2021 September Release

Administrative TasksPermanent link for this heading

As an app administrator, you can create and manage shelves and stylesheets as well as define settings in the Xtechwriter configuration. If you have “Full Control“ in a shelf, you can manage it.

Xtechwriter ConfigurationPermanent link for this heading

In the Xtechwriter configuration, general settings can be defined and users can be authorized to use Fabasoft Xtechwriter.

The Xtechwriter configuration is created automatically when Fabasoft Xtechwriter is activated for your cloud organization. The owner of the cloud organization is initially authorized for the role of app administrator.

As an app administrator, follow these steps to switch to the Xtechwriter configuration:

  1. Navigate into your Xtechwriter dashboard.
  2. Click the “Switch to Configuration“ action to enter the Xtechwriter configuration.

AreasPermanent link for this heading

The Xtechwriter configuration is divided into the following areas.

Shelves

This area displays the available shelves. Further information regarding shelves can be found in chapter “Managing Shelves“.

Stylesheets

This area displays all available stylesheets. Further information on stylesheets can be found in chapter “Managing Stylesheets“.

Forms and Categories

This area displays the forms and categories provided by the Xtechwriter configuration. With the help of these, Xtech documents can be extended in order to, for example, save customer data. Categories can be assigned to objects and thus manipulate their behavior.

Further information on the definition of forms and categories can be found in the white paper “Model-Based Customizing”:

https://help.cloud.fabasoft.com/index.php?topic=doc/Model-Based-Customizing/index.htm

Processes

This area displays the processes provided by the Xtechwriter configuration. Users, organizations, organizational units and external organizations can be involved in handling business objects via the workflow by starting a process that can be executed via the worklist. Usually, these are approval and release processes.

Further information on the definition of processes can be found in the white paper “Model-Based Customizing”:

https://help.cloud.fabasoft.com/index.php?topic=doc/Model-Based-Customizing/index.htm

Templates

This area displays the templates provided by the Xtechwriter configuration. In the “Create” dialog (e.g. “New” context menu command), the templates are grouped according to the template categories.

Defining template categories for templates

In the “Create” dialog, the templates are grouped according to the template categories.

In order to define a template category, follow these steps:

  1. Navigate into the Xtechwriter configuration and then into the “Templates” area.
  2. Click the “Define Template Categories” action.
  3. In the Template Categories field, enter the desired name of the template category and then click in the drop-down menu on “Click here to create the entered template category”.
  4. Click “Define“.

The template category can be assigned to a template in its properties, on the “Template” tab in the Template Categories field.

Defining Xtech document templates

In order to define a new Xtech document template, follow these steps:

  1. Navigate into the Xtechwriter configuration and then into the “Templates” area.
  2. Create a new Xtech document (“New” action).
  3. In the context menu of the document, click “Properties”.
  4. Switch to the “Template” tab.
  5. In the Template Categories field, select an existing template category.
    Note: If there is not template category defined for a template, said template is categorized as an item of “Teamroom Templates” and offered as such in a “Create” dialog.
  6. Click “Next“.
  7. Write the desired content of the Xtech document.
  8. In the context menu of the Xtech document, click “Release for Usage”.

Text Modules

This area displays the text modules that can be inserted into Xtech documents.

Defining text module categories for text modules

Text module categories define under which categories a text module can be found upon inserting it into a document.

In order to define a text module category for text modules, follow these steps:

  1. Navigate into the Xtechwriter configuration and then into the “Text Modules” area.
  2. Click the “Define Text Module Categories” action.
  3. Click the “Add Entry“ button and then click “New“.
  4. In the Name field, enter the desired name for the text module category and click “Next”.
  5. Click “Define“.

The text module category can be assigned to a text module in its properties via the Text Module Categories field.

Defining text modules

In order to define a text module, follow these steps:

  1. Navigate into the Xtechwriter configuration and then into the “Text Modules” area.
  2. Click the “Create Text Module” action.
  3. Click the “Static Text Module (Xeditor Section)” or “Static Text Module (Xeditor Topic)” entry.
  4. In the Name field, enter the desired name for the text module and click “Next”.
  5. Click the “Edit“ context menu command and write the desired content.
  6. Click the “Release for Usage“ context menu command.

Note:

  • Text modules created in the Xtechwriter configuration must be released by clicking “Release for Usage” in the context menu before they can be used. Changes in the text modules must also be released via the “Re-Release” context menu command.
  • In order to better organize your text modules, you can create a hierarchy of text module folders (“Create Text Module Folder” action).

Thesauri

This area displays the thesauri provided by the Xtechwriter configuration that allow tagging.

App administrators can create further thesauri and/or add new terms.

Presettings

This area displays the presettings provided by the Xtechwriter configuration (display settings and search forms).

App administrators can create search forms. It is also possible to save display settings in the configuration by clicking “View” > “Display Settings” > “Save” in a list.

Failed Background Tasks

This area displays failed background tasks (only visible when there is least one failed background task). You can perform the following manual actions: “Define Next Execution”, “Send Link” and “Delete”.

SettingsPermanent link for this heading

In the Xtechwriter configuration, you can define the following settings.

”General Settings tab

  • Name
    The name of the configuration
  • Subject
    The description of the configuration.
  • Holiday Table
    Defines the holiday table that is used in the configuration (otherwise the default holiday table is used).
  • Restrict Shortcuts Within Teamroom
    Defines which kind of shortcuts can be pasted in the configuration. You can restrict the shortcuts to objects that are assigned to the organization or to the configuration.
  • Restrict the Downloading or Opening of Content on the Device
    Allows you to restrict the team members who can download content to or open content on their device.
  • Roles That Are Allowed to Open or Download Content on the Device
    Defines which permissions a team member must have in order to open or download content at the device.
  • All Team Members May Add Members
    Defines if all team members are allowed to add users to the team or only team member with “Full Control“.
    Members with Change Access are able to grant Change Access or Read Access to other users (or withdraw it).
  • Restrict Team Members
    Defines organizations, organizational units, teams, and external organizations whose member can be add to the configuration. If the list contains no entries, members can be added unconditionally.
  • Enable Advanced Mode
    Advanced Mode includes, for example, working with several shelves and managing templates and presettings.
  • Main Administrator
    Defines the user who receives automatically generated e-mail messages regarding the configuration. Otherwise, all App Administrators receive the messages. The user is also named as a contact in the case of missing notification.
  • Support Team
    The support team handles the organization-internal management of support requests in the respective context.
  • Activate Trace Output
    As a form designer, if you apply expressions for computation or validation, errors in the expression might be difficult to identify. In order to speed up analysis, you can output trace results via the browser console (cooobj.Trace("string"); or cooobj.Trace("string", value);).

Logos“ tab

The defined logos and the background image are applied to the configuration and all personal dashboards.

“Default Values tab

  • Default Thesaurus for New Terms
    If a default thesaurus exists, new tags can be added directly.
  • Default Categories
    The default category as assigned to an object upon creation according to the defined object class.
    Note: The default categories are also applied to shelves if they were explicitly defined for shelves. The same is true for Teamrooms stored in shelves and other rooms.
  • Default Processes
    When an object is created, the process is applied according to the defined object class.
    Note The default processes are also applied to shelves if they were explicitly defined for shelves. The same is true for Teamrooms stored in shelves and other rooms.
  • Default Background Tasks
    When an object is created, the background tasks are applied.
  • Release Process for Templates and Presettings
    In order to use templates, text modules, form and categories, processes and presettings, they must be released. If the release is supposed to be initiated by a process, a BPMN diagram can be placed here. Release processes must contain the “Release for Usage” activity.

“Content Settings tab

  • Allow Comments
    Defines if PDF comments can be attached to documents.
  • Allowed Types for Comments
    Defines the allowed types of comments (public or private)
  • Preferred Type for Comments
    Defines the default comment type when a comment is written (overrides the definition in the basic settings of the user).
  • Users With Read Access Are Allowed to Comment Publicly
    Defines if users with Read Access can write public comments.
  • Allow Public Links
    Defines if public links can be published.
  • Generate Cover Sheet for PDF Overviews of documents
    Defines if PDF overviews of documents generate cover sheets.
  • Use Watermarks
    Defines if documents are automatically converted into protected PDF documents with a definable water mark.

RolesPermanent link for this heading

In the tool area of the Xtechwriter configuration, click the “Team” action in order to assign one of the following roles to user, teams or organizational units. Thus, users are authorized to use Fabasoft Xtechwriter, and the Xtechwriter dashboard is automatically placed on “Home”. Additionally, the roles determine the scope of action for the user.

  • App Administrator
    App administrator can manage configuration settings as well as create and manage shelves, stylesheets, forms and categories, BPMN processes, templates and text modules.
  • App User
    App users can manage Xtech documents. They must be authorized for their respective shelves.
  • App User (External)
    External app users (e.g. customers) gain given access to the external areas for which they are authorized. Furthermore, they can read publications.

Managing ShelvesPermanent link for this heading

Xtech documents are managed in shelves and assigned to the one shelf wherein their access rights are defined.

Creating ShelvesPermanent link for this heading

In order to create a new shelf, follow these steps:

  1. Navigate into the Xtechwriter dashboard.
  2. Click the “Create Shelf” action.
  3. In the Name field, enter a title for the new shelf.
  4. Click “Next“.

AreasPermanent link for this heading

Shelves are divided into the following areas:

  • Xtech Documents
    Displays the Xtech documents in the shelf.
  • Publications
    Displays the publications in the shelf.
  • External Areas
    Displays the external areas in the shelf.
  • More Contents
    Displays the additional contents in the shelf.

ActionsPermanent link for this heading

You can perform the following actions:

  • Create Xtech Document
    You can create an Xtech document based upon a stylesheet.
  • Create External Area
    You can create an external area that belongs to a shelf or an Xtech document. External areas enable users to provide content when they do not have access to the actual Xtech document.
  • Show New Events
    You can display changes and events of the shelf.
  • Manage Follow-Ups
    With the help of follow-ups, you can arrange to have an e-mail sent to a user or a process started at a certain time.
  • Templates and Presettings
    Templates and presettings can not only be defined in an Xtechwriter configuration, but also for each shelf. Further information on the widgets can be found in chapter “Areas“.
  • Settings
    You can manage and edit general properties of the shelf (see chapter “Settings“)

SettingsPermanent link for this heading

In a shelf, you can define the following settings.

“General Settings tab

  • Name
    The name of the shelf.
  • Subject
    The description of the shelf.
  • Holiday Table
    Defines the holiday table that is used in the context of the shelf (otherwise the default holiday table of the configuration or the default holiday table is used).
  • Restrict Shortcuts Within Teamroom
    Defines which kind of shortcuts can be pasted in the configuration. You can restrict the shortcuts to objects that are assigned to the organization or to the configuration. This way you can avoid pasting shortcuts that members of the shelf do not have access to.
  • Restrict the Downloading or Opening of Content on the Device
    Allows you to restrict the team members who can download content to or open content on their device.
  • Roles That Are Allowed to Open or Download Content on the Device
    Defines which permissions a team member must have in order to open or download content at the device.
  • Team Members With Read Access Visible to All Members
    Defines if all team members can see team members with Read Access. If the setting is deactivated, members with Read Access are only visible to members with Full Access. Beware that deactivating this setting also restricts further use cases.
  • Display Notifications for Users Without Rights to View the Team
    Defines whether events for team members who are not allowed to see the team are generally disabled. Otherwise, only events are displayed that do not allow any conclusions to be drawn about team members with read access.
  • All Team Members May Add Members
    Defines if all team members are allowed to add users to the team or only team member with “Full Control“.
    Members with Change Access are able to grant Change Access or Read Access to other users (or withdraw it).
  • Restrict Team Members
    Defines organizations, organizational units, teams, and external organizations whose member can be add to the configuration. If the list contains no entries, members can be added unconditionally.
  • Main Administrator
    Defines the user who receives automatically generated e-mail messages regarding the configuration. Otherwise, all App Administrators receive the messages. The user is also named as a contact in the case of missing notification.
  • Support Team
    The support team handles the organization-internal management of support requests in the respective context.
  • Activate Trace Output
    As a form designer, if you apply expressions for computation or validation, errors in the expression might be difficult to identify. In order to speed up analysis, you can output trace results via the browser console (cooobj.Trace("string"); or cooobj.Trace("string", value);).

Logos“ tab

The defined logos are applied to the shelf.

“Default Values tab

  • Default Thesaurus for New Terms
    If a default thesaurus exists, new tags can be added directly.
  • Default Categories
    The default category as assigned to an object upon creation according to the defined object class.
  • Default Processes
    When an object is created, the process is applied according to the defined object class.
  • Additional Background Tasks
    When an object is created, the background process is applied according to the defined object class.

Note: The default settings override or extent the setting in the configuration.

“Content Settings tab

  • Allow Comments
    Defines if PDF comments can be attached to documents.
  • Allowed Types for Comments
    Defines the allowed types of comments (public or private)
  • Preferred Type for Comments
    Defines the default comment type when a comment is written (overrides the definition in the basic settings of the user).
  • Users With Read Access Are Allowed to Comment Publicly
    Defines if users with Read Access can write public comments.
  • Allow Public Links
    Defines if public links can be published.
  • Generate Cover Sheet for PDF Overviews of Documents
    Defines if PDF overviews of documents generate cover sheets.
  • Use Watermarks
    Defines if documents are automatically converted into protected PDF documents with a definable water mark.

Note: The content settings override the definitions in the configuration.

RolesPermanent link for this heading

You can grant different access rights for every individual shelf. In the tool area, click the “Team” action in order to assign one of the following roles to users, teams or organizational units.

  • Full Control
    These team members have all access rights and can therefor
    • create new Xtech documents in the shelf, and edit or delete (wastebasket) existing Xtech documents,
    • create and define templates and text modules for the shelf,
    • create public links,
    • empty the wastebasket,
    • dissolve the entire shelf,
    • define settings regarding access protection, shortcuts, public links, visibility of teams, invitation options and organization restrictions,
    • define logos,
    • delete the history, and
    • grant all access rights.
  • Change Access
    These team members have change access rights and can therefor
    • create new Xtech documents in the shelf, and edit or delete (wastebasket) existing Xtech documents,
    • create and define templates and text modules for the shelf.
  • Read Access
    These team members have read access rights and can therefor
    • read existing Xtech documents, and
    • view release version if they exist.

Managing StylesheetsPermanent link for this heading

Stylesheets define the XML schema and the notation of the media-neutral Xtech documents. They are managed in the Xtechwriter configuration in the “Stylesheets” area. You can create custom stylesheets or use the default stylesheet included in the product.

Creating StylesheetsPermanent link for this heading

In order to create a stylesheet, follow these steps:

  1. Navigate into the Xtechwriter configuration and then into the “Templates” area.
  2. Click the “Create Stylesheet” action.
  3. Define the desired settings. A detailed description of setting options is available in chapter “Settings“.
    Note: The button “Refresh Preview“ allows you to check your changes by means of a sample document.
  4. Click “Create“.
  5. Click “Release for Usage” in the context menu of the stylesheet. Changes in the stylesheet must can be released via the context menu command “Re-Release”.

Note:

  • You can make alterations by clicking the “Edit Stylesheet” action.
  • The “Set as Standard“ action defines the stylesheet as the default. It is then preselected when creating an Xtech document.
  • When creating an Xtech document, a stylesheet must be selected. The selection can be changed later if the new stylesheet is based upon the same XML schema.

SettingsPermanent link for this heading

A stylesheet offers the following settings:

“Stylesheet tab

  • Name
    The name of the stylesheet.
  • XML-Schema
    Defines the XML schema used (currently supported: “Xeditor Schema Lightweight DITA“).
  • Document for Previewing the Stylesheet
    Defines the document displayed in the preview area. This can be the default sample document, and any Xtech document or topic.

“Usability tab

  • Applicable for
    The usability of the stylesheet is restricted to object classes and categories listed (e.g. Xtech document and topic).

“Page Setup tab

  • Use Page Elements
    Defines which additional page elements (e.g. a footer) are displayed. Further settings can be defined for the selected page elements.
    • Cover Page
      Defines the image and the text of the cover page (incl. their assigned CSS classes). The text can be selected from fields that are available based on the settings in “Usability”.
    • Back Cover
      Defines the image and the text of the back cover (incl. their assigned CSS classes). The text can be selected from fields that are available based on the settings in “Usability”.
    • Header
      Defines the header text and position (left, centered, right). The text can be selected from fields that are available based on the settings in “Usability”.
    • Footer
      Defines the footer text and position (left, centered, right). The text can be selected from fields that are available based on the settings in “Usability”.
  • CSS
    Defines the styling for all elements in the PDF document. Use Print CSS for this purpose.

“Custom Content Classes tab

  • Custom Content Classes
    Defines custom classes for styling elements.
    • Name
      Defines the display name of the class.
    • Elements
      Defines which elements the class can be applied to (e.g. note).
    • CSS Class
      Defines the assigned CSS that is used for the styling.

“Styling tab

  • CSS
    Define the styling for all elements in the document. These stylings are used to display the document in the editor and in the output PDF. Use CSS specifications.

Defining Default ProcessesPermanent link for this heading

The default processes included in the product can be replaced with custom processes if needed. The processes can be stored in the configuration in order to apply to all shelves. In addition, a definition for each individual shelf (overrides the setting in the configuration).

In order to replace the included default processes, follow these steps:

  1. Create the desired BPMN process in the Xtechwriter configuration (“Processes” area) or in a shelf (“Templates and Presettings” action > “Process Templates” area) and release it.
    • The Applicable for field defines the usage of the process. The specific activities described in the next section are therefor made available.
    • In order to use the process “Release Publication“, you need to restrict it to “Publication (App: Xeditor-Integration)” via the Applicable for field.
    • In order to use the process “Prepare External Area“, you need to restrict it to “External Area (App: Xtechwriter)” via the Applicable for field.
  2. Define the previously created BPMN process as a default process in the Xtechwriter configuration or in the shelf (“Properties” action > “Default Values” tab > Default Processes field). The object class required corresponds to the usability (as previously described), depending on the process (”Publication (App: Xeditor-Integration)“ or ”External Area (App: Xtechwriter)“).

Release Publication

The following specific activities are available:

  • Forward for Approval
    Forwards the publication for approval.
  • Release Publication
    Releases the publication (or not). The publication receives the corresponding status.
    Note: This activity must be used in the process so that it can replace the default process.
  • File Publication
    Deposits a PDF copy of the publication in a definable folder.
  • Register Publication
    Registers a PDF copy of the publication to, for example, a file.

Prepare External Area

The following specific activities are available:

  • Prepare External Area
    Defines the external members and the reviewer of the external area.
    Note: This activity must be used in the process so that it can replace the default process.