Restricting use of output types by role

If there are output types that you do not want certain roles to be able to select in the Generate Output dialog, you can remove these output types from the Output Format drop-down menu for these roles.

Note: This can be applied within a Hosted environment, but only within a test server.

To restrict the use of output types by role:

  1. Open the TEXTML Administration perspective by clicking the TEXTML Administration shortcut on the tool bar. If the shortcut is not displayed, follow these steps:
    1. Select Window > Perspective > Open Perspective > Other
    2. Click TEXTML Administration.
    3. Click Open.
  2. In the TEXTML Administration view, double-click the server. If your server is not displayed in the view, you must add it to the view.
  3. When the Connect as dialog opens, type your username and password and click OK.
  4. Double-click the name of your Content Store to open a connection to it.
  5. Locate the accessrights.xml file in the repository's /system/conf collection.
  6. Check out and open accessrights.xml with a text editor.
  7. Locate the section that begins with <!-- ********************** OUTPUT TYPES ********************** -->.

    These entries specifically control the visibility of the output types for specified roles, but they can also serve as templates for additional entries.

  8. Copy this entry (the entire <method name="Dita2Pdf"> element) and paste the copy below the original.
  9. Make the appropriate changes for your scenario.

    For example, you might have a PDF output type: PDF-Final. You want to allow Information Architects to create the final PDF output for snapshots, maps, topics, and images, but you want to allow only Translation Managers to create final PDF output for localized content for those objects. The following example defines that scenario:

      <method name="PDF-Final" type="outputtype">
    <notify enabled="false"/>
    <conditionset operator="any">
      <condition>
        <current>
          <type name="snapshot">
            <statuses>
              <status>Authoring:*</status>              
            </statuses>
          </type>
          <type name="map">
            <statuses>
              <status>Authoring:*</status>              
              <status>Published:*</status>
            </statuses>
          </type>
          <type name="topic">
            <statuses>
              <status>Authoring:*</status>
              <status>Published:*</status>
            </statuses>
          </type>
          <type name="image">
            <statuses>
              <status>Authoring:*</status>
              <status>Published:*</status>
            </statuses>
          </type>
        </current>
        <users>
          <roles/>
          <groups>
            <group name="System Administrators"/>
          </groups>
          <roles>
            <role name="Information Architect"/>
          </roles>
        </users>
      </condition>
	  <condition>
        <current>
          <type name="snapshot">
            <statuses>
              <status>Localization:*</status>
            </statuses>
          </type>
          <type name="map">
            <statuses>
              <status>Localization:*</status>
            </statuses>
          </type>
          <type name="topic">
            <statuses>
              <status>Localization:*</status>
            </statuses>
          </type>
          <type name="image">
            <statuses>
              <status>Localization:*</status>
            </statuses>
          </type>
        </current>
        <users>
          <roles/>
          <groups>
              <group name="System Administrators"/>
          </groups>
          <roles>
              <role name="Localization Manager"/>
          </roles>
        </users>
      </condition>
    </conditionset>
  </method>
  10. Create additional methods as necessary to define your output type permissions.
  11. Save, close, and check in the accessrights.xml file.
  12. Inform users of the changes.
    The changes will be applied automatically once users close and then reopen their CCMS Desktop. Users can also apply the changes without restarting their CCMS Desktop by clicking IXIASOFT CCMS > Synchronize Configuration. Additionally, have an administrator refresh IXIASOFT CCMS Web so that users will see the change reflected there.