How-To: Create a new DocPublisher document

This tutorial demonstrates how to

create a new DocPublisher document

using MS Word or a HTML editor

www.swingsoftware.com

In this example we will create a new document in the ‘Employment’ folder

1) To create a document you need to have either an Author or Content Manager role. Once you log in, click on the Authoring button to enter the authoring mode.

2) Next, click on the folder ‘Employment’. The frame on the right side will show a list of all documents available in this folder sorted by their status.

3) Click on button ‘New’ and select ‘New MS Word document’. Here you can also create a new folder if needed. The new folder will be created under the current active folder.

4) Now the document authoring area is presented which contains 4 tabs that are used for: -Creating document content-Specifying document properties-Setting access permissions-Viewing document history

The next steps describe actions in all these tabs.

5) First, enter the title of the document. Next, in order to import a MS Word document, either drag & drop the document from your desktop, or click on the ‘Import existing document’ link. To create a MS Word document from scratch or from a pre-defined template, click on the ‘Create new document’ link.

Note: If you import an existing Word document, than properties of this document (such as Title etc. ) will also be imported into corresponding DocPublisher property fields.

If needed, you can also store additional documents and file formats in DocPublisher, and also create links to other documents (or sections within these documents).

Creating document content:

Creating document content:6) If you clicked on the ‘Create new document’ link in the previous step, a pop-up window will appear with a list of MS Word templates that you can use (these templates can be configured by database Administrator). Select the ‘Policy’ template and click OK.

7) DocPublisher will automatically launch MS Word from the web browser and open the ‘Policy’ template. You can start working on your document content now.

8) Once your document is ready, close and save it. The Word document is now uploaded to DocPublisher and also converted to HTML. A PDF copy can also be created if needed (this option needs to be enabled by the administrator).

Creating document content:

Specifying document properties:

9) After you’ve finished working on content, click on the properties tab. You now need to enter values for document properties such as version number, document owner, expiry date, next review date and optionally a version description. Version number is automatically incremented each time there is a new revision.

Note: In addition to the default document properties shown here, you can also create your own custom properties (eg. Department etc..) and populate them with values. Later, searches can be performed based on these properties or you can also create custom views categorized by values in these properties. Creation of custom properties and views is performed in the Administration section.

Setting access permissions:

10) In the next step, click on the permissions tab. Here you can set access permissions for publication readers and draft editors. In case of publication readers, you can select either individual users or groups of users. Permissions can also be set on the folder level by Content manager.

Note: The history tab is empty at step 11 since the document is being created for the first time. Once the document is saved as Draft, and with any subsequent changes, an entry will be made in the document history together with all relevant information.

11) To save the document as Draft, click on the ‘Save as Draft’ button.

12) Document is now saved as a Draft and the content is displayed in the frame. To edit the content again, just click on the ‘Edit’ button and you will be transferred to the document authoring area again.

If you want to edit the document at a later time, you can find your draft in the ‘Employment’ folder

Creating a document with HTML editor

To create a document using HTML editor, go to the step 3 of this tutorial and instead of clicking on ‘New MS Word document’, choose ‘New HTML document’. All other steps remain the same.

Note: The HTML editor offers several editing tools which you can use to easily create a properly formatted document. In adition to this, you can also edit HTML code directly by pressing on the HTML button.

What we have done: We created a DocPublisher document using MS

Word We set document properties and access permissions We saved the document as a draft We saw the HTML editor which can be used instead

of MS Word

Still to come...• Submitting a document for review and approval • Publishing or withdrawing a document• Creating a new revision from a document • Rolling back to a previous version