Know the Editor features id176NC500V5Z

This section walks you through the various features that are available in the Editor. We can divide the Editor into the following sections or areas:

The following subsection cover in details the various sections of the Editor.

Header bar

The header bar is the top bar of the Editor that displays the Adobe Experience Manager logo (or a Unified Shell if you are using the Unified Shell as your Experience Manager Guides UI). When you select the logo, it directs you to the Experience Manager Navigation page.

Use the Expand icon in the toolbar to hide the header bar and maximize the content area. To restore the standard view, select Exit the expanded view.

Tab bar

The Tab bar is at the top of the Editor’s interface and it provides access to the following features:

Tabs

Displays the currently opened topics in the Editor as file tabs. You can have multiple topics opened at the same time, which are displayed in their respective tabs in the tab bar. By default, you can view the file titles in the tabs. As you hover over a file, you can view the file title and the file path as a tooltip.

Selecting the file tab opens a context menu featuring Save as new version, Copy, Locate in, Add to, Properties, Split, Download as PDF, and Close options.

Save all

Saves the changes you have made in all opened topics. If you have multiple topics opened in the Editor, selecting Save all or using the Ctrl+S shortcut keys saves all documents in one click. You do not have to individually save each document.

AI Assistant

A powerful, AI-driven tool designed to enhance your productivity through smart help and authoring features. It brings together two robust AI features — Authoring and Help — into the Experience Manager Guides interface, enabling you to author content and access information from Experience Manager Guides documentation faster and more efficiently.

Expand view: Allows you to expand the page view using the Expand icon. In this view, the header bar containing the Adobe Experience Manager logo, is hidden. This maximizes the content space for editing. To return to the standard view, use the Exit the expanded view icon.

More actions: Allows you to navigate to the Assets and Settings.

The Assets option takes you to a destination based on your setup:

The Settings option is available only for administrators and folder profile administrators, and allows configuring the following settings:

Panels: This setting controls the panels that are shown in the left and right panels of the Editor and Map console. You can toggle the button to show or hide the desired panel.

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You can also define the order in which the features present in panels are displayed. To change the default order of the available features in the panels, select the dotted bars to drag and drop the feature tabs at the desired location. A feature can also be moved from the More section to the main section of a panel, and vice versa as per the requirement. Once re-ordered, the features appear in the same sequence in the respective right and left panel.

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A maximum of eight panels can be displayed at a time. Any changes made to the panel settings are applied immediately.

In the above screenshot, the p element has been given a label of Paragraph, and codeblock is given a label of Code Block along with some other elements… If you select the Use only above elements option, then only the valid elements (at current insertion point) from this list will be shown in the Insert element dialog box.

In the following screenshot, only 3 out of 4 configured elements from the previous screenshot are shown in the current context:

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Toolbar

The toolbar appears when you open a topic or map for editing in the Editor. Features available in the toolbar are as follows:

Menu dropdown

The Menu dropdown provides access to the editing actions, Find and replace, Version history, Version label, Merge, Create review task, Track changes, and Tags feature.

The detailed explanation of these features is as follows:

Editing actions

When editing a topic in the Editor, access the various editing actions such as Cut or Ctrl+X , Copy or Ctrl+C , Undo or Ctrl+Z , Redo or Ctrl+Y and Delete present in the Menu dropdown.

Find and replace

The Find and replace feature is available in Author and Source view modes. When enabled, the Find and Replace text bar appears at the bottom of the topic editing area. You can use the shortcut keys CTRL+F to invoke the Find and replace bar.

Using the settings icon ( ), you can toggle the Ignore case and Whole word only search options. To perform the case-insensitive search, turn on (or select) the Ignore case option. Else, if you want to perform the case-sensitive search, turn off (or deselect) the Ignore case option. You can also choose to search a whole word.

The search is instantaneous, which means that as you type the search phrase or word in the Find field, the term is immediately searched and selected in the topic. Similarly, for replacing a text in your topic, enter the search term and its replacement in the respective fields and select the Replace or Replace All button.

In the Source view, the Find and replace feature is extremely useful for searching for a specific element or attribute. For example, if you want to replace the value of the @product attribute, it can be easily done from the Source view. The Author view does not allow you to search on the basis of an attribute or element. However, you must use caution while using the Replace All feature, as it might overwrite the XML code.

Version history

The Version history feature in the Editor allows you to check the available versions of your DITA files, compare them, and revert to any version from the Editor itself. You can compare the content and metadata of the current version (which can also be a working copy) with any previous version of the same file. You can also view the labels and comments for the compared versions.

To access the version history and revert to a specific version of your topic, perform the following steps:

Version labels

Labels help you identify the stage in which a particular topic is in the DDLC (Document Development Life Cycle). For example, when you are working on a topic, you could set the label as “Approved”. Once a topic is published and made available to customers, you can assign “Released” label to that topic.

Experience Manager Guides allows you to specify labels in a free-form text format or use a set of predefined labels. The custom label would allow any author in the system to specify a label as per their choice. This gives flexibility; however, it introduces inconsistent labels in the system. To overcome this issue, administrators can configure a set of predefined labels. For more information about configuring predefined labels, view Configure and customize the XML Web Editor in the Install and configure Adobe Experience Manager Guides as a Cloud Service.

These labels are shown in the form of a drop-down list to authors wherever they need to specify a label. This ensures that only predefined, consistent labels are used in the system.

There are different methods through which you can apply labels to your topics - Version history panel in Assets UI, Baselines UI, and the Editor. The Version Label feature in the Editor gives authors a quick and easy way to assign labels to their topics.

To add labels to your topic from the Editor, perform the following steps:

Merge

When you work in a multi-author environment, it becomes difficult to track what changes the other authors have made in a topic or map. The Merge feature gives you more control over not only viewing the changes, but also what changes are retained in the latest version of the document.

Create review task

You can create a review task of the current topic or map file directly from the Editor. Open the file for which you want to create the review task and select Create review task from the Menu dropdown to initiate the review creation process.

Track changes

You can keep a track of all updates made on a document by enabling the Track changes mode. After enabling the track changes, all insertions and deletions are captured in the document. All deleted content is highlighted using Strikethrough and all insertions are highlighted in green color text. In addition, you also get the change bars at the edge of the topic page. Again, a red bar is shown for deleted content and a green bar is shown for added content. In case there is an addition and deletion on the same line, then both green and red bars are shown.

The following screenshot highlights the deleted and inserted content along with the change bars:

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A typical use case for tracking changes in a document can be for doing peer review. You can enable track changes and share your document for review, and the reviewer then makes changes with track changes ON. When you receive the document, you should then have a mechanism to view the suggested updates along with a convenient way to accept or reject changes.

Experience Manager Guides provides the Tracked changes feature that contains information about the updates made in the document. The Tracked changes feature provides information about what updates were made, who made them, and at what time. Using the Tracked changes feature, you can also easily accept or reject the suggested updates in the document.

To access the feature, select the Track changes icon in the right panel.

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Selecting a tracked change selects the changed content in the document. You can accept a change by selecting the Accept Change icon or reject it by selecting the Reject Change.

If you want to accept or reject all changes with a single click, select Accept all changes or Reject all changes.

Tags

The Tags feature in the Editor is a toggle button that controls the visibility of DITA elements. When enabled, it displays structural tags within the content, allowing you to view and manage the underlying DITA elements more effectively. When disabled, the editor hides these tags, providing a cleaner and more focused authoring environment.

The following screenshot shows a document with the Tags view enabled:

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The following operations can be performed in a document with Tags:

Content insertion options

Element -

Inserts a valid element at the current or next valid location. You can also use the keyboard shortcut Alt+Enter to open the Element dialog box. For example, you are editing a paragraph, then in the Element dialog box, a list of elements appears that can be inserted in the paragraph. Select the element that you want to insert. You can use the keyboard to scroll through the list of elements and press Enter to insert the required element.

You can view two types of valid elements:

For example, if you are within the inline <b> element, you can insert elements like <u>, <xref>, <i> at the current location. In contrast, you can insert elements like <table> and <topic> outside the current location.

You can also type a character or string in the search box and search for the elements that begin with it.

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Enter ‘t’ to search for all valid elements that begin with ‘t’.

If you are working inside a block element like a note, then use the Insert element icon to insert a new element after the note element. In the following screenshot a note element has been inserted inside the p (paragraph) element:

If you press Enter in the note element, a new paragraph is created within the note element itself. To insert a new element outside note, select the p element (highlighted in screenshot) in the elements breadcrumb and then select the Element icon or press Alt+Enter to open the Insert element dialog box. Then, select the desired element and press Enter to insert the selected element after the note element.

You can also add an element between two elements when a blinking block cursor appears.

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For example, if you are working on a DITA topic, and the block cursor is blinking between the short description and the body, you can add prolog element and then add copyright, author, and other details.

Another way of entering a new element is by using the context menu. Right-click at any place in your document to invoke the context menu. From this menu choose Insert Element to display the Insert element dialog box and choose the element that you want to insert.

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Paragraph -

Insert paragraph element at the current or next valid location.

Bulleted list -

Creates a bulleted list at the current or next valid location. If you are on a bulleted list and select this icon, the item is converted into a normal paragraph.

Numbered list -

Creates a numbered list at the current or next valid location. If you are on a numbered list and select this icon, the item is converted into a normal paragraph.

Table -

Inserts a table at the current or next valid location. Select the Table icon to open the Insert Simple Table dialog box.

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You can specify the number of rows and columns required in the table. If you want to keep the first row as the table header, select the Set first row as header option. To add a title to your table, enter it in the Title field.

Once a table is inserted, you can modify the table using the context menu.

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Using the table’s context menu, you can:

You can also define attributes on multiple cells, entire row, or column of a table. For example, to align table cell, drag and select the required cell. In the Content Properties panel (on the right), the property Type changes to entry.

Image -

Inserts an image at the current or next valid location. Select the Image icon to open the Insert Image dialog box and then search and select the image you want to insert.

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You can add an image/Figure Title and Alternate Text for the image in the Insert Image dialog box.

Using the Select File option, you can search for the required image file by file name. You can also filter the search results by Path (to search in), Collections, File Type, and Tags. Once you have found the required image file, select the file and choose Select to insert the image in your document. You can insert various formats of image files, such as .png, .svg, .gif, .jpg, .eps, .ai, .psd, and more.

Once you have inserted an image, you can change the height, width, placement, and attributes from the Content properties panel. Select the image file and then make changes in the Content properties panel in the right panel.

The Source field displays the UUID of the inserted image file. You can find the complete path of the inserted image file by hovering the mouse pointer over the Source field. The path is displayed in the tooltip.

You can resize an image by providing either Height or Width value for the image file. The aspect ratio of the image is maintained automatically. If you want, you can also choose not to maintain the aspect ratio of the image file by selecting the lock icon (of Maintain Aspect Ratio) and providing Height and Width values.

You can also specify the Placement setting for the image as Inline or Break. In case you choose to use the Break placement option, you can then choose where to align the image (Left, Center, or Right).

You can also add other properties for an image file by selecting the required properties in the Attributes field.

Context menu for image or media files

You can also perform some common operations for images and media files using the context menu. Right-click at any place on your image to invoke the context menu.

The context menu provides options to cut, copy, or paste the image or media. You can insert an element before or after the selected element. You also have the option to rename or unwrap an element. You can locate the selected image or media in the repository or view the preview of the file in Assets UI.

The other options in the context menu allow you to copy a path, edit an image map, rename element, create a snippet, or generate IDs for the selected element.

Insert/Edit Image Map

Inserts an image map on the selected image. An image with clickable areas that link to topics or web pages is called an image map.

Select an image in the current topic and select the Insert/Edit Image Map icon to open the insert Image Map dialog box.

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Choose the preferred shape Rectangle , Circle , or Polygon to define an area over an image that you want to use as a link. After defining an area, the Reference dialog appears wherein you need to specify the link to internal or external content:

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If areas overlap, you can bring the shape forward or send it backward by clicking on the respective icon in the toolbar. You can also remove an area by selecting it and clicking the Delete icon. Double-clicking on an area opens the Reference dialog wherein you can change the destination link. Once you have marked the required areas on your image, save the changes by selecting Done.

Multimedia

Inserts different types of multimedia files. Select the Multimedia dropdown icon and choose the type of file you want to insert. The supported multimedia formats are:

On selecting the Audio or Video file option, you are shown the repository view to browse and select the desired file. If you choose YouTube or Vimeo, then you get the Insert Multimedia dialog. Paste the link of the video file in the Web Link field and select Insert to add the video at the current or next valid location in your document.

You can also add the Audio or Video File from the Insert Multimedia dialog. Select the Audio/Video File option and then, select the browse icon to launch the repository view. Select the audio or video file from the repository and select Select to add the link of the file in the Audio/Video File field. In case you choose a video file, then a preview of the file is also shown in the Preview area. You can play the video file to view its preview.

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Cross Reference

Insert references of type — Content Reference, Content Key Reference, Key Reference, File Reference, Web Link, or Email Link.

Select the Select File icon (for Content Reference and File Reference) or Select Root Map icon (for Content Key Reference and Key Reference) and select the desired file or content to link to.

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A link of the selected reference is added in the document. The context menu on the link gives you the options to:

You can also search using the UUID of the file that you want to reference. For Content and Key Reference links, enter the UUID of the file that you want to link to, and the file is automatically searched and displayed in the Preview section. When you specify the UUID of the file, you need not explicitly mention the file extension for .xml files. The .xml extension is auto-appended to the UUID.

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If your administrator has enabled the UUIDs option in XMLEditorConfig, then you will view the UUID of the referenced content in the Link property.

Filter Search

You can search for some text in the files present on the selected path of the AEM repository. For example, ‘general’ is searched in the given below screenshot. You can also narrow down your search using enhanced filters. You can look for all DITA Files like DITA Topics and DITA Maps present on the selected path.

You can search for Non-DITA Files like the Image Files, Multimedia, and documents in the selected path. You can also search for specific values in the attributes of DITA elements. You can also look for files which are checked out by the specified user.

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The list of filtered files which contain the searched text is displayed. For example, in the above screenshot the files containing the text ‘general’ are listed. You can also preview the content of the file.

Reusable Content -

Reuse content that exists within any other document in your project. You can insert content by directly linking to the content in a file or by using a key reference, view Resolve key references. When you select the Reusable content icon, you get the Reuse Content dialog box:

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In the Reuse Content dialog box, select the DITA file for file references or the DITA map file that contains the key references. Once selected, the topic or key references are shown in the dialog. You can select the ID/key of the topic that you want to insert and select Done to insert the content within your topic.

For inserting Content Reference, you can also enter the UUID of the file and the reusable content from that file is listed in the Preview section.

Based on the setting for inserting links, you could either view the UUID of the inserted content or the relative path in the Properties panel or the Source code view. The link is always created using the UUID of the referenced content. View Configure UUID-based links in the Install and configure Adobe Experience Manager Guides as a Cloud Service.

You can also embed the referred content within the topic by right-clicking on the referred content and choosing Replace Reference with Content from the context menu.

Symbol -

Inserts special characters in your topic. Select the Symbol icon to open the Insert Special Character dialog box.

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In the Insert Special Character dialog box, you can search for a special character using its name. All special characters are stored under various categories. Use the Select Category drop-down list and select a category. The special characters available within the selected category are displayed. You can navigate the list of special character using the arrow keys or select the desired character that you want to insert. The Name and Hex Code of the selected special character are displayed below the list. Select Insert to insert the selected character in your document.

Keyword -

Insert keyword defined in your DITA map. Select the Keyword option to open the Key Reference dialog box.

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The keywords are listed in alphabetical order and you can also search keyword(s) by typing a search string in the Search box. The search result will return the keywords containing the string in ID or Value. The keywords defined in your DITA map are listed in this dialog. Choose the keyword that you want to insert and select Insert.

You can also change the attributes of the inserted keyword by right-clicking on the keyword and selecting the Attributes option. The **Attributes for Keyword dialog box open:

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You can change the keyword’s attributes or add a new attribute to the keyword.

Snippets -

Insert a snippet at the current or next valid location. For this feature to work, you must have snippets defined in your system. For more information about adding a snippet, view the Snippet feature description in the Left panel section.

When you select the Snippets option, you are shown the Insert Snippet catalog. The catalog is context-sensitive, which indicates that it will show the snippets only if they are allowed at the current location.

The following example shows two pre-configured snippets - Warning and Error that can be inserted at the current location in the document.

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When you choose a snippet from the list, it gets inserted at the current or next valid location in the document. The following screenshot shows the Error snippet inserted in the document:

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Citations -

Create Citations and add them to your content. Learn how to add and manage citations in your content.

Query data -

Connect with your data source and use the data to create content. Learn how to use data from your data source.

Version information and Save as new version

The Version information & Save as new version feature combines version tracking and content saving into a single functionality.

When you choose to save a topic or map using Save as new version, the following dialog box appears:

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Enter comments and version labels to identify the changes and select Save to create a new version of your file.

When you choose the Save as new version option, the first version of the topic is created in DAM, which also becomes the currently active version of your topic. Later, if you revert to an older version of the topic, then that becomes your current active version of the topic.

If your administrator has pre-configured version labels, then you will view those labels in a drop-down list. You can choose a label from the list of available labels and save your document.

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At the time of saving a topic, you can add a comment specifying the changes that you have made in the topic. This comment is shown in the topic’s Version History.

If your topic is under review, your reviewers will get a notification saying that a newer version of the topic is available. They can easily access the latest revision of your document and continue reviewing the latest version of your topic.

When you hover your pointer over a topic’s title, you are shown the file title, file path, and the version number.

Lock/unlock

Locks or unlocks the current file. Locking a file gives you an exclusive write access to the file. This restricts other users from editing the file. Unlock the file if you want others to have editing access. When the file is unlocked, the changes are saved in the current version of the file.

If you are in the Map View and you expand the parent map, you can lock all files in the map with a single click. Simply expand the parent map file and select the parent file, which results in selecting all files within the map. Then you can select Lock to get the lock on all files within the map.

In the Repository panel, the locked files are displayed with a lock icon. When you hover over this lock icon, the Locked by you/username is displayed as a tooltip.

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If a file is locked by another user, hovering over the lock icon in the Repository displays the name of the user who locked it. In this case, the file opens in Read-only mode, with Read-only access displayed next to the version information.

As an administrator, you also get access to the Force unlock feature that allows you to unlock the file locked by other users. Use this feature to access the editing rights on a file locked by other users.

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Left panel

The left panel gives you quick access to Collections, Repository view, Map view, and more features. You can expand the panel by selecting the Expand icon placed at the bottom-left corner of the interface. Once expanded, use the Collapse icon to collapse the panel. In the expanded view, it displays the names of the icons which appear as tooltips in the collapsed view.

The left panel gives you access to the following features:

Some of the features in the left panel are available under the More section. Select the More icon to access the below features:

An additional option labeled as Workfront is also displayed in the left panel if Adobe Workfront is configured.

For details, view Workfront integration.

The detailed explanation of the left panel features is as follows:

Collections

If you work on a set of files or folders, you can add them to your favorite list to access them quickly. Collections show the list of documents that you have added and other publicly accessible list of documents from the other users.

By default, you can view the files by titles. As you hover over a file, you can view the file title and the file path as a tooltip.

To create a new collection, Select the + icon next to Collections panel to bring up the New collection dialog box:

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Enter a title and description for the collection that you want to create. If you select Public, then this favorite is shown to other users as well.

To add a file to collections, use any of the following methods:

Options menu for a collection

You can also perform many actions using the Options menu available for a Collection:

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Repository

When you select the Repository icon, you get a list of files and folders available in DAM. By default, you can view the files by titles. As you hover over a file, you can view the file title and the file name as a tooltip.

75 files are loaded at a time. Each time you select Load more… 75 files are loaded, and the button stops being displayed when all the files have been listed. This batch loading is efficient, and you can access the files faster in comparison to loading all the files existing in a folder.

You can easily navigate to the required file within DAM and open it in the Editor. If you have the required access to edit the file, then you can do so.

You can also select and play an audio or video file in the Editor. You can change the volume or
the view of the video. In the shortcut menu you also have the options to download, change playback
speed, or view picture in picture.

Select a map and press Enter or double-click to open it in the Map view. For more details, view the Map view feature description in the Left panel section. Select a topic and press Enter or double-click to open it in the Content editing area. Being able to navigate and open a file directly from the Editor saves time and increases productivity.

Filter Search in Repository

The Editor provides enhanced filters for searching text. You can search and filter for a text in the files present on the selected path of the Adobe Experience Manager repository. It searches in the title, filename, and content in the files.

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Apply filters to search for the files containing the text personal spaceship.

Select the Filter Search ( ) icon to open the Filter pop-up.

NOTE

When you search any text or filter any files, a blue dot appears on the Filter Search ( ) icon to indicate that we are on the search panel and that some filters have been applied.

You have the following options to filter the files and to narrow down your search in the Adobe Experience Manager repository:

Advanced filtering

Select the Advanced filtering icon to view the Advanced filter dialog box.

You can view the following options under the General and Advanced tabs.

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General

This is in sync with the search box on the repository window. For example, if you type general purpose in the search box on the repository panel, it also appears in the Advanced filter dialog box and vice versa.

Advanced

Options menu

In addition to opening files from the left panel, you can also perform many actions using the Options menu available in the Repository view. You will view different options, depending on whether you choose a folder, topic file, or a media file.

Options for a folder

You can perform the following actions using the Options menu available for a folder in the Repository view:

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Options for a file

Get access to different options in the Options menu depending on whether you select a media file or a DITA file. Some common options available for both media and DITA files are:

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The various options in the Options menu are explained below:

Map

When you select the Map view icon, the Map view is displayed where a list of topics within the map file is displayed. If you have not opened any map file, then the Map view appears blank. Double-clicking on any map file opens the map file in this view. You can double-click on any file within the map to open it in the Editor.

By default, you can view the files by titles. As you hover over a file, you can view the file title and the file path as a tooltip.

When you open a map in the map view, the title of the current map is displayed in the center of the Tab bar. If the title is too long, then an ellipsis is displayed and you can also hover over the title to view the full title in the tool tip.

When you define key attributes for the topic or map references, you can view the title, the corresponding icon, and the key in the left panel. The key is displayed as keys=<key-name>.

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If you have editing rights on the map files, you will be able to edit the files as well. For more information about opening and editing a topic through DITA map, view Edit topics through DITA map.

The following options are available for a map file in the Map view:

You can perform the following actions using the Options menu of the map file:

The following screenshot shows the Options menu for a file in the map view:

You can perform the following actions using the Options menu:

Reusable content

One of the main features of DITA is the ability to reuse content. The Reusable content panel can store your DITA files from where you generally insert reusable content. Once added, the DITA files remain in the Reusable content panel across sessions. This means that you don’t have to add your DITA files again to access them later.

You can simply drag-and-drop reusable content from the panel onto your current topic and it gets inserted easily and quickly. You can also get a preview of the content before inserting it in your document.

By default, you can view the files by titles. As you hover over a file, you can view the file title and the file path as a tooltip.

To add a DITA file to your Reusable content panel, use any of the following methods:

Once the file is added, you can view all reusable content elements from the file in the Reusable content panel. Reusable content is shown with their IDs and element names.

When you add a file to the Reusable content list, the file’s title is shown instead of the UUID of the file. To check the UUID of the file, mouse hover over the file’s title and the UUID of the file is displayed in the tooltip.

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Refresh: Rechecks for all reusable content and displays a fresh list of reusable content.

To insert content from the Reusable content panel, use any of the following methods:

Outline

When you select the Outline icon, you get the hierarchical view of the elements used in the document.

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The Outline view offers the following features:

View Configure

Using the View Configure option, you can choose to view the following:

If a block element has its own text, it is displayed along with that block element. If it does not have it’s own text, the text of the first child element is displayed along with that block element.

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If your administrator has created a profile for attributes, then you’ll get those attributes along with their configured values. You can also assign display attributes configured by your administrator under the Display attributes tab in the Settings. The attributes defined for an element are displayed in the Layout and the Outline view.

For more details, view the Display attributes within the Settings feature description in the Left panel section.

Search feature

Using the search feature, you can search for an element by its name, id, text or attribute value.

The search is case-insensitive and exactly matches the string. The search results are sorted on the basis of the element’s position in the document.

You can search for a string in the element if it is shown in the Outline view. For example, if the string “Adobe” is present in the text of the element and is shown in the Outline View panel (as you have selected Show Text from the View Options dropdown), then the containing element is filtered. But if the text is not shown in the Outline View panel (as you have not selected Show Text from the View Options dropdown), then the containing element is not filtered. Similarly, you will find the string in the ID or attributes if you have selected them.

Glossary

Experience Manager Guides allows you to easily create and use the glossary type documents. You can create glossary topic files and then include them in a common glossary map. Once this map is added as your root map, the glossary entries are then shown in the Glossary panel.

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To insert a term from the glossary, simply drag-and-drop the entry from the panel to the desired location in your topic. The Options menu of a glossary term allows you to get a quick Preview of the entry term, Copy path of the entry term file, or locate the entry term file in the repository.

Perform the following steps to search text terms and replace them with glossary abbreviations:

You can configure the following settings of the Hotspot tool:

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A list of the Topics Updated with the converted terms and Topics with Error is displayed. Hover over the info icon near Topics with Error to view the details of the error.

Conditions

The Conditions panel displays the conditional attributes defined by your administrator in the global or folder-level profile. You can add conditions to your content by simply dragging and dropping the desired condition onto your content. The conditional content is highlighted using the color defined for the condition for easy identification.

You can also apply multiple conditions on an element by dragging-and-dropping multiple conditions on an element. When you apply multiple conditions on an element, the Properties panel displays the applied conditions separated with a comma.

However, in the Code view the conditions are separated using a space delimiter. When you add or edit a condition in Code view, ensure that multiple conditions are separated using a space.

To add or define a condition, select the + icon next to Conditions panel to bring up the Define Condition dialog box:

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From the Attribute list, select the conditional attribute that you want to define, enter a value for the condition, then specify the label that is displayed in the Conditions panel. Define a group for the condition. You can add multiple conditions to a group. You can also define a color for the condition. This color is set as the background color of the content on which the condition is applied.

You can group the conditions and structure them in nested folders. Groups help you create conditions at multiple levels and organize them better for use in the content.

For example, you can create condition groups of products like Acrobat and AEM Guides. You can select the conditional attributes for both groups. Under each group, you can have specific values like User, Admin, Reviewer, and Author.

You can use / and define sub-groups like AEM Guides/Cloud Service.

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To edit a condition, choose Edit from the Options menu. The Edit Condition dialog box is displayed:

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Specify the details in the same way as configured while defining a new condition.

Subject scheme

Subject scheme maps are a specialized form of DITA maps that are used to define taxonomic subjects and controlled values. Depending upon your requirements, you can create a subject scheme map and reference it within your root map file. Experience Manager Guides allows you to define the nested-level hierarchy of the subject definitions in your subject scheme.

You can easily create and then use the subject scheme in a subject scheme map. Once this map is added as your root map, the subject scheme is then shown in the Subject Scheme panel. The Subject scheme panel displays the available subject scheme in a nested or hierarchical manner.

Experience Manager Guides also supports nested level subject scheme maps, and you can have multiple subject schemes defined under the root subject scheme map.

The following example shows how to use subject scheme in Experience Manager Guides.

<?xml version="1.0" encoding="UTF-8"?>
    <!DOCTYPE subjectScheme PUBLIC "-//OASIS//DTD DITA Subject Scheme Map//EN" "subjectScheme.dtd">
    <subjectScheme id="GUID-4f942f63-9a20-4355-999f-eab7c6273270">
        <title>rw</title>
        <!-- Define new OS values that are merged with those in the unixOS scheme -->
        <subjectdef keys="os">
            <subjectdef keys="linux">    </subjectdef>
            <subjectdef keys="mswin">    </subjectdef>
            <subjectdef keys="zos">    </subjectdef>
        </subjectdef>
        <!-- Define application values -->
        <subjectdef keys="app" navtitle="Applications">
            <subjectdef keys="apacheserv">    </subjectdef>
            <subjectdef keys="mysql">    </subjectdef>
        </subjectdef>
        <!-- Define an enumeration of the platform attribute, equal to       each value in the OS subject. This makes the following values       valid for the platform attribute: linux, mswin, zos -->
        <enumerationdef>
            <attributedef name="platform">    </attributedef>
            <subjectdef keyref="os">    </subjectdef>
        </enumerationdef>
        <!-- Define an enumeration of the otherprops attribute, equal to       each value in the application subjects.       This makes the following values valid for the otherprops attribute:       apacheserv, mysql -->
        <enumerationdef>
            <attributedef name="otherprops">    </attributedef>
            <subjectdef keyref="app">    </subjectdef>
        </enumerationdef>
    </subjectScheme>

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Handling hierarchical definitions of subject definitions and enumerations

Besides handling the enumerations and the subject definitions present in the same map, Experience Manager Guides also provides the feature to define enumerations and subject definitions in two separate maps. You can define one or more subject definitions in a map and the enumeration definitions in another map and then add the map reference. For example, the following XML code creates subject definitions and enumeration definitions in two separate maps.

The subject definitions are defined in subject_scheme_map_1.ditamap

<?xml version="1.0" encoding="UTF-8"?>
    <!DOCTYPE subjectScheme PUBLIC "-//OASIS//DTD DITA Subject Scheme Map//EN" "../dtd/libs/fmdita/dita_resources/DITA-1.3/dtd/subjectScheme/dtd/subjectScheme.dtd">
    <subjectScheme id="subject-scheme.ditamap_f0bfda58-377b-446f-bf49-e31bc87792b3">

    <title>subject_scheme_map_1</title>

    <subjectdef keys="os" navtitle="Operating system">
        <subjectdef keys="linux" navtitle="Linux">
        <subjectdef keys="redhat" navtitle="RedHat Linux">
        </subjectdef>
        <subjectdef keys="suse" navtitle="SuSE Linux">
        </subjectdef>
        </subjectdef>
        <subjectdef keys="windows" navtitle="Windows">
        </subjectdef>
        <subjectdef keys="zos" navtitle="z/OS">
        </subjectdef>
        </subjectdef>
        <subjectdef keys="deliveryTargetValues">
        <subjectdef keys="print">
        </subjectdef>
        <subjectdef keys="online">
        </subjectdef>
    </subjectdef>
    <subjectdef keys="mobile" navtitle="Mobile">
        <subjectdef keys="android" navtitle="Android">
        </subjectdef>
        <subjectdef keys="ios" navtitle="iOS">
    </subjectdef>
    </subjectdef>
    <subjectdef keys="cloud" navtitle="Cloud">
        <subjectdef keys="aws" navtitle="Amazon Web Services">
        </subjectdef>
        <subjectdef keys="azure" navtitle="Microsoft Azure">
        </subjectdef>
        <subjectdef keys="gcp" navtitle="Google Cloud Platform">
        </subjectdef>
    </subjectdef>
    </subjectScheme>

The enumeration definition is present in subject_scheme_map_2.ditamap.

<?xml version="1.0" encoding="UTF-8"?>
        <!DOCTYPE subjectScheme PUBLIC "-//OASIS//DTD DITA Subject Scheme Map//EN" "../dtd/libs/fmdita/dita_resources/DITA-1.3/dtd/subjectScheme/dtd/subjectScheme.dtd">
        <subjectScheme id="subject-scheme.ditamap_17c433d9-0558-44d4-826e-3a3373a4c5ae">
        <title>subject_scheme_map_2</title>
        <mapref format="ditamap" href="subject_scheme_map_1.ditamap" type="subjectScheme">
        </mapref>
        <enumerationdef>
        <attributedef name="platform">
        </attributedef>
        <subjectdef keyref="mobile">
        </subjectdef>
        <subjectdef keyref="cloud">
        </subjectdef>
        </enumerationdef>
        </subjectScheme>

Here subject definitions are defined in subject_scheme_map_1.ditamap while the enumeration def is present in subject_scheme_map_2.ditamap. The reference to subject_scheme_map_1.ditamap is also added in subject_scheme_map_2.ditamap.

The subject-enumeration references are resolved in the following order of priority:

The references are not resolved if the enumeration is not found in the same map and the referenced map.

Restrict the values to a specific element

You can also restrict the conditions to some elements within a topic. Use the <elementdef> tag to define the element and the <attributedef> tag to define the condition that can be applied to the element. If you don’t add the <elementdef> tag, you can apply the conditions to all elements.
For example, use the following enumeration to restrict the @platform attribute to the <shortdesc> element. The other conditions are visible for all elements.

<enumerationdef>
    <elementdef name="shortdesc">
    </elementdef>
    <attributedef name="platform">
    </attributedef>
    <subjectdef keyref="deliveryTargetValues">
    </subjectdef>
    <subjectdef keyref="os">
    </subjectdef>
  </enumerationdef>

Attributes drop-down

You can also change the value of the subject scheme using the Attributes dropdown from the Content properties panel in the Author view.

Perform the following steps to change the value:

You can also apply values for an attribute by selecting multiple values from the dropdown.

Source view

You can also change the values from the attribute’s drop-down in the Source view. The Source view also prevents you from adding any incorrect value.

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View and apply the subject scheme from the Conditions panel

You can also view and apply the subject scheme from the Conditions panel.

To view the subject scheme from the Conditions panel, your system administrator must select the Show subject scheme in the Conditions panel option under the General tab in Settings. For more details, view the Settings section in the Tab bar.

The Conditions panel displays the flat vertical structure of the subject definitions within the subject scheme.

You can add conditions to your content by dragging and dropping the desired condition onto your content. The conditional content is highlighted using the color defined for the condition.

Snippets

Snippets are small content fragments that can be reused across various topics in your documentation project. The Snippets panel shows a collection of content snippets that you have created. To insert a snippet, drag-and-drop the snippet from the panel to the desired location in your topic. The Snippets panel allows you to add, edit, delete, preview, and insert a snippet.

To add a snippet, use any of the following methods:

To insert a snippet, use any of the following methods:

Templates

The Templates panel is available to only administrators. Using this panel, administrator can easily create and manage templates that can then be used by the authors. By default, the templates are categorized under map and topic type templates.

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By default, you can view the files by titles. As you hover over a template, you can view the file title and the file name as a tooltip.

To learn how to create custom templates, view Create maps based on customized templates.

Citations

In Experience Manager Guides, you can add and import citations and apply them to your content. You can add these citations from any source of books, websites, and journals.

For details, view Add and manage citations in your content.

Language variables

Experience Manager Guides provides the feature to use language variables in the Native PDF output. You can use language variables to define localized strings in the PDF output or to localize any static text in the output templates. You can use CSS styles to localize the strings coming from a CSS.

For details, view Support for language variables.

Variables

Experience Manager Guides allows you to create and manage variables for Native PDF publishing. For details, view Variables in the PDF output.

Find and replace

The Find and replace icon is located at the bottom of the left panel. The Find and replace panel allows you to search for and replace text across files in a map or a folder within your repository. You can find and replace in all topics of a map as well as topics present in the sub-maps within the map.

By default, you can view the files by titles. As you hover over a file, you can view the file title and the file path as a tooltip.

To perform the global search and replace, perform the following steps:

To enable the Replace all icon, your system administrator must select the option Enable Replace All under the General tab in Settings.

Only one replace all operation can be performed at a time in the whole system, and till the time operation is being performed you will view “Replace all in progress” status. You can also abort the replace all operation in between or view the log report. If you abort the operation, you will receive a notification about it in your Inbox. You will be shown a success notification after replacing all the occurrences in the selected file.

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You can also use the Find in map option from the Options menu of a map to find and replace text in a map. This option appears for a map opened in the repository panel or in the map view.

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PDF templates

Enables you to work with various PDF templates. For details, view PDF templates.

Review

Experience Manager Guides provides the feature to display all the review tasks in your projects. You can view all the review projects and the active review tasks within the review projects, that you’re part of from the Review panel. You can then open the review tasks to view the comments of the various reviewers.

The review panel displays the review tasks. By default, you can view the files by titles. As you hover over a file, you can view the file title and the file path as a tooltip.

As an author, you can address the comments in a topic using the Editor.

To view the review comments in the active review tasks that are present in your projects, perform the following steps:

Content editing area

The content editing area is where the content of your topic or map is displayed. You make all content edits in this area. It gives a WYSIWYG view of the content you are editing.

At the bottom-left of the content editing area, you have the breadcrumb of the element at current cursor location. In the bottom-right corner, the available Editor views are displayed.

To learn more about the Editor views available for a topic file in the content editing area, view Editor views.

Right panel

The right panel contains information about the currently selected document.

The right panel gives you access to the following features:

Content properties

You can access the Content properties feature by selecting the Content properties icon in the right panel. The Content properties panel contains information about the type of currently selected element in the document and its attributes.

Type: You can view and select the tags of the complete hierarchy for the current tag from the dropdown.

Attributes: The Attributes dropdown panel is available in Layout, Author, and Source views. You can easily add, edit, or delete the attributes.

If your administrator has created a profile for attributes, then you will get those attributes along with their configured values. Using the content properties panel, you can choose those attributes and assign them to relevant content in your topic. This way you can also create conditional content, which can then be used to create conditional output. For more information about generating output using conditional presets, view Use condition presets.

File properties

View the properties of the selected file by selecting the File properties icon in the right panel. The File properties feature is available in all four modes or views: Layout, Author, Source, and Preview.

The File properties have the following two sections:

General

The General section gives you access to the following features:

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References

The References section gives you access to the following features:

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By default, you can view the files by titles. As you hover over a file, you can view the file title and the file path as a tooltip.

In addition to opening files, you can also perform many actions using the Options menu in the References section. Some of the actions that you can perform include Edit, Preview, Copy UUID, Copy Path, Add to collections, Properties.

Review

Selecting the Review icon opens the review panel wherein you can select a review task for the currently opened document and view comments.

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If you have created multiple Review projects, you can select one from the drop-down and access the review comments.

Using the review panel, you can view and post replies to the comments given on the topic. You can accept or reject the comments one by one.

For more information, view Address review comments.

Track changes

Using the Tracked changes feature of the right panel, you can view the information of all updates made in a document. You can also search for any specific updates made to the document.

Schematron

“Schematron” refers to a rule-based validation language used to define tests for an XML file. The Editor supports Schematron files. You can import the Schematron files and also edit them in the Editor. Using a Schematron file you can define certain rules and then validate them for a DITA topic or a map.

Learn how to work with Schematron files in Experience Manager Guides, refer to Support for Schematron files.

Parent topic: Introduction to the Editor