Cognos Portfolio

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Step-by-Step Portfolio

Copyright Portfolio version 7.0 This edition published 2001. Copyright (C) 2001 Cognos Incorporated. Portions Copyright (C) Microsoft Corporation, One Microsoft Way, Redmond, Washington 98052-6399 USA. All rights reserved. Portions of this product provided by LEAD Technologies, Inc. Charlotte, NC. Portions Copyright (C) LEAD Technologies, Inc. 1991-1995. ALL RIGHTS RESERVED Sample product images with the pound symbol (#) in the lower right hand corner are copyright (C) 1998 PhotoDisc, Inc. This software/documentation contains proprietary information of Cognos Incorporated. All rights are reserved. Reverse engineering of this software is prohibited. No part of this software/documentation may be copied, photocopied, reproduced, stored in a retrieval system, transmitted in any form or by any means, or translated into another language without the prior written consent of Cognos Incorporated. Cognos, the Cognos logo, Axiant, COGNOSuite, Cognos Upfront, Cognos DecisionStream, Impromptu, NoticeCast, PowerCube, PowerHouse, PowerPlay, Scenario and 4Thought are trademarks or registered trademarks of Cognos Incorporated in the United States and/or other countries. All other names are trademarks or registered trademarks of their respective companies. While every attempt has been made to ensure that the information in this document is accurate and complete, some typographical errors or technical inaccuracies may exist. Cognos does not accept responsibility for any kind of loss resulting from the use of information contained in this document. This document shows the publication date. The information contained in this document is subject to change without notice. Any improvements or changes to either the product or the document will be documented in subsequent editions. U.S. Government Restricted Rights. The software and accompanying materials are provided with Restricted Rights. Use, duplication, or disclosure by the Government is subject to the restrictions in subparagraph (C)(1)(ii) of the Rights in Technical Data and Computer Software clause at DFARS 252.227-7013, or subparagraphs (C) (1) and (2) of the Commercial Computer Software - Restricted Rights at 48CFR52.227-19, as applicable. The Contractor is Cognos Corporation, 67 South Bedford Street, Burlington, MA 01803-5164.

Table of Contents Chapter 1: Design a Briefing Book 7 Get Started with Designing a Briefing Book 7 Overview 7 Switch to Author Mode 8 Create a New Briefing Book 9 Add a Page 9 Link an OLE Object from Another Application 10 Embed an OLE Object from Another Application 11 Insert a Launch Button 12 Insert an Icon 14 Insert Text 15 Insert a Picture 15 Document an Object 16 Make an Object a HotSpot 17 Overview 17 Make an Object Run a Program 18 Make an Object Run a Macro 19 Make an Object Jump to a Page 19 Make an Object Exit Portfolio 20 Make an Object Perform Several Actions 21 Add a Title to a Page 22 Rearrange Pages 23 Add a Background Pattern to a Briefing Book 24 Add a Background Pattern to a Page 25 Add a Background Pattern to an Object 26 Add a Background Picture to a Briefing Book 27 Add a Background Picture to a Page 28 Add a Picture to an Object 29 Move an Object 30 Resize an Object 31 Add Text Over an Object 32 Add a Border to an Object 32 Add an Icon to an Object 33 Show an Object as a Button 34 Maintain Object Order in Layers 35 Chapter 2: How to View a Briefing Book in Portfolio Viewer 37 View a Briefing Book 37 View a Briefing Book: Overview 37 Switch to View Mode 37 Open a Briefing Book 38 Browse Through Pages 39 Use the Table of Contents to Find a Page 39 Get Information About an Object within a Briefing Book 40 Zoom a Page 40 Maximize an Object 40 Use a Hotspot 41 Activate an OLE Object 41

Portfolio Help iii

Add or Copy Information 42 Annotate a Briefing Book 42 Copy an Object 43 Copy a Page 44 Chapter 3: Secure, Distribute and Maintain a Briefing Book 45 Secure a Briefing Book 45 Overview 45 Protect a Briefing Book with a Password 45 Secure a Briefing Book with Access Manager 46 Distribute a Briefing Book 47 Overview 47 How Portfolio Searches for OLE Links: Overview 48 Set the Target Screen Resolution of a Briefing Book 49 Manage the Use of a Briefing Book 50 Package a Briefing Book 51 Send a Briefing Book via E-Mail 51 Save a Briefing Book in a Shared Location 52 Maintain a Briefing Book 52 Update Links 52 Create Smaller Books from a Master Briefing Book 54 Chapter 4: Tips and Tricks 55 Overview 55 Make the Title Page an Interactive Map to the Briefing Book 55 Make Presentations 56 Use Menus in Full-Screen View 57 Add a Shadow Effect to Text 57 Add an Exit Button 58 Drag Objects Between Briefing Books 59 Fix the Appearance of OLE Objects After Resizing Them 59 Work with Links 60 Set a Default OLE Object Type 60 Set Default Directories 61 Set Confirmation of Actions 61 Improve Redrawing Performance 62 Appendix A: Reference Information 63 Command-line Options 63 Overview 63 63 /author (/a) 63 /donotupdatelinks (/nu) 64 /fullscreen (/f) 64 /macro=<macro name> (/m) 64 /maximize (/max) 65 /minimize (/min) 65 /nologo 65 /notify (/n) 65 /quit (/q) 66 /updatelinks (/u) 66 /updatemanuallinks (/um) 67 /view (/v) 67 Pop-up Menus: Overview 67 Page pop-up menu (Display Mode) 68 Page pop-up menu (Edit Mode) 68 Object pop-up menu (Display Mode) 69 Object pop-up menu (Edit Mode) 70

iv Portfolio

Shortcuts 71 Add Object pop-up menu (Edit Mode) 71 PowerBar Buttons 71 Specifications 73 Appendix B: Troubleshooting 75 The access password doesn’t work 75 The command I need isn't available. 75 The Send command (File menu) is unavailable. 75 The Multiple Actions and Controls tabs are unavailable. 75 I can't move pages in the Table of Contents. 75 I can't delete a page. 75 I can't move or resize an object. 75 Fly-by text doesn't appear. 76 The target resolution I chose reduced or enlarged the briefing book too much. 76 I am frequently prompted to zoom briefing books that I open. 76 I am frequently prompted to find the same source files on the LAN. 76 I can't activate OLE objects. 76 Pages are missing. 77 Server Busy messages. 77 Appendix C: Frequently Asked Questions 79 What’s the difference between Author mode and View mode? 79 Why are some commands missing? 79 Can I modify the toolbars in Portfolio? 79 Does Portfolio compensate for different screen resolutions? 79 How many pages can I put in a briefing book? 79 About Passwords 79 Can I protect a briefing book with a password? 79 Can I suppress Essbase passwords when opening PowerPlay reports? 80 About Hotspots 80 What is the HotSpot menu? How do I show it? 80 Can I create a Hotspot that exits Portfolio? 80 About Linking and Embedding 80 What’s the difference between linking and embedding? 80 How does Portfolio re-establish links to unfound source files? 81 How can I activate linked or embedded PowerPlay reports more quickly? 81 Glossary 83 Index 89

Portfolio Help v

vi Portfolio

Chapter 1: Design a Briefing Book

Get Started with Designing a Briefing Book Overview Use Portfolio Author Use Portfolio Author to create and distribute briefing books to other Portfolio users. Portfolio Author users can view your briefing book in View mode or edit your briefing book in Author mode. Portfolio Viewer users can only view and annotate your briefing book in View mode. Depending on the permissions you set, they can also activate and explore OLE objects, add text annotations, and save their changes to your briefing book.

Design Briefing Books A briefing book is a document in which you can link or embed OLE objects, and create objects that perform different actions. Briefing books are interactive, because users can navigate from page to page, and interact with objects, choosing which actions to perform. You can design a briefing book to distribute vital corporate information in an attractive, easy-to-use format. When you design a briefing book, you need to • choose Author mode • set the target screen resolution • decide on a structure • add the information

Set the Target Screen Resolution If you plan to distribute a briefing book to other users, you should set the target resolution to match the resolution of the users’ screens. By matching resolutions, you enable users to view briefing book pages without having to scroll. Users whose screens have different resolutions will need to scroll, or zoom in or out, to see whole pages. If you don’t know the resolution of the users’ screens, or if the users have screens with various resolutions, Portfolio can compensate by setting the zoom level so that, when the briefing book opens, it fits the screen.

Create a Structure The structure of a briefing book should help users to understand the content you are presenting. Here are some tips: • Arrange related information on the same page, or on consecutive pages • Use the first page as a title page • In the background of the title page, show a picture that orients the user to the contents of the briefing book • Over appropriate parts of the picture, add HotSpots that jump to the related pages • Apply Access Manager security to selected pages For example, each page of a briefing book includes a sales report from one of your company’s offices. The background of the first page (the title page) shows a map. Over the location of each office on the map, you insert a HotSpot that jumps to the page dedicated to that office. Access to each page is controlled by user class assignment.

Portfolio Help 7

Chapter 1: Design a Briefing Book

Insert the Information Most briefing books contain linked or embedded information from other applications that users can activate and explore. • Linked objects can be updated whenever the information in the source files changes. And, because linked objects simply represent information in the source file, they take up less storage space in the briefing book than embedded objects. However, to be able to activate linked objects, users must have access to the source files. • Embedded objects are "self-contained," so that users can work independently and don’t need access to the source files. However, because embedded objects include the entire content of their source files, they take up more storage space in the briefing book than linked objects. You can also add many other types of information to briefing books, including • buttons that launch applications • static icons from applications • text • pictures

Related Topics • • • • • • • • • •

"/author (/a)" (p. 63) "/view (/v)" (p. 67) "Switch to Author Mode" (p. 8) "Switch to View Mode" (p. 37) "Embed an OLE Object from Another Application" (p. 11) "Link an OLE Object from Another Application" (p. 10) "Set a Default OLE Object Type" (p. 60) "Create a New Briefing Book" (p. 9) "Open a Briefing Book" (p. 38) "Set the Target Screen Resolution of a Briefing Book" (p. 49)

Switch to Author Mode Description Portfolio Author has two modes: Author mode and View mode. Author mode provides commands for creating new briefing books or editing existing briefing books. You can add pages and objects, and format them the way you want. If you plan to distribute briefing books, you can set permissions for each book. For example, you may want to permit users to activate OLE objects, but prevent them from adding text annotations.

Steps •

From the File menu, click Author Mode.

What if ... •

The Author Mode command is unavailable? You are already in Author mode or you have Portfolio Viewer, which does not include authoring tools.

Related Topics • • • • •

8 Portfolio

"/author (/a)" (p. 63) "/view (/v)" (p. 67) "Switch to View Mode" (p. 37) "Get Started with Designing a Briefing Book" (p. 7) "View a Briefing Book: Overview" (p. 37)

Chapter 1: Design a Briefing Book

Create a New Briefing Book Steps •

In Author mode, from the File menu, click New. The blank page of a new briefing book appears.

What if ... •

You start Portfolio and see the Action dialog box? Click the Create a New Briefing Book button.

Related Topics • • • •

"Open a Briefing Book" (p. 38) "Set the Target Screen Resolution of a Briefing Book" (p. 49) "Get Started with Designing a Briefing Book" (p. 7) "View a Briefing Book: Overview" (p. 37)

Add a Page Steps 1. In Author mode, insert or paste a page as follows: To

Do this:

Insert a new page after the active page

From the Page menu, click Add After.

Insert a new page before the active page

From the Page menu, click Add Before.

Paste a page from the Clipboard after the active page

From the Edit menu, click Paste Page After.

Paste a page from the Clipboard before the active page

From the Edit menu, click Paste Page Before.

2. In the Add Page dialog box, type the page name.

What if ... •

You can’t find the Add After, Add Before, Paste Page After, and Paste Page Before commands? Switch to Author mode, using the Author Mode command (File menu).

Related Topics • • • • • • •

"Add a Background Pattern to a Page" (p. 25) "Add a Background Picture to a Page" (p. 28) "Add a Title to a Page" (p. 22) "Copy a Page" (p. 44) "Rearrange Pages" (p. 23) "Get Started with Designing a Briefing Book" (p. 7) "View a Briefing Book: Overview" (p. 37)

Portfolio Help 9

Chapter 1: Design a Briefing Book

Link an OLE Object from Another Application Description You can link information from OLE applications into briefing books. Users who have access to the source files can update, activate, and explore linked objects.

Example You saved a PowerPlay financial report that you want to include in a briefing book. Because you update the report regularly, you decide to link it so that the updates can be reflected in the briefing book.

Steps to Link Selected Information from an Existing File 1. In the other application, copy the desired information. The information must come from a saved file. 2. Open the briefing book to the desired page. 3. In Author mode, from the Edit menu, click Paste Linked OLE Object.

Steps to Link an Entire Existing File 1. In Author mode, from the Object menu, click Add OLE Object. 2. Select the Create from File option button. 3. In the File box, type the name and location of the desired file, or click Browse to show the Browse dialog box, where you can locate and select the file. 4. Select the Link check box, and click OK.

Tips • • • • •

To prevent View-mode users from activating OLE objects, use the Permissions tab (Book Properties dialog box). To display an OLE object as the icon of its source application, select the Display as Icon check box, which appears in the Add OLE Object dialog box. To restore an OLE object to its normal size, use the Restore Real Size command (Object menu). To copy a briefing book and the source files of its linked objects into a directory so that you can distribute it all together, use the Package Book command (File menu). To save time while linking several objects of the same type into briefing books, set a default OLE object type, using the OLE tab (Preferences dialog box).

What if ... •

•

You want to include an OLE object that can be activated without access to the source file? You need to embed the object. See "Embed an OLE Object from Another Application" (p. 11). You can’t find the Paste Linked OLE Object or Add OLE Object commands? Switch to Author mode, using the Author Mode command (File menu).

Related Topics • • • • • • • • •

10 Portfolio

"/donotupdatelinks (/nu)" (p. 64) "/updatelinks (/u)" (p. 66) "/updatemanuallinks (/um)" (p. 67) "Update Links" (p. 52) "Work with Links" (p. 60) "Embed an OLE Object from Another Application" (p. 11) "Set a Default OLE Object Type" (p. 60) "Get Started with Designing a Briefing Book" (p. 7) "View a Briefing Book: Overview" (p. 37)

Chapter 1: Design a Briefing Book

Embed an OLE Object from Another Application Description You can embed information from OLE applications into briefing books. Users can activate and explore embedded objects without requiring access to the source files.

Example A PowerPlay report shows the sales results from last quarter. You want to include the report in a briefing book for the sales representatives. You decide to embed the report so that the sales representatives can activate it while they’re on the road and lack access to the corporate LAN.

Steps to Embed Selected Information from an Existing File 1. In the other application, copy the desired information. The information need not come from a saved file. 2. Open the briefing book to the desired page. 3. In Author mode, from the Edit menu, click Paste.

Steps to Embed an Entire Existing File 1. In Author mode, from the Object menu, click Add OLE Object. 2. Select the Create from File option button. 3. In the File box, type the name and location of the desired file, or click Browse to show the Browse dialog box, where you can locate and select the file. 4. Clear the Link check box if it is not already cleared, and click OK.

Steps to Embed a New Object 1. In Author mode, from the Object menu, click Add OLE Object. 2. Select the Create New option button if it is not already selected. 3. In the Object Type box, select the type of object to create, and click OK. The object to be embedded appears within its source application or is activated in place within Portfolio. 4. Create the embedded object as desired. For more information, consult the user documentation for the other application. 5. Once the object is finished, exit in one of the following ways If you

Do This:

Created the object in the window of the other application

From the File menu of the other application, click Close or Exit.

Created the object in place within Press Esc, or click outside the Portfolio object.

Related Topics • • • •

"Link an OLE Object from Another Application" (p. 10) "Set a Default OLE Object Type" (p. 60) "Get Started with Designing a Briefing Book" (p. 7) "View a Briefing Book: Overview" (p. 37)

Portfolio Help 11

Chapter 1: Design a Briefing Book

More Info Tips • •

• • •

To prevent View-mode users from activating OLE objects, use the Permissions tab (Book Properties dialog box). To prevent users from activating embedded OLE objects in place, clear the Allow In-Place Activation check box, which appears in the Action tab (Object Properties dialog box) for the selected object. To show an OLE object as the icon of its source application, in the Add OLE Object dialog box, select the Display as Icon check box. To restore an OLE object to its normal size, choose the Restore Real Size command (Object menu). To save time while embedding several objects of the same type into briefing books, set a default OLE object type, using the OLE tab (Preferences dialog box).

What if ... •

•

You want to be able to update the OLE object so that it reflects the latest changes to its source file? You need to link it. See "Link an OLE Object from Another Application" (p. 10). You can’t find the Paste Special command? Switch to Author mode, using the Author Mode command (File menu).

Related Topics • • • • •

"Embed an OLE Object from Another Application" (p. 11) "Link an OLE Object from Another Application" (p. 10) "Set a Default OLE Object Type" (p. 60) "Get Started with Designing a Briefing Book" (p. 7) "View a Briefing Book: Overview" (p. 37)

Insert a Launch Button Description Creating a launch button is a shortcut for assigning a HotSpot action. You can insert a launch button to • launch another application • run a macro, • jump to a particular page • exit Portfolio

Example The title page of a briefing book contains several launch buttons: three jump to other pages in the briefing book, two launch Impromptu reports, one runs a macro, and one exits Portfolio.

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Chapter 1: Design a Briefing Book

Steps 1. In Author mode, from the Object menu, click Add Launch Button. 2. In the Action box, do one of the following: To

Select

And

Launch an application that is registered in the system registry file

Launch Select Using Registry, then click Application or an application in the box. Open Optionally, select Document • the Open Document check box, and click Browse to show the Browse dialog box, where you can select a document to open in the application. • the Prompt for Parameters check box to prompt for command-line options to use when opening the application.

Launch an application

Launch Application or Open Document

Select Using Executable, then click Browse to show the Browse dialog box, where you can locate and select an application to launch. Optionally, select • the Open Document check box, and click Browse to show the Browse dialog box, where you can select a document to open in the application. • the Prompt for Parameters check box to prompt for command-line options to use when opening the application.

Open a specific document in its associated application

Launch Application or Open Document

Select Using Application Associated with Document, then select the Open Document check box and click Browse to show the Browse dialog box, where you can select a document to open. If you want to prompt for command line switches to use when opening the application, select the Prompt for Parameters check box.

Run a macro

Launch Macro Click Browse to show the Browse dialog box, where you can select a macro to run.

Jump to a page

Jump

Exit Portfolio

Exit Portfolio

Click Set to show the Jump to Page dialog box, where you can indicate the type of jump to perform.

Portfolio Help 13

Chapter 1: Design a Briefing Book 3. If you want to document the action, type a label in the Action Label box. 4. Click OK.

Tips • •

To set the size of a launch button as you create it, drag on the page background. When you release the mouse button, click Add Launch Button from the pop-up menu that appears. To resize a launch button to fit its text, choose the Restore Real Size command (Object menu).

What if ... •

You can’t find the Add Launch Button command? Switch to Author mode, using the Author Mode command (File menu).

Related Topics • • • • • • • • •

"Add an Exit Button" (p. 58) "Make an Object Exit Portfolio" (p. 20) "Make an Object Jump to a Page" (p. 19) "Make the Title Page an Interactive Map to the Briefing Book" (p. 55) "Make an Object Run a Macro" (p. 19) "Make an Object Run a Program" (p. 18) "Make an Object Perform Several Actions" (p. 21) "Get Started with Designing a Briefing Book" (p. 7) "View a Briefing Book: Overview" (p. 37)

Insert an Icon Description You can insert a picture of an icon from an executable (.EXE), a dynamic link library (.DLL), or an icon file (.ICO). The icon is static unless you assign actions to it. You can assign actions to icons and other objects. See "Make an Object a HotSpot" (p. 17).

Example You are preparing a briefing book to show the sales results of your company’s software products from last quarter. You include the product icons to indicate the reports that pertain to each product.

Steps 1. In Author mode, from the Object menu, click Add Icon. 2. In the Select Icon dialog box, click Browse to show the Browse dialog box. 3. Locate and select the file that contains the desired icon, and click OK. 4. If you are returned to the Select Icon dialog box, select the desired icon in the Icons box, and click OK.

Tip •

To set the size of an icon object as you create it, drag on the page background. When you release the mouse button, click Add Icon from the pop-up menu that appears.

What if ... •

14 Portfolio

You can’t find the Add Icon command? Switch to Author mode, using the Author Mode command (File menu).

Chapter 1: Design a Briefing Book

Related Topics • •

"Get Started with Designing a Briefing Book" (p. 7) "View a Briefing Book: Overview" (p. 37)

Insert Text Description You can add titles, headings, and descriptive text to organize or enhance the information in a briefing book. Text appears as an object that you can move or resize. You can assign actions to text and other objects. See "Make an Object a HotSpot" (p. 17).

Steps 1. From the Object menu, click Add Text. 2. In the Text box, type the desired text. 3. In the Alignment box, select Left, Center, or Right. 4. In the Positioning box, select Top, Middle, or Bottom, and click OK.

Tips • • •

To change the font or the background pattern of the text, click the Font button in the Add Text dialog box to show the Font dialog box. To set the size of a text object as you create it, drag on the page background. When you release the mouse button, click Add Text from the pop-up menu that appears. To resize a text object to fit its text, choose the Restore Real Size command (Object menu).

Related Topics • • •

"Annotate a Briefing Book" (p. 42) "Get Started with Designing a Briefing Book" (p. 7) "View a Briefing Book: Overview" (p. 37)

Insert a Picture Description You can enhance the look of a briefing book by inserting pictures. For information about the types of pictures Portfolio supports, see the Portfolio product notes.

Example As part of a proposal on manufacturing a new product, you prepare a briefing book that includes a report of projected sales, together with a picture of the prototyped product.

Steps 1. In Author mode, from the Object menu, click Add Picture. 2. Locate and select the desired picture, and click OK.

Tips • •

To set the size of a picture object as you create it, drag on the page background. When you release the mouse button, click Add Picture from the pop-up menu that appears. To restore a picture object to its normal size, choose the Restore Real Size command (Object menu).

Portfolio Help 15

Chapter 1: Design a Briefing Book

What if ... •

•

You want to add a picture to the page background or over an existing object? See "Add a Background Pattern to a Briefing Book" (p. 24), "Add a Background Picture to a Page" (p. 28), or "Add a Picture to an Object" (p. 29). You can’t find the Add Picture command? Switch to Author mode, using the Author Mode command (File menu).

Related Topics • •

"Get Started with Designing a Briefing Book" (p. 7) "View a Briefing Book: Overview" (p. 37)

Document an Object Description Users of briefing books may need to know what the objects in the briefing book represent or do. You can add the following types of information for objects: Type of Information

Description

Object details

Detailed notes that users can view by right-clicking the object, and clicking Properties.

Message

A warning or informative note that appears when a user double-clicks the object.

Fly-by text

A brief description that appears when a user pauses the pointer over the object.

Example You link a PowerPlay report into a briefing book and then add fly-by text telling users to "Click here." When a user clicks the report, a message appears, indicating when the report was last updated.

Steps to Add Details About an Object 1. In Author mode, right-click the desired object, and click Properties. 2. Click the Details tab. 3. In the Object Name box, type the name of the object. 4. In the Notes box, type the information that users will read about the object. 5. Click Close.

Steps to Make an Object Show a Message 1. In Author mode, right-click the desired object, and click Properties. 2. Click the Message tab. 3. In the Message Box Title box, type the text that is to appear in the title bar of the message. 4. Select the Display Message check box, and type the desired message. 5. Click Close.

Steps to Add Fly-by Text for an Object 1. In Author mode, right-click the desired object, and click Properties. 2. Click the Message tab. 3. Select the Show Fly-by Text check box, and type the desired fly-by text. 4. Click Close. 16 Portfolio

Chapter 1: Design a Briefing Book

Tips • • •

To test a message, click Test in the Message tab of the Object Properties dialog box. To change the font used for the message text, click the Message tab from the Object Properties dialog box, and click Font to show the Font dialog box. To document several objects in sequence, leave the Object Properties dialog box open while you select the next object; you don’t need to reopen the Object Properties dialog box each time.

What if ... •

•

You added fly-by text to an object, but it doesn’t show up? Make sure that the object is not selected you pause the pointer over the object for at least a second the Show Fly-by Text check box is selected in the Object Properties dialog box the Show Fly-by Text check box is selected in the Preferences dialog box You can’t find the Properties command? Switch to Author mode, using the Author Mode command (File menu).

Related Topics • • •

"Get Information About an Object within a Briefing Book" (p. 40) "Get Started with Designing a Briefing Book" (p. 7) "View a Briefing Book: Overview" (p. 37)

Make an Object a HotSpot Overview Design HotSpots HotSpots can turn briefing books into powerful, interactive documents. When you click a HotSpot, it might jump to another page, launch a program, run a macro, exit Portfolio, or do several of these things. You can format an object as a HotSpot that performs several actions. You can use its controls to set the action or actions to perform, or you can show its controls in View mode so that View-mode users can decide which action or actions to perform. When you design a HotSpot, you need to • choose the object for the HotSpot • decide whether the object will perform several actions or just one • define the action or actions • set the controls (if the HotSpot performs several actions)

Activate HotSpots To activate a HotSpot, double-click it.

Related Topics • • • • • • •

"Add an Exit Button" (p. 58) "Make an Object Exit Portfolio" (p. 20) "Make an Object Jump to a Page" (p. 19) "Make the Title Page an Interactive Map to the Briefing Book" (p. 55) "Make an Object Run a Macro" (p. 19) "Make an Object Run a Program" (p. 18) "Make an Object Perform Several Actions" (p. 21)

Portfolio Help 17

Chapter 1: Design a Briefing Book

Make an Object Run a Program Description You can format an object as a HotSpot that runs a program. You can open a specific file in the program, prompt the user for parameters with which to run the program, or just run the program.

Example In a briefing book about this year’s sales results, you add a text object that says, "Click here to see last year’s sales results." You format the object as a HotSpot that opens a PowerPlay report showing last year’s sales results.

Steps 1. In Author mode, right-click the desired object, and click Properties. 2. Click the Action tab. 3. In the Action box, select Do Multiple Actions. 4. Click the Multiple Actions tab. 5. Click Add. 6. In the box, select the Launch Application or Open Document option button, and do one of the following: To

Select

Launch an application Using Registry, and select an that is registered in the application in the box. system registry Launch an application

Using Executable, and click Browse to show the Browse dialog box, where you can locate and select the application.

Open a specific document in its associated application

Using Application Associated with Document.

7. If you want to open a specific document or prompt for command-line options to use when opening the application, select one of the following: To

Select

Open a specific document

Open Document, and click Browse to show the Browse dialog box, where you can locate and select the document.

Prompt for command-line options

Prompt for Parameters.

8. If you want to document the action, type a label in the Action Label box. 9. Click OK. 10. Click the Controls tab. 11. In the Show Controls (View Mode) box, select Never. Because this HotSpot performs one action only, you don’t need to display controls. 12. Click Close.

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Chapter 1: Design a Briefing Book

What if ... •

You can’t find the Properties command? Switch to Author mode, using the Author Mode command (File menu).

Related Topics • • •

"Make an Object a HotSpot" (p. 17) "Make an Object Perform Several Actions" (p. 21) "Insert a Launch Button" (p. 12)

Make an Object Run a Macro Description You can format an object as a HotSpot that runs a macro.

Example In your master briefing book, you create a HotSpot that runs a macro. The macro creates several smaller briefing books, each containing only a few of the reports from the master briefing book, and then sends these briefing books to different people.

Steps 1. In Author mode, right-click the desired object, and click Properties. 2. Click the Action tab. 3. In the Action box, select Do Multiple Actions. 4. Click the Multiple Actions tab. 5. Click Add. 6. In the Action box, select Launch Macro. 7. In the Launch Macro box, type the file name of the macro to run, or click Browse to show the Browse dialog box, where you can locate and select the macro. 8. If you want to document the action, type a label in the Action Label box. 9. Click OK. 10. Click the Controls tab. 11. In the Show Controls (View Mode) box, select Never. Because this HotSpot performs one action only, you don’t need to display any controls. 12. Click Close.

What if ... •

You can’t find the Properties command? Switch to Author mode, using the Author Mode command (File menu).

Related Topics • • •

"Make an Object a HotSpot" (p. 17) "Make an Object Perform Several Actions" (p. 21) "Insert a Launch Button" (p. 12)

Make an Object Jump to a Page Description You can format an object as a HotSpot that jumps to a page.

Portfolio Help 19

Chapter 1: Design a Briefing Book

Example Each page of a briefing book includes a sales report from one of your company’s offices. On the background of the first page (the title page), you insert a picture of a map. Then, over each office location on the map, you insert a HotSpot that jumps to the page dedicated to that office.

Steps 1. In Author mode, right-click the desired object, and click Properties. 2. Click the Action tab. 3. In the Action box, select Jump to a Page. 4. Click the Jump tab. 5. Select one of the following option buttons: Jump to Next Page Jump to Previous Page Prompt for Page Skip Pages (type the number of pages to skip) Jump to Page (select the title of the page to jump to) 6. Click Close. To test the jump, position the pointer over the object and double-click.

What if ... •

•

There’s only one page in the briefing book? You can still define an object that jumps pages. The jump is inactive until you add the required number of pages. You can’t find the Properties command? Switch to Author mode, using the Author Mode command (File menu).

Related Topics • • • • • •

"Browse Through Pages" (p. 39) "Use the Table of Contents to Find a Page" (p. 39) "Make the Title Page an Interactive Map to the Briefing Book" (p. 55) "Make an Object a HotSpot" (p. 17) "Make an Object Perform Several Actions" (p. 21) "Insert a Launch Button" (p. 12)

Make an Object Exit Portfolio Description You can format an object as a HotSpot that exits Portfolio.

Steps 1. In Author mode, right-click the desired object, and click Properties. 2. Click the Action tab. 3. In the Action box, select Exit Portfolio. 4. Click Close.

What if ... •

20 Portfolio

You can’t find the Properties command? Switch to Author mode, using the Author Mode command (File menu).

Chapter 1: Design a Briefing Book

Related Topics • • • •

"Add an Exit Button" (p. 58) "Make an Object a HotSpot" (p. 17) "Make an Object Perform Several Actions" (p. 21) "Insert a Launch Button" (p. 12)

Make an Object Perform Several Actions Description You can format an object as a HotSpot that performs several actions. You can use its controls to set the action or actions to perform, or you can show its controls in View mode so that View-mode users can decide which action or actions to perform.

Example In the title page of your briefing book, you add a HotSpot with jumps to every page, each jump with its own option button control. The result is a single HotSpot with which users can jump to any page they choose.

Steps to Make an Object Perform Several Actions 1. In Author mode, right-click the desired object, and click Properties. 2. Click the Action tab. 3. In the Action box, select Do Multiple Actions. 4. If you want to show a command name in the HotSpot menu, type the command name in the Menu Text for Object box. 5. Click the Multiple Actions tab. 6. Click Add to show the HotSpot Action dialog box. 7. In the Action box, select an action for the object to perform. Select

To

Activate Object (Non-static OLE objects only)

Activate the OLE object. (This option button is available only for OLE objects that are not static.) Unless you select this option button, the OLE object loses its ability to activate—it performs only HotSpot actions.

Launch Application or Open Document

Run a program you specify. Complete steps 7 and 8 of "Make an Object Run a Program" (p. 18).

Launch Macro

Run a macro you specify. Complete steps 7 and 8 of "Make an Object Run a Macro" (p. 19).

Jump

Jump to a page. Complete step 5 of "Make an Object Jump to a Page" (p. 19).

Exit Portfolio

Exit Portfolio. Complete step 3 of "Make an Object Exit Portfolio" (p. 20).

8. In the Label box, type a label for the action, and click OK. Action labels appear in the Actions box in the Multiple Actions tab, and next to the controls for the HotSpot. 9. Repeat steps 6 to 8 to define another HotSpot action, or click Close. Portfolio Help 21

Chapter 1: Design a Briefing Book

Steps to Set Controls for an Object That Performs Several Actions 1. In Author mode, right-click a HotSpot that performs several actions, and click Properties. 2. Click the Controls tab. 3. In the Show Controls As box, select the type of controls to use. Select

To

Option Buttons

Show the actions as option buttons. Only one action can be selected.

Check Boxes

Show the actions as check boxes. One or more actions can be selected.

Scrolling List

Show the actions in a list box. Only one action can be selected.

4. In the Place Controls box, select Top, Left, Right, or Bottom. These options place the controls on the top, left, right, or bottom edge of the object. 5. In the Show Controls (Author Mode) box, select Always or Only When Selected. These options determine how the controls are shown in Author mode. You can show the controls at all times or only when the object is selected. 6. In the Show Controls (View Mode) box, select Always, Only When Selected, or Never. These options determine how the controls are shown in View mode. You can show the controls at all times or only when the object is selected, or you can make the controls unavailable. If the controls are unavailable, the settings last chosen in Author mode are used. 7. Click Close.

Note •

Multiple actions are performed in the order shown in the HotSpot Action dialog box. However, under Windows 95 and Windows NT, some actions may finish before previous actions have finished, depending on the speed of the computer and the complexity of the actions.

What if ... • •

You can’t find the Properties command? Switch to Author mode, using the Author Mode command (File menu). You can’t find the Controls tab? Select the Do Multiple Actions option button in the Action tab of the Object Properties dialog box.

Related Topics •

"Make an Object a HotSpot" (p. 17)

Add a Title to a Page Description Page titles appear • in the Table of Contents • outside the bottom-left corner of the page boundary • in the status line

Steps 1. In Author mode, right-click the page background, and click Properties. 2. Click the Title tab.

22 Portfolio

Chapter 1: Design a Briefing Book 3. In the Title box, type a title and click OK.

Notes • •

By default, you are prompted to provide a page title whenever you add a page. You can add a page title at the prompt or accept the default page title (Untitled1, Untitled2, and so on). You can change a page title at any time.

Tip •

To save time, when the page titles all start the same way (such as "FY95 Sales Results for Far East," "FY95 Sales Results for Europe," and so on), set a default page title prefix in the Preferences dialog box.

What if ... •

• •

You defined objects that jump to specific page titles, but you now want to change the page titles? Changing the page titles won’t affect the jumps. You want to add a title on the page itself? Add a text object, and format it appropriately. See "Insert Text" (p. 15) You can’t find the Properties command? Switch to Author mode, using the Author Mode command (File menu).

Related Topics • • • • • • •

"Browse Through Pages" (p. 39) "Use the Table of Contents to Find a Page" (p. 39) "Add a Background Pattern to a Page" (p. 25) "Add a Background Picture to a Page" (p. 28) "Add a Page" (p. 9) "Copy a Page" (p. 44) "Rearrange Pages" (p. 23)

Rearrange Pages Steps 1. In Author mode, in the floating Table of Contents window, click the page that you want to move, then release the mouse button. 2. Drag the selected page to its new location.

Tip •

You can define objects that jump to the previous or next page, or that skip a number of pages. To ensure these objects still jump where you expect, test them whenever you add, move, or remove pages.

What if ... •

The Table of Contents is docked? Position the pointer on the edge of the Table of Contents, and drag it onto the page.

Portfolio Help 23

Chapter 1: Design a Briefing Book

Related Topics • • • • • • •

"Browse Through Pages" (p. 39) "Use the Table of Contents to Find a Page" (p. 39) "Add a Background Pattern to a Page" (p. 25) "Add a Background Picture to a Page" (p. 28) "Add a Page" (p. 9) "Add a Title to a Page" (p. 22) "Copy a Page" (p. 44)

Add a Background Pattern to a Briefing Book Description You can set a default background pattern for • all briefing books, or • the active briefing book The default background pattern shows on all pages, except where you choose to set a different background pattern or no background pattern.

Steps to Set a Default Background Pattern for All Briefing Books 1. In Author mode, from the File menu, click Preferences. 2. Click the Pages tab. 3. In Page Pattern, specify a color or pattern. To

Do this:

Add a solid color

In the Foreground box, click the desired color. In the Pattern box, click the color you clicked in the Foreground box.

Mix two colors

In the Background and Foreground boxes, click the desired colors. In the Pattern box, click a pattern for the color mix.

4. Click OK.

Steps to Set a Default Background Pattern for the Active Briefing Book 1. In Author mode, from the File menu, click Book Properties. 2. Click the Pattern tab. 3. Select one of the following options: None Pattern, which enables you to define a new pattern for the briefing book 4. If you selected the Pattern option in step 3, do one of the following:

24 Portfolio

To

Do this:

Add a solid color

In the Foreground box, click the desired color. In the Pattern box, click the color you clicked in the Foreground box.

Mix two colors

In the Background and Foreground boxes, click the desired colors. In the Pattern box, click a pattern for the color mix.

Chapter 1: Design a Briefing Book 5. Click OK.

Note •

When you set a default background pattern for all briefing books, it appears only in new briefing books, not the active briefing book.

What if ... • •

You want to override the default background pattern on one or two pages? See "Add a Background Pattern to a Page" (p. 25). You can’t find the Properties or Book Properties commands? Switch to Author mode, using the Author Mode command (File menu).

Related Topics • • • • • • • • • • • • • •

"Add a Background Picture to a Briefing Book" (p. 27) "Add a Background Pattern to an Object" (p. 26) "Add a Border to an Object" (p. 32) "Add a Picture to an Object" (p. 29) "Add an Icon to an Object" (p. 33) "Add Text Over an Object" (p. 32) "Maintain Object Order in Layers" (p. 35) "Show an Object as a Button" (p. 34) "Add a Background Pattern to a Page" (p. 25) "Add a Background Picture to a Page" (p. 28) "Add a Page" (p. 9) "Add a Title to a Page" (p. 22) "Copy a Page" (p. 44) "Rearrange Pages" (p. 23)

Add a Background Pattern to a Page Description You can add a background pattern to a specific page, or, if a default background pattern appears, you can override it on a specific page.

Steps 1. In Author mode, right-click the page background, and click Properties. 2. Click the Pattern tab. 3. Select one of the following options: None Default for this Book, which shows the pattern specified in the Book Properties dialog box Pattern, which enables you to define a new pattern for the page 4. If you selected the Pattern option in step 3, do one of the following: To

Do this:

Add a solid color

In the Foreground box, click the desired color. In the Pattern box, click the color you clicked in the Foreground box.

Mix two colors

In the Background and Foreground boxes, click the desired colors. In the Pattern box, click a pattern for the color mix.

Portfolio Help 25

Chapter 1: Design a Briefing Book 5. Click OK.

What if ... •

You can’t find the Properties command? Switch to Author mode, using the Author Mode command (File menu).

Related Topics • • • • • • • • • • • • • •

"Add a Background Pattern to a Briefing Book" (p. 24) "Add a Background Picture to a Briefing Book" (p. 27) "Add a Background Pattern to an Object" (p. 26) "Add a Border to an Object" (p. 32) "Add a Picture to an Object" (p. 29) "Add an Icon to an Object" (p. 33) "Add Text Over an Object" (p. 32) "Maintain Object Order in Layers" (p. 35) "Show an Object as a Button" (p. 34) "Add a Background Picture to a Page" (p. 28) "Add a Page" (p. 9) "Add a Title to a Page" (p. 22) "Copy a Page" (p. 44) "Rearrange Pages" (p. 23)

Add a Background Pattern to an Object Steps 1. In Author mode, right-click the desired object, and click Properties. 2. Click the Appearance tab. 3. In the Background box, select one of the following options: None, which gives the object a transparent background Pattern, which enables you to define a pattern for the object 4. If you selected the Pattern option in step 3, do one of the following: To

Do this:

Add a solid color

In the Foreground box, click the desired color. In the Pattern box, click the color you clicked in the Foreground box.

Mix two colors

In the Background and Foreground boxes, click the desired colors. In the Pattern box, click a pattern for the color mix.

5. Click Close.

What if ... •

26 Portfolio

You can’t find the Properties command? Switch to Author mode, using the Author Mode command (File menu).

Chapter 1: Design a Briefing Book

Related Topics • • • • • • • • • • • • • •

"Add a Background Pattern to a Briefing Book" (p. 24) "Add a Background Picture to a Briefing Book" (p. 27) "Add a Border to an Object" (p. 32) "Add a Picture to an Object" (p. 29) "Add an Icon to an Object" (p. 33) "Add Text Over an Object" (p. 32) "Maintain Object Order in Layers" (p. 35) "Show an Object as a Button" (p. 34) "Add a Background Pattern to a Page" (p. 25) "Add a Background Picture to a Page" (p. 28) "Add a Page" (p. 9) "Add a Title to a Page" (p. 22) "Copy a Page" (p. 44) "Rearrange Pages" (p. 23)

Add a Background Picture to a Briefing Book Description You can set a default background picture for • all briefing books, or • the active briefing book The default background picture shows on all pages, except where you choose to set a different background picture or no background picture. For information about the types of pictures Portfolio supports, see the Portfolio product notes.

Steps to Set a Default Background Picture for All Briefing Books 1. In Author mode, from the File menu, click Preferences. 2. Click the Pages tab. 3. Under Picture, click Browse to show the Browse dialog box, where you can locate and select a picture. 4. Click OK.

Steps to Set a Default Background Picture for the Active Briefing Book 1. In Author mode, from the File menu, click Book Properties. 2. Click the Picture tab. 3. Select one of the following options: None From the File, which enables you to define a new picture for the briefing book 4. If you selected the From the File option in step 3, click Browse to show the Browse dialog box, where you can locate and select the picture. 5. Click OK.

Note •

When you set a default background picture for all briefing books, it appears only in new briefing books, not in the active briefing book.

What if ... • •

You want to override the default background picture on one or two pages? See "Add a Background Picture to a Page" (p. 28). You can’t find the Properties or Book Properties commands? Switch to Author mode, using the Author Mode command (File menu). Portfolio Help 27

Chapter 1: Design a Briefing Book

Related Topics • • • • • • • • • • • • • •

"Add a Background Pattern to a Briefing Book" (p. 24) "Add a Background Pattern to an Object" (p. 26) "Add a Border to an Object" (p. 32) "Add a Picture to an Object" (p. 29) "Add an Icon to an Object" (p. 33) "Add Text Over an Object" (p. 32) "Maintain Object Order in Layers" (p. 35) "Show an Object as a Button" (p. 34) "Add a Background Pattern to a Page" (p. 25) "Add a Background Picture to a Page" (p. 28) "Add a Page" (p. 9) "Add a Title to a Page" (p. 22) "Copy a Page" (p. 44) "Rearrange Pages" (p. 23)

Add a Background Picture to a Page Description You can add a background picture to a specific page, or, if a default background picture appears, you can override it on a specific page. For information about the types of pictures Portfolio supports, see the Portfolio product notes.

Steps 1. In Author mode, right-click the page background, and click Properties. 2. Click the Picture tab. 3. Select one of the following options: None Default for this Book, which shows the picture specified in the Book Properties dialog box From the File, which enables you to define a new picture for the page 4. If you selected the From the File option in step 3, click Browse to show the Browse dialog box, where you can locate and select the picture. 5. Click OK.

What if ... •

28 Portfolio

You can’t find the Properties command? Switch to Author mode, using the Author Mode command (File menu).

Chapter 1: Design a Briefing Book

Related Topics • • • • • • • • • • • • • •

"Add a Background Pattern to a Briefing Book" (p. 24) "Add a Background Picture to a Briefing Book" (p. 27) "Add a Background Pattern to an Object" (p. 26) "Add a Border to an Object" (p. 32) "Add a Picture to an Object" (p. 29) "Add an Icon to an Object" (p. 33) "Add Text Over an Object" (p. 32) "Maintain Object Order in Layers" (p. 35) "Show an Object as a Button" (p. 34) "Add a Background Pattern to a Page" (p. 25) "Add a Page" (p. 9) "Add a Title to a Page" (p. 22) "Copy a Page" (p. 44) "Rearrange Pages" (p. 23)

Add a Picture to an Object Description You can add a picture to any object. For information about the types of pictures Portfolio supports, see the Portfolio product notes.

Steps 1. In Author mode, right-click the desired object, and click Properties. 2. Click the Picture tab. 3. Select the Show Picture From File option button. 4. Click Browse to show the Browse dialog box, where you can locate and select the picture. 5. Click Close.

Note •

When you add a picture to an OLE object or an object with an icon, the picture is shown in place of the OLE object or icon's native picture.

Tip •

To conceal an OLE object, you can cover it with a picture. To see the underlying OLE object, activate it.

What if ... •

You can’t find the Properties command? Switch to Author mode, using the Author Mode command (File menu).

Portfolio Help 29

Chapter 1: Design a Briefing Book

Related Topics • • • • • • • • • • • • • • •

"Add a Background Pattern to a Briefing Book" (p. 24) "Add a Background Picture to a Briefing Book" (p. 27) "Add a Background Pattern to an Object" (p. 26) "Add a Border to an Object" (p. 32) "Add an Icon to an Object" (p. 33) "Add Text Over an Object" (p. 32) "Maintain Object Order in Layers" (p. 35) "Show an Object as a Button" (p. 34) "Insert a Picture" (p. 15) "Add a Background Pattern to a Page" (p. 25) "Add a Background Picture to a Page" (p. 28) "Add a Page" (p. 9) "Add a Title to a Page" (p. 22) "Copy a Page" (p. 44) "Rearrange Pages" (p. 23)

Move an Object Description You can move an object by • dragging it • setting its exact position • nudging it, using the arrow keys

Step to Drag an Object •

In Author mode, drag the desired object to the new location.

Steps to Set the Exact Position of an Object 1. In Author mode, right-click the desired object, and click Properties. 2. Click the Size tab. 3. In the Position box, type values for the following options, or click the arrows to select values: Use

To

Horizontal (pixels)

Specify the number of pixels between the object and the left side of the page.

Vertical (pixels)

Specify the number of pixels between the object and the top of the page.

4. Click Close.

Steps to Nudge an Object One Pixel at a Time 1. In Author mode, select the desired object. 2. Press the Up, Down, Left, or Right arrow key on the keyboard.

Tip •

30 Portfolio

To duplicate an object, press the Ctrl key while you drag it.

Chapter 1: Design a Briefing Book

What if ... • •

You can’t select the object that you want to move? Switch to Author mode, using the Author Mode command (File menu). You can’t find the Properties command? Switch to Author mode, using the Author Mode command (File menu).

Related Topics • • •

"Copy an Object" (p. 43) "Fix the Appearance of OLE Objects After Resizing Them" (p. 59) "Resize an Object" (p. 31)

Resize an Object Description You can change the size of an object by drag-sizing it or by setting its exact size.

Steps to Drag-Size an Object 1. In Author mode, select the desired object. 2. Position the pointer over a drag handle, and drag the object to the desired size.

Steps to Set the Exact Size of an Object 1. In Author mode, right-click the desired object, and click Properties. 2. Click the Size tab. 3. In the Size box, type values for the following options, or click the arrows to select values: Use

To

Width (pixels)

Specify the width of the object in pixels.

Height (pixels)

Specify the height of the object in pixels.

4. Click Close.

Notes • •

The minimum size of an object is the size of a system icon (usually 32 pixels square). The maximum size of an object is equal to the page dimensions.

What if ... • •

You can’t select the object that you want to resize? Switch to Author mode, using the Author Mode command (File menu). You can’t find the Properties command? Switch to Author mode, using the Author Mode command (File menu).

Related Topics • • •

"Copy an Object" (p. 43) "Fix the Appearance of OLE Objects After Resizing Them" (p. 59) "Move an Object" (p. 30)

Portfolio Help 31

Chapter 1: Design a Briefing Book

Add Text Over an Object Description Example You add the text "Improved results in Q2!" over an important embedded PowerPlay financial report.

Steps 1. In Author mode, right-click the desired object, and click Properties. 2. Click the Text tab. 3. Select the Display Text check box, and type the desired text. 4. In the Alignment box, select Left, Center, or Right. 5. In the Positioning box, select Top, Middle, or Bottom. 6. Click Close.

Notes • •

Text appears over any other formatting applied to the object. You can edit existing text objects, but you cannot add text over them.

Tip •

To change the font or the background pattern of the text, click the Font button in the Text tab to show the Font dialog box.

What if ... •

You can’t find the Properties command? Switch to Author mode, using the Author Mode command (File menu).

Related Topics • • • • • • • •

"Add a Background Pattern to an Object" (p. 26) "Add a Border to an Object" (p. 32) "Add a Picture to an Object" (p. 29) "Add an Icon to an Object" (p. 33) "Maintain Object Order in Layers" (p. 35) "Show an Object as a Button" (p. 34) "Annotate a Briefing Book" (p. 42) "Insert Text" (p. 15)

Add a Border to an Object Description When you create an object, Portfolio gives it a thin, black border. You can remove the border altogether, or you can change it. The border can be • up to 100 pixels wide • a solid color or a mixture of two colors • edged on the inside or outside

Example The most important component of your briefing book is a linked Impromptu inventory report. You highlight it by adding a three-pixel-wide yellow border with inside and outside edging in black.

32 Portfolio

Chapter 1: Design a Briefing Book

Steps 1. In Author mode, right-click the desired object, and click Properties. 2. Click the Appearance tab. 3. In the Border box, click the Pattern option button. 4. Choose a color for the border. To

Do this:

Add a solid color

In the Foreground box, click the desired color. In the Pattern box, click the color you clicked in the Foreground box.

Mix two colors

In the Background and Foreground boxes, click the desired colors. In the Pattern box, click a pattern for the color mix.

5. In the Width box, type a width for the border, or click the arrows to select a width. You can select a width between 1 and 100 pixels. 6. To add an outside or inside edge to the border, select the Draw Outside Edge check box, the Draw Inside Edge check box, or both, and click a color in the Edge Color box. 7. Click Close.

Tips • •

To remove the border from an object, right-click the object, and click Show Border to deselect it. To format an object with a window-like frame, add a three-pixel-wide border with inside and outside edging in black.

What if ... •

You can’t find the Properties command? Switch to Author mode, using the Author Mode command (File menu).

Related Topics • • • • • •

"Add a Background Pattern to an Object" (p. 26) "Add a Picture to an Object" (p. 29) "Add an Icon to an Object" (p. 33) "Add Text Over an Object" (p. 32) "Maintain Object Order in Layers" (p. 35) "Show an Object as a Button" (p. 34)

Add an Icon to an Object Description You can add a static icon to an object, or show an OLE object as its native icon (the icon of the application that created it).

Steps to Add an Icon to an Object 1. In Author mode, right-click the desired object, and click Properties. 2. Click the Picture tab. 3. Select the Show Icon option. 4. Click Change. 5. In the Select Icon dialog box, click Browse to show the Browse dialog box. 6. Locate and select the file that contains the desired icon, and click Open. Portfolio Help 33

Chapter 1: Design a Briefing Book 7. If you are returned to the Select Icon dialog box, select the desired icon in the Icons box, and click OK. 8. Click Close.

Step to Show an OLE Object as Its Native Icon •

In Author mode, right-click the OLE object, and click Show as Icon.

Note •

When you add an icon to an OLE object or an object with a picture, the icon appears instead of the OLE object or picture.

Tip •

To conceal an OLE object, you can cover it with an icon. To see the underlying OLE object, activate it.

What if ... •

You can’t find the Properties or Show as Icon commands? Switch to Author mode, using the Author Mode command (File menu).

Related Topics • • • • • • •

"Add a Background Pattern to an Object" (p. 26) "Add a Border to an Object" (p. 32) "Add a Picture to an Object" (p. 29) "Add Text Over an Object" (p. 32) "Maintain Object Order in Layers" (p. 35) "Show an Object as a Button" (p. 34) "Insert an Icon" (p. 14)

Show an Object as a Button Description Example You want to encourage users to click an embedded PowerPlay financial report to activate it, so you format it as a button.

Steps •

In Author mode, right-click the desired object, and click Show as Button.

Tip •

To insert a HotSpot that shows as a button, use the Add Launch Button command (Object menu).

What if ... •

34 Portfolio

You can’t find the Show as Button command? Switch to Author mode, using the Author Mode command (File menu).

Chapter 1: Design a Briefing Book

Related Topics • • • • • • •

"Add a Background Pattern to an Object" (p. 26) "Add a Border to an Object" (p. 32) "Add a Picture to an Object" (p. 29) "Add an Icon to an Object" (p. 33) "Add Text Over an Object" (p. 32) "Maintain Object Order in Layers" (p. 35) "Insert a Launch Button" (p. 12)

Maintain Object Order in Layers Description Maintains the order in which objects are layered so that a View-mode user can select an object without it moving to the front.

Example You want a picture to serve as a background to several launch buttons without defining the picture as a default background. You can use the object layering feature in Portfolio to ensure that the picture and launch buttons maintain their respective positions.

Steps 1. In Author mode, from the File menu, click Book Properties and then click the Permissions tab. 2. Clear the Allow Objects to Move to Front When Clicked check box.

What if ... •

You can’t find the Book Properties command? Switch to Author mode, using the Author Mode command (File menu).

Related Topics • • •

"Add a Background Pattern to a Briefing Book" (p. 24) "Add a Background Picture to a Briefing Book" (p. 27) "Make an Object a HotSpot" (p. 17)

Portfolio Help 35

Chapter 1: Design a Briefing Book

36 Portfolio

Chapter 2: How to View a Briefing Book in Portfolio Viewer

View a Briefing Book View a Briefing Book: Overview Browse a Briefing Book Briefing books are a convenient way to distribute vital corporate information online in an attractive, easy-to-use format. A briefing book works like a real book. Each window of information is called a page. You can browse through pages, or you can find a specific page using the Table of Contents. Unlike a real book, however, a briefing book can contain • HotSpots that you use to perform specific actions • information that is linked to or embedded from other applications

Related Topics • • • • • • • • • • • • • •

"Browse Through Pages" (p. 39) "Use the Table of Contents to Find a Page" (p. 39) "/author (/a)" (p. 63) "/view (/v)" (p. 67) "Switch to Author Mode" (p. 8) "Switch to View Mode" (p. 37) "Document an Object" (p. 16) "Get Information About an Object within a Briefing Book" (p. 40) "Create a New Briefing Book" (p. 9) "Open a Briefing Book" (p. 38) "Set the Target Screen Resolution of a Briefing Book" (p. 49) "Command-line Options" (p. 63) "Maximize an Object" (p. 40) "Zoom a Page" (p. 40)

Switch to View Mode Description Portfolio Author has two modes: Author mode and View mode. Portfolio Viewer is an installation of Portfolio that only opens in View mode. View mode provides the commands you need to view existing briefing books. You can browse through pages or locate a specific page. Depending on the permissions set by the briefing book author, you may also be able to activate and explore OLE objects, add text annotations, and save your changes.

Steps •

From the File menu, click View Mode.

Portfolio Help 37

Chapter 2: How to View a Briefing Book in Portfolio Viewer

What if ... •

The View Mode command is not available? You are already in View mode.

Related Topics • • • • •

"/author (/a)" (p. 63) "/view (/v)" (p. 67) "Switch to Author Mode" (p. 8) "Get Started with Designing a Briefing Book" (p. 7) "View a Briefing Book" (p. 37)

Open a Briefing Book Description A briefing book may be secured either by Portfolio or by Access Manager. If secured by Portfolio, security applies to the entire briefing book and not to individual pages. If secured by Access Manager, some or all of the pages in a briefing book may be secured by user class assignment. You can open the pages for your user class by typing the correct logon information. If you have not already done so you must first use the Access Manager Configuration tool on your computer to specify the source of authentication data. For more information about Access Manager configuration, ask your Access Manager administrator.

Steps to Open a Briefing Book 1. From the File menu, click Open. 2. From the Edit Existing Book box, select the briefing book you want and then click Open.

Steps to Open a Briefing Book Secured by Portfolio •

In the Password box, type the password and then click OK. If Portfolio is set to open in View mode, you must type the access password. If Portfolio is set to open in Author mode, you must type the edit password. If you do not know the password, ask the briefing book author for it.

Steps to Open Secured Briefing Book Pages •

In the Cognos Logon dialog box, type your user ID and password, and then click Log On. If you belong to more than one user class and the User Class dialog box appears, select the user class you want, and then click OK. If you do not want to view the secured pages, then click Cancel. Only the pages that are not secured are visible.

What if ... •

You start Portfolio, and the Action dialog box appears? Click

38 Portfolio

To View an Existing Briefing Book

Open a briefing book in View mode.

Edit an Existing Briefing Book

Open a briefing book in Author mode.

Chapter 2: How to View a Briefing Book in Portfolio Viewer •

•

• •

You do not want to be prompted for security information? From the File menu, click Preferences. In the Startup tab, click Open as Unknown User. The next time you open a briefing book with Access Manager security, you are not prompted for security information. Only the pages that are not secured are visible. If you want to view the secured pages accessible by your user class, from the File menu, click Change Security and then type your user ID and password. Note: If all pages of the briefing book are secured, Portfolio prompts you for security information. Type the security information to view the book or click Cancel to close the briefing book. You are prompted to adjust the resolution of the briefing book? Click Zoom to optimize the resolution level of the briefing book for your screen, or click Don’t Zoom to show the briefing book at the resolution set in the Preferences dialog box. You are prompted to find the source files of linked objects? Click Change Source to browse for the source files. The access password does not work? Portfolio may be in Author mode. Close the Password box and switch to View mode using the View Mode command (File menu).

Related Topics • • • •

"Create a New Briefing Book" (p. 9) "Set the Target Screen Resolution of a Briefing Book" (p. 49) "Get Started with Designing a Briefing Book" (p. 7) "View a Briefing Book" (p. 37)

Browse Through Pages Steps •

From the Page menu, click Next, Previous, First, Last, or Goto. The Goto command shows the Goto dialog box, where you can click the title of the desired page.

What if ... • •

The First and Previous commands are not available? You are showing the first page, or only one page exists. The Next and Last commands are not available? You are showing the last page, or only one page exists.

Related Topics • • •

"Use the Table of Contents to Find a Page" (p. 39) "Get Started with Designing a Briefing Book" (p. 7) "View a Briefing Book" (p. 37)

Use the Table of Contents to Find a Page Description You can go to a specific page by clicking its title in the Table of Contents.

Example You open a briefing book and go directly to page 6, "Finance Reports," by clicking its title in the Table of Contents.

Steps •

In the Table of Contents, click the title of the desired page.

Portfolio Help 39

Chapter 2: How to View a Briefing Book in Portfolio Viewer

Related Topics • • •

"Browse Through Pages" (p. 39) "Get Started with Designing a Briefing Book" (p. 7) "View a Briefing Book" (p. 37)

Get Information About an Object within a Briefing Book Description When you use a briefing book, you can review the properties of objects within the briefing book.

Step to Look Up Properties of an Object •

Right-click the object, and click Properties. The Object Properties dialog box appears. You can browse the tabs to see information about the object.

What if ... •

You want to change the properties of an object, but the Object Properties dialog box controls cannot be changed? Switch to Author mode, using the Author Mode command (File menu). In View mode, the controls cannot be changed, unless the selected object is a text annotation, in which case the Text tab controls can be changed.

Related Topics • • •

"Document an Object" (p. 16) "Get Started with Designing a Briefing Book" (p. 7) "View a Briefing Book" (p. 37)

Zoom a Page Step to Zoom a Page •

In the zoom box in the Page Toolbar, click a zoom level.

Steps to Zoom a Page Using a Custom Zoom Level 1. From the View menu, click Zoom, and click Custom. 2. Type a zoom level between 25% and 300%, and click OK.

Related Topics • • •

"Get Started with Designing a Briefing Book" (p. 7) "View a Briefing Book" (p. 37) "Maximize an Object" (p. 40)

Maximize an Object Description To see a selected picture, icon, or OLE object clearly, you can maximize it to fill the entire Portfolio window.

Steps 1. Shift+click to select the desired picture, icon, or OLE object. 2. From the Object menu, click Maximize.

40 Portfolio

Chapter 2: How to View a Briefing Book in Portfolio Viewer

What if ... •

The Maximize command is unavailable? Either no picture, icon, or OLE object is selected more than one object is selected the selected object, shown as a button, cannot be maximized

Related Topics • • •

"Get Started with Designing a Briefing Book" (p. 7) "View a Briefing Book" (p. 37) "Zoom a Page" (p. 40)

Use a Hotspot Description A HotSpot is an object that can jump to another page, launch a program, run a macro, exit Portfolio, or do several of these things. Some HotSpots that can perform multiple actions offer controls that enable you to select the action or actions to perform.

Example The first page of a briefing book is formatted as a title page with HotSpots that jump to the other pages. You click a HotSpot to go to the page you want.

Step to Activate a Hotspot •

Double-click an object when the pointer changes to a plus sign.

Steps to Set Controls for a Hotspot 1. If the controls are not visible, Shift+click to select the HotSpot. The controls appear next to the HotSpot. 2. Select the desired action or actions. If the controls are check boxes, you can select one or more actions. If the controls are option buttons or a scrolling list, you can select only one action. 3. Click outside the HotSpot. The actions are set for the next time you activate the HotSpot.

Note •

If a HotSpot is formatted as a button, you need only click it to activate it.

Tips •

To get information about a HotSpot (or any other object), right-click it, and click Properties.

Related Topics • • •

"Get Started with Designing a Briefing Book" (p. 7) "View a Briefing Book" (p. 37) "Command-line Options" (p. 63)

Activate an OLE Object Description OLE objects are linked or embedded information from another application. You can activate and explore OLE objects to get more information or to make changes.

Portfolio Help 41

Chapter 2: How to View a Briefing Book in Portfolio Viewer

Example You activate a linked PowerPlay financial report so that you can investigate what caused an increase in last month’s earnings-per-share ratio.

Steps •

Double-click an object when the pointer changes.

Note •

If you activate an OLE object in View mode, you may or may not be able to save your changes, depending on the capabilities that the designer of the briefing book gave you.

Tip •

To get information about an OLE object (or any other object), right-click it, and click Properties.

What if ... •

You cannot activate a linked object? Either •

you do not have a copy of the application that created the file, or

•

•

Portfolio cannot find the source file of the linked object, or you do not have appropriate access privileges. The designer of the briefing book can provide the location of the source file so that you can add it to your link search paths, or provide a copy of the source file so that you can save it with the briefing book. You cannot activate any OLE objects? The designer of the briefing book may have prevented you from doing so.

Related Topics • • •

"Get Started with Designing a Briefing Book" (p. 7) "View a Briefing Book" (p. 37) "Command-line Options" (p. 63)

Add or Copy Information Annotate a Briefing Book Description In View mode, you cannot edit existing text, but you can add your own text annotations if the designer of the briefing book gave you the required permissions. You can always edit your text annotations unless they are changed in Author mode.

Example You add a text annotation to remind yourself that a linked PowerPlay financial report is updated every Monday morning.

Steps 1. From the Object menu, click Add Text. 2. In the Text box, type the text that is to appear on the page, and click OK.

42 Portfolio

Chapter 2: How to View a Briefing Book in Portfolio Viewer

Note •

Annotations are automatically saved in a file having the same name as the briefing book, but with the .PBA extension. The annotation file is saved in the working directory specified in the Preferences dialog box or, if no working directory is specified, in the directory where Portfolio is located. To send your annotations to another user, you must send the annotation file with the briefing book.

Tips • •

To set the initial size of a text object, drag on the page background. When you release the mouse button, click Add Text from the pop-up menu that appears. To change the font or the background pattern of the text, click the Font button in the Add Text dialog box to show the Font dialog box.

Related Topics •

"Insert Text" (p. 15)

Copy an Object Description You can choose how to copy an object depending on how you intend to use it. • Use the Copy command to copy an object to a briefing book, or link or embed it into another application. When you use the Copy command, the OLE object remains nested within a briefing book object. • Use the Copy As command to link or embed an OLE object into another application exactly as it appears in the briefing book (not as a nested object).

Example A briefing book contains a linked spreadsheet that you want to use in a word processor document. You select the spreadsheet in Portfolio, use the Copy As command, switch to the word processor, and link the spreadsheet directly into the document.

Steps to Copy a Non-OLE Object 1. Press Shift+click to select the object. 2. From the Edit menu, click Copy. The object is copied to the clipboard and can be pasted elsewhere.

Steps to Copy an OLE Object 1. Press Shift+click to select the object. 2. Do one of the following: To

Do this:

Paste the object in another briefing book

From the Edit menu, click Copy.

Link or embed the object (nested within a briefing book object) in another application

From the Edit menu, click Copy.

Link or embed the object in another application exactly as it appears in the briefing book (not as a nested object)

From the Edit menu, click Copy As.

Tips •

To link the object to the briefing book or application, use the Paste Special command from the Edit menu in the target application.

Portfolio Help 43

Chapter 2: How to View a Briefing Book in Portfolio Viewer

Notes • •

You can embed objects copied from any briefing book. You can link objects only when you copy them from saved briefing books. In Author mode, you can Ctrl+click to select several objects for copying.

Related Topics • • •

"Fix the Appearance of OLE Objects After Resizing Them" (p. 59) "Move an Object" (p. 30) "Resize an Object" (p. 31)

Copy a Page Description You can copy a page, with all its objects, to use in another briefing book, or to link or embed in another application.

Example You designed a title page that you decide to use in several briefing books. You copy the title page and paste it at the beginning of the other briefing books.

Steps 1. Go to the desired page. 2. From the Edit menu, click Copy Page. The page is copied to the Clipboard and can be pasted elsewhere.

Note •

You can embed pages copied from any briefing book, but you can link pages only when you copy them from saved briefing books.

Related Topics • • • • • • • • •

44 Portfolio

"Copy an Object" (p. 43) "Fix the Appearance of OLE Objects After Resizing Them" (p. 59) "Move an Object" (p. 30) "Resize an Object" (p. 31) "Add a Background Pattern to a Page" (p. 25) "Add a Background Picture to a Page" (p. 28) "Add a Page" (p. 9) "Add a Title to a Page" (p. 22) "Rearrange Pages" (p. 23)

Chapter 3: Secure, Distribute and Maintain a Briefing Book

Secure a Briefing Book Overview To secure a briefing book in Portfolio you can • protect a briefing book with a password • restrict access to selected briefing book pages by specifying eligible user classes defined in Access Manager

Related Topics • • •

"Manage the Use of a Briefing Book" (p. 50) "Protect a Briefing Book with a Password" (p. 45) "Secure a Briefing Book with Access Manager" (p. 46)

Protect a Briefing Book with a Password Description You can set two types of passwords for a briefing book: an access password and an edit password. An access password prevents unauthorized users from opening the briefing book; an edit password prevents unauthorized users from using the briefing book in Author mode, where they could make changes.

Example Your briefing book doesn’t contain sensitive information, but you want to ensure that users stay in View mode so that they cannot override the permissions you set. You assign an edit password, but no access password.

Steps 1. From the File menu, click Book Properties. 2. Click the Security tab. 3. In the Book Security box, select one or both of the following check boxes: •

Assign an Access Password

•

Assign an Edit Password

4. Type the password(s) you want to use. 5. Click OK.

What if ... •

You want to protect an individual object? In some cases, you can set password protection for an individual OLE object through its source application. When an OLE object has its own password, users are prompted for the password whenever they update or activate the object in Portfolio.

Portfolio Help 45

Chapter 3: Secure, Distribute and Maintain a Briefing Book

Related Topics • • •

"Manage the Use of a Briefing Book" (p. 50) "Secure a Briefing Book with Access Manager" (p. 46) "Secure a Briefing Book" (p. 45)

Secure a Briefing Book with Access Manager Description You can use Access Manager to secure pages of your briefing book by assigning pre-defined user classes to each page. Only members of the assigned user class can open the specified pages. Briefing book pages are renumbered to match the current user class view.

Example You create a briefing book for your employees and the company president. You include a report on employee performance for the president and you do not want employees to view this report. You secure the page using the president's user class that is pre-defined in Access Manager. This restricts employees' access to this page and enables the president to open it.

Steps In Access Manager •

In Access Manager, create the desired user class hierarchy for the selected namespace. If you are using an authentication file (.aut) for your authentication data source, create the desired user class hierarchy and specify a runtime configuration name for the file. If you do not know how to set up users and user classes within a namespace or authentication file, see the Access Manager online Help. If you do not have access to Access Manager, see your administrator.

In Portfolio Author 1. From the File menu, click Book Properties. 2. Click the Security tab. 3. In the Page Security dialog box, select the Use Access Manager check box. 4. In the Access Manager Configuration Name box, enter the namespace. If you are using an .aut file, type its runtime configuration name. 5. Click Apply. 6. In the Cognos Common Logon dialog box, type your user ID and password, and then click Log On. If the User Class dialog box appears, select the user class you want and then click OK. Note: If you are using Cognos Common Logon, you may already be logged on. 7. Click Edit Page Security. The Page Security dialog box appears. A red user class icon indicates the current user class level. 8. In the All User Classes box, select the user class you want page security to apply to. 9. In the All Pages box, select one or more pages and click Add to give the selected user class access to the selected page(s). 10. Click OK.

46 Portfolio

Chapter 3: Secure, Distribute and Maintain a Briefing Book

Tips •

•

• •

To change the security settings, click Edit Page Security (Security tab). You must meet or exceed the minimum user class requirement to change the security settings this button is disabled. To change the minimum user class that has access to the Page Security dialog box; in the Page Security dialog box, right click the user class you want and then click Set Security User Class. The pencil icon moves to the specified minimum user class level. To remove all user classes from one or more pages, in the Page Security dialog box, click the desired pages, click the root user class, and then click Remove. The Display box (Page Security dialog box) shows the user classes assigned to each page or the pages assigned to each user class.

Related Topics • • •

"Manage the Use of a Briefing Book" (p. 50) "Protect a Briefing Book with a Password" (p. 45) "Secure a Briefing Book" (p. 45)

Distribute a Briefing Book Overview Considerations Before you distribute a briefing book, consider the following: • Will you update the briefing book regularly? • Is the briefing book large (such as larger than one or two megabytes)? • If you were to save the briefing book in a shared location (such as a directory on a LAN), could all users gain access to it?

If You Answered "Yes" To The Above Questions Consider saving the briefing book in a shared location where all your users can work with it. You can save large briefing books in shared locations, and you are assured that users are looking at the most recent version. Also, you can edit the briefing book in a shared location while users view it in View mode; when you save the briefing book, users who are viewing it are notified that it has changed.

If You Answered "No" To The Above Questions Consider sending the briefing book via e-mail. Users can read the e-mail message, then save the briefing book attachment on a hard drive and work with it there. This method is especially convenient for salespeople who are frequently away from the office and without LAN access. However, the briefing book cannot be large, because most e-mail systems impose limits on the size of messages and attachments. Also, users may accumulate several copies of the briefing book over time; you cannot be sure that they are looking at the most recent version.

Portfolio Help 47

Chapter 3: Secure, Distribute and Maintain a Briefing Book

Macros and Linked Objects Distributing a briefing book that contains macros or linked objects poses additional challenges for the book's administrator. If you intend for users to run the macros, or update or activate the linked objects, you need to ensure that they have access to the macros and source objects. Here are some methods you can use: • Save the briefing book, its macros, and its linked objects in a shared location. If you cannot save the linked objects in the same directory as the briefing book, instruct users to include the applicable directories in their link search paths. • Distribute the briefing book and its macros via e-mail, and save the linked objects in a shared location on the LAN. Instruct users to save the briefing book and its macros in a local directory include the applicable directories in their link search paths • Embed, rather than link, OLE objects, then distribute the briefing book and its macros via e-mail. Instruct users to save the briefing book and its macros in a local directory. (Note that this method may significantly increase the storage size of the briefing book.) • Distribute the briefing book, its macros, and its linked objects via e-mail. Instruct users to save the briefing book, its macros, and its linked objects in a local directory. • Package the briefing book, using the Package Book command (File menu). This copies the active briefing book, and the source files of its linked objects, into a specified directory. By distributing the contents of the directory, you provide users with the source files and the briefing book they need.

What if ... • •

Portfolio can’t find a macro? Users cannot run the macro. Portfolio can’t find a source object? It attempts to resolve the link and, if it cannot find the source object, it prompts the user to find it. If the user is unable to find the source object, the original linked object is shown, but cannot be updated or activated.

Related Topics • • • • • • • •

"Package a Briefing Book" (p. 51) "Save a Briefing Book in a Shared Location" (p. 52) "Send a Briefing Book via E-Mail" (p. 51) "How Portfolio Searches for OLE Links: Overview" (p. 48) "Manage the Use of a Briefing Book" (p. 50) "Protect a Briefing Book with a Password" (p. 45) "Secure a Briefing Book with Access Manager" (p. 46) "Secure a Briefing Book" (p. 45)

How Portfolio Searches for OLE Links: Overview Description When users update or activate linked objects, Portfolio searches for the source objects in the following locations, in order: 1. The absolute path saved with each linked object. 2. The same paths saved with the linked objects, only on the drive where Portfolio is installed. 3. The directory where the briefing book is saved. 4. The Link Search Path directories specified in the Preferences dialog box. 5. The directory where Portfolio is installed. 6. The current directory. 7. The Windows System directory. (In Windows NT, Portfolio searches the System32 directory and the 16-bit Windows System directory.)

48 Portfolio

Chapter 3: Secure, Distribute and Maintain a Briefing Book 8. The directory where Windows is installed. 9. The directories specified in the system path. 10. The relative paths of the linked objects on all available network drives.

What if ... •

Portfolio can’t find a source object? It prompts the user to find it and, once found, to add its path to the link search paths.

Related Topics • • • • • • • • •

"Distribute a Briefing Book" (p. 47) "Package a Briefing Book" (p. 51) "Save a Briefing Book in a Shared Location" (p. 52) "Send a Briefing Book via E-Mail" (p. 51) "/donotupdatelinks (/nu)" (p. 64) "/updatelinks (/u)" (p. 66) "/updatemanuallinks (/um)" (p. 67) "Update Links" (p. 52) "Work with Links" (p. 60)

Set the Target Screen Resolution of a Briefing Book Description You can select the resolution that is used by most people to whom you will distribute a briefing book. Users whose screens match the given resolution can view the briefing book at a zoom level of 100% without having to zoom or scroll. Users whose screens have a different resolution will need to scroll, or to zoom in or out, to see whole pages.

Example You design briefing books using a high-resolution 8514 screen, but most users who view your briefing books have only VGA screens. You select the VGA option. Your choice results in a smaller page area for design, but one that is suitable for your users.

Steps 1. In Author mode, do one of the following: To set the screen resolution

Do this:

For the active briefing book

From the File menu, click Book Properties.

For all briefing books

From the File menu, click Preferences.

2. Select the Resolution tab. 3. In the Resolution box, select one of the following resolutions: VGA SuperVGA 8514 DoubleVGA Other (type the dimensions of the briefing book pages, in pixels, in the Height and Width boxes) 4. Click OK.

Portfolio Help 49

Chapter 3: Secure, Distribute and Maintain a Briefing Book

What if ... •

•

The chosen resolution setting reduced or enlarged the work area too much? Make the work area fit the screen by zooming, or by using the Fit Page command (View menu). You can’t find the Book Properties command or the Preferences command? Switch to Author mode, using the Author Mode command (File menu).

Related Topics • • • • • •

"Distribute a Briefing Book" (p. 47) "Package a Briefing Book" (p. 51) "Save a Briefing Book in a Shared Location" (p. 52) "Send a Briefing Book via E-Mail" (p. 51) "Create a New Briefing Book" (p. 9) "Open a Briefing Book" (p. 38)

Manage the Use of a Briefing Book Description You can manage how others use your briefing books by setting permissions to allow or deny certain actions in View mode.

Example You want to enable users to activate OLE objects in your briefing book, but you don’t want them to update linked objects. You choose the appropriate permissions.

Steps to Set Permissions for a Briefing Book 1. In Author mode, from the File menu, click Book Properties. 2. Click the Permissions tab. 3. Select any of the following permissions: •

Allow Printing

•

Allow Text Annotations

•

Allow Objects to Move to Front When Clicked

•

Allow OLE Objects to be Activated

•

Allow Updating of Linked Objects (which is available only if you select the Allow OLE Objects to be Activated check box)

•

Update All Linked Objects at Startup (which is available only if you select the Allow OLE Objects to be Activated check box)

What if ... •

You can’t find the Book Properties command? Switch to Author mode, using the Author Mode command (File menu).

Related Topics • • • • • • •

50 Portfolio

"Distribute a Briefing Book" (p. 47) "Package a Briefing Book" (p. 51) "Save a Briefing Book in a Shared Location" (p. 52) "Send a Briefing Book via E-Mail" (p. 51) "Protect a Briefing Book with a Password" (p. 45) "Secure a Briefing Book with Access Manager" (p. 46) "Secure a Briefing Book" (p. 45)

Chapter 3: Secure, Distribute and Maintain a Briefing Book

Package a Briefing Book Description You can copy a briefing book and all its linked object source files into a folder. You can then have Portfolio use the copied source files • only when the originals cannot be found. • always. The briefing book copy does not show changes to the original source files.

Steps 1. In Author mode, from the File menu, click Package Book. The Package Book dialog box appears. 2. In the Directory For Packaged Book box, enter the location to copy the briefing book and its linked object source files to. 3. To use the copied source files only when the originals cannot be found, select the Update Links Inside Objects check box. If you don’t select this check box, the packaged briefing book always uses the copied source files and no longer shows changes to the original source files. 4. To save the copied files over files of the same name in the destination folder, select the Replace Existing Files check box. 5. Click OK. Portfolio copies the briefing book and all its linked object source files into the specified folder. Once all of the files are copied, Portfolio closes the active book and opens the new, packaged book.

What if ... • •

You can’t find the Package Book command? Switch to Author mode, using the Author Mode command (File menu). The Package Book command is unavailable? There are no objects linked to the briefing book. Add some linked objects.

Related Topics • • •

"Distribute a Briefing Book" (p. 47) "Save a Briefing Book in a Shared Location" (p. 52) "Send a Briefing Book via E-Mail" (p. 51)

Send a Briefing Book via E-Mail Description You can send a briefing book as an attachment to an e-mail message.

Steps •

From the File menu, click Send. The briefing book appears as an attachment to a new e-mail message. For more information about sending messages, see the online help for the e-mail application.

Note •

If you added annotations to the briefing book, the annotation file (which has the same name as the briefing book, but with the .PBA extension) is attached to the e-mail message as well.

Tip •

If a briefing book contains linked reports, you can use the Package Book command (File menu) to copy a briefing book and all its linked object source files into a folder. Then you can send the contents of the folder as an attachment to an e-mail message with instructions for the user to update the links. Portfolio Help 51

Chapter 3: Secure, Distribute and Maintain a Briefing Book

Related Topics • • •

"Distribute a Briefing Book" (p. 47) "Package a Briefing Book" (p. 51) "Save a Briefing Book in a Shared Location" (p. 52)

Save a Briefing Book in a Shared Location Description You can save a briefing book in a shared location, such as a directory on a LAN. Everyone who has access to the shared location can use the briefing book. Depending on the operating system of the server, you may be able to assign user-group access privileges to the shared location, or to protect the briefing book with a password. For more information about setting up a shared directory with security, see the documentation for the operating system of the server, or consult your LAN administrator.

Example You want to distribute a briefing book to three regional sales managers. The briefing book must contain a PowerPlay sales report for each manager’s region. Each manager must be able to see all three sales reports, but to activate the report for the local region only. You decide to • save each manager’s sales report in a directory that allows access to that manager only • save the briefing book in a shared location that all three managers can access • link the sales reports into the briefing book This way, all three regional sales managers can access the briefing book, but if a manager attempts to activate another manager’s sales report, Portfolio indicates that the object cannot be activated. Note that you can prevent the managers from seeing even the stored representations of the PowerPlay reports by covering the reports with pictures. The reports remain as linked objects, but are shown as pictures instead, until they are activated.

Steps 1. In Author mode, from the File menu, click Save As. 2. Locate the drive and the directory where you want to save the briefing book. 3. If necessary, type a new name for the briefing book in the File Name box. 4. Click Save.

Related Topics • • •

"Distribute a Briefing Book" (p. 47) "Package a Briefing Book" (p. 51) "Send a Briefing Book via E-Mail" (p. 51)

Maintain a Briefing Book Update Links Description If your briefing book contains linked information from source objects that change frequently, you need to update the links so that the linked objects remain synchronized with their source objects.

52 Portfolio

Chapter 3: Secure, Distribute and Maintain a Briefing Book You can update links automatically or manually. • If you set links to update automatically, the links are updated a page at a time as the pages become active, and are kept up-to-date while the briefing book is open. Optionally, all the links can be updated when you open the briefing book. • Setting links to update manually is more selective, because you choose which links to update and when. However, if you forget to update the links, you could be looking at out-of-date information.

Example Your briefing book contains three essential PowerPlay reports that change daily. You choose to update all the links automatically so that you’ll never miss the latest changes.

Steps to Set Manual or Automatic Links 1. In Author mode, from the Edit menu, click Links. 2. Do one or both of the following: Select the links to update automatically, and select the Automatic option button. Select the links to update manually, and select the Manual option button. 3. Click Close.

Steps to Set How Automatic Links Are Updated 1. In Author mode, from the File menu, click Book Properties. 2. Click the Permissions tab. 3. Do one of the following: To Update Automatic Links

Do this:

A page at a time as the pages become active

Clear the Update all Linked Objects at Startup check box.

Upon opening the briefing book

Select the Update all Linked Objects at Startup check box.

4. Click OK.

Steps to Update Manual Links 1. In Author mode, from the Edit menu, click Links. 2. In the Links dialog box, select the manual links to update, and click Update Now. 3. Click Close.

Step to Update Links on the Active Page •

In Author mode, from the Page menu, click Update Links.

What if ... •

•

•

A briefing book’s links are set to update automatically but, to save time, you want to open it without updating the links? Start Portfolio from the command line using the /donotupdatelinks (or /nu) option. A briefing book’s links are set to update manually, but you want to open it with its links updated? Start Portfolio from the command line using the /updatemanuallinks (or /um) option. The Links command is unavailable? Your briefing book does not contain any linked objects. You need to add linked objects before you choose the Links command.

Portfolio Help 53

Chapter 3: Secure, Distribute and Maintain a Briefing Book

Related Topics • • • • •

"Command-line Options" (p. 63) "/donotupdatelinks (/nu)" (p. 64) "/updatelinks (/u)" (p. 66) "/updatemanuallinks (/um)" (p. 67) "Work with Links" (p. 60)

Create Smaller Books from a Master Briefing Book If you distribute briefing books containing variations on the same information, you may be able to simplify the process by • creating a single, large briefing book that contains all the information you need • using a macro to automatically create separate briefing books that borrow selected pages from the large briefing book For information about macros, see the Macro online Help (Macro.hlp). In the Index tab, type • automate using macros

54 Portfolio

Chapter 4: Tips and Tricks Overview As you become an advanced Portfolio user, here are some other tasks to try. You can • "Make the Title Page an Interactive Map to the Briefing Book" (p. 55) • "Make Presentations" (p. 56) • "Use Menus in Full-Screen View" (p. 57) • "Add a Shadow Effect to Text" (p. 57) • "Add an Exit Button" (p. 58) • "Drag Objects Between Briefing Books" (p. 59) • "Fix the Appearance of OLE Objects After Resizing Them" (p. 59) • "Work with Links" (p. 60) • "Set a Default OLE Object Type" (p. 60) • "Set Default Directories" (p. 61) • "Set Confirmation of Actions" (p. 61) • "Improve Redrawing Performance" (p. 62)

Make the Title Page an Interactive Map to the Briefing Book Description An effective way to organize a briefing book is to • arrange related information on the same page • use the first page as a title page • in the background of the title page, show a picture that orients the user to the contents of the briefing book, • over appropriate parts of the picture, add HotSpots that jump to the related pages

Example Each page of a briefing book includes a sales report from one of your company’s offices. The background of the first page (the title page) shows a map. Over the location of each office on the map, you insert a HotSpot that jumps to the page dedicated to that office.

Steps to Add a Background Picture to the Title Page 1. In Author mode, right-click the background of the first page (the title page), and click Properties. 2. Click the Picture tab. 3. Select the From the File option button, and click Browse to show the Browse dialog box, where you can locate and select a picture. 4. Click OK. You return to the Picture tab. 5. Click OK.

Portfolio Help 55

Chapter 4: Tips and Tricks

Steps to Add a Jump Hotspot Over the Background Picture 1. In Author mode, drag on the page background where the jump HotSpot is to appear, and click Add Text. 2. Type a letter or two in the Text box (you’ll hide these later to make the HotSpot invisible), and click Properties. The Action tab (Object Properties dialog box) appears. 3. Select the Jump to a Page option button. 4. Click the Jump tab. 5. Select one of the following options: Jump to Next Page Jump to Previous Page Prompt for Page Skip Pages (type the number of pages to skip) Jump to Page (select the title of the page to jump to) 6. If you want to add fly-by text to mark the presence of the HotSpot on the page, click the Message tab, select the Show Fly-by Text option button, and type the desired text. 7. Click the Appearance tab. 8. Under Border, select the None option button. 9. Click the Text tab. 10. Clear the Display Text check box, and click Close. An invisible jump HotSpot is selected on the screen.

Related Topics • •

"Make an Object Jump to a Page" (p. 19) "Tips and Tricks" (p. 55)

Make Presentations Description Portfolio has two key features to assist you in preparing for and giving presentations using a briefing book: • full-screen view, which enlarges the page area to cover the entire screen • command-line options, which can open the briefing book so that it’s ready for editing or presenting

Example You create a briefing book to use for a presentation. You create two Windows shortcuts, each with different command-line options. One shortcut opens the briefing book in Author mode so that you can make last-minute changes; the other shortcut opens the same briefing book in View mode, in full-screen view, so it is ready for your presentation.

Step to Switch to Full-Screen View •

56 Portfolio

From the View menu, click Full Screen. Press F6 or Esc to return to the normal view.

Chapter 4: Tips and Tricks

Steps to Add Command-line Options 1. Right-click the desktop, click New, and click Shortcut. 2. In the Command Line box, type the command (for example, "C:\PROGRAM FILES\COMMON FILES\COGNOS SHARED\PORTFOLIO\6.0\PRTFOLIO.EXE") followed by the desired command-line options, such as: Command-line Option

Description



Opens the specified briefing book.

/view

Starts Portfolio in View mode.

/author

Starts Portfolio in Author mode.

/fullscreen

Starts Portfolio in full-screen view.

3. Click Next. 4. In the Select a Name for the Shortcut box, type a name, and click Finish. A shortcut appears. When double-clicked, the shortcut will open Portfolio using the specified settings.

Related Topics • • • •

"Tips and Tricks" (p. 55) "Command-line Options" (p. 63) "/fullscreen (/f)" (p. 64) "Use Menus in Full-Screen View" (p. 57)

Use Menus in Full-Screen View Description Although you can’t see them in full-screen view, Portfolio menus and commands are available by using their shortcut keys.

Example You are in full-screen view, and you want to add a page after the active page. You press Alt+P to show the Page menu, and you press A to choose the Add After command.

Steps •

In full-screen view, press the shortcut keys for the desired menu, then press the shortcut key for the desired command.

Related Topics •

"Tips and Tricks" (p. 55)

Add a Shadow Effect to Text Description To make a heading or other important text stand out, you can give it a shadow effect.

Example

Portfolio Help 57

Chapter 4: Tips and Tricks

Steps 1. In Author mode, select the desired text object. For optimal shadow effect, the text object should use •

a large font size (such as 18 points or larger)

•

a bright color

•

a transparent background

•

no border

2. Press the Ctrl key, drag the selected text object a few pixels from its original position, and leave the new object that appears selected. The new object, which is a duplicate of the original, will become the background shadow. 3. From the Object menu, click Properties. 4. Click the Text tab. 5. Click Font. 6. In the Color box, select a color for the background shadow, and click OK. 7. Click Close, and leave the object selected. 8. Press the arrow keys to nudge the background shadow to the desired position underneath the original text object. 9. Click outside the object to deselect it.

Tip •

To obtain the best contrast, choose a bright foreground color and a dark background color.

Related Topics • • •

"Tips and Tricks" (p. 55) "Annotate a Briefing Book" (p. 42) "Insert Text" (p. 15)

Add an Exit Button Description You can add an exit button to help users exit Portfolio quickly and easily when they’ve finished viewing your briefing book.

Steps 1. In Author mode, from the Object menu, click Add Launch Button. 2. Select the Exit Portfolio option button, and click OK. A button with the text, "Exit Portfolio," appears.

Tip •

To change the caption text on a Launch button, right-click the button object, click Properties and then click the Text tab. Select the Display Text check box and then type the new caption in the text box.

Related Topics • •

58 Portfolio

"Tips and Tricks" (p. 55) "Insert a Launch Button" (p. 12)

Chapter 4: Tips and Tricks

Drag Objects Between Briefing Books Description You can quickly move or copy an object from one briefing book to another in Author mode by • opening the desired briefing books in tiled windows • dragging the desired object from one briefing book to the other

Steps 1. In separate, tiled windows, open the source briefing book to the page on which the desired object is located the destination briefing book to the desired page 2. In Author mode, do one of the following: To

Do this:

Move the object into the destination briefing book

Alt+click and drag the object into the destination briefing book.

Copy the object into the destination briefing book

Ctrl+Alt+click and drag the object into the destination briefing book.

What if ... •

You can’t drag the desired object? Switch to Author mode, using the Author Mode command (File menu).

Related Topics •

"Tips and Tricks" (p. 55)

Fix the Appearance of OLE Objects After Resizing Them Description If you resize an OLE object and change its aspect ratio, the object may not be redrawn properly (for example, pie charts may be elongated, and text may be difficult to read). In these situations, the object needs to be redrawn by its native application. Portfolio makes doing this quick and easy.

Steps to Fix the Appearance of an Individual OLE Object 1. In Author mode, select the desired OLE object. 2. From the Object menu, click Redraw OLE Object.

Steps to Always Fix the Appearance of OLE Objects After Resizing Them 1. In Author mode, from the File menu, click Preferences. 2. Click the OLE tab. 3. Select the Redraw Objects After Resize check box, and click OK.

Related Topics • • • •

"Tips and Tricks" (p. 55) "Copy an Object" (p. 43) "Move an Object" (p. 30) "Resize an Object" (p. 31)

Portfolio Help 59

Chapter 4: Tips and Tricks

Work with Links Description You can • change the source to which an object is linked, if the source is no longer valid • break the link between an object and its source when you no longer need to change the object, or when you don’t have access to the source When you break a link, the object remains in the briefing book. Because broken links cannot be restored, ensure that you make all the changes to your source before you break the link.

Example Your briefing book contains a link to a source file that no longer exists, but you still want the image of the linked object in your briefing book. You break the link so that you can retain the image of the linked object without constantly being prompted by Portfolio to find its source file.

Steps to Change a Linked Source 1. From the Edit menu, click Links. 2. In the Links box, click the file to change, and click Change Source. 3. In the Change Source dialog box, locate and select a file to replace the selected file, and click OK. 4. In the Links dialog box, click Close.

Steps to Break a Link 1. From the Edit menu, click Links. 2. In the Links box, click the file whose link you want to break, and click Break Link. 3. Click Yes. 4. In the Links dialog box, click Close.

What if ... •

You changed the wrong source? You can change the source back to the original.

Related Topics • • • • •

"/donotupdatelinks (/nu)" (p. 64) "/updatelinks (/u)" (p. 66) "/updatemanuallinks (/um)" (p. 67) "Update Links" (p. 52) "Tips and Tricks" (p. 55)

Set a Default OLE Object Type Description You can save time by setting the default OLE object type to the type you use most. The default OLE object type • is pre-selected when the Add OLE Object dialog box appears • appears as the Add command (Object menu), so that you can add OLE objects of the default type quickly and easily

Steps 1. In Author mode, from the File menu, click Preferences. 2. Click the OLE tab.

60 Portfolio

Chapter 4: Tips and Tricks 3. Under Default OLE Object Settings, select the Create New option button if it is not already selected. 4. In the Object Types box, select the desired type of OLE object. Only properly registered OLE applications are listed. 5. Click OK.

Note •

The Add command (Object menu) is unavailable when no default OLE object type is set.

Related Topics •

"Tips and Tricks" (p. 55)

Set Default Directories Description You can set default directories in which to save new briefing books and to search for existing briefing books, macros, pictures, and linked objects. Setting default directories can save time, because the directories are pre-selected whenever Portfolio prompts you to save or locate a file.

Steps 1. From the File menu, click Preferences. 2. Click the Directories tab. 3. If you want to set a default directory in which to save briefing books and to search for existing briefing books, type the drive and directory path in the Working Directory box. 4. If you want to set a default directory in which to search for macros, type the drive and directory path in the Macros Directory box. 5. If you want to set a default directory in which to search for pictures, type the drive and directory path in the Pictures Directory box. 6. If you want to add directories in which to search for linked source objects, type each drive and directory path in the Use Link Search Path box, separating each entry from the next with a semicolon. For example: C:\REPORTS;D:\REPORTS;S:\REPORTS\FY96;P:\ANN_RPRT

7. Click OK.

Related Topics • • • •

"Embed an OLE Object from Another Application" (p. 11) "Link an OLE Object from Another Application" (p. 10) "Set a Default OLE Object Type" (p. 60) "Tips and Tricks" (p. 55)

Set Confirmation of Actions Description By default, Portfolio prompts you to confirm your actions when you • remove a page • remove an object • delete a HotSpot action • cancel changes to book, page, or object properties You can choose to skip the confirmation.

Portfolio Help 61

Chapter 4: Tips and Tricks

Steps 1. In Author mode, from the File menu, click Preferences. 2. Click the General tab. 3. Clear the following check boxes, as desired: Confirm Page Delete Confirm Object Delete Confirm HotSpot Action Delete Confirm Canceled Property Changes 4. Click OK.

Related Topics •

"Tips and Tricks" (p. 55)

Improve Redrawing Performance Description Changing some Portfolio settings may improve redrawing performance on slower computers.

Steps 1. From the File menu, click Preferences. 2. Click the General tab. 3. If you don’t want to prevent flicker when you move objects, clear the Use Off-screen Drawing check box. If you clear this check box, the page background and grid may flicker when you are moving an object. However, performance may improve. 4. If you don’t want to show objects as you move them, clear the Use Full Dragging check box. If you clear this check box, you will see only the outline of an object while you are moving it. However, performance may improve. 5. Click OK.

Related Topics •

62 Portfolio

"Tips and Tricks" (p. 55)

Appendix A: Reference Information

Command-line Options Overview You can use command-line options to • open a specific briefing book • start Portfolio in View mode or Author mode • start Portfolio with the window minimized, maximized, or in full-screen view • suppress the Portfolio splash screen • run a macro when Portfolio starts and, optionally, notify you or exit Portfolio when the macro ends • update automatic links or suppress automatic link updates • update all manual and automatic links in batch mode The complete command line syntax is Prtfolio.exe [] [/author] [/donotupdatelinks] [/fullscreen] [/macro=<macro name>] [/maximize] [/minimize] [/nologo] [/notify] [/quit] [/updatelinks] [/updatemanuallinks] [/view]

Notes • •

The command-line syntax is not case-sensitive. You can use the command-line options together unless otherwise specified.

Limit •

127 characters for commands entered on the command line.

Example You create a briefing book to use for a presentation. You create two Windows shortcuts, each with different command-line options. One shortcut opens the briefing book in Author mode so that you can make last-minute changes, and the other opens the same briefing book in View mode in full-screen view, so it is ready for your presentation.

Opens the specified briefing book. You must specify the path and .pbb file extension when you open a briefing book from the command line. For example, "C:\PROGRAM FILES\COMMON FILES\COGNOS SHARED\PORTFOLIO\6.6\PRTFOLIO.EXE" C:\BRIEFING BOOKS\YEAR_END.PBB

Related Topics •

Command-line Options: Overview

/author (/a) Starts Portfolio in Author mode. Use when you want to design a new briefing book or modify an existing briefing book.

Portfolio Help 63

Appendix A: Reference Information

Examples "C:\PROGRAM FILES\COMMON FILES\COGNOS SHARED\PORTFOLIO\6.0\PRTFOLIO.EXE" /author "C:\PROGRAM FILES\COMMON FILES\COGNOS SHARED\PORTFOLIO\6.0\PRTFOLIO.EXE" /a

Related Topics • • • •

"Command-line Options" (p. 63) "/view (/v)" (p. 67) "Switch to Author Mode" (p. 8) "Switch to View Mode" (p. 37)

/donotupdatelinks (/nu) Prevents Portfolio from updating links when you open a briefing book.

Examples "C:\PROGRAM FILES\COMMON FILES\COGNOS SHARED\PORTFOLIO\6.0\PRTFOLIO.EXE" "C:\BRIEFING BOOKS\YEAR_END.PBB" /donotupdatelinks "C:\PROGRAM FILES\COMMON FILES\COGNOS SHARED\PORTFOLIO\6.0\PRTFOLIO.EXE" "C:\BRIEFING BOOKS\YEAR_END.PBB" /nu

Related Topics • • • • •

"Command-line Options" (p. 63) "/updatelinks (/u)" (p. 66) "/updatemanuallinks (/um)" (p. 67) "Update Links" (p. 52) "Work with Links" (p. 60)

/fullscreen (/f) Starts Portfolio in full-screen view. Full-screen view is useful when you are giving presentations or building briefing books on a small screen.

Examples "C:\PROGRAM FILES\COMMON FILES\COGNOS SHARED\PORTFOLIO\6.0\PRTFOLIO.EXE" /fullscreen "C:\PROGRAM FILES\COMMON FILES\COGNOS SHARED\PORTFOLIO\6.0\PRTFOLIO.EXE" /f

Related Topics • •

"Command-line Options" (p. 63) "Use Menus in Full-Screen View" (p. 57)

/macro=<macro name> (/m) Opens a macro file and processes the commands.

Notes • •

• • •

64 Portfolio

If you store the macro in a folder other than where Portfolio is installed, you must include the location in the command line. If the /macro option appears before the option, Portfolio runs the macro before opening the briefing book. If the /macro option appears after the option, Portfolio runs the macro after opening the briefing book. You can combine the /macro and /notify options to cause Portfolio to notify you when the macro ends. You can combine the /macro and /quit options to close Portfolio when the macro ends. If you combine the /notify and /quit options, Portfolio ignores the /notify option.

Appendix A: Reference Information

Examples •

The following commands run the macro Test.mac: "C:\PROGRAM FILES\COMMON FILES\COGNOS SHARED\PORTFOLIO\6.0\PRTFOLIO.EXE" /macro=TEST.MAC "C:\PROGRAM FILES\COMMON FILES\COGNOS SHARED\PORTFOLIO\6.0\PRTFOLIO.EXE" /m=TEST.MAC

•

The following command runs the macro Test.mac and notifies you when it ends: "C:\PROGRAM FILES\COMMON FILES\COGNOS SHARED\PORTFOLIO\6.0\PRTFOLIO.EXE" /macro=TEST.MAC /notify

•

The following command opens the briefing book Year_end, runs the macro Test.mac, and closes Portfolio when the macro ends: "C:\PROGRAM FILES\COMMON FILES\COGNOS SHARED\PORTFOLIO\6.0\PRTFOLIO.EXE" "C:\BRIEFING BOOKS\YEAR_END.PBB" /macro=TEST.MAC /quit

Related Topics • •

"Command-line Options" (p. 63) "Make an Object Run a Macro" (p. 19)

/maximize (/max) Maximizes the Portfolio window. Use if you have a small screen and you want to maximize the working area.

Examples "C:\PROGRAM FILES\COMMON FILES\COGNOS SHARED\PORTFOLIO\6.0\PRTFOLIO.EXE" /maximize "C:\PROGRAM FILES\COMMON FILES\COGNOS SHARED\PORTFOLIO\6.0\PRTFOLIO.EXE" /max

Related Topics • •

"Command-line Options" (p. 63) "/minimize (/min)" (p. 65)

/minimize (/min) Minimizes Portfolio to the Windows taskbar.

Examples "C:\PROGRAM FILES\COMMON FILES\COGNOS SHARED\PORTFOLIO\6.0\PRTFOLIO.EXE" /minimize "C:\PROGRAM FILES\COMMON FILES\COGNOS SHARED\PORTFOLIO\6.0\PRTFOLIO.EXE" /min

Related Topics • •

"Command-line Options" (p. 63) "/maximize (/max)" (p. 65)

/nologo Suppresses the Portfolio splash screen at startup.

Example "C:\PROGRAM FILES\COMMON FILES\COGNOS SHARED\PORTFOLIO\6.0\PRTFOLIO.EXE" /nologo

/notify (/n) Causes Portfolio to notify you when a macro ends.

Notes • •

Portfolio ignores the /notify option if you don’t include the /macro option in the command line. If you combine the /notify and /quit options, Portfolio ignores the /notify option.

Portfolio Help 65

Appendix A: Reference Information

Examples "C:\PROGRAM FILES\COMMON FILES\COGNOS SHARED\PORTFOLIO\6.0\PRTFOLIO.EXE" /macro=TEST.MAC /notify "C:\PROGRAM FILES\COMMON FILES\COGNOS SHARED\PORTFOLIO\6.0\PRTFOLIO.EXE" /m=TEST.MAC /n

Related Topics • •

"Command-line Options" (p. 63) "Make an Object Run a Macro" (p. 19)

/quit (/q) Closes Portfolio. Combine with • the /macro option to close Portfolio when a macro ends. • the /updatelinks option to update all automatic links in batch mode (the Portfolio window is hidden). • the /updatemanuallinks option to update all automatic and manual links in batch mode (the Portfolio window is hidden).

Notes • •

Portfolio ignores the /quit option if you don’t include any of the /macro, /updatelinks, or /updatemanuallinks options in the command line. If you combine the /notify and /quit options, Portfolio ignores the /notify option.

Examples •

The following commands open the briefing book Year_end, run the macro Test.mac, and close Portfolio when the macro ends: "C:\PROGRAM FILES\COMMON FILES\COGNOS SHARED\PORTFOLIO\6.0\PRTFOLIO.EXE" "C:\BRIEFING BOOKS\YEAR_END.PBB" /macro=TEST.MAC /quit "C:\PROGRAM FILES\COMMON FILES\COGNOS SHARED\PORTFOLIO\6.0\PRTFOLIO.EXE" "C:\BRIEFING BOOKS\YEAR_END.PBB" /m=TEST.MAC /q

•

The following command runs Portfolio in batch mode and updates all automatic links for the briefing book Year_end. "C:\PROGRAM FILES\COMMON FILES\COGNOS SHARED\PORTFOLIO\6.0\PRTFOLIO.EXE" /u /q "C:\BRIEFING BOOKS\YEAR_END.PBB"

Related Topics • •

"Command-line Options" (p. 63) "Make an Object Run a Macro" (p. 19)

/updatelinks (/u) For faster loading, Portfolio updates automatic links on a page by page basis as you view them in the opened briefing book. The /updatelinks option causes Portfolio to update all automatic links at once. Combine with the /quit command-line option to update all automatic links in batch mode (the Portfolio window is hidden).

Examples •

The following commands open the briefing book Year_end and update all automatic links: "C:\PROGRAM FILES\COMMON FILES\COGNOS SHARED\PORTFOLIO\6.0\PRTFOLIO.EXE" "C:\BRIEFING BOOKS\YEAR_END.PBB" /updatelinks "C:\PROGRAM FILES\COMMON FILES\COGNOS SHARED\PORTFOLIO\6.0\PRTFOLIO.EXE" "C:\BRIEFING BOOKS\YEAR_END.PBB" /u

•

The following command runs Portfolio in batch mode and updates all automatic links for the briefing book Year_end. "C:\PROGRAM FILES\COMMON FILES\COGNOS SHARED\PORTFOLIO\6.0\PRTFOLIO.EXE" /u /q "C:\BRIEFING BOOKS\YEAR_END.PBB"

66 Portfolio

Appendix A: Reference Information

Related Topics • • • • •

"Command-line Options" (p. 63) "/donotupdatelinks (/nu)" (p. 64) "/updatemanuallinks (/um)" (p. 67) "Update Links" (p. 52) "Work with Links" (p. 60)

/updatemanuallinks (/um) Causes Portfolio to update all automatic and manual links in the opened briefing book. Combine with the /quit command-line option to update all automatic and manual links in batch mode (the Portfolio window is hidden).

Examples •

The following commands open the briefing book Year_end and update all automatic and manual links: "C:\PROGRAM FILES\COMMON FILES\COGNOS SHARED\PORTFOLIO\6.0\PRTFOLIO.EXE" "C:\BRIEFING BOOKS\YEAR_END.PBB" /updatemanuallinks "C:\PROGRAM FILES\COMMON FILES\COGNOS SHARED\PORTFOLIO\6.0\PRTFOLIO.EXE" "C:\BRIEFING BOOKS\YEAR_END.PBB" /um

•

The following command runs Portfolio in batch mode and updates all automatic and manual links for the briefing book Year_end. "C:\PROGRAM FILES\COMMON FILES\COGNOS SHARED\PORTFOLIO\6.0\PRTFOLIO.EXE" /um /q "C:\BRIEFING BOOKS\YEAR_END.PBB"

Related Topics • • • • •

"Command-line Options" (p. 63) "/donotupdatelinks (/nu)" (p. 64) "/updatelinks (/u)" (p. 66) "Update Links" (p. 52) "Work with Links" (p. 60)

/view (/v) Starts Portfolio in View mode. Use to open an existing briefing book without making changes.

Examples "C:\PROGRAM FILES\COMMON FILES\COGNOS SHARED\PORTFOLIO\6.0\PRTFOLIO.EXE" /view "C:\PROGRAM FILES\COMMON FILES\COGNOS SHARED\PORTFOLIO\6.0\PRTFOLIO.EXE" /v

Related Topics • • • •

"Command-line Options" (p. 63) "/author (/a)" (p. 63) "Switch to Author Mode" (p. 8) "Switch to View Mode" (p. 37)

Pop-up Menus: Overview Portfolio provides several different pop-up menus that you can access by using the right mouse button whenever the pointer is over the page or an object. The pop-up menus are • "Page pop-up menu (Display Mode)" (p. 68) • "Page pop-up menu (Edit Mode)" (p. 68) • "Object pop-up menu (Display Mode)" (p. 69) • "Object pop-up menu (Edit Mode)" (p. 70) • "Add Object pop-up menu (Edit Mode)" (p. 71) Portfolio Help 67

Appendix A: Reference Information

Page pop-up menu (Display Mode) Shows a list of page commands when you right-click the page background in View mode. You can • go to a different page • copy the page into another briefing book or application Command

Description

Next Page

Goes to the next page.

Previous Page

Goes to the previous page.

First Page

Goes to the first page.

Last Page

Goes to the last page.

Goto

Goes to the page you specify.

Copy Page

Copies the active page with all of its objects and places it on the Clipboard.

Cancel

Closes the pop-up menu.

Related Topics • • • •

"Add Object pop-up menu (Edit Mode)" (p. 71) "Object pop-up menu (Display Mode)" (p. 69) "Object pop-up menu (Edit Mode)" (p. 70) "Page pop-up menu (Edit Mode)" (p. 68)

Page pop-up menu (Edit Mode) Shows a list of page commands when you right-click the page background in Author mode. You can • change the properties of the active page, including the background picture, background pattern, and title • rearrange the briefing book • go to a different page • break or modify links

68 Portfolio

Command

Description

Add Page After

Inserts a page after the active page.

Add Page Before

Inserts a page before the active page.

Cut Page

Removes the active page and its objects and places them on the Clipboard.

Copy Page

Copies all objects on the active page to the Clipboard.

Paste

Pastes the object from the Clipboard onto the active page.

Paste Page Before

Inserts the page from the Clipboard before the active page.

Appendix A: Reference Information

Command

Description

Paste Special

Shows the Paste Special dialog box, where you can link or embed the object from the Clipboard onto the active page.

Delete

Removes the active page.

Update Links

Updates linked objects on the active page.

Links

Shows and modifies links in a briefing book, so that changes made in the source application are reflected in Portfolio.

Next Page

Goes to the next page.

Previous Page

Goes to the previous page.

First Page

Goes to the first page.

Last Page

Goes to the last page.

Goto

Goes to the page you specify.

Grid

Shows or hides the grid.

Properties

Changes the settings for the active page.

Related Topics • • • •

"Add Object pop-up menu (Edit Mode)" (p. 71) "Object pop-up menu (Display Mode)" (p. 69) "Object pop-up menu (Edit Mode)" (p. 70) "Page pop-up menu (Display Mode)" (p. 68)

Object pop-up menu (Display Mode) Shows a list of object commands when you right-click an object in View mode Command

Description

Activate

Activates the OLE object.

Copy

Copies the object and places it on the Clipboard.

Delete

Removes the selected text annotation from the briefing book permanently.

Cut

Removes the selected text annotation and places it on the Clipboard.

Properties

Shows options for the selected object.

Related Topics • • • •

"Add Object pop-up menu (Edit Mode)" (p. 71) "Object pop-up menu (Edit Mode)" (p. 70) "Page pop-up menu (Display Mode)" (p. 68) "Page pop-up menu (Edit Mode)" (p. 68)

Portfolio Help 69

Appendix A: Reference Information

Object pop-up menu (Edit Mode) Shows a list of object commands when you right-click an object in Author mode. You can • change the properties of the object, including the background, border, and size • change the actions it performs, and the text that shows on top of it • copy, cut, or remove the object • show the object as an icon or button, and include a border • activate the OLE object • break or modify links Command

Description

Activate

Activates the OLE object.

Copy

Copies selected objects and places them on the Clipboard.

Delete

Removes the selected objects from the briefing book permanently.

Cut

Removes the selected objects and places them on the Clipboard.

Links

Shows and modifies links in a briefing book, so that changes made in the source application are reflected in Portfolio.

Object

Provides tools to open, edit, or convert the selected object. The name that appears in the menu depends on the object type.

Show as Icon

Shows the native icon for the OLE object.

Show as Button

Shows the object as a button.

Show Border

Shows or hides the border of the object.

Maximize

Zooms the object to occupy the entire Portfolio window.

Properties

Sets options for the selected object.

Related Topics • • • •

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"Add Object pop-up menu (Edit Mode)" (p. 71) "Object pop-up menu (Display Mode)" (p. 69) "Page pop-up menu (Display Mode)" (p. 68) "Page pop-up menu (Edit Mode)" (p. 68)

Appendix A: Reference Information

Shortcuts Add Object pop-up menu (Edit Mode) Shows a list of commands for adding objects to the briefing book, when you drag on the page background and release the mouse button in Author mode. Command

Description

Add [OLE Object Type]

Embeds a new object of the type specified in the OLE tab (Preferences dialog box). This command is unavailable if no default OLE object type is specified.

Add OLE Object

Inserts an OLE object.

Add Launch Button Inserts a button that performs an action. Add Icon

Inserts a static icon.

Add Text

Inserts a text object.

Add Picture

Inserts a picture created in another application.

Cancel

Closes the pop-up menu.

Related Topics • • • •

"Object pop-up menu (Display Mode)" (p. 69) "Object pop-up menu (Edit Mode)" (p. 70) "Page pop-up menu (Display Mode)" (p. 68) "Page pop-up menu (Edit Mode)" (p. 68)

PowerBar Buttons Button

Description Add Icon Object

Adds a static icon as an object.

Add Launch Button Adds a launch button object. Object Add OLE Object

Adds a linked or embedded object.

Add Picture Object

Adds a picture object.

Add Text Object

Adds a text object.

Book Properties

Shows the Book Properties dialog box.

Copy

Copies the selection to the Clipboard.

Portfolio Help 71

Appendix A: Reference Information

Button

Description Cut

Cuts the selection from the briefing book and places it on the Clipboard.

Delete Page

Removes the activate page.

View Mode

Switches to View mode.

Author Mode

Switches to Author mode.

First Page

Goes to the first page.

Fit Page to Window Sets the zoom level such that the page fits the window. Full-Screen View

Switches to full-screen view.

Help Contents

Shows the Contents topic in Portfolio online Help.

Last Page

Goes to the last page.

New

Creates a new briefing book. Ctrl+click to show the Directories tab (Preferences dialog box), where you can set default directories.

New Page After

Inserts a page after the active page.

New Page Before

Inserts a page before the active page.

Next Page

Goes to the next page.

Object Properties

Shows the Object Properties dialog box.

Open

Opens a previously saved briefing book. Ctrl+click to show the Directories tab (Preferences dialog box), where you can set default directories.

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Page Properties

Shows the Page Properties dialog box.

Paste

Pastes the contents of the Clipboard into the briefing book.

Previous Page

Goes to the previous page.

Appendix A: Reference Information

Button

Description Save

Saves the active briefing book. Ctrl+click to show the Save As dialog box, where you can save the briefing book with a new name or location.

Screen Help

Shows help for the selected command or part of the screen.

Show as Button

Shows the selected object as a button.

Show as Icon

Shows the selected OLE object as its native icon.

Show/Hide Border

Shows or hides the border of the selected object.

Show/Hide Grid

Shows or hides the grid in Author mode.

Show/Hide Table of Shows or hides the Table of Contents. Contents Undo

Reverses the last action.

Specifications Attribute

Limit

Maximum dimensions of an object

No larger than the dimensions of the page. An OLE object cannot exceed the dimensions specified by its server or the dimensions of the page, whichever is larger.

Minimum dimensions of an object

No smaller than a standard icon on your computer, usually 32 pixels square

Maximum number of characters in fly-by text

No practical limit

Maximum number of characters in a text object

No practical limit

Maximum number of characters in name 260 characters and location fields (such as the File Name box in the Open dialog box) Maximum number of characters in text No practical limit fields (such as the Long Description box in the Details tab in the Book Properties dialog box)

Portfolio Help 73

Appendix A: Reference Information

74 Portfolio

Attribute

Limit

Maximum number of characters on the command line

127 characters

Maximum number of colors

Limited by the number of colors supported by your screen or printer. For patterns, only 16 colors are available.

Maximum number of copies of Portfolio running at the same time

Limited only by available memory

Maximum number of fonts per briefing book

Limited only by available memory

Maximum number of objects per page

Limited only by available memory

Maximum number of open briefing books

Limited only by available memory

Maximum number of pages per briefing book

Limited only by available memory

Maximum number of unique bitmaps in a briefing book

8,192 bitmaps

Maximum size of a bitmap

Limited only by available memory

Maximum width of an object border

100 pixels

Appendix B: Troubleshooting

The access password doesn’t work Portfolio may be in Author mode. Close the Password box and switch to View mode using the View Mode command (File menu).

The command I need isn't available. Some commands are available only in Author mode. Switch to Author mode, using the Author Mode command (File menu). If you have Portfolio Viewer installed on your computer, your installation does not include authoring tools.

The Send command (File menu) is unavailable. You must install an e-mail service before you can e-mail briefing books.

The Multiple Actions and Controls tabs are unavailable. You need to specify that the object is to perform multiple actions. Select the Do Multiple Actions option button in the Action tab of the Object Properties dialog box.

I can't move pages in the Table of Contents. The Table of Contents is docked. The Table of Contents must be floating before you can move pages in it. To float the Table of Contents, position the pointer on its edge, and drag it onto the page.

I can't delete a page. A briefing book must contain at least one page. You cannot delete the only page in a briefing book.

I can't move or resize an object. You can move and resize objects only in Author mode. Switch to Author mode, using the Author Mode command (File menu).

Portfolio Help 75

Appendix B: Troubleshooting

Fly-by text doesn't appear. Make sure that • the object is not selected. • you pause the pointer over the object for at least a second. • the Show Fly-by Text check box is selected in the Object Properties dialog box. • the Show Fly-by Text check box is selected in the Preferences dialog box.

The target resolution I chose reduced or enlarged the briefing book too much. If you chose a target screen resolution that's different from that of your screen, the briefing book appears too large or too small for the Portfolio window. The simplest way to make the briefing book fit the window is to use the Fit Page command (View menu).

I am frequently prompted to zoom briefing books that I open. When you open briefing books, Portfolio can zoom them • automatically for the best fit on the screen, • based on your response to a prompt to zoom, or • not at all. By default, Portfolio is set to prompt you each time you open a briefing book. Change the setting in the Startup tab (Preferences dialog box). Under Automatic Zoom, select the Always Zoom option button or the Never Zoom option button.

I am frequently prompted to find the same source files on the LAN. You can specify one or more directories in which Portfolio searches for missing source files. • In the Resolve Link to <Source File> dialog box, specify the desired path and select the Always Search this Path check box. • To set several directories, use the Directories tab (Preferences dialog box). Under Use Link Search Path, type each drive and directory path, separating each entry from the next with a semicolon. For example: C:\REPORTS;D:\REPORTS;S:\REPORTS\FY97;P:\ANN_RPRT

I can't activate OLE objects. The cause may be one of the following: • You do not have a copy of the application that created the file. (For example, to activate an embedded Word document, you must have a copy of Microsoft Word on your computer.) • Portfolio cannot find the source file of the linked object, or you do not have appropriate access privileges. The designer of the briefing book can provide the location of the source file so that you can add it to your link search paths, or provide a copy of the source file so that you can save it with the briefing book. • The designer of the briefing book has set the permissions to prevent you from activating OLE objects.

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Appendix B: Troubleshooting

Pages are missing. Access to pages in the briefing book can be affected by • removal of a user class from the authentication data source • a new namespace or configuration name

Removal of a User Class Portfolio verifies that the user classes specified in the briefing book are defined in the namespace or authentication file (.aut). If a user class has been removed from the authentication data source (namespace or .aut file), then any briefing book page security associated with that user class will default to the root user class. In such a case, a user may lose access to a briefing book page unless that user can logon as a member of the root user class.

New Namespace or Configuration Name In Portfolio Author, if the Access Manager configuration name is changed, Portfolio verifies that the user classes that are specified in the briefing book are defined in the newly referenced authentication data source. If a user class is no longer available, a dialog box prompts the user to either proceed or cancel. If the user proceeds, then any user classes specified in Portfolio but not found in the newly referenced authentication data source are converted to the root user class. If the user cancels, then the original Access Manager configuration name is restored and access to the book is denied.

Server Busy messages. You may get a Server Busy message if you • open an Impromptu or PowerPlay report that takes time to generate • are prompted for a user ID, but delay the logon process To avoid this problem you can set the ServerBusyMsgDelay setting in the Cognos.ini file. Under the section title [OLE], add the line: ServerBusyMsgDelay=<seconds>. You must restart Portfolio for this setting to take effect. Note: If you continue to get server busy messages, talk to your system administrator.

Portfolio Help 77

Appendix B: Troubleshooting

78 Portfolio

Appendix C: Frequently Asked Questions What’s the difference between Author mode and View mode? If you have Portfolio Author, you can use it in either Author mode or View mode. Portfolio Viewer does not include the authoring tools and only works in View mode. • Use Author mode to create new briefing books or to change existing briefing books. You can add OLE objects, format pages and objects, set passwords, and more. • Use View mode to view existing briefing books. Fewer menu commands means that View mode is easier to use than Author mode. You can open existing briefing books and use them without making changes or you can add text annotations. The status line shows the current mode.

Why are some commands missing? You are in View mode, which limits the commands available to you. If you have Portfolio Author, switch to Author mode using the Author Mode command (File menu). If you have Portfolio Viewer, you do not have access to authoring tools.

Can I modify the toolbars in Portfolio? Portfolio offers the following toolbars: • Book toolbar • Object toolbar • Page toolbar • Standard toolbar You can hide or show any of the toolbars, but you cannot add buttons to them or remove buttons from them.

Does Portfolio compensate for different screen resolutions? You can design a briefing book for the resolution that is used by most people to whom you will distribute the briefing book. Users whose screens match the given resolution can view the briefing book at a zoom level of 100%. Users whose screens have a different resolution will need to scroll, or zoom in or out, to see whole pages.

How many pages can I put in a briefing book? The number of pages is limited only by the amount of physical memory (RAM) and virtual (disk) memory available on the computer on which the briefing book is designed.

About Passwords Can I protect a briefing book with a password? Portfolio enables designers to apply a password to prevent unauthorized users from opening a briefing book.

Portfolio Help 79

Appendix C: Frequently Asked Questions

Can I suppress Essbase passwords when opening PowerPlay reports? You can suppress the Essbase password prompt by entering the auto-access information in Access Manager, and configuring users’ computers to use the correct authentication data source as the default. For information about auto-access, see the Access Manager online Help. In the Index tab, type • auto-accessing

Notes • •

The Access Manager online help is available only with certain packages of PowerPlay. You need the PowerPlay Database Connector package to use Essbase with PowerPlay.

About Hotspots What is the HotSpot menu? How do I show it? The HotSpot menu appears in the menu bar when the active page contains HotSpots. Each HotSpot becomes a menu command and is automatically assigned a shortcut key. You can click the appropriate menu command or press the appropriate shortcut key to activate the HotSpot. To show the HotSpot menu you must open the Object properties dialog box for the selected HotSpot, click the Action tab and then enter a label in the Menu Text For Object box.

Can I create a Hotspot that exits Portfolio? Any object can be formatted as a HotSpot that exits Portfolio.

About Linking and Embedding What’s the difference between linking and embedding? OLE applications such as Portfolio can share objects by either linking or embedding. • With linking, an application creates an object and keeps it, but shares it with a briefing book. The briefing book has only a pointer to the information. • With embedding, an application creates an object that is a copy of the original and gives it to a briefing book to keep. The newly created object can be modified within a briefing book without any changes to the original object. Linking and embedding each have advantages and disadvantages. When deciding which method to use, consider the following: Question:

Answer when you link:

Answer when you embed:

Does the object No, because the briefing Yes, because the complete significantly increase the book merely points to the object is stored in the briefing briefing book’s file size? original object to get most of book. the information.

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Can the briefing book show updates made to the object in the first application?

Yes. You can update the link No, because the object is manually, or have Portfolio independent of the one in the keep it continuously updated. first application.

Can I use the briefing book if I don’t have access to the object in the first application?

Yes, but you cannot update or activate the object.

Yes, because the object is independent of the one in the first application.

Appendix C: Frequently Asked Questions

How does Portfolio re-establish links to unfound source files? When users update or activate linked objects, Portfolio searches for the source objects in the following locations, in order: 1. The absolute path saved with each linked object. 2. The same paths saved with the linked objects, only on the drive where Portfolio is installed. 3. The directory in which the briefing book is saved. 4. The Link Search Path directories specified in the Preferences dialog box. 5. The directory where Portfolio is installed. 6. The current directory. 7. The Windows System directory (in Windows NT, Portfolio searches the System32 directory and the 16-bit Windows System directory). 8. The directory where Windows is installed. 9. The directories specified in the system path. 10. The relative paths of the linked objects on all available network drives. If Portfolio can't find the source of a linked object, it prompts you to locate it and, once found, to add its path to the link search paths.

How can I activate linked or embedded PowerPlay reports more quickly? When activating linked or embedded PowerPlay reports, you can save time by keeping PowerPlay open in the background each time you close a report. This is also true of other OLE applications, such as Microsoft Word and Microsoft Excel.

Portfolio Help 81

Appendix C: Frequently Asked Questions

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Glossary activate Opens an OLE object in its source application (the application that created it) so that you can explore it or change it. If an object is activated in-place, it remains within the window where it is linked or embedded; the toolbars and menus merge with those of the source application. In Portfolio, if you activate an OLE object in View mode, you may or may not be able to save changes depending on the capabilities that the Author of the briefing book gave you.

active icon An icon that performs an action.

active OLE object An embedded or linked object that can be activated and updated. See also activate, embed, and link.

aspect ratio The relationship between the height and the width of a picture. Changing the aspect ratio of a picture (for example, increasing its width without proportionally increasing its height) distorts the picture. Distortion can be used intentionally to create an effect; however, most pictures look best when the original aspect ratio is maintained.

authentication file (.aut) A source of authentication data that was created using Authenticator version 6.0 or earlier.

Author mode Provides the tools for creating a new briefing book or for viewing and changing the contents of an existing briefing book. You can link or embed objects, add hotspots, set the actions permitted to users of the briefing book in View mode, and more.

Book toolbar A toolbar with buttons that you can use to • set properties for the active briefing book • show or hide the Table of Contents The Book toolbar looks like this

briefing book A document created in Portfolio. A briefing book is a way of combining OLE objects, such as PowerPlay reports, and other objects in a single, easy-to-distribute document.

CognosScript A language similar to BASIC, that is included with Cognos applications. You can use CognosScript to write macros.

command line The characters used to start an application.

Portfolio Help 83

Glossary

crop Trims, rather than resizes, a picture to fit a given area.

dither Simulates a color in a bitmap by mixing colors from the palette.

docked A Toolbar or the Table of Contents that is positioned on the perimeter of the window. When a Toolbar is positioned elsewhere, it is floating.

embed Inserts information, created in another application, into another application. Once embedded, the information, called an object, becomes part of the document in which it is embedded. When you double-click an embedded object, you open the application in which the object was created; you can edit the object. You can embed objects in a Portfolio briefing book, or a briefing book into another application. See also link and OLE (Object Linking and Embedding).

floating A Toolbar or Table of Contents that is not docked on the perimeter of the window.

fly-by text Information about an object that appears when the pointer pauses over the object.

full-screen view Hides the title bar, menus, and status line, maximizing the viewing area.

grid A series of evenly spaced horizontal and vertical lines in the page area. When you design or edit briefing books, you can use the grid as a guide to align objects.

hotspot An object that performs one or more actions when you click it. Possible hotspot actions include jumping to other pages in the briefing book, launching programs, running macros, and exiting Portfolio.

icon The graphical representation of an object that you can select and open, such as a drive, disk, folder, document, or application. In an OLE operation, you can choose to display a linked or embedded object, or its native icon. See also static icon.

in-place activation Activates an OLE object within the window where it is linked or embedded; the toolbars and menus merge with those of the source application. In-place active objects are identified by a special border:

link The connection between an embedded object and the application in which it was created. When the information changes in the source file, the changes are reflected in the destination file. You can choose to update linked information manually or automatically.

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Glossary See also embed and OLE (Object Linking and Embedding).

macro A customized sequence of instructions ("macro commands") that Cognos applications can carry out.

namespace A directory where authentication data is stored.

native icon The icon that belongs to an application or a file.

nested object An OLE object contained within one or more other OLE objects.

object In Portfolio, anything you add to a briefing book page, other than a background picture or pattern. For example, text and icons are considered objects.

Object toolbar A Toolbar with buttons that you can use to • change the properties of a selected object • add a text, icon, picture, or OLE object • format a selected object as an icon or a button • show or hide the border of a selected object The Object toolbar looks like this:

OLE (Object Linking and Embedding) A Microsoft Windows facility that enables applications to share data. When you use OLE, two applications can share data through a connection that you establish. See also embed and link.

OLE automation An industry standard that allows applications to expose OLE objects to development tools, macro languages, and other applications that support the standard. With OLE automation, you can work in one application from within another application.

page boundary A box shown around the page area. When you design or edit briefing books, use the page boundary as a guide to help you place objects within the page area. Objects placed outside the page boundary are not visible when the briefing book is viewed at 100% zoom at the target screen resolution.

Page Toolbar A toolbar with buttons that you can use to • set properties for the active page • add or remove a page • go to a different page • hide or show the grid and • set the zoom level

Portfolio Help 85

Glossary The Page toolbar looks like this:

QuickHelp Shows the name of a toolbar button when the pointer pauses over the button.

Standard Toolbar A toolbar with buttons that you can use to • create, open, and save a briefing book • cut, copy, and paste • get online Help • switch to full-screen view The Standard toolbar looks like this:

static icon An icon that doesn’t perform an action.

static OLE object An embedded or linked object that cannot be activated.

submenu A cascading menu that contains its own set of commands. You access a submenu from another menu.

Table of Contents A list of the page titles in a briefing book. When the Table of Contents is docked, it appears as a drop-down list from which you can select a page. When the Table of Contents is floating, it appears as a window in which you can select a page or, in Author mode, change the order of the pages. A floating Table of Contents looks like this:

text object Text that you add to a briefing book. You may or may not be able to add text objects in View mode, depending on the capabilities that the Author of the briefing book gave you. OLE objects that contain text, such as embedded documents from Microsoft Word, are not considered text objects.

toolbar A bar with buttons that perform commands.

toolbar button A button on the toolbar that you click to perform an action. Buttons that perform related actions are grouped together on a toolbar.

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Glossary

View mode Provides the commands for viewing the contents of an existing briefing book. You may be able to activate OLE objects, add text objects, print, and save, depending on the capabilities that the author of the briefing book gave you. See also Author mode.

Portfolio Help 87

Glossary

88 Portfolio

Index Symbols /author command-line option, 63 /donotupdatelinks command-line option, 52 /fullscreen command-line option, 64 /macro command-line option, 64 /maximize command-line option, 65 /minimize command-line option, 65 /nologo command-line option, 65 /notify command-line option, 65 /quit command-line option, 66 /updatelinks command-line option, 52, 66 /updatemanuallinks command-line option, 67 /view command-line option, 67 command-line option, 63

A Access Manager, 45 Access Manager, setting passwords, 46 access password, 45 actions confirming, 61 activating HotSpots, 41 OLE objects, 41, 76 PowerPlay reports, 81 adding exit buttons, 58 icons, 14 launch buttons, 12 page titles, 22 pages, 9 patterns to objects, 26 patterns to pages, 24, 25 pictures, 15 pictures to objects, 29 pictures to pages, 27, 28 text, 15, 42 text over objects, 32 annotations adding, 42 applications launching, 12, 18 Author mode, 7, 8, 63, 79 automation CognosScript, 54

B batch mode updating links, 66, 67 bitmap size, 73 borders adding, 32 browsing pages, 39 buttons powerbar, 71

buttons (cont'd) showing objects as, 34

C changing page order, 23 page titles, 22 CognosScript language, 54 colors adding to objects, 26 adding to pages, 24, 25 command-line options, 63, 64, 65, 66 commands unavailable, 75, 79 compatibility, 79 confirmation, switching off, 61 controls adding to HotSpots, 21 copying objects, 43 pages, 44 copyright, ii covering objects with pictures, 29 with text, 32 creating briefing books, 9 HotSpots, 17 launch buttons, 12 cutting pages, 75

D defaults OLE object type, 60 deleting pages, 75 directories saving briefing books in, 52 setting default, 61 displaying briefing books, 37 distributing briefing books, 47, 51, 52 donotupdatelinks command-line option, 64 dragging objects, 30

E edit password, 45 editing briefing books, 8 e-mail sending briefing books, 51 embedded objects activating, 41, 76 embedding objects, 11 versus linking, 80

Portfolio Help 89

Index exit buttons adding, 58 exiting Portfolio, 12, 20 exploring, 41 OLE objects, 41

F finding source files, 76, 81 fly-by text, 76 folders saving briefing books in, 52 frames adding, 32 full-screen view starting in, 64 using menus, 57

H headings adding shadow effect, 57 HotSpots adding controls, 21 creating, 17 exiting Portfolio, 20, 80 jumping to pages, 19 launching applications, 18 menu, 80 running macros, 19 using, 41

I icons adding, 14 showing objects as, 33 Impromptu reports embedding, 11 linking, 10 information about objects, 16, 40 inserting icons, 14 pictures, 15 text, 15 interactive maps adding to title pages, 7, 55

J jumping to pages, 19 to specific page, 39

L launch buttons adding, 12, 58 launching applications, 12, 18 layering objects, 35 limitations, 73 linked objects activating, 41, 76 packaging, 51 setting a default directory, 61

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linking objects, 10, 80 links not updating at startup, 64 searching, 48 updating, 52, 66, 67 working with, 60

M macros, 66 notifying when finished, 65 quitting when finished, 66 running, 12, 19, 54, 64 setting a default directory, 61 mailing briefing books, 51 maps adding to title pages, 7, 55 maximizing at startup, 65 objects, 40 menus, 57 using in full-screen view, 57 messages, 77 minimizing at startup, 65 missing commands, 79 pages, 77 moving objects, 30, 75 pages, 23, 75

N namespace root user class, 77

O objects activating, 41 adding borders, 32 adding icons, 33 adding patterns, 26 adding pictures, 29 adding text, 32 copying, 43 documenting, 16 dragging between briefing books, 59 embedding, 11 exiting Portfolio, 20 formatting as HotSpots, 17 getting information about, 40 icons, 14 launching, 18 launching applications, 12 layering, 35 linking, 10 maximizing, 40 maximum size, 73 minimum size, 73 moving, 30, 75 multiple actions, 21 OLE, 10, 11 pictures, 15 resizing, 31, 75 running macros, 19 showing as buttons, 34

Index objects (cont'd) text, 15 OLE automation, 54 OLE objects activating, 41, 76 embedding, 11 linking, 10 resizing, 59 searching for links, 48 setting default type, 60 updating links, 52 opening briefing books, 38 earlier versions of Portfolio briefing books, 79 options command-line, 63 order of pages changing, 23, 75

P packaging briefing books, 51 pages adding, 9 adding background patterns, 24, 25 adding background pictures, 27, 28 adding titles, 22 browsing, 39 copying, 44 deleting, 75 jumping to, 19, 39 limitations, 73 maximum, 79 missing, 77 organizing, 7 rearranging, 23, 75 zooming, 40, 76 passwords, 45, 46, 75, 79, 80 patterns adding to objects, 26 adding to pages, 24, 25 performance improving, 62 permissions setting, 50 pictures adding, 15 adding to objects, 29 adding to page background, 27, 28 setting a default directory, 61 pop-up menus, 67, 68, 69, 70, 71 powerbar buttons, 71 PowerPlay reports embedding, 11 linking, 10 presentations, tips, 56 programs launching, 12, 18 protecting briefing books, 45

R rearranging pages, 23, 75 redrawing improving performance, 62 OLE objects, 59 removing pages, 75 reordering pages, 23, 75

resizing objects, 31, 75 OLE objects, 59 resolution designing for, 49 setting, 76 running applications, 12, 18 macros, 19

S saving in shared locations, 52 setting a default directory, 61 screen resolution designing for, 49, 76, 79 searching for source files, 48 securing briefing books, 45 Send command, 75 sending using e-mail, 51 server busy messages, 77 setting confirmation of actions, 61 defaults, 61 passwords, 45, 46 permissions, 50 screen resolution, 49 shadow effect adding to text, 57 shared location saving briefing book in, 52 showing HotSpot menu, 80 objects as buttons, 34 objects as icons, 33 size of objects, changing, 31 source files finding, 48, 76, 81 specifications, 73 splash screen suppressing, 65 starting applications, 12, 18 startup options, 63, 64, 65, 66, 67 switches, 63, 64, 65, 66, 67

T Table of Contents, 39, 75 tabs, unavailable, 75 target screen resolution, 49, 76 text adding, 15, 42 adding over objects, 32 adding shadow effect, 57 tips and tricks, 55 title pages adding interactive maps, 7 adding maps, 7, 55 titles adding to pages, 22 toolbars modifying, 79

Portfolio Help 91

Index

U unavailable, 75 commands, 75, 79 tabs, 75 updating links, 52, 66, 67 user classes, 45

V View mode, 37, 42, 50, 67, 79 viewing briefing books, 37

Z zooming objects, 40 pages, 40, 76

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