USER ADMINISTRATION Note: If you have just installed WebSite Directory (WSD), and completed the configuration of your WSD workflow stages,  the next step is to add your WSD users. You must have User Administration permission to add and maintain user information. This tutorial provides the following information: User Information Add New User Delete User Edit User Information Change User Password User Permissions User Preferences User Interface Options WYSIWYG Editor Options EditLive! Filter Options WSD View/Preview Options 1.User Information If you have User Administration permissions, WSD allows you to maintain user information on the Add New User and Edit User Info screens. Note that the users may also change their First and Last Name, E-mail Address, URL and Notifications (except Reminder) on their Edit User Info screen.  User Name The User Name entered by the user to access WSD. May not be changed. First Name & Last Name The First Name (optional), which can include the middle initial, and Last name, which can include a suffix, such as Jr., Sr., or III at the end of the name. If another user has the same First and Last Name combination as the user you are adding, make sure "Yes" has been selected for the Duplicate First and Last Names Allowed field on the System Policies screen. The user's First and Last Name is used in WSD Document Templates and Directory Index Templates when referring to the document's author <$authorname> or maintainer<$maintainername>. E-mail Address The e-mail address to be used when sending notifications to this user. WSD uses this address in the <$User> and <$Author> variables to send e-mail notifications to the user. Display E-Mail Address The e-mail address to be used in Templates to display the user's "public" E-mail address when the user is the Author <$authoremail> or Maintainer <$maintaineremail>.  URL The URL to be used in Templates as a hyperlink to the user's home page when the user is the Author <$authorurl> or Maintainer <$maintainerurl>. Notifications This selection list contains all existing Workflow Stages for which the user has Access, Edit, or Approve permission. If the user is to be notified when requests are approved/disapproved into one of these workflow stages, the notification checkbox - Immediate, Overnight or Reminder - should be checked for the stage.  Immediate - An immediate e-mail message will be sent to the user when a request is placed (Submitted, Approved, or Disapproved) into the selected workflow stage. Overnight - An overnight e-mail message will be sent to the user, listing all requests requiring processing in the selected workflow stage(s).  Reminder - A reminder e-mail message will be sent to the user, listing all requests that have been waiting in any of the selected stages longer than the time period set on the System Configuration screen (Reminder Age (in days)). This option can only be set by users with User Administration permission. Creation Date Display only: the date the user was added to the database. Modified Date Display only: the date the user's information was last modified.  2.Add New Users There are three ways to add users to WSD: Users with User Administration permissions can add users via the WSD Add New User screen. Anyone may request to be added as a new WSD user if your site uses a Request WebSite Director Username Form such as the one located on the sample WSD entrance page. You may implement a server process that uses WSD's External Application Interface (API) to interact with WSD and perform automated User Administration functions.  To add a new user via the WSD Add New User screen, From the WSD Application Desktop page, elect USER ADMINISTRATION From the User Administration screen, select ADD NEW USER to display the Add New User screen. Then enter the user's information (refer to the Help screen on the Add New User screen) and click ADD. If the new user is to have permissions other than those assigned on the Default User Permissions screen, these can be assigned/unassigned on the User Permissions screen (see below). 3. Delete Existing Users There are two ways to delete users from WSD: Users with User Administration permissions can delete users via the WSD User Administration screen. You may implement a server process that uses WSD's External Application Interface (API) to interact with WSD and perform automated User Administration functions. Note: Before you delete a user, you should identify requests in process for this user by printing the "Request Status" report available from the System Reports screen. To delete an existing user via the WSD User Administration screen, From the WSD Application Desktop page, elect USER ADMINISTRATION From the User Administration screen, select DELETE USER to display the Confirm Delete User screen. If the user you are deleting is the Author of any published content, or has requests in process, you may re-assign these documents and requests to another user listed in the "Re-assign documents and requests to:" drop-down list of existing users. Otherwise, leave the selection as "None."  If the user has more than one Request in process, and you wish to assign each request to a different user, you must do this before you delete the user, as follows: Determine the requests that the user you are deleting has in process by printing the "Request Status" report for the user. This report is available from the System Reports screen. Go to the Edit Request screen for each Request and click "Properties". Then select the responsible user from the Author drop-down window. See Properties. After you have reassigned the documents and requests, select "Delete" to delete this user or "Cancel" to exit without deleting the user. Warning: If you delete a user without re-assigning the documents and requests, WSD replaces all references to the User Name with the user's full name and e-mail address. If the deleted user has any locked requests in the system, WSD unlocks these requests.    4 . Edit User Information The Edit User Info screen allows you to change user information. The only field that may not be changed is the User Name. To change a user's password, see the Change User Password section described below. To access the Edit User Info screen: From the WSD Application Desktop page, select USER ADMINISTRATION On the User Administration screen, select the user from the list of Users and click EDIT USER INFO Make the appropriate changes to the User's information (refer to the Help screen on the Edit User Info screen), then click UPDATE USER WSD updates the information and returns you to the User Administration screen. 5 . Change User Password The Change User Password screen allows you to change a user's password. User's may also change their own password. To access the Change User Password screen: From the WSD Application Desktop page, select USER ADMINISTRATION On the User Administration screen, select the user from the User list, then click CHANGE PASSWORD The Change User Password screen displays the user's ID, and two fields for the New Password and the Confirm Password. Complete the following steps to change a password: Verify that the User Name field contains the name of the person whose password you are changing. If you are changing your own password, this will be your ID. Type the new password value into the New Password field. Confirm the new password value by also typing it into the Confirm Password field. Click CHANGE. WSD changes the password value and returns you to the User Administration screen. 6 . User Permissions The User Permissions screen allows you to assign User, System, Workflow and Group Membership permissions to a user.  You may also limit the user to a specific directory for submission of new requests. To access the User Permissions screen: From the WSD Application Desktop page, select USER ADMINISTRATION On the User Administration screen, selected the user from the User list, then click USER PERMISSIONS . The User Permissions screen displays. Make the appropriate changes to the User's information (refer to the Help screen on the User Permissions screen), then click UPDATE. WSD updates the information and returns you to the User Administration screen. Default User Permissions The Default User Permissions screen allows you to assign permissions that will be applied to all new users. To access the Default User Permissions screen: On the User Administration screen, selected the user from the User list, then click DEFAULT USER PERMISSIONS . The Default User Permissions screen displays. Make the appropriate changes to the default permissions (refer to the Help screen on the Default User Permissions screen), then click SAVE PERMISSIONS . WSD updates the information and returns you to the User Administration screen. The following may be assigned on the User Permissions screens (both the Default and for individual users): Working Dir  When present, must contain a valid directory name within the web server's Document Root. The user will be limited to submitting requests for content located in the specified directory and those directories defined under the specified directory. Note: The user will not be able to see, browse, or access any other directories within the Document Root. Approval Class Allows you to assign a Default Approval Class to the user. When an Approval Class is assigned to a user, that class will be used for all requests submitted into the workflow by that user (both template and document requests) , and will override any directory or system default Approval Classes. User Permissions The following User Permissions may be assigned to the user: Upload and Download Allowed - The user may download and/or upload content from/to the web server when submitting new requests or editing existing requests. When not checked these functions will not be made available to the user in the User Interface.   Text Editing Allowed - The user will be able to use the HTML online editor.   WYSIWYG Editing Allowed - The user will be able download and install one of the WYSIWYG online editors -- eWebEditPro or EditLive! -- on the User Preferences screen. Display No Access Stages - (WSD Pro only ) The user will be able to see all workflow stages but not be able to access stages for which he/she has no access permission (as set under Workflow Permissions below). Overrides the "Display No Access Stages" if this policy is set to "No" on the System Policies screen.  Display View-only Groups - (WSD Pro only ) The user will be able to access requests assigned to a Group when the user is not a member of the group. EditLive! Filter Access - The user will be able to change the Filter selections on the User Preferences screen. Display View-only Authors - (WSD Pro Only ) The user will be able to view all requests (including his/her own requests) in "Author" workflow stages to which the user has been given "Access" permission (see "Workflow Stage Permissions" section below). Update Notifications Allowed - The user will be allowed to manage (check/un-check) notifications on his/her Edit User Info screen (accessed from User Preferences ). Administrative Permissions The following are system permissions that may be assigned to the user: User Administration - The user may add new users, delete existing users, change users' passwords and preferences, edit users' information, including Permissions and Group Memberships, and change the Default User Preferences. System Administration - The user may change the system configuration values, add or delete groups, add or delete stage definitions, maintain directories and request information on the public web site. Note: Because the improper use of this permission can severely damage your WSD installation, only a few trusted and knowledgeable users should be given this permission.  Template Administration - The user may change Templates immediately via the Maintain Templates screens. See "Apply Templates" below. Workflow Administration - (WSD Pro Only )The user may use the WSD Maintain Stages, Maintain Groups, and Approval Classes functions to maintain workflow configurations. System Reports - The user may access the System Reports screen and display/print any of the WSD reports.  Modify Approvals Needed - (WSD Pro Only )The user may override the Approvals Needed option for a request. The override options are selected on the Approvals Needed screen (accessed from the request's Properties screen). Since this capability allows users to bypass approval stages that would normally be required for a request, only someone with the appropriate authority should be given this permission.   Update Documents in Author Stages - (WSD Pro Only )The user may edit, approve and disapprove content in Author stages, even when not the content's author. Normally only the content's author can process a request in an Author stage; all other users can only view content in those stages. This permission can be useful if a request is left in an Author stage and the author is no longer able to process the request.   Unlock All Requests - The user may unlock individual "Locked" requests, even when the user does not have "System Administration" permission.  Modify Submitter - The user may change the name of the Submitter after a request has been submitted.  Edit Previous Comments - The user may revise/update previously-entered comments when editing a request. Add Comments to any request -  (WSD Pro Only )The user may add new comments to the comment thread on any request, even in "View Only" stages where the user does not have request editing or approval permissions.  Apply Templates - Allows the user to use the Apply Template function on the Maintain Templates screen to apply modified templates to all published content that uses the template. Skip required directory template - When selected, this user is not required to use a Page Layout Template when adding content to any directory that has the "Page Layout Template required" directory property set. See Directory Properties. Workflow Stage Permissions A list of current Workflow Stages displays. Select user's permissions for each workflow stage: Access: Select to allow the user to request "Immediate Notification" e-mails when requests are Approved or Disapproved into the applicable workflow stage. When this is the only permission selected for a workflow stage (Approval and Editing are not checked), the user may VIEW requests ("View-only"), and if is a Submitter, Author, or Maintainer, the user may "Disapprove" requests in the stage. Approval: Select to allow the user to APPROVE requests in the stage. Editing: Select to allow the user to EDIT requests in the stage. Group Memberships A list of Groups displays. Check any Group(s) to which the user is to be assigned. Group membership allows the user to edit, approve and/or disapprove requests as a representative of the group. Note: The user must have appropriate "Workflow Permissions" (see above) in order to perform these functions for the group. Submit Permissions A list of WSD Request Types (Add, Modify, Copy, Move, Rename, Delete) displays. Assign the user the ability to submit requests for Request Categories (Documents and Templates) by selecting/deselecting checkboxes under each Request Category. Property Update Permissions A list of the information that displays on a request's Properties screen displays. Select/deselect the applicable properties that the user may change on a request's  Properties screens. 7 . User Preferences The User Preferences screen allows you to assign viewing options for a user. The user may also change their own options by clicking User Preferences on any page that provides this function key/icon. To access the User Preferences screen from the User Administration screen: From the WSD Application Desktop page, select USER ADMINISTRATION On the User Administration screen, selected the user from the User list, then click USER PREFERENCES . The User Preferences screen displays. Make the appropriate changes to the User's information (refer to the Help screen on the User Preference  screen), then click SAVE PREFERENCES . WSD updates the information and returns you to the User Administration screen. Default User Preferences The Default User Preferences screen allows you to assign viewing options that will be applied to all new users. Users may also change their own options by clicking User Preferences on the WSD Home page. To access the Default User Preferences screen: On the User Administration screen, click DEFAULT USER PREFERENCES. The Default User Preferences screen displays. Make the appropriate changes to the default preferences (refer to the Help screen on the Default User Preference  screen), then click SAVE PREFERENCES . WSD updates the information and returns you to the User Administration screen. The following may be assigned on the User Preferences screens (both the Default and for individual users): 7 .1.User Interface Options Masthead This selection allows you to specify the type of masthead that will be used on WSD screens: Browser = table-driven; Explorer = icon-driven. If you select Explorer and use the Browser Navigation style (see User Interface - Navigation below), the icons displayed in the Masthead will be: Return to Home Page, User Preferences, Icon Key, About, Tutorial, and Help. Note: Other icons, representing System Administration, User Administration, and System Reports may also be displayed, based on your permissions. Menus This selection allows you to specify whether the Menu Bar and Tool Bar are to be included on Explorer mastheads: None = the Menu Bar and Tool Bar will not be displayed; Java = the Menu Bar and Tool Bar will be displayed. These menus are not available for the Browser masthead. Navigation This selection allows you to specify the type of navigation display that will be used on WSD screens: Browser = table-driven; Explorer = icon-driven - only used with the Explorer masthead. Buttons on This selection allows you to specify the location of the function buttons on the WSD processing screens: Left Side or Right Side of the screen. Background Fill This selection allows you to specify the background fill for the tables in the WSD processing screens: Stripe or Block. Note: If you use the Explorer masthead (see above) you must use the Block Background Fill. Windows This selection allows you to specify whether WSD is to use Single or Multiple pop-up windows for selected functions on WSD processing screens. Note: View, Preview, About, Tutorial, and Help windows will always be displayed in a new (pop-up) window. Buttons Default selection is Image , where WSD selection buttons are downloaded as .gif images. If slow network/Internet connections cause a delay displaying graphic buttons, you may select HTML to have WSD submit them as embedded HTML text in the page content. Return/Cancel Default selection is Javascript . If you are experiencing "This page cannot be displayed" errors while navigating within WSD, your browser's caching function is not working properly, and you should select HTML. Show This selection allows you to specify whether WSD displays the Menu Bar, the Tool Bar, or both on WSD processing screens. Note: These selection bars are only displayed when using the Explorer Masthead with "User Interface- Menu" set to "Java." Screen Colors These selections allow you to specify colors for the following components of your WSD screens: Masthead Background, Menu/Toolbar Background, Field Background, Error Windows and Screen Background.Note:These selections are only displayed when using the Explorer Masthead with "User Interface- Menu" set to "Java." To select your preferred colors for these components, click the applicable heading and select the color from the "Select ... Color" window that displays. 7 .2.WYSIWYG Editor Options Edit Online Default This selection allows you to specify whether WSD uses the WYSIWYG Editor or the HTML Text Editor as the default editor for creating and editing online. Note: This selection is only displayed if you have been given BOTH "HTML/Text" AND "WYSIWYG" Editing permission by your User Administrator. EditLive! Image List This selection allows you to specify whether WSD is to use Links or Inline images with EditLive!. Links - Displays a list of links for images in the directory specified in System Configuration. You may also navigate to a specific web location and capture images.  Inline - Displays a list of  images in the directory specified in System Configuration. You may also navigate to a specific web location and capture images. Note: This selection is only displayed if you have been given "WYSIWYG" Editing permission by your User Administrator. Editor This selection allows you to specify which WYSIWYG editor users may use to create/edit documents and templates online.  EditLive! - Select the "Download EditLive!" link to download the install package. To install this WYSIWYG editor, double-click on the install package. EditLive! Will install as a plug-in for Netscape Navigator, and an ActiveX control for Microsoft Internet Explorer. Note: For Microsoft Internet Explorer only, and EditLive! is not currently installed, it will download/install automatically the first time you attempt to create/edit a request using EditLive! as your WYSIWYG editor. If EditLive! is installed, and there is a newer version than your installed version, EditLive! will download and install the new version when you access the WYSIWYG editor function. EditLive! Java - The Java-based version intended for the Mac in it's initial release. It may also be used on Unix workstations, but is not warranted for the various Unix environments due to differences in Java implementations between platforms.   eWebEditPro - Select the "Download EditLive!" link to download the install package. To install this WYSIWYG editor, double-click on the install package. You must contact Ektron at http://www.ektron.com to arrange for your eWebEditPro license. Note: For Microsoft Internet Explorer only, and eWebEditPro is not currently installed, it will download/install automatically the first time you attempt to create/edit a request using eWebEditPro as your WYSIWYG editor. If eWebEditPro is installed, and there is a newer version than your installed version, eWebEditPro will download and install the new version when you access the WYSIWYG editor function.  Note: This selection is only displayed if your site owner has licensed both WYSIWYG editors and you have been given "WYSIWYG" Editing permission by your User Administrator. 7 .3.EDITLIVE! Filter Options This section allows you to set options that allow users to cleanup and format the output from the editor, based on the filter options that you set. Note: The selections below are only valid if the EditLive! WYSIWYG editor is installed, and your Use Permissions include "WYSIWYG Editing Allowed" and "EditLive! Filter Access" (assigned by the User Administrator on the User Permissions screen). Filtering radio buttons This selection allows you to turn EditLive! filtering ON or OFF. Note: Filtering must be ON for the remaining options to be performed. Convert Font Styles checkbox When selected, allows you to specify that presentation tags (e.g. font, bold, italic, underline) in the HTML source code are to be converted to style rules when the EditLive! contents are retrieved.  This function can only be performed when Filtering is set to On. Indent Tags checkbox When selected, allows you to specify that relevant tags in the HTML source code should be indented to make the code more readable when the EditLive! contents are retrieved.  This function can only be performed when Filtering is set to On. Format Source checkbox When selected, allows you to specify that the HTML source code is to be rendered into a more readable format when the EditLive! contents are retrieved.  This function can only be performed when Filtering is set to On. Remove Optional Tags checkbox When selected, allows you to specify that extraneous tags should be removed from the HTML source code when the EditLive! contents is retrieved.  This function can only be performed when Filtering is set to On. XHTML Compliant checkbox When selected, allows you to specify that the HTML source code is to be output as XHTML when the EditLive! contents are retrieved.  This function can only be performed when Filtering is set to On. XML Compliant checkbox When selected, indicates that the HTML source code is output as XML when the EditLive! contents are retrieved.  This function can only be performed when Filtering is set to On. Format Attribute Case radio buttons Allows you to select the applicable case for attribute names (e.g. color, border, name) in the HTML source code when the EditLive! contents are retrieved.  This function can only be performed when Filtering is set to On. Format Tag Case radio buttons Allows you to select the applicable case for tag names, such as BODY and FONT, when the EditLive! contents are retrieved.  This function can only be performed when Filtering is set to On. Wrap Line Length data entry box Type the line length to be used to wrap the HTML source code when the EditLive! contents are retrieved; "0" = no wrap.  This function can only be performed when Filtering is set to On. Translate Special Characters radio buttons Select the applicable radio button(s) to indicate that special characters inserted into EditLive! are to be translated to correct HTML notation in the HTML source code when the EditLive! contents are retrieved.  This function can only be performed when Filtering is set to On. Possible values: ASCII Normal - Will not transform any characters with an ASCII value of greater than 127 to character entities. ASCII Extended -  Will transform all characters with an ASCII value of greater than 127 to character entities. Latin Extended -  Will transform all characters with an ASCII value of greater than 255 to character entities.  It will not transform characters with an ASCII value of between 127 and 255. All - Will transform all characters with an ASCII value greater than 127 to character entities as well as quote marks, ampersands and extra spaces. 7 .4.WSD View/Preview Options Submission Documents List Number of Rows Allows you to specify the number of rows in the Submit New Request list. Current Requests List Number of Rows Allows you to specify the number of rows in the request window for each workflow stage. Edit Online Number of Rows Allows you to specify the number of rows in the text editor window. Edit Online Number of Columns Allows you to specify the number of columns in the text editor window. Comments Window Number of Rows Allows you to specify the number of rows in the comments window. Comments Window Number of Columns Allows you to specify the number of columns in the comments window. Screen Width (in pixels) Allows you to specify the width of the WSD screen in pixels. Note: If your site uses long directory and/or filenames, this width needs to be set to the maximum width to minimize filename truncation. Compare View Width (in pixels) Allows you to specify the total width of the view window for the Compare with Published "View Request" function. If the Compare View is Horizontal (see below), both views will display in the width specified here. Note: If you do not specify a width, WSD will use the maximum width available on your display monitor. Compare View Allows you to specify whether the Compare View windows should display as follows: Horizontal: display side by side with the published version on the left.  Vertical: display one over the other with the published version on the top.  View/Preview Window Options checkboxes Allows you to select or de-select  the following options: Show Toolbar, Show Location, Show Directory Buttons, Show Status Bar, Show Menu Bar. Note: We recommend you use fewer options in the preview window than you do in your normal browser window. This allows you to easily tell the difference between a preview and regular browser windows, minimizing the risk of accidentally closing the wrong one and losing information.