Publications Tab - Create New Catalog - Content and Formatting

The next set of functions when creating a new catalog are grouped under "Content and Formatting."



The 1st and 2nd functions are proofing tools.  The information for all programs in a publication is displayed in a format where editing can easily be done. 

Biographies



Things to note:
  • The filters at the top of the screen allow a user to view specific sections of data:  a program director's programs, a program associate's programs, a subject matter area's programs.  Also by checking the "Primary Specialty Only" box, a user will only see program's that have the primary specialty that is specified under "Specialties" filter.
  • The "Please Note" message informs users that by editing a biography here, the editor is changing the master record for this instructor, not just the text for this document.  Edits done in this area should be done with that fact in mind.
  • An instructor's name is actually a link.  By rolling over the link, the contact information for that individual pops up.  If the link is clicked on, the complete record for the instructor opens.
  • The most recent editor of this record appears to the right of the instructor's name.  This line also gives the date and time that the edit was performed.
  • The bottom right of the individual record box contains a link to view the entire edit history of the record.  This can be helpful when trying to determine when data was edited and by who.  When this link is clicked it gives the edit information as well as the text as it was when the edit was saved.

Program Descriptions


Things to note:

  • The filters at the top of the screen work the same as in the Biographies section, allowing a user to view specific sections of data:  a program director's programs, a program associate's programs, a subject matter area's programs.  Also by checking the "Primary Specialty Only" box, a user will only see program's that have the primary specialty that is specified under "Specialties" filter.
  • The "Please Note" message informs users that by editing a description here, the editor is changing the record for program as it is displayed in the online catalog and in all other publications. Edits done in this area should be done with that fact in mind.
  • A program title is actually a link.  If the title is clicked on, the IF for this program opens.
  • The most recent editor of this record appears to the right of the program title.  This line also gives the date and time that the edit was performed.
  • The bottom right of the individual record box contains a link to view the entire edit history of the record.  This can be helpful when trying to determine when data was edited and by who.  When this link is clicked it gives the edit information as well as the text as it was when the edit was saved.

Program Formatting

In this section of the Publication functionality, the user formats the output content. 

The user can start from scratch and select fields from the right column to include in the publication and include other formatting information such as text to proceed the field.  In this example, no template is used.  The user selected the fields "Program Name," "Description," and "Program Number."  The editor was used to make the Program Name bold and in italics.  A return was entered after this field and after the Description.  On the third line, the text "Program #:" was entered to proceed the Program Number field.  Note that an sample of the resulting output appears in the box below.


Or, a user can select an already established template from the drop box titled "Select a template..."  Use the "Actions" tab to work with templates. 

Use "Create New Template" to save a format you create specific to a series of publications.  This screen shows an example of how to create a new template using the formatting entered above.


Once "OK" is clicked, this new template will be in the drop down box and available for use when formatting a publication.

Use "Update Current Template" to save changes you make to a Template that already exists.  Use caution when performing this task.  Make certain that the template is not used by other users.

Use "Delete Current Template" to delete a Template in the list.  Again - use caution when performing this task.  Make certain that the template is not used by other users.

Specialty Sequencing

With the "Specialty Sequencing" tab the user can control the order of  the specialty sections of the publication.  The default is alphabetical but the sections can be moved around by clicking on the left border of a section or a particular specialty and dragging it to the desired position.

Also note the drop down box at the top of the screen.  The default is to have only the relevant specialties show.  The user can choose to have all specialties displayed if they desire.



Program Sequencing

With the "Program Sequencing" tab, the user can control the order of the programs for a publication.  Initially the programs appear grouped by subject matter in the order set in the previous tab (Specialty Sequencing).  Within each specialty, the default is for the programs to appear alphabetically.  If the user wants programs to appear within the specialty in a different order, click on the handles to the left of a program and drag it to the desired position.  


The drop down boxes on the right give the user control over the information displayed or downloaded. 

Note:  when a program is setup, it is possible to select more than one specialty and set one of the specialties selected as the "primary" specialty.  (FPF-New-Program Categories ) When programs are added to a publication and displayed here for controlling the order in which they will download, a program appears in every section that it has a specialty defined for.  The default for the way which each instance of a program appears is that the "Full Description" is selected for the primary specialty and "Title Only" is the default selection for all secondary specialties. 

The box by each program has three choices: 

  • Full Description - displays all information.
  • Title Only - easy way to cross reference programs across specialties
  • Suppress - will completely suppress a program in a section and no information with download or display

The box by each Specialty has two choices - to display or not.

If a program is added to a publication, after all of these steps are completed, it may not show in the list or in a copy download.  "Resetting" the content often fixes this problem.  Use the button at the top right to "reset."

Once all the details are complete in this Content & Formatting section are complete.  The next step is "Exporting" the content.





Keywords:Catalog, Publication, Formatting, Proofing, Format, Proof   Doc ID:48231
Owner:Roberta W.Group:Continuing Studies Information System
Created:2015-03-04 13:05 CSTUpdated:2017-04-12 11:50 CST
Sites:Continuing Studies Information System
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