Project Workflow Management

1. Project Workflow Management Michael Davis – Principal Business Consultant

2. Objectives - Discuss S1000D Project Creation Concepts • How do I create the Users, Groups, Teams, and Roles that I need to manage my project? • User Desktop Creation • Assigning Roles • Building and using Workpools • How do I get my Data into Contenta CSDB? • DMRL (Data Module Requirements List) and IRL (Illustration Requirements List) • Upload Tool • SNS Creation and Management • Define DMRL and IRL • Manage DMRL and IRL • How do I manage my S1000D once it is in Contenta S1000D CSDB? • Project Creation • Workflow Creation

3. Objectives - Discuss S1000D Project Management • How do I create a Contenta S1000D Workflow and then configure it? • Drag and Drop • Project Connectors

4. How do I create the Users, Roles, and Teams I need? • With the introduction of Contenta S1000D 5.0, Contenta Explorer (Fat Client) and Contenta Web (No install Browser Client) have been synchronized with a common look and navigation. • User Desktops, Roles, Workpools and other admin functions are easily created and modified from either client as “sysadmin”.

5. User Desktops • User Desktops allow users the ability to login into Contenta S1000D • Access to objects is granted via dragging objects onto the user desktop • Properties for each object available on Tab • User can easily see all of his/her work via the Assignments area. • Projects associated with that user show up under the Project Management area. Properties

6. Create Desktop • To create user desktops you must be logged in as sysadmin Right Click Newly Created User Desktop Press OK Click Enter New User Name, Login Name, Password and then select Role

7. User Roles – Description and Use • Contenta users are assigned at least one role when the users’ desktops are created. • Roles are associated with tasks when the ProjMan or SysAdmin configures the project workflow. • When a role is associated with a task, users assigned that role can be assigned to the task. Click

8. Workpools – Description and Creation • Workpools allow you to group users into one role (the workpool) so you can assign them all to the same task in a project to work simultaneously. • You can make as many workpools as you like to support your internal business processes. Think of Workpool as a team or group. Notice that new workpool has been created and when members desktops are explanded the workpool is visible Right Click Press Ok Click Write in Name Select Users

9. How do I get my Data into Contenta S1000D CSDB • S1000D Provides a mechanism called the DMRL (Data Module Requirements List) • Contenta S1000D utilizes the DMRL to perform the following functions: • A data module requirements list is used to identify the required data modules for a project • The data module requirement list supports planning, reporting, production and configuration control • A data module requirements list can be generated in parts or in a complete form • Partial DMRL may be provided to partner companies or subcontractors • Direct Load of already created Data Modules, Pub Modules, ICN’s or DDN’s

10. DMRL Creation and Management • SDL has created two ways for your company to create and manage DMRL files. • Support of the actual DML file upload directly into the upload screen • Support for Comma Separated Values contained within spreadsheet or text file • Best Practice to use the CSV file route as it is much easier to visually maintain and sort on fields of your choice. Header Row identifies each individual part of the DMC/PMC/ICN

11. SNS Creation and Maintenance • If you do not wish to create a DMRL via spreadsheet or direct DML XML editing you can utilize the Contenta S1000D suite of Tools to create all parts of your project metadata. • SNS creation and maintenance tools are accessed via the S1000D object in CW/CE Right Click Click on S1000D Upload

12. S1000D Upload to Configuration Screen • Ability to accept the following types of files: • Data Module, Pub Module, DDN, ICN, DMRL Drag and Drop files here

13. Load DMRL Example APACHESHORTBOW doesn’t yet exist within DMRL

14. Upload Screen in Action • Drag files onto interface and then view results of existence check, well formed check, and upload success Notice Feedback Column provides a report on each DMC/PMC/ICN which has been created during upload

15. Upload Screen Success with DMC/PMC/ICN • Screen has reported on duplicates, well formed XML, link creation, and upload success Notice Name, Type, Issue No. and Feedback are all reported on individually

16. What happens during a DMRL Load? • During the DMRL loading process Contenta S1000D reads and interprets each line of the DMRL • The SNS for all Data Modules and ICN’s is auto created and immediately available for use • Each Data Module, Pub Module, or ICN is available to be created on demand via the Define DMRL and IRL or Manage DMRL and IRL screen • DDN’s are automatically created under the Dispatch container and available for immediate use.

17. Manage DMRL and IRL • Now that we have created a new Program by uploading our DMRL we can Manage DMRL/IRL one of two ways • Directly by SNS • Or via System, Subsystem, SubSubsystem, Unit or Assembly Select Program If you wish to manage by System, Subsystem, SubSubSystem then click radio button

18. How do I manage my Data once it is in Contenta S1000D CSDB? • Contenta S1000D Projects • Contenta Projects are object is used to group data that is to be written, edited, revised, or otherwise modified and put through an approved workflow • Data in the project is isolated from the stable “gold” data and your published documents until all work is approved and you post the updates • Projects can only be created by sysadmin or ProjMan user roles • Typically Project Manager does the following: • Creates Project underneath WIP (Work in Process) container • Assigns a specific workflow to a project • Identifies users to the specific tasks within a workflow • Populates project with objects which need authoring or revision • Responsible for “Posting” the project data back to the Stable “Gold” data when the project is complete.

19. Create New Contenta Project • Log in as a Project Manager • Navigate to WIP Folder and add new Project Click Press OK Fill in Name Right Click Fill in Date New Project Select workflow

20. Add Team Members to Project • Once Logged in as Project Manger return to highlight project within WIP container and rightclick Right Click Select Role Add Users to Team Select Users Click Press OK

21. Create New Data Modules From uploaded DMRL • Add newly defined data modules and ICN’s to your project by returning to Manage DMRL and IRL screen Right Click Click Select SDC SNS and Information Codes Notice that all Data Modules have now been created Hit Search to find all DMC’s Hit Create from Do action Menu to create selected DMC’s

22. Assign newly created Data Modules to Project • Once you have created the new data modules from template or via direct upload you can then easily assign them to a project from within the Define DMRL and IRL screen or via copy/paste from CE/CW. All newly added Data Modules are visible under project Select your newly created project from Project drop down menu Select all Data Modules to be assigned to project and select “Assign to” from drop down menu All selected Data Modules have now been added to your project

23. Workflow Management and Creation • Projects have workflows that define the tasks, roles, and users whom are assigned to the individual tasks within the workflow timeline. • Workflows can be created or modified from the CE or CW screen • Suggested just to use the Contenta Explorer Client as it is easier to use

24. Workflow Creation Click on Writing Step to select and then drag cursor to area on page to place Click click Enter Name Writing step now exists and can be modified to add users by right clicking and selecting properties Select Task Route and then click start object and drag the route to the Writing step. The route actually connects the steps. Right Click on Task Routes to add custom “triggers” or or other events Repeat Task route steps to connect other objects Click on Review task to select and then drag review task onto canvas area Click OK Make a task with a return route by clicking a new route that goes the other direction from the original route Right Click on Review task and repeat steps from writing step Click Save Right Click on Tasks to edit properties. You can add due dates and user roles and workpools After choosing trigger either click OK or cancel

25. Upcoming Events Fall Webinar Series: S1000D Customer Use Cases • Starting in September • Details coming soon S1000D Events • S1000D User ForumDenver, COJune 18-21 • ATA e-Business ForumScottsdale, AZOctober 22-24 Register at www.sdl.com/xml under Events

26. Q & A Got questions? Thanks for joining us!