TeamSite Intermediate Class

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TeamSite Intermediate Class

• November 5-7, 2001
• Washington D.C.

Brand Marketing and Communications
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Training Topics

• Definitions
• Editing a Document
• Deleting a Document
• Editing Meta-Data
• Adding, Editing, and Formatting Text within a
  Template
• Hyperlinks
• Attachments
• How to Create a Short Document with Attachment

3
Definitions

• Workarea
• The workarea is the TeamSite directory in which
  your documents are saved, whether they be DCRs,
  BWDs, or attachments. There are several different
  workareas within BlueWeb. Each workarea is owned
  by a different Association division.
• Workareas have permissions set to them. Other
  people cannot save documents to your workarea.
  Likewise, you cannot save documents to other
  people's workareas.

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Definitions(continued)

• Attachments Folder
• The attachments folder is the TeamSite directory
  in which all of your attachments are saved.
  Located in your workarea, any attachment posted
  to BlueWeb is saved into the attachments folder.
• Templatedata Folder
• The templatedata folder is located in your
  workarea and contains all of your DCRs. Every
  time a creator uses the Templating Client and
  saves a document, a DCR is created in the
  templatedata folder

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Editing a Document

• Starting a Job to Edit an Existing Document
• 1. Once you are in either your workarea or your
  templatedata folder, check the box to the left of
  the file you want to edit.
• 2. Choose "File gt New Job."
• 3. Select the "Content Migration" template.
• 4. Enter a description into the job description
  text box.

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Editing a Document (continued)

• 5. Click the "New Job" button. (See Screen 3)
• 6. Select your department's approval group.
• 7. Click the "Run Job" Button. The "Create New
  Job" window will close.
• 8. Return to your main TeamSite browser window.
  Note that the new job is now visible at the top
  of your "To Do List."
• 9. Continue on to start the first task in your
  new job.

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Deleting a Document

• Warning Choosing to delete either the BWD format
  of a document or the DCR format of a document
  will result in the PERMANENT deletion of BOTH
  formats (DCR and BWD) from TeamSite AND BlueWeb.
• 1. If you are deleting a DCR, navigate to the
  templatedata directory. If you are deleting a
  BWD, navigate to your workarea. If you are
  deleting an attachment, navigate to the
  attachments directory.
• 2. Check the box to the left of the file that you
  want to delete.
• 3. Choose "Edit -gt Delete."
• 4. In the Delete File window, note the box to the
  left of your file's name is checked. .

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Deleting a document (continued)

• 5. In the Delete File window, click the "Delete
  Checked Files" button.
• 6. Close the Delete File window.
• 7. Click the Refresh button.
• 8. Note that if you have deleted either the BWD
  format of a document or the DCR format of a
  document, both the DCR and BWD formats are
  deleted.
• 9. Note that if you have deleted an attachment,
  any document references to that attachment are
  not automatically updated. In this case, you must
  start a job to edit any document that contains a
  link to this deleted attachment

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Editing Meta-Data

• Entering the Meta-Data for an Existing DCR
• 1. After marking the Author_Work task as Done,
  the Meta-Data window should automatically open.
  If not, navigate to your To Do List view, and
  choose "Task Options -gt Start Task" to the left
  of your Meta-Data task.
• 2. Enter the document's review date by first
  clicking the "Update Review Date" button.
• 3. From the "Review Date" window, choose the
  review date from the drop down list and click the
  "OK" button.

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Editing Meta-Data

• 4. All other fields should retain the values that
  were set when the DCR was first created. Use the
  Meta-Data Field Definitions guide to update
  information for any additional meta-data fields.
• 5. Click the "Set Meta-Data" button. The
  Meta-Data window should close automatically.
• 6. Click the "Refresh" button in your To Do List
  view. You are finished with the Meta-Data task.
• 7. If you are a reviewer, you may continue to
  review your document. If you are a creator only,
  your document has been forwarded to reviewers in
  your department.

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Adding, Editing, and Formatting Text within a
Template

• Basic Text Formatting within any TeamSite
  template, you can create
• Bolded Text
• Highlight the text you want to bold
• Click the "B" button at the top right of the
  TeamSite Templating window or press Ctrl B.
• Italicized Text
• Highlight the text you want to bold
• Click the "I" button at the top right of the
  TeamSite Templating window or press Ctrl I.
• Underlined Text
• Highlight the text you want to bold
• Click the "U" button at the top right of the
  TeamSite Templating window or press Ctrl U.

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Adding, Editing, and Formatting Text within a
Template
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Adding, Editing, and Formatting Text within a
Template
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Adding, Editing, and Formatting Text within a
Template
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Hyperlinks

• Creating Hyperlinks
• 1. From within the TeamSite Templating window,
  highlight the text within your open DCR that you
  want to become a hyperlink.
• 2. Click the button at the top right of the
  TeamSite Templating window that looks like a gold
  chain link or press Ctrl L.
• 3. If you are linking to an external Internet
  site or Web page, enter the address after the
  "http//" into the "Link URL" dialog box.

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Hyperlinks

• 4. If you are linking to another BlueWeb
  document, click the Browse button in the "Link
  URL" dialog box. Scroll down and double-click the
  BlueWeb document to which you want to hyperlink.
• 5. In the "Link URL" dialog box, click the OK
  button.
• 6. Note that your highlighted text now appears
  blue indicating that it is a hyperlink.

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Attachments

• Attachments Folder
• The attachments folder is the TeamSite directory
  in which all of your attachments are saved.
  Located in your workarea, any attachment posted
  to BlueWeb is saved into the attachments folder.

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Attachments

• Importing Attachments into TeamSite
• 1. After logging in and navigating to the
  attachments folder, choose "File gt Import Files."
  
• 2. From the "Open" dialog box, navigate to the
  location of the file you want to import. (Note
  If you decide you don't want to import a file,
  hit the cancel button. You will see a "LaunchPad"
  window open after hitting cancel, just close it.)
  
• 3. Select the files you want to import. Hold down
  the control key to select multiple files.
• 4. Click the "OK" button.
• 5. Click the Refresh button at the top center of
  your TeamSite window.

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How to Create a Short Document with Attachment

• 1. Login to TeamSite.
• 2. Navigate to the attachments folder.
• 3. Import your attachment into TeamSite.
• 4. Navigate to your workarea.
• 5. Start a new job.
• 6. Start the Author_Work task.

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How to Create a Short Document with Attachment

• 7Launching the Templating Client to Create a New
  DCR
• From the Task Details window, choose "Select
  Task Operation -gt Create New Data Record."
• The TeamSite Templating Client will open.
• In the "New Data Record" dialog box,
  double-click the folder that matches your
  workarea name.
• In the "New Data Record" dialog box, double-click
  SHORT DOCUMENT WITH ATTACHMENT.
• Continue on to entering content into the TeamSite
  Templating Client.

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How to Create a Short Document with Attachment

• Using the Short Document Template
• 1. Note that all fields labelled in red are
  required fields.
• 2. Enter a title for your document.
• 3. Update the Date Created and Date Revised
  fields. Note that when you update these fields,
  the date and time MUST be entered in the
  following format "hhmmss yyyy-mm-dd."
• 4. Choose the Contact Name, Contact Department,
  and Contact Division for the person whom a
  BlueWeb user should contact with questions.

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How to Create a Short Document with Attachment

• 5. Enter the location of your Web application or
  HTML chunk into the Application URL textbox.
• 6. Enter a description of your document into the
  Summary textbox.
• 7. Enter your document's content into the
  Paragraph textbox. Separate paragraphs using by
  entering consecutive two carriage returns.
• 16. Format your content, create hyperlinks, or
  insert special characters within the Summary and
  Paragraph boxes as necessary.
• 17. Continue on to save your document as a DCR.

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How to Create a Short Document with Attachment
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How to Create a Short Document with Attachment
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How to Create a Short Document with Attachment

• Saving a DCR from a Template
• 1. After you have entered all of your content
  into the appropriate template within the TeamSite
  Templating Client, choose "File -gt Save."
• 2. Enter a name that follows proper TeamSite
  naming conventions.
• 3. Click the Save button

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How to Create a Short Document with Attachment

• Previewing a DCR from the Templating Client
• 1. After you have saved your document as a DCR,
  choose "File -gt Generate/Preview Page With..."
• 2. Confirm that your data record is highlighted
  in the left pane of the "Generate/Preview"
  window.
• 3. Select the preview template from the right
  pane of the "Generate/Preview" window.
• 4. Click the "Preview" button located at the
  bottom middle of the "Generate/Preview" window.
• 5. Preview your document, and close the preview
  window.
• 6. Close the "Generate/ Preview Page With..."
  window.
• 7. If you need to edit your document, make any
  necessary changes, resave your document, and
  choose to preview your document once again.

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How to Create a Short Document with Attachment

• Finishing the Author_Work Task
• 1. Close all window except your main TeamSite
  window.
• 2. Navigate to your To Do List View
• 3. Choose "Task Options -gt Done" to the left of
  the Author_Work task on which you are currently
  working.
• 4. Click the "Transition to Next Task" button.
• 5. Enter the meta dataand click submit.

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How to Create a Short Document with Attachment

• Taking Ownership of the Author_Work_Approval Task
  
• 1. From your To Do List view, choose "Task
  Options -gt Take Ownership."
• 2. When you take ownership of an approval task,
  that task disappears from the To Do Lists of all
  other reviewers in your approval group.
• 3. Continue on to view the document.

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How to Create a Short Document with Attachment

• Viewing a Document from the Author_Work_Approval
  Task
• 1. From your To Do List view, choose "Task
  Options -gt Start Task." The Task Details Window
  will open.
• 2. Click the data record link (the hyperlink that
  ends with an ".dcr" extension). A BlueWeb preview
  window will open, displaying the actual page
  comment and example navigation.
• 3. Review the document from within the preview
  window. You might look for things such as
• Is the naming convention correct? Does the page
  look correct overall (spacing, etc.)? Are items
  such as owner, version, and date correct? If
  necessary, make sure that there is a link to a
  printable version.
• 4. Close the preview window.
• 5. Close the Task Details window and return to
  the To Do List view.
• 6. Continue on to approve or reject the document.
  

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How to Create a Short Document with Attachment

• Approving and Rejecting a DCR
• 1. From your To Do List, choose either "Task
  Options -gt Approve" or "Task Options -gt Reject."
• 2. If you are rejecting comments, enter why you
  are rejecting the document.
• 3. Click the "Transition to Next Task" button.
• 4. Click the Refresh button.