Generating a list of files and publications using a file

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.
A content file or a configuration file is created in the workspace.
You have browsed to and opened the file in the Workspace view or the Publications view.

Your need

When you delete or edit a file, you often want to check which publications and other files are including the file which are then affected.

In some cases you want to check which other files are linking to your file, or which files are using a particular image file.

For a translation, improvement and extension projects, you want to get a list of all resources the project is linking to.

The possibility

It is possible to generate a list of all files that are including and/or linking to your file.

When a file is included in another file, which is used in a publication, the list also shows the publication.

When a file is only linked to from another file, which is used in a publication, the used-by list do not show the publication.

You can also get a list of files using a particular image file.

You can generate a used-by report either from the file itself in the workspace, or from the include, link and image element pointing to a file.

It is possible to generate a list of all files and publications a translation, improvement and extension project is linking to.

A used-by list opens in a new tab. For each listed file in this tab, you can generate a used-by list.

Files in hidden include, link or image element are not shown in the used-by list.

About this task

What you will learn

This instruction tells you how to generate a used-by report. The report will show you which files are using your file.

The result

This is the Workspace view before generating a used-by report:

This is the result, presented on a new tab, after generating a used-by report:

Overall steps

Browse to a file, then generate a used-by report for the file.

Time

Less than 1 minute

Procedure

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

2. Right-click the file.

A pop-up list opens.

3. In the pop-up list, select the file icon.

The Master file toolbar opens.

4. On the Master file toolbar, click Used by.

A list of files and publications using your file is displayed on a new tab.

When a file is included in another file, which is used in a publication, the used-by list also shows the publication.
When a file is linked to from another file, which is used in a publication, the used-by list do not show the publication.
If an include, link or image element is hidden, the corresponding file is not shown in the used-by list.

It is possible to expand the listed files and publications to see their content.

When expanding a listed file (not a publication), the used file is highlighted in yellow color.

Alternative procedure: Generating a list of files using a file (via an include, link or image element)

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

2. In your file content, right-click:

an include element

or
a link element

or
an image element.

A pop-up list opens.

3. In the pop-up list, select the include/link/image element icon.

A toolbar opens.

4. On the toolbar, click Used by.

A list of files and publications using the included/linked file is displayed on a new tab.

It is possible to expand the listed files and publications to see their content.

When expanding a listed file (not a publication), the used file is highlighted in yellow color.