Adapter for Microsoft Office User Guide

Create a New Document from a Template

Quark Publishing Platform NextGen Adapter for Microsoft Office allows you to use documents that are already available in the repository as templates to create new documents. You can use a document template that contains minimum required elements and attributes (for example, custom guidance text or instructions) based on the type of document you want to create.

To create a new document from a template:

1. Select File > New Document from Server.

2. In the Available Templates menu, select New Document from Server Template.

   

3. In the Select Template dialog, you can find the template that you want to use in the following ways:

   1. Select one of the following paginated browsing tabs and navigate to the template:

      1. Favorites: Lists the most frequently used folders and files.

      2. My Assignments: Lists the documents assigned to you (logged-in user).

      3. Searches: Lists the Saved Searches on the server that are accessible to you.

      4. Continue Editing: List the documents that you are currently working on.

      5. Browse: Displays the document repository that is accessible to you.

   2. Search for the template in the Search tool.

      

4. Select the document template and its version or branch (if required), and then select OK.

   

   To select a branch, expand the list of branches through the branch pill icon. More on this in the section Branching. 

   

5. Quark Publishing Platform NextGen Adapter for Microsoft Office creates a new document based on the template you selected.

Create a New Document from a Document

This works the same as the option Create a New Document from a Template except that you select the second option New Document from Existing Document in the Available Templates menu.

Open a Document from the Repository

Quark Publishing Platform NextGen Adapter for Microsoft Office allows you to open documents that are already saved in the repository.

To open a document from the repository:

1. Select File > Open > Quark Adapter for Office > Browse.

   

2. In the Open from Server dialog box, use one of the paginated tabs or the Search tool to find to document that you want to edit or view.

3. Select the document (and its version or branch, if required) and then:

   1. Select Open if you want to edit the document.

   2. Select Read Only if you only want to view the document.

      

4. Quark Publishing Platform NextGen Adapter for Quark XML Author opens the document.

The view in your repository software and the Open from Server dialog show the file with the checked out icon . The Checked Out by field is set to your User Name. When you are finished authoring, save the document to the repository.

Save Document Revisions

You can save and check-in a document from the Office application it is open in. Components within the document will be available for reference in other documents. For new documents, specify the desired repository folder and filename.

You can choose to check in and close the document or keep it checked out and open for further editing.

To save a revision of a document:

1. Perform one of the following:

   1. To keep the document open, select File > Save to Server.

   2. To close documents, select File > Done Editing.

      

2. In the Save dialog box, select a location in the repository where you want to save your document.

   

   You are not allowed to change the collection where the document is located when you are saving a revision. This can only be done when you are doing Done Editing (Save/Close a document).

3. Select a workflow from the Workflow drop-down menu. Workflows define the life-cycle stages of a document. For example, the workflow of a document can have the stages - Author, Review, and Publish.

   

   By default, Quark Publishing Platform NextGen Adapter for Microsoft Office selects the stage that is listed first in the list or the stage that the document is already in if the document is a revision of an already available document.

4. Choose the people or group you want to assign (for example, for review) the authored document if required, and then select Assign.

   

   If your workflow uses automatic status-based assignment, the Assign To menu automatically selects people/group when you select an option from the Status drop-down menu.

5. Enter a revision comment, if required.

   Quark Publishing Platform NextGen Adapter for Microsoft Office displays revision comments when you open a document to view or edit.

6. Choose a version type to check the file in as a Major Version/Minor Version or create a new branch, if required.

   

   When you select the Create Branch checkbox, Quark Publishing Platform NextGen Adapter for Quark Microsoft Office displays another optional field Branch Label in which you can enter the name you want to assign to your branch. If you do not assign a label, Quark Publishing Platform NextGen Adapter for Microsoft Office assigns a branch number automatically. More on this in the section Version Number and Branch Notation. 

7. Select the button Save.

Discard Changes

You can use the Discard Check Out feature to cancel the checkout of a document. All authoring changes will be discarded.

The document must already be open in the application.

To discard check out:

1. Choose File > Close

2. In the prompt that asks, "Do you want to revert changes?", select Yes.

3. Quark Publishing Platform NextGen Adapter for Microsoft Office discards the changes made to the document since it was checked out and closes the document.

Close Server Documents

Documents checked out from the Quark Publishing Platform NextGen server need to be saved to the server or saved and closed to preserve any changes made to them locally. Closing the document via a keyboard shortcut, through the File menu, or by clicking on the Close icon on the top right-hand corner of the window displays a dialog with the following options:

• Done Editing: Updates the Quark Publishing Platform NextGen server with your most current changes, checks-in, and then closes the project or template.

• Discard Changes: Discards the checkout, closes the project or template, and makes it available for others to check out. An alert displays, allowing you to save or discard any changes made since your checkout. If you saved a revision on Quark Publishing Platform Server, it becomes the current version when you cancel a checkout.

• Close: Closes the document. If the document has not been saved, an alert displays, allowing you to save the open document locally. If you choose Don’t Save, the document is closed with the last saved change. Choosing Cancel dismisses the alert.

Browsing Options

When you are opening a file from a server or saving a file to a server, you can use the following browsing options:

• Switch between list view and grid view. By default, Quark Publishing Platform NextGen Adapter for Microsoft Office displays results in the list view.

  

• Sort results in the list view. Quark Publishing Platform NextGen Adapter for Microsoft Office displays customized sorting options based on the paginated tab you use. For example, under the tab Favorites you can sort the results by Name, Status, Assigned To, Created (date of creation), Last Modified, Last Modifier, and Collection (location in the repository).

  

• Use popular and previously made searches.

• Refresh results when you do not find a file/folder where you expect to find that file/folder within the repository.

• Switch between result types - files only, folders only, or all files and folders.

  

Icons

Some files in the repository can have an icon next to them, which either represents the content type or the state the file is currently in.

The following table lists these icons with their description: