DocPublisher‎ > ‎

5. FAQ

How can I check DocPublisher version?

Just place your mouse over the "Powered by SWING DocPublisher" logo in the left lower corner. Tooltip will appear with the version of the database.
Can I use DocPublisher for building websites?SWING DocPublisher is not a general purpose CMS or DMS. Instead, it provides organizations with ability to organize, to publish and maintain company manuals and knowledge bases.

Can I use DocPublisher with the Lotus Notes client?

Currently, we do not support the Notes client. We firmly believe that the web browser access is an advantage over the Notes client. Content users (readers) have already got used to reading various resources online and to search for information online. SWING DocPublisher resembles the Windows Help approach for online reading and navigation.

What can be customized?

SWING DocPublisher can be customized by authorized users (administrators) using only a web browser.

You can easily add custom document properties (that is, fields or metadata), such as Department, Category, any drop-down listbox, radio buttons, or edit fields. You can also add custom views (e.g. By Department). Domino Designer is not required for these changes.

Other Customization options include visual changes (language, headers and footers, frameset, colors) and functionality (draft stages, event notifications, predefined actions such as Print, Send and so on).

How can I add more fields (document properties) such as Category or Department?

You can easily add your custom fields (document properties). Login as a Content Manager and go to Administration / Manage document properties. Create new properties and they will appear on the Properties tab of each document. What's more, you can also create custom views, using these new properties as categories or filter conditions.

This provides means of classifying and browsing documents in the DocPublisher library according to taxonomies that differ from the one implied by the folder structure, without having to create multiple copies of documents.

When I update a custom property in Word, why do I lose that update? 

Does DocPublisher transfer properties with Word in both directions?DocPublisher considers its document properties as "master" copies, so it transfers their values into MS Word. It is a one-way transfer. Therefore, users are advised to make changes in the Properties tab in DocPublisher's web form, instead of the Document Properties dialog in Word.

Only if an existing Word document is being imported into DocPublisher, document properties are also imported into DocPublisher's corresponding properties, provided that the properties with corresponding names are previously defined in DocPublisher.

How does workflow routing (review / approval cycle) work?

SWING DocPublisher supports ad-hoc workflow routing. In order to send a document for review, author clicks on the "Route" action in the document action bar, selects the next draft stage, and selects reviewer(s) or approver(s) from the list. Optionally, writes comments.

Reviewers can route the document back to the author, or forward to the next stage of approval cycle, and finally to publishing. Review comments are tracked and made a part of the document’s history.

In addition to the built-in draft stages, you can define custom draft stages (Administration / Manage draft stages) to comply with any specific internal process.

The role-based and document level permissions determine who can change and who can publish the document. Using the "Drafts by stage" view, you can easily monitor the document status in the authoring / review / approval process at any point in time.

Can I have multiple approval steps before a document is published?

Yes. By default, two draft stages are defined: Draft and Pending approval. You can also add user defined draft stages in order to further granulate your approval process (e.g. Pending Legal Approval). See: Customization / Manage draft stages.

Authorized users such as authors, reviewers and approvers can see documents and their statuses in the Authoring section. One can use the "Drafts by status" view to see pending documents. For example, Mary (author) will set the "Pending approval" status, and John (Content Manager) will approve and publish the document.

Is it possible to automatically deliver a notice to the document owner that a policy (document) is about to expire?

Yes. Login as a Content Manager and go to Administration / Event notification. Use the "Send notification when the document expires" check box to enable sending notifications when the document expires. Notification is sent to the document owner. By clicking "Also remind...", the system will remind the document owner about document expiration before it actually expires.

Can I use DocPublisher for records management?

DocPublisher was not intended to be a record management system. Instead, it is a library of company policies, procedures and work instructions, which provides a blueprint for business processes. Records -- both electronic and others -- are produced as the evidence of business activities. There are several points where DocPublisher can support your record management system:
  • DocPublisher should be a central place for creating, approving and publishing of record policies and procedures, including record retention policy.
  • DocPublisher should contain a list of all types of records and communicates record classification.
  • DocPublisher can be a central library of standard forms, including usage instructions for each form.
  • DocPublisher can contain hyperlinks to separate record repositories in the company intranet.

What does it take to install DocPublisher to Domino server?

There is no any special requirement for the server installation. You only need to copy a single NSF to the server's Domino data directory and sign it with the server ID.

Can I have separate Web pages created in the library for each heading section in Word?

You can only create navigational structure from a Word document outline, but you cannot divide it into separate documents. It is highly recommended that you keep your documents within a manageable size. It helps a lot when it comes to changes and new revisions.

Can I publish a policy manual or handbook as a single Word document?

It is a good practice to divide large documents into smaller manageable chapters, and upload them separately.

A handbook or policy manual should be divided into multiple Word documents (policies, procedures, chapters and so on). It is up to you to decide granularity, but a general rule of thumb is that individual documents should be small enough so they can be authored, edited, approved, and maintained easily.

For example, it is always better to split policy manuals into multiple files (policies). As a result, you can easily revise individual policies instead of the whole manual.

There is another technique to add structure to documents. If you use headings, you can promote them to DocPublisher navigation pane, so users can drill-down inside individual documents as well.

Can I create multiple document libraries within a single database?

You cannot create multiple libraries in a single database, as the document library ("Employee Policy Manual" in the trial database) is the root of the navigation tree.

How do I create multiple document libraries?

In order to create a new document library (i.e. a new manual), you will need to create another DocPublisher database. This action is available to Administrators (not allowed in the trial).

You can create as many databases as you wish. This way, you can also have different user access settings for each database.

Finally, you may create a main page or frame which includes links or tabs along the top. These links will load chosen library in the main part of the page. Our Technical Support Team will be more than happy to assist you, if needed.

If I use DocPublisher library as a policy manual, what type of numbering scheme is available?

DocPublisher does not provide automated document numbering. Instead, you can apply a document naming convention, such as QPnn.n - <proc. name>. Similarly, you may use a numbering scheme for folders and subfolders. If you wish to separate document number from their titles, you can create a custom document property (e.g. DocNumber) for this purpose, and modify the view so the DocNumber is displayed in the document tree (e.g. DocNumber+"-"+Title).

I would like to create multiple document libraries on one Domino server, would that be an issue?

No issue. The licensing scheme is per server + per user. That means unlimited number of databases (document libraries) per server and unlimited number of users for the same price.

How do you maintain links between documents?

When a new document revision has been published and its previous version has been archived, all existing links to the document will point to the current version. When documents are moved from folder to folder, all the links are also preserved.

Can I check-out a document so that others don't work on it while it is checked out?

SWING DocPublisher does not have an explicit check out function. However, when user clicks on the Edit button, the document is automatically locked and reserved for editing exclusively for that user. It is locked until the user saves the document or cancels the editing, or if another user (with the administrator or content manager role) manually unlocks the document.

If you need to mark documents that are supposed to be in an editing stage for a longer period, you can add a custom draft stage, for example "In progress - Legal".

Does everybody need to log in to DocPublisher in order to read documentation?

It's up to you whether readers can be anonymous, or the authentication is mandatory for all. Please note that the reader access does not require user licenses.

Do Domino administrators that help install and configure DocPublisher need user licenses?

They don't need licenses as long as they don't login to our application through a web browser. However, every person who administer/configure DocPublisher via the DocPublisher Administration page (through a web browser) needs a valid user license.

Is it possible to restrict access to specific content?

Yes. You can set permissions for users or groups either at the library level (database), folder level or at the document level.

Can I select user groups in the Permissions tab of the document?

Yes, for each document you can restrict reading permissions either to individual users or user groups. Whereas, edit permissions can be restricted only to users (with at least the Author role).

Is it possible to set permissions at the folder level?

Yes. In addition, you can set permissions for users or groups either at the library level (database), or at the document level.

Can I disable printing from DocPublisher?

No. For compliance requirements, the point is to clearly mark all printed copies as “Uncontrolled copy”. This implies that a printed copy is not an official copy, and you don't need to withdraw uncontrolled copies once they become obsolete.

In SWING DocPublisher you can separately define both Display and Print headers/footers. Our users commonly put the “Uncontrolled copy” mark in the Print header or footer.

How can I customize headers and footers?

Please read the DocPublisher User's Guide, Chapter 3: Customization. You can either make quick changes in the existing headers/footers, or you can create new ones from scratch. In the latter case, a basic HTML knowledge will be required.

Alternatively, you can create your header and footer in Word and send the document to us. We will gladly convert it to HTML for you.

You may find this quick HTML reference sheet helpful:

How does DocPublisher handle documents in document formats other than MS Word (e.g. PDF, Visio)?

Any additional file, including PDFs, can be attached to any document in the library.

For example, a standard procedure is usually described in a Word document, and corresponding printable forms can be attached as PDF files to the procedure.

How can I import my existing documents from my database? 

Is there a bulk import procedure?If SWING DocPublisher meets your document publishing needs, we are willing to develop a custom migration utility for you. Depending on specific requirements and required effort, this service can be free of charge or may involve an additional fee.

In this case, if you are committed to purchasing the product, we will assist you in importing your existing documents.

Can I localize DocPublisher, and have all messages and visual elements translated?

The current version can be partially localized - in the Contents and Search sections, so most of users (content readers) will always see localized user interface.

The Authoring and Administration sections don't have localized UI for the time being. This capability is on our roadmap for DocPublisher and is planned for a future release.

Can I use DocPublisher in a multilingual environment?

It is very easy to localize the user interface for read only users of a document library. It takes less than ten minutes to translate all strings and messages, using the translation table in the Administration section.

However, while you can change the UI language for the Contents and Search sections (the sections that content readers have access to), it is not possible to change UI of the Authoring and Administration sections. That means that administrators, content managers and authors will need to use the application UI in English.

In addition, only one UI language can be used in a particular document library. In other words, you cannot make a library multilingual, depending on the client settings. You may consider creating a separate library for each language - with corresponding UI and documentation in particular language.