Getting Started With Author-it

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Getting Started With

Author-it

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in writing. Author-it Software Corporation Ltd does not warrant that this document is error-free.

No part of this publication may be reproduced, stored in a retrieval system, or transmitted in any form or by any means, electronic, mechanical, photocopying, recording or otherwise without the prior written permission of Author-it Software Corporation Ltd.

Author-it, Author-it Localization Manager, Author-it Project Manager, Author-it Website Manager, Author-it Experience Engine, Author-it Integration Server, Author-it Live, Author-it Publishing Server, Author-it Xtend and Author-it Contact Manager are either registered trademarks or trademarks of Author-it Software Corporation Ltd.

Microsoft Word, Microsoft Office, and Microsoft Windows are either registered trademarks or trademarks of Microsoft Corporation. LEGO is a registered trademark of the LEGO Group. Adobe, Acrobat, and FrameMaker are either registered trademarks or trademarks of Adobe Systems Incorporated. All other trademarks are the property of their respective owners.

This document was created using Author-ithttp://www.author-it.com.

Author-it Software Corporation PO Box 300-273

Albany Auckland New Zealand Telephone +64-9-915 5070 Fax +64-9-915 5071

[email protected] (mailto:[email protected])

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Using This Guide

This section helps you get the most out of this Guide.

In This Chapter

Who This Guide Is For ... 5

What This Guide Covers ... 5

What you should already know... ... 5

Typographical Conventions ... 5

Please consider sending us feedback! ... 7

Who This Guide Is For

This Guide is for anyone who uses Author-it.

What This Guide Covers

This Guide tells you about:



Installing Author-it



Understanding Author-it's Concepts



The Author-it Interface



The Author-it Tutorial

What you should already know...

Before you read this Guide you need to be comfortable working with the Windows environment and its applications. For information about this, refer to the separate Windows user documentation, including the Windows online Help system (see "Getting Help About Microsoft Windows" on page 9).

Typographical Conventions

Before you start using this Guide, it is important to understand the terms and typographical conventions used in the documentation.

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Formatting convention

Type of Information

Special Bold Items you must select, such as menu options, command buttons, or

items in a list.

Emphasis Use to emphasize the importance of a point, or for variable expressions such as parameters.

Monospace _{Information that you must type, or information like folders and}

filenames.

CAPITALS Names of keys on the keyboard, for example, SHIFT, CTRL, or ALT. KEY+KEY Key combinations where you must press and hold down one key and

then press another, for example, CTRL+P, or ALT+F4.

Tab > Command Group > Command

Command option paths are written in the order you access a

command button from the ribbon, for example, Edit > Insert > Insert

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Please consider sending us feedback!

To help us improve what we offer you, we would really appreciate your feedback about this Guide, and about any other aspect of Author-it.

Go on, we can take it (and that includes compliments too).

Every comment contributes to improving our information. You'll find we're very responsive, and we act on your suggestions as swiftly as we can. Contact Us (on page 7)

You can also provide feedback per page by clicking Submit Feedback at top right. This pops up a pre-addressed Email for you to add comments:

Note that this Email automatically identifies the current page (Topic).

Just type your comments and we will know exactly which information you are talking about!

Contact Us

Author-it Software Corporation

PO Box 300-273 Albany 0752, Auckland NEW ZEALAND

Ph: +64 (9) 9155070 Fax: +64 (9) 9155071

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Get Author-it Help

This section describes how to get Help when you have questions or problems using Author-it.

Video: Getting Help (http://www.youtube.com/v/ZzQHspynpkA)

In This Chapter

Many Ways to Get Help ... 8

Using Author-it's Help System ... 9

Using Author-it's Product Documentation ... 10

Logging a Support Case ... 10

Many Ways to Get Help

There are many ways to get help when you have questions or problems while working with Author-it.

Help Yourself

Most people like to be able to find their own answers. It's often quicker than other ways, and it's usually more satisfying. There are a few options when you want to find the answers yourself. If you can't find the answer quickly, don't hesitate to ask us for help directly.



Use the standard HTML Help system (see "Using Author-it's Help System" on page 9) that ships with Author-it.



Use the printed product documentation (see "Using Author-it's Product Documentation" on page 10) about Getting Started With Author-it, Using Author-it, Using Author-it Administrator,

Using Author-it Project Manager and Using Author-it Localization Manager.



Use our online Knowledge Centerhttp://kc.author-it.com/#b45748t24310n24316, which contains the entire suite of documentation for all Author-it products, as well as answers to frequently asked questions (FAQS), troubleshooting tips, and information on how you can customize Author-it to meet your needs. To go there, press the Help button and choose

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Ask Other People Who Use Author-it

When you have a problem or question that does not require an urgent answer, you can ask the members of the free online Author-it User Grouphttp://www.author-it.com/?page=usergroup. This is also a particularly good option when you have a question about different ways of implementing Author-it.

Ask Us For Help

We pride ourselves on our responsive, friendly support. Author-it offers a variety of support options

(see Support page - http://www.author-it.com/?page=support) which allow you to log cases with our online Help desk (see "Logging a Support Case" on page 10) when you have questions, problems or suggestions about Author-it.

Using Author-it's Help System

Author-it's HTML Help system contains most of the information you'll need to successfully work with Author-it.



To Use Author-it Help:

1) Press the Help button and choose Contents. The HTML Help file opens, and the most recently viewed tab is shown first.

2) Find the information you need by:

 Using the Contents tab. Read about finding the information you need in this Guide.  Using the Index tab to find topics containing those terms that have been indexed.

 Using the Search tab to find all occurrences of a word in the Help file, no matter how trivial.

Getting Context Sensitive Help

Use Author-it's context-sensitive help to find out about each field or screen you're working with.



To Get Context Sensitive Help:

1) Choose the screen and tab you want help on.

2) Press the F1 button. The Help topic for that screen or tab pops up. 3) When you've finished reading, close the window.

Getting Help About Microsoft Windows

We assume you already know how to use standard Microsoft Windows applications. For more information about using Windows applications, please refer to the Windows user documentation -

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

Choose the Windows Start button, then choose Help. -or-



Click on a blank part of your Windows Desktop, then press the F1 key on your keyboard.

Using Author-it's Product Documentation

Author-it's product documentation set helps you use the range of Author-it programs. The documents are:



The Getting Started With Author-it Guide, which explains how to install Author-it, and includes a tutorial to get you started.



The Using Author-it Guide, which explains how to use the Author-it program.



The Using Author-it Administrator Guide, which explains how to use the separate Author-it Administrator program used to manage user security, library administration, and other settings.



The Using Author-it Project Manager Guide, which explains how to use the separate Author-it Project Manager program that manages projects and tasks.



The Using Author-it Localization Manager, which explains how to use the separate Author-it Localization Manager to manage and produce documentation in multiple languages.

All documentation can be downloaded from the Author-it website

(http://www.author-it.com/index.php?page=documentation), or viewed online in the Author-it

Knowledge Center (http://kc.author-it.com/#b12828).

Logging a Support Case

Sometimes you can't find the answer you need on your own. We're happy to lend a helping hand.



To Log a Support Case:

1) Go to the Help desk page on our website:

 Press the Help button and choose Log Support Call. -or-

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3) Tell us your problem, question or suggestion. Please log only one issue in each case, so we can pass them easily between the appropriate people on our team.

If you're logging a problem, please write exactly what you were doing and where, so we can quickly find an answer for you - without a flurry of emails seeking and supplying more details. Paste the text of any error messages that appear. To solve a problem we often need to reproduce it - so if you can describe exactly what steps we have to take, that helps too. Think of it as a procedure that you're writing (Step 1 - open Author-it, then open the Library called XYZ, Step 2 ...). The more you tell us, the easier it is for us to help you swiftly.

4) Click on the Save button. You'll get a confirmation that the case has been successfully logged (and an email will also follow). Note the case number.

Finding Which Build of the Software You Are Using

When you log a Support Call (see "Logging a Support Case" on page 10), we need you to tell us exactly which Build of Author-it you are using. This is easy to find.



To Identify the Software Build:

1) Press the Help button (near the top-right corner) and choose About Author-it.

A window opens, containing details about the software including the Version you are using (for example, 5.3.427.7073).

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Installing Author-it

This chapter has instructions for installing Author-it so that you can get up and running quickly. You'll also need to read instructions on how to use Author-it.

If you are upgrading, please refer to Upgrading from a Previous Version of Author-it (on page 49) before you continue.

For the PC and server specifications required by the Author-it software, see

Minimum Server Requirements for Author-it (on page 13)

Minimum Computer Requirements - Client (see "Minimum Computer Requirements" on page 14)

Hardware and Software Recommendations for Installations (on page 15). The Author-it setup file allows you to install the following components:



Author-it Editor



Author-it Administrator



Author-it Project Manager



Author-it Localization Manager

Access to these components is provided through your license.

Installing the Author-it trial version - video

This video walks you through the process of installing the Author-it trial. In less than 4 minutes, you'll be up and ready to work with the trial. See how easy authoring and publishing content can be with the right tool:

1) Go to the Author-it videos page (http://www.youtube.com/user/authoritsoftwareco) (or go to: http://www.youtube.com/user/authoritsoftwareco).

2) Go to the Getting started with Author-it videos in the menu or playlist. 3) Click A Simple Guide to Installing Author-it Trial.

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In This Chapter

Minimum Server Requirements for Author-it ... 13

Minimum Computer Requirements ... 14

Hardware and Software Recommendations for Installations ... 15

General Installation Overview ... 19

Installation Process Overview ... 34

Upgrading from a Previous Version of Author-it ... 49

Additional Steps for Your Installation ... 51

Minimum Server Requirements for Author-it

System Requirements

As there is no server-based software for the Author-it Windows Client, there are no relevant minimum system requirements. The server-based shared data files and JET databases have a low overhead and will run on any low-specification server.

SQL Server databases will require more resources, and a copy of SQL Server 2005 or SQL Server 2008 installed.

Note: Server requirements for Author-it Live Server and Author-it Aspect can be found at Hardware

and Software Recommendations for Installations (on page 15).

Shared Data Components

Allow sufficient drive space when you are setting up the shared data directories:



The size of each Library database depends entirely on how much information it contains. It is hard to predict how much space to allow. If you have any existing Author-it Library databases, use these as a guide.



For the shared files in the Templates directory, allow 15 MB. Word templates, Default Library, and HTML Help components usually take up less than 10 MB.



Graphics are a bottomless pit, as you will be well aware. Allow as much space for them as you

can get away with. Fortunately, because Author-it produces document output formats that encourage smaller graphic file sizes, things won't be quite as bloated as they could be.

Client Components

The Author-it program requires 100 MB+ of drive space. There are minimum system requirements

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Minimum Computer Requirements

These are the minimum requirements for computers on which you install the Author-it 5 program. We strongly recommend that you do not use a machine with a lower specification.

System Requirements



Vista (32-bit or 64-bit), or Windows 7 (32-bit or 64-bit) Note: Windows XP SP3 is not supported from software release 5.5 onwards

(see User Account Control (UAC) (on page 35) for information on installation options)



1 GHz processor (or better)



512 MB, or 1 GB RAM (recommended 2 GB)



Microsoft .NET Framework 3.5 Service Pack 1



Display 1024x768 or higher resolution monitor



Microsoft Mouse or compatible pointing device



Microsoft Word 2007, or 2010 (required for Word document publishing and importing only)

Note: Author-it can be run on a machine with lower specifications, however the performance will not

be optimized and some processes will be slower.

Runtime File System Space

Allow at least 100 MB of hard disk space on each computer for the application files and client components.

Allow More Space If You're Using JavaHelp

If you are publishing your documents in JavaHelp format, you'll also need to install the JavaSoft Runtime Environment on any computers which need to display published JavaHelp files. Allow another 80 MB for this.

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Hardware and Software Recommendations for Installations

These recommendations are differentiated into



Client



Server



Author-it Small Business Server (ASBS)



Author-it Server (AS)

Client hardware and software recommendations Author-it Windows

Client (Core)



Processor: 1 GHz processor



RAM: 1 GB (recommended 2 GB)



Operating System: Microsoft Windows Vista (32-bit or 64-bit), or

Microsoft Windows 7 (32-bit or 64-bit) - (see User Account Control (UAC)

(on page 35) for information on installation options)



.Net Framework Version 3.5 Service Pack 1



Microsoft Word 2010 or 2007 with save as PDF plug-in (If publishing or importing Word documents)

Author-it Live / Web Contributor



Microsoft Internet Explorer version 8 or later.

Author-it Aspect Web Client



Microsoft Internet Explorer version 8 or later.



Google Chrome current version.



Mozilla Firefox 4 or later



Apple Safari 4 or later (cannot be used with Author-it Web Help or Author-it web applications)

Note: Clicking "mailto" links in some browsers (for example, Mozilla Firefox

and Apple Safari) may open an empty tab or browser window. This can be closed without affecting the email message or the tab or window used for viewing the Aspect site.

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Author-it Reviewer Web Client

The Review process uses two web applications: Author-it Reviewer and Author-it Live / Web Contributor.

While in the review phase of a Review, Reviewers operate only in the

Author-it Reviewer interface to make suggestions and comments on content. Their browser options are Internet Explorer 8 and above, Firefox 3.6 and above, or Chrome 11 and above. While in the same Author-it Reviewer interface, Editors monitor these suggestions and comments, and interact with the Reviewers.

However, in the editorial phase of a Review, Editors can only accept / reject changes and edit content in Author-it Live / Web Contributor (a different web application to Reviewer), which is only officially compatible with Internet Explorer 8 and above.

Server hardware and software recommendations

The Windows Client and the Database Server can be installed on the same machine.

Database Server



Processor: 2 GHz or higher



RAM: 4 GB



Operating System: Microsoft Windows Server 2003, 2008 (32-bit or 64-bit), or 2008 R2 (64-bit)



Database: SQL Server 2005 Express or 2008 Express when database is under 4 GB, otherwise SQL Server 2005 or 2008 Standard or Enterprise

Author-it Aspect



Application Server: see specs for Author-it Web Applications Server, below



Database Server: can share the Author-it Database Server

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Author-it Small Business Server (ASBS) hardware and software recommendations

ASBS is limited to 10 Base User Licenses.

The Database Server should be installed on a separate server. Web Applications and Application Services Server can be installed on the same machine.

We recommend the following hardware and software for a medium installation using Author-it Core, Author-it Live, Author-it Aspect, and Xtend:

Database Server



Processor: Quad Core Xeon Processor.



RAM: 4 GB.



Operating System: Microsoft Windows Server 2003, 2008 (32-bit or 64-bit), or 2008 R2 (64-bit).



Database: SQL Server 2005 or 2008 Standard or Enterprise.

Author-it Web Applications Server



Processor: 2-way Quad Core Xeon Processors.



RAM: 4 GB.



Operating System: Microsoft Windows Server 2008 (32-bit or 64-bit), or 2008 R2 (64-bit).



.Net Framework Version 3.5 Service Pack 1.

Author-it Application Services Server

This server handles the following backend processes: Publishing, Xtend indexing, Notifications, Reviewer scheduling.



RAM: 4GB.



Microsoft Word 2010 or 2007 with Save As PDF plug-in (if publishing or importing Microsoft Word documents).

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For more information on publishing using Word 2007 and 2010, see:

Publishing to PDF and Microsoft Word 2007 and 2010 (on page 57)

Author-it Client and Live: Publishing to Microsoft Word 2010 (64-bit) (see "Author-it Client and Live: Publishing to Word 2010 (64-bit)" on page 61)

Author-it Live: Publishing to Microsoft Word on Microsoft Server 2008 (see "Author-it Live: Publishing to Word on Server 2008" on page 60)

Author-it Server (AS) hardware and software recommendations

Installation Size: This installation can have an unlimited number of Base User Licenses.

The Database Server, Web Applications Server and Author-it Application Services Server should be installed on separate machines.

Database Server



RAM: 8 GB.



Operating System: Microsoft Windows Server 2008 (64-bit) or 2008 R2 (64-bit).



Database: SQL Server 2005 or 2008 Enterprise (64-bit).



Recommendation: SQL server cluster to ensure high availability, Shared Disk Array (Disk configuration in accordance with Microsoft

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Author-it Web Applications Server

User ratio: 1 per 100 users



RAM: 4 GB.



Operating System: Microsoft Windows Server 2008 (32-bit or 64-bit), or 2008 R2 (64-bit).



Author-it Application Services Server

User Ratio: 1 server per 20 publishers

This server handles the following backend processes: Publishing, Xtend indexing, Notifications, Reviewer scheduling.



RAM: 4GB.



Microsoft Word 2010 or 2007 with Save As PDF plug-in (if publishing or importing Microsoft Word documents).

For more information on publishing using Word 2007 and 2010, see:

Publishing to PDF and Microsoft Word 2007 and 2010 (on page 57)

Author-it Client and Live: Publishing to Microsoft Word 2010 (64-bit) (see "Author-it Client and Live: Publishing to Word 2010 (64-bit)" on page 61)

Author-it Live: Publishing to Microsoft Word on Microsoft Server 2008 (see "Author-it Live: Publishing to Word on Server 2008" on page 60)

General Installation Overview

The following topics describe three general types of installation environment, the requirements for shared folders in a multi-user environment, the recommended location of the publishing folder, and an explanation of the folder paths in Author-it.

When you are ready to install Author-it, see the section Installation Process Overview (on page 34). This section includes the steps for installing Author-it.

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Requirements

The following requirements are based on three standard types of installation.

SQL database - multiple users



Empty SQL Server database



SQL server must have TCP/IP enabled



Author-it install file – installs Author-it, Author-it Administrator, and sample library (to create your production library - modify the sample library or create a new library from the A4 or Letter library templates)



Author-it license file



Xtend (optional; requires Xtend installation and Service Manager installation, Xtend license is required)

Use a shared Data folder for the multi-user environment. Example: SQL Server Multi-user Installation (on page 22) has more information on the requirements for this folder. Recommended installer: Network or IT administrator

Jet database - multiple users



Author-it install file – installs Author-it, Author-it Administrator, and sample library (to create your production library - modify the sample library or create a new library from the A4 or Letter library templates)



Author-it license file

Use a shared Data folder for the multi-user environment. Example: Multi-user Jet Installation (on page 24) has more information on the requirements for this folder.

See also: JET Database limitations (on page 21) Recommended installer: Network or IT administrator

Jet database - single user



Author-it install file – installs Author-it, Author-it Administrator, and sample library (to create your production library - modify the sample library or create a new library from the A4 or

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JET Database limitations

JET is an acronym for Joint Engine Technology. It was originally developed in the 1990s as a collection of core database technologies for use within Microsoft applications, and is now part of Microsoft Windows.

JET is convenient within the Windows environment as it presents the developer with the ability to create and manipulate relational databases on the local file system or on shared network folders. For Author-it, the important JET database limitations are:



There is no 64-bit version of JET and no official way to access JET on a 64-bit machine



The only Author-it product to support JET databases is Author-it Editor (Windows).



JET databases have a maximum size limit of 2GB. As they approach this size, response time slows. For larger database needs, JET databases can be exported to SQL Server databases (requires SQL Server).

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Example: SQL Server Multi-user Installation

The following example is for an installation using SQL Server in a multi-user environment.

Author-it is installed on the library administrator's computer. The library is created and the Author-it license is assigned.

The Author-it library is exported to the SQL Server database; this is the company's production library that all Author-it users will access.

After installation, the Data folder (from the library administrator's computer) is copied to the network. The Data folder contains the publishing templates that all users will access when they publish their output. All of the Author-it users must have Read and Write access to the shared folders on the network.

After moving the folder, the library administrator updates the Library Path in Author-it Administrator so that it points to the Libraries folder at this network location. This action is required for Author-it to use the Templates folder on the network. By default, relative paths are used in Author-it objects to the template files; these paths are relative to the location of the Libraries folder set in the Author-it Administrator.

Author-it is installed on the client computers. When publishing, the shared template folder is accessed over the network; the output files are stored in the Publishing folder on the user's computers.

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Author-it Administrator library path

After moving the Data folder to the network, the Library path must be updated in the Author-it Administrator so that it points to the Libraries folder at the new location. You must complete this step for a SQL Server multi-user environment.

Best Practice: The Objects in the Author-it library use relative paths - these paths are relative to the

library location set in the Author-it Administrator. When you move the Data folder to the network you also move the "company" templates folder. By updating the location for the library in Author-it Administrator you enable users to publish using the "company" templates instead of accessing the templates installed on their client computer.

The User Option settings on client installations

After moving the Data folder to the network and updating the path in the Author-it Administrator, the paths in the User Options File Locations tab do not need to be updated.

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

The path to the Libraries and Templates continue to point to the local installation. When you log in to the library you'll use the templates from the Data folder that are relative the library file on the server.



The paths to the Dictionaries and Log Files should continue to point to the local computer as these are user-based files.



The Pictures path is also a user-based path and can point to a folder on the local computer or network. This path is optional, and when used tells Author-it to open a specific folder when creating Embedded File objects using the Insert Picture option in the Editor.

Example: Multi-user Jet Installation

The following example is for an installation using a Jet library in a multi-user environment.

Note: We recommend using a SQL Server installation for multi-user environments. Author-it can be

installed using Microsoft SQL Server or Microsoft SQL Server Express. See also: JET Database limitations (on page 21).

Author-it is installed on the library administrator's computer. The library is created and the Author-it license is assigned.

After installation, the Data folder (from the library administrator's computer) is copied to the network. The Data folder contains the Jet library and the publishing templates. All of the Author-it users must have Read and Write access to the shared folders on the network.

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The Data folder

In a multi-user Jet installation, the Data folder on the network contains the Jet library that will be used as the company production library, and the publishing templates.

When using a Jet library, the path in Author-it Administrator points to the library file; the path is automatically copied from the location of the library file and cannot be edited. If you change the location of the library file then the path is automatically updated.

However, objects in Author-it use paths that are relative to the location of the library. If you move the library file away from the Data folder (or move the templates away from the library file) the

object paths will need updating.

Note as well that if you have been using a Library, then you copy or move it to the network, your "Recent Libraries" functionality in Author-it may still point to the original, and you need to be sure of which library you are working with. We recommend that you move the library rather than copy it.

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After moving the Data folder to the network and updating the path in the Author-it Administrator, the paths in the User Options File Locations tab do not need to be updated.



The path to the Libraries and Templates continue to point to the local installation. When you log in to the library you'll use the templates from the Data folder that are relative the the library file on the server.



The paths to the Dictionaries and Log Files should continue to point to the local computer as these are user-based files.



The Pictures path is also a user-based path and can point to a folder on the local computer or network. This path is optional and when used tells Author-it to open a specific folder when creating for Embedded File objects using the Insert Picture option in the Editor.

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Example: Single-user Jet Installation

The following example is for an installation in a single-user Jet environment. The Author-it installer is run on the computer (using the default setup options). After installation all folders remain on the computer. This example installation does not store files on a different network location and does not use a SQL Server database; because this installation is for a single-user, all components remain on the user's computer.

Author-it is installed on the user's computer, and the Data folder is created. After installation, all folders remain on the user's computer.

The Libraries folder contains the Jet database.

The Templates folder contains the publishing templates. The Publishing output folder stores the published output.

The Data folder

In a single-user Jet installation, the Data folder on the local computer contains the Jet library that will be used as the company production library and the publishing templates.

When using a Jet library, the path in Author-it Administrator points to the library file; the path is automatically copied from the location of the library file and cannot be edited. If you change the location of the library file then the path is automatically updated.

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However, objects in Author-it use paths that are relative to the location of the library. If you move the library file away from the Data folder (or move the templates away from the library file) the

object paths will need updating.

The paths in the User Options File Locations tab all point to the folders that were installed as part of the local installation. The exception is the Pictures path which points to a folder on the local

computer, or a folder on the network. This path is optional and when used tells Author-it to open a specific folder when creating Embedded File objects using the Insert Picture option in the Editor.

Author-it Shared Data Folder

Best Practice:

All users have access to the shared Data folder on the network. All users must have Read and Write permissions to the Data folder.

Why we recommend using a shared data folder for multi-user installations

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The Data folder

The Data folder contains the following folders:



Libraries: contains the Sample Jet database (and any other Jet databases that are created)



Templates: contains the publishing templates, used by the library when publishing outputs

including HTML Pages, Web Help, Word



Tutorial: contains the Acme Tutorial Jet library and sample files used when completing the

tutorial.

Library and template paths

There are two parts to the folder paths used in Author-it. Both parts of the path reference the Library folder.

The library path tells Author-it where to find the Library folder (This path is used to point to the Data folder, and will point to a shared location for a multi-user installation, or to the local client

installation for a single-user installation.)

Library Path: The first part of the path points to the Library folder. This part of the path is displayed

in the Author-it Administrator.

For example: for a multi-user shared location - \\[server name]\Data\Libraries or for a single-user -

C:\Program Files\Author-it 5\Data\Libraries

Important: If you copy the Data folder to a new location ensure you change the Library Path in the

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File Path: The second part of the path points to the templates and other files; these paths are relative to the location of the Library folder and are usually seen in the Author-it object properties. For example: for a multi-user or single-user installation - ..\Templates\HTML Help or

...\Templates\Word Templates\Acme.dot

Author-it Publishing Folder

Each time that a user publishes, the output will go to a sub-folder of the Publishing folder. This Publishing folder is not created on software installation. It is only created for new installations

when the user first publishes. For existing users who upgrade, the folder will probably already be established from the previous version.

You can optionally manually create this Publishing folder and point to it for each User (see "Optionally manually create a Publishing folder and point to it for each User" on page 45). For both multi-user and single-user installations we recommend this folder remains on the local computer.

Best Practice:

In a multi-user installation, best practice is to publish to the individual computer rather than a shared folder.

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Why we don't recommend using a shared folder for publishing

Defining a shared Publishing directory would cause people publishing the same book to overwrite each other's outputs at each publishing event. There can also be problems when multiple users are attempting to publish at the same time, so it is not recommended.

Publishing is also generally slower when performed across a network connection than on the local computer.

What if I want the output in a central location?

The recommended option is to continue publishing to the local machine, and then use the Publishing Profile's after publish action to automatically transfer the content to the specified folder.

The Default Folder Paths

During installation, a number of folder paths are added to fields in the Author-it User Options and Author-it Administrator. If you move any folders after installation you will need to update the associated paths.

Author-it Administrator - main window



Library Path: points to the Libraries folder in Author-it's Data folder (when using a shared Data

folder on a network, ensure this path is updated when using a SQL Server multi-user installation).

Author-it - User Options File Locations



Libraries: default location for opening and creating libraries; point client installations to the

Libraries folder on the local computer.



Templates: point to the Templates folder in the shared Data folder for multi-user installations, or

to the local Templates folder for a single-user installation.



Dictionaries: point to the Dictionary folder on the local computer (for both multi-user and

single-user installations).



Pictures: can be pointed to any folder containing graphics. This path is used when you create a

new embedded File object using the Insert Picture option in the Editor. If this field is blank, or it does not point to a valid directory, Author-it opens the last folder used.



Log Files: the Logs path defaults to the Windows Temp folder. It is advisable to create a new

folder called Logs in a suitable location and update the path in File > User Options > File Locations. See Create a Logs folder and point to it for each user (see "Optionally manually create a Logs folder and point to it for each user" on page 46).

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

Publishing: This folder is only created for new installations when you first publish. Existing users who upgrade will already have an established folder. You can optionally manually create a Publishing folder and point to it for each User (on page 45).

Publishing



HTML Help: points to the hhc.exe file in the Author-it 5\Compilers\HTML Help folder; this is

located on the local computer.



WinHelp: points to the hcrtf.exe file in the Author-it 5\Compilers\WinHelp folder; this is located

on the local computer.



Java: points to the javaw.exe file in the Java\jre[build number]\bin folder; this is located on the

local computer.

Object properties

The paths in the object properties fields will most often point to files in your publishing templates folders, and are relative to the location of the Libraries folder. If you change the location of the Templates folder (that is, move it out of your Data folder) the paths will need to be updated.

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Best Practice: Using UNC Paths in Author-it and Author-it Live

We recommend using UNC paths whenever possible, and always when the environment uses both Author-it and Author-it Live.

Best practice: use UNC paths and not drive mappings

Author-it Live does not use mapped paths so UNC paths are always recommended for any libraries using Author-it Live. In addition to using UNC paths to the folders containing library resources, ensure permissions have been set so Author-it can access the resources. For example, a folder containing graphics must have, at a minimum, permissions to enable Author-it to Read the image files.

While Author-it can resolve mapped paths, many users may map their drives (and permissions) differently, and this can affect access to the resources in a multi-user environment. For example, when you set a path to a resource in an object (or in a template or as a library path) not all users will have access to the folder contents. To avoid this issue in Author-it we also recommend using UNC paths.

Permissions

The permissions must enable access to both the users and the Live service account user. To test permissions on the shared resource we recommend the following:

1) Grant full access to the shared resource to test connectivity.

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Active Directory - Optional

Active Directory is used to provide central authentication and authorization services.

When the library is set up the administrator creates the Author-it user groups. Once the groups have been created they are mapped to the active directory security groups. Security access for the

Author-it user is based on the security access that has been given to the active directory group they are mapped to. Users belonging to active directory security groups can log in to Author-it using trusted connections.

Installation Process Overview

Installing Author-it in a multi-user environment using a SQL Server library involves a number of steps, including:

1) Installing Author-it on the administrator's computer 2) Creating a Library and assigning the license to the library 3) Exporting the Jet library to a SQL Server database

4) Defining the File Directory Structure and moving the shared data components to the network 5) Creating the user accounts and assigning permissions

6) Installing Author-it on the client computers

Installing Author-it in a multi-user environment, using a Jet library involves the following steps: 1) Installing Author-it on the administrator's computer

2) Creating a Library and assigning the license to the library

3) Defining the File Directory Structure and moving the shared data components to the network 4) Creating the user accounts and assigning permissions

5) Installing Author-it on the client computers

If you are installing Author-it in a single-user environment, you'll run the setup files, then you'll create your library and assign the license.

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User Account Control (UAC)

When installing Author-it with an operating system using User Account Control (UAC) settings, for example, Windows Vista or Windows 7, we recommend the following options:



UAC turned off

Install Author-it in the Program Files folder. When UAC is turned OFF Author-it can access and

write to the publishing, log, compilers, and dictionary folders and use the local templates folder.



UAC turned on

Install Author-it outside the Program Files folder. When UAC is turned ON this allows Author-it to

write to the publishing, log, and dictionary folders and use the local templates folder.

Installing in the Program Files folder with UAC turned on

As an alternative to the recommended options you can install Author-it in the Program Files folder with UAC turned on. However, this requires the following:

The templates, logs, dictionaries, compilers, and publishing folders must be moved to a location

outside the Program Files folder to allow Author-it to access and write to files when required. (You'll need to adjust the File Locations and Publishing settings under the the Author-it User Options to point to the new locations.)

If you plan to change your UAC settings from OFF to ON at a later date move your libraries to a location outside of the Program Files folder before you change the settings.

For more information on User Account Control settings refer to your Windows Help.

Installing Author-it on SQL Server Express

If you don't have access to SQL Server, and want an alternative to using a Jet database, Microsoft's

SQL Server Express Edition (either 2005 or 2008 editions) provides an alternative.

SQL Server Express enables you to work with Author-it libraries up to 4 GB in size. This is freely available from the Microsoft website (http://msdn2.microsoft.com/en-us/express/bb410792.aspx), along with details on hardware and software requirements, installation steps, and a number of other resources.

Once you have downloaded and installed both Microsoft SQL Server Express Edition (database engine) and SQL Server Management Studio Express, create a blank SQL Server database, and simply follow the steps to export your Jet library (see "Step 5 - Exporting the Jet Database to the SQL Server - SQL Server Installations Only" on page 40) to SQL Server.

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Step 1 - Installing Author-it On Administrator's Computer

Before installing Author-it on the client computers, you'll need to install Author-it on the library administrator's computer. For multi-user environments you'll also need to set up the shared components (this includes the Library database and various templates).



To Install Author-it:

1) Close all other Windows programs. This lets Author-it update essential components which are shared by other programs.

2) Run the Author-it Setup program to begin the installation process. The setup confirmation screen opens. Choose Next to continue.

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4) The Select Installation Folder window opens. The Setup Wizard shows you the location where Author-it will be installed on your computer. Use the suggested settings, or browse to another location. Choose Next to continue.

 Choose Everyone to make Author-it available for all users with access to the computer.  Choose Just me to make the installation of Author-it available to you only.

 Disk Cost... displays the available disk space in the location where Author-it is to be installed.

5) When you have completed all of the required steps choose Next to begin the installation process. Progress is shown as the components are installed.

6) Choose Close to exit the Setup program when the installation is complete.

Step 2 - Create a Blank SQL Server Database - SQL Server Installations

Only

SQL Server

Note: This step is optional, and only required if using a SQL Server database. If you are not using a

SQL Server database go to the next step, Creating or Opening a Library (see "Step 3 - Creating or Opening a Library" on page 38).

Create a blank SQL Server database for the Library you want to work with - most of the time, you'll only need one. Read about when to use more than one library.

You'll also need to set up SQL user permissions:

Make sure each person who will use the library database/s has the necessary security permissions to read and write to the database.



Each user who will use Author-it will need at least db_datareader, and db_datawriter privileges on the SQL Server database.

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

Each user who will administer the database will also need db_owner role privileges on the SQL Server database.

These privileges can be allocated using user groups, and if using trusted connections, you can use the NT/Active Directories user groups.

We recommend you use NT permissions and trusted connections, to minimize your security administration workload. Also, only SQL Server library databases which were opened with trusted connections are listed in the Most Recently Used files list in the Author-it client program.

For detailed instructions about using SQL Server, please refer to your SQL Server user documentation.

Step 3 - Creating or Opening a Library

You won't need to create new library databases very often. Please read about when to use more than one library.

See also: JET Database limitations (on page 21)



To Create a New Library:

1) From the main menu of the Author-it program, choose File > New Library. The File Open dialog window appears.

2) Go to the New Library tab, and select the Library template you want to base your Library on. 3) Choose the OK button, then wait while Author-it creates and opens your Library.

SQL Server

4) To create a SQL Server Library database, complete these steps, and then export your JET database to SQL Server.

Important: You will need to assign your license (see "Options for Assigning a License to the Library"

on page 53) to the library using Author-it Administrator before the library will open using Author-it.

Step 4 - Loading the License File against your library

When you are ready to begin working in your library you need to assign your Author-it license to your primary, or main, library.

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2) Choose Security > Update Licenses.... The Update License window opens. Choose the option to

load the license file.

3) Choose Next to continue. The Load License File window opens.

4) Select Load from License file, then Browse to your license file. The pathway to the license is added to the Load from License File field.

5) Enter the license key in the License Key field. Choose Next to complete the licensing update. 6) When the Licensing has been successfully updated Close the licensing window.

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Step 5 - Exporting the Jet Database to the SQL Server - SQL Server

Installations Only

SQL Server

Note: This step is optional, and only required if using a SQL Server database. The SQL server must

have TCP/IP enabled. If you are not using a SQL Server database go to the next step.

Use the Author-it Administrator program to export the Jet Library database to a SQL Server database.



To Export a JET Library to SQL Server:

1) From the main menu of the Author-it Administrator, choose Export. The Export Database To SQL

Server screen opens.

2) Enter the name of the server and the database.

3) To use a Trusted NT Connection to the database, make sure the "Use Trusted Connection" check box is ticked, then go to Step 5.

4) If you're not using a Trusted NT Connection to the database, make sure the "Use Trusted Connection" check box is blank, then enter the correct Login ID and Password.

5) Choose OK to begin the process of exporting the database. Progress is shown as the Jet database is exported to SQL.

6) A Confirmation message is shown when the database has been successfully exported. Choose OK, then close the Export to SQL window.

Note: This functions requires that the you have at least db_dbadmin privileges on the SQL Server

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Step 6 - Multi-User Environments - Moving the Data Components to a

Shared Location

When you install Author-it, this default file directory structure is created on the computer: ..Author-it 5

Compilers Help compilers

Data

Libraries Base directory for all relative file paths

Templates Contains several sub-directories for different types of templates and components for Word and web-based outputs

Tutorial Contains the tutorial files

Dictionaries Contains several sub-folders for different Language dictionaries

Help Author-it Help files

MIF MIF files (requires a MIF license)

A Logs folder is also created in the Windows Temp directory when you use Author-it, but we

recommend that you manually create a Logs folder and point to it for each user (see "Optionally manually create a Logs folder and point to it for each user" on page 46).

For published outputs a Publishing folder is created under the Author-it install directory (for example, Author-it 5\Publishing) when you first publish. You can optionally manually create a Publishing folder and point to it for each User (on page 45).

Move the Data folder in a multi-user environment

In a multi-user environment, the Data folder containing the shared components needs to be moved

(see "Suggested Directory Structure for Shared Components" on page 43) to a network location so that everybody in the team has access to the same files (see also Author-it Shared Data Folder (on page 28)).

Note: Before moving the library to a network location, first close the Author-it and Author-it

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

Multi-user Jet: After the Data folder has been moved to a network location, the Library path in the Author-it Administrator, will update automatically.

Note that when you wish to open this library, do not open via "Recent Libraries", as the recent path will no longer exist. Rather choose Select Library > Open Recent tab > Browse for more… and browse for the new location.



Multi-user SQL Server: After the Data folder has been moved to a network location you will need

to update the Library path in the Author-it Administrator.



To Update the Library Path in Author-it Administrator:

1) Log in to the library using Author-it Administrator. 2) Add the location to the Library Path field. 3) Close Author-it Administrator.

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Suggested Directory Structure for Shared Components

In a multi-user environment, the Data folder should be moved (not copied) to a shared location on the network. We suggest moving the entire Data folder - keeping the existing structure intact. If you do copy the library, be aware that when you open the Author-it program, the Recent Libraries tab will still point to the original, not the copy. To open the new library, choose Select Library > Open Recent tab > Browse for more… and browse for the new location.

In a number of Author-it objects, the paths pointing to files in the Templates folders are relative to

your Library. If you move the Templates folder (away from the Data folder), then you will also need

to change relative file paths (see "Changing Relative File Paths" on page 51) in several Author-it objects.

..Author-it 5 Data

Note: All Author-it users require file system read/write permissions to the shared data files, and the

ability to create and delete files in the directory containing the library or libraries. If a user does not have these permissions, they cannot open a library.

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Suggested Directory Structure for Client Computers

When you install Author-it on each client, the following folders are created on each computer under the Author-it install folder. Note, in multi-user environments you'll use the Data folder that was moved to a shared network location.

..Author-it 5

Compilers Help compilers

Data

Dictionaries Contains several sub-folders for different Language dictionaries

Help Author-it Help files

MIF MIF files (requires a MIF license)

A Logs folder is also created in the Windows Temp directory when you use Author-it, but we

recommend that you create a Logs folder and point to it for each user (see "Optionally manually create a Logs folder and point to it for each user" on page 46).

For published outputs a Publishing folder is created under the Author-it install directory (for example, Author-it 5\Publishing) when you first publish. You can optionally manually create a Publishing folder and point to it for each User (on page 45).

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Optionally manually create a Publishing folder and point to it for each User

Each time a user publishes, the output goes to a sub-folder of the Publishing folder.

The folder is not created on initial software installation. By default the software creates this

Publishing folder within the Author-it installation folder when the user first publishes. Existing users probably already have this folder configured, and it is maintained across successive software updates.

You have the option to manually create a Publishing folder in any location where users have Read, Write and Delete access, so long as you then configure each user's Author-it software to point to that folder. For both multi-user and single-user installations we recommend this folder remains on a local computer (see "Author-it Publishing Folder" on page 30).

Users can customize the location of the Publishing folder and point to it from File (A-button) >

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Optionally manually create a Logs folder and point to it for each user

The Author-it Logs path defaults to the Windows Temp folder when you use the Author-it software. We recommend that you create a new folder called Logs in a suitable location and update the path in

Author-it Options > File Locations for each user. Existing users may already have this folder

configured, and it will be maintained across successive software updates.

Users can customize the location of this folder and point to it from File (A-button) > Author-it

Options > File Locations tab. For example:

Step 7 - Create User Accounts and Assign Permissions

In each Library database, you'll need to create Users and then assign security permissions to them. We recommend setting up User Groups so you can restrict some functions (such as maintaining styles and templates) to senior members of your team.

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Step 8 - Installing Author-it on Client Computers

Each person who needs to work with Author-it must have the Author-it program files installed on their computer. You must ensure this step is completed on each client computer.

You can install Author-it on any number of computers. The license defines how many users have access to Author-it at any one time.

After you have prepared the installation on your server, you are ready to install Author-it onto your client computers.



To Install Author-it on the Client Computers:

1) Close all other Windows programs. This lets Author-it update essential components which are shared by other programs.

2) Run the Author-it Setup program to begin the installation process. The setup confirmation screen opens. Choose Next to continue.

3) Choose I Agree to accept the End User License, then choose Next to continue.

4) The Setup Wizard shows you the location where Author-it will be installed on the computer. Use the suggested settings, or browse to another location.

Select how Author-it will be installed for people using this computer then choose Next to continue:

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 Choose Just me to make the installation of Author-it available to you only

5) When you have completed all of the required steps choose Next to begin the installation process. Progress is shown as the components are installed.

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Upgrading from a Previous Version of Author-it

Please read this procedure carefully before attempting to upgrade your existing version of Author-it. With any update, we recommend that you maintain accurate backups of your data before installing the software, and that you always test it in a separate environment before changing your production environment.

Refer also to these topics for detailed information: Upgrade Matrix - READ ME before upgrading

Minimum Server Requirements for Author-it (on page 13)

Minimum Computer Requirements - Client (see "Minimum Computer Requirements" on page 14)

Hardware and Software Recommendations for Installations (on page 15).

First determine if you are performing a major upgrade or a minor upgrade

Refer to the release notes for this software upgrade to determine any specific upgrade instructions. The release notes will clarify if the upgrade requires more procedures than normal.

A minor upgrade is from one release to a closely related release, for example from release 5.5.2 to

5.5.3.

A major upgrade is from primary release to primary release, for example from 5.xx to 6.xx What is the difference in procedure?

With a minor upgrade you can simply follow normal Windows software upgrade procedures: close the Author-it software, run the installation file, follow normal installation prompts, and on

completion re-open the Author-it software to check that it is functional. With a major upgrade, you also need to



Backup all your libraries, graphics, templates, and any other supporting files before the upgrade. When you run an upgrade, files that you have modified (such as publishing templates) should not be overwritten, while files that have not been modified should be overwritten.

 If using SQL Server, the library will not be backed up automatically. If the SQL database is less than 2GB in size, you are strongly advised to export it to JET first, or follow your normal backup procedure prior to upgrading the Library. Note that JET databases have a 2GB size limitation, so only SQL databases that are smaller than 2GB can be exported to JET.



Install the software into a test environment before updating your production software.



Upgrade the Library (the software will prompt you to do this when you log into Author-it Administrator).