USER GUIDEMADCAP CONTRIBUTOR 9

Review Workflow

Copyright 2019 MadCap Software. All rights reserved.
Information in this document is subject to change without notice. The software described in this document is furnished under a license agreement or nondisclosure agreement. The software may be used or copied only in accordance with the terms of those agreements. No part of this publication may be reproduced, stored in a retrieval system,or transmitted in any form or any means electronic or mechanical, including photocopying and recording for any purpose other than the purchaser's personal use without the written permission of MadCap Software.
MadCap Software
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San Diego, California 92122
858-320-0387
www.madcapsoftware.com

THIS PDF WAS CREATED US ING M ADCAP FL ARE.

CONTENTS

CHAPTER 1
Introduction

5

CHAPTER 2
Review Packages Window Pane

11

CHAPTER 3
Tracking Changes

14

Examples15

Hiding and Showing Changes and Annotations

17

Changing Your User Name and Initials

18

Changing the Display of Tracked Changes

19

Changing the User Color for Reviews

22

Finding Changes

24

Accepting or Rejecting Tracked Changes

25

CHAPTER 4Annotations

CONTENTS27Inserting Annotations

28

Editing Annotations

30

Deleting Annotations

31iii

CHAPTER 5
Returning Documents to Authors

32

APPENDIX
PDFs

CONTENTS

34iv

CHAPTER 1Introduction
If you are using a full registered mode of Contributor, you can review and edit documents sent toyou by others.
If you are using the free review mode, you can review documents sent to you by others and add
annotations (comments). However, you cannot edit the documents.

REVIEWING DOCUMENTS—FULL REGISTERED MODE
1. Open You can open the review package file from your email, from SharePoint, or from anexternal resource folder. The files in the review package are listed in the Review Packages
window pane. Double-click a row to review and edit a particular file.
If the review package contains topics as well as snippet files, you can open the snippets too.
You can open snippets by double-clicking them in the Review Packages window pane.
Another approach is to right-click the snippet where it is inserted in a topic (or in another snippet) and from the context menu select Open Snippet File.
2. (Optional) Insert Comments You can insert annotations (comments) that are associated withspecific areas of text in the document. These annotations do not become part of the content
within the document, but rather are intended for internal use between you and others. (Do notselect more than one paragraph or click at the very end of paragraphs; otherwise, the "Insert
Annotation" option will not be enabled.) See "Annotations" on page 27.
3. Return You can return the review package to the author via email, or by using SharePoint
Integration or the external resources feature. See "Returning Documents to Authors" on page32.

CHAPTER 1

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CHAPTER 1

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CHAPTER 1

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REVIEWING DOCUMENTS—FREE ANNOTATION-ONLY MODE
1. Open You can open the review package file (from your email, from SharePoint, or from anexternal resource folder). The files in the review package are listed in the Review Packages
window pane. Double-click a row to review and edit a particular file.
If the review package contains topics as well as snippet files, you can open the snippets too.
You can open snippets by double-clicking them in the Review Packages window pane.
Another approach is to right-click the snippet where it is inserted in a topic (or in another snippet) and from the context menu select Open Snippet File.
2. (Optional) Insert Comments You can insert annotations (comments) that are associated withspecific areas of text in the document. These annotations do not become part of the content
within the document, but rather are intended for internal use between you and others. (Do notselect more than one paragraph or click at the very end of paragraphs; otherwise, the "Insert
Annotation" option will not be enabled.) See "Annotations" on page 27.
3. Return You can return the review package to the author via email, or by using SharePoint
Integration or the external resources feature. See "Returning Documents to Authors" on page32.

CHAPTER 18REGULAR DOCUMENT FILES VERSUS LINGO TRANSLATION FILES
For MadCap Lingo review package (LIREV) files, the XML Editor works a bit differently than it doesfor regular document files from products such as Flare or Word. That's because Lingo is a translation tool, so only text segments are important, and in particular, the target language segments.
When you open a file from an LIREV package, the editor shows a table containing text segmentsfrom that file in the source and target languages. The status of each segment—which indicates how
closely the target segment matches a translated segment in translation memory—is also shown.

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You can make changes only to the target segment, as well as insert annotations. In addition, youcan make certain formatting edits to the target segment (e.g., bold, underline, color), but manyother features (e.g., insert image, hyperlink, table) are disabled for Lingo review files.

IMPORTANT You cannot use the Internal Text Editor when working with review packages.

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CHAPTER 2

Review Packages Window Pane
Supported In:

This window pane lets you view the files that are part of a review package file sent from an author.
You can double-click on a file name to open it so that you can review and edit it. When you are finished and you save your changes, you can click the "Return to Sender" button in the local toolbar toemail it back to the author.

HOW TO OPEN THIS WINDOW PANE
Do one of the following:nEmail/Windows Open a review package file received from an author.

nRibbon Select Review > Review Packages.

CHAPTER 211Button/Section

Description
Saves changes to the active file.
Saves changes to all of the open files.
Opens a new email message with the file attached so that you can return it tothe author.
NOTE There is more than one way to transfer files between individuals using Flare and Contributor. For example, you can: (1) use theintegrated email feature with Microsoft Outlook, (2) add files toSharePoint or External Resources where others can access them, or(3) save files to your computer (File > Save, then Save As or Save To)
and then manually transfer them using some method (e.g., email). If
you want to use the integrated email feature, you must have matching versions of Contributor and Outlook. If you are using 64-bit Contributor, you need 64-bit Outlook. Likewise, if you are using 32-bitContributor, you need 32-bit Outlook.

Opens the Columns dialog, which lets you configure the way the column
information is shown.
Opens the selected item.
Opens the Properties dialog for the selected item.
Switches to the TOC view. This lets you view the review package as a TOC
only if the review package files have been sent by a Flare author from a TOC.
Switches to the Grid view. This lets you view the review package as a list offiles. This button is only active if you are currently in the TOC view.
Expands all of the folders so that you can see all of the files under each one.
This button is enabled only if you are in TOC view.
Collapses all of the folders so that you can no longer see all of the files undereach one. This button is enabled only if you are in TOC view.

CHAPTER 2

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Button/Section

Description
Expands all of the folders with review files so that you can see all of the files
under each one. This button is enabled only if you are in TOC view.

CHAPTER 2

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CHAPTER 3

Tracking Changes
For documents in Contributor, you can track changes and accept or reject those alterations individually. Each change is marked in a color (different colors for different users) and/or labeled in asidebar. Tracked changes are visible only in the editor in Contributor. They are not visible when viewing any output created from the document (e.g., saving to HTM, XPS, or PDF files).
When this feature is enabled, every change to the document—along with the user who performed
the change—will be stored in the document’s markup. For example, deleted text won’t actually beremoved from the document, but will instead be marked as deleted in the code. However, if thechange is accepted, the text will be removed from the document.
When a Flare author sends you a review package file (FLTREV) and you edit the content files within
it, your changes are automatically tracked so that the author can easily see the changes you made.
You cannot disable the track changes feature for these types of documents.
This chapter discusses the following:

CHAPTER 3

Examples15

Hiding and Showing Changes and Annotations

17

Changing Your User Name and Initials

18

Changing the Display of Tracked Changes

19

Changing the User Color for Reviews

22

Finding Changes

24

Accepting or Rejecting Tracked Changes

25

14

Examples
The following images show how tracked changes work in Contributor.

CHAPTER 315

CHAPTER 316

Hiding and Showing Changes andAnnotations
Supported In:

You can hide or show tracked changes and annotations in the active document.

HOW TO HIDE AND SHOW CHANGES AND ANNOTATIONS
1. Open the document or topic.
2. Select Review > Show Changes.

CHAPTER 317

Changing Your User Name and Initials
Supported In:

When you first install and launch Contributor, your login user name is captured and stored in theReview tab of the Options dialog (File > Options). The first two letters of the user name are also
stored as your initials. This information is employed whenever you use the track changes andannotations features.
For example, if you insert an annotation in a topic, your initials are displayed at the beginning of thecomment so that other users know where the annotation came from.
You can always change your Contributor user name or initials to something else.

EXAMPLE
Let's say your login user name is "johndoe." In that case, your initials are stored automatically as "jo." Although you want to keep your user name as is, you want to change
the initials to "jd," which other users will more readily associate with you. Therefore, youopen the Options dialog (File > Options) and use the Review tab to change only your initials.

HOW TO CHANGE THE USER NAME AND INITIALS FOR REVIEWS
1. Select Review > Review Options.
2. Change the text in either the User Name or Initials fields.
3. Click OK.

CHAPTER 318

Changing the Display of Tracked Changes
Supported In:

You can change the way tracked changes are displayed in the interface (e.g., in balloons, inline).
You can also enable or disable change bars.

HOW TO CHANGE THE DISPLAY OF TRACKED CHANGES
1. Select Review > Review Options.
2. In the Tracked Change Display section, choose any of the following.

DISPLAY ALL CHANGES IN BALLOONSIf you select this option, all changes—text and formatting—will be shown in balloons in the sidebar.

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DISPLAY ONLY FORMAT CHANGES IN BALLOONS
If you select this option, changes that include content only (or content plus formatting) will beshown inline. But changes that contain formatting modifications only will be shown in balloons
in the sidebar.

DISPLAY ALL NON-FORMAT CHANGES INLINE
If you select this option, all text changes will be shown inline. Balloons are not used.

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3. In the Change Bar section, select whether or not you want to turn on change bars. If you turnon change bars, a bar appears on the left side of the paragraph where a change has beenmade. Change bars appear in PDF output and the XML Editor.

4. Click OK.

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Changing the User Color for Reviews
Supported In:

The tracked changes and annotations for each user can be shown in a separate color. You also
have the option of choosing a specific color for all users.

HOW TO CHANGE THE USER COLOR FOR REVIEWS
1. Select Review > Review Options.
2. In the User Colors section, choose one of the following.

USE A DIFFERENT COLOR FOR EACH USER
Select this option if you want Contributor to automatically assign a different color for eachuser.

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USE THE FOLLOWING COLOR FOR ALL USERS
Select this option if you want all changes, regardless of the user, to display in the same color.
After you choose this option, click the down arrow below to select a color.

3. Click OK.

CHAPTER 3

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Finding Changes
Supported In:

You can use navigation buttons in the Review ribbon to quickly navigate to the previous or next
tracked change or annotation in the file.

HOW TO FIND CHANGES
1. Open the document or topic.
2. Make sure you have changes set to be displayed. See "Hiding and Showing Changes andAnnotations" on page 17.
3. Select Review > Next Change or Review > Previous Change.

CHAPTER 324

Accepting or Rejecting Tracked Changes
Supported In:

You can right-click on tracked changes and use a context menu to accept or reject them individually. You can also use options in the interface to accept or reject each tracked change or all
tracked changes in a file. The reject option also removes annotations.
When you track changes, every change to the document—along with the user who performed thechange—will be stored in the document’s markup. When a change is accepted or rejected, allmarkup designating it as a change is removed. When all changes in the document are resolved, they
will not contain any history of changes made and can be considered ready for output.

HOW TO ACCEPT OR REJECT TRACKED CHANGES
1. Open the document or topic.
2. Make sure you have changes set to be displayed. See "Hiding and Showing Changes andAnnotations" on page 17.
3. You can perform any of the following tasks.

ACCEPT ALL CHANGES IN THE DOCUMENTnSelect Review > Accept Change > Accept All Changes.

ACCEPT SINGLE CHANGE
Do one of the following, depending on the part of the user interface you are using:nRibbon Click on the change you want to accept. Select Review > Accept Change.

nRight-Click Right-click on the change you want to accept. From the context menu,
select Accept [Type of Change].

CHAPTER 325

REJECT ALL CHANGES IN THE DOCUMENTnSelect Review > Reject Change > Reject All Changes.

REJECT SINGLE CHANGE
Do one of the following, depending on the part of the user interface you are using:nRibbon Click on the change you want to reject. Select Review > Reject Change.

nRight-Click Right-click on the change you want to reject. From the context menu, selectReject [Type of Change].

4. Clickto save your work.

NOTE Tracked changes are visible only in the editor in Contributor. They are not visible
when viewing any output created from the document (e.g., saving to HTM, XPS, or PDF
files).

NOTE This feature is not supported for MadCap Lingo review package (LIREV) files.

CHAPTER 326

CHAPTER 4Annotations
Supported In:You can insert an annotation (comment) into a document. These annotations do not become partof the actual content, but rather are intended for internal use between you and others.
This chapter discusses the following:

CHAPTER 4

Inserting Annotations

28

Editing Annotations

30

Deleting Annotations

31

27

Inserting Annotations
Following are steps for inserting annotations.

HOW TO INSERT AN ANNOTATION
1. Open the document or topic.
2. Highlight the content that you want to associate with the annotation, or place your cursor onit.
NOTE Do not highlight more than one paragraph.
3. Do one of the following, depending on the part of the user interface you are using:nRibbon Select Review > Insert Annotation.

nRight-Click If the track changes feature is enabled, you can right-click and select Insert
Annotation.
A rectangle extends to a sidebar on the right, with a line pointing to the selected content.
This rectangle will hold the annotation text after you type it.
Also, the selected content is shaded, indicating that the annotation refers to that text.
However, the shading will not be displayed in the output; it is for internal use only.

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4. Type your comment in the annotation rectangle.

5. Clickto save your work.

NOTE When you insert an annotation, your initials are displayed next to it. The initials are
the first two letters of your login user name. However, you can change the user name andinitials (for use in Contributor) to something else. For more information see the online Help.

CHAPTER 429

Editing Annotations
You and other individuals can insert comments and notes next to content in a topic. Annotations do
not become part of the actual content; they are simply comments for your internal use. You can easily make changes to an annotation.

HOW TO EDIT ANNOTATIONS
1. If you do not see annotations in the editor, select Review > Show Changes.
2. Click in the rectangle containing the annotation text and make your changes.
3. Click

CHAPTER 4

to save your work.

30

Deleting Annotations
You can delete annotations that have been inserted into a document or topic.

HOW TO DELETE ANNOTATIONS
1. Open the document or topic.
2. Make sure you have changes set to be displayed. See "Hiding and Showing Changes andAnnotations" on page 17.
3. Do one of the following, depending on the part of the user interface you are using:nRibbon Select the annotation you want to delete. Select Review > Delete Annotation.

nRight-Click Right-click on the annotation you want to delete, and from the context menu,
select Delete Annotation.

4. Click

CHAPTER 4

to save your work.

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CHAPTER 5

Returning Documents toAuthors
Supported In:

After reviewing documents sent from an author, you can return the documents via email.

NOTE There is more than one way to transfer files between individuals using Flare and Contributor. For example, you can: (1) use the integrated email feature with Microsoft Outlook,(2) add files to SharePoint or External Resources where others can access them, or (3) savefiles to your computer (File > Save, then Save As or Save To) and then manually transfer
them using some method (e.g., email). If you want to use the integrated email feature, youmust have matching versions of Contributor and Outlook. If you are using 64-bit Contributor,
you need 64-bit Outlook. Likewise, if you are using 32-bit Contributor, you need 32-bitOutlook.

CHAPTER 532

HOW TO RETURN DOCUMENTS TO AUTHORSThe following steps include the integrated Outlook email method. If your systems are not set up forthis feature, you can use one of the other methods (e.g., or save to your computer and manuallyemail).
1. Open the review package containing the documents you reviewed. If you do not see theReview Packages window pane, select Review > Review Packages.
2. In the local toolbar of the Review Packages window pane, click.

3. In the email message, click Send.

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APPENDIXPDFs
The following PDFs are available for download from the online Help.
Contributor Workflow Guide
Getting Started Guide
Review Workflow Guide
Shortcuts Guide
What's New Guide

APPENDIX34