Authoring - Starting the Workbench

HelpServer is equipped with an integrated authoring environment called the 'Workbench'. This tool supports the complete content management cycle. This is where content and help authors do their work.

The Workbench tool cannot operate on its own. It communicates with a (web) server, which is the actual HelpServer core that maintains all content in a repository. In commercial-quality environments this component is probably installed on a separate workstation. If you are working with a trial version of the software, then both components are installed on the same workstation.

The HelpServer startup procedure depends on the kind of installation you performed

Startup in a trial version.

In a trial installation both HelpServer components, the server and the Workbench are installed on the same workstation.

Open the HelpServer directory upon your desktop and activate the workbench.xxx file

The startup of the Workbench automatically starts the server. Should the server not run then the following window will popup.

The server is not responding

This window shows the parameters required for the Workbench to connect to the server. For a trial version the 'Location' parameter should be http://localhost:8080/helpserver’. Verify and correct if required.

Next, start the server manually and try to re-establish the connection by clicking on the 'OK' button.

HelpServer's Workbench starts up by means of a logon procedure and prompts you to enter a user ID and a password.

Logging on

You can use the predefined ‘Administrator’ as user ID. A password is not required. If you click ‘OK’ the workbench window will be opened. It is a typical multi-pane window as shown in the next image.

The Workbench

Note that the server is to be started manually each time you start up your computer. If you close the Workbench the server will keep on running until you stop it manually or shutdown your computer.

You can access the HelpServer documentation directly from the help menu item in the Workbench.

Accessing the authoring guides from the HelpServer Workbench

The documentation mainly consists of hands-on-training chapters. The best way to learn about HelpServer is to walk through the steps demonstrated in the chapters.

You can use the HelpServer trial version for 30 days. If you want to extend this trial period, if you want to acquire a permanent license, or if you want to proceed with a commercial-quality version  contact .

Startup in commercial-quality version.

After the installation you should start the server and the Workbench at least once to initialize settings at the server. Only then the server will be operational.

If the server is up and running you can start the Workbench in the following way: http://your.hostname/admin.html

If the server is not up and running or if it is not well configured and you try to start the Workbench then the following window will popup.

The server is not responding

This window shows the parameters required for the Workbench to connect to the server and this depends on how you have configured the HelpServer server application on your web application server. You should check your web application server's configuration. When the server is up and running the connection can be re-established by clicking on the 'OK' button.

HelpServer's Workbench starts up by means of a license panel and prompts you to enter a company name and a serial number.

Entering the company name and the serial number

The usage period of the product and the available features are based on a license serial number. The 'Company name' is a key component in the calculation of your serial number. You can find the 'Company name' and the 'Serial number' in the email you received from 4.ST or its representative. Enter both strings in exact the same way (case sensitive) and click the 'OK' button. You can only continue if both strings are valid. In case of problems contact (or a HelpServer representative) to request a valid serial number (you will have to tell your company name).

The next pane is a database panel in order to choose your data source.

Database panel

After you have chosen your data source, you will be asked for the database definitions.

Choice

Action

Default

Directory 'Data' is presented.

HelpServer stores all information in directory 'HelpServer installation directory/Server/Data'

Click OK to continue.

Other

Enter the database name and optional the user ID and password.

If you have chosen ‘DB2’, your database name will look like 'helpserverdb'

 

If you have chosen ‘Oracle’, your database name will look like ‘thin:@hostname:portname:helpserverdb’

 

If you have chosen for ‘MySQL’, your database name will look like ‘//hostname/helpserverdb’

 

If you have chosen for ‘SQL Server’, your database name will look like ‘//hostname;databaseName=helpserverdb’

 

'hostname' is the location where the database is installed. If located upon the same computer, hostname can be replaced by localhost.

'helpserverdb' is the physical database name.

Make sure the JDBC driver is available in your web application server or in directory WEB-INF/lib of the HelpServer web application directory.

Make sure the user ID used to connect to the database has all privileges on the database.

Click OK to continue.

If the logon procedure is successful and you have used have used the 'Administrator' user ID then a window will popup where you can enter the email properties required for HelpServer's messaging services. If you used another user ID then this window will not show up.

The email properties window

It is recommended to specify these properties correctly else HelpServer's messaging services will not work properly.

Email address.

 

This is your own email address it will be stored in your profile.

Mail server.

 

Your company's outgoing mail server.

Email address to send out administrative messages.

 

This is used in the 'From' property of all the sent out emails. Usually it is the administrator's email address, but it can also be a more common email address of some of your support teams.

However, you can skip this procedure in two ways:

By clicking on 'Remind me later'.

 

Then this window will reappear the next time you logon.

By clicking on 'Don't remind me later'.

 

This window will no longer appear during logon.

If you just go on and concentrate on this advanced task later the Workbench window will be opened. It is a typical multi-pane window as shown in the next image.

The Workbench

Once the Workbench window has popped up the installation is completed. You can close the Workbench but keep the server up and running at all time.

You can access the HelpServer documentation directly from the help menu item in the Workbench.

Accessing the authoring guides from the HelpServer Workbench

The documentation mainly consists of hands-on-training chapters. The best way to learn about HelpServer is to walk through the steps demonstrated in the chapters.

Startup in a remote Workbench.

You start a remote Workbench in the following way.

Open the HelpServer directory upon your desktop and activate the workbench.xxx file

If you try to start the Workbench and the following window would pop up then you will have to deal with the location of the HelpServer server engine.

The server location

The server location is a required parameter for each Workbench to connect to HelpServer's server engine. If this window pops up it means that the installation program could not find this parameter and you will have to enter it here manually.

 

If you are installing a Workbench to access the HelpServer cloud you can find this parameter in the email you received from 4.ST or its representative.

 
 

If you are installing a Workbench to access the 4.ST Service and support system then the server location is 'http://www.helpserver.eu'.

 
 

If you are installing an additional Workbench to access your own commercial-quality environment then you will have to contact your HelpServer administrator.

 

If the server location is invalid or if the server engine is not up and running than the following window will appear.

The server is not responding

This indicates that the location parameters are not correct or that the server is not up and running.

 

If you are installing a Workbench to access the HelpServer cloud or to access the 4.ST Service and support system and you are sure you have specified the given server location correctly then contact .

 
 

If you are installing an additional Workbench to access your own commercial-quality environment then contact your HelpServer administrator.

 

If everything is checked and corrected you can re-establish the connection by clicking on the 'OK' button.

HelpServer's Workbench starts up by means of a logon procedure and prompts you to enter a user ID and a password.

Logging on

The user ID and password to be entered here depends on the following cases.

 

For the logon to access the HelpServer cloud you can use the predefined user ID 'Administrator', a password is not required.

 
 

For the logon to access your own commercial-quality server installation the user ID and password should be provided by your HelpServer administrator.

 
 

For the logon to access the 4.ST Service & Support system the user ID and password can be found in the email you received from 4.ST or its representative.

 

If the logon procedure is successful and you have used have used the 'Administrator' user ID then a window will popup where you can enter the email properties required for HelpServer's messaging services. If you used another user ID then this window will not show up.

The email properties window

It is recommended to specify these properties correctly else HelpServer's messaging services will not work properly.

Email address.

 

This is your own email address it will be stored in your profile.

Mail server.

 

Your company's outgoing mail server.

Email address to send out administrative messages.

 

This is used in the 'From' property of all the sent out emails. Usually it is the administrator's email address, but it can also be a more common email address of some of your support teams.

However, you can skip this procedure in two ways:

By clicking on 'Remind me later'.

 

Then this window will reappear the next time you logon.

By clicking on 'Don't remind me later'.

 

This window will no longer appear during logon.

Next, the Workbench window will be opened which is a typical multi-pane window as shown in the next image.

The Workbench

You can access the HelpServer documentation directly from the help menu item in the Workbench.

Accessing the authoring guides from the HelpServer Workbench

The documentation mainly consists of hands-on-training chapters. The best way to learn about HelpServer is to walk through the steps demonstrated in the chapters.

Startup a Workbench applet.

You start the Workbench applet by entering a URL in your web browser's address bar.

 

If you want to startup a Workbench applet to access the HelpServer cloud you can find this URL in the email you received from 4.ST or its representative.

 
 

If you want to startup a Workbench applet to access the 4.ST Service and support system the URL is http://www.helpserver.eu/admin.html.

 
 

If you want to startup a Workbench applet to access your own commercial-quality environment then contact your HelpServer administrator to find out the exact server location and concatenate this string with the string '/admin.html'. For example if the server location is 'http://yourserver.com/helpserver' then type 'http://yourserver.com/helpserver/admin.html' in the browser's address bar.

 
 

If you want to startup the Workbench applet in your HelpServer trial environment then this URL is http://localhost:8080/helpserver/admin.html. Make sure your trial server is up and running.

 

If the applet's URL is correct and the server is up and running the browser will load the applet. The first time this can take awhile.

The applet is loading

If the applet is loaded HelpServer's logon procedure is initiated and the logon page appears.

Logging on

The user ID and password to be entered here depends on the following cases.

 

For the logon to access the HelpServer cloud you can use the predefined 'Administrator', a password is not required.

 
 

For the logon to access the 4.ST Service and support system the user ID and password can be found in the email you received from 4.ST or its representative.

 
 

For the logon to access your own commercial-quality server installation the user ID and password should be provided by your HelpServer administrator.

 
 

For the logon in your trial environment you can use the predefined 'Administrator', a password is not required, unless you have changed the default logon settings yourself.

 

If the logon procedure is successful the Workbench applet will open.

The Workbench applet

You can access the HelpServer documentation directly from the Workbench applet by clicking on the 'Help' item on the right in the top bar of the Workbench.

Accessing the authoring guides from the HelpServer Workbench applet

The documentation mainly consists of hands-on-training guides. The best way to learn about HelpServer is to walk through the steps demonstrated in the chapters. Feel free to download (print) the chapters.

Once the Workbench is started take the time to read through the rest of this chapter to quickly learn about the usage and the purpose of the Workbench objects.

Authoring

 About HelpServer
 Starting up and logging on
 Starting the Workbench
 The Workbench log on
 Requesting a forgotten password
 Renewing your password
 License expiration
 Incorrect database settings
 The basic working principles
 Using the content in help and documentation systems
 Formatting the content
 Searching and replacing text
 Reusing content with shares
 Navigating with hyperlinks
 Navigating with pointerpaths
 Using bookmarks and jumps
 Duplicating content with clones
 Using tables
 Including media files
 Navigating to web pages
 Using embedded chunks
 Including html code
 Navigating with menus
 Using snippets
 Spelling checking
 Using the view mode
 Creating an index
 Creating a FAQ
 Creating a glossary
 Team authoring
 Working with projects
 Setting up structured authoring
 Generating file based output
 Creating printed output
 Importing files and folders
 Loading files in the project gallery
 Converting legacy content
 Including legacy content in real time
 Transferring objects between installations
 Smartcontent
 Notification
 Feedback
 Translating
 Customizing the look and feel
 User accounts
 Security
 Working with templates
 Working with metadata
 Versioning
 Auditing
 Workflow management
 Annotations
 Using event exits
 Appendix A: The URL parameters
 Appendix B: The object indicators
 Appendix C: Play Javascript