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Workshare Professional
Getting Started Guide
WORKSHARE PROFESSIONAL GETTING STARTED GUIDE
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Introducing Workshare Professional
Workshare Professional bridges the productivity gap between Microsoft Office documents, email applications,
portals and document repositories. Workshare Professional effectively allows information workers to easily and
securely exchange documents with others during the assembly, review, verification and distribution of their high
value documents.
Workshare Professional provides:
Fast and accurate multi-party document review
Elimination of version/master proliferation and confusion
Fast and accurate document comparison including one-to-many comparison
Policy-driven content risk management and PDF conversion
Discovery and removal of hidden data and visible content leaks
Ability for users to fix potential problems with manual redaction options
Secure PDF conversion anywhere and on email send
Extended and secured document control over email and portals
Accurate conversion of PDF files to Microsoft Word files
Ability to combine multiple files into a single PDF
Note: This guide is designed to quickly get Microsoft Office users started with Workshare Professional. This
guide introduces the main functionality of Workshare Professional but for a more detailed description of its
functionality and capabilities, please read the Workshare Professional User Guide. This Guide and further
information is available on the Workshare website. To contact Workshare Technical Support, please log a
case via the web at http://www.workshare.com/support/.
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Workshare Environment
Workshare Professional integrates into your existing Microsoft Office environment. A panel appears on the left of
the active document and a Workshare menu appears in the menu bar (MS Office 2003/XP) or a Workshare tab
appears in the Ribbon (MS Office 2007). You can show/hide the Workshare Panel by selecting Show
Workshare Panel from the Workshare menu (MS Office 2003/XP) or by clicking Toggle Panel in the Workshare
tab (MS Office 2007).
Workshare
Tab
Workshare Panel
Workshare Menu
Workshare Panel
Workshare Menu
In MS Office 2003/XP, Workshare Professional can also be configured so the Workshare menu is replaced with
the Workshare Professional toolbar:
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Manage and Control Document Review Process
One of the key elements of Workshare Professional is the ability to manage and control the review process for
your documents. Workshare Professional enables you to send documents for review, show the comments and
changes suggested by your clients and colleagues and allow you to accept or reject such changes.
How to:
Send documents for review:
1. Open the document that you want to send for
review.
2. Click Send in the Workshare Panel. The Send
Draft for Review page is displayed.
3. From this page you can convert the document to
PDF, attach a comparison document, or add
additional attachments to the email.
4. Click Create Email to open an email message.
5. When your email message opens, enter the
recipient names, write your message and click
Send.
Refer to Chapter 3: Sending Documents for Review in the
User Guide for more information.
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How to:
Manage reviewed documents:
When your clients or colleagues return your document with comments and suggested changes, Workshare
Professional recognizes this document as a Modified Copy. When you open the attachment, you will be
presented with three options:
Click Open Modified Copy to open the response document in Microsoft Word.
Click Compare Documents to compare the response document against the original document using
Workshare Compare.
Click Open Original and Manage Changes to automatically import the changes into the original
document and manage the changes suggested by this reviewer.
Refer to Chapter 5: Managing Responses in the User Guide for more information.
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How to:
Implement changes:
1. Open the reviewed document.
2. Click Manage Changes in the Workshare Panel.
3. Click Edit changes by Person/Section/Status.
The Manage Changes page is displayed showing
a list of changes suggested by each reviewer.
4. Select an individual change in the Manage
Changes page. The selected change is
highlighted in both the original document and in
the Redline document.
5. Click apply to accept this change. The
change suggested by the reviewer will be
implemented into the original document. You can
undo this action at a later date.
6. Click reject to reject this change. The
change suggested by the reviewer will not be
implemented into the original document. You can
undo this action at a later date.
7. Click follow up to place a flag next to this
change. This will remind you to come back to
the change at a later date.
Refer to Chapter 5: Managing Responses in the User
Guide for more information.
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How to:
Generate a report on the changes implemented into the document:
1. Select Report Wizard from the Workshare menu (MS Office 2003/XP) or click Reports in the
Workshare tab (Reporting group) (MS Office 2007).
2. Select Audit Report from the dropdown list. An Audit Report includes information about the review
cycle of the document. For example, how many times it has been sent for review, the number of
changes proposed, and so on.
3. Click Next. The report can be generated as either raw XML data or as a Workshare standard HTML
report. Select Workshare Standard HTML Report.
4. Click Next. The report is now compiled.
5. Click Finish to view the report.
You can use the Report Wizard to create a History Report to view a report on when the document was sent for
review and who reviewed the document or a Risk Report to view a report of the content risk in the document.
Refer to Chapter 12: Creating Reports in the User Guide for more information.
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Compare Documents
Workshare Professional enables you to compare two documents and instantly see any differences between
them. You can compare a document against an earlier or later version of the same document or against a
different document. You can compare both Microsoft Word (DOC) files and PDF files. Document comparison can
be performed within Microsoft Word or by using the Workshare Compare application. With the Workshare
Compare application, you can compare an original document against several different modified documents and
see the Redline document for each comparison in a different tab. You can also compare PDF files against other
PDFs or against Microsoft Word files.
How to:
Compare documents from within Microsoft Word:
1. Open your document in Microsoft Word.
2. Click Compare in the Workshare Panel. The
Compare page is displayed.
3. Workshare Professional provides you with a list
of the previously saved versions of the
document. Select the version against which you
want to compare the current document, or
4. Select another document by clicking Browse.
5. Click Compare. Workshare Professional
compares the selected document against the
current document and highlights any differences
between them.
Refer to Chapter 6: Comparing Documents from within
Microsoft Word in the User Guide for more information.
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How to:
Compare documents using Workshare Compare:
1. You can compare your documents using Workshare Compare by:
Right-clicking a closed Microsoft Word or PDF document and selecting Compare with Workshare
from the menu.
Clicking the Compare Attachment with Workshare button that appears on the bottom of an email
message that contains an attachment.
Opening Workshare Compare from the desktop or from Start>All Programs>Workshare>
Workshare Professional>Workshare Compare.
2. Each of these methods will open the Document Selection dialog. Enter the two documents you wish to
compare in the Original Document and Modified Document fields. If you want to compare the original
document against a third or fourth document, click and enter the documents in the additional
Modified Document fields.
3. You can change the way Workshare Compare presents the document changes by selecting a different
rendering set from the Rendering Set dropdown list.
4. From the Comparison Option dropdown list, you can select the type of comparison you want to
perform. For example Fast (a faster binary comparison only available when comparing DOC against
DOC) or Text Only (comparing only the text in a document and not the formatting or styles) or Image
Based PDF (only available when comparing a PDF and when you have the Workshare OCR Server
configured).
5. Click OK. Workshare Compare compares the specified documents and presents the differences that
exist in Redline documents.
Refer to Chapter 7: Comparing Documents Using Workshare Compare in the User Guide for more information.
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Check and Alert to Content Risk
Workshare Professional alerts you to content risk (content that violates company security policies) in your
documents. Workshare Professional enables the discovery of content risk in the following ways:
Content Risk Reports: Workshare Professional integrates with Microsoft Office providing an option to
display a comprehensive report of all the content risk in a document while it is open in Microsoft Office.
Email Protection: Workshare Professional prevents users from accidentally emailing confidential
information by alerting users before the email is sent when an email or its attachment breaches security
policies. Depending on the actions defined for policy breaches, emails may be blocked or sensitive data
removed.
Real-Time Alerts: When open Microsoft Office documents trigger a breach of a security policy with an
Active Task Bar action defined, a real-time policy alert is displayed in the bottom right of the screen
notifying the user of the policy breach. When open Microsoft Office documents trigger a breach of a
security policy with a Smart Tag action defined, a smart tag (a purple dotted line beneath the text)
notifies the user of the policy breach.
In addition, Workshare Professional provides manual redaction functionality which enables you to redact
selected words or sentences or other content as required.
How to:
Generate a report on content risk:
1. Open your document and click Content Risk in the Workshare Panel. Workshare Professional displays a
summary of the content risk contained in the document.
2. Click Report. The Report Wizard is displayed.
3. Click Next, select the report format (XML or HTML) and click Next.
4. Click Finish. The Risk Report is displayed showing all instances of hidden data.
Refer to Chapter 12: Creating Reports in the User Guide for more information.
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How to:
Send secure emails:
Create a new email, attach the required document(s) and click Send. Workshare Professional alerts you to any
breaches of security policies by displaying the Email Security dialog.
This dialog alerts you to any breaches of security policies triggered by your email or its attachments. The options
available to you depend on the action specified for a policy breach. The different actions are as follows:
Block Action: This action blocks your attempts to send the email until the offending information is
removed.
Alert Action: This action alerts you to content risk contained within your email, although you are still
able to send the email.
Clean/Lightspeed Clean Action: This action cleans the email and attached documents before sending
the email.
PDF Action: This action converts attached documents to PDF before sending the email.
Zip Action: This action zips attached documents before sending the email.
In order to discover more information about what caused a breach of policy, click the name of the policy in the
Triggered Policies list or select the Policies tab. The Policies tab is displayed showing the policies triggered on
the right side. Click More/Less to display/hide details of each policy as required.
Refer to Chapter 9: Protecting Email Attachments in the User Guide for more information.
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Clean Hidden Data
Workshare Professional can remove hidden data from open documents as well as clean hidden data from email
attachments before they are sent, thus ensuring that the recipient only has knowledge of what the sender
intended. Hidden data can include: track changes, comments, footnotes, author's names, server names,
authoring trails.
How to:
Clean hidden data from your open documents:
1. Open the document you wish to clean.
2. Click Content Risk in the Workshare Panel.
Workshare Professional checks the document for
content risk. This process may take a few moments if
your document is large or if it contains large amounts
of content risk. Once the discovery process is
complete, the Content Risk page of the Workshare
Panel is displayed showing a summary of the content
risk found. The content risk found is divided into high
risk, medium risk and low risk.
3. To display details of the content risk found, click to
the left of the content risk type.
4. Click Remove. The Advanced Options dialog is
displayed.
5. Select the hidden data you want to remove and click
OK.
Refer to Chapter 8: Managing Content Risk in Documents in the
User Guide for more information.
How to:
Manually redact selected text:
1. Select the word, sentence or other data that you want to black out.
2. Right-click the selection and select Redact Text. The selected text is blacked out.
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Create PDFs
Workshare Professional enables you to convert your documents to PDF files. In this format, recipients will be
able to view your documents but are unable to make changes.
You can also use Workshare Professional to convert PDF files to Microsoft Word files. This is useful if you want
to edit the document, as PDF documents cannot be edited as easily as MS Word documents.
How to:
Create PDFs:
1. Open the document you want to convert to PDF.
2. Click Convert to PDF in the Workshare Panel. The Create PDF dialog is displayed.
3. Click PDF Security Options. You can clean hidden data from the document before converting it to PDF
as well as increase the security of the document by prohibiting printing, modification of text, text or
graphics being copied, comments being added or all of the above. Enter a password to password-
protect these settings. Click OK.
4. To convert selected pages to PDF, click the Pages radio button and enter a specific page range.
5. Click OK.
6. The Save As dialog is displayed. Enter the required file name and select the appropriate folder. Click
Save.
Refer to Chapter 11: Converting to PDF in the User Guide for more information.
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How to:
Create PDFs and send by email:
1. Open the document you wish to convert to PDF and send and click Convert to PDF and Email in the
Workshare toolbar (MS Office 2003/XP) or PDF Email in the Workshare tab (Secure group) (MS Office
2007). The Create PDF dialog is displayed.
2. Enter the desired security settings and the page range and click OK. The Save As dialog is displayed.
3. Enter the required filename and select the appropriate folder and click Save. A new email message
window opens with the PDF attached.
4. Enter the desired recipients, write your message and click Send.
Refer to Chapter 11: Converting to PDF in the User Guide for more information.
How to:
Convert PDFs to DOC format:
1. Right-click the closed PDF file on your desktop or DMS and select Open in Word with Workshare from
the menu, or from Microsoft Word, select Open from the File menu or Office Button menu and browse
to the PDF file and click Open. The Workshare PDF to Word Document Converter dialog is displayed.
2. Select a conversion method according to how much of the formatting and layout you want to preserve
and click OK. The PDF document is converted to DOC format and is opened in Microsoft Word.
You must save the document. Refer to Chapter 11: Converting to PDF in the User Guide for more information.
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Combine PDFs
Workshare Professional enables you to combine multiple files into a single PDF. For example, electronic court
submissions are required to be submitted as a PDF file. Case information can include multiple file formats such
as contracts, financial spreadsheets and email conversations.
How to:
Combine files into single PDF:
1. In Windows Explorer, right-click one or more files that you want to combine into a single PDF and select
Combine files with Workshare. The Combine Files in Workshare dialog is displayed.
2. Add the additional files you want to include in the single PDF and arrange their order using the buttons
on the right or by dragging and dropping.
3. If you only want to include selected pages from a particular document, select the file in the list and click
Pages and specify the pages to be included into the combined PDF.
4. If you want to set security options for the combined PDF, click Security and select security options as
required.
5. Click Create PDF, specify a name and location for the combined PDF and click Save. The documents
are converted into a single PDF. The progress of the operation can be seen in the Status column in the
Combine files in Workshare dialog.
If you want to save your selection without creating a PDF for example, if you have not completed the selection
of documents you can save your work in progress as a Workshare workbook (.WWB) by clicking Save. When
you are ready to work on it again, simply right-click the WWB file and select Combine files in Workshare or
drag new files you want to include over the WWB file. This re-opens the Combine Files in Workshare dialog and
you can continue.
Refer to Chapter 11: Converting to PDF in the User Guide for more information.
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Protect Confidential Documents
Workshare Professional enables you to restrict access to sensitive business documents by classifying
documents. This classification controls the distribution of documents by email - it can prevent documents from
being emailed either to any user, or to external users or it can alert users to the potentially sensitive nature of the
document they are attempting to email. Workshare Professional provides the following default classification
levels:
For Internal Use: The document is restricted and can only be distributed internally within your
organization. Use this status if you are collaborating on a document with colleagues, but the document is
not yet ready for client review.
Confidential: The document contains information of a confidential nature and when emailed either
externally or internally, you are alerted to the fact that the document contains confidential information.
You can still send the document to any recipient.
Highly Confidential: The document is restricted and cannot be distributed via email. Use this status if
you are working on a document yourself and do not want it distributed.
External Restriction: The document is restricted and can only be distributed internally within your
organization. Use this status if you are collaborating on a document with colleagues, but the document is
not yet ready for client review.
Full Restriction: The document is restricted and cannot be distributed via email. Use this status if you
are working on a document yourself and do not want it distributed.
How to:
Classify documents:
1. Open the document you want to classify.
2. Click Classify in the Workshare Panel. The
Document Classification page is displayed.
3. Select the classification level you require from the
dropdown list.
4. If you want to password-protect the classification
level, click Specify a password in the Select
Password Protection area.
5. Enter the password twice to set and confirm the
password and click OK. This means that only those
who know the password can change the
classification level of the document. Click Apply.
6. Save the document. The open document is now
restricted according to the selected classification
level.
Refer to Chapter 10: Controlling Documents in the User Guide
for more information.