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.
- 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.