WebCenter User Guide - Product documentation

WebCenter
User Guide
WebCenter
Contents
1. Copyright Notice.......................................................................................................................................................................... 7
2. What's New for WebCenter Users?.................................................................................................................................... 9
3. Getting Started with WebCenter........................................................................................................................................ 10
3.1
3.2
3.3
3.4
3.5
Opening WebCenter.......................................................................................................................................................10
Understanding the WebCenter Page Layout....................................................................................................... 11
Filtering Content.............................................................................................................................................................. 13
Using the Cart..................................................................................................................................................................13
My Work (Menu).............................................................................................................................................................. 14
3.5.1 My Work.................................................................................................................................................................14
3.5.2 My Locked Documents....................................................................................................................................15
3.6 Projects............................................................................................................................................................................... 16
3.6.1 Favorite Projects.................................................................................................................................................16
3.6.2 Projects I Manage..............................................................................................................................................16
3.6.3 Projects I Am Invited to...................................................................................................................................17
3.7 Searching Content in WebCenter.............................................................................................................................17
3.7.1 Normal Searching...............................................................................................................................................18
3.7.2 Keyword Searching............................................................................................................................................22
3.7.3 Search Strings Examples................................................................................................................................ 23
3.7.4 To Save a Search...............................................................................................................................................23
3.7.5 Downloading Search Results.........................................................................................................................24
3.7.6 Search enhancement........................................................................................................................................ 24
3.7.7 Working with Saved Searches...................................................................................................................... 24
3.7.8 Working with the Asset Browser..................................................................................................................34
3.8 My WebCenter..................................................................................................................................................................39
4. Working with Projects and Documents.......................................................................................................................... 40
4.1 View a Project.................................................................................................................................................................. 40
4.2 Add Documents...............................................................................................................................................................40
4.2.1 How Documents are Organized................................................................................................................... 40
4.2.2 Document Types.................................................................................................................................................41
4.2.3 Different Ways to Upload Documents....................................................................................................... 41
4.3 Working with Documents.............................................................................................................................................47
4.3.1 Move a Document............................................................................................................................................. 47
4.3.2 Copy a Document..............................................................................................................................................47
4.3.3 Delete a Document............................................................................................................................................48
4.3.4 Lock a Document...............................................................................................................................................48
4.3.5 Unlock a Document.......................................................................................................................................... 48
4.3.6 Upload a New Version of a Document......................................................................................................49
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4.4
4.5
4.6
4.7
4.8
4.3.7 Delete the Last Version of a Document.................................................................................................... 49
4.3.8 Update a Document across Projects......................................................................................................... 50
4.3.9 Open a Document............................................................................................................................................. 50
4.3.10 Download a Document..................................................................................................................................51
4.3.11 Download Multiple Documents.................................................................................................................. 51
4.3.12 Download Documents from Multiple Locations...................................................................................51
Assigning Document Attributes.................................................................................................................................52
4.4.1 Assign Document Attributes.......................................................................................................................... 52
4.4.2 Change Document Attributes........................................................................................................................52
4.4.3 Change an Attribute Category...................................................................................................................... 52
4.4.4 Export Attributes to JDF................................................................................................................................. 53
4.4.5 Import Attributes from JDF............................................................................................................................ 53
Assigning Document Characteristics...................................................................................................................... 53
Downloading a Project..................................................................................................................................................54
E-Mailing Links to Documents and Projects........................................................................................................55
Viewing the Action History..........................................................................................................................................55
5. The WebCenter Viewer........................................................................................................................................................... 57
5.1 Opening a Document in the Viewer........................................................................................................................ 57
5.2 Viewer Samples............................................................................................................................................................... 57
5.3 More Help with the Viewer......................................................................................................................................... 63
5.4 Viewing RIPped Data in the WebCenter Viewer................................................................................................. 64
5.4.1 Workflow Overview............................................................................................................................................ 64
5.4.2 Prepare the Odystar Canvas......................................................................................................................... 66
5.4.3 Prepare the Nexus Workflow.........................................................................................................................68
5.4.4 Submit Files and View..................................................................................................................................... 69
5.4.5 Combine with a Workflow Folder Configuration.................................................................................... 71
6. Approving and Rejecting Documents.............................................................................................................................. 73
6.1 Evaluate a Document in the Viewer........................................................................................................................ 73
6.2 Evaluate a Document in the Document Details Page...................................................................................... 74
6.3 Evaluate Multiple Documents at Once...................................................................................................................75
7. Working with Page Lists (ImposeProof Documents).................................................................................................77
7.1 About Page Lists.............................................................................................................................................................77
7.2 Page List Views............................................................................................................................................................... 77
7.3 Page Lists in the Viewer.............................................................................................................................................. 78
7.4 Notes on Page Lists and Approval Cycles...........................................................................................................80
7.5 Approve or Reject a Page List.................................................................................................................................. 81
7.5.1 Use the Viewer.................................................................................................................................................... 81
7.5.2 Use the Page Gallery View............................................................................................................................ 82
7.5.3 Use the Page List View................................................................................................................................... 83
7.6 Uploading and Updating Page Lists....................................................................................................................... 83
7.6.1 Requirements for Page Lists......................................................................................................................... 83
7.6.2 Upload an Imposition as a Page List from Automation Engine....................................................... 84
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7.6.3 Upload an Imposition using the WebCenter Upload Feature........................................................... 84
7.6.4 Update Pages in a Page List........................................................................................................................ 85
8. Working with 3D Files............................................................................................................................................................. 87
8.1 About 3D Files................................................................................................................................................................. 87
8.2 Creating and Exporting 3D Files...............................................................................................................................87
8.2.1 In Visualizer...........................................................................................................................................................87
8.2.2 In ArtiosCAD.........................................................................................................................................................88
8.3 Uploading 3D Files to WebCenter........................................................................................................................... 88
8.3.1 Working with 2D and 3D Files...................................................................................................................... 89
8.3.2 Creating a Thumbnail....................................................................................................................................... 89
8.4 Viewing 3D Files..............................................................................................................................................................89
8.4.1 System Requirements.......................................................................................................................................90
8.4.2 Basic Tools............................................................................................................................................................91
8.4.3 Advanced Tools...................................................................................................................................................93
8.5 Approving 3D Files......................................................................................................................................................... 94
9. Discussions in WebCenter.................................................................................................................................................... 95
9.1
9.2
9.3
9.4
9.5
9.6
Start a New Discussion................................................................................................................................................95
View a Discussion...........................................................................................................................................................95
Add a Message to a Discussion.............................................................................................................................. 95
Print a Discussion...........................................................................................................................................................96
Delete a Message from a Discussion.....................................................................................................................96
Delete a Discussion....................................................................................................................................................... 96
10. Tasks for Project Managers............................................................................................................................................... 97
10.1 Creating Projects and Folders.................................................................................................................................97
10.1.1 Create a New Project from Scratch......................................................................................................... 97
10.1.2 Create a New Project from a Template.................................................................................................. 98
10.1.3 Create a New Project Based on Another Project.............................................................................102
10.1.4 Notes on Thumbnail Images.....................................................................................................................102
10.1.5 Create Folders in a Project....................................................................................................................... 103
10.1.6 About Workflow Folders............................................................................................................................. 103
10.1.7 Synchronize the Project with a Workflow Job................................................................................... 104
10.1.8 Create a Project from Automation Engine...........................................................................................104
10.2 Editing Projects...........................................................................................................................................................105
10.2.1 Add a Salesperson....................................................................................................................................... 105
10.2.2 Specify Project Characteristics................................................................................................................106
10.2.3 Specify Project Attributes.......................................................................................................................... 106
10.2.4 About Exporting and Importing Attributes.......................................................................................... 106
10.2.5 Export Project Attributes............................................................................................................................ 107
10.2.6 Import Project Attributes............................................................................................................................ 107
10.2.7 Update a Project........................................................................................................................................... 107
10.2.8 Project Statuses.............................................................................................................................................108
10.2.9 Change the Project Status........................................................................................................................ 110
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10.2.10 Displaying a Project Status.................................................................................................................... 110
10.2.11 Customizing a Project Status................................................................................................................ 111
10.2.12 Searching based a Project Status....................................................................................................... 114
10.2.13 Filtering based on Project Status.........................................................................................................115
10.3 Managing Project Members and Permissions................................................................................................115
10.3.1 Roles...................................................................................................................................................................115
10.3.2 Add Members to a Project........................................................................................................................119
10.3.3 Remove Project Members......................................................................................................................... 120
10.4 ArtiosCAD Default Projects.................................................................................................................................... 121
10.5 Defining Approval Settings.....................................................................................................................................121
10.5.1 Simple Approval and Staged Approval................................................................................................ 122
10.5.2 Setting Up a Simple Approval Cycle.....................................................................................................122
10.5.3 Allow Conditional Approval or Not.........................................................................................................126
10.5.4 Setting Up a Staged Approval Cycle.................................................................................................... 127
10.5.5 Start or Stop the Approval Cycle........................................................................................................... 134
10.5.6 Editing Approval Settings...........................................................................................................................134
10.5.7 Following Up on Approvals.......................................................................................................................135
10.5.8 When is an Approval Cycle Finished?.................................................................................................. 136
10.6 Forcibly Accept or Reject Documents...............................................................................................................136
10.7 Project and Document Security........................................................................................................................... 136
10.7.1 Set Security on a Project...........................................................................................................................137
10.8 Reassign a Project to Another Project Manager........................................................................................... 139
10.9 Create a User.............................................................................................................................................................. 140
10.10 Editing Users and their Preferences................................................................................................................ 140
10.10.1 Edit a User.....................................................................................................................................................140
10.10.2 Change the Password for a User.........................................................................................................141
10.10.3 Set the Preferences for a User............................................................................................................. 141
10.10.4 Copy Preferences to Users.................................................................................................................... 141
11. Task Management in WebCenter..................................................................................................................................143
11.1 What You Can Do with Task Management......................................................................................................143
11.2 Basic Concepts of Task Management...............................................................................................................143
11.3 Getting Started with Tasks.....................................................................................................................................145
11.3.1 Create a Simple Task.................................................................................................................................. 145
11.3.2 Use the Task List, Task Search and My Work Page........................................................................145
11.4 Working with Tasks................................................................................................................................................... 146
11.4.1 Create a Task..................................................................................................................................................146
11.4.2 Edit a Task....................................................................................................................................................... 147
11.4.3 Reschedule a Set of Tasks........................................................................................................................147
11.4.4 Task Discussions........................................................................................................................................... 149
11.5 Working on Tasks Assigned to You.................................................................................................................... 149
11.5.1 Start a Task..................................................................................................................................................... 150
11.5.2 Upload Documents to the Task...............................................................................................................150
11.5.3 Change the Task Status............................................................................................................................. 150
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11.5.4 Complete a Task............................................................................................................................................151
11.6 Overview of My Group's Tasks............................................................................................................................ 151
11.6.1 Group Task Manager................................................................................................................................... 151
11.6.2 Using My Group's Tasks............................................................................................................................ 152
11.7 Sequential Tasks.........................................................................................................................................................157
11.8 Linking Documents to Tasks................................................................................................................................. 158
11.8.1 Why Link Documents to Tasks?..............................................................................................................158
11.8.2 Link a Document to a Task.......................................................................................................................159
11.8.3 Find Documents Linked to a Task......................................................................................................... 159
11.9 Creating New Task Types....................................................................................................................................... 159
11.9.1 Create a Task Type.......................................................................................................................................159
11.9.2 Add Task Statuses........................................................................................................................................161
11.9.3 Define Task Documents Settings............................................................................................................161
11.9.4 Define Task Discussions Settings...........................................................................................................162
11.9.5 Editing Task Types........................................................................................................................................ 162
11.9.6 Delete a Task Type....................................................................................................................................... 164
11.9.7 Creating and Editing Specifications.......................................................................................................165
11.10 Setting Up Task Notifications............................................................................................................................. 165
11.10.1 Set Up Notifications for Tasks...............................................................................................................166
11.11 Tasks, Templates and Copying Tasks............................................................................................................. 166
11.11.1 Copy a Task from Another Task........................................................................................................... 166
11.12 Example: Assign a Role using a Task.............................................................................................................167
11.13 Task Reporting..........................................................................................................................................................168
11.14 Workflows....................................................................................................................................................................169
11.14.1 Accessing Workflow...................................................................................................................................169
11.14.2 Node Parameters........................................................................................................................................ 171
11.14.3 Defining a Workflow...................................................................................................................................180
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1. Copyright Notice
© Copyright 2012 Esko Software BVBA, Gent, Belgium
All rights reserved. This material, information and instructions for use contained herein are the
property of Esko Software BVBA. The material, information and instructions are provided on an AS IS
basis without warranty of any kind. There are no warranties granted or extended by this document.
Furthermore Esko Software BVBA does not warrant, guarantee or make any representations
regarding the use, or the results of the use of the software or the information contained herein. Esko
Software BVBA shall not be liable for any direct, indirect, consequential or incidental damages arising
out of the use or inability to use the software or the information contained herein.
The information contained herein is subject to change without notice. Revisions may be issued from
time to time to advise of such changes and/or additions.
No part of this document may be reproduced, stored in a data base or retrieval system, or published,
in any form or in any way, electronically, mechanically, by print, photoprint, microfilm or any other
means without prior written permission from Esko Software BVBA.
This document supersedes all previous dated versions.
®
PANTONE , PantoneLIVE and other Pantone trademarks are the property of Pantone LLC. All other
trademarks or registered trademarks are the property of their respective owners. Pantone is a wholly
owned subsidiary of X-Rite, Incorporated. © Pantone LLC, 2012. All rights reserved.
This software is based in part on the work of the Independent JPEG Group.
Portions of this software are copyright © 1996-2002 The FreeType Project (www.freetype.org). All
rights reserved.
Portions of this software are copyright 2006 Feeling Software, copyright 2005-2006 Autodesk Media
Entertainment.
Portions of this software are copyright ©1998-2003 Daniel Veillard. All rights reserved.
Portions of this software are copyright ©1999-2006 The Botan Project. All rights reserved.
Part of the software embedded in this product is gSOAP software. Portions created by gSOAP are
Copyright ©2001-2004 Robert A. van Engelen, Genivia inc. All rights reserved.
Portions of this software are copyright ©1998-2008 The OpenSSL Project and ©1995-1998 Eric
Young (eay@cryptsoft.com). All rights reserved.
This product includes software developed by the Apache Software Foundation (http://
www.apache.org/).
Adobe, the Adobe logo, Acrobat, the Acrobat logo, Adobe Creative Suite, Illustrator, InDesign, PDF,
Photoshop, PostScript, XMP and the Powered by XMP logo are either registered trademarks or
trademarks of Adobe Systems Incorporated in the United States and/or other countries.
Microsoft and the Microsoft logo are registered trademarks of Microsoft Corporation in the United
States and other countries.
SolidWorks is a registered trademark of SolidWorks Corporation.
Portions of this software are owned by Spatial Corp. 1986 2003. All Rights Reserved.
JDF and the JDF logo are trademarks of the CIP4 Organisation. Copyright 2001 The International
Cooperation for the Integration of Processes in Prepress, Press and Postpress (CIP4). All rights
reserved.
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The Esko software contains the RSA Data Security, Inc. MD5 Message-Digest Algorithm.
Java and all Java-based trademarks and logos are trademarks or registered trademarks of Sun
Microsystems in the U.S. and other countries.
Part of this software uses technology by BestTM Color Technology (EFI). EFI and Bestcolor are
registered trademarks of Electronics For Imaging GmbH in the U.S. Patent and Trademark Office.
Contains PowerNest library Copyrighted and Licensed by Alma, 2005 – 2007.
All other product names are trademarks or registered trademarks of their respective owners.
Correspondence regarding this publication should be forwarded to:
Esko Software BVBA
Kortrijksesteenweg 1095
B – 9051 Gent
info.eur@esko.com
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2. What's New for WebCenter Users?
Project and User Management
• Roles on page 115
• Project Statuses on page 108
Search Enhancements
• Search enhancement on page 24
• Working with the Asset Browser on page 34
Task Management
• Overview of My Group's Tasks on page 151
• Workflows on page 169
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3. Getting Started with WebCenter
Use WebCenter to search for information and manage projects. Anyone can search for information,
but only Project Managers can manage projects. This document includes documentation for the most
common and often-used features, but you will find other features and abilities as you explore the site.
3.1 Opening WebCenter
1. Open your web browser and navigate to http://yourservername/WebCenter_Inst or the
URL that your system administrator has provided.
Note:
• On a PC using Microsoft Windows, only version 6.0 and later of Internet Explorer and version
1.5 or later of Mozilla Firefox are supported for use with WebCenter. For optimal use on Internet
Explorer a more recent version is recommended however. Google Chrome is also supported.
• On Mac OS X, Safari, Mozilla Firefox and Google Chrome are supported for use with
WebCenter.
2. Once the page loads, enter your username and password in the appropriate fields and click Log
In.
The start page defined by your administrator appears (this is generally your My Work page).
Note: You can later change the contents of your start page.
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3.2 Understanding the WebCenter Page Layout
Header
The top right of the WebCenter page always shows:
• the name of the current user,
•
a
icon to go back to the user's start page,
•
the Cart
,
• a link to the WebCenter Welcome page,
• Admin (if the user is a member of the Admins group),
• Contact,
• Logout.
Top Menu Bar
By default, the top menu bar contains the following menus: My Work, Projects, Task Types, Search,
My WebCenter, Create (if you are a Project Manager) and Upload. An administrator can customize
the menus.
If you have the optional Task Management module and the User Can Create Task Type permission,
Task Types also appears in the top menu bar.
Documents Pages
Below is a sample of project's Documents page, in grid layout, for a user who is a Project Manager.
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• Area 1 is the project actions area, allowing you to perform actions on the whole project (for
example, mail a link to the project to a reviewer, add the project to your favorite projects...).
• Area 2 is the Project Details area, containing the project icon, the name and description of the
project, the project status...
• Area 3 shows links to the project pages. For example, click Members to view the project
members. The page you are on is shown in bold.
• Areas 4 and 5 are part of the content pane, that changes depending on the project page you are
on. Here, on the Documents page, they show the project folders and documents.
• Area 4 is the Folders pane, showing the projects folders. Click a folder to see the documents
it contains.
• Area 5 is the document pane, that can show the documents in a list or grid view, with or without
thumbnails.
Notes
• To act on many documents at once, select their checkboxes and then choose an action in the
actions menu
.
• To select all documents in the current folder, select the checkbox before the Documents header.
• To switch to a list layout, click Show as List.
• Hovering over a thumbnail shows a larger version of it in a pop-up window.
For Graphic documents viewable by the WebCenter Viewer, you can click the zoom icon to show
an even larger thumbnail (500 x 500 pixels). This is applied to all Graphic documents on which
you hover until the page is reloaded.
The pop-up window closes when you move the cursor off the thumbnail.
There is usually more than one way to accomplish a task by using a combination of menu entries,
action menus, and clicking status messages. Many methods will lead to the same result.
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3.3 Filtering Content
As more information is managed over time by WebCenter, some pages can potentially show large
amounts of information. To reduce the time needed to show the page when it first loads, some pages
have a filter and a Go button at the top.
To use the filter, enter a search string with an asterisk either before it, surrounding it, or after it in the
Search field, and click Go. For example, on the Companies page, to only see those companies with
the word Containers in their name, enter *Containers* and click Go.
When filtering users, use the last name of the user.
To show all the items, up to the truncation limit, click Go with nothing in the field.
Note: The truncation limit prevents lists of thousands of items from impacting response time; if you
know in advance that your search will return that many items, refine it with the filter. The truncation
limit can be changed; contact Professional Services at your local Esko office for more information.
3.4 Using the Cart
The Cart lets you e-mail or download multiple items at once. You can add documents and projects
to the Cart in the Project or the Document actions menu. The contents of the Cart are retained only
for the login session in which they were placed in the Cart, or until the browser window is closed.
Note:
Downloading multiple documents at once or downloading projects requires having a decompression
utility, or operating system support for opening compressed archives.
Mac OS X, Microsoft Windows XP, and Microsoft Windows 2003 Server have built-in support for
opening compressed archives.
When e-mailing an object from the Cart, only a link to that object is placed in the body of the e-mail
message. The recipient must have a username and password for your WebCenter site, so he or she
can log in to the site and see the object after clicking the link.
Shown below is a sample Cart.
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You may start the Viewer on documents in the Cart by selecting the desired documents and selecting
View and Annotate or Compare in Viewer from the actions menu.
3.5 My Work (Menu)
The My Work menu comprises the My Work and My Locked Documents menu items.
3.5.1 My Work
What is displayed?
Your My Work page lists the documents waiting for your approval, as well as the Tasks assigned to
you, or to a group you are in.
Documents that are overdue have red due dates; documents whose due dates are within the next
day have orange due dates, and documents that have far-off due dates have gray due dates.
Tip:
If you have a long list of items to attend to, use the filter options in each panel: for example you can
limit the display to items assigned directly to you (Me), to one of the groups you are in (A Group I
Am In), or both (Me or Group I Am In).
If you are a Project Manager, you can filter the approvals you need to follow up by status (for example,
to only show the approvals still Pending), by due date, etc.
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Working from the My Work page
• Click a document name to go to the document, or click the project name to go to the project.
Note that the behavior may be different in case you are using a 'simplified My Work' page.
• To load multiple documents into the Viewer, select their checkboxes and click View and Annotate
in the actions menu.
You may then navigate between the documents by using the controls in the Viewer header.
• To approve, reject or comment multiple documents, select their checkboxes, and click ,
(choose a status that applies to all the documents you selected).
or
In the pop-up that opens, enter your comment (if applicable) and your password (if required by
your server) and click Commit.
Note: For Page List documents, the My Work page also displays the number of pages that have
already been approved, as well as the total number of pages.
3.5.2 My Locked Documents
My Locked Documents shows documents you have locked to indicate that you are currently working
on them. If other users try to download a locked document, they will have to confirm that they really
want to download a locked document.
Only the person who locked it, or the Project Manager, or a member of the Admins group can unlock
a locked document.
To unlock a locked document, select the checkbox to the left of its name and click Unlock checked
items. Uploading a new version of the document also unlocks it.
Unlocking a document without uploading a new version does not make any changes to the
document. In order to change it, you must lock it, download it, change it as desired, and upload it
as a new version.
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3.6 Projects
The Projects menu comprises the following menu items:
• Favorite Projects,
• Projects (shows all projects visible to your user),
• Projects I Am Invited to,
If you are a Project Manager, you can also see:
• Projects I Manage,
• Create Project.
3.6.1 Favorite Projects
Favorite Projects shows those projects for which you have clicked Add to Favorites in the project's
actions menu
.
The Favorite Projects' actions menus contains Remove from Favorites, Add to Cart, and Update
Project(s).
• Filter the list of projects by entering a filter in the Show Projects field, or by changing the value
in the Modified list, and clicking Go.
• To sort the list of projects, click the column header of the field on which you want to sort. For
example, click the Created column header to sort on project creation date. This preference is
saved in your profile, so it will become your new default sort option.
• To view a project, click its name.
• Add to Favorites adds the selected projects to your list of Favorite Projects.
• The Cart lets you download multiple projects or documents at once, and also lets you e-mail
links to projects and documents. The recipients must have user names and passwords for your
WebCenter site in order to view the information when they click a link. The Cart retains its contents
only until you close the browser window or until you log off.
• Update Project(s) checks the version of each visible document in the selected projects and
updates each document to its latest version if needed.
To remove a project from the Favorite Projects list, select its checkbox, and click Remove from
Favorites in the actions menu.
3.6.2 Projects I Manage
Projects I Manage shows those projects for which you are the Project Manager, or which are
managed by a group of which you are a member. It only appears in the menu if you are a Project
Manager (either individually or through your group memberships).
In the actions menu are Delete, Update Project(s), Add to Favorites, Add to Cart and Change
Manager.
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• Filter the list of projects by entering a filter in the Show Projects field, or by changing the value
in the Modified list, and clicking Go.
• To sort the list of projects, click the column header of the field on which you want to sort. For
example, click the Created column header to sort on project creation date. This preference is
saved in your profile, so it will become your new default sort option.
• To view a project, click its name.
• Add to Favorites adds the selected projects to your list of Favorite Projects.
• The Cart lets you download multiple projects or documents at once, and also lets you e-mail
links to projects and documents. The recipients must have user names and passwords for your
WebCenter site in order to view the information when they click a link. The Cart retains its contents
only until you close the browser window or until you log off.
• Update Project(s) checks the version of each visible document in the selected projects and
updates each document to its latest version if needed.
Delete deletes the selected projects.
To have somebody else manage one of your projects, select the project, click Change Manager in
the actions menu, then select the new Project Manager and click Finish.
3.6.3 Projects I Am Invited to
Projects I am invited to shows all the projects of which you are an invited member.
In the actions menu are Add to Favorites, Add to Cart, and Update Project(s).
• Filter the list of projects by entering a filter in the Show Projects field, or by changing the value
in the Modified list, and clicking Go.
• To sort the list of projects, click the column header of the field on which you want to sort. For
example, click the Created column header to sort on project creation date. This preference is
saved in your profile, so it will become your new default sort option.
• To view a project, click its name.
• Add to Favorites adds the selected projects to your list of Favorite Projects.
• The Cart lets you download multiple projects or documents at once, and also lets you e-mail
links to projects and documents. The recipients must have user names and passwords for your
WebCenter site in order to view the information when they click a link. The Cart retains its contents
only until you close the browser window or until you log off.
• Update Project(s) checks the version of each visible document in the selected projects and
updates each document to its latest version if needed.
3.7 Searching Content in WebCenter
When searching for projects or documents, you can use normal searching or keyword searching.
The normal method searches more fields than keyword searching, but keyword searching may be
more useful when you know less about the desired results.
Both are accessed by clicking Search in the main menu.
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Tip:
Keyword searching is also available in the header of every WebCenter page, at the top right under
Welcome, Contact, Logout...
Keyword searches in the header automatically have an * appended to them.
3.7.1 Normal Searching
1. In the Search menu, click Projects, Documents or Tasks, depending on what you want to search.
2. When using normal searching, you see multiple fields to fill in. When using keyword searching,
you see the Keyword Search field.
To switch from keyword to normal searching, click the More options link.
3. Enter search terms in the fields as desired.
Note:
• To search for attributes: click Attributes, select the attribute Category and fill in the values of
the attributes you are interested in. Then click Add to return to the Search page.
• To search for characteristics: click Characteristics, select the desired items in the
characteristics tree or Find more characteristics. You can choose to search on any of or all
of the items selected. Click Add to return to the Search page.
Searching on attributes and characteristics is available only using normal searching.
Tip:
You can search for documents based on their Approval Status: select either a single approval
status or:
• All Approved to select documents with any approved status (Approved, Approved with
comments, Force Approved or Force Approved with comments).
• All Rejected to select documents with any rejected status (Rejected or Force Rejected).
• All Completed to select documents with any approved or rejected status.
4. Use the Search Results Options to determine what you want to see in your search results and
in what order.
5. You can also:
• clear all fields: click Clear this form.
• save the search query for future use (see To Save a Search on page 23).
6. Click Search to search using the criteria you entered.
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Note: For normal searches, WebCenter searches all the fields available on the Search page. Each
document type in the Search for list has different searchable fields.
The Search Results page shows your results.
You can view your results in a list or a grid, and choose to view the thumbnails or not.
Note: Search results display only projects or documents for which you have View permission.
Use Advanced Search Characters
If you want to perform a more precise search, select Use Advanced Search Characters.
This allows you to use the + - && || ! ( ) { } [ ] ^ " ~ * ? : \ characters as search operators, to refine
the search.
Examples
Special Character
Example
Use + before a term that must exist somewhere Use +box products to search for projects/
in the fields of a single project/document.
documents that must contain "box" and may
contain "products".
Use - to exclude projects/documents that
contain the term after the - symbol from the
results.
Use "box company" -"box products" to search
for projects/documents that contain "box
company" but not "box products".
Use * as a placeholder for 0 or more characters. Use box* to search for projects/documents that
This means that any number of characters or no contain either "box" or "boxes".
character can be at that position.
Use ? as a placeholder for 1 or more characters. Use box? to search for projects/documents that
This means that 1 or any number of characters contain "boxes" but not "box".
can be at that position (but there has to be at
least 1 character).
For more information about advanced search characters, click the information icon
.
Search Result Options
Use the Search Results Options to determine what you want to see in your search results and in
what order.
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View (List)
Select the information you want to see when viewing the results in List View.
For example, when selecting Description, Created date and Project Manager as in the example
above (the Project Name is always shown), your results are displayed as below.
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Note:
In Grid View, you always see the following information:
•
•
•
•
•
Project Name,
Description,
Project Manager,
Project Status,
Due Date.
Sort
Use the Sort column to define how you want your results sorted: first click the checkbox of the first
sorting criterion, then the checkbox of the second, etc. WebCenter shows numbers indicating the
sorting order.
For example, if you want your results to be sorted first by Project Manager then by date created,
first click the Sort checkbox for Project Manager (this shows a 1 beside it), then the Sort checkbox
for Created (this shows a 2).
Order
The order column shows the sorting order (1, 2...) but also allows you to sort by ascending or
descending order.
• Ascending order
sorts from A to Z (for alphabetical fields like Project Name) and from old to
new (for chronological fields like Created).
• Descending order
sorts from Z to A (for alphabetical fields) and from new to old (for
chronological fields).
For example if you define the following sorting order...
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... your results will be sorted as below.
The results are first sorted by descending creation date (from new to old). Then, if two dates are the
same (like "Nov 29, 2010" in the example), they are sorted by ascending project name (from A to Z).
3.7.2 Keyword Searching
1. In the Search menu, click Projects, Documents or Tasks, depending on what you want to search.
2. When using keyword searching, you see the Keyword Search field. When using normal
searching, you see multiple fields to fill in.
To switch from normal to keyword searching, click the Keyword Search link.
3. Enter the terms to search for in the Keyword Search field.
4. You can also:
• clear the field: click Clear this form.
• save the search query for future use (see To Save a Search on page 23).
5. Click Search to search using the keyword(s) you entered.
Note:
• For keyword search of projects, WebCenter searches the project name, project description,
project characteristics, the modification date, and text attributes.
• For keyword search of documents, WebCenter searches the document name, document
description, document characteristics, project names, Approval status, and text attributes.
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The Search Results page shows your results.
You can view your results in a list or a grid, and choose to view the thumbnails or not.
Note: Search results display only projects or documents for which you have View permission.
3.7.3 Search Strings Examples
Shown below are different search phrases and their results. For more extensive help on searching,
click Help at the top right of the Search page.
Sample search string
Results
What it does not find
box
box products
bottle holders
box company
box co. inc.
bo*
box products
box company
box co. inc.
bottle holders
box NOT “box company”
box AND company
box products
box company
box co. inc.
bottle holders
box company
box co. inc.
box products
bottle holders
“box company” OR “box co.”
box company
box products
box co. inc.
bottle holders
box AND (products OR
company)
box company
box co. inc.
box products
bottle holders
* NOT *company*
box products
box company
box co. inc.
3.7.4 To Save a Search
1. In the Search menu, click Projects, Documents or Tasks, depending on what you want to search.
2. Define your search criteria.
For more information, see Searching Content in WebCenter.
3. Click Save this Search.
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The Save Search page appears.
4. Do one of the following:
• To create a new saved search, type a Name for the saved search.
• To update/change an existing saved search, select it from the Your previously saved searches
list.
5. Administrators have to select one of the following Search scope options (other users can only
save personal searches):
• Personal, if only you should be able to see this saved search.
• Global, if all users of the system should be able to see this saved search.
6. Click Save.
You can read more about working with Saved Searches in
3.7.5 Downloading Search Results
You can download the results of your search as an Excel file (.xls).
1. In the Search Results page, click Save Search Results.
2. In the pop-up that opens, choose to Open the resulting Excel file in your spreadsheet application,
or Save it to your hard disk.
3.7.6 Search enhancement
There are advanced search features using which you can design and create dedicated search pages.
You can :
• Save a Search with advanced settings
• Find assets which were stored in WebCenter with certain attributes or with a certain project
criteria. This will help you to
• Find, collect and download pictures for a certain product line.
• Search according to criteria to find required Packaging types : for example Carton Boxes.
• Search based on Project Statuses. For example, you can find all projects with a status Initial
design.
• Refine Search Results using a search parameter panel Using this users can limit the list of items
to be searched.
• Define the sequence of columns in results
• Create dedicated Global Saved Searches for Users. This will help in removing advanced Search
functionality for some users and to determine what User gets to access. You can customize these
as Asset Browsers which can be incorporated into the menu.
3.7.7 Working with Saved Searches
Normal and keyword searches may be saved for future use. To access saved searches, click Search
> Saved Searches . Shown below is a sample Saved Searches page.
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Searches can be saved as a Personal Search or as a Global Search. A Global Search is visible to
all WebCenter users, whereas a Personal Search is visible only to the user who saved it.
Note: Only an Administrators can save a search as a Global Search.
• Click the name of a Saved Search to execute it.
• To edit a saved search, click Edit Search at the end of its row.
• To delete saved searches, select them and click Delete checked items. To select all items at
once, check Select All.
Search Panel Design
The saved searches can be setup for Projects, Documents and Tasks. These saved searches can be
edited by an administrator. The administrator decides for each saved search (and for each operation)
whether these operations are allowed or not.
All users can design searches via the advanced search panel. However, administrators get an extra
check box Search Panel Design.
To edit a saved search:
1. Click Search > Saved Searches . The Saved Searches page appears.
2. Click the Edit Search link against the required saved search.
3. Select the Search Panel Design check box. The Visibility, Label, Row and Column.
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Here:
Column
Description
Visibility
Determines whether the criterion will appear
in the saved search top panel. The available
values are Hidden, Available and Visible.
Label
A label is the name of the criteria as it
needs to appear. A label can be given
regardless of the setting of visibility. The
label will automatically applied to the
column header in list layout and will be
visible in grid layout too. If the field is left
empty then, the label will be the same
as the criteria and not different to other
localized languages.
Row and Column
Position where the criteria will appear. Row
and column are filled in automatically but
can be changed by the user. The second
criteria can have the same values for row
and column. For example: If the Project
Name criteria has the value Row 1 and
column is 2, the criteria will appear in
column two of the UI.
For example; when the Visibilty is set to Visible for Document Name, Version Author, Author
location, Description, Modified and Approval Status.
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The following will be the result of Search Panel. The Document Name, Version Author, Author location,
Description, Modified and Approval Status appears on the top of the search results panel.
Setting Search Result Layout Options
Using Show Result Layout Options an administrator can simplify the User Interface (UI).
This way an administrator has the ability to:
• Remove the links to Hide Thumbnail, Show as Grid and also Save Search Results.
• Display the project status as text, icon or both.
• Allow Changing Attribute Category, where-in the Change Attribute Category will show up in the
actions drop-down.
• Display Labels in grid layout.
• Determine which cascading drop-downs will appear as a tree to the left of the search results.
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You have an additional option Show Cart, in Search > Documents .
Using Show Cart the search result will show an area with the documents in the cart and also display
the thumbnails including document name. The document added in the cart appears when you select
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the Show Cart check box. You can also download and create a project or select the documents to
remove them from the cart.
Note: The existing function Add to Cart allows you to add documents to the cart.
Show Project Search Criteria
You can use the Show Project Search Criteria option as a advanced search for Documents and
Tasks in saved searches.
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After selecting Show Project Search Criteria option, the following option appears:
Using these you can search on project features when searching for documents and tasks. Any of the
project property or attribute can be used as a search criterion for document searching and for task
searching. For example, you can search for the tasks in projects of a certain customer and what is
the progress or currently going on for a customer.
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Define search result columns
You can define which needs to be displayed for each search result. By entering numbers, you can
change the sequence of the columns or the sequence of the information in the grid cells.
Note: When you enter an existing number, all others shift to upward numbers.
In case of list layout, this information will be displayed in columns.
In case of grid layout, this information will be displayed in each cell either below the thumbnail or
to the right of the thumbnail.
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Set attribute value on a search result
The administrator can set the attribute columns to be editable when you run a search. By this, the
user can then select a number of projects or documents (depending on the type of search).
The administrator needs to determine what columns can be edited. This is done in the Search
definition panel. The column is editable under Search Results Options and is only visible when the
Search Panel Design check box is checked.
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In the above example, the administrator has selected Trademark and Brand attributes to be editable.
When you save and run the search, the attribute columns which are set editable will appear with a
pencil icon.
By clicking on the pencil icon, you can select a number of projects or documents. A dialog box
appears asking for a value. These values adapts to the type of the attribute. When the value is
provided and Start is clicked. The dialog box gives feedback about the progress and success of
the operation.
Note: When the attribute could not be set on a project or document, the feedback shows a failure
icon and gives the reason (No permission to set attribute, project is non-active, etc).
By clicking on Advanced, the dialog changes to accept different values for each project or document.
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Note: Here, failure happens per item. So when selecting 20 items and the first fails, the rest is still
attempted.
3.7.8 Working with the Asset Browser
The asset browser is a user-friendly feature to search and find assets in a large collection of
WebCenter assets. It is possible for the administrator to customize the Asset Browser into the Menu
for easy access. You can use the configured Asset Browser to browse for assets stored in the
WebCenter. This is an advanced way of searching which is available from WebCenter 12 onwards.
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In the Asset Browser you can:
1. select the browsing options in the Asset Browser. You can choose to see the left Panel (the
browsing tree)or the top panel(with images). You can also choose to have both options.
2. browse the tree(s) on the left panel to select the items based on the visible attributes.
3. you can use the options in the Search Panel at the top to refine the Asset Browsing (Searching)
results in addition to the tree selection.
4. if you opted for the image panel, you can browse through the image representations.
5. select the assets from the results to download or view them (by clicking the actions menu).
You can select the assets and start actions directly from the action list menu if you have all the assets
that you need in one single page. You can download the assets, view them or start a new projects
with the selected assets from action list.
If the Cart is configured in the Asset Browser, you can use it to collect items from several rounds of
searching. You can then download or start with a new project from the Cart.
Tree Browsing in the Asset Browser
You can see an example for tree browsing in Asset Browser below.
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• There are three trees (Brand, Packaging and Product) in this example. You have multiple branches
for each of these as well.
• If you want to select the sub-brands of Esko Value, select them one by one. In this example, Color,
Innovation and Speed are selected. Note that if you select the main branch, all the sub-branches
will be automatically included. In this example all the 1L, 2L and 5L will be selected under Speed.
• Refine other criteria from other trees according to your needs. In this example all branches of
Packaging and Product are selected.
• Click on Search to get the assets filtered to your criteria.
Note: If the Search button is not available in your Asset Browser, your results will be automatically
set according to your modified criteria.
You can see your selection on the top left hand side. In this example it brings out the results under
sub-brands Color, Innovation and Speed from all types of Packaging for all Product lines.
Note: You can change the result layout from list layout to grid layout by clicking on Show as Grid
Graphical Browsing in Asset Browser
Graphical Browsing is possible when the administrator has configured the Attributes with associated
images. Image browsing is straightforward like tree browsing and an example is given below.
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• There are three lists (Brand, Packaging and Product) in this example. You have multiple Attributes
under each of these lists. For graphical Asset Browsing, you need images configured for the lists
and Attributes.
Administrator rights are necessary for adding images to Attributes and lists.
• To select sub-brands of Esko Value, click on the image representation . This will bring out the
images representing sub-brands on the top image pane. In this example, Color, Innovation and
Speed are by selecting their respective images. Note that if you select the main branch, all the
sub-branches will be automatically included as search criteria. For instance, in this example all
the 1L, 2L and 5L will be selected under Speed.
• Refine other criteria from other lists according to your needs. In this example all Attributes under
Packaging and Product are selected by selecting the list images.
You can use the green
button to go back one step at a time.
• Click on Search to get the assets filtered to your selections.
Note: If the Search button is not available in your Asset Browser, your results will be automatically
set according to your criteria.
Using the Cart from the Asset Browser
You can use the Cart in the Asset Browser to assemble the assets selected from the Asset Browser.
From the Cart, you can:
• start the viewer
• download the assets
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• start a new project with these assets
• modify the assets.
You can do several rounds of searching and browsing to add documents one by one to the Cart and
then proceed with the actions listed above.
Note: The Cart has to be configured by the administrator while determining the settings of the Asset
Browser (the Saved Search). Read more in Configuring the Cart in the Asset browser
You can read more about Cart in Using the Cart on page 13
Creating a Project from the Asset Browser
Your Packaging Projects often involve modification of existing packaging or creation of new
packaging with recurring elements. You can use a template for the recurring elements. Asset Browser
will help you to browse for these templates and existing packaging projects. You can start creating
a project directly from the Asset Browser. You can do this by:
• using the Cart to collect items and starting a project using Create Project from Cart link.
• or by selecting the Create Project from Selected option from action list menu.
This will lead to the WebCenter project creation user interface.
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Note: The administrator has to enable project creation this in the Saved Search settings. Read more
in Configure Project Creation from the Asset Browser
3.8 My WebCenter
The My WebCenter menu contains the following menu items:
• My Profile. Your profile is where you set your name, your e-mail address, your phone numbers,
your function, and your company and location.
• My Password. The Password field is where you change your password. Enter the new password
in the Password and Confirm Password fields and click Change. To set a blank password, enter
nothing in the fields, click Change, and click OK when asked to save a blank password.
Note: This presents a security risk and is therefore not recommended.
• My Preferences. In My Preferences you set the unit system used to display data, the language
used, the display of thumbnails, your start page, and the grid size for search results (for Esko
ArtiosCAD and Graphics documents) and discussions.
• My Work Setup. This is where you can customize your My Work page. To do this, select from the
Available Sections and add them to the Left Column or Right Column of your My Work page.
You can also Show a simplified My Work page (with no links to projects or documents).
Click Save when you are done.
• My Locked Documents. On this page you can see all the documents that you have locked
currently. In order to lock a document you need specific permissions.
• My Users. In case you are a project manager with Create User Right, you can see the users that
you have created on this page.
• My Group's Tasks. In case you are the Group Task Manager for one or more groups, you can
find the tasks assigned to your group(s) on this page.
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4. Working with Projects and Documents
This section contains information on using WebCenter from an everyday use (non-Project Manager’s)
perspective.
4.1 View a Project
• To view a project, click its name in Search results, My Work, Favorite Projects, or Projects I Am
Invited to. The Documents page for a non-Project Manager is shown below.
• Click an underlined item to see more information about that item.
• Click a folder name to open a folder.
• Click a document name to see the Document Details page.
By default, clicking the document name leads to the Document Action History page, but if you
click a different page, WebCenter associates that desired page with the document type for the
duration of the session.
• You can use the actions menu to perform various actions, based on the security settings you
have in the project.
• To view a document in a project, you can either click its name on any of its Details pages, or you
can download it to your computer if you have download permission. If you click its name, it will
be handled by your browser’s default method for files of that type.
4.2 Add Documents
One of the main functions of WebCenter is sharing documents between project members in a safe
and traceable way.
4.2.1 How Documents are Organized
Any document in WebCenter sits in at least one project. The same document can however be in
different projects at once (so called “linked documents”). Linked documents are only interesting
if the same design needs to be re-used and synchronized between projects. If synchronization is
not needed, it’s better to copy the document and each of the documents gets a separate life in
WebCenter. The vast majority of documents sit in just one project.
Projects are organized in folders. Documents are put into a folder or on the root folder of the project.
Note:
Currently, WebCenter only allows going one level deep. In most circumstances, this is not a real
limitation, unless you try putting too many documents into the same project. WebCenter is well
equipped to work with extreme amounts of projects so it’s better taking advantage of this than
creating projects with entire sub-projects put into a folder structure.
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Note:
Document names within a project are unique. When trying to upload a second document with the
same name in a different folder of the same project, you will get an error message.
WebCenter is fully “version enabled”. This means that each document can have multiple versions.
By default, you’ll only see the latest version, but you can go back to previous versions. In addition,
there is an action history showing when versions are uploaded and what actions took place on these
versions (for example approval actions). The viewer also allows comparing versions graphically.
4.2.2 Document Types
The following document types can be uploaded in WebCenter:
• Graphic file: WebCenter supports most common graphic formats. PDF, PS, EPS, AI, AP, EPF,
DCS, PSD, CT, LP, TIF, TIFF, PAF, GRS, PNG and JPG will all be recognized.
After upload, WebCenter will calculate preview data for the WebCenter Viewer.
If you don't want this, you need to upload the graphic file as an “other” file type. Typical examples
are office-based PDF files (manuals, quotes…) which are better viewed in Adobe Acrobat.
Note: You can also upload a ZIP file containing graphic files (a set of TIFF or LEN files, or a PDF,
GRS or AP file with external images) as a "graphic file", and view it directly in the Viewer.
• ArtiosCAD: Native files of Esko ArtiosCAD. The extension must be .ARD, .A3D or .MFG.
• Collada: Collada is an interchange file format for interactive 3D applications. Regular Collada files
have .DAE extension, Zipped Collada files use .ZAE.
• Cape: Cape is a program to calculate pallets and truckloads. WebCenter allows uploading a triplet
of files from Cape and displaying them optimally for approval.
You need at least 2 files: the CLF and XML files. The report / diagram file (usually a JPG) is optional.
• Page List: a multi-page document that will be treated like a Page List in WebCenter. A Page List
represents an imposed multi-page document, the individual pages of which can be approved and
version-controlled separately in WebCenter.
• Other: any other file. Mostly these are office files like Microsoft Word, Excel, PowerPoint etc. Video
files must also be uploaded as "other".
• URL: Here you can enter a link to another document anywhere on the network or on the Internet.
WebCenter does nothing else than remembering this link and allowing to define attributes.
4.2.3 Different Ways to Upload Documents
There are multiple ways to upload documents to WebCenter:
• Upload via Upload Document: use this if you only have a single document to upload, or to upload
documents one by one.
• Upload via Upload Multiple Documents: use this to upload multiple files at once, if you do not
want (or are not able) to use a Java applet.
• Upload via Advanced Upload - Java Applet: This opens a Java applet allowing you to browse or
drag-and-drop multiple files. These files are all uploaded in one go.
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• Upload from a workflow system: Automation Engine, Odystar and Nexus can also upload
documents to WebCenter.
In many cases, it is beneficial to upload graphic files using a workflow system, because:
• It is quicker and automated.
• The workflow system can do calculation in advance.
• You have better control over the generation of the view data (when using Automation Engine).
• Upload from ArtiosCAD. Use this to upload CAD files. You can only upload one document
at a time but you can make the project selection and document name automatic. This makes
uploading a one-click operation.
Upload via Upload Document
1. Either go to the project/folder you want to upload the document into and click the
button, or just click the Upload menu from anywhere.
2. On the Upload page, select the Project and Folder you will upload the document into (if you
are already in the project/folder, those are filled in automatically, but you can still Change the
Destination).
Note:
You can also click:
• Upload Multiple Documents to use the Java Applet to upload multiple documents,
• Copy/Create Multiple New Documents to add multiple documents at once (either from your
computer, from another project or from a template).
3. Select the document to upload as explained below.
If you want to...
Upload a document
computer or network.
do this...
saved
on
your Select Browse in the Source list and click the
Browse... button to open a browser dialog.
Note:
If you are uploading Cape files, you can browse
for the 3 different files.
If you are uploading a Page List document,
you must also specify the Name and Starting
Index of the Page List.
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If you want to...
do this...
Attention:
Graphic files must be self-contained
and may not contain references
to external files such as fonts or
placed images. Make sure fonts are
embedded.
In case you upload native files (GRS
or PDF Native), you should use the
Automation Engine Publish on Web
task.
If you need to upload manually
anyway, first make a self-contained file
with Outright. You can also convert to
PAF and upload the PAF file.
Copy a document from another project.
Select Copy in the Source list, then select the
project to copy the document from, and the
document to copy.
Add a link to a document.
Select URL in the Source list and type in or
paste the URL to the document.
Create a document placeholder from a Select New in the Source list, select the
document template.
document template to use in the pop-up, and
fill in any attributes that may be required.
Note: This is only available if the project
has been created from a project/template Note: The document template's document
containing document templates.
type will be used for the document placeholder
(except if that document type cannot be
copied, like Page List).
See Document Templates in the Administration
Guide for more information about document
templates, and Assigning Document Attributes
on page 52 for more information about
attributes.
4. If you browsed to a document, copied it from another project or created a placeholder from a
template, the Document Type and document Name are automatically detected.
You can still change them if needed (you cannot change the Document Type of a placeholder
or a copied document).
5. Enter a Description (optional but strongly advised).
6. If you want to use the default approval settings of the project/folder for the document, select
Apply Default Approval Settings (this is not available for document URLs).
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Note:
You can also:
• Set the approval Due Date (only if you have the Change Approval Setup permissions): enter
a date or pick one in the calendar, then choose an hour.
• Start the approval cycle.
7. Click the Upload button.
8. If you want to define approval settings specific to this document, click Setup document
approval. This will bring you to the Approval tab of the document details page.
If you have the task management license, you can also upload a document to a task in a project.
The user interface is the same as the upload document user interface. The result is also the same,
except the document will immediately be linked to the task.
Note: TIFF and JPG bitmap files using indexed color spaces or RGB are not supported by the
WebCenter Viewer.
Note: When you try uploading a document which already exists in the project, the upload of this
document will fail. You won’t get a new version. Use Upload new version instead.
Tip: Click Help in the top menu for detailed information about uploading documents.
Upload Multiple Documents
1. Either go to the project/folder you want to upload the document into and click the
button, or just click the Upload menu from anywhere.
2. On the Upload page, select the Project and Folder you will upload the document into (if you
are already in the project/folder, those are filled in automatically, but you can still Change the
Destination).
3. Click Copy/Create Multiple New Documents.
Note: From this page, you can also click Upload Multiple Documents to use the Java Applet
to upload multiple documents.
4. Add a document as explained below.
If you want to...
Upload a document
computer or network.
do this...
saved
on
your Click Upload then click the Browse... button to
open a browser dialog.
Note: You cannot upload CAPE files, or upload
PDF files as page lists when uploading multiple
documents. Please use the normal Upload
document option for this.
Copy a document from another project.
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Click Copy, then select the project to copy the
document from, and the document to copy.
WebCenter
If you want to...
do this...
Create a document placeholder from a Click New, select the document template to
document template.
use in the pop-up, and fill in any attributes that
may be required.
Note: This is only available if the project
has been created from a project/template To collapse a document's attributes, click the
square minus sign in front of the document.
containing document templates.
To collapse all documents' attributes, click
Collapse All at the top of the page.
See Document Templates in the Administration
Guide for more information about document
templates, and Assigning Document Attributes
on page 52 for more information about
attributes.
5. Repeat for each document you want to upload.
Note: If you want to remove a document, click the minus sign after it.
6. If you want to use the default approval settings of the project/folder for these documents, select
Apply Default Approval Settings (they will not be applied to document URLs).
Note:
You can also:
• Set the approval Due Date (only if you have the Change Approval Setup permissions): enter
a date or pick one in the calendar, then choose an hour.
• Start the approval cycle.
You cannot setup document-specific approval settings for several documents at once.
7. Click the Upload button.
Note: When you try uploading a document which already exists in the project, the upload of this
document will fail. You won’t get a new version. Use Upload new version instead (no multi-document
support).
Upload Multiple Documents via the Upload Applet
1. Go to the project/folder you want to upload the document into and click the Upload Multiple
Documents button.
You can also:
1. Click the Upload menu from anywhere.
2. On the Upload page, select the Project and Folder you will upload the document into.
3. Click the Upload Multiple Documents link.
A Java applet loads. The first time this can take a while and you might be asked to trust the creator
of this applet. The applet shows an empty list of files that will be uploaded.
2. Click Add and browse for documents.
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Tip: You can also drag-and-drop from any file browser into the applet window.
You can do this several times, and add multiple documents from different folders.
3. You can change the Name or the Description by double-clicking on the cell or by using the F2
shortcut (PC).
4. If you want to use the default approval settings of the project / folder for these documents, select
Apply Default Approval Settings.
Note:
You can also:
• Set the approval Due Date (only if you have the Change Approval Setup permissions): enter
a date or pick one in the calendar, then choose an hour.
• Start the approval cycle.
You cannot setup document-specific approval settings for several documents at once.
5. Click Upload...
The upload will start and you will see a progress window. Depending on how many files and how
big they are, this can take a while. Your browser is unavailable until the upload is done but you can
open a new browser to continue your work.
Note: You cannot upload CAPE files, or upload PDF files as page lists with the upload applet. Please
use the normal Upload document option for this.
Note: When you try uploading a document which already exists in the project, the upload of this
document will fail. You won’t get a new version. Use Upload new version instead (no multi-document
support).
Upload from a Workflow System
You can upload documents to WebCenter from:
• a Automation Engine workflow, using the Publish on Web task,
• an Odystar canvas, using the WebCenter Output gateway,
• a Nexus workflow, using the WebCenter Output activity.
Note:
You can also start an approval cycle on your uploaded document directly from the workflow. It uses
is the default approval cycle, inherited from the project or folder you upload the document into.
If you have the Change Approval Setup permission, you can also set the approval due date.
For details on how to upload documents from Automation Engine, Odystar or Nexus, please see the
corresponding user manuals.
Upload from ArtiosCAD
For details on how to upload documents from ArtiosCAD, please refer to the ArtiosCAD user manual.
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Note: You cannot start an approval cycle from ArtiosCAD.
4.3 Working with Documents
Once a document has been uploaded to WebCenter, you perform a number of basic operations on
it, such as copying, deleting, updating or locking it, to ensure it can complete its lifecycle within the
system.
4.3.1 Move a Document
Note:
When a document with approval settings is copied or moved to another project, the approval settings
are not copied or moved.
A document with a started approval cycle may not be moved or copied as a link until the approval
cycle is stopped.
1. Open the project and folder containing the document to copy and select it. If desired, select more
than one document by selecting their checkboxes.
2. Click Move document(s) in the actions menu.
3. Choose to either Move inside the current project or Move to another project.
4. Do one of the following:
If you chose to move the document
Then you must...
in the same project,
Select the folder into which to move the
document.
to another project,
• Choose the project into which to move the
document.
• If that project has folders, choose the folder
into which to move the document.
5. Click Move.
4.3.2 Copy a Document
1. Open the project and folder containing the document to copy and select it. If desired, select more
than one document by selecting their checkboxes.
2. Click Copy document(s) in the actions menu.
3. Choose to either Copy inside the current project or Copy to another project.
4. Select Copy as Link to copy a link to the destination folder or project.
5. Do one of the following:
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If you chose to copy the document
Then you must...
in the same project,
Select the folder into which to move the
document, or provide a new name for the copy
in the Rename Document field.
to another project,
• Choose the project into which to copy the
document.
• If that project has folders, choose the folder
into which to copy the document.
6. Click Copy.
4.3.3 Delete a Document
Note: A document with a started Approval Cycle cannot be deleted. The Approval Cycle must be
stopped before you can delete the document.
1. Open the project and folder containing the document to delete and select it. If desired, select
more than one document by selecting their checkboxes.
2. Click Delete Document(s) in the actions menu.
3. Click OK to confirm the deletion.
The selection is deleted. If any selection is a linked document, only the particular link that was
selected is deleted; other instances of the link are not deleted.
4.3.4 Lock a Document
Locked documents are documents you have flagged as being in use so that other users do not
download them and work on them at the same time.
1. Open the project and folder containing the document to lock.
2. Select the checkbox of the document to lock and click Lock in the actions menu. To lock more
than one document at a time, select more than document. You may not lock URLs. The latest
version of the document is selected for locking.
The document is now marked as locked. If other users try to download it, they will be asked to
confirm downloading a locked document.
4.3.5 Unlock a Document
1. Click My Work > My Locked Documents.
2. Select the document(s) to unlock.
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3. Click Unlock. The document(s) will no longer be shown on the list
4.3.6 Upload a New Version of a Document
1. Open the project and folder containing the document which will have a new version uploaded.
2. In the Documents list, either:
• click the upload button ( ),
• click Upload New Version in the actions menu.
Make sure you use the buttons on the document's row.
3. Browse to select the new version of the document.
For document types that have more than one file, specify multiple files as needed. The file
names can differ from the original file names, but they must of the same type (i.e. have the same
extension) as the original document.
Note: By default, if the filename of the new version of the document is different from the filename
of the previous version, WebCenter will use the filename of the original or previous version when
you download the new version. This behavior can be changed; contact Professional Services for
assistance.
4. In the Version comment field, enter the reason for the new version.
5. If this is a linked document, select the project(s) to check the document into.
6. When you upload a new version of a document which has an approval cycle ongoing, the approval
cycle stops automatically. If you want to have the approval cycle restart immediately, select Start
approval cycle on new document version.
7. If you have the Change Approval Setup permission, you can adjust the approval cycle's due date
(in the Specify New Due Date option).
Note: If the document was in a staged approval cycle, where the cycle restarts from depends
on the When a new version is uploaded setting. See Define How to Handle a New Document
Version on page 130.
8. Click Finish.
Note: To access a previous version of the document, click its number in the Version column on the
Action History page for that document.
4.3.7 Delete the Last Version of a Document
You can delete the last version of a multi-version document if:
• you are the Project Manager for the project containing that document, an Admin, or a project
member with the Delete permission,
• the project containing the document is active,
• the document is not checked out by another user.
• On the Document Details page, click More Actions... then Delete Version.
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Confirm your choice by clicking OK.
Note:
If that document version is in a running approval cycle, WebCenter will show this message: There
is a running approval cycle on this document version. Are you sure you
want to delete this document version?
Clicking OK stops the approval cycle for that document version.
If the document came from Automation Engine, the Pilot will indicate the deletion.
Note: If the deleted document version was linked in other projects, the link is updated (to link
to the previous document version).
4.3.8 Update a Document across Projects
If you have a document that is linked in many Projects, and upload a new version into only one
Project, the links in other Projects continue to reference the prior version.
Note: Project Managers may update entire Projects at once, not just the contents of a single folder.
To update a document in a Project to ensure it references the latest version, do the following:
1. Open the project and folder containing the document to update.
2. Select the document to update. To update more than one document at a time, select as many
as desired.
3. Click Update in the actions menu.
All documents in the folder that you selected for which you have Update permission are updated.
A list is shown of the updated document(s), the containing Project, the old version number, and
the new version number.
4.3.9 Open a Document
Opening a document means having WebCenter open the document using the document’s default
application as defined in the Web browser.
1. Navigate to the document by searching for the document and clicking its name in Search Results,
or by clicking its name in a project.
2. Click Open on the Document Actions menu.
PDF files have Open in Acrobat as well on their Document Actions menu; you must have Adobe
Acrobat installed for this button to work correctly. For PDF files that are also Graphics files, clicking
Open opens them in the Viewer.
3. The document is opened by the default method defined by the browser for files of that type.
Note: ArtiosCAD documents generate a 2D view instead of opening in ArtiosCAD.
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Note:
For documents created by external applications such as Microsoft Word or Adobe Acrobat, the
Web browser may attempt to launch that application to view the document within the Web browser
window, or it may open a new window. Be careful to not close the browser window.
Graphics files are opened in the Viewer. Clicking a document’s thumbnail opens the document in the
Viewer if it is a graphics file, or the application associated with the filename extension.
4.3.10 Download a Document
1. Navigate to the document by searching for the document and clicking its name in Search Results,
or by clicking its name in a project.
2. Click Download in the Actions menu.
• For PDF files uploaded from Automation Engine, click Download PDF for printing.
• If it is an ArtiosCAD document, choose the format in which to download it and click Download.
You may only download in formats for which you have the Download permission.
3. Browse for the location in which to save the file and click Save.
The document is downloaded and may be manipulated as desired.
4.3.11 Download Multiple Documents
You can download several documents on a same page (in a Project or a Search Result page) in one
go.
When you select multiple documents for download, WebCenter automatically adds them to a
compressed archive, and then the archive is downloaded.
To download multiple documents, do the following:
1. Select the checkboxes of the documents to download.
2. Click Download in the Actions menu.
3. Choose where to save the archive and click Save.
Use a decompression utility to extract the documents from the archive. The documents are now
on the hard drive and may be manipulated as desired.
Tip: To download all of a project's documents, click More actions... then Download in the header
of the Project Details page.
4.3.12 Download Documents from Multiple Locations
To conveniently download documents from several projects, you can use the Cart. You can add
documents to download to the cart as you are browsing the projects, then download them in a zip
archive when you are done.
1. For each document that you want to download, click Add to Cart in the Actions menu.
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2. Click the Cart button in the top row menu or next to a document name to go to the Cart.
3. Select the checkboxes of the documents to download.
4. If you are downloading ArtiosCAD documents, choose the format in which to download them
in Download As lists. You may only download in those formats for which you have permission,
and you may only choose one download format for designs and one for manufacturing files,
respectively.
5. Click Download in the actions menu.
6. Choose where to save the archive and click Save.
Use a decompression utility to extract the documents from the archive. The documents are now
on the hard drive and may be manipulated as desired.
4.4 Assigning Document Attributes
Attributes are a way to assign user-configurable fields and their values to documents and projects.
They can be restricted to a group of preset values, or can be prompted so that the user has to set
a value each time it is used.
4.4.1 Assign Document Attributes
1. Open the project and folder containing the document to change and click its name.
2. Click Attributes.
3. Select the Attribute Category to use and click Save.
4. In the Show Attributes in Category page, fill in the desired the values for the Attributes and click
Save.
4.4.2 Change Document Attributes
1. Open the project and folder containing the document to change and click its name.
2. Click Attributes.
3. Change the Attributes values as desired and click Save. The values are changed.
4.4.3 Change an Attribute Category
Attribute Categories are related Attributes grouped together for convenience. If you change an
Attributes Category, the previous values are not saved.
1. Open the project and folder containing the document to change and click its name.
2. Click Attributes.
3. Click the Change Category link.
4. Select the new Attributes Category to use and click Save.
5. Confirm the deletion of the old values and click OK.
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6. Enter the values for the new Attributes and click Save.
4.4.4 Export Attributes to JDF
To make working with other systems easier, you can export and import document Attributes by using
JDF (Job Definition Format) files. You can export the Attributes, modify them in another system, and
then import their changed values back into WebCenter.
Note that you cannot add more Attributes to a document this way; this only lets you change the
values for existing Attributes.
1. Navigate to the document with the Attributes to export.
2. Click Attributes.
3. Set the values for the Attributes as desired and click Save to set them. If they are already set as
desired, skip this step.
4. Click Export....
WebCenter automatically names the file <document name>_attrs.jdf. Any periods in the
document name will be converted to underscores.
5. Save the file in the desired location.
4.4.5 Import Attributes from JDF
Important:
If you want to import Attributes that are not generated by another WebCenter system, you should
generate a sample JDF file for the people using the other system to use as a reference, so that they
format their JDF file correctly.
The important lines are the ones similar to <eg:SmartName Name=”Attribute
Value=”Value”/>; there must be a Value tag for each Name tag.
Name”
To import a JDF file containing Attributes with changed values for a document, do the following:
1. Navigate to the document with the Attributes to import.
2. Click Attributes.
3. In the Import from JDF file field, enter the path and name of the file, or click Browse... and select
it that way.
4. Click Import.
The values for existing Attributes are updated if necessary. If there are either too few or too many
Attributes defined in the file as compared to the document, WebCenter will mention it in a status
message.
4.5 Assigning Document Characteristics
Characteristics are descriptive tags that can be assigned to projects or documents to make them
easier to find.
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Characteristics are hierarchical. This means there can be different levels of characteristics for various
product lines so that you can drill down through the information to find the exact characteristic
desired when searching the database.
Note:
Characteristics are linked to the document itself and not to a specific version.
So changing the characteristics of a linked document will affect all versions of the document, in all
projects that have the document linked (including inactive projects).
You can only assign characteristics to a document if:
• you are an Admin,
• you are the Project Manager,
• you have Change Properties rights for that document.
Important: If the project is inactive, you will not be able to edit a document's characteristics if your
Admin has not enabled Allow changing attributes and characteristics of inactive projects in the
Preferences (see the Administrator Guide for details).
1. Open the project and folder containing the document to change and click its name.
2. Click the Characteristics tab of the Document Details page.
You can also find CAD design Characteristics (associated to ARD files) in the Characteristics tab.
When using ArtiosCAD Enterprise, the CAD design Characteristics you assign in WebCenter will
be reflected back in ArtiosCAD.
3. Select the checkboxes of the desired Characteristics. The selected Characteristics will appear
in the list of Characteristics. Click the + plus sign next to a Characteristic to see its children
Characteristics.
4. Click Save. The selected Characteristics will be associated with the document.
To remove Characteristics from a document, do the same as described above, but deselect the
checkboxes of the Characteristics to remove them from the list.
4.6 Downloading a Project
Note:
Only those documents in a project for which you have Download permission are included when
downloading a project.
To download a project:
1. Open the project.
2. Add the project to the Cart by clicking Add to Cart on the Project Actions menu.
You can also select multiple projects in a project list and click Add to Cart in the actions menu
to download them all at once.
3.
Click the Cart
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4. Select the project(s) to download and click Download in the actions menu.
5. If prompted, choose where to save the files and click Save.
The project is saved as a compressed ZIP archive with the same name as the project. Use the
decompression software of your choice to open it; some operating systems can open compressed
archives without the need for a separate program.
When downloading multiple projects, individual projects are compressed into their own archives and
then those archives are nested together in one master archive.
Your system may be configured to download and open the archive automatically, in which case you
can extract the files as desired.
4.7 E-Mailing Links to Documents and Projects
You can send links to documents and Projects with any MAPI-compliant messaging program.
Note:
The recipient(s) must be able to log in to your WebCenter system and have the appropriate
permissions to view the documents or Projects referenced by the links.
1. Navigate to the document or Project.
2. Click Add to Cart in the Document Actions or Project Actions menu.
You can also add multiple documents or Projects to the cart. Simply repeat this step.
3.
Click the Cart
button.
4. Select the documents or Projects you want to send.
5. Click Mail To in the actions menu.
A message opens containing links to the documents or Projects in the body of the e-mail.
6. Address the message as desired and send it as usual.
Tip:
To send only one message containing links to both documents and Projects, leave both messages
open and cut and paste links between messages as desired.
4.8 Viewing the Action History
The Action History page for a document shows an overview of actions performed on the document,
sorted by most recent date.
• To view the action history, click the Action History link on a document.
Sorted by action type, the page shows:
• When the document was uploaded.
• If a document is locked or unlocked. If it is locked, it shows who locked it and when it was locked.
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• Approval actions (including the start of the approval cycle) and associated comments, with
pending activities for the latest revision.
• WebCenter Viewer annotations.
Previous revision numbers are links to those revisions, and when clicked, change the view to that
revision.
You may print a printer-friendly report of the Details page by clicking Print in the header. A new page
will open showing the entire Action History which you can print using the browser’s Print command.
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5. The WebCenter Viewer
The WebCenter Viewer lets you view, markup, and approve CAD and Graphics files in high resolution.
You can accurately measure details, make approvals, and compare different versions all in one
window:
• The Viewer's Measure tool snaps to points for accurate measurement of widths, lengths,
distances and angles.
• The Densitometer accurately measures inks and ink coverage.
• When more than one version of a document is available, the Compare tools highlight the
differences between the current version and previous versions.
• The Markup tools track who said what, and when. You may respond to a question or comment
in a Markup.
• All Markup and Approval comments are maintained and tracked in each document's Action
History.
For details about how to approve a document in the Viewer, see Evaluate a Document in the Viewer
on page 73.
5.1 Opening a Document in the Viewer
•
To open a document in the Viewer, click the document's thumbnail or the
do this from:
button. You can
• the My Work page (under My Approval if you have documents to approve or under Approvals
to Follow Up if you are an Approval Master),
• the Documents tab in the project,
• the header of the Document Details page.
Note:
You can only view the latest two versions of a document.
If a document of type ArtiosCAD, Graphic File, or Other did not have view data generated when
it was uploaded, or does not have view data for some other reason, WebCenter will ask you to
create the view data when trying to view it. You must have Update permission on a document to
generate its view data after it is uploaded.
5.2 Viewer Samples
An ArtiosCAD workspace in the Viewer
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A Packed Archive Format (PAF) file containing both CAD and Graphics data
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A multi-page PDF file uploaded by BackStage / Automation Engine
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5.3 More Help with the Viewer
Help
To learn more about using the Viewer, click the question mark at the top right of the screen.
Note: Some browsers consider the Help window to be a pop-up. Either turn off the browser’s popup blocker or add the WebCenter Web server to the browser’s list of allowed sites.
Document types
For a Graphics document to show CAD data, it must reference the ArtiosCAD file. The Viewer does
not show graphics contained in an ArtiosCAD document.
For the Viewer to show multiple pages of a PDF file, it must have been uploaded as a Page List
document: either through the user interface with the Upload document feature, or uploaded to
WebCenter by Automation Engine.
For Page List documents, the Viewer offers a list of all the pages as a navigation aid, and a reader
spread mode to evaluate impositions.
Multiple documents
To view multiple documents at once, select their checkboxes, and click View and Annotate in the
Actions menu (inside a project or the Cart) or the
symbol at the top (on your My Work page).
Navigate between documents using the drop-down list box in the Document field or the navigation
arrows in the information bar across the top of the Viewer.
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Zoom
To zoom in, click inside the document or draw a rectangle around the area to enlarge with the Zoom
tool
.
To zoom out, hold down shift or ctrl while the Zoom tool is active. The symbol inside the magnifying
glass cursor will change from a plus sign to a minus sign.
To make the view scale to fit the space in the browser window, right-click the Zoom tool and select
Fit document in view.
Microsoft ISA Proxy server
If you will be using the Viewer through a Microsoft ISA proxy server using authentication in an HTTPS
session, use Java 1.4.2 on your machine, not Java 1.5.
To check the version of Java installed on your machine, double-click the Java applet in Control Panel
and click About.
If needed, download the J2SE Java Runtime Environment (JRE) 1.4.2 from the following URL:
http://java.sun.com/j2se/1.4.2/download.html.
You must be able to download and install Java applets automatically for the Viewer to work properly.
If Java is installed but a red X appears in the browser, consult your system administrator to see if a
firewall or proxy blocks Java downloads.
Returning to WebCenter
To leave the Viewer and return to WebCenter, click the x at the top right of the Viewer next to the
question mark. Do not close the Web browser window by accident!
5.4 Viewing RIPped Data in the WebCenter Viewer
You can view RIPped data from Odystar or Nexus (TIF or LEN files) in the WebCenter Viewer. This
allows you to approve RIPped files in the powerful Viewer.
5.4.1 Workflow Overview
To make sure WebCenter recognizes your RIPped TIF and LEN files as digital film, use the following
workflow:
1. In Odystar or Nexus, set up a flow that contains the following stages:
• Split Pages, to split the pages of a multi-page PDF document;
• RIP, to RIP every page to separated TIF or LEN files;
• Compress, to gather the separations back into a ZIP file that WebCenter will recognize as
digital film;
• WebCenter Output, to upload the ZIP files into the WebCenter project of your choice.
2. Submit a PDF document to the flow.
3. Log on to WebCenter and navigate to the project you specified in the WebCenter Output stage
of your Odystar or Nexus flow.
4. Click a ZIP file in the document list to view the RIPped page in the WebCenter Viewer.
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Note:
Of course, you can build on this basic workflow to include approval, or even use workflow folders in
WebCenter to send PDF documents to Odystar or Nexus hot folders at the start of the flows.
5.4.2 Prepare the Odystar Canvas
• Set up the following Canvas:
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Table: Gateway details
Gateway
Notes
Split Pages
Splits the pages of submitted multipage PDF documents, so
they are sent to the RIP gateway page by page.
RIP
RIPs the pages to TIF files.
Compress
Collects the separated RIPped TIF or LEN data and gathers it in
a ZIP archive.
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Gateway
Notes
WebCenter Output
Selects the ZIP file and uploads it to the desired WebCenter
Project.
5.4.3 Prepare the Nexus Workflow
• Set up the following workflow:
Table: Activity details
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Activity
Notes
Split Pages
Splits the pages of submitted multipage PDF documents, so
they are sent to the RIP gateway page by page.
Rasterise Separations
RIPs the pages to TIF or LEN files.
Compress/Decompress
ZIP
Collects the separated RIPped TIF or LEN data and gathers it in
a ZIP archive.
WebCenter
Activity
Notes
WebCenter Output
Selects the ZIP file and uploads it to the desired WebCenter
Project.
5.4.4 Submit Files and View
Once you have set up your Odystar or Nexus workflow, you can submit PDF documents.
The submitted documents will be RIPped and uploaded to WebCenter in the form of ZIP files, which
can be recognized by WebCenter as digital film files.
Log on to WebCenter and navigate to the Project you selected as the upload destination in the
WebCenter Output gateway/activity. You should see the digital film files appearing in the document
list, with thumbnails being generated on the fly.
Click a document thumbnail to view it in the Viewer. Use the Viewer to zoom in, compare to previous
versions, annotate or approve the RIPped page.
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5.4.5 Combine with a Workflow Folder Configuration
You can combine the workflow to view RIPped data in the WebCenter Viewer with the workflow folder
feature, to create a user-friendly digital film viewing and approval solution.
Note: Workflow folders are sometimes also referred to as “push-through folders”. More information
can be found in About Workflow Folders.
To achieve this, proceed as follows:
1. Log on as a WebCenter administrator, and in the Admin mode, go to Configuration > Push
Through Configuration .
2. To create a workflow folder, click New Push Through Configuration and, in the Destination UNC
field, specify the path to the Hot Folder of your Odystar or Nexus server that will be RIPping
your data.
Also, make sure you select the correct workflow type (Odystar, Nexus or Automation Engine)
from the corresponding list.
Note: For detailed instructions on setting up workflow folders, see Configure Push-Through
Configurations for Workflow Folders in the Administration Guide.
3. Create a new folder in your WebCenter project, and in the Folder Properties, select the Workflow
Folder (Advanced) option. Then select the push through configuration you just created.
4. Modify your Nexus or Odystar flow to include the WebCenter Input activity or gateway. Make
sure the settings point to the same Hot Folder you specified in the push through configuration
in WebCenter.
5. Upload a PDF document to the workflow folder in WebCenter.
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If you set up the whole workflow correctly, the files you upload will be copied to the Odystar or
Nexus hot folder, where they are picked up by the WebCenter Input. The flow will RIP the pages,
collect them into ZIP files and return them to the WebCenter project, where you can view and
approve them.
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6. Approving and Rejecting Documents
You can see documents waiting for your approval on the My Work page, under My Approvals.
Note: If you cannot see My Approvals, go to My WebCenter > My Work Setup to add it to your
My Work page.
You can approve, reject or comment a document:
• from the My Work page,
• from the Viewer,
• from the document details page (Approval tab).
Note: Project Managers have more options when approving or rejecting documents. They can Force
Approve or Force Reject a document. See Forcibly Accept or Reject Documents.
Approvals, rejections and comments are shown on the Action History page.
Note: If you need to setup an approval cycle to have other users approve or reject a document, see
Defining Approval Settings on page 121.
6.1 Evaluate a Document in the Viewer
When you need to evaluate a graphic file or a page list (see Document Types on page 41 for
information about the supported file types), you can first open it in the Viewer to look at it in detail.
You can then approve, reject or comment it directly from the Viewer.
1.
To open a document in the Viewer, click the document's thumbnail or the
do this from:
button. You can
• the My Work page (under My Approval if you have documents to approve or under Approvals
to Follow Up if you are an Approval Master),
• the Documents tab in the project,
• the header of the Document Details page.
Note:
You can only view the latest two versions of a document.
If a document of type ArtiosCAD, Graphic File, or Other did not have view data generated when
it was uploaded, or does not have view data for some other reason, WebCenter will ask you to
create the view data when trying to view it. You must have Update permission on a document to
generate its view data after it is uploaded.
2. Click:
•
to approve the document,
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•
to reject it,
•
to comment it,
•
to force approve it (if you are a Project Manager),
•
to force reject it (if you are a Project Manager).
3. In the pop-up that opens, do the following:
if you are...
you can...
approving or force approving the document set a condition for your approval if the
approval cycle allows this (see Allow
Conditional Approval or Not on page 126):
select Set Approval Condition and type your
condition in the box.
rejecting or force rejecting the document
type a reason for your rejection in the box.
commenting the document
type your comment in the box.
4. Enter your password if your WebCenter server requires it.
5. Click the Commit button.
Once you have approved or rejected the document, you may not change its approval status later
(only a Pending status allows future changes).
If you have entered an approval condition, a rejection reason or a comment, it will be shown in:
• the Approval tab of the Document Details page,
• the Action History tab of the Document Details page,
• the Viewer's Document History panel when viewing the document.
To see all the documents you have recently evaluated, go to My Work > My Recently Submitted
Approvals .
Note: If you cannot see My Recently Submitted Approvals, go to My WebCenter > My Work Setup
to add it to your My Work page.
6.2 Evaluate a Document in the Document Details Page
When you need to evaluate an office file (like Microsoft Word, Excel, PowerPoint etc.), you can first
download it and open it in the corresponding application, then evaluate it from the My Work or the
Document Details page.
To approve, reject or comment a document from the Document Details page:
1. Go to the Approval tab.
2. Click:
•
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to approve the document,
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•
to reject it,
•
to comment it,
•
to force approve it (if you are a Project Manager),
•
to force reject it (if you are a Project Manager).
3. In the pop-up that opens, do the following:
if you are...
you can...
approving or force approving the document set a condition for your approval if the
approval cycle allows this (see Allow
Conditional Approval or Not on page 126):
select Set Approval Condition and type your
condition in the box.
rejecting or force rejecting the document
type a reason for your rejection in the box.
commenting the document
type your comment in the box.
4. Enter your password if your WebCenter server requires it.
5. Depending on your choice, click Commit Approval, Commit Rejection or Commit Comment.
Once you have approved or rejected the document, you may not change its approval status later
(only a Pending status allows future changes).
If you have entered an approval condition, a rejection reason or a comment, it will be shown in:
• the Approval tab of the Document Details page,
• the Action History tab of the Document Details page,
• the Viewer's Document History panel when viewing the document.
To see all the documents you have recently evaluated, go to My Work > My Recently Submitted
Approvals .
Note: If you cannot see My Recently Submitted Approvals, go to My WebCenter > My Work Setup
to add it to your My Work page.
6.3 Evaluate Multiple Documents at Once
If you have several documents to approve or reject, and you have made the same decision about all
of them (you want to either accept them all or reject them all), you can do this in one operation.
1. Go to your My Work page.
2. In the My Approvals section, select the documents to approve or reject.
Tip: To select all the documents at once, select the check box at the top of the documents list.
3. At the top of the document list, click:
•
to approve the documents (you cannot use conditional approval on several documents at
once),
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•
to reject them,
•
to comment them.
Note:
• Use the buttons at the top of the list and not the ones beside a document, or you will only
approve / reject / comment that document.
• If you are not Project Manager for some of the documents you selected, Forced Approve and
Forced Reject are not available.
4. If you are commenting the document, type your comment in the pop-up's box.
If you are rejecting the document, you can enter a rejection reason in the pop-up's box.
5. Enter your password if your WebCenter server requires it.
6. Depending on your choice, click Commit Approval, Commit Rejection or Commit Comment.
The status of the approval action is displayed, listing any documents that could not be updated.
Note: You can also do this from within a project (in the Documents tab, select the project's
documents to approve or reject, then click Approve / Reject in the Actions menu).
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7. Working with Page Lists (ImposeProof
Documents)
7.1 About Page Lists
What is a Page List document?
Page Lists are a special type of multi-page PDF documents in WebCenter that represent imposed
books or magazines. As such they are an important tool for commercial printers.
Page Lists PDFs are generated in Automation Engine from FastImpose imposition files (*.imp), and
uploaded to WebCenter from the Automation Engine production server.
If you are not using a Automation Engine production server, you can also upload Page Lists using
the Upload feature in WebCenter. You cannot upload imposition files (*.imp).
Page List documents have two major advantages over other multi-page PDF files:
• You can upload either the complete document, or specific pages only (for example, pages 6-12);
• individual pages can be approved or rejected in WebCenter (for example, you can approve
pages 3, 5 and 7-16 of a 16-page Page List).
Note: A multi-page PDF file can only be approved or rejected as a whole.
Working with Page Lists
Page List documents are displayed as a single document in document lists. Click the Page List
name to view its pages and details in the dedicated Page List views.
Tip:
Only FastImpose impositions are recognized as Page Lists in WebCenter. Multi-page files uploaded
from within WebCenter (except multi-page PDFs uploaded specifically as a page list), or from
Odystar, Nexus, or even other Automation Engine documents will never be treated as Page Lists.
Instead, they are considered regular multi-page PDF documents.
7.2 Page List Views
When you want to examine, approve or reject a Page List, you have the choice of a number of views
in which to do so:
Page List
Displays the pages in the imposition in a table.
For every page, the Folio, Sheet Name, Sheet Side (for page lists uploaded from Automation
Engine), Thumbnail, Page Version, List Version, and Uploaded Date are displayed.
Finally, the approval status per page is listed, and pages that have annotations are marked with
a post-it icon.
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Page Gallery
Displays the pages in the imposition in a gallery view. This gives you a quick overview of the approval
status of the different pages:
•
Pages topped with a blue bar and
icon have not been approved or rejected yet;
• Pages topped with a green bar and
icon have been approved;
• Pages topped with a red bar and
icon have been rejected.
Page List Information
Displays basic information about the Page List (number of pages, binding...). This information is
editable for documents that were uploaded using the WebCenter Upload feature.
7.3 Page Lists in the Viewer
Page List-specific features
The Viewer has a number of features that make working with Page List documents even more
intuitive:
• Reader spread mode
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• Page List panel
• Show margins (Trim boxes) option
Reader Spread view
Click the Toggle Reader Spread View button in the top toolbar to activate the Reader Spread view
mode.
Page List panel
Click the Display Page List Panel button in the top toolbar to display the Page List panel. This panel
shows thumbnails of all the pages in the Page List document. Click on a page in the panel to display
it in the viewer.
Tip: You can dock and undock this panel to optimize your workspace in the Viewer.
Show Margins option
Click the Show Margins (Trim Boxes) button on the View toolbar on the right hand side of the Viewer
to display the trim boxes for the displayed page(s). Trim boxes are displayed in blue.
For more information, see the Viewer's online help.
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7.4 Notes on Page Lists and Approval Cycles
Page Properties
Index
Represents the sequential position of the page in the Page List.
Folio
Represents the “name” of the page as it is used in FastImpose.
Page Version
Represents the version of the individual page in the Page List.
List Version
Represents the version of the complete Page List. The List Version is updated every time you upload
a new version of the imposition from Automation Engine.
Index versus Folio
For example, the page with Index 7 may have vii as its Folio, or the page with Index 1 may actually
be page 3 when the cover is not part of the imposition.
List Version versus Page Version
When new versions of a selection of pages are uploaded, the List Version number and the Page
Version number of the uploaded pages are incremented.
As a result, in very asynchronous workflows (e.g. magazine printing), you can easily have 15 Page
List Versions.
Every update to the Page List increments this version number. However, most of these updates will
only affect certain pages: their Page Version will be incremented.
By the time you reach Page List Version 15, many pages will be at version 3 or higher, but some
will still be at Page version 3.
Empty and blank pages
Empty pages are ignored for approval.
For example, if you upload a 32-page PDF file as a Page List, but change the Number of pages to 64
afterwards, creating 32 empty pages at the end of the Page List. These 32 empty pages are ignored
- you cannot approve or reject them.
Blank pages require approval. WebCenter detects when PDF pages have been added to the
imposition that have no visible content. The blank pages need to be approved just like any other
pages.
When is a Cycle Finished?
The approval cycle's status is changed to Finished when any one of the following conditions are
met:
• all Approvers have either approved or rejected it,
• the Project Manager or an Admin has Forced Approved or Forced Rejected it.
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Note that in this case, the final status is Forced Approved or Forced Rejected instead of
Finished.
A finished approval cycle may not be stopped or started without uploading a new version of the
document.
These status rules apply to each individual page in the Page List.
Only when all the pages in the Page List document have reached their Finished (or Forced) approval
status, will the Page List itself get the Finished status.
7.5 Approve or Reject a Page List
To approve the pages in a Page List, you can choose from a number of different methods.
7.5.1 Use the Viewer
1. Navigate to the Page List in a Document list, and click on its thumbnail image. The Viewer opens,
displaying the Page List.
2. In the Viewer tool bar, click:
•
to approve the document,
•
to reject it,
•
to comment on it,
•
to force approve it (if you are a Project Manager),
•
to force reject it (if you are a Project Manager).
3. In the pop-up that opens:
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a) Choose to approve / reject / comment either the Current Page, the Selected Pages or All
Pages.
b) Optionally:
if you are...
you can...
approving or force approving the
page(s)
set a condition for your approval if the
approval cycle allows this (see Allow
Conditional Approval or Not on page
126): select Set approval condition
and type your condition in the box.
rejecting or force rejecting the page(s)
type a reason for your rejection in the
box.
commenting the page(s)
type your comment in the box.
c) Enter your password if your WebCenter server requires it.
d) Click the Commit button.
For more information, see Page Lists in the Viewer.
7.5.2 Use the Page Gallery View
1. Navigate to the Page List in a Document list and click on its name.
The Document Details page appears.
2. Select Page Gallery from the menu.
3. Select the pages you want to approve or reject and then click Approve Selected Pages or Reject
Selected Pages.
You can also choose to Approve All Pages or Reject All Pages.
4. In the pop-up that opens:
a) Optionally:
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if you are...
you can...
approving or force approving the
page(s)
set a condition for your approval if the
approval cycle allows this (see Allow
Conditional Approval or Not on page
126): select Set Approval Condition
and type your condition in the box.
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if you are...
you can...
rejecting or force rejecting the page(s)
type a reason for your rejection in the
box.
commenting the page(s)
type your comment in the box.
b) Enter your password if your WebCenter server requires it.
c) Click the Commit button.
7.5.3 Use the Page List View
1. Navigate to the Page List in a Document list and click on its name.
The Document Details page appears.
2. Select Page List from the menu.
3. Select the pages you want to approve or reject and then click Approve Selected Pages or Reject
Selected Pages.
You can also choose to Approve All Pages or Reject All Pages.
4. In the pop-up that opens:
a) Optionally:
if you are...
you can...
approving or force approving the
page(s)
set a condition for your approval if the
approval cycle allows this (see Allow
Conditional Approval or Not on page
126): select Set Approval Condition
and type your condition in the box.
rejecting or force rejecting the page(s)
type a reason for your rejection in the
box.
commenting the page(s)
type your comment in the box.
b) Enter your password if your WebCenter server requires it.
c) Click the Commit button.
7.6 Uploading and Updating Page Lists
7.6.1 Requirements for Page Lists
Page Lists are supported in WebCenter from version 7.1 onwards.
Interaction with a Automation Engine production server is supported as follows:
Supported versions
Notes
Automation Engine 10 with Application Server
For uploading, use the Publish Imposition on
WebCenter Chain ticket.
For uploading, use the Publish Imposition on
WebCenter Chain ticket.
Automation Engine 12 with Application Server
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Note:
In addition, the following requirements apply:
• You need to have the appropriate licenses.
• WebCenter and Automation Engine must be in the same LAN.
7.6.2 Upload an Imposition as a Page List from Automation Engine
Only FastImpose impositions are recognized as Page Lists in WebCenter. Multi-page files uploaded
from within WebCenter (except multi-page PDFs uploaded specifically as a page list), or from
Odystar, Nexus, or even other Automation Engine documents will never be treated as Page Lists.
Instead, they are considered regular multi-page PDF documents.
Proceed as follows to upload an imposition file as a Page List from Automation Engine 10 or 12 to
WebCenter:
1. Start the Automation Engine Pilot and log on to the production server.
2. Browse to the FastImpose imposition file (*.imp) you want to upload, or create a new imposition
in the Pilot.
3. Right-click the imposition and select New Task > Publish Imposition on WebCenter Chain .
If the Publish Imposition on WebCenter Chain task does not appear in the context menu, choose
More Tickets and select the task in the Select Ticket dialog.
4. Modify the settings for the Publish Imposition on WebCenter ticket (the first ticket in the chain)
if needed.
5. Modify the settings for the Send Book to WebCenter ticket (the second ticket in the chain):
a) On the Destination tab, select the WebCenter Site from the list.
b) Enter the Project, Folder, Document and Project Template names. You can use SmartMarks
to populate these fields.
c) Enter your User Name and Password for the selected WebCenter site.
d) Click the Approval tab and enable Approval if required.
6. Click the Launch button to upload the imposition to WebCenter.
Note: This automatically adds the imposition to the Pilot's Pages view at the same time.
7.6.3 Upload an Imposition using the WebCenter Upload Feature
1. Either go to the project/folder you want to upload the document into and click the
button, or just click the Upload menu from anywhere.
2. On the Upload page, select the Project and Folder you will upload the document into (if you
are already in the project/folder, those are filled in automatically, but you can still Change the
Destination).
3. Select Browse in the Source list and click the Browse... button to open a browser dialog and
select your file.
4. Select Page List in the Document Type list.
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5. Type the index number of the first page in the file in the Index of First Page field.
For a new document, this will typically be 1, but it might not be, if you plan on adding additional
pages later, or if you are updating a selection of the pages in an existing Page List.
6. The document Name is automatically detected. You can still change it if needed.
7. Optionally, specify a Description for the document.
8. Click Upload.
The Page List is uploaded to WebCenter. You can still edit some properties of the Page List in the
Page Information view (such as the number of pages, the binding edge, etc.).
7.6.4 Update Pages in a Page List
You can update a specific page of range of pages in a Page List, either from Automation Engine or
through the Upload feature in WebCenter.
To Update One or More Pages from the Pilot
1. In the Automation Engine Pilot's Imposition Gallery, select the pages in the imposition that you
want to update.
2. Right-click one of the selected pages and re-launch the exact same Publish imposition on
WebCenter Chain ticket you used to upload the original Page List.
To Update Individual Pages from WebCenter
1. Navigate to the folder in which the original Page List resides.
2. Click the name of the Page List to open the Document Details page for the Page List.
3. Click Page List to open the Page List view.
4. Click the Upload New Version link in the row corresponding to the page you want to update.
5. Browse for the PDF document containing the new version of the page you want to update and
click Finish to upload the new page.
The Index for First Page field is already filled in, because you are only updating a single page
(at the listed index).
To Update Multiple Pages from WebCenter
1. Navigate to the folder in which the original Page List resides.
2. Click the name of the Page List to open the Document Details page for the Page List.
3. Click Page List to open the Page List view.
4. Click the More Actions... button and select Upload New Version.
5. Browse for the PDF document containing the new versions of the pages you want to update.
6. Provide the Index of First Page information: pages from the new PDF you are uploading will
update the existing pages in the Page List starting at the index you specify.
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For example, if you upload a four-page PDF document to a 16-page Page List, and provide the
Index for First Page 5, WebCenter will update pages 5 - 9 in the Page List with the newly uploaded
versions.
7. Click Finish.
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8. Working with 3D Files
With WebCenter, you can upload, view and approve 3D files. This is an option available with the
Advanced Approval module.
This is based on Esko’s Visualizer technology, and enables you to:
• Communicate the final packaging in all its realism to clients.
• Use WebCenter as an online medium to share 3D mockups.
• Enhance artwork and shape approval with its 3D representation.
8.1 About 3D Files
WebCenter works with Collada (.dae) and Zipped Collada (.zae) 3D files.
Collada is an interchange file format for interactive 3D applications. It is an open standard based on
XML, managed by the Khronos Group (a not-for-profit technology consortium). For more information,
go to http://www.khronos.org/collada/.
A Zipped Collada file is a zip file containing:
• a Collada file,
• a manifest.xml file with a specified format,
• optionally, other assets such as backgrounds.
Note: WebCenter supports having a preview embedded in the archive file and extracting this
automatically as a default thumbnail.
8.2 Creating and Exporting 3D Files
You can create Collada files from Studio Visualizer and / or ArtiosCAD.
8.2.1 In Visualizer
Studio Visualizer can build 3D models based on the following structural design file formats:
•
•
•
•
ArtiosCAD *.ard files;
Studio Toolkit for Flexibles *.bag files for flexible packaging such as bags and wrappers;
Score! *.vlm files.
Collada *.zae archives with arbitrary 3D shapes, with printable areas defined (if supplied by Esko
products). Collada archives created by non-Esko products can be used in Studio Visualizer but
will not have a printable area.
1. Open the artwork in Illustrator, ArtPro or PackEdge.
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2. Place and align the structural design file.
3. Then choose Open in Visualizer from the File menu.
4. Set the Substrate material.
5. Edit your design as necessary:
• add process and / or spot colors,
• add special finishes,
• add an environment (background).
6. Export your 3D design to a Zipped Collada (.zae) file using the Export 3D file for Viewing option.
You can choose to Create a preview image file alongside the Collada file. This will be a .jpeg
thumbnail image.
Note: If your model includes graphics, saving to .zae and not .dae ensures you have everything
in one file (WebCenter doesn't support using multiple files for one 3D design).
See the Visualizer manual or online help for more information.
8.2.2 In ArtiosCAD
Since ArtiosCAD 7.6, any 3D file can be output to Collada. The output includes the graphics, floor
shading etc.
Note: This might require additional licensing.
1. Create your model using the ArtiosCAD 3D functionality.
2. When it is ready, go to File > Outputs-3D > Collada to export it.
• Set the Graphics resolution.
• To export a thumbnail with the Collada file, choose either PNG or JPEG in the Include bitmaps
as option (you can select the Quality for JPEG).
• Save the file as a .ZAE file.
Note: If your model includes graphics, saving to .zae and not a .dae ensures you have
everything in one file (WebCenter doesn't support using multiple files for one 3D design).
See the ArtiosCAD manual for more information.
8.3 Uploading 3D Files to WebCenter
Collada (.dae) and Zipped Collada (.zae) files can be uploaded to WebCenter using the normal
upload functionality available within WebCenter, via Automation Engine or through the WebCenter
SDK.
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WebCenter automatically recognizes Collada files as the Collada document type.
8.3.1 Working with 2D and 3D Files
We advise using the same name for related 2D and 3D documents, and putting them in the same
folder.
Those will be linked automatically in a future version of WebCenter.
8.3.2 Creating a Thumbnail
By default, WebCenter shows the default Collada thumbnail for Collada files:
.
To add your own thumbnail:
• use the Create a preview image file alongside when exporting the Collada file from Vizualiser
(see Creating a 3D File in Visualizer).
• choose either PNG or JPEG in the Include bitmaps as option when exporting the Collada file
from ArtiosCAD (see Creating a 3D File in ArtiosCAD).
• upload your own thumbnail in WebCenter:
a) in the Document Details, go to the Document Information tab,
b) click Thumbnail and upload your thumbnail image.
Note: The best sizes for thumbnails in WebCenter are 100x100 and 200x200 pixels.
8.4 Viewing 3D Files
Hyper realistic 3D viewing experience is now available in WebCenter.
• Click the thumbnail of a Collada file to open WebCenter's 3D Viewer. As a regular user, you need
to have both View and Download rights to use the Collada Viewer.
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Note:
If your Collada file contains a background environment (.env file), you will see it in the
background.
WebCenter supports all the default Visualizer environments.
8.4.1 System Requirements
For PC Clients
System
32-bit or 64-bit
Memory
1GB RAM minimum, 4GB RAM recommended
Java version
Java 1.5 or higher
Video card
DirectX9 compatible 3D graphics board from ATI
or NVidia supporting fragment shaders and with
at least 256MB video memory.
For example:
• NVidia GeForce FX series, GeForce 6 series,
GeForce 7 series, GeForce 8 series, GeForce
9 series.
• ATI Radeon 9600, 9700, 9800, Radeon X
series, Radeon HD series.
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Note: ATI FireGL boards and Intel embedded
graphics are not supported!
For Mac Clients
System
32-bit or 64-bit
Memory
1GB RAM Minimum, 4GB RAM recommended
Java version
Java 1.5 or higher
Video card
For Intel Macs:
• NVidia GeForce
6600/6800/7300/7600/7800/8600/8800,
Quadro FX 4500/5600.
• ATI Radeon 9600/9700/9800, Radeon HD
2400/2600, X600/X800/X1600/X1900.
For PowerPC Macs:
• NVidia GeForce FX/6600/6800/7800.
• ATI Radeon 9600/9700/9800/X800/X1900.
For example: Power Mac G5, iMac G5,
PowerBook G4 (from 2004 or later).
Browser Limitations
The Collada 3D viewer is currently not supported for use on Firefox 4 for Mac and Chrome for Mac.
With Firefox 3 for Mac there is a known problem when using tabs: when the Collada 3D viewer is
open, opening extra tabs will also display the Viewer image in those tabs.
8.4.2 Basic Tools
You can click your design in the 3D Viewer, and drag it to rotate it in any direction.
You can also use the basic tools in the bottom left corner:
•
•
Use
to return the design to its default position.
Use
to zoom in on the design (this brings it forward relative to the background).
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•
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Use
to zoom out (this sends the design back).
WebCenter
•
The info button
will be red if your system doesn't fully meet the System Requirements on
page 90. Click it to get details.
8.4.3 Advanced Tools
Click Control Panel at the bottom right of the Viewer window to show the advanced tools.
•
Use
to return the design and the background environment to their default positions.
•
Use
to rotate the design and the background environment in sync.
•
Use
to rotate the design, while the environment remains stationary.
•
Use
to move the design horizontally and vertically (with no rotation) while the environment
remains stationary.
•
Use
to rotate the environment, while the design remains stationary.
Use
to zoom in (this brings the design and the environment forward).
Use
to zoom out (this sends the design and the environment back).
•
•
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8.5 Approving 3D Files
Collada files can be approved like any other document in WebCenter. You can approve, reject or
comment a Collada file from:
•
•
•
•
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your My Work page,
the project's Documents tab,
the document's Approval tab,
the 3D Viewer (at the bottom left of the window).
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9. Discussions in WebCenter
In WebCenter, you can have simple message boards called discussions for projects and individual
documents.
Anyone with View permission for a project or document may start or participate in an ongoing
discussion about any subject. Project discussions and document discussions work the same way.
When entering information in a discussion, the Subject field is limited to 256 characters and the
Message field is limited to 800 characters.
9.1 Start a New Discussion
1. Go to the Project or document in which you wish to start a discussion.
2. Click Discussions > Start a new discussion.
3. Enter a topic for the discussion in the Subject field and a message in the Message field.
4. Click Finish. The discussion is created and you are presented with a list of common subsequent
actions.
9.2 View a Discussion
1. Go to the Project or document containing the discussion to view.
2. Click Discussions. The most recent discussions are shown first.
3. Click the title of the discussion to view.
The discussion opens with the messages shown in the order in which they were posted.
9.3 Add a Message to a Discussion
1. Go to the project or document containing the desired discussion.
2. Click Discussions.
3. Click the title of the discussion to view. The discussion opens.
4. Compose the message.
• If you want to quote a previous message, click Quote in that message. The text of that message
appears within <QUOTE> </QUOTE> tags in the Reply: field. You may edit the text as desired,
but make sure to leave the two tags intact at the beginning and end of the quote. Quoted
text appears in italics with an angle bracket at the beginning of each line. There is only one
level of quoting.
• To add a message without quoting a previous message, enter the message in the Reply field.
5. When you are done entering text in the Reply field, click Post.
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Your reply is added to the discussion.
9.4 Print a Discussion
1. Go to the project or document containing the desired discussion.
2. Click Discussions.
3. Click the title of the discussion to view.
The discussion opens.
4. Click Print.
5. A separate browser window opens containing the entire discussion. Use the browser’s Print
command to print the discussion.
9.5 Delete a Message from a Discussion
Note:
Only the author of the message, a Project Manager, or a member of the Admins group can delete
a message in a discussion. The first message in a discussion thread may not be deleted, because
it defines the discussion.
1. Go to the project or document containing the desired discussion.
2. Click Discussions.
3. Click the title of the discussion to view. The discussion opens.
4. Click Delete in the header of the message to delete.
5. Click OK to confirm the deletion.
The message is deleted.
9.6 Delete a Discussion
Note: Project and document discussions may only be deleted by the Project Manager or a member
of the Admins group.
1. Go to the project or document containing the desired discussion.
2. Click Discussions to see a list of available discussions.
3. Click the checkbox for each discussion to delete.
4. Click Delete in the actions menu.
5. Click OK to confirm the deletion.
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10. Tasks for Project Managers
Users designated as Project Managers in their profile have a Projects I Manage link on their Projects
menu. In these projects, they have access to a number of additional features that allow them to
manage the projects.
Project Managers can:
•
•
•
•
•
•
•
Create projects, either blank or from a Template.
Invite members to the project and uninvite them.
Create project folders and add documents.
Set Characteristics and Attributes on the project and its documents.
Forcibly Accept or Reject documents requiring Approval.
Set the security on the project.
Manage Roles in their project.
Note: Only Project Managers who are members of the Admins group can save a project as a
Template. See the Administration Guide for more information.
10.1 Creating Projects and Folders
Project Managers can create new projects (either from scratch, from a project template, or from an
existing project); and they can create new folders inside projects they manage.
10.1.1 Create a New Project from Scratch
1. Log in as a project manager.
2. In the Create or Projects menu, click Create Project.
3. Choose Start from a Blank Project in the Create list.
4. Fill in the new project's Details.
a) Enter the Name of the new project.
b) By default, you are the Project Manager. To make another user or user group the Project
Manager for this project, select his / her name, or the group name, from the Project Manager
list.
c) To make the project active, leave the Status on Active.
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Note:
If you are not sure that the project will be going forward (you need somebody else to decide
first), you can either:
• make the project Non Active or On Hold,
• (if you have the Task Management module) make the project active, make the decider a
project member, and assign him/her a task to confirm/authorize the project as first project
task.
See Task Management in WebCenter on page 143 for more information about tasks.
d) If desired, specify a Customer for the project, and that customer's Location.
e) To use a custom thumbnail, click Change beside the default Thumbnail.
Select Specify New Thumbnail and enter the complete path and filename in the associated
field or Browse for it. To use the default thumbnail, leave that choice selected.
f) If desired, enter a project description in the Description field.
g) To specify an optional due date, click the calendar at the end of the Due Date field and select
the desired due date. To set the due time, click the drop-down list to the right of the calendar
control.
5. To add Documents to the project, click Add Item in the Documents section and either:
• Browse to the document to add,
• Copy a document from another project (select the project then the document to copy).
Tip: Use the
icons to search for a project or document name.
You can then change the document's Name and add an optional Description.
6. Invite members to the project: select each member, role or group to invite in the Invite members
list.
To remove a member, role or group, click the associated minus sign.
7. Click Create.
This brings you to the new project's details page.
10.1.2 Create a New Project from a Template
1. Log in as a project manager.
2. In the Create or Projects menu, click Create Project.
3. Choose Use a Project Template in the Create list.
4. Select the Template to use.
Tip: To view the contents of a Template, click Show Details. This opens the Template in another
window. Explore the contents as desired and click Close Window to return to the Create Project
page.
Note: Depending on the template you chose, the fields you need to fill in may be different.
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5. Fill in the new project's Details.
6. If desired, add Documents to the project.
7. Add Members to the project.
8. If the template has attributes defined, fill them in the Attributes section.
9. Click Create.
This brings you to the new project's details page.
Note:
The project is created with the same folder structure, documents, characteristics, attributes,
members, and security as in the template.
Any documents in the template are copied into the new project as new standalone documents, even
if they were linked documents in the template.
The list of Approval Users is copied if it is applicable; if there are conflicts, a warning appears and
you will have to configure new approval settings.
Fill in the Project Details
In the Details section of the Create Project page:
1. Enter the Name of the new project.
2. By default, you are the Project Manager. To make another user or user group the Project Manager
for this project, select his / her name, or the group name, from the Project Manager list.
3. To make the project active, leave the Status on Active.
Note:
If you are not sure that the project will be going forward (you need somebody else to decide first),
you can either:
• make the project Non Active or On Hold,
• (if you have the Task Management module) make the project active, make the decider a project
member, and assign him/her a task to confirm/authorize the project as first project task.
See Task Management in WebCenter on page 143 for more information about tasks.
4. If desired, specify a Customer for the project, and that customer's Location.
5. To use a custom thumbnail, click Change beside the default Thumbnail.
Select Specify New Thumbnail and enter the complete path and filename in the associated field
or Browse for it. To use the default thumbnail, leave that choice selected.
6. If desired, enter a project description in the Description field.
7. To specify an optional due date, click the calendar at the end of the Due Date field and select the
desired due date. To set the due time, click the drop-down list to the right of the calendar control.
Add Documents to the Project
1. To add Documents to the project, click Add Item in the Documents section of the Create Project
page and either:
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• Browse to the document to add,
• Copy a document from another project (select the project then the document to copy).
Tip: Use the
icons to search for a project or document name.
• Create a document placeholder from a document template: select New in the Source list,
select the Document Template to use, and fill in any attributes that may be required.
Note: This is only available if your Admin has defined document templates.
See Document Templates in the Administration Guide for more information about document
templates, and Assigning Document Attributes on page 52 for more information about
attributes.
2. You can then change the document's Name and add an optional Description.
Add Project Members
In the Members section of the Create Project page, you can either:
• Invite members to the project: select each member or group to invite in the Invite members list.
To remove a member / group, click the associated minus sign.
• If the template / project you are copying from contains roles: you can assign user groups or
individual users.
You can see roles the template / original project contains, and are available for assignment at
project creation time, in the Members section.
• To assign a role to a user group:
1. Select that user group in the Group list.
2. Select who in the group will be the User / Assignee.
Note: Leave the option ---Select User--- if you want any user of the group, or all of the
group users (depending on what was set when adding the role to the template / original
project) to be Approver / Task Assignee.
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Note:
If you are using filtering (the role's name is the first word of the name of the group you want to
replace it with), you will only see the groups matching that filter in the Group list.
In the example below, the role is called Agency, and the list shows all groups starting with
Agency (followed by a space).
If no group matches the filter you will see the whole list of groups.
• To assign a role to an individual user:
1. Leave ---Select Group--- in the Group list.
2. Select the individual user in the User / Assignee list.
3. Make sure Invite Group is deselected.
• To assign a role to a group with a specific user as assignee:
1. Select a Group in the Group list.
2. Select the individual user that you want to be the assignee in the User / Assignee list.
3. Make sure the Invite Group checkbox is enabled.
• To assign several users and groups to the same role (this option may be enabled/disabled in
the parent project or template):
1. Select a user or group assignee you want to assign to the role.
2. In the Actions column, click the + icon to add another row for this role.
3. You can now assign the same role to multiple users and/or groups, using the + every time
you need to add a row and using - icon to remove a row.
Note: You can also assign roles later if you don't have the user information ready.
Define Project Attributes
• If the template has attributes defined / you copied attributes from the existing project, you can
still edit them (if they are editable) in the Attributes section.
Attention: Certain attributes can be required. Those have a red asterisk (*). If the
template / project you copied from contains required attributes, you cannot create the
new project without filling them in.
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For more information about attributes, see Assigning Document Attributes on page 52.
10.1.3 Create a New Project Based on Another Project
1. Log in as a project manager.
2. In the Create or Projects menu, click Create Project.
3. Choose Copy setup from an Existing Project in the Create list.
4. Select the Project to copy from.
Note: You can only copy from projects you manage. If you are a project manager, you can also
copy a project from the project details More Actions... menu.
5. In the Copy setup from an Existing Project pop-up, select what you want to copy from the old
project into the new project (and deselect what you don't want to copy).
Click OK.
6. Fill in the new project's Details.
7. If desired, add Documents to the project.
8. Add Members to the project.
9. If the template has attributes defined, fill them in the Attributes section.
10.Click Create.
This brings you to the new project's details page.
10.1.4 Notes on Thumbnail Images
When specifying a custom thumbnail, consider the following:
• WebCenter automatically scales the thumbnail as needed to two sizes depending on where it is
used. The larger size is 100 x 100 pixels; the smaller, 50 x 50 pixels.
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• The maximum file size of a thumbnail is 1 million bytes, whether it is custom or generated. This
limit is configurable; contact Professional Services for more information.
10.1.5 Create Folders in a Project
You may only create one level of folders in a project under the Project Documents folder.
1. Log in as a project manager.
2. Open the project you manage which will contain the new folder.
3. If it is not selected already, click Documents on the Details menu.
4. In the Folders column at left, click Add Folder in the Actions menu.
5. Enter the name of the new folder in the Folder Name field.
6. Optionally, you can:
• Select Workflow Folder (Advanced) and select a workflow folder from the Configuration list.
This will turn the folder into to a Push Through Folder. A workflow folder automatically copies
the files uploaded into it to another folder (on the same or another server).
Typically this other folder is a hot folder for a workflow application such as BackStage /
Automation Engine, Nexus or Odystar.
• Click Specify New Thumbnail to use a custom thumbnail for the folder. Enter the complete
path and filename in the associated field, or Browse for it.
To use the default thumbnail, leave that choice selected.
7. Click Create.
The folder is created.
10.1.6 About Workflow Folders
What is a workflow folder?
When creating a folder the Project Manager can define it as a workflow folder, using a push-through
configuration defined by the Admin.
Any file that is uploaded into this folder will be automatically copied to a location defined in the
configuration. For this reason, workflow folders are sometimes also referred to as “push-through
folders”.
Workflow folders are particularly useful when that other location is a hot folder of a workflow system
such as Nexus, Automation Engine or Odystar, so that the file will automatically be processed by
the workflow system.
Note:
The Configuration for workflow folders needs to be defined by an Administrator.
Project Managers can then select one of the defined configurations when they create a new folder.
Recognizing workflow folders
Workflow folders have a yellow icon with an arrow on it.
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The files in a workflow folder have two extra icons:
•
The first
• The second
shows whether the copy of the file was successful or not.
is a button to copy the file again to the location defined in the configuration.
10.1.7 Synchronize the Project with a Workflow Job
If the Admin has defined a workflow connection, you can create projects that automatically create
a workflow job (see "Configure Workflow Connections" in the Administration Guide for more
information).
The workflow jobs created will be automatically synchronized to the linked WebCenter projects when
certain events occur (as defined by the Admin).
However, if the Admin has enabled this possibility, you can also synchronize the workflow job to the
linked project (that you manage) whenever you need to.
•
To do this, click the synchronization
icon in the project header.
10.1.8 Create a Project from Automation Engine
With the Create WebCenter Project Automation Engine task, you can create an Automation Engine
Job and a corresponding project in WebCenter at the same time.
You can also retrieve information from WebCenter (Project Template, Customer Company...) and
associate it with the project you are creating, directly from Automation Engine.
This avoids double entries and duplication errors, and can be triggered from an MIS system for even
more automatization.
In this task:
1. Select your WebCenter Site (it must be defined in the Configure tool).
2. In the Site Logon area, fill in your WebCenter User Name and Password.
You can choose to type in your password (which is then Encrypted) or to Use SmartNames that
resolve into your password.
Note: The user you enter here must be a Project Manager in WebCenter to be able to create
projects.
3. Enter the Project Name and Project Description to give the new project.
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Tip: An interesting choice for the project name is the SmartName [JobName]. By selecting the job
name as SmartName for the project you can map the jobs in Automation Engine to the projects
in WebCenter.
4. In Project Manager Username, enter the user name of the WebCenter Project Manager that will
manage the newly created project.
Note:
• This user must already exist in WebCenter.
• This can be the same user as the one you logged on with, or a different one.
• The user you logged on with must have at least as much visibility in WebCenter as the Project
Manager you enter here.
5.
Click the Refresh
buttons.
6. The Project Template, Customer Company and Customer Location fields should now contain
a list of the WebCenter Project Templates / Customer Companies / Customer Locations visible
to that Project Manager.
Choose the Project Template, Customer Company and Customer Location of your choice.
7. Click Launch.
10.2 Editing Projects
Project Managers can:
•
•
•
•
edit the project's general information in the Project Details > Project Information page,
add specific information to the project, like characteristics and attributes,
update the links to documents in the Project,
change the Project status.
Note: Only Administrators can save Projects as a template, so that other Projects can be created
based on it. See the Administration Guide for more information.
10.2.1 Add a Salesperson
Project Managers can associate a Salesperson with the project. This can be any user in the system,
but has no specific rights in the project.
1. On the Project Details page, click Project Information.
2. Click Salesperson.
3. Select a salesperson and click Finish.
4. Click Save.
Note: The salesperson does not gain access to the project unless he/she is invited as a user,
Project Manager or is part of the Admins group.
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It is possible to search for all projects associated with a certain salesperson across WebCenter.
10.2.2 Specify Project Characteristics
1. Log in as a project manager.
2. Open the Project whose Characteristics you want to specify.
3. Click Characteristics.
4. Select the checkboxes of the desired Characteristics. The selected Characteristics will appear
in the list of Characteristics. Click the + plus sign next to a Characteristic to see its children
Characteristics.
5. Click Change. The selected Characteristics will be associated with the Project.
To remove Characteristics from a Project, do the same as described above, but deselect the
checkboxes of the Characteristics to remove them from the list.
10.2.3 Specify Project Attributes
1. Log in as a user who is a Project Manager, or as a user who has the Change Properties permission
on the root level of the Project.
2. Open the Project whose Attributes you want to specify.
3. Click Attributes.
4. Choose the Attribute Category and click Change.
5. Set the values for the Attributes as desired and click Change.
The Attributes are assigned to the Project.
10.2.4 About Exporting and Importing Attributes
To make working with other systems easier, you can export and import project Attributes by using
JDF (Job Definition Format) files.
You can export the Attributes, modify them in another system, and then import their changed values
back into WebCenter.
Note: You cannot add more Attributes to a project this way; this only lets you change the values
for existing Attributes.
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Important:
If you want to import Attributes that are not generated by another WebCenter system, you should
generate a sample JDF file for the people using the other system to use as a reference, so that they
format their JDF file correctly.
The important lines are the ones similar to <eg:SmartName Name=”Attribute
Value=”Value”/>; there must be a Value tag for each Name tag.
Name”
10.2.5 Export Project Attributes
WebCenter automatically names the exported file <Project name>_attrs.jdf.
Note: Any periods in the project name will be converted to underscores.
1. Log in as a project manager.
2. Open the project with the attributes to export.
3. Click Attributes.
4. Click Export.
5. Click Save, browse to the desired location, and click Save.
10.2.6 Import Project Attributes
1. Log in as a project manager.
2. Navigate to the project with the attributes to import.
3. Click Attributes.
4. In the Import from JDF file field, enter the path and name of the file, or click Browse and select
the JDF file.
5. Click Import.
The values for existing attributes are updated if necessary.
Note: If there are either too few or too many attributes defined in the file as compared to the
project, WebCenter will mention it in a status message.
10.2.7 Update a Project
If you have a document that is linked in many Projects, and upload a new version into only one
Project, the links in other Projects continue to reference the prior version.
1. Open the Project to update.
2. Click Update on the Project Actions menu.
3. All documents in the Project are updated.
A list is shown of the updated document(s), the containing Project, the old version number, and
the new version number.
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Tip: To update more than one Project at once, get a list of the Projects, select them, and click Update
Project(s) in the actions menu.
10.2.8 Project Statuses
The Project Status feature allows you to review the current project standing. This feature can be
accessed by an ADMIN or a member of the ADMIN group, Project Managers and an User.
An administrator can add statuses in WebCenter. This works similar to task statuses (whereas the
statuses are not shared). A status has a name, an icon and a type. The types are Not-active, Active
and Completed. The WebCenter has the functionality to limit the actions possible in not-active
and completed projects. It is most typical to add active statuses, for example: Briefing, Design,
Prepress, Printing. An administrator can limit the statuses for a project and this can be done for
every project separately.
The Project Manager can perform following:
• Set the Project Status.
• View Project Status.
• Search Project Status and Filter projects based on Project Status.
The Project Status will appear as follows when a specific project is selected:
An administrator can limit the statuses for a project and this can be done for every project separately.
Go to a project or a template as an administrator and click on the Configure tab. By using Add Project
Statuses and Remove Project statuses (select with the check boxes and take remove from the action
drop down), you can get a specific set of statuses.
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The administrator can decide the sequence of the statuses. This sequence is purely used for sorting.
When the projects are sorted based on Project Status, this is the sequence used. The sequence is
system wide.
Apart from showing the Project Status in many project overview pages (and also in the search results),
the project statuses can be used in the Workflows. For example: To decide different operations or
assignees depending on the current project status.
Note: By using the Set Project Status node in Workflow, you can set the status for the current project.
In the following example, let us consider six toll gate statuses to be allowed for the HADW556 project.
The Project Statuses are set as TG0, TG1, TG2, TG3, TG4 and TG5. The WebCenter has many more
statuses, but only these statuses are allowed for this project. The TG0 to TG5 statuses are in this
sequence in the entire system.
Note: You can only decide per project whether you can have these statuses, but you cannot change
the sequence of the statuses per project.
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10.2.9 Change the Project Status
A project can have different statuses. For example:
• Active
• Non Active
• Completed
In additional to the standard statuses, custom statuses may have been defined by the system
administrator. A project or template can have its own specific set of available project statuses. Every
project requires at least one active status.
The project manager can set the project status from the project details header, or in the Status list
on the Project Information page.
When searching, you can search for all projects, or projects that have a specific status like Active,
Not Active, or Completed. It is also possible to search for All Active, All Not Active or All Completed
projects, this type of search would include different (custom) statuses of the same type.
10.2.10 Displaying a Project Status
The Project Status can be viewed by an Administrator, Project Manager and a Project Member.
The status of a WebCenter project is displayed in following ways:
• The status is displayed in the project header of each page of the project.
• The status is displayed in the columns of the project overview pages (Project I am Invited to,
Favorite Projects and Projects I Manage).
• The status is displayed in project search results if this column is requested to appear in the search
result.
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If an icon is available, the Project Status is displayed as an icon with its status name. If no icon is
available, the project status is displayed as a name only. If the option hide thumbnails is active, only
the status name is shown. The icon is displayed in true size.
10.2.11 Customizing a Project Status
An Administrator can set allowed statuses for Templates or for Projects. By doing this an
Administrator can limit the number of Project Statuses to be used for a specific project. When adding
a new project status to the system, this status will be also added to all projects and templates. When
a project is created from a template or from another project, it inherits the allowed statuses from its
source. This happens only once and does not happen when the template changes later.
1.
2.
3.
4.
Log in to WebCenter as an Admin user.
Click the Admin > Project Management and select Projects or Templates.
Click the required Project or Template link from the list.
Click the Configure > Project Statuses . This displays a table with the current allowed statuses
for this Template or Project.
5. Select the required Project Status from the list and then click the Add Project Statuses link.
Note: By default a blank Project will get the list of all statuses as allowed statuses.
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6. Click the Save button to make changes.
Note: The Project Status cannot be re-ordered here, the order is inherited from the system order.
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You can remove allowed statuses for a template or project by selecting the status and select Remove
from the Actions menu.
Set a Project Status using the User Interface
An Administrator or a Project Manager can set the Project Status for the current project using
WebCenter UI. A Project Status is changed by selecting a new project status from the status drop
down list in the header of the project pages. The drop down only contains the allowed statuses.
Set a Project Status when creating a Project
An Administrator or a Program Manger can set the Project Status while creating a new Project. When
creating a new project through the WebCenter User Interface, there will be a drop-down allowing to
set the project’s initial status. The drop-down will default to the first Active status.
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Note: The Completed statuses are not shown because you cannot create a Project in a completed
status.
10.2.12 Searching based a Project Status
You can search for projects based on their Project Status. Choose Search from the menu bar and
select Project or Tasks. On the (advanced) Project Search page and the Task Search page, the list
box will contain the list of all the Project Statuses.
In addition to all individual project statuses, the list also contains the following:
•
•
•
•
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Show All (default): show all projects (or tasks of all projects).
Show All Active: show only projects or tasks of projects with an active status.
Show All Not Active: show only projects or tasks of projects with a non-active status.
Show All Completed.
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10.2.13 Filtering based on Project Status
In Favorite Projects, Projects I Manage, and in Projects I am Invited to, you can filter on all Project
Statuses individually. You can also use the filters to look for a combination of statuses: Show All,
Show All Active, Show All Not Active, Show All Completed.
10.3 Managing Project Members and Permissions
Project Managers are responsible for managing who gets access to their Projects: they can add
members to a Project, remove members from a Project, and set their permissions.
10.3.1 Roles
Roles are created at a global level which the Project Managers(or Selected Project Managers) can
use in individual projects and templates. You can invite these Roles just like Users and Groups.
Roles are effective after real members(Groups, Users) are assigned into each of the Roles. A project
Role assignee will be treated like a standard project member. Once you assign the Role to a project,
these take over the role’s security setup, approval setup and task assignments. Multiple assignments
of Roles are possible. For example, if you have a Role "Designer", you can invite this Role to all
the Projects that require a designer either after creating a Project or via the Project Template with
assigned Roles.
Note: You need administrator rights to create Roles. The visibility of the Roles can also be determined
by the administrators.
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Read more about Roles in the WebCenter Administrator Guide in Roles.
Configuration of available roles during project creation
You can use a Project or a Project template containing Roles as a template for creating a new
project. You must be a Project Manager who has the rights to view the roles to do this. You (Project
Manager or administrator) can specify which of the Roles will be available for assignment during
project creation. You can also decide which roles will be allowed for multiple assignment and which
ones will have to be assigned during project creation as a requirement.
To configure the Roles, go to the Configure tab in the Project details page and then go to the Project
Creation tab.
• Show: You can check this if you want a specific project Role to be displayed in the Members assign roles area during project creation from the parent project or template.
• Required: You can check this box when assignment of a particular Role is mandatory during
project creation from the parent project or template.
• Allow Multiple: You have to check this box to make multiple assignments possible (using the
+ icon to add a new assign role definition row) during project creation from the parent project
or template.
Managing Roles in a Project
If a project has at least one role among its members its Project Manager can access the Manager
Roles page to define role assignment within the project.
1. Log in as a user who is a Project Manager.
2. Open the project for which you want to manage the roles.
3. Click the Members tab. A list of the current members is displayed.
4. Click Manage Roles link in the column header.
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Role Assignments in a Project
The Project Manager and all the Members of a project can view all existing Role assignments in a
project in the Project Members page.
Note: You can filter on the Users, Roles and Groups in the Members tab. Alternatively you can
search using the Role name in the field.
Role members are displayed in the list as regular members under the Roles project member type
section.
You can see the Roles assigned to the Users and Groups in the Role Assignment column for user
and group project members.
If a User is specified from the Group for a particular Role, this information is displayed next to the
Role reference in the Role Assignment column as [Assignee: USERNAME].
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Re-assigning Roles
Once a role assignment is created, you cannot change User role assignments. The Role assignments
are visible as read-only on the Manage Roles page.
You (Project Manager) can change the User(Assignee) specification in the Group Role assignments.
Existing Role assignments are presented in a partial read only mode. You cannot change the Group
link visible as plain text. You will be able to change the User link which is visible as a dropdown
list. This allows the project manager to change the user representative. Click Change to save the
selected User.
Note: You can change an existing Group Role Assignment to one with a User-Assignee by selecting
from the drop down list of the Users. However, once you have created this specification, you can
change the User- Assignee, but you cannot revert to a plain Group Role assignement.
Removing a Role Assignment
Each Role assignment is represented as a separate project member on the Members page. It can
be deleted from the project by uninviting it as in the case of removing a project member.
Note: Removing existing role assignments is not possible from the Manage Roles page.
Removing a Role from a Project
You can remove a Role from a project in the same way as removing a User or Group. By deleting the
entry for the User or Group with the Role combination, you can remove the Roles
Note: When you have Roles assigned to Users or Groups, you have to delete the assignments
(assigned regular members) before being able to uninvite the Roles from the project.
1. Login as a Project Manger.
2. Open the Project from which you want to remove Roles.
3. Click Members.
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A list of the current members is shown. If desired, use the filter to refine the list.
4. Select the Roles which need to be uninvited from the Project. Select the User or Group entries
assigned to these Roles to unassign them from this role, if the Roles are already assigned.
5. Click Remove from the Actions in the header.
6. Click OK to confirm the removal. The selected Role(s) and its assignments will be removed from
the Project.
Using Roles in Approval Setup
You can use Project Roles in approval directly as an Approval master and/or as an Approver.When
adding a Role to an Approval setup as an approver the user doing so has to choose between two
options for the Type:
• All of role – One per Group: All of the User and Group Role assignees will replace the Role as
Approvers. When you choose this, for each Group, its representative Role assignee will become
the approver on behalf of the whole group.
• All of Role: When you select this, all the User and Group role assignees will replace the role as
Approvers. In this case all the members of the Role-Groups will become the approvers.
Note: You cannot start an Approval cycle with unassigned Roles in the project. When the approval
cycle starts, all the Role- approvers are replaced as their assignees and the Roles will no longer be
visible in the Approval Setup.
If a Role is set as the Approval master, all the Role-assignees(Users and members of the Group)
become the real Approval masters.
10.3.2 Add Members to a Project
Users and Groups need to be added to a project before they can access and use it.
1. Log in as a project manager.
2. Open the project to which you want to invite members.
3. Click Members.
A list of the current members is shown.
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4. Click Add Members in the column header.
5. Either filter or click Go to show all the users, roles and groups available.
6. Select the users, roles or groups to add and click Continue.
Note: While inviting a user or group you can assign it to a role by selecting the role name at the
top of the page.
7. Set the project permissions as desired; these permissions apply to all members being added in
this step. Then click Finish.
A successful status message appears along with a list of suggested subsequent tasks.
Note:
If the project already has any number of roles among its members a dropdown list containing these
roles is displayed at the top of the ‘New Member Selection’ step of the ‘Add Member to Project’
wizard.
By selecting a project role while specifying users/groups to be invited to the project the project
manager can at the same time assign the desired new members to the selected roles.
The ‘Set Project Security for New Members’ step fills up the security matrix with the original setup
of the selected role.
Take into account that you cannot assign a role to another role in a project – any role objects selected
from the list of the desired new project members will be disregarded (they won’t even be invited to
the project) if a ‘role assignment’ is specified using the appropriate dropdown list while picking up
new project members.
By introducing roles than can be assigned to multiple user or group members it is now possible
to have a same user or group member invited into the project via different role assignments (i.e.
Joe Designer can be invited into a project both as assigned to DESIGNERS role and independently
without any role assignment). Every such combination of a member and its assignment is considered
(and presented) as a separate project member.
10.3.3 Remove Project Members
Note: You may only remove Project members who are not Approvers in an active Approval Cycle.
1. Log in as a project manager.
2. Open the Project from which you want to remove members.
3. Click Members.
A list of the current members is shown. If desired, use the filter to refine the list.
4. Select the users, groups and roles to uninvite from the Project. In case you want to unassign a
user or group from a role, select the specific entry for this combination.
5. Click Remove in the actions menu.
6. Click OK to confirm the removal.
The member(s) are removed from the Project.
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10.4 ArtiosCAD Default Projects
You may see WebCenter projects with names starting with ACadDefaults_.
Do not modify these projects as they are automatically created by ArtiosCAD (and Cad-X) to store
defaults.
They are named with the following patterns:
• ACadDefaults_<version>_<language-code>_Shared, where <version> can be for
example 12.0 and <language_code> en.
These projects are created when you run the ArtiosCAD Defaults Installer. ArtiosCAD users should
have View and Download rights on these projects.
Do not delete these projects as this would take away some CAD functionality!
However, if you want to install new defaults, or in case the defaults installation was interrupted,
you will have to delete the corresponding ACadDefaults_ project before reinstalling the defaults
(which will create a new ACadDefaults_ project automatically in WebCenter).
• ACadDefaults_<version>_<language-code>_<login_name>, where <login_name> is
the login name of an ArtiosCAD Enterprise (and WebCenter) user.
These projects are created when a WebCenter user logs into ArtiosCAD and defines defaults to
work with. ArtiosCAD will update them automatically if that user changes his/her preferences (in
ArtiosCAD).
10.5 Defining Approval Settings
Document, Folder and Project Approval Settings
You can define approval settings at the document, folder or project level.
Note: Defining approval settings for a project (or folder) does not mean the project (or folder) itself
is being approved. Rather, it means that users adding documents to the project can use these predefined settings to save time and reduce the chance for error.
When you want to setup an approval cycle for a document, you can:
• define document-level approval settings, that will only be used for that document (Setup Approval
or Setup Staged Approval),
• load the enclosing folder's approval settings, if the document is in a folder that has approval
settings defined (Load Folder Approval Setup),
• load the project's approval settings, if it has approval settings defined (Load Project Approval
Setup),
• use the default approval settings for that document (Start Default Approval Cycle). Those are:
the enclosing folder's approval settings (if the document is in a folder with approval settings), or
otherwise the project's approval settings (if they are defined).
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Exceptions
• URL documents may not have approval cycles.
• An approval cycle may not be started on documents in Templates.
• An approval cycle may not be started on linked documents.
Permissions Needed
• You need the Change Approval permission to create or edit an approval setup.
• You need the Start / Stop Approval permission to start or stop approval cycles. This is the same
as the Lock / Update permission.
The project manager and the administrator can always define / edit the approval settings (on project,
folder and document level).
For more information about permissions, see Project and Document Security on page 136.
10.5.1 Simple Approval and Staged Approval
What is Simple Approval?
When a person or a number of people need to approve a document in no particular order, you can
use simple approval.
All approvers are notified at the same time and get the same due date (if a due date is defined).
What is Staged Approval?
When a document needs to be approved by several people or groups of people, in a sequential order,
you can use staged approval.
The staged approval cycle works with approval stages, and each stage only starts when the previous
stage is finished.
This allows you to be as close as possible to your company's real life approval process, while taking
advantage of WebCenter's automating and tracking capabilities.
For example, if your document needs to be approved by the marketing, finance, and legal
departments, you can use three approval stages.
• In the first stage one or several people from the marketing department will be asked to approve
the document.
• In the second stage the finance department will have to approve or reject the document,
• In the final stage the document will be sent to the legal department for approval.
10.5.2 Setting Up a Simple Approval Cycle
WebCenter enables you to define a number of approval settings (who approves the document?
when? what happens when the document is rejected? etc.), to match your real-life business process
as closely as possible.
Note:
You need the Change Approval permission to create or edit an approval setup.
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To get to the simple approval setup page (for a project, a folder or a document):
1. Go to the Approval tab:
For...
click...
a project
... the project page's Approval tab.
Tip:
If your project has (sub)folders, go to the
project page's Documents tab first, and click
the top-level folder at left (called Project
Documents).
This ensures you have selected the project,
and not one of its (sub)folders.
a folder
... the folder you want to define approval
settings for on the project page's Documents
tab.
Then click the Approval tab.
a document
... the Document Details page's Approval tab.
Note:
You can also get to the Approval tab by:
• clicking Setup document approval right
after uploading the document to the
project,
• clicking the Setup Approval Cycle link
corresponding to the document on the
project's Documents tab.
2. Click Setup Approval.
Note: You can also convert a simple approval to a staged approval: click Convert to Staged Approval
on the simple approval setup page.
Set the Approval Due Date
For a simple approval, you can set a single due date, which is the same for all approvers. Choose
how to define the Due Date:
• Choose No Due Date if you don't need a due date for your approval cycle.
Note: Approval cycles tend to take longer when they don't have a due date.
• Choose Fixed Due Date if you want to give a fixed due date to your approval cycle.
Choose a due date from the calendar, or type it using the one of the following formats: 2 May,
2010, 5/2/2010 or 5/2, 2010.
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Then choose a due hour from the list.
• Choose Lead Time to define how much time the approval cycle should take (as a maximum).
Define the Lead Time in Days and / or Hours. It is added to the date the cycle starts, to define
the cycle's due date. For example if the cycle starts on May 2nd and has a 2 days lead time, it
is due to be completed on May 4th.
Attention: WebCenter only takes week days into account. So if you start the cycle on a
Friday with a 3 day lead time, it will be due the next Wednesday and not the next Monday.
• Choose Lead Time with Final Due Date to give your approvers a lead time and give a final due
date for the approval cycle.
If the document has to be re-uploaded and re-approved, it will be given the same lead time again.
The final version of the document has to be approved by the final due date.
Note: The Fixed Due Date and Lead Time with Final Due Date options are only available when
setting an approval cycle for a document, not for a project or a folder.
Set Up Approval Notifications
Notifications are electronic mail messages WebCenter sends to users involved in an approval cycle
when certain approval events occur (for example User Rejected Document, or Approval Cycle
Finished). You can define which users will receive notifications, and when.
Note:
The system administrator must configure WebCenter to send e-mail for notifications to work.
Regardless of the e-mail configuration, the My Approvals section on the My Work page shows items
waiting for approval.
1. Choose the type of E-mail Notifications to use:
• No Notifications if you don't want to notify any user of the progress of the approval cycle,
• Default Notifications if you want to use the project's or the folder's notifications (if the
document is in a folder with notifications defined, they will be used, otherwise the project's
notifications will be used),
• Custom Notifications if you want to select who to notify (only for this document).
2. If you have chosen Custom Notifications, define who to notify for each approval event:
• the Project Manager,
• the Involved People (the people who are involved in a particular event, for example when an
approval comment is posted, the Involved People are the document approvers).
Tip: Click on Involved People to see a list of involved people for each event.
• the Project Members.
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Tip: You can use the top check boxes to notify the Project Manager, the Involved People or the
Project Members of all approval events.
Add Approvers
You can add any member of the project as an approver. You can also add user groups or roles (that
have been invited to the project) as approvers.
• To add a project member as an approver, select him / her in the Add Approvers list. Repeat for
every user you want to add as approver.
• To add a group as an approver, select it in the Add Approvers list choosing either:
• One of Group if you want one (any) member of the group to be able to approve it for the whole
group. (The document will get the approved status once one group member approves it.)
A typical example would be a legal review, which is completed as soon as one member of the
legal department has approved the document.
• All of Group if you want all members of the group to approve the document. (The document
will get the approved status once all group members approve it.)
A typical example would be a management review, which is only completed after all members
of the management team have approved the document.
Note: When adding a group as All of Group, the users who are group members when the approval
cycle is started become approvers. If you later add or remove users from the group, the list of
approvers is not updated.
• To add a role as an approver, select it in the Add Approvers list choosing either:
• All of Role - One per Group if you want all users and one (any) member per group assigned
to the role to approve the document.
• All of Role if you want all users and all members of groups assigned to the role to approve
the document.
To remove an approver or a group, use the minus sign in front of it.
Define How to Handle Document Rejection
• Define what to do when one user rejects the document:
• Choose Stop approval cycle immediately if you don't want to bother the rest of the approvers
with a document that will have to be corrected and re-approved anyway.
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Note:
That document version gets rejected as final approval status.
The approval request is removed from the to-do list of the approvers who haven't evaluated
the document yet.
• Choose Stop approval cycle after every approver decided if you want to collect as many
opinions as possible before creating a new version (to increase the chances that the next
version will be approved).
Note: That document version only gets the rejected status after all approvers have decided.
Save the Approval Cycle
• When you are finished with the setup, click Save.
Note:
From the same page, you can also:
• Revert the approval settings to the last saved version (when editing an existing approval cycle).
See also Editing Approval Settings on page 134.
• Clear the approval settings (so the project, folder or document has no approval cycle).
For a document, this also clears all settings inherited from the project or folder.
• Start the Approval Cycle (see also Start or Stop the Approval Cycle on page 134).
10.5.3 Allow Conditional Approval or Not
• Decide to allow conditional approval or not.
Use conditional approval to allow your approvers to give their approval on a certain condition (for
example, if a barcode in the document is corrected).
The conditions (like the comments and the reasons for rejection) will be shown in:
• the Approval tab of the Document Details page,
• the Action History tab of the Document Details page,
• the Document History in the Viewer.
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Note:
When working with an Automation Engine workflow, documents you approve conditionally in
WebCenter will go through the Approved with a Condition output of the Publish on Web task in
your Automation Engine workflow.
Use a Wait for Action (Checkpoint) task for those documents, so the Automation Engine operator
can fix them manually.
10.5.4 Setting Up a Staged Approval Cycle
WebCenter enables you to define a number of approval settings (who approves the document?
when? what happens when the document is rejected? etc.), to match your real-life business process
as closely as possible.
Note:
You need the Change Approval permission to create or edit an approval setup.
To get to the staged approval setup page (for a project, a folder or a document):
1. Go to the Approval tab:
For...
click...
a project
... the project page's Approval tab.
Tip:
If your project has (sub)folders, go to the
project page's Documents tab first, and click
the top-level folder at left (called Project
Documents).
This ensures you have selected the project,
and not one of its (sub)folders.
a folder
... the folder you want to define approval
settings for on the project page's Documents
tab.
Then click the Approval tab.
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For...
click...
a document
... the Document Details page's Approval tab.
Note:
You can also get to the Approval tab by:
• clicking Setup document approval right
after uploading the document to the
project,
• clicking the Setup Approval Cycle link
corresponding to the document on the
project's Documents tab.
2. Click Setup Staged Approval.
Note: You can also convert a simple approval to a staged approval: click Convert to Staged Approval
on the simple approval setup page.
Set the Approval Due Date
For a staged approval, you can set a Due Date for each stage. Choose how to define those due dates:
• Choose No Due Dates if you don't need to use any due date.
Note: Approval cycles tend to take longer when they don't have a due date.
• Choose Fixed Due Dates to specify a fixed due date for each stage. You can either:
Define your due dates manually
Have
your
automatically
due
dates
calculated
For each stage, choose a due date from Click Due Date Calculation to generate evenly
the calendar, or type it using the one of the spaced due dates for your stages.
following formats: 2 May, 2010, 5/2/2010
In the pop-up, choose either:
or 5/2, 2010.
• Give Each Stage to specify a number of
Then choose a due hour from the list.
days and / or hours to allocate each stage.
• Shift Due Dates with to shift all stages' due
dates by a certain number of days and / or
hours.
• Shift Due Dates to have Latest On to shift
all stages' due dates so that the final stage
ends at the date and hour you specify.
The other due dates will be calculated from
the final one. For example, if the due date
of your third and final stage is May 8th, and
each stage takes 1 day, the first stage will
be due on May 6th, and the second on May
7th.
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Define your due dates manually
Have
your
automatically
due
dates
calculated
• Shift Due Dates to have First On to shift
all stages' due dates so that the first stage
ends at the date and hour you specify.
For example, if the due date of your first
stage is May 3rd, and each stage takes 1
day, the second stage will be due on May
4th, and the second on May 5th.
• Distribute Due Dates Evenly From to
space due dates evenly between two dates
you specify.
For example, if you space a 3-stages cycle
between May 1st and May 31st, each stage
will take 10 days (the due dates will be
respectively the 11th, 21st and 31st of
May).
Note: By default, stages' due dates are spaced one day apart before you define the fixed due
dates.
• Choose Lead Times to define how much time each stage should take (as a maximum).
For each stage, define the Lead Time in Days and / or Hours. The lead time is added to the date
a stage starts, to define the stage's due date. For example if a stage starts on May 2nd and has
a 2 days lead time, it is due to be completed on May 4th.
Attention: WebCenter only takes week days into account. So if you start a stage on a
Friday with a 3 day lead time, it will be due the next Wednesday and not the next Monday.
• Choose Lead Times with Final Due Date to give a lead time to each stage and give a final due
date for the approval cycle.
If a stage has to be repeated it will be given the same lead time again. The final version of the
document has to be approved by the final due date.
For example, the approval cycle starts on May 1st, and has to be completed by May 11th. The
Final Due Date is 10 days away.
If you have 3 stages, and give each stage a Lead Time of 2 days, the shortest time the approval
can take is 6 days. But the final due date leaves room for uploading new versions, restarting
stages and people being late.
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Note:
If a stage takes longer than its allocated Lead Time, the lead time of the next stages has to be
reduced.
If the first stage of our example takes 8 days, the two following stages will have to be completed
in 1 day each, to still make the final due date.
Note that stages' lead time will never be reduced by more than half the original lead time (a twoday stage won't be reduced to less than a day).
Note: The Fixed Due Dates and Lead Times with Final Due Date options are only available when
setting an approval cycle for a document, not for a project or a folder.
Define How to Handle a New Document Version
When a document's approval cycle is started, and someone uploads a new version of that document,
the approval cycle is automatically stopped. You can define what happens when the approval cycle
restarts.
• In the When a new version is uploaded setting, choose either:
• Approval Restarts from Beginning to restart the approval cycle from zero. People who already
approved / rejected the document will have to evaluate it again.
• Approval Restarts from Current Stage to keep the approval stages already completed
(typically approved) and restart the current stage. People who already approved / rejected the
document in the current stage will have to evaluate it again.
• Approval Continues to keep all the approval actions already done. Only people who have
rejected the document will see it again (to check whether the reason for their rejection was
corrected).
Set the Approval Master
• Choose the Approval Master. This can be:
•
•
•
•
Me (the person currently editing the approval setup),
the Project Manager,
the document Uploader,
any project member with View access to the document (users, groups and roles).
The approval master is the person who gets the approval follow-up under Approvals to Follow
Up on his My Work page.
Set Up Approval Notifications
Notifications are electronic mail messages WebCenter sends to users involved in an approval cycle
when certain approval events occur (for example User Rejected Document, or Approval Cycle
Finished). You can define which users will receive notifications, and when.
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Note:
The system administrator must configure WebCenter to send e-mail for notifications to work.
Regardless of the e-mail configuration, the My Approvals section on the My Work page shows items
waiting for approval.
1. Choose the type of E-mail Notifications to use:
• No Notifications if you don't want to notify any user of the progress of the approval cycle,
• Default Notifications if you want to use the project's or the folder's notifications (if the
document is in a folder with notifications defined, they will be used, otherwise the project's
notifications will be used),
• Custom Notifications if you want to select who to notify (only for this document).
2. If you have chosen Custom Notifications, define who to notify for each approval event:
• the Project Manager,
• the Involved People (the people who are involved in a particular event, for example when an
approval comment is posted, the Involved People are the document approvers).
Tip: Click on Involved People to see a list of involved people for each event.
• the Project Members.
Tip: You can use the top check boxes to notify the Project Manager, the Involved People or the
Project Members of all approval events.
Add an Approval Stage
Your staged approval cycle already has one approval stage by default.
1. Give the stage a name.
2. Add approvers to the stage (see Add Approvers on page 125).
3. Decide to allow conditional approval or not (see Allow Conditional Approval or Not on page
126).
4. Define what to do when one user rejects the document (see Define How to Handle Document
Rejection on page 133).
5. Click Add Stage to add another stage.
Note: This adds a stage after the last stage. To add a stage before the current stage, click Insert
Stage above the current stage instead.
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6. Repeat steps 1 to 4 for each stage.
7. If necessary, use the Move Up and Move Down links to reorganize your stages.
To remove a stage, click the minus button in front of it.
Add Approvers
You can add any member of the project as an approver. You can also add user groups or roles (that
have been invited to the project) as approvers.
• To add a project member as an approver, select him / her in the Add Approvers list. Repeat for
every user you want to add as approver.
• To add a group as an approver, select it in the Add Approvers list choosing either:
• One of Group if you want one (any) member of the group to be able to approve it for the whole
group. (The document will get the approved status once one group member approves it.)
A typical example would be a legal review, which is completed as soon as one member of the
legal department has approved the document.
• All of Group if you want all members of the group to approve the document. (The document
will get the approved status once all group members approve it.)
A typical example would be a management review, which is only completed after all members
of the management team have approved the document.
Note: When adding a group as All of Group, the users who are group members when the approval
stage is started become approvers. If you later add or remove users from the group, the list of
approvers is not updated.
• To add a role as an approver, select it in the Add Approvers list choosing either:
• All of Role - One per Group if you want all users and one (any) member per group assigned
to the role to approve the document.
• All of Role if you want all users and all members of groups assigned to the role to approve
the document.
Note: When adding a role as All of Role, the users and group members assigned to the role
when the approval stage is started all become approvers. If you later assign or remove users
from the role, the list of approvers is not updated. If you add the role as All of Role - One per
Group, this will make all users approvers and the groups will be used as One of Group when the
approval stage is started.
To remove an approver or a group, use the minus sign in front of it.
Allow Conditional Approval or Not
• Decide to allow conditional approval or not.
Use conditional approval to allow your approvers to give their approval on a certain condition (for
example, if a barcode in the document is corrected).
The conditions (like the comments and the reasons for rejection) will be shown in:
• the Approval tab of the Document Details page,
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• the Action History tab of the Document Details page,
• the Document History in the Viewer.
Note:
When working with an Automation Engine workflow, documents you approve conditionally in
WebCenter will go through the Approved with a Condition output of the Publish on Web task in
your Automation Engine workflow.
Use a Wait for Action (Checkpoint) task for those documents, so the Automation Engine operator
can fix them manually.
Define How to Handle Document Rejection
• Define what to do when one user rejects the document:
• Choose Stop approval cycle immediately if you don't want to bother the rest of the approvers
with a document that will have to be corrected and re-approved anyway.
Note:
That document version gets rejected as final approval status.
The approval request is removed from the to-do list of the approvers who haven't evaluated
the document yet (in the current and next stages).
• Choose Stop approval cycle after the stage if you want to collect the opinion of all the
approvers in the stage before a new version is created.
Note:
That document version gets the rejected status at the end of the stage.
The approvers of the next stage(s) don't get an approval request for that version of the
document.
• Choose Continue approval cycle anyway if you want to use the current stage as a review
stage (the approvers are just expected to give their opinion on the document, but do not have
a veto power) and to only start the real approval in a later stage.
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Note:
The approvers from later stages can use the opinions and comments given in this review stage
to evaluate the document and make a decision.
The result of this stage (a rejected status for the document) can be overruled by later stages.
Save the Approval Cycle
• When you are finished with the setup, click Save.
Note:
From the same page, you can also:
• Revert the approval settings to the last saved version (when editing an existing approval cycle).
See also Editing Approval Settings on page 134.
• Clear the approval settings (so the project, folder or document has no approval cycle).
For a document, this also clears all settings inherited from the project or folder.
• Start the Approval Cycle (see also Start or Stop the Approval Cycle on page 134).
10.5.5 Start or Stop the Approval Cycle
Note:
You need the Start / Stop Approval permission to start or stop approval cycles. This is the same
as the Lock / Update permission.
• You can start the approval cycle from:
•
•
•
•
•
the document list on the project page (in the Approval column),
the document details page's header,
the Approval tab of the document details page,
the upload page (click Start Approval Cycle right after uploading your document),
your workflow system (select the Start Approval Cycle option before sending your document
to WebCenter).
• You can stop the approval cycle from:
• the header of the document details page,
• the Approval tab of the document details page.
10.5.6 Editing Approval Settings
Permissions Needed
You need the Change Approval permission to create or edit an approval setup.
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Note: When editing a folder or a project's approval settings, the new settings will only affect the
documents added to the project / folder after the settings are changed.
Started and Stopped Cycles
You cannot edit approval cycles while they are started.
If you want to edit an approval cycle that is already started, you must first stop it. You can do this from:
• the header of the document details page,
• the Approval tab of the document details page.
Editing a Simple Approval Cycle
After stopping a simple approval cycle that was already started, you can only edit the approvers (you
can add or remove approvers, even if they have already approved or rejected the document).
You cannot change anything else (due date, conditional approval...).
Editing a Staged Approval Cycle
After stopping a staged approval cycle that was already started, what you can edit depends on the
stages' status. If a stage is:
• completed: you cannot edit anything, and you cannot remove the stage;
• pending: you can only add or remove approvers (even if they have already approved or rejected
the document!). You cannot change anything else (due date, conditional approval...), or remove
the stage.
• not started yet: you can change anything you like. You can remove the stage, or add extra stages.
Note: You cannot change the Approval Master.
Editing the Approval Cycle for Next Version
You can also choose to leave the current approval cycle as it is, and only edit the approval setup
for the next version of the document. To do this, click Edit Approval Setup for Next Version in the
document details page's Approval tab.
Note: If an approval cycle is finished, you cannot edit it. In this case, you can only edit the approval
setup for the next version of the document.
10.5.7 Following Up on Approvals
If you are an Approval Master, you will see the approval cycles you are responsible for under
Approvals to Follow Up on your My Work page. This section shows a summary of each document's
approval cycle, with all the necessary details (Approval Status, Document Version, Due Date...).
Note: If you cannot see the Approvals to Follow Up section, go to My WebCenter > My Work
Setup to add it to your My Work page.
In this section, you can:
• Filter the documents:
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• by status (Pending, Rejected, Approved or Approved with Comments),
• by date (Finished within last 14 days, last 7 days or last day).
• Sort the documents list (by Approval Status, Document Name, Due Date...).
• View the documents.
• Get to a document's details page.
10.5.8 When is an Approval Cycle Finished?
The approval cycle's status is changed to Finished when either:
• all approvers have approved or rejected it,
• the Project Manager or an admin has Forced Approved or Forced Rejected it (see Forcibly Accept
or Reject Documents on page 136).
Note that in this case, the final status is Forced Approved or Forced Rejected instead of Finished.
A finished approval cycle may not be stopped or started without uploading a new version of the
document.
10.6 Forcibly Accept or Reject Documents
Project Managers have two special approval status settings available: Forced Approved and Forced
Rejected (unless this is disallowed by the Administrator).
Using either force approval or force reject finishes the approval cycle so that other approval users
may not approve or reject the document.
10.7 Project and Document Security
Project Managers secure projects by setting permissions for users and groups on a project as a
whole and on folders within the project. They can set and change permissions at any time.
Permission types
The seven permissions for folders and documents are:
• View: This permission allows viewing the project and the list of files and folders in the top level.
All users and groups invited to a project get View permission automatically at the project level. At
the folder level, View allows a user to see that the folder exists. View permission is required for a
project or document to be listed in Search results. It takes precedence over all other permissions;
if a user does not have View permission, nothing else is possible.
• Add: This permission allows adding a new document to a project or folder by using Add, Copy,
Copy as Link, or Move.
• Change Properties: This permission allows changing database information about a document
or project. Project Managers have implicit permission to change the database information about
projects they manage.
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• Delete: This permission allows the removal of a document from a project or folder. This permission
is also needed to Move a document out of a project. Only Project Managers or members of the
Admins group may delete a project.
• Download: This permission allows the downloading of a project or document from the database
to a user’s computer. This is also required to Open documents other than an Esko ArtiosCAD 2D
or 3D view or those viewable in the WebCenter Viewer.
• Lock/Update Start/Stop Approval: This permission allows the locking of documents and the
subsequent uploading of new versions. It also allows starting and stopping approval cycles.
• Change Approval: This permission allows the user to change the approval setup.
There is one permission that is only used on project level:
• Change Task: This permission is only available for WebCenter setups including task management.
It allows users to create and change tasks.
How permissions are inherited
Documents that are not in a sub-folder inherit project permissions. By default, folder permissions are
inherited from the project, but they may be overridden by the Project Manager as desired.
If a user is invited to a project, and is also a member of an invited group, then group permissions for
that user are ignored, and only the individual permissions for that user are considered.
If a user is not invited to a project, but is a member of a group that is invited to the project, the group
permissions are used.
If the user belongs to more than one group that is invited to the project, the permissions are combined
and the user gets the most permissive security setting available.
Permissions and groups: an example
For example, user USER1 is a member of GROUP1, GROUP2, and GROUP3. PROJECT1 has
GROUP1 and GROUP2 as invited members, and GROUP3 is not invited. GROUP1 has Change
Properties granted and GROUP2 has it denied, and it is not set for GROUP3 because GROUP3 is
not an invited member. USER1 is able to modify database information about PROJECT1 because
it is granted through GROUP1.
Project Managers and Admin group members
Members of the Admins group have full permission to access everything.
Project Managers have full permission within the projects they manage.
10.7.1 Set Security on a Project
1. Log in as a project manager.
2. Open the project.
Note: The project should have folders created and members invited already.
3. Click the Security tab.
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4. To set/edit the project permissions: choose Project from the menu and check or uncheck the
desired permissions for specific users, user groups or roles.
When you first enter a project’s security menu, this menu is selected by default. Project level
security controls access to the project and wether the contents of the project documents folder
are visible and searchable. A checked item indicates a granted permission; no check indicates
a denied permission.
Note: View is automatically granted upon invitation to a project. View permission to the root of
a project cannot be denied for an invited project member.
Tip: To grant or deny all permissions, check or clear the Full Permission checkbox. The changes
are effective immediately.
5. Set folder level permissions:
a) Click Folders.
b) Select the folder to change from the Permissions for folder list.
c) Check the checkbox in a column to grant it to the user, group or role in that row; clear the
checkbox to deny it. To revert to default project permissions, click Reset.
Tip: To grant or deny all permissions, check or clear the Full Permission checkbox. The
changes are effective immediately.
6. Set the user specific permissions:
a) Choose Users.
b) Select the user whose permissions are to be modified in the Permissions for user list.
c) For Project and folder permissions, check the checkbox in a column to grant it to the user
or group in that row; clear the checkbox to deny it. To revert to default Project permissions,
click Reset.
Tip: To grant or deny all permissions, check or clear the Full Permission checkbox. The
changes are effective immediately.
7. Set group level permissions:
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a) Choose Groups.
b) Select the group whose permissions are to be modified in the Permissions for group list.
c) For Project and folder permissions, check the checkbox in a column to grant it to the user
or group in that row; clear the checkbox to deny it. To revert to default Project permissions,
click Reset.
Tip: To grant or deny all permissions, check or clear the Full Permission checkbox. The
changes are effective immediately.
8. Set role level permissions:
a) Choose Roles.
b) Select the role of which you want to modify the permissions in the Permission for role list.
c) The changes you make in this section define what the default permssions to be used when
you assign a user or group to this specific role. Any changes made here will not affect users
and/or groups that have already been assigned to the role.
10.8 Reassign a Project to Another Project Manager
Projects may be reassigned to other Project Managers as long as the current Project Manager is not
an Approver in ongoing Approval Cycles in that Project.
1. Log in as a project manager.
2. Open the project.
3. Click General Information.
4. Click Manager. WebCenter performs a dependencies check for the current Project Manager being
an Approver on ongoing Approval Cycles. If it finds any, click OK, stop the Approval Cycle(s), and
retry changing the Project Manager.
5. Assuming there are no dependencies, filter or click Go to generate a list of Project Managers.
This list can also include user groups.
6. Click the name of the new Project Manager or group and click Finish. The new Project Manager’s
name will appear on the General Project Information page.
To reassign more than one Project to another Project Manager, generate a list of projects either by
searching or by using an item on the main Projects menu, and then click Change Manager in the
actions menu. Filter or click Go! to show the list of Project Managers, select the desired Project
Manager, and click Finish.
Admins can change Project Managers for more than one project at a time using the Projects menu
in Project Management on the Admin menu.
While they can select projects with different Project Managers, they may only assign all the projects
to one Project Manager.
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10.9 Create a User
Attention:
As a Project Manager, you can only create other users if the Admin granted you the User
Can Create User privilege.
For more information about this privilege, see "Create a User" in the Administration Guide.
1. In the Create menu, click Create User.
Step 1: User Info in the Create New User wizard appears.
2. Type the basic user information into the appropriate fields (Username, First Name, Last Name...).
Note: Required fields are indicated with an asterisk *.
3. Provide the user’s initial Password and confirm it.
Enable the option Require the user to change the password at first login to force the user to
choose a new password when they first log on to the system.
4. Do you want this user to see custom menus instead of the default WebCenter menus?
Custom menus allow you for example to simplify the user interface, so the users only see the
menus they need to use. For more information, see "Menus Preferences" in the Administration
Guide.
• If yes, choose the menu to assign to the user in User Menu.
• If no, leave Default in User Menu.
5. Click Continue.
6. In Step 2: Assign to a Company, optionally select a company to which you want to assign the
user. Note that this can be very important to filter the content and users the new user will be
able to see.
7. Click Finish.
Your user is created.
10.10 Editing Users and their Preferences
10.10.1 Edit a User
1. In the My WebCenter menu, click My Users.
This shows all the users you have created.
2. On the My Users page, filter the list of users if desired, and click the username of the user to edit.
The Profile page appears.
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3. Make the required changes:
To edit the user’s...
You should...
user info
edit the fields on the Profile page.
menu
select a different User Menu.
Note: Users linked to a company will always
see the menu assigned to the company, even
if they have a different menu assigned to them
individually.
company or location
1. Click the Company/Location link on the
Profile page.
2. Select a new company and click Finish.
4. Click Save to confirm.
10.10.2 Change the Password for a User
1. In the My WebCenter menu, click My Users.
This shows all the users you have created.
2. On the My Users page, filter the list of users if desired, and click the username of the user to edit.
3. Click Password to show the Password page.
4. Type a new Password and confirm it.
5. Click Change to save the changes.
10.10.3 Set the Preferences for a User
1. In the My WebCenter menu, click My Users.
This shows all the users you have created.
2. On the My Users page, filter the list of users if desired, and click the username of the user to edit.
3. Click Preferences to show the Preferences page.
4. Configure the Preferences as needed. For more information on the settings and options, see
General Preferences in the Administration Guide.
5. Click Save to confirm.
10.10.4 Copy Preferences to Users
Use this to quickly copy previously defined preferences to one or several users.
1. In the My WebCenter menu, click My Users.
This shows all the users you have created.
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2. Select the user(s) whose preferences you want to change and select Apply Preferences in the
actions menu.
3. In the Apply Preferences popup, select the preferences to change, and deselect the preferences
to keep.
Other Preferences are the user preferences not mentioned above (for example: show thumbnails
or not, search results layout, etc.).
4. Select who you want to copy the preferences from: in Take Preferences From, select another of
your users, or select Default to use the default settings for the preferences you selected.
5. Click OK.
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11. Task Management in WebCenter
Task management adds a complete time perspective to your Projects. WebCenter facilitates
timeliness by adding extensive notifications on the tasks. The task searching and overview pages
facilitate follow-up, finding critical and overdue tasks and creating reports.
Task Management allows adding tasks to WebCenter Projects and assigning these tasks to Project
members.
Tasks have due dates, start dates and estimated dates. Tasks also have a specification and a
checklist. In addition, you can link documents with tasks and organize a discussion forum around
a task. Finally, tasks have statuses.
Task Management is an optional feature of WebCenter. If you did not purchase the Task Management
license, you won’t be able to create tasks or task types and these features won’t appear in your
user interface.
11.1 What You Can Do with Task Management
The following are some typical applications of Task Management:
• Assign human tasks to project members, groups or roles. The assignees or group of assignees
will get a notification by e-mail and via their To Do list that they need to do something. You can
tell them what to do via the task description (free text), via the task specification (structured data)
or via the checklist.
• Sequence these tasks in “task chains”, so one task launches automatically on completion of the
preceding task. Alternatively, tasks can start automatically, but only after a set delay. This makes
it possible to build automated workflows that flow from one project member to another. And
of course, the completion of a task sequence can affect the project completion status.
• Critical path management: Figure out what parts of a project are critical for the total delivery of
a project and see rapidly how they are doing versus the time line.
• Project definition: Define what parts constitute a project. These parts can be human tasks but
can often also be physical components to deliver, for example all the parts of a complex box.
Each part can have a different due date. You can use the specification to define length, width,
depth or any other parameter. You can upload the digital files representing this component to the
task representing this physical delivery.
• Create a project plan according to a project plan template. This allows making a plan with
multiple steps that are shifted in time. You can re-use timings from a previous project to create
estimates from where you can start refining.
• Keep track of quotes or projects in an initial state.
• Organize your own To Do list.
11.2 Basic Concepts of Task Management
Task
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A task is a piece of work you assign to a project member to be done before a certain due date. A
task has a name, a description, a status, due date, estimated date, starting date, a specification,
a checklist and a discussion forum.
Only the name and due date are needed, the rest can be omitted if they are not interesting or
needed. Tasks have a task type.
A task lives in a project. A project can have multiple tasks but a task cannot be in more than one
project at the same time.
Task Type
Task types are templates for tasks. Task types are global for the WebCenter system. Each task
follows the task type from which it was created.
The task type contains:
• Estimated duration of the task.
• List of statuses for the task.
• Specifications. This is a set of parameters you want the task creator or assignee to enter into
the system (they can be required, so the task can't be completed if they aren't filled in).
• Checklist. This is a set of items you want to assignee to check off before completing the task.
Optionally, the system can enforce this.
• Documents. This is a set of parameters that defines wether you can add or even have to add
a document.
• Discussions. You can allow to start a discussion in your task.
• Workflow. In this section you can create a complete workflow using different task types and
other nodes.
Specification
A parameter for a task. Specifications work much in the same way as attributes. The list of
specifications is determined by the task type.
Due Date
The date and time by when a task must be completed. Due dates are visible in all task overviews.
Due dates are mentioned clearly in the notifications sent to the person to whom the task is assigned.
If the task is not completed on the due date/time, the assignee will get a reminder. Tasks going
overdue are flagged in red in the task overviews and search results.
Estimated Date
The estimated date is a date and time filled in by the task assignee. It gives the best current
estimation of when the task will be finished.
Estimated dates are allowed to fall before or after the due date, but when they fall after the due
date, they will appear in red in the task overviews. Changing the estimated date will normally send
a notification to the Project Manager or task owner.
Started date
The date and time when the task changed status from Created to In Progress.
Assigned To
Tasks are assigned to project members. You can assign a task to one project member only (one
user or one group). You can also assign any task to yourself, which provides a way of notifying the
other project members that you will take responsibility for this task.
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Tasks can change assignees during their life cycle, in this way handing over the task or responsibility
from one person to another.
11.3 Getting Started with Tasks
11.3.1 Create a Simple Task
The system comes with only one task type built in: Simple Task. This is a task with no document, no
specification, no checklist, and no estimated duration.
Use the Simple Task type to experiment with creating tasks before figuring out how to make task
types. Listed below is a procedure for getting started.
1. Open a project (or create one) and click Tasks.
Note: If you don't have a Tasks tab, you probably do not have the Task Management license.
If this is a fresh project, an empty list of tasks appears.
2. Click Create New Task.
3. On the Create New Task page, select the Task Type. Since this is the first time you are using
tasks, select Simple Task from the Task Type list.
4. Assign the task to a project member or user group using the Assigned to list. For this first task,
select yourself.
Note: If you assign a task to a user group in WebCenter, all members of this group will see the
task show up in their My Work pages, and they will all receive notification e-mails (if set up by
your site Administrator). Any member in the group can then take on the task and complete it.
5. Enter a Name and Description for the task. Fill in other fields as desired.
6. Click Create.
You have created a simple task.
11.3.2 Use the Task List, Task Search and My Work Page
• Click Tasks to get an overview of the tasks in your Project.
• Create some additional tasks with different due dates and assignees. You’ll see a list of tasks
building up and you can start experimenting with the sorting options in the overview.
• Try a task search: click Search in the top menu, click Tasks and enter your search criteria.
• Now go to your My Work page. You’ll see all tasks assigned to you under My Tasks.
You’ll see the status and the due date. Due dates in the next 24 hours will appear in orange and
due dates in the past will appear in red.
Completed tasks are shown under My Recently Handled Tasks.
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Note: If you cannot see My Tasks or My Recently Handled Tasks, go to My WebCenter > My
Work Setup to add them to your My Work page.
11.4 Working with Tasks
11.4.1 Create a Task
1. Click the Tasks tab in your project.
Note: If you don't have a Tasks tab, you probably do not have the Task Management license.
2. Click Create New Task.
3. On the Create New Task page, select the Task Type.
To know how to create custom task types, see Creating New Task Types.
4. Choose a Status among the statuses available for that task type.
5. Assign the task to a project member or user group using the Assigned to list.
Note: If you assign a task to a user group in WebCenter, all members of this group will see the
task show up in their My Work pages, and they will all receive notification e-mails (if set up by
your site Administrator). Any member in the group can then take on the task and complete it.
6. Enter a Name and Description for the task.
7. If this task needs to start after another (already created) task, you can Add predecessor(s): hover
over Add predecessor(s) and select another one of the project's tasks as predecessor.
Repeat to add other predecessors if necessary.
Note: See Sequential Tasks for more information on tasks' links with their predecessors.
You can also choose to Automatically link documents from predecessor tasks when task is
started.
8. Define when the task is due: you can use a Lead Time or a Due Date.
Use Lead Time if you know how long the task will take, but haven't calculated a precise due date
for it (for example for a task in the middle of a project). This calculates the Due Date automatically
by adding the Lead Time to the current date.
Note: The Lead Time only takes working days into account.
The Estimated field will be mostly used by the task assignee to indicate when he/she expect(s)
to have finished the task.
9. Define when to Start the task:
• Choose Manually if you want the assignee to decide when to start the task him/herself.
• Choose Automatically at ... (due date minus lead time) to have the task start automatically a
certain number of days (the Lead Time) before the due date. This makes sure that the task is
automatically started when there is still enough time to finish it.
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• Choose Automatically after predecessors complete if the task has predecessors, and you
want it to be started as soon as they are finished.
• Choose Automatically after predecessors complete and after ... (due date minus lead time)
to have the task start automatically a certain number of days (the Lead Time) before the due
date, but only after the predecessors are finished.
• Choose Automatically after project creation if you want the task or workflow to be started
right after project creation from a template containing this task.
Note: If you are making the task start automatically, you can still give the assignee the option to
start it manually (select Assignee can start task manually).
10.If this task is crucial to the project, you can decide to have its completion change the project's
status (for example mark it as Completed).
Select Completion of this task changes project status to and choose your desired project status.
11.Click Create.
11.4.2 Edit a Task
Note: You need the Change Task permission to be able to edit a project's tasks.
1. In the project's Tasks tab, click the Edit link next to a task to go to the Task Information page.
2. Edit the task as desired and click Change.
Note: You can also edit the tasks assigned to you from the task execution page (see Working on
Tasks Assigned to You) by clicking the Edit Task Details link (if you have the Change Task permission).
11.4.3 Reschedule a Set of Tasks
Often, an entire set of tasks must change its due date. Some possible reasons are:
•
•
•
•
The project is delayed.
The project needs to speed up.
A set of tasks needs to happen earlier or later in the project.
The entire set of tasks was copied from a template or another project and it needs to be shifted
as a whole to be realistic for the current project.
Note: You cannot change the due date of completed tasks.
To reschedule your project's due dates:
1. Open the project and select Tasks.
2. Click the Schedule Tasks link.
You can see all due dates and lead times of the existing tasks but also their Estimated Finish Date.
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This can differ from the due date because certain tasks are already overdue, or because due dates
were chosen without taking the predecessor tasks' due dates into account.
You can view the lead times in days only or in days and hours. When choosing days and hours,
you will be able to refine the scheduling to the hour a task should start or finish.
3. To change the due dates, you can either:
• Manually change the Lead Time of certain tasks (enter the New Lead Time and press Enter).
WebCenter then calculates a New Start Date (if the task isn't started yet) and a New Due Date
(all the dependent tasks are moved accordingly).
For example if your project is late, you can shorten some tasks' lead times to make sure it
still ends at the planned date.
Note:
• The Lead Time only takes working days into account.
• The fields in yellow show the tasks on the critical path. Those are the tasks that directly
influence the project's end date (the last task and its predecessors).
To make the project end sooner, you can shorten the lead times of the tasks in the critical
path (in yellow).
• Click Make estimated dates the new dates: this takes the Estimated Start Date and
Estimated Finish Date as New Start Date and a New Due Date.
Use this for example if your project is late and you want to update your planning accordingly.
• Shift due dates with a certain number of days (select the tasks to change, enter a number
of days and click Try).
Note: Selecting a task automatically selects its dependent tasks too.
You can use this if your project is late, or you can enter a negative number to speed the project
up.
• Shift due dates to have the latest ending on a certain date (select the tasks to change, enter
the due date of the last task and click Try). This will calculate how many days the latest task
needs to shift (to later or to earlier) and apply the same shift to all others.
• Shift due dates to have the first one starting on a certain date (select the tasks to change,
enter the start date of the first task and click Try). This will look how much the task with the
first starting date shifts and apply the same shift to the due dates of all tasks.
This would be typical for a set of tasks of which just one is started. This starting date allows
calculating the rest of the track.
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Note: You cannot move tasks to before Today.
• Re-distribute due dates to start on a certain date and end on a certain date (select the tasks
to change, enter the new start and end dates and click Try). This will compress the selected
tasks' lead times to fit within the given dates.
By default, the starting date is today, and the end date is the project due date.
Tip: You can also use this to do backward planning by only giving an end date and disabling
the start date checkbox, or forward planning by only giving a start date and disabling the end
date checkbox.
4. If you are not satisfied with the changes, you can click Reset to go back to the original dates. You
can then Try to change the dates using a different method.
When you are satisfied with the changes, click Save. This will send an e-mail notification to the
task assignees (if this is configured).
You can also click Cancel to return to the task list without saving your changes.
You can also see your tasks in a Gantt Chart. You can display them by Day, Week or Month, and
you can choose to view the Original, Estimated or New dates.
Note: You can also shift due dates from the project's Tasks page: select the desired tasks and click
Change Due Date in the actions menu.
11.4.4 Task Discussions
You can start a discussion on a task by clicking Edit Task Details then Discussions.
Task discussions work in the same way as document discussions.
11.5 Working on Tasks Assigned to You
To work on a task assigned to you, you can either:
• click the link to the task in the notification email you received,
• click the task name in the My Tasks section of your My Work page,
• in the project details page, click the Tasks tab then the name of the task.
This opens the task execution page.
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11.5.1 Start a Task
• On the task execution page, click the Start Task button.
This sets the task status to In Progress.
11.5.2 Upload Documents to the Task
On the task execution page:
1. In the Task Documents section, click one of the options in the Task Documents section. You
can either:
• Upload a document saved on your computer or network (use Upload / Browse),
• Link a document already existing in the project to the task (use Link),
• Create a document placeholder from a document template (use New).
Note: This is only available if the project has been created from a project/template containing
document templates.
This is similar to the general upload document page. For more details, see Upload via Upload
Document.
2. Choose the project Folder in which to upload the document.
3. Click Change.
You can also Upload Multiple Documents (see Upload Multiple Documents for more information).
11.5.3 Change the Task Status
When you are working on a task, you may want to change its status to reflect the task progression
(especially if the task was created from a task type with many precise statuses).
On the task execution page:
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1. Choose the Status to give the task.
2. If the task contains a Checklist, mark some checklist items as done if necessary.
3. Click Change.
11.5.4 Complete a Task
Once you have completed a task, do the following to mark it as Completed in WebCenter.
On the task execution page:
1. If the task contains a Checklist, mark the checklist items as done.
2. If the task contains Specifications, fill them in as needed.
3. If the task type allows Discussions, you can add a comment if you wish.
Click Start a New Discussion if there is no discussion yet, or Reply if there is one, enter your
Message.
4. Click the Complete Task button.
This sets the task status to Completed.
11.6 Overview of My Group's Tasks
My Group's Tasks lets the Group Manager quickly view the tasks assigned to their group or group
members. It also allows to assign, re-assign, or distribute the tasks among the group members.
If a group member is ill or not available, the Group Manager can re-assign the task to an other group
member. A Group Manager can also monitor the progress on a selected Group or Group Member.
Using the filter options, the Group Manager can have a quick overview of the workload.
11.6.1 Group Task Manager
Every department has a Department Manager. In WebCenter Department Manager are referrred to
as Group Manager. A group can have any number of Group Managers including 0. Group Manager
is always part of a group.
A Group Manager likes to view the tasks assigned to a selected group or group members, which will
assist him in distributing the tasks and also get a quick view on the current status of a task.
The My Group's Tasks feature allows Group Managers to:
• View task assignments for a selected group and the workload overview.
• View tasks assigned to a group member and the workload overview.
• Re-assign any task assigned to a group member.
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• Review the task overview filtering on status and due date.
11.6.2 Using My Group's Tasks
To access My Group's Tasks feature, log in as Group Manager. Click My WebCenter > My Group's
Tasks to view the Group Tasks for Group page.
Viewing task assignments
You can view the tasks assigned to a selected group and also for a group member within the group.
1. The task list for assigned group appears.
Note: If a Group Manager manages or is assigned to multiple groups, WebCenter displays the
list of managed groups. You can only view the tasks for one group at a time.
2. In the Tasks assigned to drop-down list box, select the group or group member for whom you
want view the task assigned.
3. A task list assigned to the selected group or group member appears. Also in the list are:
• Task Name
• Project Name
• Assigned to
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•
•
•
•
•
•
•
Status
Lead Time
Due Date
Created Date
Started Date
Estimated Date
Task Documents
Viewing a workload overview
During editing/re-assigning, the Group Manager can have an overview of number of tasks assigned
and how many are overdue. The Task Count is the number of assignments assigned to a group
member. The Task Count displayed is based on the filtering criteria and tasks with past due-date
always appears. The non-active projects do not appear and are not counted.
1. The task list for assigned group appears.
Note: If a Group Manager manages or is assigned to multiple groups, WebCenter displays the
list of managed groups. You can only view the tasks for one group at a time.
2. The workload overview appears for the selected group.
If the task is past the due-date, it appears in red.
Re-assigning a Task
A Group Manager can re-assign a task to a group or a group member. A task can be re-assigned
only to a group member within the same Group. In addition to this when the task is reassigned, the
WebCenter UI displays the previous assignee in Previous column.
1. Note: Ensure to log in as Group Manager.
1. The task list for assigned group appears.
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Note: If a Group Manager manages or is assigned to multiple groups, WebCenter displays the
list of managed groups. You can only view the tasks for one group at a time.
2. Select the new assignee in the Assigned to drop-down list box. This list contains group and group
members name.
3. WebCenter shows changed tasks with a yellow background indicating the change.
Note: Even if a task is not initially assigned to a group, the Group Manager has all the rights to
re-assign the task to a group member.
4. Click Save to commit the changes.
Filtering based on task Status and Due Date
A Group Manager manages multiple tasks at a time and this might lead to delay. Using the Search
Tasks Status, one can see tasks in a more specific status.
For example, you can filter the tasks which are in Completed or In Progress status. By filtering the
task, a Group Manager need not re-assign completed tasks or tasks which cannot start because a
predecessor is not complete.
Similarly the tasks can also be filtered by Due Date. This gives a Group Manager a quick view of the
task for the required time line. Using this information Group Manager can view what is due this week
or this month to make the required planning.
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1. Note: Ensure to log in as Group Manager.
1. The task list for assigned group appears.
Note: If a Group Manager manages multiple groups, WebCenter displays the list of managed
groups. You can only view the tasks for one group at a time.
2. In the Search Tasks Status drop-down list, select the desired task status.
For more information about configuring status, refer to Chapter 11.8.2 "Add Task Statuses" in the
WebCenter User Guide. It is recommended not to have a long list of status.
3. In Due Date, select the required due date and then click Go.
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Note: To set the Due Date filtering, setting a task status filter is not necessary. The Due Date
changes to completion date, if the task status is filtered to completed.
The following are the default due dates settings available:
•
•
•
•
•
•
•
•
•
All
Today
Next 3 days
Next week
Next 2 weeks
Next month
Next 3 months
Overdue
Week overdue, all the tasks which are overdue for less than five days.
Filtering based on Sort by
Using Sort by, the Group Manager can view tasks for a selected group in ascending or descending
order.
For example, in Sort by, if Due Date is selected then the tasks for the selected group appears with the
earliest due date. Similarly if Due Date Reversed option is selected, then the tasks for the selected
group appears with the latest due date.
1. Note: Ensure to log in as Group Manager.
1. The task list for assigned group appears.
Note: If a Group Manager manages multiple groups, WebCenter displays the list of managed
groups. You can only view the tasks for one group at a time.
2. In the Sort by drop-down list, select the desired option.
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3. The tasks list appears as per the option selected in Sort by.
The Sort by option is indicated by an arrow. For example, if Due Date is selected then it would
appear as:
The size arrow can also be used for sorting.
11.7 Sequential Tasks
What is a sequential task?
Tasks can be made dependent on each other. You can define predecessors for a task, which
automatically chains tasks to each other.
For example, if you create a “Review the final design proposal” task for a member, and then add a
second task called “Implement design corrections” that has the “Review” task as a predecessor, you
can make sure that the “Implement design corrections” task starts automatically when the “Review”
task has been completed.
Starting tasks: options
Tasks can be set to start:
• Manually (the member changes the task status manually).
• Automatically, depending on the due date and lead time (in working days).
• Automatically, depending on the completion of the predecessor task(s).
Note:
If the Due Date is different from the Due Date of the predecessor plus the Lead time (i.e. the
earliest the task can be finished), the Reset Start Date button will appear. Clicking this button will
set the Due Date to the Due Date of the predecessor plus the Lead Time.
This option is only available if the task is in Created status, and if the Start Task is set to
Automatically after predecessors complete.
• A combination of the above options.
Also, task completion can change the project status.
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11.8 Linking Documents to Tasks
One of the strengths of Task management is the ability to link documents to tasks.
Documents always sit in a folder in a project. The link to Tasks is optional and comes on top of the
positioning inside a folder.
11.8.1 Why Link Documents to Tasks?
Linking a document to a task gives purpose to the document. Without task management, the purpose
of the documents in a project is implicit. You typically figure out what they represent through their
name, through their Attributes, or through the name of the folder they are in.
Most documents linked to a task are one of the following:
• The result of the task. Creation type tasks end normally with a digital asset resulting from the
creative work. Good examples are ArtiosCAD .ARD files, or PDF files etc.
• The “current state” of the task. When the task is not yet completed, you can already show what
you have by linking the current version of the document to the task.
• A specification as a separate file. Although tasks can have structured specifications, it is possible
that you want a complete document to specify the task. You can then upload that document and
link it to the task.
• The input for a task. Creation of graphics for packaging demands a definition of the cutting shape.
So you can link the .ARD file to the graphics creation task or upload it to the task.
• Collateral information.
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Tip: Documents can be linked to multiple tasks. A typical example is where the same document is
the result of a first task and the input for a second task.
11.8.2 Link a Document to a Task
There are multiple ways of linking a document to a task:
• From the documents overview, select the document(s) and click Link to task(s) in the actions
menu. This allows you to quickly associate multiple documents with multiple tasks
• Within the task details, click the Documents tab and then click Link document(s) in the grey bar.
Select the document(s) to link.
• You can directly upload a new document to a task. In the task details, click Documents and then
click Upload Document. This will give you the well-known upload dialog, but you will immediately
create a link to this task.
11.8.3 Find Documents Linked to a Task
• In the task, click Documents. This shows what documents are linked to this task and it also shows
their version, description and approval state.
• In the tasks overview, there is a Task Documents column showing the names of the documents
linked to this task. Clicking a document name brings you to the document.
• In the documents overview, there is a Tasks column. Clicking a task name brings you to the task.
11.9 Creating New Task Types
By now it is clear that even with the limitations of the simple task type, you can already do a lot of
interesting things. However, the true value of task management becomes clear when adding task
types.
By adding task types, you can:
•
•
•
•
Set up a template for a large number of tasks.
Enforce structured specifications for tasks.
Enforce a checklist for tasks.
Add extra task statuses.
Note: Task types can only be created by Project Managers with the User Can Create Task Type
permission, or by Admins.
11.9.1 Create a Task Type
Creating a task type demands some initial planning, certainly if you want to use specifications.
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Attention: All specifications you want to put in a task type must first be defined by an
Administrator.
To create a task type, do the following:
1. Click Task Types in the main menu bar. You will get an overview of the existing task types.
Note: If you cannot see Task Types in the main menu bar, you either do not have the User Can
Create Task Type permission set on your user profile, or you do not have the task management
license.
2. Click Add Task Type. This brings you to a wizard.
3. Enter a Name, and an optional Description and Estimated Duration. Then click Continue.
The Estimated Duration is used to calculate defaults for dates. We advise to only use the Estimated
Durations for tasks that really have a typical duration (overnight shipping, die creation…).
4. Optionally add Checklist items and click Continue.
Checklist items can be things you want the operator to check off before marking the task as
completed. Another typical usage is to list subtasks.
Checklist items have no due dates but the system does track the day and user that checked off
the checklist item, in this way enforcing responsibility.
• If you select Finish task if all steps from checklist are completed, it will be impossible to
complete a task of this type without having checked off all the checklist items.
• You can also decide that Only a task assignee can check off checklist items.
Note: You can create an empty checklist (with no checklist item) but in this case do not select
Finish task if all steps from checklist are completed, as otherwise tasks of this type can never
be completed!
5. Optionally add Specifications and determine whether they are required.
Note: If a specification is required, tasks of this type cannot be put In Progress before all required
specifications are filled out.
• If the Admin enabled Attribute is also a task specification when creating some attributes,
they will be in the specifications list. If desired, those can be used both as an attribute in your
projects, and as a specification for tasks.
You can then select Automatically update project attributes from task specifications so
that when the task assignee updates the specifications' values and completes the task, the
corresponding attributes' values are updated in the project.
• You can also select Assign roles from task specifications, if you want to use tasks created
from this task type to allow non-project managers to select users or groups (for example to
invite people, to assign tasks or approvals to users / groups).
See Example: Assign a Role using a Task on page 167 for more information.
6. Click Finish.
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Note:
You can also:
• Add Statuses to a newly created Task Type,
• Change settings related to task documents,
• Change settings related to task discussions.
Now that you have created a new task type, it is a good idea to try to create a task based on your
new task type.
Go inside a project, click Tasks > Create New Task , and follow the wizard.
11.9.2 Add Task Statuses
Tasks have three statuses by default: Created, In Progress and Completed.
Adding more statuses improves the accuracy of task progress. This comes in addition to the
estimated date.
The task status is reported in all task overviews. Task statuses can have high-quality icons. This
allows making these overviews much more visual.
Note: Only Administrators can create task statuses but the task type owner can select task statuses
from the list.
Task statuses have a sequence and this sequence is automatically adopted by the task type.
1. Click Task Types > Statuses > Add Status .
2. Type names of extra statuses and browse for an icon.
If you don’t add an icon, the name of your status will be displayed in the status column (so avoid
long names or use icons). Icons can be jpg/jpeg, png, gif, bmp file type. They are put without
any scaling in the task column so you should be careful not to use large icons. Good sizes are
between 15 and 30 pixels high and between 15 and 130 pixels wide.
Using wide icons allows showing progress very visually as in the example below:
3. Click Finish.
11.9.3 Define Task Documents Settings
Use the documents settings to define the relationship the tasks created from this task type will have
with documents.
1. Select Allow attached documents if you want to be able to attach documents to the tasks of
this task type.
Selecting this makes the other settings available.
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2. If the goal of the task is to produce one or more document, you can choose to Only allow task
to complete if it has one or more attached documents.
If the document(s) need(s) to be approved, you can also choose to:
• Complete task automatically when all documents are approved,
• Only allow task to complete when all attached documents are approved.
3. You can also select Start approval cycle on attached documents to start an approval cycle
automatically when documents are uploaded to the task.
This uses the approval settings defined for the project the task is in (or the folder the document
is uploaded into, if it has approval settings defined).
Note: If neither the folder nor the project has approval settings defined, the approval cycle will
not be started automatically.
4. You can also choose to automatically Assign Attribute Category to uploaded documents. Select
the attribute category to use in the drop-down menu.
Note: If the task has specifications that are also attributes, you can use this to assign those
specifications / attributes to the task documents as well.
Attention: When linking documents that already have an attribute category to the task,
the existing attribute category will not be replaced by the one you select here.
5. If:
• the specifications used in the task are also attributes,
• those attributes are assigned to the document(s) attached to the task,
select Automatically update attached documents attributes from task specifications to update
the values of the document(s) attributes with the values that the task assignee fills in for the task
specifications.
Note: The update happens once the task is completed.
6. Click Save.
11.9.4 Define Task Discussions Settings
1. Select Allow discussions to allow project members to start discussions on all tasks created from
that task type.
2. Click Save.
11.9.5 Editing Task Types
1. Click Task Types on the main menu bar. You’ll get an overview of the existing task types.
2. Click the name of the task type. You’ll see an overview with tabs. This allows you to change
general information like name or duration, and specifications, checklists, statuses, icon and etc.
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3. Consult the following table to consider the impact of your changes to any existing tasks derived
from the task type:
If you change the task type's...
Then...
Name
Existing tasks derived from the type will display
the new task type name.
Icon
Each task type can have an icon. This icon
is used in the WorkFlow canvas/gallery and is
also used in the task list in Projects. Click the
Select Icon button to select a required icon.
You can also use filtering on the icon name.
The files with extensions jpg/jpeg, png, gif,
bmp.
Estimated Duration
Existing tasks will not be changed in any way.
Specification
Existing tasks derived from this type will be
updated as follows:
• If you add a specification, all tasks of this
type will get an extra specification.
• If you make an extra specification required,
all tasks not yet In Progress will enforce this
specification.
Nothing will happen to tasks that are
already In Progress, or Completed, or any
other state beyond Created.
• If you delete a specification, it will be
removed from tasks not yet in progress.
Information in there will be lost. All other
tasks will be kept intact.
checklist items
If you...
• Add checklist items: existing tasks derived
from this type and not yet completed
will also get the new checklist items.
Completed tasks are not affected.
• Delete checklist items: they will be deleted
from all non-completed tasks. Information
in these tasks will be lost.
status
If you...
• Add a status: it is added to all noncompleted tasks.
Note: Tasks will not change status as a
result of this.
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If you change the task type's...
Then...
• If you delete a status: it will not be applied
to any created tasks.
Each Task Type can have an icon. The Icon gallery stores icons for Task Types, Project Statuses
and WebCenter statuses. You can however add your own icons to it. Icons can be jpg/jpeg, png,
gif, bmp file type. The Project Statuses, Task Statuses and Task Types can load icons from the
icon gallery. Icons between 15 and 30 pixels high and between 15 and 130 pixels wide appears
without scaling.
The gallery allows filtering of icons by its name.
11.9.6 Delete a Task Type
1. Click Task Types on the main menu.
2. Select the task type(s) to delete.
3. Click Delete in the actions menu.
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Note: You can only delete task types that are not used in a task.
11.9.7 Creating and Editing Specifications
Specifications work like Attributes, and in fact they are a separate set of Attributes only used for
specifying tasks.
Note: Just like Attributes, specifications can only made by an Administrator.
Create a New Specification
1. Go to Task Types > Specifications .
A list of specifications opens (this list can be empty if this is the first time you use specifications).
2. If your specification will be a restricted set (a drop-down list of items to select from), you need to
create this restricted set first. Click Restricted sets to do this.
Note: The restricted sets are shared with the Attributes' restricted sets.
3. Click Add Specification on the grey bar at the top and follow the instructions.
This is very similar to adding Attributes. Please refer to the Administration Guide for more
information.
Edit or Delete Specifications
• To edit a specification, click Task Types > Specifications. Click the name of the specification
and edit it as desired.
• To delete a specification, click Task Types > Specifications. Select the specifications you want
to delete and click Delete in the actions menu.
11.10 Setting Up Task Notifications
The biggest aim of Task Management is to make tasks happen at the right time. As with most
production processes, packaging production is a complex process with both sequential and parallel
operations.
The critical path is the set of dependent operations defining the total duration of the Project. At each
moment, only one task is on the critical path and any delay on that task delays the entire Project.
Often, people performing critical tasks are not even aware of the critical nature of their work.
Therefore, it is very important that people get correctly notified of what they are supposed to do
and that they get notified again if they cause delay to the Project.
Currently, WebCenter does not calculate critical paths; it leaves it to the Project manager to set good
due dates and it notifies people assigned to a task.
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WebCenter also automatically sends overdue notifications to Project managers and assigned
Project members whenever a task is overdue. Overdue means that the task passes its due date
without being completed.
This information assumes that the e-mail environment is already set up. Please refer to the WebCenter
Installation Guide for detailed instructions.
11.10.1 Set Up Notifications for Tasks
Task management notifications are set up on the same pages as all other notifications.
The Admin sets system-wide default notifications for all projects at once (see "Notifications
Preferences" in the Administrator Guide), but you can change those defaults for the projects you
manage.
• To set project-specific task notifications, click the Notifications tab in your project.
For example, you can send notifications to the Involved People. For task management
notifications, the involved people are typically the task creator and the task assignee.
Tip: On the notification setting page, click Involved People for more information about the
involved people for each kind of notification.
11.11 Tasks, Templates and Copying Tasks
• When saving a project to a Template, you also save its tasks to this Template. When creating a
new project from this Template, you’ll automatically have these tasks in your new project.
• You can also create a project as a (partial) copy of an existing project. After clicking Create New
Project, click Copy setup from an Existing Project (see Create a New Project Based on Another
Project). There you have the option to copy the tasks.
• A third way to quickly create a task from existing tasks is to create a task as a copy of another task.
11.11.1 Copy a Task from Another Task
Note: You can only copy from other tasks in the same project.
1. Go into the task details of the task you want to copy and click Copy Task on the right of the screen.
2. Choose if you want to:
• Copy Specifications,
• Copy Documents.
... into the new task.
3. Enter the new task's Name and an optional Description.
4. Change the due date as desired.
5. Assign it to the project member of your choice.
6. Click Finish.
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11.12 Example: Assign a Role using a Task
Use this to allow non-Project Managers to invite people, assign tasks or approvals to users or groups
via a task.
For example, use this if you want Marketing Managers or customers to invite an agency without
getting to project management details.
You will need your Admin's help for this (steps 1 to 3).
1. As an Admin, create a Restricted Set containing the people or groups that will be used to assign
the role in the task.
• Use the Text Type.
• For groups, use the exact group names.
• For users, use this format: Lastname, Firstname (username). Make sure this is spelled
correctly, especially the (username)!
See the Administration Guide for details.
2. Create a Specification (from the Task Types > Specifications menu) with the same name as the
role and add the Restricted Set you just created.
3. Create a Task Type that allows assigning roless with your restricted set values.
Note: You can do this part yourself if you have the User Can Create Task Type permission. It
is possible to assign multiple users/groups to the same role in case you use the option Allow
Multiple Values for your specification.
In the Select available specifications screen of the Create New Task Type wizard:
a) Select Assign roles from task specifications.
b) Add the Specification you just created.
4. As a Project Manager, create a task from the task type your Admin created.
Assign it to the person who needs to take the decision (who to assign the role to).
For example, assign it to the Marketing Manager to have him / her choose a design agency for
this project.
5. When you run the project, the assignee will get the task on his / her My Work page and will assign
the role with the appropriate user or group.
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11.13 Task Reporting
WebCenter has a number of areas where you can see progress of tasks and sets of tasks.
The most obvious one is the tasks overview within the project. Here you can rapidly see how the
project is doing and which tasks are in trouble.
You can also create reports that encompass multiple projects. The way to do this is through the task
searching combined with saved Global Searches.
A typical task search for a follow-up report
The search pictured here shows all tasks in projects I have access to that need some follow-up.
Completed tasks are excluded and also tasks in non-active projects are not interesting. Tasks with
due dates far in the future or a long time ago are also excluded.
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The result will show a set of tasks with their due dates. Those overdue will be shown in red and you
can rapidly click-through to these tasks and take action.
11.14 Workflows
A Workflow allows you to automatically run tasks, approvals and execute operations directly in
WebCenter or on another system (Automation Engine). It also has the ability to follow-up on human
tasks within the context of projects. A Workflow determines the logic behind a task execution and
sequence of operations.
The Workflow feature can be accessed by a member of the ADMIN group and by people who can
create a task type.
A Workflow reduces the number of required templates. Previously, you created multiple templates
with slight variations; you will now only make one template and let the Workflow create the differences
automatically based on the values of certain attributes.
Using the Workflows you can:
• Automatically create human tasks; previously these needed to be created by the Project Manager
or created in a template.
• Determine task assignees based on the values of attributes.
• Automatically start approvals and assign approvers via Roles when certain conditions are met.
After the approval is successful, automatically perform operations such as copying the approval
setup from another document, notifying or starting an Automation Engine workflow.
• Run several tasks in parallel.
• Set the project status automatically when certain operations are completed.
• Reduce the number of human interventions during the project.
11.14.1 Accessing Workflow
The Workflow feature is a Task Types, meaning a Task Type becomes a Workflow when you draw a
workflow in the Workflow tab.
Note: To create a Workflow, you need to create a new Task Type or use an existing Task Type.
1. In Task Types page, click the required Task Types.
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2. Click the Workflow tab.
3. The Workflow design tool appears as below. You will have a Start node and Completed node
when you start a Workflow.
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Element number
Element name and definition
1
Expand or shrink the Workflow construction panel.
2
Workflow construction panel.
3
Nodes available to build a Workflow.
4
Name filter for nodes. This field accepts wildcards.
5
Filter on node type/category. A node is an individual operation which is
started by the Workflow. The options available are:
•
•
•
•
•
All
Auto Tasks
Statuses
Task Types
Workflow Constructs
11.14.2 Node Parameters
A Workflow node is where actual operations take place. Each node is represented by an icon and
has incoming and outgoing tubes.
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The incoming tubes always come from the left and have an arrow pointing to the node. The outgoing
tubes leave from a dot at the right side of the node and have at their end arrow(s) pointing to the
next node.
The nodes are divided between Task Type, Workflow Constructs and Auto tasks.
• The Task Types or human task is the conventional WebCenter task and is completed by a person
or by a group of people.
• An Auto Task or automatic operation is a node which does not demand human intervention. It
typically uses a calculation or the predefined values.
• The Workflow Constructs are the tools needed to create workflows.
Each of the human tasks in a Workflow have specific parameters which are editable and have
SmartNames enabled. By double-clicking on a node a dialog box appears with the following tabs:
• Parameters
• Specifications
• Output
Note: Click
icon to use SmartNames.
On the Parameter tab, the following fields are available:
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Fields
Description
Name
Name of the task. When the task is excecuted
again, the task name will automatically get the
suffix _1, _2, and so forth. The name defaults to
the task type.
WebCenter
Fields
Description
Description
A fixed description is shown to the task
assignee.
Lead Days and Lead Time
WebCenter picks up the lead days and lead
time from the node definition and applies it to
the current day. By default, it is taken from the
Task type. In Lead Days, the weekends are not
counted. In the above example, If the task has 2
Lead Days and starts on a Friday, then it is due
on Tuesday.
Status
Set the status of the node. The statuses
Created, In Progress, Completed are in the
drop-down list. These status can be created by
Administrator.
Assignee
Select the assignee by clicking on the option
button. By default, the Select role option is
selected. By clicking on each option button,
a drop-down list of roles, groups and users
appears.
On the Specifications tab, set the required specifications of the task. These values are commonly
Project Attributes and selected using SmartNames.
On the Output tab, you can determine which documents are output. The fields on the Output tab are:
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Fields
Description
Add as output
• All task documents: Output all the
documents that are attached.
• Only new task documents: This excludes all
the task-documents and the documents that
were previously available. This results in the
new task documents.
• No documents: Set no documents as output
of the task.
Name
Filter the output document by name or
document extension. For example, *_1.pdf files.
System and Automatic node types
Nodes
Router
Icon
Description
Use the Router to build a rule list to
meet a result, these rules are evaluated
from top to down. The rules can be
based on:
•
•
•
•
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Project Properties
Project Status
Project Attribute
Document Name
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Nodes
Icon
Description
• Document Attribute
• Workflow Specification
See Defining a Workflow topic for more
information.
Mark and Select
The Mark node marks the documents
arriving to the node with a named tag.
For example, main design, original
data or admin data. Later, the Select
node can pick up the same documents
based on this named tag and then
route it through the outgoing tube.
Data Splitter and Data
Collector
If you have two or more documents
with two different tasks assigned
to each of them, then use the Data
Splitter node. This node will put each
document separately on this tube after
which these follow their own path.
Once the tasks are completed the Data
Collector will wait until both tasks are
completed and then proceed to next
node.
See Defining a Workflow topic for more
information.
Send Notification
You can send automatic notifications
to Project Manager, Sales Person,
Workflow Master, Groups, Users,
Roles. Here Workflow Master is the
assignee of the workflow task.
See Send notification topic for more
information.
Set new workflow status
Automatically sets the status of the
current workflow to a new active state.
Set Workflow Specification
Automatically sets the value of a
specification of the current workflow.
Set Project status
Automatically sets the value of a
specification for the current project.
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Nodes
Icon
Description
Set Project Attribute
Set the value for project attribute
automatically.
Copy/Move Document
Copies and moves the incoming
document(s) to the given project/folder
and optionally renames it.
Select Document
Selects a document based on the
folder, project name and name of the
document.
See Select Document topic for more
information.
Sync workflow
Synchronizes the project with the
configured workflow are taken from
the project/template setup. See Sync
Workflow topic for more information.
Submit workflow
Launches an Automation Engine
workflow that is configured in
WebCenter.
See Submit Workflow topic for more
information.
Start Approval Cycle
Starts an approval cycle on a
document and waits for its review
state.
See Start Approval Cycle topic for
more information.
Completing a workflow
The workflow completes when all
operations for a workflow have
finished.
Wait Node
The workflow waits/pauses for a
specified amount of time.
Select Document
You can use the Select Document node to choose a required document from a specific folder,
file type or file name. When a workflow is started with a human task to provide documents, the
Select Document node can be used to upload documents. Double-click the Select Document icon
to configure the Parameters.
As per the example below: all PDF files found on the Design folder of the current project will be
passed to the next node.
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In this node you can configure:
• Project Name: Name of the project (default is the current project name).
• Folder: folder to select a document from.
• Name: Name of the document to be selected.
All the above fields are SmartName enabled.
Workflow Notification
You can send automatic workflow notifications using the Send Notifications node. These
notifications are sent as an e-mail with a configurable subject and body. You can send notifications
to Project Manager, Sales Person, Workflow Master, Groups, Users and Roles.
In the example below, an e-mail notification will be sent to the Designer group and Project manager
to review a design for a specific project. The file name for the design is also included in the body
of the e-mail using a SmartName.
Double-click the icon
. The following dialog box appears:
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•
In the To field, type the e-mail addresses of the receivers or select using SmartName
following SmartNames are supported:
. The
• Project Manager
• Sales Person
• Workflow Master (assignee of the workflow task)
• Groups
• Users
• Roles, here the e-mail will be sent to the current holders of this role in the project.
• In the Subject field, type the subject of the e-mail. The subject can be configured using
SmartNames.
• In the Message field, type the body of the e-mail. Click the icon
to use SmartNames to link the
Attributes, File, Links to a document, Project and User. When the node gets multiple documents,
the e-mail body will have multiple links, one after the other with a space in-between.
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Submit Workflow
You can launch a Workflow in Automation Engine using Submit Workflow node. Double-click the
icon, to configure the parameters. In the example below: The Workflow is connected to
deke_rdalpha25 which exists in Automation Engine and the OrderId is selected as Agency using
a SmartName.
In this node you can configure:
•
•
•
•
Workflow Connection - The Automation Engine Workflow that is configured in WebCenter.
Orderid - The Order-id of the Automation Engine Job.
Sub-Orderid - The sub Order-id of the Automation Engine Job.
Workflow Name - Name of the Workflow to be launched. The Workflow name is case-sensitive.
All the fields are SmartName enabled.
Start Approval Cycle
The Start Approval Cycle node starts an approval cycle on a document and waits for its review status
through an output message. In this node you can configure the type of approval setup required
The Use default approval setup and Use the approval setup of another document are the two
options available.
• By selecting the Use default approval setup option, you can start the approval cycle. It starts
with First document setup followed by folder setup and project setup..
• In Use the approval setup of another document option, the approval cycle will starts by copying
the approval setup of a given Project Name and Document Name.
• The Project Name is the name of the project where the source document is located.
• The Document Name is the name of the source document in the project.
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Sync Workflow
The Sync Workflow node will synchronize a WebCenter project along with Automation Engine. This
way, the project files can automatically be copied into the Workflow job.
Using the Sync Workflow node you can create a project in WebCenter, that can automatically create
a linked job in BackStage/Automation Engine or any JDF-enabled Workflow. In this way:
• WebCenter can acts the single interface for your customers, CSR and sales.
• All the data collected through WebCenter is available for Workflow automation.
Note: See Configure Workflow Connection topic in the Administrator guide for more information.
11.14.3 Defining a Workflow
The following is an example of creating a simple workflow in WebCenter.
1. The Start and Completed nodes appear by default when the Workflow page appears.
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Note: To create a Workflow, you need to create a new Task Type or use an existing Task Type.
2. Add the required nodes by dragging the nodes to the Workflow construction panel.
Note: To delete a node, right-click on the required node and select Delete.
3. To connect the nodes, draw a green connecting line by dragging from the green dot to other
nodes. Click and drag the arrowhead to a white area, to remove a connecting line.
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4. In the example below, the workflow will start at the Start node and follow the green arrow to
Briefing Complete.
Note: A workflow can be started by Administrators, Project Managers and people with task edit
right in the project.
The Briefing Complete node is created using the Router. The workflow assumes that the briefing
is completed via project attributes which are set using the Router. This Router will check one or
multiple project attributes to see whether they are filled out, and in case it meets all the attributes,
it will continue to Conceptual Design. Otherwise, it will create a task of type Complete Briefing
Data, which will have an assignee to complete the task. Once the briefing is complete, the node
moves to Conceptual Design.
At the Conceptual Design node, the workflow will split into parallel paths generating two task
automatically. The tasks will be create rendering and calculate complexity level. During this, even
if one of the task is completed the workflow moves to the Data Collector node, it does not wait
for the other task to complete. The Data Collector node will wait for the two tasks to complete
and then start the approval cycle.
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This approval cycle uses a WebCenter approval setup, typically the folder or project approval
setup (it can also copy one from another project). Here the Start Approval Cycle may have lots
of operations from different groups or assignees. You can decide the next step based on the
approval outcome. When the approval is successful, the workflow continues to Set Stage2 and
in case of rejection it moves back to Conceptual Design.
When the approval is successful we set the project status to Set Stage 2. This will show in project
overviews that the briefing is complete. The task arrives at the complete node and will therefore
show up as completed in the tasks list in the project. All tasks created intermediately will show
up as subtasks.
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