder was created. While the system is updating the Asset Manager folder, the subdirectories are created as a subfolders of the Asset Manager folder. The files from the subdirectories are made available in these subfolders. Note that this includes only subdirectories from the top directory level.

Although you can continue working with the Asset Manager folder during an update, please note that not all of the thumbnails will have been updated yet.

1. Select an e-mail address from the E-mail drop-down list. E-mail notification is sent to this address when the update is complete.

2. Edit the text in the Subject box as required.

3. Select the Replace individual thumbnails check box to replace custom thumbnails for PDF, Word, and PowerPoint files with the default thumbnails.

4. Click OK to confirm. As soon as the update is complete, e-mail notification is sent to the specified user.

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Creating/Editing Subfolders

SmartTree Start Administer Project Settings Project Folders Select Folder ( Select Subfolder) Create Subfolder or Edit Subfolder Create Subfolder or Edit Subfolder

You can create and edit subfolders for all Asset Managers located in the file system. 1. You have the following options:

Name - Enter a unique and meaningful name for the subfolder.

Directory name for file system - Enter a name for the subdirectory, where you want

to store the files in the file system. If no directory of the specified name exists then it is created. The directory name cannot be changed later.

Description - Enter a description for the subfolder.

2. Confirm with OK.

Subfolders for Asset Manager Folders

You can create subfolders for existing and new Asset Manager folders, provided data is stored in the file system. To configure this setting, go to the Edit Folder Settings dialog window and select the option Data storage / Project folder / File system. You can create one level of subfolders for an Asset Manager folder. Additional levels are not supported.

Editing Subfolder Content

To edit the content of a subfolder, open the Asset Manager folder. Then choose Switch folder to switch to the subfolder.

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Uniqueness of Files in Asset Manager Folders and Subfolders

When files with the same name are located in an Asset Manager folder and in one of its subfolders, they are overwritten in the transfer process to Delivery Server because the files are imported into the same content group. To avoid this, you have two options:

Select the Content and group names are only unique within the respective parent group check box for the Delivery Server publishing target. In Delivery

Server, a child group is then created for the subfolder to which the files from the Asset Manager subfolder are assigned.

If you do not select the Content and group names are only unique within the respective parent group check box, you still have the option to extend the file

names in the subfolder automatically. Thus the file names become unique again. You activate the automatic file name extension function in the RDServer.ini file with the entry below:

[Publisher]

usesubfolderasprefixforassets=1

The file name of a subfolder asset now has the following syntax:

<directory name for file system of the subfolder>-<prefix of the Delivery Server publication folder><file name of the asset>

During publication, the name of the virtual directory is not extended by the subfolder name.

If a publishing job has multiple Delivery Server publishing targets, the setting for the

Content and group names are only unique within the respective parent group

option must be identical for each of the publishing targets used.

See also:

Editing Folder Settings (Page 19)

Deleting Subfolders

SmartTree Start Administer Project Settings Project Folders Select Subfolder Delete Subfolder Management Server

You can delete empty subfolders of an Asset Manager folder. 1. Confirm with Yes.

The subfolder you selected and the respective directory in the file system will be permanently deleted.

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Editing Personalization XML

SmartTree Start Administer Project Settings Project Folders Select Asset Manager Edit Personalization XML Edit Personalization XML

You can have XML files with personalization data for the files of an Asset Manager folder created automatically during publication. To do so, the Publish personalization attributes setting must be activated in the Asset Manager folder settings. This personalization data can be evaluated by Delivery Server and included in the delivery.

An XML file is created for each published file and stored in the same publishing target. The XML files are named as follows: filename_fileextension.xml

The personalization XML has been predefined with the following structure: <rde-dm:import>

<rde-dm:reference type="internal" content-type="<%contenttype%>"

group="<%contentgroup%>" exclusive="yes"> <%filename.extension%></rde-dm:reference>

<keywords mode="set" locale-policy="none" keyword-separator=";"

name-value-separator="=" hierarchy-separator="." resolve-entities="yes"> <%attributes%>

</keywords>

</constraint> </constraints>

</rde-dm:import>

The placeholders marked in yellow have the following meaning:

<%contenttype%>, <%contentgroup%> - When the files are published to a Delivery Server

publishing target, the placeholders are automatically replaced by the values in the Content type and Group boxes from the assigned Delivery Server publication folder. When the files are published in another publishing target (directory or ftp), the

placeholder is not automatically replaced. In this case, you can specify the content type and group directly in the personalization XML by replacing the placeholder with a fixed value.

<%filename.extension%> - When the files are published, this placeholder is

automatically replaced by the file name and file name extension.

<%attributes%> - When the files are published, the placeholder is replaced by the

attributes selected in the Define Personalization Attributes dialog window and their assigned values. The attributes are separated from their assigned values by an equal sign. Multiple attributes are separated from each other by semicolons.

Example:

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<%description%>, <%constraint%> - These placeholders are not automatically replaced

at the moment. However, you can replace them directly in the personalization XML. Enter a description for the <%description%> placeholder and a constraint for the

<%constraint%> placeholder.

Example for the <%constraint%> placeholder:

user:level EQ 3 AND user:rdeGroups containsany "manager" In addition, the following placeholders are also possible:

<%originalfilename%> - When the files are published, this placeholder is automatically

replaced by the original file name and file name extension. This file name can be different from the one that is returned with the placeholder

<%filename.extension%>, for example, when files were scaled or converted automatically with Content Class element settings.

<%<attribute name="" default=""/>%> - With this placeholder, name attributes can

be called directly (for example, the groups attribute) and have the value returned. Using

default, a value can be defined that is returned when the attribute is empty. You can

define any attribute that was specified as a personalization attribute. The attribute values that are returned can be used, for example, in constraints: user:rde-groups CONTAINSANY "<%<attribute name="groups" default="RegularUser"/>%>" 1. You can adapt the personalization XML to suit your needs by changing the text in the

dialog window. 2. Click OK to confirm. See also:

Editing Folder Settings (Page 19)

Defining Personalization Attributes

SmartTree Start Administer Project Settings Project Folders Select Asset Manager folder Define Personalization Attributes Define Personalization Attributes

You can select attributes to be embedded in the personalization XML file. All of the Asset Manager file attributes and attributes that you created are available to you. For the selected attributes, the name of the attribute and the assigned value for each file are written to the personalization XML on publication.

If you do not select an attribute in this dialog window, a personalization XML will not be created on publication for the files in the Asset Manager folder.

1. Select the check boxes for those attributes which you want to be output in the personalization XML. Next to the file attributes it tells you if they are only available for certain data formats (e.g., MS Office documents, PDF files).

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Attribute Names in the Personalization XML

The file attributes available for selection in the Define Personalization Attributes dialog window are used in the personalization XML with the following attribute names:

File attribute Attribute name in XML

Paragraphs (OFFICE) RDParagraphCount

Last editor RDChangeAuthor

Modification date RDChangeDate

Number of pages (PDF) RDPageCount

Application name (OFFICE) RDAppNAme

Hidden slides (OFFICE) RDHiddenSlides

Author (OFFICE) RDDocCreateAuthor

Author (PDF) RDAuthor

Total editing time (OFFICE) RDTotalEditTime

Width (IMG) RDWidth

Characters (with spaces) (OFFICE) RDCharacterCountWithSpace

Bytes (OFFICE) RDByteCount

File size RDSize

File name RDFileName

Entry date RDCreateDate

Created on (PDF) RDDocCreateDate

Created with (PDF) RDProducer

Original author RDCreateAuthor

Color depth (IMG) RDDepth

Company (OFFICE) RDCompany

Slides (OFFICE) RDSlideCount

Format (OFFICE) RDPresentationFormat

Changed on (PDF) RDDateLastChanged

Height (IMG) RDHeight

Category (OFFICE) RDCategory

Comments (OFFICE) RDComment

Linearized (PDF) RDLinearized

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Management Server 10. 0 A sset Man a ger 06/200 9 See also:

Editing Personalization XML (Page 33)

Editing Folder Sharing

SmartTree Start Administer Project Settings Project Folders Select Folder or Asset Manager Edit Folder Sharing Edit Folder Sharing

You can release folders (file folders, style sheet folders, and content class folders), and Asset Managers for use in other projects. This Action Menu item is only available to users who have been assigned the modules SmartTree and Server Manager.

Read authorization - With this check box selected, the content of the folder or Asset

Manager folder may be used in other projects. If you clear this check box, the contents of the folder or Asset Manager folder cannot be used.

Full control - With this check box selected, you can add files to the folder or Asset

Manager folder in other projects, or change or delete existing files. If you clear this check box, the contents of the folder or Asset Manager folder cannot be used. Full control is not allowed for content class folders.

2. Click OK to confirm.

In addition to releasing content class folders for use in other projects, you also have to update the affected projects via the Update Connected Projects Action Menu item. You must update content folders every time you release one for use in another project or when changes have been made to the templates contained in the folder. If you do not update, any changes made to the templates will not be displayed in other projects.

Multimedia clips (OFFICE) RDMultimediaClips

Notes (OFFICE) RDPresentationNotes

Revision number (OFFICE) RDRevisionsNumber

Keywords (PDF) RDKeywords

Subject (OFFICE) RDSubject

Title (OFFICE) RDTitle

Encrypted (PDF) RDEncrypted

Template (OFFICE) RDTemplate

Words (OFFICE) RDWordCount

Characters (OFFICE) RDCharacterCount

Lines (OFFICE) RDLineCount

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Management Server 10. 0 A sset Man a ger 06/200 9 Released Folders

A released folder will be displayed in the tree with the following symbol: . Folders can only be shared when more than one project is available. The released folders are available for the selected projects on the same server or cluster. When accessing via a different project there are no password queries.

Transferring Data Storage

SmartTree Start Administer Project Settings Project Folders Select File Folder or Asset Manager Transfer Data Storage Transfer Data Storage

You can convert Asset Manager folders and file folders with data storage in the project database to folders with data storage in the file system. Note: Changes to data storage cannot be undone. This means that every file imported into the file folder or Asset Manager folder will also be stored in the file system.

1. Configure the following settings:

E-mail recipients - Choose a recipient for the e-mail notification from the drop-down

list. When the data transfer has been completed, an e-mail notification will be sent to this address.

File system path - Enter a file system path or click Select. Data from the file folder or

Asset Manager folder will be transferred to the selected directory. The directory must be empty.

Select - Click to select a directory. The files from the folder will be transferred to

this directory.

Check - Click to check whether the specified file system path exists. The system

also checks whether the directory is empty. 2. Click OK to confirm.

Shrinking the Versioning Database

SmartTree Start Administer Project Settings Project Folders Select Folder (Asset Manager or Style Sheet Folder) Shrink the Versioning Database Shrink the Versioning Database

To shrink the versioning database used by an Asset Manager or style sheet folder, you can have older file versions automatically deleted. To be able to version the folder content, the folder must be located in the file system and versioning must have been selected in the Edit