QuickStart Guide

XaitPorter 5
Contributor
1 Getting Started

Supported Internet browsers

Internet Explorer 11
Firefox
Chrome
Safari
Log In
Contact your local administrator if you don’t remember your
XaitPorter username and password.

Note: XaitPorter can be set up using Single Sign On (SSO).

Workspaces
XaitPorter has three workspaces:
Dashboard, Document and Admin.
Navigation to any workspace can Access to Projects
be made by clicking on the correct You will only see projects that you have access to. Contact your local
workspace located in the top left administrator / project manager regarding access.
hand column. Tasks
The task list gives you an overview of all your tasks sorted by project
and document name. Click on the task to navigate to the section.
Dashboard Search
In the Dashboard you will find an overview of projects that you have Users can perform keyword searches by typing in the text box and
access to, tasks and comments. hiting enter, or they can pop out the search window by clicking on the
magnifying glass icon.
2 Write your Text

To edit a section: Workflow

1. Navigate to the section On the left side of the screen in the document workspace you will see
2. Click in the white page space and a cursor will appear the Table of Contents. To edit a section users must have the
necessary project access rights.
3. Start working with the text as with a normal text editor
4. XaitPorter will autosave your changes
A workflow can also be set up for your document. If you have a
Click Finish Editing next to the section title to manually save and section assignment you will see a green person next to the section.
unlock the section.

Use Paragraph Styles Assigned sections The figure shows that you have been assigned as writer for
section 1 Application Summary. Section 3 is Ready for Review and section 4 is
To ensure a consistent layout for the whole document, use the Ready for Approval.
predefined styles, rather than manual formatting.
Choose a style In the top right corner of the screen you will see the section workflow.
1. Simply select the text or place your cursor at the title As a main writer you can finish your work with a section by clicking
2. Click the drop down menu of styles, and choose the appropriate the Send for Review button. The reviewer will then receive an email
style from the list notification with the link to the section.
3 Cross References

Three types of cross references are available to use: to a Section,

Note: By moving your cursor over a cross reference in XaitPorter,
Picture and Table.
you can see a preview of the object.
1. Place the cursor where the cross-reference should appear
2. Click the Insert drop-down menu (or right click in the text editor)
3. Select Cross Reference
4. Select the type of cross reference
5. XaitPorter opens the document you are working in, but you can
also navigate to another document in the top left-hand column
6. In the right-hand column of the dialog box, click on the
appropriate section (or picture or table reference) to insert Dynamic Text
7. The dialog box will automatically close and the cross-reference is Dynamic text is use of metadata into sections in the document. An
added to the text example could be "Client name", that can be inserted and dynamically
updated across all sections where it is used.
Note: A cross reference can also be inserted in the picture caption. 1. Place the cursor where the cross-reference should appear
Inside the picture library card right-click in the caption text box. 2. Click Insert drop-down menu (or right click in the text editor)
3. Select Dynamic text
4. Select the text option to insert
5. The dynamic text will appear in the text section
4 Add a New Picture

To add a new picture within a section: Picture Layout Options

1. Place the cursor where the figure reference should be inserted In the Layout tab in the picture library card you can change the layout
2. Click Insert drop-down menu (or right click in the text editor) of your picture:
3. Select Picture
• select basic layout styles • set horizontal position
4. Select Insert New Picture
• rotate the picture • choose if text should wrap
5. Type the title of the picture (required) • set picture size around picture
6. If applicable, type information in the Caption text field • set vertical position • anchor picture to page,
7. Click the Browse button column or Key Text
8. Find and choose the picture file • crop picture
9. Click OK to save changes
5 Workflow for Pictures

Using the Picture Workflow The Graphic Designer Role

Pictures can have workflow task assignments within any project. The Graphic Designer will receive an email notification by email, and
From the Edit Picture (Master File), go to the Workflow tab. Assign a will also find a picture task in the dashboard. By clicking this task the
Graphic Designer for the picture. You can also add a review and picture library card will open and the picture can be downloaded.
approver. When the final draft is completed, replace the old picture and change
the status of the picture to send for review or send for approval.
Job Description
Type a Job Description to quickly describe what updates are necessary
To see a complete list of all figures in a document, project or smart
for the picture.
folder, XaitPorter can create a picture report.
1. Go to the Document menu
2. Click on the Picture Report
3. The report can be exported to PDF or Excel

Note: Workflow for Pictures allows writers to communicate with

graphic personnel within the document in a secure way.
6 Insert Tables

Inserting a table in the text Paste your tables directly from Word or Excel
XaitPorter accepts copy and paste functionality for MS Word or Excel XaitPorter accepts copy & paste functionality for MS Word or Excel
tables however it removes the MS Office formatting. tables however it removes the MS Office formatting.
1. Put your cursor in the text where you want to place the table To edit the table, right click on the table number and title and select
2. Click Table drop-down menu (or right click in the text editor) Edit Table.
3. Select Insert Table It is also possible to copy and paste multiple cells into an existing
4. Select Insert Text Table XaitPorter table.
5. In the dialog box, insert the table title 1. Make a full or partial table selection in Excel and copy the
6. Select the Table Style to format the look of the table selection
7. Enter the number of Rows and Columns 2. In XaitPorter, place the cursor in the table cell where pasting
should start and paste the content (the part of the table that you
8. If necessary, define the Column width for each column are pasting the content into must be of the same size and
individually, total must be 100% structure as the copied content)
9. Click OK to save changes

XaitPorter will automatically label the table. COMMENTS

Comments can be added into the text by clicking in the Insert
menu and choose Comment. You can also right click in the text.
Please note that the comments will not be included in any
exports.

As default, an email notification will be sent for all comments.

This can be manually turned off on the comment.

You can also choose to if a comment should be Public. Everyone

with read access to the project will be able to read all public
comments. If it is not public, only assigned users for the section
will be able to read the comment.
7 Add a New Attachment

Attachment functionality in XaitPorter supports file formats: PDF,

Word, Excel and PowerPoint.
Attachment files can be single page or multi-page. XaitPorter will
always add a full page break before an attachment is displayed and
after.
To insert a new attachment:
1. Place the cursor where the attachment should begin
(XaitPorter automatically creates a page break before inserting
the attachment into the document)
2. Click Insert drop-down menu (or right click in the text editor)
3. Select Attachment
4. Select Insert New Attachment (paperclip icon)
5. In the Title field, type the title for the new attachment
(If applicable, type information in the Description text field)
6. Click Browse and choose the attachment file
(A preview of the attachment will be displayed) Setting attachment fitting options
7. Select the correct Header and Footer options Include header and footer on attachment: Lets you select to include
8. Select the page style of the attachment or exclude the header and footer on the attachment page.
9. Click OK to save changes
Fit between header and footer: Scales the PDF-attachment to fit the
area between the header and footer.
8 Export

When exporting documents in XaitPorter, the format options

Note: Use the below keyboard shortcuts to save time working in
available are PDF, Microsoft Word or OpenOffice. Since PDF is
XaitPorter.
commonly used, we will use the PDF option for our example below.
To export a section to PDF:
1. Navigate to the section you would like to export Keyboard shortcuts in XaitPorter:
2. Click the PDF icon in the tool bar. (The PDF will also include sub-
sections) Basic Text Editing:

3. The file will download locally to be saved or printed Cut Ctrl+X Undo (last action) Ctrl+Z
Copy Ctrl+C Redo (last action) Ctrl+Y
To export an entire document to PDF:
1. Click Export drop-down menu Paste Ctrl+V Select All Ctrl+A
2. Select To PDF
3. Select Complete Document Text formatting:

4. The file will download locally to be saved or printed Bold Text Ctrl+B Italicize Text Ctrl+I
Paragraph Style Selection Ctrl+Shift+(number of style in drop-down menu)

Insert Item:
Insert Picture Ctrl+. Insert Hyperlink Ctrl+L
Insert Symbol Ctrl+Shift+S

Export:
Export Section Only to PDF Ctrl+Alt+,
Export Section with Sub-sections to PDF Ctrl+Alt+.
Produced with XaitPorter | June 2016