Content Management Console module
This module enables SSP to generate Word-documents from a workflow.
Introduction
This chapter describes the operation of the Content Management Console (CMC) module within SSP. This module enables SSP to generate Word-documents from a workflow. The CMC module consists out of 2 main elements:
· A Content Management Console: Management of Word documents and snippets
· A MS Word processtep in the SSP workflow: This step allows to make a Word document
We manage Word document templates and snippets in the CMC. A Word document is created and stored in SSP using the .docx extension. Snippets are managed completely within the SSP platform.
Snippets
A snippet is a piece of text that can be used in multiple documents. A snippet has no size limits in regards to the number of characters, and carries limited design options. These items are possible:
Bold
Italic
Underline
SSP uses BBcode as known from the ticketing module:
Other design elements, like tables, images or fonts are not possible. A snippet is inserted in a Word document, and will inherit the same font as the placeholder in the Word document.
A snippet has the following functionalities:
· Version management
· Logging
· Access
· Approval
· Relations
· Copy
Overview
When opening the snippits management page, a list is shown with the known snippets:
3 actions are possible:
1. Open a snippit: click on the name or the Edit icon
2. Copy a snippit : click on the Copy icon
3. Inspect the current version: click on the icon
Snippit creation
On the CMC admin page: Choose ‘Manage content|Snippets’. Click on + ADD SNIPPIT
Please save the new snippit first, after that you can define the contents.
So enter a name for the new snippit, and save it. If wanted, you can select a pool.
After saving, you can continue editing the snippit. A snippit is not immediately published (a Word document is). When the snippit is how you want it to be, click the button . This will prohibit any other changes to it. Users with the Role “Document Management Console Publish access”, can now approve the snippit. If the snippit is already in use, the new version will be used now. Use these codes to add extra mark-up: [b], [i] & [url]. Example:
[b]Bold[/b] [i]Italic[/i] [url=http://link.adres/]Label for the link[/url]
Keywords
You can insert keywords within a snippit. These are values that are variable per document and dependent of the context where the document is generated. A keyword starts and ends with # and does not contain spaces, only letters, numbers and underscore ‘_’. Example: #KEYWORD#, #Requestors_Name#.
Version Management
Every time a snippit is edited, a new version is stored. Older versions can be accessed via a list under the tab ‘Versions’.
It is not possible to remove old versions of a snippit. Re-instating an older version is done by manually copying the text.
Pools
Pools that are used to differentiate ticketing are used in CMC. Both Word documents as snippits can be linked to a pool. If a user has no access to a Pool, he also has no access to the Word docs & snippits of that pool. You can use the same pools as for the ticketing module, or create new ones, only for CMC.
Logging
CMC logs the creator of every version. This can’t be edited. In the log, we store who edited a snippit, requested publication and who approved the publication request.
Access
Only 1 version of the snippit is the “Public version”. This is the version that used by the workflow. Users with the access right “Document Management Console edit access” enables in 1 of their Roles, achieve access and editing rights to snippits, including the right to request publication.
Approval
Only users with the access right “Document Management Console Publish access” can approve snippits. These users do not required editing rights on snippits, but need to see all snippits within their pool(s). Snippits for which publication has been requested appear in a separate list, waiting for approval. This list can be found in the admin CMC menu, under “Publication requests”. Approvals for snippits and word documents are below each other.
The moment a snippit’s new version has been approved, it is used in the workflow engine for new tickets. Running tickets will also use it, as long as the Word document has not been generated yet.
The approval screen gives a few tools to support approval. The button shows which keywords are used in the old and in the new version. If there is a difference, CMC will show a warning.
The button SHOW USAGE gives a list of all running tickets where this snippit is used, and a list of workflow steps where the snippit is defined.
Deletion
Published snippits can be deleted by users with edit-rights. This happens in the same way as changes are published. A delete is published and someone with approval rights can confirm the deletion.
If the snippit is still used in a document, this will be shown to the user. The snippit first needs to be removed from the process step. All running tickets also need to be finished.
Relations (usage)
From within a snippit, a list can be generated with running tickets and a list of process steps where the snippit has been defined. The list shows the ID & start date of the tickets. There are 2 buttons : open the ticket & open the workflow. The shown information is limited to protect privacy-sensitive information.
This overview allows users to decide better if changing the snippit has any impact on running tickets.
Copy
You can copy a snippit. The copy gets “– copy” behind the name of the original snippit. Use the button to copy.
Word document management
Definition
Word documents that are used as a template in the SSP workflow engine are uploaded in the CMC. Each word document gets its own name, there is no version control. You can link a Word document to a Pool.
The publication function is available, as we have with snippits. A new (or replacement) Word document can be uploaded. This document is only available in the workflow engine after approval. After approval, the old document is removed, and the new version is immediately used in new tickets, and in running tickets where the document has not been generated yet.
The following elements are not supported in the Word document: Macros, merging & calculation functions. Images and layout are supported.
Functionalities linked to a Word document:
· Version management
· Logging
· Access
· Approval
· Relations
· Copy
Use this link from the CMC admin page for Word Template management:
Overview
The current templates are shown.
2 possible actions form this list:
1. Open Word template details : click on Edit icon
2. Check current version of Word Template : click on icon
New Word Template Creation
Click on + ADD WORD DOCUMENT.
Please save the new Word template first, after that you can define the contents.
So enter a name and save it. If wanted, you can select a pool.
After saving, you can continue editing the template. A template is immediately published (a snippit is not). From the moment that the document is uploaded, it becomes available to be used in the workflow engine . If the template is already in use, the new version will be used now.
Keywords
You can insert keywords within a Word document. These are values that are variable per document and dependent of the context where the document is generated. A keyword starts and ends with #, does not contain spaces, only letters, numbers and underscore ‘_’. Example: #KEYWORD#, #Requestors_Name#.
Version control
Every time a Word Template is changed, a new version is stored. Older versions are accessible via the tab ‘Version’.
It is impossible to remove old Word Templates. To re-instate an older version, download the document via the button and add it as a new version by uploading it again. Pools
Pools that are used to differentiate ticketing are used in CMC. Both Word documents as snippits can be linked to a pool. If a user has no access to a Pool, he also has no access to the Word docs & snippits of that pool. You can use the same pools as for the ticketing module, or create new ones, only for CMC.
Logging
CMC logs the creator of every version. This can’t be edited. In the log, we store who edited a Word Template and who approved the publication request.
Access
Only 1 version of the Word Template is the “Public version”. This is the version that used by the workflow. Users with the access right “Document Management Console edit access” enables in 1 of their Roles, achieve access and editing rights to Word Template, including the right to request publication.
These users can also mark a Word Template as “Publication Candidate”. This is done of the editor of the Word Template is ok with the contents and would like to publish it.
Approval
Only users with the access right “Document Management Console Publish access” can approve Word Templates. These users do not require CMC content edit possibilities, but should see all Word templates, within their pool(s). Word Templates, that have the check “Requested Publication” in the ‘on’ position, are shown in a separate list to be approved.
This list with pending approvals can be found in the admin CMC menu under “Publication requests”. Approvals for Word Templates & Snippets are below each other.
Directly after the approval, the Word Template becomes the public version and is used in the workflow engine. Old, already generated documents are not edited, running tickets will use the new Word Template.
The approval screen has some tools to help. The button CHECK KEYWORDS gives all keywords in the old & new version. If there is a difference, SSP will show a warning.
The button SHOW USAGE gives a list of all running tickets where this Word Template is used, and a list of workflow steps where the Word Template is defined.
Deletion
Published Word Templates can be removed by users with edit-rights. This happens in the same way as changes are published. A delete is published and someone with approval rights can confirm the deletion.
If the Word Templates is still used in a process, this will be shown to the user. The Word Templates first needs to be removed from the process step. All running tickets also need to be finished.
Relations (usage)
From within a Word Template, a list can be generated with running tickets and a list of process steps where the Word Template has been defined. The list shows the ID & start date of the tickets. There are 2 buttons : open the ticket & open the workflow. The shown information is limited to protect privacy-sensitive information.
This overview allows users to decide better if changing the Word Template has any impact on running tickets.
Copy
A Word Template can’t be copied. A manual workaround is to download the Word Template, and upload that downloaded document as a new Word Template.
Access
Access to the Content Management Console (CMC) is set up using Roles. example:
Workflow Step
Within the SSP workflow engine, a new type of process step is added, with the name “MS Word Adapter”.
· Word document
o Select the published Word Template from the CMC
· File name
o The name of the generated file. Variable values are usable here, like the name of the requestor.
· Validity period
o This is the time period in which a document can be downloaded, after the ticket is closed. If the field remains empty, the document is always available.
Word document
The selection list only shows the approved CMC Word Templates. The name is shown and a button is available to quickly download the file, in order to verify is the correct template is chosen.
Only 1 document can be chosen per process step.
Use the checkbox “Save as PDF” to generate a PDF file, and not a Word document.
Define values in document
Now that the document is chosen, we can fill the found keywords with data.
Replace Keywords with text
Use the EDIT button to give a value to a keyword. The options are shown: Text or Snippit. Select ‘Text’.
You can define the contents of the keyword in the field “Value”. You can place here free text or fields from the workflow or the form. Example:
A condition can be defined below. If the condition is not true, the keyword will be removed from the generated document. If the condition is true, the content, as defined in the field “Value” is inserted.
With the checkbox “Value contains calculations” , users can indicate if NCALC functions (see http://wiki3.smt-x.com/index.php?title=AllFunctions) are used in the definition.
Keywords can be found in the Word Template by clicking on “Search keywords”. All found keywords are placed in a list. A value can be mapped for each keyword, with the known dropdown list:
Other characteristics of the ‘replace’ values:
· All known references to process, form and variables can be used
· NCALC calculations can be used in conditions & replace values.
· You can also select a snippit
o You can search for keywords inside the chosen snippit
· Free text can be used
The keywords definition list can look like this:
Replace keywords by snippits
To give a value to a keyword, select EDIT. The options are shown: Text or Snippit. Select ‘Snippit.
Select the Snippit from the dropdown of the field ‘Snippit’. Use the download-button to see the contents.
A condition can be defined below. If the condition is not true, the keyword will be removed from the generated document. If the condition is true, the text from the snippit is inserted.
If a snippit contains keywords, they are added to the list.
A keyword of a snippit can be filled with another snippit.
Use the Document in a workflow
The link to the file is a link to SSP, which results on a download of the file from the database. If you would insert this link into an email, SSP will then check if the person accessing the link has rights to the process step.
Logging
Within the admin-section of a process, every change to the Word adapter step is stored. So you can see who added a Word step, what has been changed, which mapping was edited and who removed a process step.
The log can be accessed by clicking on ,VIEW ADMIN LOGS which is visible on every page of the workflow step.
The log also holds information about other process steps. The Word-adapter step has the most detailed log for the moment.
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