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Chapter 4. Building an UltraDev Site fro... > Editing Pages in a Workgroup Environ...

Editing Pages in a Workgroup Environment

Editing a Web site in a workgroup can have advantages and disadvantages. By providing each member of the workgroup with access to the page, several people can edit and update their specific areas of the site without having to ask for access to the files. The disadvantage to this, however, arises when two or more people work on the same document at the same time. Inevitably, someone’s work is going to be overwritten and their time wasted.

To resolve these potential problems, UltraDev includes a couple of handy tools that not only reduce the possibility of lost data, but allow group members to flag the status of a page and attach notes to a document that are visible to team members, but invisible to visitors.

Check In/Check Out

Borrowing from the time-tested format of every public library, UltraDev includes a system that enables each member of a workgroup to “check out” a file, essentially blocking others from being able to access the file at the same time. Any other group member who tries to access the file is informed that the file is checked out and they are given the name of the person working on the file and the time and date they checked it out.

Once the changes are made, that person can “check in” the file, enabling others to make changes or check the file out. By allowing groups to restrict the number of people editing a page at the same time, this system reduces the chance that someone could overwrite your hard work.

Exercise 4.10 Enabling Check In/Check Out

1.
To enable the check in/check out system, open the Site window for the InsideUD4 you created earlier. Make sure the Site drop-down box (not the Site menu) displays the site name. Double-click the InsideUD4 name to display the Site Definition dialog box.

2.
As shown in Figure 4.23, select the Remote Info Category and check the Enable File Check In and Check Out box.

Figure 4.23. Enabling File Check In and Check Out.


3.
To ensure that files are locked when opened, make sure there is a checkmark in the box marked Check Out Files When Opening.

4.
Provide your name and email address in the appropriate boxes. Other members of the workgroup will be able to see this information when they attempt to open a file that you have checked out.

5.
Click OK to close the Site Definition dialog box.

Using Design Notes

One additional tool that UltraDev offers to workgroups is the Design Notes feature. When a user makes updates to a page, he has the option of adding a design note to indicate what changes were made and when. These notes are then stored in the notes folder located in the root directory of the site. Other members of the group are then able to see when changes were made, what development stage the pages is in, when it was last updated, and by whom.

This feature is not just for workgroups, either. Anyone who wants to log the changes made to pages or to remind themselves of the status of a page can see the value that UltraDev’s design notes offer.

Exercise 4.11 Attaching Design Notes to a Page

1.
Open the Site window for the InsideUD4 you created earlier.

2.
In the Local Folder pane (on the right side of the screen) right-click on the default.asp file and select Design Notes.

3.
Using the Basic Info tab, shown in Figure 4.24, set the status of this file as Draft and type your initials and the date in the Notes field.

Figure 4.24. Design notes track information about page updates.


4.
If you are familiar with the Extensible Markup Language (XML), you can click the All Info tab and add or remove information through the use of the plus and minus buttons.

5.
Click OK to apply the design note to the page. As you can see in Figure 4.25, a callout icon has been placed in the notes column of the Local Folder next to the default.asp file. This indicates that a design note has successfully been attached to the file. To read the note, simply double-click the icon.

Figure 4.25. A design note has been attached to the file.


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