Publish from a profile with tokens

After you create a publishing profile, you can publish the included components using the profile. When publishing from a profile, you can use a token in the job Name to pull in data so you don't have to type it in every time you send the component out for publishing.

You may not have permissions to publish under the following conditions:

  • A content owner or administrator can set permissions to deny access to components or folders. If your permissions to content has been blocked and you are not an administrator, you can use the Publish option in a project's Content pane, but it will fail with a warning.
  • An Inspire administrator can define at the user and role level whether the Publish action is available.
    • By default, only administrators can publish content in Inspire.
    • You can see the Publish option only if you're an administrator or have the can_publish module property.

Tips and tricks

  • On demand publishing. If you want to publish only once on demand, you can use a publishing profile to manually send a component or map to be published, and it occurs right away.
  • Schedule publishing. If you want to publish content on a regular basis, you can enable an option to schedule the time and frequency when a topic or map is published. You must use publishing profiles to create and manage the schedule. For more details, read Schedule publishing.
  • Set notifications: If you have changed the defaults and want to see publishing notifications, make sure you configure them before publishing. Follow the steps in Set notification preferences for publishing.
  • Publish a map with a DitaVal file: Ditaval files specify the conditions to include and exclude when you generate your map's output. DitaVal files are useful if you're using conditional attributes extensively in your documentation. If you're publishing a map, follow the steps in: Publish from a map.

  • Examples of ways you can use a token in the job's Publish Name field:

    • To add the name of the MyMap component, use {$componentname}

      Example Publish Name = MyMap

    • To add the topic title of the MyMap component, use {$title}

      Example Publish Name = UserManual

    • To add the file name of the MyMap component, use {$filename}

      Example Publish Name = MyMap_ceb80930-0712-48d2-92a5-9c2ee7d2ff7d.xml

    • To add the current date and time to the job name for MyMap, use {$datetime}

      Example Publish Name = MyMap2024-04-30-111017

    • To add the name of the user who created the publishing job for MyMap, use{$username}

      Example Publish Name = MyMapjanedoe@mycompany.org

    • To add the code for the language used in the component MyMap, use {$langcode}

      Example Publish Name = MyMapen-US

    • To add the name of the language used in the component MyMap, use {$langname}

      Example Publish Name = MyMapEnglish

    • If you need a system variable that isn't in the list of examples, contact your Inspire support representative.

Before you begin:

  • The Publish Configuration option is no longer available. This option was removed to avoid conflicting logic between settings in a Publish Configuration and a Publishing Profile. All publishing configuration information now comes only from the Publishing Profile.
  • You only see the Add Ditaval button if you are publishing a map.

To publish a component from a profile:

  1. From the top menu, select Publishing.
  2. On the Publishing Profiles tab, find the profile you want to publish.
  3. To publish the profile, do any of the following:
    • Right-click the name of the profile, and select Publish...
    • In the profile's row, click the Options menu, and then select Publish...
  4. On the Publish Component screen, in Publish Name, do one of the following:
    • Leave the pre-populated name. If the Publishing Profile you are publishing from includes a Publish Name, it appears in this field by default.
    • Optionally, you can change the Publish Name to a different set of characters.
      • Use 1000 characters or less
      • You must use underscores (_) instead of spaces.
    • To add a token to the job name, do the following:
      • To the name, add a token using the following format:
        {$variable}
      • To create multiple tokens, use the following format:
        {$variable}-{$variable}-{$variable}
      • The total number of characters used in the name cannot exceed 1000. If you include multiple tokens in the Publish Name, and the final Publish Name exceeds 1000 characters, then you see a warning.
        • The Publish Name will be truncated.
        • The tokens will still be used but with a truncated final name.
      • Important:
        • Replace variable with the name of a system variable used by Inspire.
        • If you add a variable to the publishing job Name that XPath can't find, the component is published and Inspire adds the unknown variable as text to the Publish Name. For example: MyMap_{$blueskies}
        • In your notifications you see a Publish Name of MyMap_blueskies.
        • The name of the published deliverable will not include the unknown variable as text. Deliverables are named using the following default format: Publish-{ComponentName}-YYYY-MM-DD-HHHHMM. However, an administrator can configure Inspire to omit the timestamp from the published file name.
  5. In Export Configuration (Publish), select the format you want the output to be in, for example PDF or HTML.

    Your configuration choice is used to create the output, even if it is in conflict with the Export Configuration (Publish) set in the Publish Configuration by an administrator.

  6. When you're publishing a map, you can optionally select a DitaVal file that already exists in Inspire.

    Ditaval files specify the conditions to include and exclude when you generate your output. They ensure that conditions are always applied consistently to generated output. DitaVal files are useful if you're using conditional attributes extensively in your documentation.

    Although you can select more than one DitaVal file, only the first file is used.

    • Any other files listed after the first one are ignored.
    • There are future plans for supporting multiple DitaVal files.
    1. On the Publish Component screen, click Add Ditaval.
    2. On the Add Ditaval screen, click Add.
    3. On the Select Components screen, search for or browse to the folder where the Ditaval file is saved.
    4. Select the checkbox for a DitaVal file and click Select.

      Result: On the Add Ditaval screen, the file you selected is listed.

      • If you selected multiple files, only the first file (#1) is used.
      • Make note of the file you selected.
        • Your selection is not shown on the Publish Component screen.
        • If you select the Add Ditaval button again, the screen will be blank and you will have to re-select the DitaVal file you want to use when publishing
    5. On the Add Ditaval screen, select Save.

      Result: You don't see the name of any DitaVal file you've applied on the Publish Component screen. (However, there are future plans to display the selected DitaVal on the Publish Component screen.)

      If you select the Add Ditaval button again, the screen will be blank and you will have to re-select the DitaVal file you want to use when publishing.

  7. If you've applied profiling attributes to content in the component you're publishing, you can use filters.

    1. To choose the profiling attributes you want included in the publishing job, click Add Filter.
    2. On the Filter profiling attributes tab, do any of the following:
      • Select the individual options you want to transform the content you are publishing.
      • In Saved Filters, select a defined collection of attribute filters.
    3. On the Filter profiling attributes screen, click Select.

      Result: You see the profiling attributes you select on the Publish Component dialog, listed after the Clear Filter button

  8. If you want to verify that your XML code in your component is valid according to your framework at the time of publishing, select the Validate XML option.

    By default this option is not selected.
  9. If you want to import the published deliverable back into Inspire automatically, select Create Attachment.
    1. In Target Folder, select the location where you want the publish deliverable saved.

      The file is saved as a binary. By default, it is named using the following default format: Publish-{ComponentName}-YYYY-MM-DD-HHHHMM. However, an administrator can configure Inspire to omit the timestamp from the published file name.

  10. To add a snapshot to the history for this component and all referenced content, click Create snapshot.

    1. On the Create snapshot dialog, in Name, enter a descriptive title for the version in 50 characters or less.
    2. Optionally, in Comment, enter additional information differentiating this version from other snapshots in 2000 characters or less.
    3. On the Create snapshot dialog, click Create.
    Result: You see a component snapshot labeled On Demand on the History tab. Look in Component details for a list of the components that were included when you created the snapshot. Follow the steps in: View a snapshot
  11. On the Publish Component dialog, click Publish.
    Result:

    In the top-right corner, you see a message that Inspire is preparing your publishing job.

    After Inspire successfully submits the job, you receive a notification that you can review on the Notifications tab, in Slack if it's configured for notifications, and in email.

    When you complete a task that triggers a notification, such as publishing content, the Slack and email body contain:

    • The notification with ten or less Issues, Errors, and Warnings.
    • A link at the bottom of the message [See Full Version].
    • You can click the [See Full Version] link to expand a section under the link with the full details.
    • Finding your publishing request. On the Publish portal, you see:
      • The Publish Name you use on the Publish Profile tab is shown on the Publish portal in the Profile column.
      • If you use a token in the Publish Name, and Inspire can resolve it, the token appears in the following places with the token replaced by actual data:
        • On the Publish portal in the Profile column.
        • In the deliverable name using the following default format: Publish-{ComponentName}{token}-YYYY-MM-DD-HHHHMM. However, an administrator can configure Inspire to omit the timestamp from the published file name.
      • If you use a token in the job Publish Name, and Inspire can resolve it, the token appears in the following notifications, if you have them turned on:
        • In-app publishing notifications for queued, submitted, and completed.
        • Slack publishing notifications for queued, submitted, and completed.
        • Email publishing notifications for queued, submitted, and completed.

      • If you add a variable to the Publish Name that XPath can't find, Inspire adds the unknown variable as text to all names and notifications except for the deliverable name.

    • Keep the following issues in mind:

      • Deliverables are named using the following format: Publish-{ComponentName}-YYYY-MM-DD-HHHHMM.
      • If you use a token in the Publish Name, and Inspire can resolve it, the token also appears in the deliverable name using the following default format: Publish-{ComponentName}{token}-YYYY-MM-DD-HHHHMM. However, an administrator can configure Inspire to omit the timestamp from the published file name.
      • Additionally, you see the token in the Publish Name in the following places, if you have these notifications turned on:
        • In-app publishing notifications for queued, submitted, and completed.
        • Slack publishing notifications for queued, submitted, and completed.
        • Email publishing notifications for queued, submitted, and completed.

      • If you add a variable to Publish Name that XPath can't find, Inspire adds the unknown variable as text.

        For example, if you use a non-system variable: 

        MyMap_{$blueskies}
        • In your notifications you see a Publish Name of MyMap_{$blueskies}.
        • The name of the published deliverable will not include the unknown variable as text. Deliverables are named using the following default format: Publish-{ComponentName}-YYYY-MM-DD-HHHHMM. However, an administrator can configure Inspire to omit the timestamp from the published file name.
    • Finding your deliverables.
      • You can download your deliverable from publishing notifications or in Publish Server.
      • You can also find the deliverable in Inspire if you selected the Create Attachment option when you were configuring settings on the Publish Component screen. You can find a copy of the published deliverable in the Target Folder you selected.

      After the publishing job completes successfully:

      • A copy of the published deliverable is imported back into Inspire automatically as a binary file.

      • A relationship between the component you published and the deliverable that was imported is created.
        • In the Component's Browser, the component you published now has a black paperclip before its name. This indicates it references another component as an attachment.
        • In the Component's Browser, the published deliverable has a green paperclip before its name. This indicates it is referenced by an another component as an attachment.
        • For more information on attachment relationships, read See component attachments.

    Tips and tricks

    You can use Publish Server to see job status and histories, download files related to a job, and re-publish content from an existing job. To learn about job management, read Welcome to Publish Server.
    • Open Publish Server from a link in the following places:
    • For the following Inspire publishing formats, you download a ZIP file that includes multiple files:
      • HTML
    • For the following publishing formats, you download a single standalone file:
      • PDF
      • DocBook PDF
      • DocBook HTML
      • DOCX
    • When you use the Zoomin publishing option, you must open the notification and use the link to go to the Zoomin site.
    • For custom publishing options, you can configure the publishing deliverables.