cognos portfolio

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CognosPortfolio

Step-by-Step Portfolio

CopyrightPortfolio 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 thissoftware 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 Statesand/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 ortechnical inaccuracies may exist. Cognos does not accept responsibility for any kind of loss resulting from the use of information contained inthis document.

This document shows the publication date. The information contained in this document is subject to change without notice. Anyimprovements 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, ordisclosure by the Government is subject to the restrictions in subparagraph (C)(1)(ii) of the Rights in Technical Data and Computer Softwareclause at DFARS 252.227-7013, or subparagraphs (C) (1) and (2) of the Commercial Computer Software - Restricted Rights at48CFR52.227-19, as applicable. The Contractor is Cognos Corporation, 67 South Bedford Street, Burlington, MA 01803-5164.

Table of Contents

Chapter 1: Design a Briefing Book 7Get Started with Designing a Briefing Book 7

Overview 7Switch to Author Mode 8Create a New Briefing Book 9Add a Page 9Link an OLE Object from Another Application 10Embed an OLE Object from Another Application 11Insert a Launch Button 12Insert an Icon 14Insert Text 15Insert a Picture 15Document an Object 16

Make an Object a HotSpot 17Overview 17Make an Object Run a Program 18Make an Object Run a Macro 19Make an Object Jump to a Page 19Make an Object Exit Portfolio 20Make an Object Perform Several Actions 21Add a Title to a Page 22Rearrange Pages 23Add a Background Pattern to a Briefing Book 24Add a Background Pattern to a Page 25Add a Background Pattern to an Object 26Add a Background Picture to a Briefing Book 27Add a Background Picture to a Page 28Add a Picture to an Object 29Move an Object 30Resize an Object 31Add Text Over an Object 32Add a Border to an Object 32Add an Icon to an Object 33Show an Object as a Button 34Maintain Object Order in Layers 35

Chapter 2: How to View a Briefing Book in Portfolio Viewer 37View a Briefing Book 37

View a Briefing Book: Overview 37Switch to View Mode 37Open a Briefing Book 38Browse Through Pages 39Use the Table of Contents to Find a 9Get Information About an Object within a Briefing Book 40Zoom a Page 40Maximize an Object 40Use a Hotspot 41Activate an OLE Object 41

Portfolio Help iii

Add or Copy Information 42Annotate a Briefing Book 42Copy an Object 43Copy a 4

Chapter 3: Secure, Distribute and Maintain a Briefing Book 45Secure a Briefing Book 45

Overview 45Protect a Briefing Book with a Password 45Secure a Briefing Book with Access Manager 46

Distribute a Briefing Book 47Overview 47How Portfolio Searches for OLE Links: Overview 48Set the Target Screen Resolution of a Briefing Book 49Manage the Use of a Briefing Book 50Package a Briefing Book 51Send a Briefing Book via E-Mail 51Save a Briefing Book in a Shared Location 52

Maintain a Briefing Book 52Update Links 52Create Smaller Books from a Master Briefing Book 54

Chapter 4: Tips and Tricks 55Overview 55Make the Title Page an Interactive Map to the Briefing Book 55Make Presentations 56Use Menus in Full-Screen View 57Add a Shadow Effect to Text 57Add an Exit Button 58Drag Objects Between Briefing Books 59Fix the Appearance of OLE Objects After Resizing Them 59Work with Links 60Set a Default OLE Object Type 60Set Default Directories 61Set Confirmation of Actions 61Improve Redrawing Performance 62

Appendix A: Reference Information 63Command-line Options 63

Overview 63<briefing book name> 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 67Page pop-up menu (Display Mode) 68Page pop-up menu (Edit Mode) 68Object pop-up menu (Display Mode) 69Object pop-up menu (Edit Mode) 70

iv Portfolio

Shortcuts 71Add Object pop-up menu (Edit Mode) 71PowerBar Buttons 71

Specifications 73

Appendix B: Troubleshooting 75The access password doesn’t work 75The command I need isn't available. 75The Send command (File menu) is unavailable. 75The Multiple Actions and Controls tabs are unavailable. 75I can't move pages in the Table of Contents. 75I can't delete a page. 75I can't move or resize an object. 75Fly-by text doesn't appear. 76The target resolution I chose reduced or enlarged the briefing book too much. 76I am frequently prompted to zoom briefing books that I open. 76I am frequently prompted to find the same source files on the LAN. 76I can't activate OLE objects. 76Pages are missing. 77Server Busy messages. 77

Appendix C: Frequently Asked Questions 79What’s the difference between Author mode and View mode? 79Why are some commands missing? 79Can I modify the toolbars in Portfolio? 79Does Portfolio compensate for different screen resolutions? 79How many pages can I put in a briefing book? 79

About Passwords 79Can I protect a briefing book with a password? 79Can I suppress Essbase passwords when opening PowerPlay reports? 80

About Hotspots 80What is the HotSpot menu? How do I show it? 80Can I create a Hotspot that exits Portfolio? 80

About Linking and Embedding 80What’s the difference between linking and embedding? 80How does Portfolio re-establish links to unfound source files? 81How 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 AuthorUse Portfolio Author to create and distribute briefing books to other Portfolio users. PortfolioAuthor users can view your briefing book in View mode or edit your briefing book in Authormode. 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 textannotations, and save their changes to your briefing book.

Design Briefing BooksA briefing book is a document in which you can link or embed OLE objects, and create objectsthat perform different actions. Briefing books are interactive, because users can navigate frompage to page, and interact with objects, choosing which actions to perform. You can design abriefing 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 ResolutionIf you plan to distribute a briefing book to other users, you should set the target resolution tomatch the resolution of the users’ screens. By matching resolutions, you enable users to viewbriefing book pages without having to scroll. Users whose screens have different resolutions willneed 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 variousresolutions, Portfolio can compensate by setting the zoom level so that, when the briefing bookopens, it fits the screen.

Create a StructureThe 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’soffices. The background of the first page (the title page) shows a map. Over the location of eachoffice on the map, you insert a HotSpot that jumps to the page dedicated to that office. Accessto each page is controlled by user class assignment.

Portfolio Help 7


Insert the InformationMost briefing books contain linked or embedded information from other applications that userscan 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 lessstorage space in the briefing book than embedded objects. However, to be able to activatelinked objects, users must have access to the source files.

• Embedded objects are "self-contained," so that users can work independently and don’tneed access to the source files. However, because embedded objects include the entirecontent of their source files, they take up more storage space in the briefing book thanlinked 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

DescriptionPortfolio Author has two modes: Author mode and View mode.

Author mode provides commands for creating new briefing books or editing existing briefingbooks. You can add pages and objects, and format them the way you want. If you plan todistribute briefing books, you can set permissions for each book. For example, you may want topermit 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 includeauthoring tools.

Related Topics• "/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)

8 Portfolio


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

Steps1. In Author mode, insert or paste a page as follows:

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)

To Do this:

Insert a new page after theactive page

From the Page menu, click AddAfter.

Insert a new page before theactive page

From the Page menu, click AddBefore.

Paste a page from theClipboard after the active page

From the Edit menu, click PastePage After.

Paste a page from theClipboard before the activepage

From the Edit menu, click PastePage Before.

Portfolio Help 9


Link an OLE Object from Another Application

DescriptionYou can link information from OLE applications into briefing books. Users who have access tothe source files can update, activate, and explore linked objects.

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

Steps to Link Selected Information from an Existing File1. 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 File1. 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 theBrowse 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 AnotherApplication" (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• "/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)

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Embed an OLE Object from Another Application

DescriptionYou can embed information from OLE applications into briefing books. Users can activate andexplore embedded objects without requiring access to the source files.

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

Steps to Embed Selected Information from an Existing File1. 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 File1. 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 theBrowse 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 Object1. 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 placewithin 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

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)

If you Do This:

Created the object in the windowof the other application

From the File menu of the otherapplication, click Close or Exit.

Created the object in place withinPortfolio

Press Esc, or click outside theobject.

Portfolio Help 11


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 theselected object.

• To show an OLE object as the icon of its source application, in the Add OLE Object dialogbox, 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 adefault 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

DescriptionCreating a launch button is a shortcut for assigning a HotSpot action. You can insert a launchbutton to• launch another application• run a macro,• jump to a particular page• exit Portfolio

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

12 Portfolio


Steps1. 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 anapplicationthat isregistered inthe systemregistry file

LaunchApplication orOpenDocument

Select Using Registry, then clickan application in the box.

Optionally, select• the Open Document check

box, and click Browse toshow the Browse dialog box,where you can select adocument to open in theapplication.

• the Prompt for Parameterscheck box to prompt forcommand-line options to usewhen opening the application.

Launch anapplication


Select Using Executable, thenclick Browse to show the Browsedialog box, where you can locateand select an application tolaunch.

Optionally, select• the Open Document check

box, and click Browse toshow the Browse dialog box,where you can select adocument to open in theapplication.

• the Prompt for Parameterscheck box to prompt forcommand-line options to usewhen opening the application.

Open aspecificdocument inits associatedapplication


Select Using ApplicationAssociated with Document, thenselect the Open Document checkbox and click Browse to show theBrowse dialog box, where youcan select a document to open.

If you want to prompt forcommand line switches to usewhen opening the application,select the Prompt for Parameterscheck box.

Run a macro Launch Macro Click Browse to show the Browsedialog box, where you can selecta macro to run.

Jump to apage

Jump Click Set to show the Jump toPage dialog box, where you canindicate the type of jump toperform.

Exit Portfolio Exit Portfolio

Portfolio Help 13


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

DescriptionYou can insert a picture of an icon from an executable (.EXE), a dynamic link library (.DLL), oran 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).

ExampleYou are preparing a briefing book to show the sales results of your company’s software productsfrom last quarter. You include the product icons to indicate the reports that pertain to eachproduct.

Steps1. 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 ...• You can’t find the Add Icon command?


14 Portfolio


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

Insert Text

DescriptionYou can add titles, headings, and descriptive text to organize or enhance the information in abriefing 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).

Steps1. 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

DescriptionYou 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.

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

Steps1. 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


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 aPage" (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

DescriptionUsers 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:

ExampleYou link a PowerPlay report into a briefing book and then add fly-by text telling users to "Clickhere." When a user clicks the report, a message appears, indicating when the report was lastupdated.

Steps to Add Details About an Object1. 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 Message1. 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 Object1. 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.

Type of Information Description

Object details Detailed notes that users can view byright-clicking the object, and clickingProperties.

Message A warning or informative note that appearswhen a user double-clicks the object.

Fly-by text A brief description that appears when a userpauses the pointer over the object.

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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 boxeach time.

What if ...• You added fly-by text to an object, but it doesn’t show up?

Make sure thatthe object is not selectedyou pause the pointer over the object for at least a secondthe Show Fly-by Text check box is selected in the Object Properties dialog boxthe 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 HotSpotsHotSpots can turn briefing books into powerful, interactive documents. When you click aHotSpot, it might jump to another page, launch a program, run a macro, exit Portfolio, or doseveral of these things.

You can format an object as a HotSpot that performs several actions. You can use its controls toset the action or actions to perform, or you can show its controls in View mode so thatView-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 HotSpotsTo 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


Make an Object Run a Program

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

ExampleIn a briefing book about this year’s sales results, you add a text object that says, "Click here tosee last year’s sales results." You format the object as a HotSpot that opens a PowerPlay reportshowing last year’s sales results.

Steps1. 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 ofthe following:

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


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.

To Select

Launch an applicationthat is registered in thesystem registry

Using Registry, and select anapplication in the box.

Launch an application Using Executable, and click Browse toshow the Browse dialog box, where youcan locate and select the application.

Open a specificdocument in itsassociated application

Using Application Associated withDocument.

To Select

Open a specificdocument

Open Document, and click Browse toshow the Browse dialog box, where youcan locate and select the document.

Prompt forcommand-line options

Prompt for Parameters.

18 Portfolio


What if ...• You can’t find the Properties command?


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

DescriptionYou can format an object as a HotSpot that runs a macro.

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





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 theBrowse dialog box, where you can locate and select the macro.


9. Click OK.


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.



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

DescriptionYou can format an object as a HotSpot that jumps to a page.

Portfolio Help 19


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



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 PageJump to Previous PagePrompt for PageSkip 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 therequired number of pages.


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

DescriptionYou can format an object as a HotSpot that exits Portfolio.



3. In the Action box, select Exit Portfolio.

4. Click Close.



20 Portfolio


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

DescriptionYou can format an object as a HotSpot that performs several actions. You can use its controls toset the action or actions to perform, or you can show its controls in View mode so thatView-mode users can decide which action or actions to perform.

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

Steps to Make an Object Perform Several Actions1. In Author mode, right-click the desired object, and click Properties.



4. If you want to show a command name in the HotSpot menu, type the command name in theMenu Text for Object box.


6. Click Add to show the HotSpot Action dialog box.

7. In the Action box, select an action for the object to perform.

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 controlsfor the HotSpot.

9. Repeat steps 6 to 8 to define another HotSpot action, or click Close.

Select To

Activate Object(Non-static OLEobjects only)

Activate the OLE object. (This optionbutton is available only for OLE objectsthat are not static.)

Unless you select this option button, theOLE object loses its ability to activate—itperforms only HotSpot actions.

Launch Application orOpen Document

Run a program you specify. Completesteps 7 and 8 of "Make an Object Run aProgram" (p. 18).

Launch Macro Run a macro you specify. Completesteps 7 and 8 of "Make an Object Run aMacro" (p. 19).

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

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

Portfolio Help 21


Steps to Set Controls for an Object That Performs Several Actions1. In Author mode, right-click a HotSpot that performs several actions, and click Properties.


3. In the Show Controls As box, select the type of controls to use.

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 thecontrols 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 thecontrols at all times or only when the object is selected, or you can make the controlsunavailable. If the controls are unavailable, the settings last chosen in Author mode areused.

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 previousactions have finished, depending on the speed of the computer and the complexity of theactions.


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 dialogbox.

Related Topics• "Make an Object a HotSpot" (p. 17)

Add a Title to a Page

DescriptionPage titles appear• in the Table of Contents• outside the bottom-left corner of the page boundary• in the status line

Steps1. In Author mode, right-click the page background, and click Properties.

2. Click the Title tab.

Select To

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

Check Boxes Show the actions as check boxes. Oneor more actions can be selected.

Scrolling List Show the actions in a list box. Only oneaction can be selected.

22 Portfolio


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 thePreferences 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)


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

Steps1. 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


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

DescriptionYou 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 differentbackground pattern or no background pattern.

Steps to Set a Default Background Pattern for All Briefing Books1. In Author mode, from the File menu, click Preferences.

2. Click the Pages tab.

3. In Page Pattern, specify a color or pattern.

4. Click OK.

Steps to Set a Default Background Pattern for the Active Briefing Book1. In Author mode, from the File menu, click Book Properties.

2. Click the Pattern tab.

3. Select one of the following options:NonePattern, 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:

To Do this:

Add a solid color In the Foreground box, click the desiredcolor. In the Pattern box, click the coloryou clicked in the Foreground box.

Mix two colors In the Background and Foregroundboxes, click the desired colors. In thePattern box, click a pattern for the colormix.

To Do this:



24 Portfolio


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?


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

DescriptionYou can add a background pattern to a specific page, or, if a default background patternappears, you can override it on a specific page.


2. Click the Pattern tab.

3. Select one of the following options:NoneDefault for this Book, which shows the pattern specified in the Book Properties dialog boxPattern, which enables you to define a new pattern for the page


To Do this:



Portfolio Help 25


5. Click OK.



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


2. Click the Appearance tab.

3. In the Background box, select one of the following options:None, which gives the object a transparent backgroundPattern, which enables you to define a pattern for the object


5. Click Close.



To Do this:



26 Portfolio


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

DescriptionYou 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 differentbackground picture or no background picture.


Steps to Set a Default Background Picture for All Briefing Books1. 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 andselect a picture.

4. Click OK.

Steps to Set a Default Background Picture for the Active Briefing Book1. In Author mode, from the File menu, click Book Properties.

2. Click the Picture tab.

3. Select one of the following options:NoneFrom 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 dialogbox, 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?


Portfolio Help 27


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

DescriptionYou can add a background picture to a specific page, or, if a default background picture appears,you can override it on a specific page.




3. Select one of the following options:NoneDefault for this Book, which shows the picture specified in the Book Properties dialog boxFrom 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 dialogbox, where you can locate and select the picture.

5. Click OK.



28 Portfolio


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

DescriptionYou can add a picture to any object.




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.



Portfolio Help 29


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

DescriptionYou 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 Object1. 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:

4. Click Close.

Steps to Nudge an Object One Pixel at a Time1. In Author mode, select the desired object.

2. Press the Up, Down, Left, or Right arrow key on the keyboard.

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

Use To

Horizontal (pixels) Specify the number of pixels betweenthe object and the left side of the page.

Vertical (pixels) Specify the number of pixels betweenthe object and the top of the page.

30 Portfolio


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?


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

DescriptionYou can change the size of an object by drag-sizing it or by setting its exact size.

Steps to Drag-Size an Object1. 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 Object1. 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:

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?


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

Use To

Width (pixels) Specify the width of the object in pixels.

Height (pixels) Specify the height of the object in pixels.

Portfolio Help 31


Add Text Over an Object

Description

ExampleYou add the text "Improved results in Q2!" over an important embedded PowerPlay financialreport.


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.



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

DescriptionWhen you create an object, Portfolio gives it a thin, black border. You can remove the borderaltogether, 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

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

32 Portfolio




3. In the Border box, click the Pattern option button.

4. Choose a color for the border.

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, theDraw 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.



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

DescriptionYou can add a static icon to an object, or show an OLE object as its native icon (the icon of theapplication that created it).

Steps to Add an Icon to an Object1. In Author mode, right-click the desired object, and click Properties.


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.

To Do this:

Add a solid color In the Foreground box, click the desiredcolor. In the Pattern box, click the color youclicked 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 33


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?


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

ExampleYou want to encourage users to click an embedded PowerPlay financial report to activate it, soyou 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 ...• You can’t find the Show as Button command?


34 Portfolio


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

DescriptionMaintains the order in which objects are layered so that a View-mode user can select an objectwithout it moving to the front.

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

Steps1. 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?


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


36 Portfolio

Chapter 2: How to View a Briefing Book inPortfolio Viewer

View a Briefing Book

View a Briefing Book: Overview

Browse a Briefing BookBriefing books are a convenient way to distribute vital corporate information online in anattractive, easy-to-use format.

A briefing book works like a real book. Each window of information is called a page. You canbrowse through pages, or you can find a specific page using the Table of Contents. Unlike a realbook, 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

DescriptionPortfolio Author has two modes: Author mode and View mode. Portfolio Viewer is an installationof Portfolio that only opens in View mode.

View mode provides the commands you need to view existing briefing books. You can browsethrough pages or locate a specific page. Depending on the permissions set by the briefing bookauthor, you may also be able to activate and explore OLE objects, add text annotations, andsave 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

DescriptionA 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 byuser class assignment. You can open the pages for your user class by typing the correct logoninformation. If you have not already done so you must first use the Access ManagerConfiguration tool on your computer to specify the source of authentication data.

For more information about Access Manager configuration, ask your Access Manageradministrator.

Steps to Open a Briefing Book1. 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 isset to open in Author mode, you must type the edit password. If you do not know thepassword, 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 theuser class you want, and then click OK. If you do not want to view the secured pages, thenclick Cancel. Only the pages that are not secured are visible.

What if ...• You start Portfolio, and the Action dialog box appears?

Click To

View an ExistingBriefing Book

Open a briefing book in Viewmode.

Edit an ExistingBriefing Book

Open a briefing book in Authormode.

38 Portfolio


• 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. Thenext time you open a briefing book with Access Manager security, you are not prompted forsecurity information. Only the pages that are not secured are visible. If you want to view thesecured pages accessible by your user class, from the File menu, click Change Securityand then type your user ID and password.Note: If all pages of the briefing book are secured, Portfolio prompts you for securityinformation. Type the security information to view the book or click Cancel to close thebriefing 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’tZoom 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 usingthe 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 desiredpage.

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

DescriptionYou can go to a specific page by clicking its title in the Table of Contents.

ExampleYou open a briefing book and go directly to page 6, "Finance Reports," by clicking its title in theTable of Contents.

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

Portfolio Help 39


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

DescriptionWhen 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 informationabout 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, thecontrols cannot be changed, unless the selected object is a text annotation, in which casethe 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 Level1. 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

DescriptionTo see a selected picture, icon, or OLE object clearly, you can maximize it to fill the entirePortfolio window.

Steps1. Shift+click to select the desired picture, icon, or OLE object.

2. From the Object menu, click Maximize.

40 Portfolio


What if ...• The Maximize command is unavailable?

Eitherno picture, icon, or OLE object is selectedmore than one object is selectedthe 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

DescriptionA HotSpot is an object that can jump to another page, launch a program, run a macro, exitPortfolio, or do several of these things.

Some HotSpots that can perform multiple actions offer controls that enable you to select theaction or actions to perform.

ExampleThe first page of a briefing book is formatted as a title page with HotSpots that jump to the otherpages. 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 Hotspot1. 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 optionbuttons 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

DescriptionOLE objects are linked or embedded information from another application. You can activate andexplore OLE objects to get more information or to make changes.

Portfolio Help 41


ExampleYou activate a linked PowerPlay financial report so that you can investigate what caused anincrease 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 appropriateaccess privileges. The designer of the briefing book can provide the location of thesource file so that you can add it to your link search paths, or provide a copy of thesource 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

DescriptionIn View mode, you cannot edit existing text, but you can add your own text annotations if thedesigner of the briefing book gave you the required permissions. You can always edit your textannotations unless they are changed in Author mode.

ExampleYou add a text annotation to remind yourself that a linked PowerPlay financial report is updatedevery Monday morning.

Steps1. 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


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 inthe Preferences dialog box or, if no working directory is specified, in the directory wherePortfolio is located. To send your annotations to another user, you must send the annotationfile 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

DescriptionYou 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 abriefing book object.

• Use the Copy As command to link or embed an OLE object into another application exactlyas it appears in the briefing book (not as a nested object).

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

Steps to Copy a Non-OLE Object1. 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 Object1. Press Shift+click to select the object.

2. Do one of the following:

Tips• To link the object to the briefing book or application, use the Paste Special command from

the Edit menu in the target application.

To Do this:

Paste the object in another briefing book From the Editmenu, click Copy.

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

From the Editmenu, click Copy.

Link or embed the object in anotherapplication exactly as it appears in thebriefing book (not as a nested object)

From the Editmenu, click CopyAs.

Portfolio Help 43


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

DescriptionYou can copy a page, with all its objects, to use in another briefing book, or to link or embed inanother application.

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

Steps1. 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• "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)

44 Portfolio

Chapter 3: Secure, Distribute and Maintain aBriefing Book

Secure a Briefing Book

OverviewTo 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

DescriptionYou can set two types of passwords for a briefing book: an access password and an editpassword. An access password prevents unauthorized users from opening the briefing book; anedit password prevents unauthorized users from using the briefing book in Author mode, wherethey could make changes.

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

Steps1. 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 itssource application. When an OLE object has its own password, users are prompted for thepassword 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

DescriptionYou can use Access Manager to secure pages of your briefing book by assigning pre-defineduser classes to each page. Only members of the assigned user class can open the specifiedpages. Briefing book pages are renumbered to match the current user class view.

ExampleYou create a briefing book for your employees and the company president. You include a reporton 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 thedesired 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 orauthentication file, see the Access Manager online Help. If you do not have access toAccess Manager, see your administrator.

In Portfolio Author1. 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 clickLog 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 userclass 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 classaccess to the selected page(s).

10. Click OK.

46 Portfolio


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 isdisabled.

• To change the minimum user class that has access to the Page Security dialog box; in thePage Security dialog box, right click the user class you want and then click Set SecurityUser 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, clickthe 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 pageor 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

ConsiderationsBefore 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 QuestionsConsider saving the briefing book in a shared location where all your users can work with it. Youcan save large briefing books in shared locations, and you are assured that users are looking atthe most recent version. Also, you can edit the briefing book in a shared location while usersview it in View mode; when you save the briefing book, users who are viewing it are notified thatit has changed.

If You Answered "No" To The Above QuestionsConsider sending the briefing book via e-mail. Users can read the e-mail message, then savethe briefing book attachment on a hard drive and work with it there. This method is especiallyconvenient 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 thesize of messages and attachments. Also, users may accumulate several copies of the briefingbook over time; you cannot be sure that they are looking at the most recent version.

Portfolio Help 47


Macros and Linked ObjectsDistributing a briefing book that contains macros or linked objects poses additional challengesfor the book's administrator. If you intend for users to run the macros, or update or activate thelinked 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 includethe applicable directories in their link search paths.

• Distribute the briefing book and its macros via e-mail, and save the linked objects in ashared location on the LAN. Instruct users tosave the briefing book and its macros in a local directoryinclude the applicable directories in their link search paths

• Embed, rather than link, OLE objects, then distribute the briefing book and its macros viae-mail. Instruct users to save the briefing book and its macros in a local directory. (Note thatthis 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 tosave 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 theactive briefing book, and the source files of its linked objects, into a specified directory. Bydistributing the contents of the directory, you provide users with the source files and thebriefing 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 tofind it. If the user is unable to find the source object, the original linked object is shown, butcannot 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

DescriptionWhen users update or activate linked objects, Portfolio searches for the source objects in thefollowing 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 directoryand the 16-bit Windows System directory.)

48 Portfolio


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

DescriptionYou can select the resolution that is used by most people to whom you will distribute a briefingbook. Users whose screens match the given resolution can view the briefing book at a zoomlevel of 100% without having to zoom or scroll. Users whose screens have a different resolutionwill need to scroll, or to zoom in or out, to see whole pages.

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

Steps1. In Author mode, do one of the following:

2. Select the Resolution tab.

3. In the Resolution box, select one of the following resolutions:VGASuperVGA8514DoubleVGAOther (type the dimensions of the briefing book pages, in pixels, in the Height and Widthboxes)

4. Click OK.

To set the screen resolution Do this:

For the active briefing book From the File menu, clickBook Properties.

For all briefing books From the File menu, clickPreferences.

Portfolio Help 49


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 (Viewmenu).

• 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

DescriptionYou can manage how others use your briefing books by setting permissions to allow or denycertain actions in View mode.

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

Steps to Set Permissions for a Briefing Book1. 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 OLEObjects to be Activated check box)

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

What if ...• You can’t find the Book Properties command?


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)• "Protect a Briefing Book with a Password" (p. 45)• "Secure a Briefing Book with Access Manager" (p. 46)• "Secure a Briefing Book" (p. 45)

50 Portfolio


Package a Briefing Book

DescriptionYou can copy a briefing book and all its linked object source files into a folder. You can then havePortfolio 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.

Steps1. 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 itslinked object source files to.

3. To use the copied source files only when the originals cannot be found, select the UpdateLinks Inside Objects check box.If you don’t select this check box, the packaged briefing book always uses the copied sourcefiles 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 theReplace Existing Files check box.

5. Click OK.Portfolio copies the briefing book and all its linked object source files into the specifiedfolder. 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

DescriptionYou 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 moreinformation 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 cansend the contents of the folder as an attachment to an e-mail message with instructions forthe user to update the links.

Portfolio Help 51


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

DescriptionYou can save a briefing book in a shared location, such as a directory on a LAN. Everyone whohas 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 accessprivileges to the shared location, or to protect the briefing book with a password. For moreinformation about setting up a shared directory with security, see the documentation for theoperating system of the server, or consult your LAN administrator.

ExampleYou want to distribute a briefing book to three regional sales managers. The briefing book mustcontain a PowerPlay sales report for each manager’s region. Each manager must be able to seeall 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 managerattempts to activate another manager’s sales report, Portfolio indicates that the object cannot beactivated.

Note that you can prevent the managers from seeing even the stored representations of thePowerPlay reports by covering the reports with pictures. The reports remain as linked objects,but are shown as pictures instead, until they are activated.

Steps1. 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

DescriptionIf your briefing book contains linked information from source objects that change frequently, youneed to update the links so that the linked objects remain synchronized with their sourceobjects.

52 Portfolio


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 thelinks can be updated when you open the briefing book.

• Setting links to update manually is more selective, because you choose which links toupdate and when. However, if you forget to update the links, you could be looking atout-of-date information.

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

Steps to Set Manual or Automatic Links1. 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 Updated1. In Author mode, from the File menu, click Book Properties.

2. Click the Permissions tab.

3. Do one of the following:

4. Click OK.

Steps to Update Manual Links1. 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 linksupdated?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 objectsbefore you choose the Links command.

To Update Automatic Links Do this:

A page at a time as the pagesbecome active

Clear the Update all LinkedObjects at Startup check box.

Upon opening the briefing book Select the Update all LinkedObjects at Startup check box.

Portfolio Help 53


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 BookIf you distribute briefing books containing variations on the same information, you may be ableto 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

OverviewAs 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

DescriptionAn 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

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

Steps to Add a Background Picture to the Title Page1. In Author mode, right-click the background of the first page (the title page), and click

Properties.


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


Steps to Add a Jump Hotspot Over the Background Picture1. 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), andclick 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 PageJump to Previous PagePrompt for PageSkip 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 theMessage tab, select the Show Fly-by Text option button, and type the desired text.


8. Under Border, select the None option button.


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

DescriptionPortfolio has two key features to assist you in preparing for and giving presentations using abriefing 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

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

Step to Switch to Full-Screen View• From the View menu, click Full Screen.

Press F6 or Esc to return to the normal view.

56 Portfolio


Steps to Add Command-line Options1. Right-click the desktop, click New, and click Shortcut.

2. In the Command Line box, type the command (for example, "C:\PROGRAMFILES\COMMON FILES\COGNOS SHARED\PORTFOLIO\6.0\PRTFOLIO.EXE") followedby the desired command-line options, such as:

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 specifiedsettings.

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

DescriptionAlthough you can’t see them in full-screen view, Portfolio menus and commands are available byusing their shortcut keys.

ExampleYou are in full-screen view, and you want to add a page after the active page. You press Alt+P toshow 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

DescriptionTo make a heading or other important text stand out, you can give it a shadow effect.

Example

Command-line Option Description

<briefing book name> Opens the specified briefing book.

/view Starts Portfolio in View mode.

/author Starts Portfolio in Author mode.

/fullscreen Starts Portfolio in full-screen view.

Portfolio Help 57


Steps1. 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, andleave 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.


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 underneaththe 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

DescriptionYou can add an exit button to help users exit Portfolio quickly and easily when they’ve finishedviewing your briefing book.

Steps1. 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 captionin the text box.

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

58 Portfolio


Drag Objects Between Briefing Books

DescriptionYou 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

Steps1. In separate, tiled windows, open

the source briefing book to the page on which the desired object is locatedthe destination briefing book to the desired page

2. In Author mode, do one of the following:

What if ...• You can’t drag the desired object?



Fix the Appearance of OLE Objects After Resizing Them

DescriptionIf 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 andeasy.

Steps to Fix the Appearance of an Individual OLE Object1. 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 Them1. 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)

To Do this:

Move the object into thedestination briefing book

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

Copy the object into thedestination briefing book

Ctrl+Alt+click and drag the objectinto the destination briefing book.

Portfolio Help 59


Work with Links

DescriptionYou 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 sourceWhen you break a link, the object remains in the briefing book. Because broken links cannotbe restored, ensure that you make all the changes to your source before you break the link.

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

Steps to Change a Linked Source1. 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, andclick OK.

4. In the Links dialog box, click Close.

Steps to Break a Link1. 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

DescriptionYou can save time by setting the default OLE object type to the type you use most. The defaultOLE object type• is pre-selected when the Add OLE Object dialog box appears• appears as the Add <OLE Object Type> command (Object menu), so that you can add OLE

objects of the default type quickly and easily

Steps1. In Author mode, from the File menu, click Preferences.

2. Click the OLE tab.

60 Portfolio


3. Under Default OLE Object Settings, select the Create New option button if it is not alreadyselected.

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 <OLE Object Type> command (Object menu) is unavailable when no default OLE

object type is set.


Set Default Directories

DescriptionYou can set default directories in which to save new briefing books and to search for existingbriefing books, macros, pictures, and linked objects.

Setting default directories can save time, because the directories are pre-selected wheneverPortfolio prompts you to save or locate a file.

Steps1. 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 forexisting 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 anddirectory path in the Macros Directory box.

5. If you want to set a default directory in which to search for pictures, type the drive anddirectory path in the Pictures Directory box.

6. If you want to add directories in which to search for linked source objects, type each driveand directory path in the Use Link Search Path box, separating each entry from the nextwith 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

DescriptionBy 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


Steps1. In Author mode, from the File menu, click Preferences.

2. Click the General tab.

3. Clear the following check boxes, as desired:Confirm Page DeleteConfirm Object DeleteConfirm HotSpot Action DeleteConfirm Canceled Property Changes

4. Click OK.


Improve Redrawing Performance

DescriptionChanging some Portfolio settings may improve redrawing performance on slower computers.

Steps1. 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 Drawingcheck box.If you clear this check box, the page background and grid may flicker when you are movingan 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.


62 Portfolio

Appendix A: Reference Information

Command-line Options

OverviewYou 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 isPrtfolio.exe [<briefing book name>] [/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.

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

<briefing book name>Opens the specified briefing book.

You must specify the path and .pbb file extension when you open a briefing book from thecommand line. For example,

"C:\PROGRAM FILES\COMMON FILES\COGNOSSHARED\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 anexisting briefing book.

Portfolio Help 63


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 presentationsor 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• 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 <briefing book name> option, Portfolio runs the

macro before opening the briefing book. If the /macro option appears after the <briefingbook name> 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 themacro 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.

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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, andcloses 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 theworking 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)

/nologoSuppresses 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


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


/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 thebriefing book Year_end."C:\PROGRAM FILES\COMMON FILES\COGNOS SHARED\PORTFOLIO\6.0\PRTFOLIO.EXE" /u /q"C:\BRIEFING BOOKS\YEAR_END.PBB"


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


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 batchmode (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 manuallinks 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: OverviewPortfolio provides several different pop-up menus that you can access by using the right mousebutton 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


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

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

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 andplaces it on the Clipboard.

Cancel Closes the pop-up menu.

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 andplaces them on the Clipboard.

Copy Page Copies all objects on the active page to theClipboard.

Paste Pastes the object from the Clipboard onto theactive page.

Paste Page Before Inserts the page from the Clipboard before theactive page.

68 Portfolio


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

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)

Paste Special Shows the Paste Special dialog box, where youcan link or embed the object from the Clipboardonto 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, sothat changes made in the source application arereflected in Portfolio.





Goto Goes to the page you specify.

Grid Shows or hides the grid.

Properties Changes the settings for the active page.

Command Description

Command Description

Activate Activates the OLE object.

Copy Copies the object and places it on the Clipboard.

Delete Removes the selected text annotation from thebriefing book permanently.

Cut Removes the selected text annotation and places iton the Clipboard.

Properties Shows options for the selected object.

Portfolio Help 69


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

Related Topics• "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)

Command Description

Activate Activates the OLE object.

Copy Copies selected objects and places them on theClipboard.

Delete Removes the selected objects from the briefingbook permanently.

Cut Removes the selected objects and places them onthe Clipboard.

Links Shows and modifies links in a briefing book, sothat changes made in the source application arereflected in Portfolio.

Object Provides tools to open, edit, or convert theselected object. The name that appears in themenu 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 Portfoliowindow.

Properties Sets options for the selected object.

70 Portfolio


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 pagebackground and release the mouse button in Author mode.

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

Command Description

Add [OLE ObjectType]

Embeds a new object of the type specified in theOLE tab (Preferences dialog box).

This command is unavailable if no default OLEobject 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.

Button Description

Add Icon Object Adds a static icon as an object.

Add Launch ButtonObject

Adds a launch button 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


Cut Cuts the selection from the briefing book andplaces it on the Clipboard.

Delete Page Removes the activate page.

View Mode Switches to View mode.

Author Mode Switches to Author mode.


Fit Page to Window Sets the zoom level such that the page fits thewindow.

Full-Screen View Switches to full-screen view.

Help Contents Shows the Contents topic in Portfolio onlineHelp.


New Creates a new briefing book.

Ctrl+click to show the Directories tab(Preferences dialog box), where you can setdefault directories.

New Page After Inserts a page after the active page.

New Page Before Inserts a page before the active 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 setdefault directories.

Page Properties Shows the Page Properties dialog box.

Paste Pastes the contents of the Clipboard into thebriefing book.


Button Description

72 Portfolio


Specifications

Save Saves the active briefing book.

Ctrl+click to show the Save As dialog box, whereyou can save the briefing book with a new nameor location.

Screen Help Shows help for the selected command or part ofthe screen.

Show as Button Shows the selected object as a button.

Show as Icon Shows the selected OLE object as its nativeicon.

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 ofContents

Shows or hides the Table of Contents.

Undo Reverses the last action.

Button Description

Attribute Limit

Maximum dimensions of an object No larger than the dimensions of thepage.

An OLE object cannot exceed thedimensions specified by its server or thedimensions of the page, whichever islarger.

Minimum dimensions of an object No smaller than a standard icon on yourcomputer, usually 32 pixels square

Maximum number of characters in fly-bytext

No practical limit

Maximum number of characters in a textobject

No practical limit

Maximum number of characters in nameand location fields (such as the File Namebox in the Open dialog box)

260 characters

Maximum number of characters in textfields (such as the Long Description box inthe Details tab in the Book Propertiesdialog box)

No practical limit

Portfolio Help 73


Maximum number of characters on thecommand line

127 characters

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

Maximum number of copies of Portfoliorunning at the same time

Limited only by available memory

Maximum number of fonts per briefingbook


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 briefingbook


Maximum number of unique bitmaps in abriefing book

8,192 bitmaps

Maximum size of a bitmap Limited only by available memory

Maximum width of an object border 100 pixels

Attribute Limit

74 Portfolio

Appendix B: Troubleshooting

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

If you have Portfolio Viewer installed on your computer, your installation does not includeauthoring 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 dialogbox.

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 movepages 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 briefingbook.

I can't move or resize an object.You can move and resize objects only in Author mode.


Portfolio Help 75


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 thebriefing book too much.

If you chose a target screen resolution that's different from that of your screen, the briefing bookappears 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 (Viewmenu).

I am frequently prompted to zoom briefing books that Iopen.

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, selectthe Always Zoom option button or the Never Zoom option button.

I am frequently prompted to find the same source files onthe 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 asemicolon. 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 canprovide the location of the source file so that you can add it to your link search paths, orprovide 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 activatingOLE objects.

76 Portfolio


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 ClassPortfolio verifies that the user classes specified in the briefing book are defined in thenamespace or authentication file (.aut). If a user class has been removed from theauthentication data source (namespace or .aut file), then any briefing book page securityassociated 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 amember of the root user class.

New Namespace or Configuration NameIn Portfolio Author, if the Access Manager configuration name is changed, Portfolio verifies thatthe user classes that are specified in the briefing book are defined in the newly referencedauthentication data source. If a user class is no longer available, a dialog box prompts the userto either proceed or cancel.

If the user proceeds, then any user classes specified in Portfolio but not found in the newlyreferenced authentication data source are converted to the root user class.

If the user cancels, then the original Access Manager configuration name is restored andaccess 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. Underthe section title [OLE], add the line: ServerBusyMsgDelay=<seconds>. You must restartPortfolio for this setting to take effect.

Note: If you continue to get server busy messages, talk to your system administrator.

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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 Viewerdoes 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 themwithout 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 PortfolioViewer, 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 buttonsfrom 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 willdistribute the briefing book. Users whose screens match the given resolution can view thebriefing book at a zoom level of 100%. Users whose screens have a different resolution willneed 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 abriefing book.

Portfolio Help 79


Can I suppress Essbase passwords when opening PowerPlay reports?You can suppress the Essbase password prompt by entering the auto-access information inAccess Manager, and configuring users’ computers to use the correct authentication datasource 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. EachHotSpot becomes a menu command and is automatically assigned a shortcut key. You can clickthe 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 selectedHotSpot, 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 bookwithout any changes to the original object. Linking and embedding each have advantagesand disadvantages. When deciding which method to use, consider the following:

Question: Answer when you link: Answer when you embed:

Does the objectsignificantly increase thebriefing book’s file size?

No, because the briefingbook merely points to theoriginal object to get most ofthe information.

Yes, because the completeobject is stored in the briefingbook.

Can the briefing bookshow updates made tothe object in the firstapplication?

Yes. You can update the linkmanually, or have Portfoliokeep it continuously updated.

No, because the object isindependent of the one in thefirst application.

Can I use the briefingbook if I don’t haveaccess to the object inthe first application?

Yes, but you cannot updateor activate the object.

Yes, because the object isindependent of the one in thefirst application.

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How does Portfolio re-establish links to unfound source files?When users update or activate linked objects, Portfolio searches for the source objects in thefollowing 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 directoryand 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, toadd 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 keepingPowerPlay 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.

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82 Portfolio

Glossary

activateOpens an OLE object in its source application (the application that created it) so that you canexplore it or change it. If an object is activated in-place, it remains within the window where it islinked 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 savechanges depending on the capabilities that the Author of the briefing book gave you.

active iconAn icon that performs an action.

active OLE objectAn embedded or linked object that can be activated and updated.

See also activate, embed, and link.

aspect ratioThe relationship between the height and the width of a picture.

Changing the aspect ratio of a picture (for example, increasing its width without proportionallyincreasing 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 modeProvides the tools for creating a new briefing book or for viewing and changing the contents ofan existing briefing book. You can link or embed objects, add hotspots, set the actions permittedto users of the briefing book in View mode, and more.

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

CognosScriptA language similar to BASIC, that is included with Cognos applications. You can useCognosScript to write macros.

command lineThe characters used to start an application.

Portfolio Help 83

Glossary

cropTrims, rather than resizes, a picture to fit a given area.

ditherSimulates a color in a bitmap by mixing colors from the palette.

dockedA Toolbar or the Table of Contents that is positioned on the perimeter of the window. When aToolbar is positioned elsewhere, it is floating.

embedInserts 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. Whenyou 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).

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

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

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

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

hotspotAn object that performs one or more actions when you click it. Possible hotspot actions includejumping to other pages in the briefing book, launching programs, running macros, and exitingPortfolio.

iconThe 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 orembedded object, or its native icon.

See also static icon.

in-place activationActivates an OLE object within the window where it is linked or embedded; the toolbars andmenus merge with those of the source application.

In-place active objects are identified by a special border:

linkThe connection between an embedded object and the application in which it was created. Whenthe information changes in the source file, the changes are reflected in the destination file. Youcan choose to update linked information manually or automatically.

84 Portfolio

Glossary

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

macroA customized sequence of instructions ("macro commands") that Cognos applications can carryout.

namespaceA directory where authentication data is stored.

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

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

objectIn Portfolio, anything you add to a briefing book page, other than a background picture orpattern. For example, text and icons are considered objects.

Object toolbarA 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, twoapplications can share data through a connection that you establish.

See also embed and link.

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

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

Page ToolbarA 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

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Glossary

The Page toolbar looks like this:

QuickHelpShows the name of a toolbar button when the pointer pauses over the button.

Standard ToolbarA 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 iconAn icon that doesn’t perform an action.

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

submenuA cascading menu that contains its own set of commands. You access a submenu from anothermenu.

Table of ContentsA 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 selecta page. When the Table of Contents is floating, it appears as a window in which you can select apage or, in Author mode, change the order of the pages.

A floating Table of Contents looks like this:

text objectText that you add to a briefing book. You may or may not be able to add text objects in Viewmode, 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 notconsidered text objects.

toolbarA bar with buttons that perform commands.

toolbar buttonA button on the toolbar that you click to perform an action. Buttons that perform related actionsare grouped together on a toolbar.

86 Portfolio

Glossary

View modeProvides the commands for viewing the contents of an existing briefing book. You may be able toactivate OLE objects, add text objects, print, and save, depending on the capabilities that theauthor 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<briefing book name> command-line option, 63

AAccess Manager, 45Access Manager, setting passwords, 46access password, 45actions

confirming, 61activating

HotSpots, 41OLE objects, 41, 76PowerPlay reports, 81

addingexit buttons, 58icons, 14launch buttons, 12page titles, 22pages, 9patterns to objects, 26patterns to pages, 24, 25pictures, 15pictures to objects, 29pictures to pages, 27, 28text, 15, 42text over objects, 32

annotationsadding, 42

applicationslaunching, 12, 18

Author mode, 7, 8, 63, 79automation

CognosScript, 54

Bbatch mode

updating links, 66, 67bitmap size, 73borders

adding, 32browsing

pages, 39buttons

powerbar, 71

buttons (cont'd)showing objects as, 34

Cchanging

page order, 23page titles, 22

CognosScript language, 54colors

adding to objects, 26adding to pages, 24, 25

command-line options, 63, 64, 65, 66commands

unavailable, 75, 79compatibility, 79confirmation, switching off, 61controls

adding to HotSpots, 21copying

objects, 43pages, 44

copyright, iicovering objects

with pictures, 29with text, 32

creatingbriefing books, 9HotSpots, 17launch buttons, 12

cutting pages, 75

Ddefaults

OLE object type, 60deleting pages, 75directories

saving briefing books in, 52setting default, 61

displayingbriefing books, 37

distributing briefing books, 47, 51, 52donotupdatelinks command-line option, 64dragging

objects, 30

Eedit password, 45editing briefing books, 8e-mail

sending briefing books, 51embedded objects

activating, 41, 76embedding

objects, 11versus linking, 80

Portfolio Help 89

Index

exit buttonsadding, 58

exiting Portfolio, 12, 20exploring, 41

OLE objects, 41

Ffinding

source files, 76, 81fly-by text, 76folders

saving briefing books in, 52frames

adding, 32full-screen view

starting in, 64using menus, 57

Hheadings

adding shadow effect, 57HotSpots

adding controls, 21creating, 17exiting Portfolio, 20, 80jumping to pages, 19launching applications, 18menu, 80running macros, 19using, 41

Iicons

adding, 14showing objects as, 33

Impromptu reportsembedding, 11linking, 10

informationabout objects, 16, 40

insertingicons, 14pictures, 15text, 15

interactive mapsadding to title pages, 7, 55

Jjumping

to pages, 19to specific page, 39

Llaunch buttons

adding, 12, 58launching

applications, 12, 18layering

objects, 35limitations, 73linked objects

activating, 41, 76packaging, 51setting a default directory, 61

linking objects, 10, 80links

not updating at startup, 64searching, 48updating, 52, 66, 67working with, 60

Mmacros, 66

notifying when finished, 65quitting when finished, 66running, 12, 19, 54, 64setting a default directory, 61

mailing briefing books, 51maps

adding to title pages, 7, 55maximizing

at startup, 65objects, 40

menus, 57using in full-screen view, 57

messages, 77minimizing

at startup, 65missing

commands, 79pages, 77

movingobjects, 30, 75pages, 23, 75

Nnamespace

root user class, 77

Oobjects

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

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Index

objects (cont'd)text, 15

OLE automation, 54OLE objects

activating, 41, 76embedding, 11linking, 10resizing, 59searching for links, 48setting default type, 60updating links, 52

openingbriefing books, 38earlier versions of Portfolio briefing books, 79

optionscommand-line, 63

order of pageschanging, 23, 75

Ppackaging briefing books, 51pages

adding, 9adding background patterns, 24, 25adding background pictures, 27, 28adding titles, 22browsing, 39copying, 44deleting, 75jumping to, 19, 39limitations, 73maximum, 79missing, 77organizing, 7rearranging, 23, 75zooming, 40, 76

passwords, 45, 46, 75, 79, 80patterns

adding to objects, 26adding to pages, 24, 25

performanceimproving, 62

permissionssetting, 50

picturesadding, 15adding to objects, 29adding to page background, 27, 28setting a default directory, 61

pop-up menus, 67, 68, 69, 70, 71powerbar buttons, 71PowerPlay reports

embedding, 11linking, 10

presentations, tips, 56programs

launching, 12, 18protecting briefing books, 45

Rrearranging pages, 23, 75redrawing

improving performance, 62OLE objects, 59

removing pages, 75reordering pages, 23, 75

resizingobjects, 31, 75OLE objects, 59

resolutiondesigning for, 49setting, 76

runningapplications, 12, 18macros, 19

Ssaving

in shared locations, 52setting a default directory, 61

screen resolutiondesigning for, 49, 76, 79

searchingfor source files, 48

securing briefing books, 45Send command, 75sending

using e-mail, 51server busy messages, 77setting

confirmation of actions, 61defaults, 61passwords, 45, 46permissions, 50screen resolution, 49

shadow effectadding to text, 57

shared locationsaving briefing book in, 52

showingHotSpot menu, 80objects as buttons, 34objects as icons, 33

size of objects, changing, 31source files

finding, 48, 76, 81specifications, 73splash screen

suppressing, 65starting

applications, 12, 18startup options, 63, 64, 65, 66, 67switches, 63, 64, 65, 66, 67

TTable of Contents, 39, 75tabs, unavailable, 75target screen resolution, 49, 76text

adding, 15, 42adding over objects, 32adding shadow effect, 57

tips and tricks, 55title pages

adding interactive maps, 7adding maps, 7, 55

titlesadding to pages, 22

toolbarsmodifying, 79

Portfolio Help 91

Index

Uunavailable, 75

commands, 75, 79tabs, 75

updatinglinks, 52, 66, 67

user classes, 45

VView mode, 37, 42, 50, 67, 79viewing

briefing books, 37

Zzooming

objects, 40pages, 40, 76

92 Portfolio

cognos portfolio

Documents