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, Quark Publishing Platform NextGen displays the user overview in a pane, from where you can also manage the user and the user's groups. 

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.

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. Quark Publishing Platform NextGen displays the overview of the newly created group in the same 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 Other Users Check out: Allows a user to cancel check out by other 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 to 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.

Branches

Branches privileges define the permissions related to branching, which are as follows:

• View Branch: Allows a user to view the branches of an asset.

• Create/Modify Branch: Allows a user to create a branch of an older version of an asset and switch to a different branch.

• Delete Branch: Allows a user to delete branches of an asset.

• Create a branch of the latest version: Allows a user to create a branch of the latest version of an asset. 

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. Quark Publishing Platform NextGen 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 children content types). 

• Duplicate: Allows you to duplicate a content type (excluding all 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.

Manage Translations

The Translations tab lists all the languages you have configured for translation for the selected content type. The tab also has a quick search tool to search for a language by name, which, by default, displays the total number of languages configured for translation related to the selected content type.

Additionally, the tab has the following language operations, which get enabled when you select a language from the list (except + New Configuration): 

• Edit: Allows you to edit the configuration for the selected language. 

• Delete: Deletes the selected language configuration.

• Duplicate: Creates a copy of the selected language configuration. 

• Apply to all children content types: Applies the language configuration to all the children of the selected content type.

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 lists 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. Under the left pane tab Content Models, select Models, expand the + New button in the top bar actions, and then select the option New Content Model to open the pane in which you can create a new content model.

   

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

   1. Name: The content model name.

   2. Display Name: If you want to display a different name for the content model on the user interface.

   3. Type: QPP NextGen automatically generates a value for this field based on the value you provide in the field Name. QPP NextGen uses this value instead of the name to refer to a content model at the back end.

   4. Section Properties: Metadata (for example, Creation Date, Modification Date, Business Unit, Authors, and so on) for the documents based on the content model. 

      

   5. Label & Title: Under this field, you can define the default title, body, and placeholder text for the document. 

      

      The rest of the fields (Paragraph, Tags. Region, Table, and so on) are the building blocks of a document, which are available for all content models by default. For each of these building blocks, you can define a set of metadata, which is separate from the document. Additionally, based on the type of the building block, you can define other properties as well. For example, for paragraphs, apart from metadata, you can also define the type of paragraphs 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. Add the structural sections (Brief, Data Size, and so on) as children of your model from the top bar action + New Child and provide the values of the same fields as in step 2 with one additional field Occurrence, in which you can define how many times the section can appear in the structure. 

   

   You can also add an already available section/model on the server as a child of your model through the button + Add Existing Child.

   

   Additionally, you can also delete a child you have added through the button Remove Child.

5. After you have added all the structural sections to your model, configure the building blocks of these sections as you do for a content model title (parent node). 

   

6. After you have added and configured all the structural sections of your model, select the button Save. 

Add a Citation Model

QPP NextGen provides support for the following commonly used citation types: 

• Journal Article

• Personal Communication

• Web Page

• Government Document

• Press Release

• Conference Proceedings

This allows you to seamlessly import citations from other sources to a QPP NextGen server repository. However, if your documents contain a citation other than the above-mentioned citation types, QPP NextGen also allows you to add a new citation type in the same way you add a content model. 

To add a new citation model:

1. Under the left pane tab Content Models, select Models, expand the + New button in the top bar actions, and then select the option New Citation Model to open the pane in which you can create a new content model.

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

   

   1. Name: The citation model name.

   2. Display Name: If you want to display a different name for the citation model on the user interface.

   3. Type: QPP NextGen automatically generates a value for this field based on the value you provide in the field Name. QPP NextGen uses this value instead of the name to refer to a citation model at the back end.

   4. Section Properties: Metadata (for example, Creation Date, Modification Date, Business Unit, Authors, and so on) for the citations based on the citation model. 

   5. Label & Title: Define the default title, body, and placeholder text for the citation. 

   6. Paragraph: Define the type of paragraphs that you want to include in your citation model and the metadata you want to use with the paragraph. 

   7. Tag: Select a tag type. 

3. Link the citation 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 citation 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 a 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. By 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 the privilege for the selected role and content types for a status.

   3. Do Not 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 of 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.