Creating an Authoring Environment

The Creating an Authoring Environment process contains steps that are performed by users with the Content Manager role.

The process involves setting up an authoring environment, in which authors can enter and publish information in follow-on processes. The process comprises the organization of the folder structure, setting up permissions, and setting up service-based publication processes. Part of the process is the creation of templates and forms, which can be used to create standardized documents.

Using the Process

This IT process is part of the following IT scenario:

The process steps in the Content Integration and Management variant have been completed:

• One or more repositories have been integrated.
• Metadata has been defined.
• Indexing has been performed.
• The user interface has been configured.

The following IT process is incorporated in the Enterprise Portal (EP) usage type:

1. Organize folder structure.

   Create new folders in repositories, in which authors can create information in follow-on processes. You can use links to build cross-repository navigation structures. You can also copy or move folders and documents to other locations.

   Note

   Optionally, you can also work with the existing folder structures in the included repositories.

2. Set permissions.

   Once you have create the folder structure, you should distribute access rights to the objects they contain. You can use permissions to give user groups access to folders and documents. You can use the Permissions iView to set and check permissions and service permissions.

3. Set up approval process.

   An approval process allows you to make sure that documents are checked by one or more people before being published. Beforehand, you must determine which approval steps are necessary and the people, groups, or roles who are responsible for approving the steps.

4. Set up time-dependent publishing.

   You can use the time-based publishing function to publish documents for a defined time interval. To be able to use this function, you must first activate the time-based publishing function in each folder required.

5. Create XML forms.

   You use the XML Forms Builder application to create forms. Authors can use forms to enter standardized information in follow-on processes. This information is then displayed in a layout defined by the form in HTML format.

1. Create templates.

   On the local PC, you use application software to create documents that are used as templates in follow-on processes.

1. Assign templates.

   So that users can create standardized documents with predefined content (template) in a folder, the templates required must first be assigned to the KM folder.

The authoring environment is set up.