Release Notes 2023.3.4.0

The October 11, 2023 release of the GlobalLink Vasont Inspire CCMS and Publish Server is available!

What's in this release?

Inspire 2023.3.4.0

  • Enhancements to user account preferences
  • Enhancements to component management
  • Enhancements to review management
  • Enhancements to project management
  • Enhancements to translation management
  • Enhancements to publishing
  • Enhancements to administration

Publish Server 2023.3.4.0

  • New features and fixes

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With your browser open:
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Inspire Release 2023.3.4.0

Enhancements to user account preferences

Set Notification preferences for your account

To access your user notifications and preferences, use the top-right menu to open a window in Inspire.

Now you can configure notification Settings unique to your user account.

Select the Settings option to:

  • Tell Inspire when you want to receive a notification (creating/updating components, review assignments, publishing, etc.).
  • Tell Inspire where you want to receive a notification (Email, Slack, in the Inspire app).

You can manage notifications at the global, module, and action level.

For more details, read: Change your notification preferences.

Enhancements to component management

See a more precise label for the Export Configuration field

When exporting components, you see a more precise label for the Export Configuration field.

  • This change provides you with more consistent verbiage when completing a task in Inspire.
  • This change is also designed to prevent confusion over which export configuration to choose.

The following changes were made:

  • On the Export Components screen, Export Configuration changed to Export Configuration (Standard).

For more details, read: Export content from the components browser.

See attachment status in the Components browser

In the Components grid, Inspire uses the six unlabeled columns before Name to show you an icon.

These icons quickly let you know the following characteristics of a component.

There is one new column after Branching (the fourth column) called Attachment. You see one of the following icons:

  • Black paper clip icon = Has an attachment
  • Green paper clip icon = Is an attachment
  • Yellow paper clip icon = Has and Is an attachment

If you forget what an icon means, you can hover your cursor over a column heading to see a tooltip.

For more details, read: What do all those icons mean?

You may need special permissions to unlock, approve, and unapprove components

By default, any administrator or most users can mark a component as Approved and set the system lock.

To approve a component, you must have at least one of the following roles or permissions:

  • Be an administrator.
  • If special permissions are required, you must be added to the Content Browser's can_approve module property.
  • If special permissions are not required, you must have permissions to update the component.

Otherwise, you won't be able to select the Approve option.

If a user is an administrator or has been added to the Content Browser's can_approve module property, that user can approve components in the following places:

  • Content Browser — from the right-click menu, the Options menu, and the Selected components panel
  • Projects — from the right-click menu, the Options menu, and the Selected components panel

For more details, read:

Select which referenced components are approved

If a component contains links to other components, such as in a map, you can select the component and see a list of all referenced components.

From this list you can select the component and a few or all referenced components to approve at the same time.

  • The source component doesn't have to be approved before you can approve referenced components.
  • You don't have to approve the source component to approve its references.
  • This feature is available in the Components browser only. It isn't available in a project.
  • If an electronic signature is required, you can sign once for the source component and all selected referenced components.
  • If an electronic signature is not required, you see the approved checkmark in front of all selected referenced components in the Components browser.
  • An Approval report is created automatically whenever you use the Approve referenced components option.

For more details, read: Approve component references.

Use links to go to or open a component from the Completeness Report

Now, when you are viewing a Completeness Report:

If the component's content needs to be updated, you can click on the component Name, which is a link that opens the component in the Oxygen editor.

  • The Name is listed first.
  • The Name does not contain the file extension. For example, "Copyrights".
  • If the component is locked or a binary, you see the component in a read-only viewer.

If you need to update a component using a system function, such as Rename, you can click on the File Name which is a link that opens the folder where it's stored.

  • The File Name is listed second, after the shorter Name and in parenthesis ().
  • The File Name contains the file extension. For example, "Copyrights_cda13aa4.xml".

For more details, read: View a completeness report for one component.

Create a report to find duplicate content

In the Contents browser, you can search through all components in a folder to see if there is XML content that is used repeatedly.

  1. Set the scope of your search as Current Folder, Current and Subfolders, or All Folders.
  2. Before the Advanced Search option, select the Find Duplicate Content icon.
  3. On the Find Duplicate Content screen, enter or paste in content you search for and see if it's used in more than one component.
    1. You can include XML code.
    2. By default, Ignore Whitespace is selected.
    3. By default, Ignore ID attributes is selected.
    4. By default, Ignore All Attributes is not selected.
  4. After you click Find, you see a notification that a report is being created for you.
  5. To view your report, go to the Notifications tab and open one with a Subject line of Find Duplicate Content Report.

For more details, read: Find duplicate content.

Enhancements to review management

Review attachments

If you add an unlocked component to a review, and the component has one or more attachments, Inspire automatically adds the attached components to the review.

If a component has an attachment, you see a paper clip icon before Review Scope.

In a review, attachments are opened in one of the following ways:

  • If the component is a binary file (image, PDF, WORD doc) it can only be opened in a read-only viewer regardless of whether it is unlocked or locked.
  • If the component is NOT a binary file (a DITA topic) and it is locked, it can only be opened in a read-only viewer.
  • If the component is NOT a binary file (a DITA topic) and it is unlocked, it can be opened in the Oxygen editor.

A review coordinator or administrator can change a component that is In Review to Context Only by clearing the checkbox in the Review column.

Attached components are also locked with a system lock in the Components browser until the review is resolved.

For more details, read: Create reviews.

Review a map

You can review a DITA map to get feedback on the topics that are included and the topic sequence.

  • Maps can be reviewed like any other DITA component.
  • The map opens in the Oxygen editor.
  • Reviewers can comment or edit it.
  • The map component is locked while in review.

You can send a map to review in the following modules:

  • Components Browser
  • Project
  • Reviews Management

If you add an unlocked map component to a review, and the component has one or more attachments, Inspire automatically adds the attached components.

  • If the attachment is a binary component, it is added as one of the following:
    • If the binary is unlocked, it is added as In Review
    • If the binary is locked, it is added as Context Only
  • If the attachment is not a binary and it is unlocked, it is added as In Review.

For more details, read: Review a map.

You cannot open a Content Reference in a review

Regardless of your permissions, if a topic contains a Content Reference, you cannot open the referenced component from a link icon in the review.

  • The icon that you use to open the topic with the reference () is only available when editing the topic.
  • The icon that you use to open the topic with the reference () is not available in a review.
  • The referenced content is shown with a grey background.
  • You can't comment on the referenced content.

For more details, read: Complete a review assignment.

See attachment relationships for components in review

When you open a review, in the Review Components pane, you can now see if a component has an attachment or is an attachment by looking for a paper clip icon.

• A black paper clip means it has an attachment

• A green paper clip means it is an attachment

• A yellow paper clip means it has and is an attachment

For more details, read: Open a review.

Add a component to a review in progress

When a review is in a State of Reviewing, you can now add components.

  • On the Update Review screen, in the Components section, click Add Components.
  • Any components you add are locked in the components browser.
  • You must be a Review Coordinator or an Administrator to update a review.
  • If enabled, reviewers receive an email notification that the component was added to the review and is available for comments or changes.

For more details, read: Add a component to a review.

Use a new way to remove a component from a review in progress

When a review is in a State of Reviewing, you can now remove components from the Options menu.

  • Any components you remove are unlocked and any comments and changes are not saved.
  • If enabled, reviewers receive an email notification that the component was removed from the review and is no longer available for comments or changes.
  • You can't remove all components from a review but you can cancel the review instead.
  • If you remove an unlocked component from a review, and the component has one or more attachments:
    • Inspire automatically removes the attached components from the review.
    • The attached component is also unlocked.

For more details, read: Remove a component from a review.

Allow a reviewer back into their completed review

After a reviewer opens their review assignment in the review editor, saves their changes, and selects the Complete Review button, the user's review is locked and they cannot make any other changes to their review.

Now, if a reviewer wants to re-open their completed review to make additional changes, the review can be re-opened.

  • At least one other reviewer must still be working on their review.
  • You must be a Review Coordinators or an administrator to re-open a Completed review.

To allow a reviewer back into their review after marking it Complete, the following conditions must be true:

  • The entire review must be in a State of Reviewing.
  • The reviewer's assignment must be marked as Complete on the Update Review screen.
  • On the Review dashboard, on the Collaboration panel, in the Reviewers pane, the review must be marked as Complete.
  • The reviewer's assignment opens as read-only because their review is completed.
The reviewer can't open the review in the editor and comment or edit a topic.

For more details, read: Allow a reviewer back into their review.

Review binary components

You can add binary components (images, PDFs, WORD docs) to a review.

  • Binary components open in a viewer regardless if the state is In Review or Context Only.
    • If the binary is unlocked, it is added as In Review
    • If the binary is locked, it is added as Context Only
  • After a binary component is added to a review and coordinator creates the review, all components in the review are locked in the Components browser, including binary components.
When a component opens in a read-only viewer, you can use the review's Discussion pane to add comments.

For more details, read: Review Images and Locked Components.

Limit all reviewers to comments only

An administrator can remove the ability for all reviewers to edit content and track changes.

  • If an administrator sets the ReviewCommentOnly feature to false, you can select or clear the Track Changes option.
  • If an administrator sets the ReviewCommentOnly feature to true, you can only create a review with comments in the Create Review and Update Review screens. The Track Changes option does not display.
By default, this feature to false, and coordinators can select or clear the Track Changes option.

For more details, read:

See linked references in a review

Regardless of your permissions, if a topic in a review contains a link (cross reference or key reference) to another component, when you click the link:

  • If the target component is not also included in the review, you can only open it in a read-only viewer from a review.
  • If the target component is also included in the review, you can open it to comment or edit it from a review.

When you're reviewing a map, if you click on a topic reference link:

  • If the target component is not also included in the review, you can only open it in a read-only viewer from a review.
  • If the target component is also included in the review, you can open it to comment or edit it from a review.

For more details, read: Complete a review assignment.

Enhancements to project management

Use new options when managing a project review workflow

After you open a project, you can go to the Workflow pane, and for any review workflow use the Options menu to:

  • Go to—Open the Reviews Management tab and see the review highlighted. Read Go to a review from the workflow pane.
  • Open review—Open the review editor to select a topic and review it. Read Open a review from the workflow pane.
  • Create report—Open the Review Report screen to select report options and create the report. Read Create a review report from the workflow pane.

For more details, read:

In a Project, use a new menu item in the Content panel to go to a component

As you work on Inspire projects, you can update the components used in the project.

If you need to update a component using a system function that isn't available from the Options menu in the project's Content pane:

  • You can click on the new Go To option.
  • The Go To option opens the Components browser.
The component is highlighted in the folder where it's stored.

For more details, read: Go to a project component in the Component's browser.

Enhancements to translation management

See updated email and notification text for Translation actions

  • Translation Cancelled [Inspire Job ID] [Translation job name]. The translation job [ID, JOB NAME, TRANSLATION LANGUAGES] was cancelled in GlobalLink Vasont Inspire by [CURRENT USER NAME].
  • Translation Completed [Inspire Job ID] [Translation job name]. A translation job that you requested from GlobalLink Vasont Inspire [ID, JOB NAME, TRANSLATION LANGUAGES] has successfully completed in GlobalLink Vasont Inspire by [CURRENT USER NAME].
  • Translation Submission Failed [Inspire Job ID] [Translation job name].There was an issue with your translation submittal request for [JOB NAME, TRANSLATION LANGUAGES] and the job was unable to complete.
  • Translation Import [Inspire Job ID] [Translation job name]. A translation import for translation job [ID] has finished.
  • Translation Submission Not Required [Inspire Job ID] [Translation job name]. The translation submittal request for [JOB NAME, TRANSLATION LANGUAGES] was not created.
  • Translation Reopened [Inspire Job ID] [Translation job name] The translation job [JOB NAME, TRANSLATION LANGUAGES] was reopened in GlobalLink Vasont Inspire by [CURRENT USER NAME].
  • Translation Report [Inspire Job ID] [Translation job name]. This report for translation [JOB NAME] was prepared for you by [CURRENT USER NAME].
  • Translation Reset Successful [Inspire Job ID] [Translation job name]. The translation job [JOB NAME, TRANSLATION LANGUAGES] was reset in GlobalLink Vasont Inspire by [CURRENT USER NAME].
  • Translation Reset Failed [Inspire Job ID] [Translation job name]. The translation job [JOB NAME, TRANSLATION LANGUAGES] reset failed.
  • Translation Submittal Success [Inspire Job ID] [Translation job name]. A translation submittal that you requested from GlobalLink Vasont Inspire for [ID, JOB NAME, TRANSLATION LANGUAGES] has been successfully submitted. The translation submittal content can be downloaded at: ZIP FILE NAME. (HTML Only)
  • Translation Submittal Success [Inspire Job ID] [Translation job name]. A translation submittal that you requested from GlobalLink Vasont Inspire for [ID, JOB NAME, TRANSLATION LANGUAGES] has been successfully submitted.

See the translation job IDs in warning messages

On the Translate component screen, when you click Translate, you may see warning messages that a component was not included in translation job because:

  • It is already active in another translation job for the same language
  • Its content does not require translation

Now, you also see Job IDs in the warning messages:

  • The component [COMPONENT NAME] was not included in translation job [ID, JOB NAME, TRANSLATION LANGUAGES] because it is already active in another translation job [ID] for the same language: [ID].
The component [COMPONENT NAME] was not included in translation job [JOB NAME, TRANSLATION LANGUAGES, ID] because its content does not require translation.

For more details, read: Send one component to translation.

View details for a component locked for translation

Previously, when you viewed details for a component that was locked for translation:

  • If the translation was no longer active
  • When you right-clicked the component or used the Options menu and selected Details...
  • You saw an error and could not open the Details screen.

Now, when you right-click the component or use the Options menu and selected Details... for a component that is locked for translation but the translation is not active, you can open the Details screen without error.

For more details, read: Open the View Translation screen.

Enhancements to publishing

Admins can now create a Publish Configuration for default settings

You can create publishing configurations to capture settings that are commonly used and make it easier for users to publish content.

Admin configurations help you configure settings once so that users can select it repeatedly without having to choose the settings themselves.

The same settings in the Publish Configuration that an admin creates are also available to the user on the Publish component screen.

For more details, read: (Admin) Manage publishing configurations.

Use an updated Publish Component screen

When you want to publish content from the Components browser you can tell Inspire how to transform it using two options:

  • Publish Configuration—you use this new option to identify the publish settings you want to use. This configuration is created by an administrator and includes settings such as:
    • Skip or validate XML in the components you want to publish
    • Profiling filters
    • Optionally, an administrator can also specify which Export Configuration (Publish) option to use.

The same settings on the Publish Component screen can also be set by an administrator in the Publish Configuration.

  • If you select options on the Publish Component screen, your settings are used even if they are in conflict with the Publish Configuration that an admin creates.
  • If you select options on the Publish Component screen that don't conflict with the Publish Configuration that an admin creates, then both sets of options are used.
    • Export Configuration (Publish)—you use this option as you normally would, to run the actual export process for publishing content. For example, you can choose options similar to: PDF, HTML, Zoomin
The user's configuration choice is used to create the output, even if it is in conflict with the Export Configuration (Publish) set in the Publish Configuration by an administrator

For more details, read: Publish your content.

Enhancements to administration

Admins can now use new module properties for unlock, approve, and unapprove

When you go to the Security module and open Module Access Management, you can update the Content Browser module.

Use to the Properties tab to see the new granular tasks you can grant to a user or role.

  • can_unlock_system. By default, only administrators can unlock a system lock in Inspire.
  • can_approve. Inspire lets users mark a component as approved to identify that it is in a state of completion, such as being ready for publishing or translation.
  • can_unapprove. Inspire lets users mark a component as unapproved to identify that it is in a draft state, and can be edited because it isn't ready for publishing or translation.

For more details, read:

Force Inspire to delete a referenced component

Components can contain references to other components, such as in a map.

  • By default, when you try to delete a component that is referenced in another topic, Inspire does not allow it because those link references will become invalid.

Now, if you:

  • Don't want to remove references to a component before deleting it
  • Are having issues and just need to delete a component and break the links anyway

An administrator can enable the option ForceDeleteAllow feature to force Inspire to delete the component.

  • You must have administrator permissions to use the force delete option on a component.
If you want to find and fix any broken links, you can use Rebuild All Relationships.

For more details, read:

Publish Server 2023.3.4.0

New features and fixes

See the language used in the published output

After you submit a publishing job in Inspire, you can monitor the job's progress from the Publish Server dashboard and see more information about the job.

Now, on the Jobs screen, you can also see the language used.

  • For example, if a job created a PDF, and the language was English, in the new Language column you see en-US.
  • You see the new Language column after Request Type and before Status.
You can sort by this column and search in it.

For more details, read: Things you can do in Publish Server.