Getting Started in Arbortext and Documentum.pdf

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Getting Started in Arbortext and

Documentum

Created by Michelle PartridgeDoerr

April 21, 2009


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Table of Contents

1.0 Introduction to the CMS ............................................................................................... 4

1.1 Introduction to Arbortext .......................................................................................... 41.2 Introduction to Documentum.................................................................................... 4

1.3 Explanation of how Arbortext and Documentum work together.............................. 4

1.4 What projects require Arbortext and Documentum.................................................. 5

1.5 Where to find other tools for projects ....................................................................... 6

2.0 About the Interface ....................................................................................................... 7

2.1 Where to find Arbortext and Documentum systems on your desktop...................... 7

2.2 Features of Arbortext ................................................................................................ 7

2.3 Catalogue of Arbortext toolbar icons........................................................................ 8

2.4 Catalogue of tags in Arbortext.................................................................................. 9

2.5 Features of Documentum Desktop.......................................................................... 10

2.6 Features of the Docbase Browser ........................................................................... 10

3.0 Performing Tasks ........................................................................................................ 14

3.1 Access files using Arbortext ................................................................................... 14

3.2 Check out a file in Documentum ............................................................................ 14

3.3 Check in a file in Documentum .............................................................................. 16

3.4 Nest sections in Arbortext....................................................................................... 17

3.5 Add and format headings in Arbortext ................................................................... 19

3.6 Apply and delete tags in Arbortext ......................................................................... 21

3.7 Add IDs to tags ....................................................................................................... 22

3.8 Insert a section in Arbortext.................................................................................... 23

3.9 Insert a paragraph in Arbortext ............................................................................... 24

3.10 Insert links in Arbortext ........................................................................................ 263.11 Insert footnotes and footnote references in Arbortext .......................................... 30

3.12 Insert rules in Arbortext ........................................................................................ 35

3.13 Use tables in Arbortext ......................................................................................... 37

3.14 Insert and format a list in Arbortext...................................................................... 42

3.15 Reference sections in Arbortext............................................................................ 47


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4.0 References................................................................................................................... 49

4.1 Catalogue of ID conventions .................................................................................. 49


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1.0 Introduction to the CMS

1.1IntroductiontoArbortextTypically, most technical publications are created as one large file with both text and graphics,

which can only be worked on by one person at a time. Information that applies to multipledocuments is either rewritten from scratch or copied and pasted, which creates redundant copies

of the same or similar information. Every document is manually formatted and laid out for

publishing. When the publications have to be updated to incorporate changes, changes require

searching for and updating each instance of the same information and then manuallyreformatting all affected documents.

AICPA has a more efficient process using Arbortext Editor version 5.2, an HTML and XMLauthoring tool. Arbortext looks and works like familiar word processing software and allows

authors to create reusable chunks of information (text, graphics, data). Authors then combinethose chunks to make documents, and the same chunks can be used in several separatedocuments. Content Managers use Arbortext to create HTML and XML versions of AICPAs

professional publications. Arbortext has a word processing interface, which means that you dont

need to have extensive knowledge of mark-up languages to use the software.

1.2IntroductiontoDocumentumAICPA uses Documentum Desktop version 5.3 as its content management system. The

Documentum system lets you access, use, reuse, and distribute information quickly and easily by

storing it in small packages. Publications are broken into several sections so that you canaccess only the content that is relevant to you. Using the Documentum system, you store

information of any kindtext, graphics, and scanned imagesin repositories calledDocbases.

A Docbase is a secure repository for storing files. All files used in Documentum are stored inDocbases. Each Docbase provides security, services, and tools for sharing content among

different users. Each Docbase provides automated processes that control the lifecycles of files

and the delivery of files.

1.3ExplanationofhowArbortextandDocumentumworktogetherWe use Arbortext to mark up AICPA professional publications in HTML and XML. We useDocumentum to manage all of the professional publications content. Whenever we need to work

on a publication, we have to find the file in Documentum. All of the content we manage at the

AICPA is contained in the Proflitxml Docbase. When you open the Arbortext interface, you

connect to Documentum and browse for the file you wish to edit.


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1.4WhatprojectsrequireArbortextandDocumentumAny time we make updates to the professional literature, we use both Arbortext and

Documentum. The following table shows our publication line and how often they are updated.

Publication How it is updated How often it is updatedAudit Guides and Audit andAccounting Guides

Technical Manager (TM)marks up the previous

version of the guide with

the updates and sends us the

MS Word doc with trackedchanges. We make the

tracked changes in the

CMS. New guides arereceived as MS Word files.

Paperbacks produced once ayear

Audit Risk Alerts New alerts are received as

Word files from Editorial.We convert the file and

replace the old version withthe new.

Paperbacks produced once a

year

Checklists Technical Manager (TM)marks up the previous

version of the guide with

the updates and sends us theMS Word doc with tracked

changes. We make the

tracked changes in the

CMS.

Paperbacks produced once ayear

Practice Aids New Practice Aids arereceived as MS Word files

from Editorial.

New Practice Aids arereceived intermittently

throughout the year.

Professional Standards New standards are receivedas MS Word files from

Editorial.

Conforming changes are

received in a list via e-mail.

Updates receivedintermittently/

Looseleaf reports generated

several times a year.

Technical Practice Aids New standards are receivedas MS Word files from

Editorial.Conforming changes are


Updates receivedintermittently/

Looseleaf reports generatedseveral times a year.

PCAOB Standards and

Related Rules

We convert new releases

from PDF.Conforming changes are


Updates received

intermittently/Looseleaf reports generated

several times a year.

Financial Statement (Collection of looseleaf Looseleaf reports are


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Preparation Manual versions of checklists.) generated several times ayear.

Audit and Accounting

Manual

(Looseleaf version ofpaperback)

Updated once a year in itsentirety

Audit and Accounting

Guides

(Collection of looseleaf

versions of guides andalerts.)

Looseleaf reports are

generated several times ayear.

Accounting Trends and

Techniques

(Looseleaf version ofpaperback)

Updated once a year in itsentirety

1.5Wheretofindothertoolsforprojects We upload all MS Word files to our teams Document Library on SharePoint. The Word Import tool automatically converts MS Word documents into HTML

Arbortext files. It is listed within All Programs in the start menu.

All the paperback versions of the previous years guides and alerts and all the looseleafbinders are located in the empty cube across from Michelle Ortiz. All project management tasks are located in the Content Management Task List on the

teams SharePoint page.


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2.0 About the Interface

2.1WheretofindArbortextandDocumentumsystemsonyourdesktopdesktopOnce the software is installed on your laptop, icons for both systems will appear on your

desktop. To access either system, simply double click the appropriate icon.

Once the software is installed on your laptop, icons for both systems will appear on your

desktop. To access either system, simply double click the appropriate icon.

The Arbortext icon looks like this:The Arbortext icon looks like this:

And the Documentum icon looks like this:And the Documentum icon looks like this:

2.2FeaturesofArbortext2.2FeaturesofArbortextAt the AICPA, you will use the Arbortext toolbar (top of the screen), the nesting window (leftside of screen), and the mark-up window (right side of screen). Typically, you work primarily

with the toolbar and mark-up window. You can use the nesting window to reveal the nesting in

your document (see section

At the AICPA, you will use the Arbortext toolbar (top of the screen), the nesting window (leftside of screen), and the mark-up window (right side of screen). Typically, you work primarily

with the toolbar and mark-up window. You can use the nesting window to reveal the nesting in

your document (see section 3.4,Nest sections in Arbortext).


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2.3CatalogueofArbortexttoolbaricons

The toolbar is represented in the preceding screen shot. You probably recognize the editing icons

(New, Open, Save, Find, Cut, Copy, and Paste). The markup icons appear on the next row,

followed by the table icons. The markup icons we use most frequently are circled:

Insert Markup: This icon displays a list of tags that we use to mark up the text (seesection 2.4, Catalogue of tags in Arbortext).

Modify Attributes: This icon allows you to enter information about the tags, like IDsand roles.

Delete Markup: This icon deletes the tag around selected text. Check Correctness: This icon checks for broken links and nesting errors in the

document.

To view all the toolbars in the preceding screenshot:1. Click on the View button in the toolbar.2.

Hover your cursor over Toolbars3. Ensure that all toolbars (Edit, Markup, Table, and Application) are selected.


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2.4CatalogueoftagsinArbortextThe tags we use are located in the Insert Mark-up window.

The following table describes several tags that we use frequently in professional publications.

chapter inserts a new chapter segment; the highest level of segments; containssections

section inserts a new section segment

sectioninfo inserts the title and titleabbrev tags

title inserts titles

titleabbrev inserts titles for storage informationpara inserts a new paragraph

footnote inserts a footnote

footnoteref inserts a reference to an existing footnote in the same document

hrule inserts a horizontal rule

newline inserts a new line of text within a paragraph

olink inserts a link to internal sources

ulink inserts a link to external sources


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tab inserts a tab

itemizedlist inserts a bulleted list

table inserts a table

2.5FeaturesofDocumentumDesktopWe use Arbortext to access Documentum through the Docbase Browser (described in the

following section). Occasionally, we use the Documentum Desktop to check in files (using

Checked Out Files). You can also access the Proflit Docbase to view files (using Docbases).

2.6FeaturesoftheDocbaseBrowserThe DocBase Browser displays the available Docbases in Documentum. It appears when youbrowse for a file in Arbortext (see section 3.1, Access files using Arbortext).

To search for a file, expand the Proflitxml Docbase.

Right-clicking on a file gives you options for working with the file. We typically use only the

following options:

View: View the file without the ability to make changes (like the Read Only functionin MS Word)

Edit: Open the file to make changes. Check In: Check in the file and save your changes. Cancel Check Out: Check in the file without saving your changes.


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The Docbase Browser displays a key next to sections you currently have checked out.


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It displays a lock next to sections other people currently have checked out.


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The Docbase Browser window needs to remain open while you have files checked out. If you

close the browser while you have files check out, Documentum will save the previous version of

the file (and your changes will be lost). Think of the browser like a gate. You need the browseropen to get to the files. If you close the gate, you cant get to the files any more. When you have

checked in all the files you were working on, it is safe to close the browser.


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3.0 Performing Tasks

3.1AccessfilesusingArbortext1. Double click on the Arbortext icon on your desktop.2. In the new window, click on the Documentum button in the menu tool bar.3. Choose Connect.4. In the new window (Log On to Docbase), choose Proflitxml from the drop-down

menu for the Docbase option. Ensure that the Use Windows Login box is selected.

Click Log On.5. A message should appear along the bottom of the main window: User Name Connected

to Arbortext Adapter to Documentum/XML. This means that youre connected to the

Documentum CMS.6. Click on the Documentum button in the menu tool bar again.7. Click Browse. The Docbase Browser window will open.

3.2CheckoutafileinDocumentum(Continued from section 3.1,Access files using Arbortext)

1. In the Docbase Browser, expand Proflitxml to display the folders.


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2. Expand the folder of the publication you wish to work on until you reach the section ofcontent you wish to check out. To expand, simply click on the plus sign to the left of thesection. If a minus sign is displayed, the section cannot be expanded.

3. Click on the section once to select it. Right click once on the section to open a dialoguebox.

4. In the new dialogue box, choose Edit.5. In the new window, ensure that Download and check out descendents is selected and

click Check Out.6. A window with a progress bar will appear, and then a new window will open with the

content displayed. You may begin to make changes.


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3.3CheckinafileinDocumentum1. When you have completed your edits to the content, select the Docbase Browser

window.

2. Click on the checked-out section once to select it. Right click once on the section to opena dialogue box.

3. In the new dialogue box, click Check In (click Cancel Check-out if you wish to savethe previous version of the file)

4. In the new window, ensure that Make this the current version and Request full-textindexing are selected and click Check In.

5. A window with a progress bar will appear until the action is complete.


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3.4NestsectionsinArbortextThe majority of the publications we produce at AICPA are made up of chapters. These chaptersare organized within books, which is the largest section of content we work with. Within these

chapters are sections, and within the sections are other sections, paragraphs, tables, graphics, andthe like. Nesting refers to the hierarchy of these chunks of content.

Your guide to what should be nested within sections is the MS Word document. It containslevels of headings that show which lower-level heads are nested within which upper-level heads

(see section 3.5,Add and format headings in Arbortext, for a list of the heading styles we use).

To nest a section within another section:

1. Find the end tag of the section you want to nest a new section within.2. Place your cursor inside that end tag.3. Click the Insert Markup button in the toolbar.4. In the new Insert Markup window, select the section tag.5. Click the Insert button.

You can use the left window to collapse sections to make it easier to see how content is nested.

To collapse a section, simply click on the box containing the minus symbol.


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3.5AddandformatheadingsinArbortextIn our professional literature, we use headings to correspond to sections of content. Therefore,

each section has a heading, which we put inside a title tag (see section 3.8,Insert a section in


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Arbortext). The following table lists the types of sections and their roles and the corresponding

title roles.

Section Section Role Title Role

Chapter ls_level_2 ps_section_heading

Section ls_level_3 ps_main_headingNested section ls_level_4 ps_sub_heading

Next nested section ls_level_5 ps_subsub_heading

Next nested section ls_level_6 ps_subsubsub_heading

Lowest nested section ls_level_8 ps_para_number

To change the role of a title tag:

1. Place your cursor within the title tag2. Click on the Modify Attributes button in the toolbar.3. In the new Modify Attributes window, select the appropriate role in the drop-down

menu. Click the OK button.


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3.6ApplyanddeletetagsinArbortextTo apply tags to existing text:

1. Use cursor to highlight the text you want to tag.2. Click the Insert Markup button in the toolbar.3. In the new Insert Markup window, select the tag you wish to insert from the menu.4. Click the Insert button.


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To delete existing tags:

1. Place your cursor within the tag you wish to delete.2. Click the Delete Markup button in the toolbar (see section 2.3, Catalogue of Arbortext

toolbar icons).

3.7AddIDstotagsIn order for Documentum to catalogue all the content we work with, we need to add IDs to thetags we use in Arbortext. The IDs are like directions that tell Documentum which document you

want that particular piece of content to be part of. The tags that need to be identified are chapter,

section, footnote, and footnoteref tags because these are chucks of content that can be referenced

among documents.

To add an ID to a tag, simply:

1. Place your cursor inside the tag you wish to identify.2. Click the Modify Attributes button in the tool bar.3. In the new Modify Attributes window, in the id: space, type the ID according to

AICPAs conventions.

4. Click the OK button.


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Refer to section 4.1, Catalogue of ID conventions, to see a catalogue of AICPAs ID naming

conventions.

3.8InsertasectioninArbortext1. Place your cursor within the previous section tag or directly after it (depending on

whether you want the new section nested [see section 3.4,Nest sections in Arbortext]).2. Click the Insert Markup button in the toolbar.3. In the new Insert Markup window, select the section tag and click the Insert button4. In the new Modify Attributes window, complete the id and role sections and click

the OK button.


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5. Place your cursor within the new section tag you inserted.6. In the Insert Markup window, select the sectioninfo tag and click the Insert button.7. Place your cursor within the new sectioninfo tag you inserted.8. In the Insert Markup window, select the titleabbrev tag and click the Insert button.9. Place your cursor within the new titleabbrev tag you created. Type the title of the

section.10.Place your cursor outside and to the right of the new titleabbrev tag you created.11.In the Insert Markup window, select the title tag and click the Insert button.12.Place your cursor within the new title tag you created. Type the title of the section.13.Leaving your cursor within the title tag, click on the Modify Attributes button in the

toolbar.

14.In the new Modify Attributes window, select the appropriate role from the drop-downmenu (see section 3.5,Add and format headings in Arbortext) and click the OK button.

3.9InsertaparagraphinArbortext1. Place your cursor where you wish to insert a new paragraph (for example, after the

sectioninfo tag in a new section or after an existing para tag in an existing section).

2. Click on the Insert Markup button in the toolbar.3. In the new Insert Markup window, select the para tag and click the OK button.


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4. Place your cursor within the new para tag you created.5. Click the Modify Attributes button in the toolbar.6. In the new Modify Attributes window, select the appropriate role from the drop-down

menu and click the OK button. (See the following table for a list of commonly used

paragraph roles.)


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ps_para_number For the first paragraphs within a numbered section

ps_indent_0 For paragraphs within unnumbered sections (an appendix, notice

to readers, or preface)For paragraphs following the first paragraph within a numbered

section

ps_indent_2 For paragraphs of block text (used for quotes longer than 5 lines)

ps_indent_hang_2 For numbered and lettered lists

ps_indent_hang_4 For secondary numbered and lettered lists

ps_table_center For table titles

3.10InsertlinksinArbortextThere are two types of links in Arbortext: olink and ulink. The olink is an internal link, meaning

it links to other literature we have within Documentum. All AICPA literature can be linked in

this manner. The ulink is an external link, meaning it links to anything available on the Web thathas a URL.

To insert an olink (internal link):1. Using your cursor, select the text you wish to link.2. Click the Insert Markup button in the toolbar.3. In the new Insert Markup window, select the olink tag4. Click the Insert button.


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5. In the new Modify Attributes window, select the appropriate targetdoc from thedrop-down menu (see table in section 4.1, Catalogue of ID conventions). The target docis the general document within which the content you are linking is located.

6. Type in the appropriate targetptr in the space provided. The target pointer is the ID ofthe content you are linking (see table in section 4.1, Catalogue of ID conventions).



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To insert a ulink (external link):

1. Using your cursor, select the text you wish to link.2. If the text is a URL, press the Ctrl and C keys to copy the text.3. Ensuring that the text is still highlighted, click the Insert Markup button in the toolbar.4. In the new Insert Markup window, select the ulink tag5. Click the Insert button.


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6. In the new Modify Attributes window, in the url: space, type the URL, includinghttp:// or press the Ctrl and P keys to paste the URL.



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3.11InsertfootnotesandfootnotereferencesinArbortextIn Arbortext, footnote tags and text appear within the content as a shaded section of text. If you

wish to repeat the same footnote content elsewhere in the section youre working in, you insert afootnote reference, which creates a link to the original footnote.

To insert a footnote:

1. Place your cursor at the point in the text where you want the footnote to appear.2. Click the Insert Mark-up button in the toolbar.3. In the new Insert Markup window, select the footnote tag.4. Click the Insert button.


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5. In the new Modify Attributes window, type the footnote ID in the id: space and thefootnote label in the label: space. In the role: space, select from the drop-down menu

either character (if the footnote label is a symbol) or number (if the footnote label is a

number).6. Click the OK button.


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7. Place your cursor within the new footnote tag to the right of the footnote label.8. In the Insert Mark-up window, select para.9. Click the Insert button.10.Type the footnote text inside the para tag.


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To insert a footnote reference:

1. Place your cursor at the point in the text where you want the footnote reference to appear.2. Click the Insert Mark-up button in the toolbar.3. In the new Insert Markup window, select the footnoteref tag.4. Click the Insert button.


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5. Click the Modify Attributes button in the toolbar.6. In the new Modify Attributes window, type the ID of the footnote you want to

reference in the linkend: space and the footnote reference label in the label: space.



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3.12InsertrulesinArbortextWe use horizontal rules in our documents to separate blocks of text. You will use them most

often in checklists to set apart Notes and Practice Tips. They can only be used inside para tags.

To insert a horizontal rule:

1. Place your cursor within the para tag where you want the rule to appear.2. Click the Insert Mark-up button in the toolbar.3. In the new Insert Markup window, select the hrule tag.4. Click the Insert button.


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5. Click the Modify Attributes button in the toolbar.6. In the new Modify Attributes window, select from the drop-down menu in the role:

space either rs_full (for a rule that spans the entire page) or rs_half for a rule that

spans half of the page.7. Click the OK button.


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3.13UsetablesinArbortextInsert a table

Tables should be inserted outside of para tags but within the section that precedes it (asopposed to within its own section) because it should be nested within a section.

To insert a table:

1.

Place your cursor outside the para tag you want the table to appear after.2. Click the Insert Mark-up button in the toolbar.3. In the new Insert Markup window, select the table tag.4. Click the Insert button.5. In the new Insert Table window, select the number of columns and rows from the

menus.



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7. Place your cursor inside one new entry tag.8. In the Insert Markup window, select para.9. Click Insert


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10.Repeat steps 79 for each entry tag.11.Type the text for each cell inside each para tag.

Format a table

There are two ways to view tables: with tags or with the grid lines. You can choose the view thatyou find easiest to use.

To view all the table tags (using table markup):

1. Click View in the toolbar.2.

Position your cursor over Tables.3. In the new window, click Table Markup to select it.


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To view the table grid without tags:

1. Click View in the toolbar.2. Position your cursor over Tables.3. In the new window, click Table Markup to deselect it.

Formatting a table in Arbortext is similar to the process for formatting a table in MS Word. TheTable button in the toolbar contains the following options:

Insert a column or row Delete a column or row Span (merge) cells Unspan (divide) cells


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It also gives you the access to the Table Properties window, which allows you to:

Change the column width Align text within the cells (to the top, left, bottom, or right) Modify table and cell borders


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We use the itemizedlist tag to insert bulleted lists, but we use para tags to make numbered

and lettered lists. The reason is that the itemizedlist tag has an option for bullets and em dashes

but not numbers or letters.

To insert a bulleted list:1. Place your cursor outside the para tag of the paragraph you want the list to follow.2. Click the Insert Mark-up button in the toolbar.3. In the new Insert Markup window, select the itemizedlist tag.4. Click the Insert button.

5. In the Insert Markup window, select the para tag.6. Click the Insert button.


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7. Place your cursor inside the new itemizedlist tag but outside the listitem tag.8. Click the Modify Attributes button in the toolbar.9. In the new Modify Attributes window, select from the drop-down menu in the mark:

space bullet. Select from the drop-down menu in the role: space ps_indent_2.


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10.Click the OK button.11.To make several bullet points, copy the listitem tag, place your cursor after the first

listitem tag, and paste the number of bullet points you want.

12.Type your list text within each para tag within each listitem tag.To insert a lettered or numbered list:

1. Place your cursor outside of the para tag of the paragraph that you want the list tofollow.

2. Click the Insert Mark-up button in the toolbar.3. In the new Insert Markup window, select the para tag.4. Click the Insert button.


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5. Place your cursor inside the new para tag.6. Click the Modify Attributes button in the toolbar.7. In the new Modify Attributes window, select from the drop-down menu in the role:

space ps_indent_hang_2.



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9. Type the letter or number you want for the first list point.10.In the Insert Markup window, select the tab tag.11.Click the Insert button.


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12.To make several list points, copy the para tag, place your cursor after the first paratag, and paste the number of list points you want.

13.Be sure to change the letter or number in each list point.3.15ReferencesectionsinArbortextReferencing means copying a section of content from one publication and using it in another

publication. But instead of just making a duplicate of the content (like you would if you used the

copy and paste features of MS Word), referencing allows Documentum to update the referencedsection each time the original section is changed. The smallest chunks of content we can

reference are sections, but we usually reference chapters.

To reference a section:

1. Check out from Documentum the publication that contains the section you want toreference.


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2. Using the nesting window (see section 2.2, Features of Arbortext), collapse the sectionsyou want to copy. This makes it easier to see the sections.

3. Highlight the section of text, right click on it, and click on Copy.

4. Check out from Documentum the publication to which you want add the referencedsection.

5. Place your cursor where you want paste the referenced section, right click on it, and clickon Paste.

6. In the new Arbortext Editor Response window, click on the Reference button. (Clickon the Duplicate button if you only want to paste the section without referencing.)


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4.0 References

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4.1CatalogueofIDconventionsThe following table lists examples of our ID conventions.

Document Target Doc (for linking) ID

Auditing Standard No. 4 ps-pcaob pcoab_as_4

AU section 411 ps au_411

Paragraph .07 of AU section

411

ps au_411.07

Interpretation ps

Paragraph .56 of chapter 1 of

Audit and Accounting Guide

Not-for-ProfitOrganizations (AAG NPO)

aag-npo aag-npo1.56

Appendix G of chapter 1 of

AAG NPO

aag-npo aag-npo1_appG

Scope section of chapter 1

of AAG NPO

aag-npo aag-npo1_scope

Footnote 4 of chapter 1 of

AAG NPO

aag-npo aag-npo1_fn4

Table 4-1 of chapter 4 of

AAG LHI

aag-lhi aag-lhi4_table4-1

Rule 203 of the Professional

Code of Conduct

ps et_203.01

Statement of Position 04-2 tpa acc_10610

Practice Bulletin 11 tpa pb_12110

Documents

Getting Started in Arbortext and Documentum.pdf