User Guide

User Operations

The user operations are as follows: 

• Add New User: Allows you to add a new user to the server (described ahead). 

• Edit: Allows you to edit the properties and privileges of an already available user.

• Delete: Deletes a user. 

• Duplicate: Duplicates a user.

To add a new user: 

1. Under the Users tab of the People page, select the button + New User in the top of the bar actions to open the Add User pane.

   

2. In the Add User pane, add an image, enter a username, first name, last name, email, phone, and then select a license type and privilege for the user.

   

3. Select the button Save to create the user.

Once you have created a user, the Admin module displays the user overview in the User Details pane, from where you can also manage groups for the user. 

To manage groups for a user:

1. In the User Details pane, select the link See Groups to open the Manage Groups pane. 

2. In the Manage Groups pane, select the button Add to Another Group.

   

3. Search and select the group, click Add and then click Done to add the user to the selected group.

   

4. The Admin module lists the added group in the Manage Groups pane for the user.

   

Group Operations

The group operations are as follows:

• Add New Group: Allows you to add a new group to the server (described ahead). 

• Edit: Allows you to edit the properties and privileges of an already available user.

• Delete: Deletes a group. 

• Duplicate: Duplicates a group.

To add a new group:

1. Under the Groups tab of the People page, select the button + New Group in the top of the bar actions to open the Add Group pane.

   

2. In the Add Group pane, add an image, enter group name and email address, select a privilege, and search and select a member to add to the group. 

3. Select the button Add to add the selected user and then select the button Save to create the group.

   

4. The Admin module displays the overview of the newly created group in the Group Details pane with the options to edit and delete the group.

   

Content Privileges

Content privileges define the degree and type of access that a user can have for different content types. Content privileges are categorized as follows: 

General

General privileges are related to generic actions, which are as follows:

• Check In New: Allows a user to create or check in new assets to the server.

• Check Out Assets Assigned to Other Users: Allows a user to check out assets that have already been assigned to other users.

• Override Another Users Checkout: Allows a user to cancel check out by another users. 

• Duplicate: Allows a user to duplicate assets. 

• Delete: Allows a user to delete assets. 

• Preview: Allows a user to preview assets. 

• View All Revisions: Allows a user to view all the revisions of an asset within the collection the user has access to. 

• Revert to the Previous Version: Allows a user to revert to a previous version of an asset. 

• Read-only Check Out or Get Asset(s) Assigned to Other Users: Allows a user to get a read-only copy of an asset, without checking out the asset. 

• Change Checked-in Asset Name: Allows a user change the names of checked-in assets that are assigned to other users.

• Check In Asset without Displaying the Check In Dialog Box: Allows a user to bypass the Check In dialog by pressing Option/Alt on the keyboard while clicking the option Check In Asset.

• Enable Asset Archiving: Allows a user to archive assets on the server. 

• Get Original Assets: Allows a user to get the original version of assets from the server.  

• Check In New Revision: When left unchecked, restricts a user with insufficient privileges from creating a new version of an asset even when an author has routed the asset to the reviewer.

The Privileges pane is configurable. You can add custom privileges, disable or choose not to display a default privilege. For more information, connect with Quark Support. 

Publish

Publish privileges are related to the publishing channels available on the server such as PDF, HTML, and so on. 

Edit Attributes

Edit Attributes privileges define the level of access related to editing assets, which are as follows:

• Edit Normtal Access Fields of Asset(s) Routed to the User: Allows a user to edit Normal Access attributes for the assets routed to the user.

• Edit Normal Access and Limited Access Fields of Asset(s) Routed to the User: Allows a user to edit Normal Access and Limited Access attributes for the assets routed to the user.

• Edit Normal Access Fields of Asset(s) Routed to Other Users: Allows a user to edit Normal Access attributes for the assets that are routed to other users.

• Edit Normal Access and Limited Access Fields of Asset(s) Routed to Other Users: Allows a user edit Normal Access and Limited Access attributes the assets that are routed to other users.

• Change Collection of Checked-In Asset: Allows a user to move a checked-in asset to a different collection on the server.

• Change Workflow of Checked-In Asset: Allows a user to change the workflow of checked-in assets.

Edit Redlining

Edit Redlining privileges define the permissions related to reviews and track changes, which are as follows:

• Accept and Reject Changes (Selected/Displayed/All): Allows a user to accept and reject redlining (track) changes. 

• Enable/Disable Tracking: Allows a user to turn on/off the red line tracking. 

Revision Control

Revision Control privileges define the permissions related to whether a user can assign a major/minor version to a document.

Application Privileges

Application privileges define the degree and type of access that a user can have to different application features.

Application privileges are categorized as follows:

Create a New Attribute

To create a new attribute: 

1. Under the Attributes tab, select the button + Add New to open the Add New Attribute pane.

   

2. In the Add New Attribute pane, select an attribute type from the Type dropdown menu. 

3. Enter the required fields related to the type of attribute you have selected.

   

4. Select whether the attribute would have limited or normal access. 

5. Select the button Add Content Types to open a pane from where you can select a content type for the attribute and then select Done.

   

6. Select Save.

   

Create a Value List

To create a new value list: 

1. Under the Value Lists tab, select the button + Add New to open the Add Value List pane.

2. In the Add Value List pane, add a name to the list and add list items. To add a list item, enter a name then select the button + Add next to the list item name.

   

3. Select Save.

Edit a Value List

To edit a value list: 

1. Double-click on an item listed under the Value Lists tab to open the Value List Details pane.

   

2. In the Value List Details pane, select the button Edit to open the Edit Value List pane.

3. Make your edits (rename list, add a list item, remove a list item, or rename a list item). 

4. Select Save.

   

Create a New Content Type

To create a new content type:

1. In the left frame, select the category of which you want to create a new content type.

2. In the top bar actions, select the button + New Content Type to open the Add New Content Type pane.

   

3. In the Add New Content Type pane, enter the name of the content type and then select the button Create and Continue.

   

4. The Admin module creates a new content type and assigns the same properties (attributes, workflows, and automation channels) as the parent content type.

   

Other Content Types Operations

The top bar actions have the following additional content type operations: 

• Edit: Allows you to edit the name and category of a content type.

  

• Delete: Allows you to delete a content type (including all the children content types). 

• Duplicate: Allows you to duplicate a content type (excluding all the children content types).

Manage Attributes

The Attributes tab lists all the attributes related to the selected content type. The tab also has a quick search tool to search for an attribute by name, which, by default, displays the total number of attributes related to the selected content type.

To manage (add/remove) attributes:

1. Select the button Add/Remove Attributes to open the Add Attributes to Content Type pane.

2. In the Add Attributes to Content Type pane, select or deselect the checkbox against a listed attribute to add/remove the attribute for the selected content type.

3. Select Done.

   

Manage Automation Channels

The Automation Channels tab lists all the automation channels (publishing and delivery channels) related to the selected content type. The tab also has a quick search tool to search for a channel by name, which, by default, displays the total number of channels related to the selected content type.

To manage channels:

1. Select the button Add Existing to open the Add Channels to Content Type pane.

2. In the Add Channels to Content Type pane, select/deselect the publishing channels from the tab Publishing and then select/deselect the delivery channels from the tab Delivery. 

   

3. Select Done.

Add an Element

To add an element: 

1. In the Elements tab, select one of the smart content element types to open the Element Types pane. The Element Types pane also list the elements that have already been added to that smart content element type.

   

2. In the Element Types pane, select the button +Add to expand the name and type fields for the new element.

3. Enter the name of the element. 

   While you enter the name of an element, Quark Publishing Platform NextGen automatically generates a value for the field type, which is same as the name with spaces replaced with hyphen. 

   

4. Select the button Create.

Add an Attribute

To add an attribute: 

1. In the Properties tab, select the button Add Attribute to open the Add Attribute pane.

   

2. In the Add Attribute pane, enter the following details:

   1. Display Name (while you enter the name, Quark Publishing Platform NextGen automatically generates a value for the field Type Name)

   2. Data Type (such as text, date, number, and so on)

   3. Read Only (restricts an author to assign the value only once for this property for an asset)

   4. Value (values, if you have selected the checkbox Allow Multiple Values)

      

3. Select the button Save.

Add a Group

To add a group: 

1. In the Properties tab, select the button Add Group to open the Add Group pane.

   

2. In the Add Group pane, enter the following details:

   1. Name (while you enter the name, Quark Publishing Platform NextGen automatically generates a value for the field Type)

   2. Members (which are attributes that you can add to a group)

      

3. Select the button Save.

Add a Collection

To add a collection: 

1. In the Properties tab, select the button Add Collection to open the Add Collection pane.

   

2. In the Add Collection pane, enter the following details:

   1. Name (while you enter the name, Quark Publishing Platform NextGen automatically generates a value for the field Type)

   2. Member Name (which is the label for the group of attributes in a collection that do not belong to an already defined group)

   3. Members (which are attributes and groups that you can add to a collection)

3. Select the button Save.

Property Details

You can also view the details of the property by clicking a property name in the list of properties under the Properties tab.

You can also edit a property through the Property Details pane by clicking the button Edit. 

Add a Content Model

To add a content model: 

1. Select the button +Add in the top bar actions to open the window to create a new content model. 

2. In the window that opens, enter the following information:

   1. Name (the name of your content model)

   2. Type (while you enter the name, Quark Publishing Platform NextGen automatically generates a value for the field Type)

   3. Label (to be displayed on the user interface)

   4. Section Properties (the attributes of a document built using a content type of this content model)

   5. Label & Title (allows you to set the default title text, placeholder title text, and default body text)

   6. Properties for all the elements that you want to include in your content model. 

      

3. Link the content model to a content type through the following steps:

   1. Select the button Update Content Type Link to open the pane Link with Content Type. 

   2. In the pane Link with Content Type, select the checkbox Represent Content Model with Content Type to expand the list of content types. 

   3. Select a content type and then select the checkbox Create Content Type Under <Selected content type>.

   4. Select the button Ok to close the pane Link with Content Type. 

      

4. Select the button Save.

General Settings

In the general settings, you can manage the following: 

• Status Name: A text field wherein you can edit/update the name of the status.

• Color code: A color bar left to the name of a status, which you can select to open the color pallet and then select a unique color for the status.

  

• Set as starting status: A check box that allows you to set or remove a status as a starting status (or one of the starting statuses), which a user can assign to a new document as the first workflow status.

  You can only set a status as a starting status when at least one more status is already available for the same workflow and after you have created a transition relation between them. 

• Enable Redlining: A check box that allows/disallows tracking changes in a document.

• Delete Status: You can delete a status through the delete icon within the status card.

Transitions

You can set transitions between two or more statuses to define a structured flow between the statuses.

To set transition for a status: 

1. Select the status for which you want to set transition. 

2. Select the Select another status dropdown menu to see the list of the other statuses in the workflow.

   

3. Select the status(es) that you want to transition to from the current status.

After you have set transition for a status, Quark Publishing Platform NextGen adds a Transitions button to the status card to expand or hide the transitions related the status. 

You can remove a transition status through the delete icon next to the transition status.

Participation

The settings in the Participation section allows you to decide who can set this status for their documents.

There are three options: 

• Allow all roles to participate at this status: Usually the default selection that allows everyone with a certain role the access to a status.

• Allow no one: This option helps prevent any manual override to content automation flow.

• Select a few roles: Allows you to grant access to a status to only a certain set of users. You can manage the list of users through the button Manage, which gets enabled when you select the Select a few roles radio button.

The Manage button opens a pane with a list of roles from which you can select the ones you want to grant access to a status.

Quark Publishing Platform NextGen also displays the selected roles within the Participation section.

Privileges

The settings in the Privileges section allows you to set default or custom privileges for the selected roles. Essentially, the section allows you to override privileges; for example, when you override the check out privilege for a role that means a user with that role can cancel the checkout of document by another user.

These settings are as follows: 

• For All Roles, use default privileges at this status: Allows you to use the default settings as defined in the selected roles for a status.

• For All Roles, override privileges at this status: Allows you to override certain default privileges for certain content types in the selected roles for a status. You can manage the list of privileges through the button Manage, which gets enabled when you select the For All Roles, override privileges at this status radio button.

To override privileges for a status:

1. Select the button Manage to open the Redefine Privileges for All Roles pane.

2. In the pane, select the content types from the dropdown menu for content types. Be default, all content types are selected.

   

3. Select the role icon next to the listed privilege that you want to override. This opens a dialog with the following three options:

   1. Allow: Allows to override the privilege for the selected role and content types for a status. 

   2. Deny: Denies overriding of the privilege for the selected role and content types for a status.

   3. Do Nor Override: The default privilege settings.

      

4. Select the button Done to apply override privilege settings.

Rules

The settings in the Rules section allows you to set constraints related to the attributes on the transition from one workflow status to another. The section allows you to set constraints on both ends - while entering a status and while exiting a status for which there are separate tabs - Before Entering and Before Exiting.

You can apply the following types attribute constraints on the status transition (before entering or before exiting a status):

• Prevent change of the following attributes: Prevents a user from changing the value of the selected attributes to successfully transition between statuses.  

• Require change of the following attributes: Makes a user to change the value of the selected attributes to successfully transition between statuses.  

• Require a value of the following attributes: Makes a user to provide the value of the selected attributes to successfully transition between statuses.  

You can select the attributes on which you want to apply transition constraints on through the button Manage, which opens a pane with a list of attributes.