Title: Exporting Articles

The Export Articles feature allows you to make a PDF or WordML document from any set of articles or comments you select. The exporter allows you to select whether you want to include a title page and table of contents and offers many other choices including header and footer options, whether to include comments and labels, and whether to include cross referenced articles in the appendix. You can even selectively redact articles, paragraphs, and comments from the output.

The WordML format can be opened in Microsoft Word or any other editor conforming to the WordML standard.

Selecting Content to Export



You can export articles from a single or multi-entry view or from the Collector.

Exporting Articles from a Single or Multi-Entry view.



In this example, the Issue label in the Engineering project has been selected. From here, you can click the Export Articles link in the Export menu:



Exporting Articles from the Collector



In this example, the same two articles are in the Collector (along with a few others). Since we only want to Export two of the articles in the collection, the two are highlighted and the For Selection Only box is checked. Finally, the Export Articles option is selected:



The Export Articles Dialogue



After you click to Export Articles, the Export Articles dialogue appears. The dialogue is quite long so it is divided into pieces here:

Select the template or format. The Default format is PDF but you can also choose WordML. At the very bottom of the main dialogue, you can choose to save your settings into a template which you may select the next time you (or anyone else) exports articles.



Adjust the page setup and orientation:



Specify the page Header and Footer text: The logo is selected further down in the dialogue. You can put your cursor in any box and click one of the buttons to insert a field.



New Page for Each New Article: The default is No, but your output may look cleaner if you select yes.




Table of Contents, Selected Articles and Cross Referenced Articles Titles: These titles will appear on the Table of Contents Page (if you choose later on to include one) and (for Selected Articles and Cross Referenced Articles) at the beginning of each section of the document. These titles will also appear in the left column index in the PDF output.



Auxillary Pages and Sections: Here, you can select whether to include a Title Page (default is No, when you check the box the Title and Title Page Message boxes appear).



Style Setup: Select the font type, font size and, if you want one, the logo image to include. You can upload a new logo as needed if the one you want is not already on the server.




Show Comments: You can decide to include comments on articles. As desired, you can limit comment depth to a designated number of levels. Comment depth applies to cases where comments are made within comments. If there is a stack of comments (all made on the article or paragraphs within it), they will all appear.



Include Cross Referenced Articles: You may include articles referenced by the selected articles, articles that reference the selected articles, or you may decide not to include any cross referenced articles. If you select one article that links to 3 articles which in-turn link to 5 more articles, then 2 levels of cross reference depth will include all 9 in the document produced.



The Cross Referenced Articles Location allows you to select whether the articles appear in the appendix or after each article in the body of the document that is produced.

Omit Specific Content: When you click this button, you will get an interactive view of the selected articles and comments. As in the Printing Traction Articles view, You can selectively redact articles, paragraphs and comments from the document which will be produced.



Here is a portion of the view you would see. As you hover over portions of the view, checkboxes appear. In this case, the first paragraph in the How Many Pickles in a Peck article is redacted. It will not appear in the document you produce.



Show Labels: You can choose to show or exlude labels from the document.



Include Lists of Cross Referenced Articles and Attachments: This will control whether the lists of cross references and lists of attachments are displayed after each article in the document. If Cross Reference lists are included but the Cross Referencing articles themselves are not included, the links that are produced may be live links back to the server (unless you turn that setting off further down in the dialogue). Any links to articles that are ultimately contained in the document will link within the document.



Since attachments are not included in the document output, the default is set to no.

Include Links into Traction: Setting this to yes will make live links out to referenced articles which are not included in the document. Links to articles that are contained within the document will jump directly to those articles, rather than linking back to the server.



Image Resolution: If there are images embedded in the articles, this control helps to reduce the size of the document.




Save Template: If you want to use your settings again, you can choose to save them as a template (which you can select later in the upper right of this dialogue. Selecting "Share" will make your template available to others on this server. Fill in a template name and click Save.



And Finally... Preview or Download your Document: In the case of PDF, you can Preview the PDF or just Download it. In the case of WordML output, the Preview button will show you the raw XML output.



Ta da... Here are images of the resulting PDF. The first image shows the document index on the left with the Title Page selected. The Title Page is in the body.



This image shows the document index on the left and the Table of Contents in the body. You can see that it includes the two articles that were selected originally, and one article in the appendix.



And here is the document body starting at Selected Articles. You can see the two articles, one including a comment and both including Cross References and their associated backward of forward links.



And finally, here is the appendix including the How Many Pickles in a Peck article. Notice that it is missing the paragraph that we redacted.







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Related Articles
referenced by (2)
Doc357: Traction User GuideDoc287: The Collector
Article: Doc99 (permalink)
Date: March 22, 2008; 3:58:27 PM Eastern Daylight Time

Author Name: Documentation Importer
Author ID: importer