User Guide

Filter by a Search Query

This option displays statistics related to only the results that specific search query returned. To see the statistics related to a specific search query: 

1. Select the settings icon  next to Right Now to open the list of searches in a pane at the right-hand side of the screen.

2. Select a search from the list.

   

3. The Workspace module displays the statistics related to the assets returned by the selected search.

   

   You can also search for a search query by name in the right pane.

Filter by an Asset Type

To see the statistics for an asset type:

1. In the Content Type graph, select a content type graph bar.

   

2. The Workspace module adds a tag and highlights the graph bar for the selected content type and displays the related statistics in the Status pie chart and Assignment graph.

   

   If you want to switch back to display the statistics for all content type, select the cross sign against the tag that Workspace module has added. 

   

Filter by a Status

To see the statistics for a status:

1. In the Status pie chart, select a status section.

   

2. The Workspace module adds a tag and highlights the section for the selected status and displays the related statistics in the Content Type and Assignment graphs.

   

Filter by an Assigned User

To see the statistics for a user/ user group:

1. In the Assignment graph, select a user/user group graph bar.

   

2. The Workspace module adds a tag and highlights the graph bar for the selected user/user group and displays the related statistics in the Status pie chart and Content Type graph.

   

Filter by a Workflow

To see the statistics for a workflow:

1. Select the Workflows dropdown menu at the upper right corner of the section Right Now.

2. Select a workflow.

   

3. The Workspace module adds the tag for the selected workflow and displays the statistics for the selected workflow.

   

Filter by a Team

To see the statistics for a team:

1. Select the Teams dropdown menu at the upper right corner of the section Right Now.

2. Select a team.

   

3. The Workspace module adds the tag for the selected team and displays the statistics for the selected team.

   

Default Operations (Top Bar View Actions)

These are the options that the Workspace module displays at top of the page, which are as follows:

• Go to Location: Opens the location where the selected asset is stored on the server on the Browse page. 

• Edit: Checks out the selected asset and opens the asset in the content editor of the Author module for you to make edits. 

• Update Revision: Allows you to replace the version saved on the server with an updated version saved on your local machine.

• Select All: Allows you to select all the listed assets.

Additional Top-of-the-bar Operations

These are the options that you see when you select the kebab icon next to the default operations. These options are as follows: 

• Download: Downloads the selected asset to your local machine.

• Export: Allows you to export/download a CSV file of the asset to your local machine.

• Reindex: Re-indexes the file on the system (refreshes and reloads the file on the server).

• Duplicate: Creates a copy of the file on the server. 

• Discard: Removes the checkout status of an asset. This option only appears for the assets that are checked out.

• Delete: Deletes the file from the server. 

Quick Menu

These options provide a few quick operations on the selected file, whose icons appear when you hover over a file. These options are as follows:

• Edit (icon ): Checks out the selected asset and opens the asset in the content editor of the Author module for you to make edits. 

• Preview (icon ): Opens the Asset Details pane (on the right-hand side of the page) to display the preview of the selected asset.

• Attributes (icon ): Opens the Asset Details pane to display the properties (metadata) of the selected asset.

• Link (icon ): Opens the Asset Details pane to display the links and references in the selected asset.

  

File Information

This section of the Asset Details pane displays the following generic information about an asset: 

• Asset name

• Content type of the asset

• Collection folder

• Version

• Date of creation 

• Author

• Marked as favorite (icon  is highlighted) or not

File Operations

The Asset Details pane provides the options for the following file operations, some of which you have to invoke through the kebab icon:

• Edit: Checks out the selected asset and opens the asset in the content editor of the Author module for you to make edits.

• Start Workflow: Open the Change Workflow pane to allow you to change the workflow.

  

• Download: Downloads the asset file. 

• Publish: Opens the Publishing Channels pane to allow you to select a publishing channel to take an output.

  

• Reindex: Re-indexes the asset and reflects the latest changes. 

• Discard: Cancels the checkout status and checks in the asset to the server.

Tabs (Panes)

The Asset Details pane has the following tabs:

• Preview: This allows you to preview a document in several formats (channels) and also provides a few related options such as resizing (zoom-in, zoom-out) the preview, downloading a preview, and refreshing the preview. 

  

• History: Displays all the versions of a document with the options to display the autosave versions. You can also revert to an earlier version in the same manner as described in the section Author > App Panes > History. 

  

• Properties: Displays all the properties (metadata) of a document with the options to edit properties, to display all the properties associated with a document, and to search for a specific property by name.

  

  When you select the button Edit, the Workspace module opens the Edit Asset pane in which all the properties are editable. You can edit the properties you want to change and then select the button Submit to implement the changes.

  

  Some properties are dependent on another property. For example, when you select a value in the property Country, Quark Publishing Platform NextGen automatically lists the states/prefectures from the selected country. The dependencies between properties can be hierarchical or peer-to-peer.

  

  You can configure Quark Publishing Platform NextGen to not create a new version of an asset when you change asset properties such as workflow status, Assigned To, and so on. For more information, see Appendix.

  Additionally, you can edit common properties for several assets at once by selecting several assets in the list and then editing any of the common properties that the Properties pane displays.

  

• Link: Displays all the referenced elements from the server in a document and elements within the document that are referenced in other documents. You can also search for a linked or referenced asset by name and directly open a linked or referenced asset by clicking on the name of the asset. 

  

• Audit: Displays all the events related to an asset, such as when you open an asset, close an asset, change property, and so on. Through the Audit pane, you can filter the results for events by date range, event type(s), version(s), and user(s). Additionally, there are options to go back forward between audit lists, revert a selection, refresh the list, and download the list as an image, data, Crosstab, PDF, PowerPoint, or Tableau Workbook file. 

  

  When you select the button Download, a popup to select the format.

  

  Some options in the Audit tab are Tableau-specific.

Create a New Search Query

To create a new search query: 

1. Select the New Search button in the top-of-the-bar operations.

2. Add a name to the search. 

3. Select the following:

   1. In the dropdown menu Find, select whether you want to search for an asset or a collection.

      

   2. In the dropdown menu of type, select a content-type or a sub-content type.

      

   3. In the dropdown menu In location, select a folder/collection on the server. You can also choose to include a subfolder of a collection through the checkbox Search subfolders.

      

4. Mention a specific condition for an attribute; for example, where Name contains [value].

   

   You can also choose not to select a specific condition by selecting the checkbox Ask me later.

5. Select the button Run Search to see the search results. 

6. Select the button Save to save the search.

   

Edit a Search Query

To edit a search query: 

1. Select the Edit Search button in the top-of-the-bar operations.

2. Edit any of the dropdown values. 

   

3. Select Save. 

Share a Search Query

To share a search query:

1. Select the Share button in the top-of-the-bar operations to open the Share Search pane.

2. In the Share Search pane, select the button Manage Members.

   

3. In the Manage Members pane, select the users and user groups with whom you want to share a search and then select OK.

   

4. In the Share Search pane (where you can now see all the users and user-groups), select the button Save. 

   

New Collection

This allows you to create a new stand-alone collection/sub-collection. To create a new collection:

1. Enter the name and asset type in the Add New Collection pane.

2. Select the button Add Collection.

   

New Collection Template

This option allows you to create a new collection that you can use as a template to create a new collection. The process to create a new collection template is exactly the same as creating a new collection. 

New Collection from Template

This option allows you to create a new collection based on a collection template on the server. To create a collection from a template:

1. Select the template in the Add New Collection from Template pane from which you want to create a new collection. 

2. Select the button Next.

   

3. Enter a new for the collection and then select the button Add Collection.

   

View and Edit Collection Properties

To view a collection's properties: 

1. Select the properties icon  next to the collection name to open the Collection Details pane.

   

2. Switch between the Attributes, Members, and Workflow tabs to view the list of attributes of the collection, members (or user groups) who have access to the collection, and all the workflows applied across all the assets in the collection.

   

   You can also search for an attribute, member, or workflow by name through the Search tool within the Collection Details pane.

To edit a collection's properties: 

1. In the Collection Details pane, select a tab (Attributes, Members, or Workflows) for which you want to edit a property. 

2. Select the button Edit.

   

3. Change an attribute or add/remove a member (user group)/workflow based on the tab you are in.

   

4. Select the button Save. 

You can also apply the changes you make to the members and workflows of a collection to the children collections.

To apply member and workflow edits to children collections: 

1. While you are editing members/workflows, in the Collection Details pane, select the drop-down menu Apply Settings to Child Collections: 

   

2. Select one of the following options based on your requirement:

   

   1. None: To not apply the same changes to children collections. 

   2. Override: To override the properties of children collections with the properties of the parent collection. 

   3. Merge: To merge the properties of children collections and the parent collection. 

3. Select the button Save.

Generic Collection Operations

The following are some generic collection operations that appear as top-of-the-bar actions when you select a sub-collection: 

• Details: Displays information about a collection in the Collection Details pane, such as attributes, members who have access to the collection, and workflow, which you can edit from within the Collection Details pane.

  

• Duplicate: Creates a copy of a collection at the same location on the server with options to duplicate all assets and duplicate collection hierarchy.

  

• Copy: Create a copy of a collection at a different location on the server.

  

• Move: Moves a collection to a different location on the server.

• Delete: Deletes a collection.