Library and Object Essentials

Author-it Library

The Library in Author-it functions as the central database for all content. It’s the foundation of CCMS, housing everything authors create and reuse.

• It is equivalent to a database that supports the Author-it application.
• Users interact only with the front-end library interface, not the actual database tables.
• It serves as the main content container for most authoring and publishing activities.

Types of Databases

Author-it supports two database types:

1. SQL Server Library- Recommended for production.
   • Scalable, stable, and supports enterprise-level backups.
2. Jet Library- A simplified Access database.
   • Suitable for training or testing, limited to 2 GB, and not recommended for production.

What the Library Holds

The Library stores most of the project data, but some elements are maintained externally:

• Publishing templates (.dot, .html)
• Graphics (can be stored externally for shared access)

Number of Libraries

• Maintain one production library for collaboration and content reuse.
• Optionally create a test or sandbox library (Jet or restored backup) for safe experimentation and template testing.

Working with Library Objects

Author-it’s strength lies in its object-oriented structure, where content is modular, reusable, and centrally managed.

What is an Object?

A document (e.g., user guide) is broken down into smaller, self-contained components called objects, such as:

• Title Page
• Table of Contents
• Topics
• Graphics
• Index

Object Reuse (Single-Source Advantage)

• Objects can be reused across multiple documents.
• Updating one object automatically updates all publications that use it.
• Each object type has a unique icon, helping users identify them visually.

Object Relationships and Publishing

• Book Object: A container that references other objects (topics, graphics, etc.) to form a complete publication.
• Single-Sourcing: One book can output to formats like Word, PDF, HTML, Help, XML, or DITA.
• When published, all related objects are rendered into the final document.

Object Properties and Identification

Every object in Author-it shares universal properties that help maintain organization, control, and consistency.

Figure 3: The object properties dialog

1. Object Code
   • A unique, auto-incremented identifier for each object.
   • Never reused after removal and helpful for searching or linking.
2. Object Name (Description)
   • The internal name required for saving objects.
   • Not visible in published outputs.
   • Teams can define naming conventions for consistency.
3. Object Template
   • Created by Designers to enforce layout and styling rules.
   • Assigns predefined properties automatically for consistency.
   • Can be reassigned later if needed.
4. Output Checkboxes
   • Defines which outputs the object will publish to:
     • Print (Word/PDF)
     • Help (CHM/Help systems)
     • Web (HTML/XHTML)
   • Disabling an output excludes it from that publication type.
5. Version Control & Edit History
   • Tracks version and revision history.
   • Allows authors to review changes or revert to previous versions.

Viewing and Managing Objects

The Objects List Area provides a clear, navigable view of all objects within a selected folder.

Figure 4: Author-it UI icons with their names for quick identification

Object List Overview

• Displays all objects within the selected folder.
• Each object has a distinctive icon (Book, Topic, File, etc.).
• Icons can be cross-referenced using the Author or Design Ribbons for easier identification.

Object Home Address

• Every object resides in one folder - its “home address.”
• Moving an object to another folder changes its location but doesn’t affect relationships with books or topics.

Object Preview Feature

• The preview pane allows a quick-look of the object content without fully displaying it.
• Users can switch between Print, Help, and Web tabs to preview format-specific variations.