Global Documentation Evolution
Processes & Procedures
Draft: April 13, 2015
Malcolm Graham
4/13/2015
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Contents
This package includes the following sections:
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
11.
12.
13.
14.
GDE Processes & Procedures, 4/13/2015
System Overview & XML Authoring Process
System Setup, Guidelines and Procedures
Conversion Process and Procedures
Manual Conversion Procedures
Publishing Process and Procedures
Graphics Guidelines and Procedures
Extracting Graphics Embedded in FrameMaker
Hypertext Linking Procedures
Using Variables
Using Conditional Text
Using Documentum Desktop Client
Using Documentum Epic Adapter
Finding items in Documentum
Useful tools in Documentum Desktop Client
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GDE Processes & Procedures
Section 1
System Overview and XML Authoring Process
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GDE System Overview
End Users
y,
om d
n
e
xo
Ta roker h
B earc
S

CS Portal
Clarify - Access
rights
SAM Authentication


Legacy Content
Enigma
Documentum
Authoring and Workflow
Technical Documentation Delivery
(runtime)
Production Environment & Staging
Runlist & CD creation
Content
Publishing
XML Editor
(Arbortext)




DCAM
CS Portal is the gateway for all
content (Enigma and other) for all
users (internal and external)
SAM and Clarify control all user
access to the CS Portal
Documentum is the database
repository for all content under
development
XML Editor is used to author content,
DCAM is used for link management
Legacy Content includes Dots 2.0
and DDMEZ data
Enigma stores and delivers all content
to users
Content Publishing is a WebCache
interface between Documentum,
Legacy Content and Enigma
Admin Users
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4
GDE XML Authoring Tools
WebCache
Populates target file system with
correct structure
XML Applications
define processing rules
(DTD, XSL, Metadata) for import/export
Documentum
Epic Editor
(XML authoring
using DTD)
Check-In
Publish
Check-Out
Enigma
(Delivers XML, PDF,
HTML content)
Author
View
Stores and validates interdocument &
intra-document links
DCAM
(Link Management)
Search /
Filter
Link
Repository
End User
XML chunks organized as
objects and stored in
Documentum based on
configuration rules
XML: extensible markup language
DTD: document type definition
XSL: extensible style language
SVG: scaleable vector graphics
XHTML: extensible hyper-text markup language
DCAM: dynamic content assembly manager
MIR: modularization and information reuse
Metadata: set of pre-defined identifiers that describe information attributes
MTBI: modular task-based information based on the Information Model and MIR strategy
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GDE Authoring Process
Content Development User Tasks






GDE Processes & Procedures, 4/13/2015
Project Manager: define documentation
project deliverables (release list);
develop/track project plan; override
approval of documents from Review to
Approved state
Information Architect/Designer: design
/ identify information blocks, objects,
units to be written or modified
Author: edit information blocks, objects
& units
Reviewer/SME: verify content for
technical accuracy; verify Formatting
Release Coordinator: submit/modify/
delete documentation release list for
publishing; verify published content on
staging package final document list (may
include documentation release list plus
additional items from other sources) for
CD, print delivery; log file analysis
System Administrator: schedule /
manually trigger publishing processes
operation; log file analysis; site
monitoring; create a master CD from a
run list
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GDE Procedure: Authoring a new document
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
11.
12.
13.
14.
15.
16.
Import all graphics to be used in document into the
Documentum Graphics folder
Open Epic Editor
Select File > New…
Select Document Type: Non MTBI or MTBI and
click OK
Click on None to edit without a stylesheet (for now)
Press Enter, select module type, and specify the
module metadata; specify the ObjectName using
the GDE naming conventions, ObjectTitle using the
top-level heading, Leadership, InfoCategory for
MTBI and OUFCAPS, and InfoType for MTBI
Enter text into the appropriate XML elements
Add required graphics into Figure elements
Select File > Save As… to save document
Check document into Documentum;select
Documentum > Create New Object… (or drag and
drop document into the Docbase)
Specify the required metadata based on
ks_module or ks_publishable
Check out the document from Documentum
Register document in DCAM
Insert required links
Register document again in DCAM
Save & check document back into Documentum
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GDE Processes & Procedures
Section 2
System Setup, Guidelines, and Procedures
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GDE System: Reference Information
The GDE System supports both Non-MTBI and MTBI XML-based documentation. The overall intent is to migrate all
Nortel Networks customer documentation to an MTBI XML base over the next few years and to leverage the
advantages of such a system for increased efficiency and effectiveness in fulfilling our overall vision of Just for Me,
Just Enough, Just in Time customer documentation.
This slide provides reference information and links to where additional information can be located
•
MTBI: http://livelink-ott.ca.nortel.com/livelink/livelink.exe?func=ll&objId=3618838
•
Information Model: http://livelinkott.ca.nortel.com/livelink/livelink.exe/fetch/2000/403434/1084509/1083411/3618838/1963668/1527305/customview
.html?func=ll&objId=1527305/fetch/2000/403434/1084509/1083411/1963668/1527305/customview.html
•
Common Naming Conventions have been defined and will be used to name all files within the GDE System:
http://livelink-ott.ca.nortel.com/livelink/livelink.exe/7440225/Naming_Guide.pdf?func=doc.Fetch&nodeid=7440225
•
Common Documentum Folder structure has been defined and documents will be automatically stored in the
correct folder according to metadata assignment, see following slides
•
DTDs for both MTBI and Non-MTBI content are available; they are currently being validated by a cross-LC team of
authors, including IM; for latest versions, see http://livelinkott.ca.nortel.com/livelink/livelink.exe?func=ll&objId=9762597
•
Stylesheets are being developed by Enigma and will be available after DTD finalization
•
Metadata (needs updating for GDE): http://livelink-ott.ca.nortel.com/livelink/livelink.exe?func=ll&objId=4971466
•
Release List use cases: http://livelink-ott.ca.nortel.com/livelink/livelink.exe?func=ll&objId=9279230
•
Multi-streaming use cases: http://livelink-ott.ca.nortel.com/livelink/livelink.exe?func=ll&objId=9279230
•
Authoring use cases: http://livelink-ott.ca.nortel.com/livelink/livelink.exe?func=ll&objId=9369189
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9
GDE System: Documentum MTBI Folder Structure
MTBI
Modules
System
ENT
Variables
ProductFamily1
etc…
etc…
Product1
InfoType1
Profile
PCF
Deliverables
Graphics
InfoCategory1
DTD
InfoType2
InfoType3
Automatic routing based on InfoCategory and InfoType
which are required in all XML files. Files are automatically
routed to an InfoType sub-folder within an InfoCategory folder
GDE Processes & Procedures, 4/13/2015
etc…
Documentum attributes
ProductFamily– Pick List (required)
Product -- Pick List (required)
InfoType – Pick list (required)
InfoCategory – Pick List (required)
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GDE System: Documentum Non-MTBI Folder Structure
Non-MTBI
System
DTD
IM
PCF
Graphics
IMtype1
Profile
etc…
ENT
Deliverables
Variables
ProductFamily1
etc…
NTP
Method1
etc…
Product1
NTP1
etc…
Automatic routing based on DocType and DocNumber which are
required in all XML files
IM: Digits 8&9 of DocNumber used to route to an IMtype folder;
Chunk Yes splits IM into components and stores in a Method folder
NTP: Complete DocNumber (NTP#) used to route to an NTP folder
Chunk No keeps NTP as single document in an NTP folder
GDE Processes & Procedures, 4/13/2015
etc…
Documentum attributes
ProductFamily– Pick List (required)
Product - Pick List (required)
DocNumber – IM or NTP (required)
DocType – IM or NTP (required)
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11
GDE System: Metadata
Metadata must be assigned when an XML file is checked into Documentum. The required metadata assignment
depends on what type is assigned to the file when it is checked in: ks_module or ks_publishable. Metadata assignment
determines where the XML file will be stored in Documentum. When a XML file is checked out of Documentum,
commonly assigned metadata can be viewed in the XML file via metadata element attributes defined in the DTD. For
publishable content, ks_publishable, metadata assignment determines where the content will be placed and how it can
be filtered in the publishing environment (Enigma CS_Portal).
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GDE System: Training Strategy & Courses
1.
2.
3.
4.
5.
6.
7.
8.
9.
Identify a number of key early adopters (names) in each area based on the Conversion Schedule
Identify the documents to be converted and use them to test the conversion process with our conversion vendor
Train the early adopters and ensure that they will be using the new GDE tools; they then become a resource for
others (we need to ensure that the early adopters are suitable for supporting others). The advantage of this
approach is that it will reduce the support required from the GDE team. Perhaps some of the early adopters could
be those who volunteered to assist with DTD Validation?
For everyone else, training should be scheduled according to the conversion schedule and conducted, ideally,
within a week of having to actually start using the GDE tools.
The currently planned GDE training includes 2.5 to 3.5 days:
1) GDE System Overview and End-to-End Process Training (0.5 day); everyone
2) GDE Documentum and Epic Training (1 day); all authors
3) GDE DCAM Training (1 day); all authors
4) GDE Publishing and Enigma Training (1 day); all Release Coordinators
Training development progress: we have drafts for items 5.1, 5.2, 5.3 which will need more interactive examples
for the formal training. Item 5.4 still needs to be prepared. The preferred training environment will be a classroom
like those we have in the Ottawa training center using stand-up training (I think this will be needed for Items 5.2,
5.2, 5.3, 5.4); so we will need to schedule classroom time. Feasibility and effectiveness of conducting sessions via
Centra? Can we train someone from each remote location in Ottawa, and then have them conduct training for
others at their home location (Train the Trainer)?
Training for end users on using the CS Portal; however, if we get it right, training should be minimal
Conversion Vendor training: largely use the same training material identified above with some additional material
for logging into the system and transferring files
Authoring vendor training: use same training material to train one person from each vendor who can then use
same material to train their personnel. Expect vendor-supplied authors to meet the pre-requisites.
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GDE Procedure: Installing Epic Editor 5.0B
1.
2.
3.
4.
5.
6.
7.
8.
Obtain an Epic Editor license from PayGo
Copy the Arbortext Epic 5.0B folder from http://livelinkott.ca.nortel.com/livelink/livelink.exe?func=ll&objId=9762597
Unzip the arbortext5-windows.zip file
Double-click on SETUP.EXE in the WINDOWS folder
Follow the installer instructions and accept the defaults except
for those shown in the figures here
Install your Epic Editor license when prompted to do so
Double-click on ep50B.exe, check Overwrite files without
prompting, and extract to your Epic Editor installation directory
(c:\Program Files\Arbortext\Epic)
Unzip and copy the latest mtbi and nonmtbi DTDs (see
http://livelink-ott.ca.nortel.com/livelink/livelink.exe?func=ll&objId=9762597)
into c:\Program Files\Arbortext\Epic\custom\doctypes
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GDE Procedure:
Setting the location of the Epic WCF
The location of the Epic Windows Configuration File (WCF) is
stored as an Environment Variable
1.
2.
3.
4.
5.
6.
7.
8.
9.
Exit from Epic Editor
Right-click on My Computer and select Properties
Select Advanced > Environment Variables…
Under System variables, click on New…
For Variable Name, type APTPRFWCF
For Variable Value, type the path to where you want to
store the epic.wcf file
Click on OK
Click on OK in the Environment Variables window
Click on OK in the System Properties window
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GDE Procedure: Manually installing a new DTD version
1.
2.
3.
4.
5.
In the final GDE system, updated DTD will be downloaded
automatically when a file is checked out of Documentum
Exit from Epic Editor
Download the latest mtbi or nonmtbi DTD from http://livelinkott.ca.nortel.com/livelink/livelink.exe?func=ll&objId=9762597
Browse to <install_path>\Epic\custom\doctypes and rename the
DTD folder to be replaced; eg, nonmtbi-v1.2
Right-click on the replacement DTD and select Extract to…
Select <install_path>\Epic\custom\doctypes and click Extract
A new DTD folder will appear in
<install_path>\Epic\custom\doctypes
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GDE Procedure:
Changing the Epic License Manager Host
Epic License Manager Host is stored as an Enviroment Variable
1.
Exit from Epic Editor
2.
Right-click on My Computer and select Properties
3.
Select Advanced > Environment Variables…
4.
Browse to User variable APTMHOST, select Edit… and
change <value> to <new_value>; click on OK
5.
Browse to System variable APTMHOST; select Edit… and
change <value> to <new_value>; click on OK
6.
Click on OK in the Environment Variables window
7.
Click on OK in the System Properties window
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17
GDE Procedure:
Changing Documentum DocBroker Host
Documentum DocBroker Host is stored in file DMCL.INI
1.
Log Off from all Documentum Docbases
2.
Click on Windows Start > Run…
3.
Type dmcl.ini and click on OK
4.
Type an octothorpe (#) before the current host
5.
Type host = <new_docbroker_host>
6.
Click on File > Exit and Yes to save the changed file
The new Documentum DocBroker host will be used
when you Log On to a Docbase
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GDE Processes & Procedures
Section 3
Conversion Process & Procedures
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GDE Conversion: High-level process
All documents (NTP, IM, and Bulletins) to be converted to XML will be converted by an external conversion vendor,
according to an agreed schedule during 2005. After conversion, all documents will be moved into the new GDE
Documentum Repository where they can be checked out for editing or selected for publishing via Enigma. The
selection of a conversion vendor is currently underway and a conversion schedule is currently being discussed with
the various lines-of-business primes.
ConvReview
ID or PM:
Production
Frame
STEP1 :
Makes Doc
available for
conversion
Conversion PM:
STEP2:
Communicates
Doc readiness
Vendor prime:
STEP3:
Conversion
of an Doc
ID or PM:
STEP4:
Review
and
approval
ConvEdit
Conversion lifecycle: submit-approve-reject
: Will not be ready initially
ConvApproved
Staging
XML
ecpstage
Production
XML
ConvReject
: lifecycle states
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GDE Processes & Procedures
Section 4
Manual Conversion Procedures
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GDE Procedure: New documents & text conversion process
1.
2.
3.
4.
5.
6.
7.
8.
9.
Open the source document to be converted
Open Epic Editor
Select File > New…
Select a Document Type: Non MTBI or MTBI and
click OK
Click on None to edit without a stylesheet
Press Enter, select the module type, and specify
the module attributes
Copy the text from an element in the source file
Insert an equivalent XML element in the
destination file
Paste the copied text into the destination XML
element
The following slides give conversion examples
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GDE Procedure: Converting a paragraph example
A.
B.
C.
Copy (Ctrl+C) the text from a paragraph
in the source file
Position the cursor where you want to
insert the text and press the Enter key;
from the list of elements that can be
inserted, select Paragraph
Press Ctrl+V to paste the copied text
between the destination Paragraph tags
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23
GDE Procedure: Converting a table example
1.
2.
A.
B.
C.
Position the cursor where you want to insert the text
and press the Enter key; from the list of elements
that can be inserted, select Table
Specify the Table Size and click on OK
Copy (Ctrl+C) the text from a cell in the source table
Position the cursor in the cell where you want to
insert the text and press the Enter key; from the list
of elements, select Paragraph
Press Ctrl+V to paste the copied text into the cell
Repeat Steps ABC for each table cell
GDE Processes & Procedures, 4/13/2015
Source Table to be converted
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GDE Procedure: Converting a list example
1.
2.
3.
4.
5.
6.
Position the cursor where you want to insert a list,
press Enter and then click on List
Within the Item tags, press Enter and select Paragraph
Copy (Ctrl+C) the text of the source list item
Paste (Ctrl+V) the copied text between the List Item
Paragraph tags
For additional list items, position the cursor after the
last Item tag, press Enter and click on Item
Go to step 2
Repeat Steps 5-6 for each list item
GDE Processes & Procedures, 4/13/2015
Source List to be converted
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GDE Processes & Procedures
Section 5
Publishing Process and Procedures
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GDE Publishing: Process, Release List and Metadata
After authoring content and checking it into
Documentum all content that has been checked in
as type ks_publishable can be published.
Publishing is controlled by a Release List created
and controlled by a Release Coordinator. A
Release List represents a logical grouping of
documents that fall under the same criteria of
Product Name and/or Software Release Number
and/or Feature Set and/or Security Level&Part
Number.
There are three steps in the process of creating a
Release List
1.
2.
3.
Create Release List ID and assign metadata
(via a Web-based form)
Attach document(s) to the Release List ID
Submit the Release List for publishing
Note: Legacy PDF documents, that aren’t stored
in Documentum, can be published after
metadata assignment
Release List Metadata
Collection Title: free text
Collection Revision: auto populated
Collection Publish Date: auto populated
Product: CS Portal Pick List
Software Release: CS Portal Pick List
Feature Set: CS Portal Pick List
Release Coordinator: free text
Security Level: CS Portal Pick List
Part Number: optional
Status: auto populated
Comment: free text
For more details, see Release List Use Cases @ http://livelinkott.ca.nortel.com/livelink/livelink.exe/9857933/ReleaseLists.doc?func=doc.Fetch&nodeid=9857933
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GDE Publishing: User Doc List View via Enigma CS Portal
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GDE Processes & Procedures
Section 6
Graphics Guidelines & Procedures
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GDE Graphics: Portable Network Graphics (PNG)
A GDE system goal is to use a single source to publish documentation via various delivery channels; two of these
channels are print and HTML. Source content includes text and graphics. Text format for different channels is easy.
The choice of a graphic format is not. The supported delivery-channel GDE graphics formats are: PNG, JPG, GIF,
and SVG. SVG is an obvious first choice as the GDE graphics standard; however, native browser support for it is
not available yet. As a compromise, PNG has been selected as the first format choice for GDE graphics.
PNG overview
PNG supports lossless compression, variable transparency, up to 48-bit truecolor or 16-bit grayscale, gamma
correction, and embedded text for storing such things as a title, author name, and copyright information.
Archival format
For archiving, a master version of all source graphics should be saved in their native file format (for example, EPS
for Illustrator; PSD for PhotoShop; INS/ISF for Inspiration; PNG for FireWorks). For graphic files that don’t have a
native file format, a 24-bit, full-color, PNG is a good choice because it is a lossless format. Lossy formats such as
JPEG and GIF degrade each time they are saved.
Browser support
96.3% of all users use browsers that support PNG natively but not all its features; eg, the alpha-channel (variable
transparency) & gamma (device independent color) features. Browsers required to support GDE deliverables, in
order of preference: Opera 7.5+ (especially for Wireless devices because of its small-screen rendering technology,
WML, Symbian OS, & SVG Tiny support), Firefox, Mozilla 1.7+, Netscape 7+, or Internet Explorer 6+
References
1.
GIF, JPEG, or PNG? (http://web-building.crispen.org/formats/index.html)
2.
GIF to PNG (http://www.r1ch.net/stuff/gif2png/)
3.
Benefits of PNG (http://www.atalasoft.com/PNG.aspx)
4.
PNG Home Site (http://www.libpng.org/pub/png/)
5.
PNG: The Definitive Guide (http://www.faqs.org/docs/png/)
6.
SVG Home Site (http://www.w3.org/Graphics/SVG/)
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GDE Procedure: Inserting a local graphic into an XML file
Within Epic Editor all graphics are included by reference
1.
For imbedded graphics in your local source for which
you don’t have a source file, you will have to extract
them, see Extracting FrameMaker embedded graphics
2.
Position the cursor where you want to insert the figure
and press the Enter key and then select Figure
3.
Locate the required graphic file and click on Open
4.
Specify the Image attributes and click on OK
5.
Specify the Figure attributes and click on OK
When you check in a document with local graphics,
they will be stored automatically in Documentum.
Notes (optimized for PDF online viewing and printing)
1.
Continue to use your existing graphics editor and save
source files in their native format in Documentum;
export a PNG, 144ppi, 24-bit, version with the same
file name, and also store it in Documentum
2.
Capture screens as 24-bit, 144ppi, PNGs
3.
From Inspiration, export Workflows and Taskflows as
GIFs (GIF89a)
4.
Save photographs as 24-bit, 144 ppi, PNGs (if file size
is an issue, JPEG may be used)
5.
Link the PNG, JPEG, or GIF files from Epic Editor
6.
Supported graphics formats in the publishing
environment: PNG, JPEG, GIF, and SVG
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31
GDE Procedure: Inserting graphics with hypertext links
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
11.
12.
13.
14.
Create an ImageMap of the source image
with hypertext links where required (use
ImageMap Generator or MapEdit)
Save the ImageMap as an HTML file and
open it with a text editor (eg, Notepad)
Position cursor where you want to insert the
figure, and add the required graphic file
After the image start tag, press Enter and
select ImageMap
Copy and paste the coords from the first
area definition into the coord attribute
Click on OK
Copy and paste the text from the name
definition into MapName
Copy and paste the href text from the first
area definition into the Href element
After the Area tag, press Enter, select Area
Copy and paste the coords from the next
area into coord and href text into Href
Repeat 12-13 for remaining area definitions
Register document in DCAM
Apply DCAM links to the Href text
Specify the ImageMap DCAM_id in the
image usemap attribute
GDE Processes & Procedures, 4/13/2015
Sample ImageMap HTML file
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32
GDE Procedure: Inserting graphics stored in Documentum
1.
2.
3.
4.
5.
6.
7.
Import all graphics to be used in a document into
the Documentum Graphics folder
Click on the Epic Documentum menu item and
select Browse…
In the Docbase Browser, navigate to the
Graphics folder
Right-click on the required graphic and select
Copy
Within the XML file, at the required location,
insert a Figure element and accept all the
defaults
Locate the cursor after the image tag, click on
the Documentum menu item and click on Paste
Object Reference
Specify the required image attributes; click on
OK and Yes to the Apply changes anyway?
prompt
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GDE Processes & Procedures
Section 7
Extracting graphics embedded in FrameMaker
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FrameMaker: Extracting embedded graphics
Graphics created by the FrameMaker graphics editor, and inline embedded graphics for
which you don’t have an external file, have to be extracted from FrameMaker and saved as
PNG files for inclusion by reference in Epic Editor XML files. If you plan to continue to use
the FrameMaker graphics editor, copy and paste each FrameMaker-editable graphic into its
own graphics-only file.
1.
2.
3.
4.
Open a FrameMaker file
Select View Reference Pages
Find the HTML Option Table
In the Image Format row, change Value to EPS
continued…
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FrameMaker: Extracting embedded graphics
5.
6.
7.
8.
9.
Select File > Save As…
Navigate to the required Save in folder
Type in the required File name
Select the Save as type as HTML (*htm)
Click on Save
continued…
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FrameMaker: Extracting embedded graphics
10.
11.
12.
Open the folder that contains the saved files
Change all GIF file extensions to EPS
Open each EPS file with Illustrator
continued…
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FrameMaker: Extracting embedded graphics
13.
14.
15.
16.
17.
Select File > Export
Select Save as type: PNG
Specify a Resolution of 144 ppi and do
not select Anti-Alias
Set PNG options Interlace to None
and Filter to Adaptive
Click on OK
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GDE Processes & Procedures
Section 8
Hypertext Linking Procedures
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GDE Procedure: Connecting to DCAM
Dynamic Content Assembly Manager (DCAM) is used to create and manage all links within a document (intradocument links), links among documents (inter-document links), and references between documents and graphic files
(media links). DCAM linking involves two steps: registering targets and links to targets. DCAM is configured to auto
register targets for all main headings, figures, and tables.
Connect to DCAM after authoring your content
•
Select DCAM > Connect…
•
Type User Name: dca
•
Click on OK
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GDE Procedure: Adding an intra-document DCAM link
Register your document after authoring your content
1.
Select DCAM > Register > Targets
DCAM targets will be added to document; local DCAM targets
are stored in Profiles/<your_userid>/<your_storage_path>
2.
Highlight the link text and press Ctrl+K
3.
Select Current Document
4.
Browse to the required target and click on Add
5.
Click on Insert
The highlighted text is now linked to selected target
6.
After inserting all links, select DCAM > Register> Document
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GDE Procedure: Adding an inter-document DCAM link
All documents to be linked must be registered in DCAM
1.
Highlight the link text and press Ctrl+K
2.
Select DCAM Repository
3.
Browse to the required target and click on Add
Note: Local DCAM targets are stored in
Profiles/<your_userid>/<your_storage_path>
4.
Click on Insert
The highlighted text is now linked to selected target
5.
After inserting all links,
select DCAM > Register> Document
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GDE Processes & Procedures
Section 9
Using Variables
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GDE Procedure: Using local variables
Within Epic, the equivalent of FrameMaker variables are Entities
Entities are blocks of content that you want to be able to use repeatedly. Documents that contain entities are
automatically updated when the content of the entity is changed. You can create text entities or file entities, within the
GDE enviroment, use text entities for local variables. Entities can be displayed in a document using either an icon with
the name of the entity, or with the contents of the entity expanded (controlled by View > Text Entities or File Entities).
Creating a text entity
1.
Select Tools > Preferences…, select Window, check
Full Menus, click OK
2.
Select the required text.
3.
Choose Entities > Create Text Entity From Selection…
4.
In the Name field, type a varName. Click OK
Use the var prefix for all variables
Inserting a text entity
1.
Place cursor within an element and select Entities >
Text
2.
Select the required text entity.
3.
Click Insert.
The text entity is inserted
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GDE Procedure: Using shared variables
Within the GDE environment use File Entities for variables that are shared between multiple documents; use the var
prefix for all file entities and store them in the Documentum Variables folder.
Creating a File Entity
1.
Select Tools > Preferences…, select Window, check
Full Menus, click OK
2.
Select the required text.
3.
Choose Entities > Create File Entity From Selection…
4.
In the Name field, type a varName. Click OK
Use the var prefix for all variables
5.
Store the variable in the Documentum Variables folder
Inserting a locally-stored File Entity
1.
Place cursor within an element and select Entities >
File.
2.
Select the required variable.
3.
Click Insert.
The variable is inserted
Inserting a variable stored in Documentum
1.
Check out the required variable from Documentum
2.
Place cursor within an element and select Entities >
File and select New
3.
Click on New and Browse to the required variable in
the Documentum Checkout folder
4.
In the Name field, type the filename. Click OK
5.
Click Insert
The variable is inserted
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GDE Processes & Procedures
Section 10
Using Conditional Text
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GDE Conditional Text: Profiling
Within Epic, the equivalent of Conditional Text is Profiling
Epic profiles let you designate that certain elements contain information targeted at a specific audience or contain
information that only applies when a particular set of circumstances exist. Profiles to use are set at publishing time. Only
those sections of the document that are unprofiled or have the same profiles applied to them as those profiles you set at
publishing time appear in the published document. The profiles you can apply are defined in the DTD profiling
configuration file (PCF). The PCF file is centrally controlled for use with all documents globally.
P rofiling
(Condit ional T ext)
DCF Ref t o global Profi les.pcf
global Profi les.pcf
PCF Ref t o groupnameProfi le.pcf
Ref t o global Profi les.ent
DTD id-atts (all elements)
%condi tionalText-atts;
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groupnameProfi le.pcf
ProfileClasses
PCF Profile ali as & attr ibute
ProfileFolder
Allowed
global Profi les.ent
ENT conditionalText-atts
condGr oupname CDATA #I MPLI ED
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GDE Procedure: Applying and viewing profiles
Applying profiles
1.
Insert the cursor anywhere in the element to be
profiled
2.
Select Edit > Profiles > Apply Profiles
3.
Select Mode Apply Individual Profiles
4.
Check the required profile values
5.
Click OK to apply the specified profiling
The selected profile values will be added to the
element attributes
Viewing profiles
1.
Select Edit > Profiles > View Profiled Document…
2.
Specify the required profiles to view; click on OK
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GDE Procedure: Creating profiles
Within the GDE environment, the DTD profiling configuration file (PCF) is centrally controlled for use with all documents
globally. Creating new profiles involves creating a group PCF using Epic Editor; editing globalProfiles.pcf using Epic
Editor; and adding new profile attributes to the globalProfiles.ent entity definition file which is referenced from the DTD.
Creating profiles
1.
Checkout and open groupnameProfile.pcf, with Epic
Editor, and rename the file to <yourgroupname>Profile.pcf
2.
Position cursor after ProfileClasses; press Enter; select
Profile
3.
In alias & attribute, type your groupname; in attribute,
prefix groupname with cond and press OK
4.
Insert Allowed or ProfileFolder elements for each
condition; add Allowed elements for each condition value
5.
Save and Checkin <yourgroupname>Profile.pcf
6.
Checkout and open, with Epic Editor, globalProfiles.ent
and add your group profile attribute; save and Checkin
7.
Checkout and open, with Epic Editor, globalProfiles.pcf
and insert a reference to <yourgroupname>Profile.pcf;
save and Checkin
All future checkouts will receive the updated profiles
For more information on profiling, see Chapter 3: Customizing your site’s
profiling configuration in the Epic Customizers Guide (http://livelinkott.ca.nortel.com/livelink/livelink.exe?func=ll&objId=9793342)
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GDE Processes & Procedures
Section 11
Using Documentum Desktop Client
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Documentum: Datafill Docbase
CHECK OUT
CHECK IN AS NEW
CHECK IN
Docbase
CANCEL
CHECK OUT
changes
changes
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Documentum: Desktop Client Log On
1.
Double-click on documentum icon
2.
Double-click on Docbases
3.
Select gccmdev
4.
Select Tools > Log On As…
5.
Type in your Global_ID and NorPass
6.
Click on Log On
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Documentum: Storing Files
1.
Select Epic Documentum > Browse
2.
Double-click on gccmdev
3.
Double-click on gdetest
4.
Double-click on Users
5.
Double-click on your_name
Store all your files in your_name
6.
In your_name folder, using Desktop
Client:
1.
Create a Graphics folder
Store all graphics here
2.
Create a Non-MTBI folder
3.
Create an MTBI folder
4.
Store each new document in the
MTBI or Non-MTBI folder
Update: GDE Procedure for
testing purposes only
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Documentum: Importing Graphics
1)
Navigate to local file location and copy
the file
2)
Navigate, using Desktop Client, to
destination folder (Graphics) and paste
file (you can also use drag-and-drop)
The Import dialog window opens
3)
Select Type (ks_module)
4)
Select Format (JPEG Image or
Encapsulated Postscript)
5)
Select Add Files… to add more files
6)
Click on Import
Update: GDE Procedure for
testing purposes only
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Documentum: Check In an XML file
1)
Select Documentum > Create New Object…
The Check In as New Document dialog window opens
2)
Navigate to destination folder
3)
Select Type (ks_module or ks_publishable)
4)
Select nonmtbi or mtbi Format
5)
Select XML Document
XML Category
6)
Click on Check In
7)
Specify the metadata
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Documentum: Check Out
Check Out:

Retrieve document from docbase

Current version is retrieved
GDE Processes & Procedures, 4/13/2015

Documents with external cross
references have a special icon

If you check out one of these documents, the system asks you if
you wish to check out or not its descendents
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Documentum: Cancel Checkout
Cancel Checkout:

Put document back in docbase

Lose the changes
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Documentum: Check In…
Check In:

Put document back in docbase

Save the changes

Remove document lock

Update version number (see notes)
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GDE Processes & Procedures
Section 12
Using Documentum Epic Adapter
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Documentum: Epic Adapter
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Documentum: Epic Adapter Log On
1.
Select Epic Documentum > Connect
2.
Select the gccmdev Docbase
3.
Type in your Global_ID and NorPass
4.
Click on Log On
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Documentum: Epic Adapter menu item
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Documentum: Epic Adapter Connect
1.
2.
3.
4.
5.
6.
7.
Launch Epic Editor
Select Documentum
Select Connect…
Select Docbase name
Type User Name (GID)
Type Password
(NorPass)
Click on Log On
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Documentum: Epic Adapter Browsing
Selecting Browse… from
the Documentum menu
initiates the display of the
Docbase Browser
Right-clicking the mouse button
brings up the menu
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Documentum: Epic Adapter Check In
1.
2.
Right-mouse click to bring up menu
Click on Check In
•
Puts document back in docbase
•
Saves changes
•
Removes document lock
•
Optionally, updates version number
Saving from Epic Editor will also
bring up this window
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Documentum: Epic Adapter Check Out
1.
2.
3.
Select required object from Browser
Right-mouse click to bring up menu
Click on Check Out
•
Retrieves document from
docbase
•
Retrieves current version
Check out can also be achieved by
double-clicking on the document
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GDE Processes & Procedures
Section 13
Finding items in Documentum
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Documentum: Accessing the Search Tool

Select Tools > Find > Document
Items in Desktop Client
GDE Processes & Procedures, 4/13/2015

Select Documentum > Search…
in Epic Editor
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Documentum: Search for an element type
 Select the element type you are looking for
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 Type the keyword you are looking for
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Documentum: Search with a property
 Select the keyword type, you want to find
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Documentum: Search with a rule
 Select a rule to include or exclude elements from your research
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Documentum: Search with several properties
 Add or Remove Property rows for complex search in the docbase
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Documentum: Displaying Results
 After clicking on « Find », the results of your search are displayed in the Results tab
 Right-click on file names
to display options
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GDE Processes & Procedures
Section 14
Useful tools in Documentum Desktop Client
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Documentum: Editing Properties
File Properties:

Display current information (version, owner, security)

Display Object or Unit Attributes
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Documentum: Virtual Document Manager
The Virtual Document Manager displays a view of your document structure. The VDM
contains pointers to:

All objects cross-referenced by the parent object

All objects imported by reference into the parent object
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Documentum: View Document Info (versions)
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Documentum: Display Settings


Add or remove a property columns
Move up or down the property columns
to change the display order
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Documentum: Recently Used Documents
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GDE Processes & Procedures
The End
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