Checking in all publications in a publication group

Background

Starting point

The procedure in this topic assumes Skribenta is installed and configured for normal operation, and:

You have logged into Skribenta.
You are assigned to one of the following user roles: content provider, technical writer or administrator.
You have selected the workspace you want to work in.
You have created a publication.
You have created a publication group.
The resource(s) are checked out.

Your need

You have publications in a publication group that are, for example, ready for review. You need to prevent file versions, belonging to these publication versions, from being edited from this point.

The possibility

It is possible to check in all files belonging to publications in a publication group at the same time (for example when the publications are ready for review) by checking in the publication group. All files belonging to the publications are checked in.

When the files are checked in, the current file versions can not be edited anymore. The checked-in publication version (edition) is then possible to select when publishing the publication before sending it for review.

About this task

What you will learn

This instruction tells you how to check in all files belonging to publications in a publication group to prevent the file versions from being edited anymore.

The result

These are the resource versions before checking in publication group Example:

Publications view	Workspace view

These are the resource versions after checking in publication group Example:

Publications view	Workspace view

Overall steps

Browse to the publication group in the Publications view, then check in the publication group.

Time

Less than 1 minute

Procedure

1. Make sure that the step(s) in section "Starting point" (see section "Background" above) are performed.

2. In the Publications view, browse to the publication group that you want to check in.

3. Right-click the publication group.

A pop-up list opens.

4. In the pop-up list, select the publication group icon.

The Publication group toolbar opens.

5. On the Publication group toolbar, click Versions > Check-in.

The Check-in tab opens.

6. On the Check-in tab, click:

1. Analyze to start the check-in analysis.

This is just an analysis and the folders and files are not affected in any way at this step.

2. Progress to see the progress and any warnings during the check-in analysis.

All files used in the publication must exist in the workspace, otherwise warnings will be presented during the check-in analysis and the check-in is not possible.

For example:

3. Result to see the result of the check-in analysis.

7. If you want to see all resources used by the publication, select the Show all resources check box.

8. In the Label box, type a label text to be used for the checked in publication version (or click the Label arrow, to select a previously used label text). The label text is, for example, visible in the publication version tree or when exploring publication versions.

If the Label box is left empty, "CIP" is automatically used as label.

9. In the History box, type some informative text relating to the checked in publication version (or click the History arrow, to select a previously used text). The history text is, for example, visible when exploring the publication versions.

10. Click Check-in.

Next to the top toolbar, a message is displayed telling that the check-in is ready.

The publications and all files belonging to the publications, are checked in, and version numbers are increased.

Publications view	Workspace view

The label and history information for the checked in publication versions are shown when exploring the publication versions.

The EditionFile.xml shows which resources and versions that were checked in for the particular publication version (edition).