Using External Areas
For users who are not meant to have access to the entire Xtech document, external areas can be created. There, users can store additional information and create individual topics which can be linked to Xtech document via a shortcut.
Creating External Areas
An external area can be created for documents and for shelves. In order to create an external area, follow these steps:
- Navigate into your Xtechwriter dashboard.
- Click the “Create External Area” action.
- Enter a name and select a shelf or an Xtech document that the external area belongs to.
- Click “Next“.
Note: A process is started for the preparation of the external area and depends upon your configuration. In the next section, the default process is described (see chapter “Prepare External Area”).
- In a shelf, you find all external areas assigned to either the shelf or an Xtech document contained in the shelf in the “External Areas” area.
- External areas can be accessed by all authorized users of the shelf and all authorized external users.
Prepare External Area
Once an external area is created, a process for the preparation of the external area is started. The process is dependent upon your configuration (see chapter “Defining Default Processes”). The default process included in the product is described below.
In order to prepare and external area, follow these steps:
- Create an external area (see chapter “Creating External Areas“).
- Navigate into your worklist. You have received the “Prepare External Area” activity for the newly created external area.
- Click the “Prepare External Area“ work item.
- Select the external users that shall have access to the external area.
- Define a reviewer who shall review and approve the provided content.
- Click the “Save“ button.
- Click the “Accept” work item.
Assigning Topics to an External Area
Topics can be assigned to an external area via the “Assign to External Area” context menu command. Thus, the topic only remains as a shortcut while external users can deliver contents for the topic.