First of all - thank you for choosing XaitPorter as your collaborative document authoring solution! We want to make sure every user gets the most out of XaitPorter. We've set this guide up to allow you to quickly skip the information you are looking for.
This User Guide is maintained with each new release available for XaitPorter. Your organization's system may or may not be running the latest release. Should you have any questions or feedback regarding the information in this document, please contact Xait Support.
We also have a PDF downloadable version of our entire userguide available here.
Commonly Used Terms with XaitPorter
Administrators - Users who have been approved to administer the database system internally. Admin roles vary, along with responsibility. Administrators often are approved points of contact for Xait Support and Xait's Key Account Managers to work directly with regarding any system issues reported or requested. These can be classified as XaitPorter Subject Matter Experts for your company.
Document - Written or electronic matter compiled with a defined document tree. In XaitPorter, documents can have workflow tasks applied for users in the sections of content. Documents cannot be made without first belonging to a Project.
Document Tree - the hierarchical structure of sections within a document, when accessing a document this is visible in the left-hand column of the document workspace.
End Users - Any approved person with access to work in XaitPorter, who is not classified as an administrator, sub-administrator, champion or project coordinator. Typically, this is a person who contributes to the documents from a capacity as a writer, reviewer or approver.
Export - The compiled version of a document downloaded from XaitPorter with applied layout template styles and overall structure from the document setup.
Layout Template - Style guide and layout settings for documents created in XaitPorter. Layout settings will be completely compiled upon export using PDF, Word or Open Office formats. Layout template controls the page size, colors, fonts and table cell formatting for a document.
Menu Folders (Also known as a Folder) - Folders created to organize projects. Folders can only be viewed by users with access rights to at least one project within the folder. Folders can be named/renamed, rearranged, or deleted without any harm to the Projects organized within.
Metadata Field - A uniquely defined data option which can have variable content used and reused accordingly for documents, texts, layout templates and reporting. Commonly used fields in XaitPorter are customer name, tender reference number, project name, submission date, etc. When applied to text content, the field will automatically update if the value is changed in all places in use within the document(s) of a project. Also, if content is copied or linked from another project, the existing fields in the content will automatically update in the destination project to reflect the set variables, without changing the original.
Metadata Set - A group of metadata fields aligned for a common document type or document need. For example, tender document set may include fields for customer name, contact information, submission date, tender reference number, etc.
Production System - XaitPorter Installation in use with end users and administrators
Project - The physical scheme for creation of documents associated with a theme. The project controls user access rights, layout options, default languages, project metadata set for any documents created within it. Projects can have unlimited number of documents, but should be seen as the layer of organization between folder and document, as they have settings for control.
Project Coordinators - A user who has the ability to create and manage project(s) and the document(s) within. These are higher level users of functionality than the basic end-users, and require additional training.
Project Roles - User role defining accessible functionality rights in a Project, with dependency of workflow task assignment.
Project Template - Some call this a Boilerplate. This is a Project which has been created with any number of necessary documents to ensure quick start of new projects. It is used as a basis when necessary for work created in XaitPorter. Project Templates will have appropriate language selection, layout template choice, associated metadata set(s) governed by a project type, and necessary instructional text.
Section or Sub-section- A piece of structure content where a heading style need to be applied and perhaps numbering for sequence positioning of the document. This type of definition would exist if the section was 1.0 or 18.104.22.168, as an example. Subsections of main sections are even defined in XaitPorter as just sections.
System Roles - User role granting system-wide functionality rights, such as creating new users or ability to create projects. Roles have cascading membership capability.
Testing system - XaitPorter Installation for testing, training and approval for configuration setup, typically accessed by administrators only and for customers subscribing to High Availability Hosting only.
Users - Any person who has a username and password to access XaitPorter (employees, administrators, and approved 3rd parties, like consultants)
Workflow Task Assignment - A piece of work to be undertaken, such as writer for Executive Summary or reviewer of Pricing. Only 4 tasks can be assigned to any user and a user can have multiple tasks assigned in the documents Main writer, writer, reviewer, and approver. System has a limit of 1 main writer per section and 1 approver per section.
XaitPorter has a number of keyboard shortcuts that can used to speed up common actions. Below, the shortcuts have been grouped according to function.
|Basic Text Editing||Keyboard Shortcut|
|Paste (Without Formatting)||Ctrl+Shift+V|
|Undo (last action)||Ctrl+Z|
|Redo (last action)||Ctrl+Y|
|Adding a Symbol||Ctrl+Shift+S|
|Transforming Text||Keyboard Shortcut|
|Paragraph Style Selection||Ctrl+Shift+(number of style in drop-down menu)|
|Insert Item||Keyboard Shortcut|
|Insert New Picture||Ctrl+.|
|Export Section Only to PDF||Ctrl+Alt+,|
|Export Section with Subsections to PDF||Ctrl+Alt+.|
|Arrange Sections Item||Keyboard Shortcut|
|Add New Section||Return|
|Move a Section to Subsection Level||Tab|
|Move a Subsection to the Section Level||Shift+Ta|
|Navigate to Section||Ctrl+Alt+F|
|Search All Documents||Alt+F|
|Search and Replace Text||Ctrl+H|