Content Management

By using the Content Manager (see Figure 1), you can perform all manipulative tasks related to adding, editing, linking, reusing, assigning and deleting content elements (even without using the Process Guide). In addition, extensive mechanisms for searching and structuring them by means of folders based on the functions of common file managers are available.

Figure 1. Sample content structure of a project

The Content Manager itself contains a number of generic functions that are described as follows and can be called from above the content category tree:

  • Searching for content: By typing a (partial) search term of at least 4 characters into the quick search field below the project selection menu, the Content Manager automatically selects all content elements in the tree overview whose names contain the search term (see Figure 1). A search results window is also opened in which you can view the results of the search in a tabular overview sorted by content category. Additionally, you can benefit from useful table operations such as sorting and filtering entries and moving columns by clicking the down arrow in the search results window’s column header..
  • Reload project: By left-clicking on the “double arrow circle icon”, the Content Manager reloads the entire project including all content elements. This is recommended, for example, if the data may not be up-to-date from the user’s point of view.
  • Collapse all elements: By left-clicking on the “double-arrow icon” of the two arrows pointing towards each other, the Content Manager collapses all open content categories in the tree view, so that you can only see the content categories of a project itself.
  • Show changes to referenced elements: The notification icon in form of a red bell becomes active as soon as changes have been made in the base project to the contents that are referenced in the current project. (For more information on this topic, see Reuse).
  • Sort elements:
    To sort the content elements of a category or all content categories in the Content Manager, you only need to select the respective higher-level structure, i. e. left-click on the arrow next to the content category whose elements are to be sorted or left-click freely in the Content Manager to sort all content categories, followed by a left-click on the “AZ? symbol” and select the sort criterion. Here you can choose between ascending either by “ID” (for content categories according to their processing sequence in the Process Guide) or by “Name”.

In terms of specific content categories, the following functions are available (see Figure 2):

Figure 2. Sample functions for content categories
  • New <element>: By clicking on the “plus icon” in the Content Manager’s menu ribbon, the creation of a new content element is initiated in the tree view directly below the respective content category. You can now enter a name for the new content element in the appearing mask and confirm by left-clicking on “Save” or cancel the creation of the element, for example via the “Esc” keyboard key or by left-clicking on “Cancel”.
  • New folder: The menu item represented by the “directory symbol” allows you to create a directory within the content category into which you can then add new content elements of the corresponding content category via context menu and/or arrange or rearrange existing content elements. To delete a newly created folder, select it in CM and click on the “trashcan symbol”.

Note: Be aware that deleting a folder also deletes all content elements contained therein (see Figure 2).

  • Import <element>: Clicking on “<Element> Import” opens the import dialog box, which allows you to import content elements of this type from other projects. This is the same dialog box that you can call from the Process Guide to create content elements (see Figure 3 in the Process Guide). The concrete mode of operation is described under Reuse.
  • Edit image: By using the menu item “Edit image” you can assign an image to the affected content category or change an existing one by selecting a graphic file in the file system. This menu item is only active if the description of these content category by means of graphics has been defined in the project configuration.
  • Assign responsibility: The menu item “Assign responsibility” allows a project manager to assign a responsible user to the corresponding content category. This user will receive appropriate work instructions in the course of using the Process Guide.
Figure 3. Sample functions for content categories

In addition to the functions described above at the content category level, the following functions are also available for individual content elements, which can be called up using buttons above the element overview table:

  • New <element>: see function “New <element>” for content categories.
  • Edit element: By clicking on the “Edit element” menu item in CM, you can edit the details of the content element in the editing window in the same way as for the procedure under “Detailed content”. Alternatively, you can open the editing window by double-clicking on the respective content element. If a description template has been defined, data contents can now be entered or adjusted in the editing window. However, if no description template has been defined in the project configuration for content elements of the respective content category, only its name can be changed in the editing window of such content elements.

Note: Some functions for content elements, such as “Edit element”,”Edit image” or “Delete element” may not be available for referenced content, since they can only be changed in the source project.

  • Assign responsibility: The menu item “Assign responsibility” allows a project manager to assign a user responsible for the content element in question to the relevant content element via a corresponding submenu item (see figure 3). This user will receive appropriate work instructions in the course of using the Process Guide. The user currently responsible can also be found in the corresponding description window under “Other attributes” -> “Responsible” or, alternatively, after selecting the content element by left-clicking in the lower area of the Content Manager (see figure 3).

Note: Assigning users responsible at the content element level always takes precedence over assigning users to the content category. This means that if a user is assigned to both a content element and the corresponding content category, the user directly assigned to the element applies for this content element.

  • Move element: You can move content elements from their original content category to other content categories by left-clicking on the “control cross symbol” in the content manager. To do this, an edit window will open, allowing you to select the target category by checking the box. If the attributes of the content element do not match the desired content category, a dialog box appears informing you which attributes of the content element may be lost. By clicking on “Ok” you confirm the change to another content category, by clicking on “Cancel” or “Esc key” you cancel the process.
  • Delete element: With a click on the menu item “Delete element” the respective content element is deleted irrevocably after confirmation of the corresponding confirmation prompt including all relationships and any stored images.