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Getting Started - sWord Index The Interface Documents Document Title Document Subtitle Document Properties Document Versions Document Types Document Models Create a New Document Open a Document Share a Document Preview a Document Publish a Document Delete a Document Document Attachments Document Sharing Document Publishing Quick Publish Publish for All Users Publish for Registered Users Customized Publishing Publishing and Versioning Document Versions Blocks and Tags About Blocks Select a Block Duplicate a Block Move a Block Remove a Block Open a Block (Tag Editing) Restrict Access to a Block Paragraphs And Lists Insert a Line break Insert a Paragraph Edit the Text Align a Paragraph Indent a Paragraph Convert a Paragraph to a List Duplicate a Paragraph Move a Paragraph Remove a Paragraph Restrict Access to a Paragraph Nesting Paragraphs Text and Formatting Edit Text Replace Text Change Font Size Bold Text Italic Text Small-Caps Text Underlined Text Overlined Text Strike-through Text Superscript Subscript Insert a Format Block Select a Format Block Move a Format Block Duplicate a Format Block Remove a Format Block Restrict Access to a Format Block Links and Anchors Link to an External Site Link to an Email Address Link to a Site Tool Link to a Site Document Link to a Site Library Item Link to an Attachment Create a Page Anchor Link to a Page Anchor Remove a Link Select a Link or Anchor Move a Link or Anchor Duplicate a Link or Anchor Restrict Access to a Link or Anchor Nesting a Link or Anchor Tables Insert a Table Manage Table Properties Edit Table Cell Contents Select a Table Move a Table Duplicate a Table Remove a Table Restrict Access to a Table Nesting a Table Images Insert an Image Manage Image Properties Select an Image Move an Image Duplicate an Image Remove an Image Restrict Access to an Image Using the Site Library Code Blocks XHTML Syntax Insert a Code Block Select a Code Block Move a Code Block Duplicate a Code Block Restrict Access to a Code Block Site Libraries ForumsAdditional Support
Publish a Document for a Custom Set of Users
Before proceeding with the advanced publishing screen, you should make sure you understand how custom publishing can effect your document. If you do not understand, you could accidentally turn over control of your document to someone else, you could personally loose access to your document, or you could even wind up publishing a document for no-one. If you need to use this tool in order to respect a work flow, please ask your system administrator to explain to you how and when exactly to use the advanced publishing option.
To publish for a custom set of users, choose File > Publish > For... from the Menu Bar. The Satellite Window will open to the Publish screen.
- Choose from the pulldown menu one of the following options and press the continue button.
For all users
Choosing this option is the equivalent of choosing File> Publish > For all users from the Menu Bar.
For registered users
Choosing this option is the equivalent of choosing File> Publish > For registered users from the Menu Bar.
For unregistered users only
Choose this option if you want to publish the document only for visitors to the site who are either not registered, or not logged in.
For example, suppose that you have a document entitled “Top 10 Reasons to Join our Site”. Registered users would most likely have little interest in reading this document. Publishing this document for unregistered visitors only would be advisable.
For the following user groups (contextual)
Choose this option if you want to publish the document only for users which a part of a specific User Group(s).
- Once you select this option from the pull down menu, sWord will present you with a list of all of the User Groups for which you have publishing rights.
- Check the checkbox next to each Group name for which you would like to publish the document.
For example, assume that your site has two levels of membership: Basic and Premium. These would correspond, respectively, to the User Groups: Basic and Premium.
Suppose you have a document entitled "Top 10 Reasons to Upgrade to Premium". Premium users would most likely have little interest in reading this document, yet it wouldn't be suitable for unregistered visitors either since it talks about "upgrading", not "joining". In this case, you should publish the document only for the User Group Basic.
Note: the possibility to publish for specific user groups will not be available to you if there are no User Groups in the site for which you have publishing rights. This could either mean the (a) very simply, there are no Groups defined for the site, or (b) there are Groups defined for the site, but you do not have the authorization to publish for any of them.
For the following users (contextual)
Choose this option if you want to publish the document only for a specific user(s). You must know the nicknames of the users you want to publish for
- Once you select this option from the pull down menu, sWord will present you with an empty text field and a [>>] button. You will use these two objects to add and remove users from the list.
- To add a user to the list, type the user's nickname in the field and press the [>>] button. sWord will add the user to the list. Repeat the procedure for each user that you would like to add to the list.
- To remove a user from the list, type the user's nickname in the field and press the [>>] button. sWord will remove the user from the list. Repeat the procedure for each user that you would like to remove from the list.
Note: as you can see, the procedure for adding and removing is identical. If you type a nickname which is not already listed- sWord will list it. If you type a nickname which is already listed - sWord will remove it.
Note: the possibility to publish for specific users will not be available to you if there are no other users in the site for which you have publishing rights. This could either mean the (a) very simply, you are the only user in the site, or (b) there are users in the site, but you do not have the authorization to publish for any of them.
- Click the Continue button to continue to move onto the Confirmation screen.
- In the Confirmation screen, if there is a current version of the document published, sWord will ask you what you'd like to do with it. Choose from the following options:
- Delete it
- Leave it published
- Unpublish and archive it
If you are unsure as to which option to read Handling Online Versions While Publishing.
- Delete it
- Once you have made your selection, click the Yes, I'm sure button to confirm publication.
Only click the Yes, I'm sure button once, then wait for sWord to park the Satellite Window and refresh your main browser window. When the page refreshes, the document will no longer be in editing. If you want to make more changes to the document at this point, you will have to open it for editing.
If at any point you decide not to publish the document, simply press the close button, or the No, nevermind buton. sWord will park the Satellite Window, the document will not be published, and no changes will take place in your main browser screen.