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Step-by-Step Portfolio
Copyright
Portfolio 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 this
software 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 States
and/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 or
technical inaccuracies may exist. Cognos does not accept responsibility for any kind of loss resulting from the use of information contained in
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This document shows the publication date. The information contained in this document is subject to change without notice. Any
improvements or changes to either the product or the document will be documented in subsequent editions.
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disclosure by the Government is subject to the restrictions in subparagraph (C)(1)(ii) of the Rights in Technical Data and Computer Software
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48CFR52.227-19, as applicable. The Contractor is Cognos Corporation, 67 South Bedford Street, Burlington, MA 01803-5164.
Table of Contents

Chapter 1: Design a Briefing Book 7
Get Started with Designing a Briefing Book 7
Overview 7
Switch to Author Mode 8
Create a New Briefing Book 9
Add a Page 9
Link an OLE Object from Another Application 10
Embed an OLE Object from Another Application 11
Insert a Launch Button 12
Insert an Icon 14
Insert Text 15
Insert a Picture 15
Document an Object 16
Make an Object a HotSpot 17
Overview 17
Make an Object Run a Program 18
Make an Object Run a Macro 19
Make an Object Jump to a Page 19
Make an Object Exit Portfolio 20
Make an Object Perform Several Actions 21
Add a Title to a Page 22
Rearrange Pages 23
Add a Background Pattern to a Briefing Book 24
Add a Background Pattern to a Page 25
Add a Background Pattern to an Object 26
Add a Background Picture to a Briefing Book 27
Add a Background Picture to a Page 28
Add a Picture to an Object 29
Move an Object 30
Resize an Object 31
Add Text Over an Object 32
Add a Border to an Object 32
Add an Icon to an Object 33
Show an Object as a Button 34
Maintain Object Order in Layers 35
Chapter 2: How to View a Briefing Book in Portfolio Viewer 37
View a Briefing Book 37
View a Briefing Book: Overview 37
Switch to View Mode 37
Open a Briefing Book 38
Browse Through Pages 39
Use the Table of Contents to Find a Page 39
Get Information About an Object within a Briefing Book 40
Zoom a Page 40
Maximize an Object 40
Use a Hotspot 41
Activate an OLE Object 41

Portfolio Help iii
Add or Copy Information 42
Annotate a Briefing Book 42
Copy an Object 43
Copy a Page 44
Chapter 3: Secure, Distribute and Maintain a Briefing Book 45
Secure a Briefing Book 45
Overview 45
Protect a Briefing Book with a Password 45
Secure a Briefing Book with Access Manager 46
Distribute a Briefing Book 47
Overview 47
How Portfolio Searches for OLE Links: Overview 48
Set the Target Screen Resolution of a Briefing Book 49
Manage the Use of a Briefing Book 50
Package a Briefing Book 51
Send a Briefing Book via E-Mail 51
Save a Briefing Book in a Shared Location 52
Maintain a Briefing Book 52
Update Links 52
Create Smaller Books from a Master Briefing Book 54
Chapter 4: Tips and Tricks 55
Overview 55
Make the Title Page an Interactive Map to the Briefing Book 55
Make Presentations 56
Use Menus in Full-Screen View 57
Add a Shadow Effect to Text 57
Add an Exit Button 58
Drag Objects Between Briefing Books 59
Fix the Appearance of OLE Objects After Resizing Them 59
Work with Links 60
Set a Default OLE Object Type 60
Set Default Directories 61
Set Confirmation of Actions 61
Improve Redrawing Performance 62
Appendix A: Reference Information 63
Command-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 67
Page pop-up menu (Display Mode) 68
Page pop-up menu (Edit Mode) 68
Object pop-up menu (Display Mode) 69
Object pop-up menu (Edit Mode) 70

iv Portfolio
Shortcuts 71
Add Object pop-up menu (Edit Mode) 71
PowerBar Buttons 71
Specifications 73
Appendix B: Troubleshooting 75
The access password doesn’t work 75
The command I need isn't available. 75
The Send command (File menu) is unavailable. 75
The Multiple Actions and Controls tabs are unavailable. 75
I can't move pages in the Table of Contents. 75
I can't delete a page. 75
I can't move or resize an object. 75
Fly-by text doesn't appear. 76
The target resolution I chose reduced or enlarged the briefing book too much. 76
I am frequently prompted to zoom briefing books that I open. 76
I am frequently prompted to find the same source files on the LAN. 76
I can't activate OLE objects. 76
Pages are missing. 77
Server Busy messages. 77
Appendix C: Frequently Asked Questions 79
What’s the difference between Author mode and View mode? 79
Why are some commands missing? 79
Can I modify the toolbars in Portfolio? 79
Does Portfolio compensate for different screen resolutions? 79
How many pages can I put in a briefing book? 79
About Passwords 79
Can I protect a briefing book with a password? 79
Can I suppress Essbase passwords when opening PowerPlay reports? 80
About Hotspots 80
What is the HotSpot menu? How do I show it? 80
Can I create a Hotspot that exits Portfolio? 80
About Linking and Embedding 80
What’s the difference between linking and embedding? 80
How does Portfolio re-establish links to unfound source files? 81
How 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 Author
Use Portfolio Author to create and distribute briefing books to other Portfolio users. Portfolio
Author users can view your briefing book in View mode or edit your briefing book in Author
mode. 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 text
annotations, and save their changes to your briefing book.

Design Briefing Books
A briefing book is a document in which you can link or embed OLE objects, and create objects
that perform different actions. Briefing books are interactive, because users can navigate from
page to page, and interact with objects, choosing which actions to perform. You can design a
briefing 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 Resolution
If you plan to distribute a briefing book to other users, you should set the target resolution to
match the resolution of the users’ screens. By matching resolutions, you enable users to view
briefing book pages without having to scroll. Users whose screens have different resolutions will
need 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 various
resolutions, Portfolio can compensate by setting the zoom level so that, when the briefing book
opens, it fits the screen.

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

Portfolio Help 7
Chapter 1: Design a Briefing Book

Insert the Information
Most briefing books contain linked or embedded information from other applications that users
can 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 less
storage space in the briefing book than embedded objects. However, to be able to activate
linked objects, users must have access to the source files.
• Embedded objects are "self-contained," so that users can work independently and don’t
need access to the source files. However, because embedded objects include the entire
content of their source files, they take up more storage space in the briefing book than
linked 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
Description
Portfolio Author has two modes: Author mode and View mode.
Author mode provides commands for creating new briefing books or editing existing briefing
books. You can add pages and objects, and format them the way you want. If you plan to
distribute briefing books, you can set permissions for each book. For example, you may want to
permit 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 include
authoring 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
Chapter 1: Design a Briefing Book

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

To Do this:
Insert a new page after the From the Page menu, click Add
active page After.

Insert a new page before the From the Page menu, click Add
active page Before.

Paste a page from the From the Edit menu, click Paste
Clipboard after the active page Page After.

Paste a page from the From the Edit menu, click Paste
Clipboard before the active Page Before.
page

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)

Portfolio Help 9
Chapter 1: Design a Briefing Book

Link an OLE Object from Another Application
Description
You can link information from OLE applications into briefing books. Users who have access to
the source files can update, activate, and explore linked objects.

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

Steps to Link Selected Information from an Existing File
1. 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 File
1. 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 the
Browse 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 Another
Application" (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)

10 Portfolio
Chapter 1: Design a Briefing Book

Embed an OLE Object from Another Application
Description
You can embed information from OLE applications into briefing books. Users can activate and
explore embedded objects without requiring access to the source files.

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

Steps to Embed Selected Information from an Existing File
1. 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 File
1. 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 the
Browse 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 Object
1. 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 place
within 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

If you Do This:
Created the object in the window From the File menu of the other
of the other application application, click Close or Exit.

Created the object in place within Press Esc, or click outside the
Portfolio object.

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)

Portfolio Help 11
Chapter 1: Design a Briefing Book

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 the
selected object.
• To show an OLE object as the icon of its source application, in the Add OLE Object dialog
box, 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 a
default 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
Description
Creating a launch button is a shortcut for assigning a HotSpot action. You can insert a launch
button to
• launch another application
• run a macro,
• jump to a particular page
• exit Portfolio

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

12 Portfolio
Chapter 1: Design a Briefing Book

Steps
1. 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 an Launch Select Using Registry, then click
application Application or an application in the box.
that is Open Optionally, select
registered in Document
• the Open Document check
the system
box, and click Browse to
registry file
show the Browse dialog box,
where you can select a
document to open in the
application.
• the Prompt for Parameters
check box to prompt for
command-line options to use
when opening the application.

Launch an Launch Select Using Executable, then
application Application or click Browse to show the Browse
Open dialog box, where you can locate
Document and select an application to
launch.
Optionally, select
• the Open Document check
box, and click Browse to
show the Browse dialog box,
where you can select a
document to open in the
application.
• the Prompt for Parameters
check box to prompt for
command-line options to use
when opening the application.

Open a Launch Select Using Application
specific Application or Associated with Document, then
document in Open select the Open Document check
its associated Document box and click Browse to show the
application Browse dialog box, where you
can select a document to open.
If you want to prompt for
command line switches to use
when opening the application,
select the Prompt for Parameters
check box.

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

Jump to a Jump Click Set to show the Jump to
page Page dialog box, where you can
indicate the type of jump to
perform.

Exit Portfolio Exit Portfolio

Portfolio Help 13
Chapter 1: Design a Briefing Book

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
Description
You can insert a picture of an icon from an executable (.EXE), a dynamic link library (.DLL), or
an 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).

Example
You are preparing a briefing book to show the sales results of your company’s software products
from last quarter. You include the product icons to indicate the reports that pertain to each
product.

Steps
1. 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?
Switch to Author mode, using the Author Mode command (File menu).

14 Portfolio
Chapter 1: Design a Briefing Book

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

Insert Text
Description
You can add titles, headings, and descriptive text to organize or enhance the information in a
briefing 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).

Steps
1. 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
Description
You 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.

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

Steps
1. 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
Chapter 1: Design a Briefing Book

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 a
Page" (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
Description
Users 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:

Type of Information Description
Object details Detailed notes that users can view by
right-clicking the object, and clicking
Properties.

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

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

Example
You link a PowerPlay report into a briefing book and then add fly-by text telling users to "Click
here." When a user clicks the report, a message appears, indicating when the report was last
updated.

Steps to Add Details About an Object
1. 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 Message
1. 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 Object
1. 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.

16 Portfolio
Chapter 1: Design a Briefing Book

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 box
each time.

What if ...
• You added fly-by text to an object, but it doesn’t show up?
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
• 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 HotSpots
HotSpots can turn briefing books into powerful, interactive documents. When you click a
HotSpot, it might jump to another page, launch a program, run a macro, exit Portfolio, or do
several of these things.
You can format an object as a HotSpot that performs several actions. You can use its controls to
set the action or actions to perform, or you can show its controls in View mode so that
View-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 HotSpots
To 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
Chapter 1: Design a Briefing Book

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

Example
In a briefing book about this year’s sales results, you add a text object that says, "Click here to
see last year’s sales results." You format the object as a HotSpot that opens a PowerPlay report
showing last year’s sales results.

Steps
1. 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 of
the following:

To Select
Launch an application Using Registry, and select an
that is registered in the application in the box.
system registry

Launch an application Using Executable, and click Browse to
show the Browse dialog box, where you
can locate and select the application.

Open a specific Using Application Associated with
document in its Document.
associated application

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

To Select
Open a specific Open Document, and click Browse to
document show the Browse dialog box, where you
can locate and select the document.

Prompt for Prompt for Parameters.
command-line options

8. If you want to document the action, type a label in the Action Label box.
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.

18 Portfolio
Chapter 1: Design a Briefing Book

What if ...
• You can’t find the Properties command?
Switch to Author mode, using the Author Mode command (File menu).

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
Description
You can format an object as a HotSpot that runs a macro.

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

Steps
1. 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 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 the
Browse dialog box, where you can locate and select the macro.
8. If you want to document the action, type a label in the Action Label box.
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 any controls.
12. Click Close.

What if ...
• You can’t find the Properties command?
Switch to Author mode, using the Author Mode command (File menu).

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

Portfolio Help 19
Chapter 1: Design a Briefing Book

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

Steps
1. In Author mode, right-click the desired object, and click Properties.
2. Click the Action tab.
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 Page
Jump to Previous Page
Prompt for Page
Skip 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 the
required number of pages.
• You can’t find the Properties command?
Switch to Author mode, using the Author Mode command (File menu).

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
Description
You can format an object as a HotSpot that exits Portfolio.

Steps
1. In Author mode, right-click the desired object, and click Properties.
2. Click the Action tab.
3. In the Action box, select Exit Portfolio.
4. Click Close.

What if ...
• You can’t find the Properties command?
Switch to Author mode, using the Author Mode command (File menu).

20 Portfolio
Chapter 1: Design a Briefing Book

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

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

Steps to Make an Object Perform Several Actions
1. 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. If you want to show a command name in the HotSpot menu, type the command name in the
Menu Text for Object box.
5. Click the Multiple Actions tab.
6. Click Add to show the HotSpot Action dialog box.
7. In the Action box, select an action for the object to perform.

Select To
Activate Object Activate the OLE object. (This option
(Non-static OLE button is available only for OLE objects
objects only) that are not static.)
Unless you select this option button, the
OLE object loses its ability to activate—it
performs only HotSpot actions.

Launch Application or Run a program you specify. Complete
Open Document steps 7 and 8 of "Make an Object Run a
Program" (p. 18).

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

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

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

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

Portfolio Help 21
Chapter 1: Design a Briefing Book

Steps to Set Controls for an Object That Performs Several Actions
1. In Author mode, right-click a HotSpot that performs several actions, and click Properties.
2. Click the Controls tab.
3. In the Show Controls As box, select the type of controls to use.

Select To
Option Buttons Show the actions as option buttons.
Only one action can be selected.
Check Boxes Show the actions as check boxes. One
or more actions can be selected.
Scrolling List Show the actions in a list box. Only one
action can be selected.

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 the
controls 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 the
controls at all times or only when the object is selected, or you can make the controls
unavailable. If the controls are unavailable, the settings last chosen in Author mode are
used.
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 previous
actions have finished, depending on the speed of the computer and the complexity of the
actions.

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

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

Add a Title to a Page
Description
Page titles appear
• in the Table of Contents
• outside the bottom-left corner of the page boundary
• in the status line

Steps
1. In Author mode, right-click the page background, and click Properties.
2. Click the Title tab.

22 Portfolio
Chapter 1: Design a Briefing Book

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 the
Preferences 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)
• You can’t find the Properties command?
Switch to Author mode, using the Author Mode command (File menu).

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
Steps
1. 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
Chapter 1: Design a Briefing Book

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
Description
You 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 different
background pattern or no background pattern.

Steps to Set a Default Background Pattern for All Briefing Books
1. In Author mode, from the File menu, click Preferences.
2. Click the Pages tab.
3. In Page Pattern, specify a color or pattern.

To Do this:
Add a solid color In the Foreground box, click the desired
color. In the Pattern box, click the color
you clicked 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.

4. Click OK.

Steps to Set a Default Background Pattern for the Active Briefing Book
1. In Author mode, from the File menu, click Book Properties.
2. Click the Pattern tab.
3. Select one of the following options:
None
Pattern, 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 desired
color. In the Pattern box, click the color
you clicked 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.

24 Portfolio
Chapter 1: Design a Briefing Book

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?
Switch to Author mode, using the Author Mode command (File menu).

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
Description
You can add a background pattern to a specific page, or, if a default background pattern
appears, you can override it on a specific page.

Steps
1. In Author mode, right-click the page background, and click Properties.
2. Click the Pattern tab.
3. Select one of the following options:
None
Default for this Book, which shows the pattern specified in the Book Properties dialog box
Pattern, which enables you to define a new pattern for the page
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 desired
color. In the Pattern box, click the color
you clicked 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 25
Chapter 1: Design a Briefing Book

5. Click OK.

What if ...
• You can’t find the Properties command?
Switch to Author mode, using the Author Mode command (File menu).

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
Steps
1. In Author mode, right-click the desired object, and click Properties.
2. Click the Appearance tab.
3. In the Background box, select one of the following options:
None, which gives the object a transparent background
Pattern, which enables you to define a pattern for the object
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 desired
color. In the Pattern box, click the color
you clicked 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.

5. Click Close.

What if ...
• You can’t find the Properties command?
Switch to Author mode, using the Author Mode command (File menu).

26 Portfolio
Chapter 1: Design a Briefing Book

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
Description
You 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 different
background picture or no background picture.
For information about the types of pictures Portfolio supports, see the Portfolio product notes.

Steps to Set a Default Background Picture for All Briefing Books
1. 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 and
select a picture.
4. Click OK.

Steps to Set a Default Background Picture for the Active Briefing Book
1. In Author mode, from the File menu, click Book Properties.
2. Click the Picture tab.
3. Select one of the following options:
None
From 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 dialog
box, 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?
Switch to Author mode, using the Author Mode command (File menu).

Portfolio Help 27
Chapter 1: Design a Briefing Book

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
Description
You can add a background picture to a specific page, or, if a default background picture appears,
you can override it on a specific page.
For information about the types of pictures Portfolio supports, see the Portfolio product notes.

Steps
1. In Author mode, right-click the page background, and click Properties.
2. Click the Picture tab.
3. Select one of the following options:
None
Default for this Book, which shows the picture specified in the Book Properties dialog box
From 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 dialog
box, where you can locate and select the picture.
5. Click OK.

What if ...
• You can’t find the Properties command?
Switch to Author mode, using the Author Mode command (File menu).

28 Portfolio
Chapter 1: Design a Briefing Book

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
Description
You can add a picture to any object.
For information about the types of pictures Portfolio supports, see the Portfolio product notes.

Steps
1. In Author mode, right-click the desired object, and click Properties.
2. Click the Picture tab.
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.

What if ...
• You can’t find the Properties command?
Switch to Author mode, using the Author Mode command (File menu).

Portfolio Help 29
Chapter 1: Design a Briefing Book

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
Description
You 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 Object
1. 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:

Use To
Horizontal (pixels) Specify the number of pixels between
the object and the left side of the page.

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

4. Click Close.

Steps to Nudge an Object One Pixel at a Time
1. 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.

30 Portfolio
Chapter 1: Design a Briefing Book

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?
Switch to Author mode, using the Author Mode command (File menu).

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

Steps to Drag-Size an Object
1. 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 Object
1. 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:

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

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

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?
Switch to Author mode, using the Author Mode command (File menu).

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

Portfolio Help 31
Chapter 1: Design a Briefing Book

Add Text Over an Object
Description

Example
You add the text "Improved results in Q2!" over an important embedded PowerPlay financial
report.

Steps
1. In Author mode, right-click the desired object, and click Properties.
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.

What if ...
• You can’t find the Properties command?
Switch to Author mode, using the Author Mode command (File menu).

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
Description
When you create an object, Portfolio gives it a thin, black border. You can remove the border
altogether, 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

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

32 Portfolio
Chapter 1: Design a Briefing Book

Steps
1. In Author mode, right-click the desired object, and click Properties.
2. Click the Appearance tab.
3. In the Border box, click the Pattern option button.
4. Choose a color for the border.

To Do this:
Add a solid color In the Foreground box, click the desired
color. In the Pattern box, click the color you
clicked 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.

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, the
Draw 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.

What if ...
• You can’t find the Properties command?
Switch to Author mode, using the Author Mode command (File menu).

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

Steps to Add an Icon to an Object
1. In Author mode, right-click the desired object, and click Properties.
2. Click the Picture tab.
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.

Portfolio Help 33
Chapter 1: Design a Briefing Book

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?
Switch to Author mode, using the Author Mode command (File menu).

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

Example
You want to encourage users to click an embedded PowerPlay financial report to activate it, so
you 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?
Switch to Author mode, using the Author Mode command (File menu).

34 Portfolio
Chapter 1: Design a Briefing Book

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
Description
Maintains the order in which objects are layered so that a View-mode user can select an object
without it moving to the front.

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

Steps
1. 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?
Switch to Author mode, using the Author Mode command (File menu).

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
Chapter 1: Design a Briefing Book

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

View a Briefing Book
View a Briefing Book: Overview
Browse a Briefing Book
Briefing books are a convenient way to distribute vital corporate information online in an
attractive, easy-to-use format.
A briefing book works like a real book. Each window of information is called a page. You can
browse through pages, or you can find a specific page using the Table of Contents. Unlike a real
book, 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
Description
Portfolio Author has two modes: Author mode and View mode. Portfolio Viewer is an installation
of Portfolio that only opens in View mode.
View mode provides the commands you need to view existing briefing books. You can browse
through pages or locate a specific page. Depending on the permissions set by the briefing book
author, you may also be able to activate and explore OLE objects, add text annotations, and
save 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
Description
A 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 by
user class assignment. You can open the pages for your user class by typing the correct logon
information. If you have not already done so you must first use the Access Manager
Configuration tool on your computer to specify the source of authentication data.
For more information about Access Manager configuration, ask your Access Manager
administrator.

Steps to Open a Briefing Book
1. 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 is
set to open in Author mode, you must type the edit password. If you do not know the
password, 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 the
user class you want, and then click OK. If you do not want to view the secured pages, then
click 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 Existing Open a briefing book in View
Briefing Book mode.

Edit an Existing Open a briefing book in Author
Briefing Book mode.

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

• 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. The
next time you open a briefing book with Access Manager security, you are not prompted for
security information. Only the pages that are not secured are visible. If you want to view the
secured pages accessible by your user class, from the File menu, click Change Security
and then type your user ID and password.
Note: If all pages of the briefing book are secured, Portfolio prompts you for security
information. Type the security information to view the book or click Cancel to close the
briefing 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’t
Zoom 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 using
the 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 desired
page.

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

Example
You open a briefing book and go directly to page 6, "Finance Reports," by clicking its title in the
Table of Contents.

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

Portfolio Help 39
Chapter 2: How to View a Briefing Book in Portfolio Viewer

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
Description
When 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 information
about 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, the
controls cannot be changed, unless the selected object is a text annotation, in which case
the 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 Level
1. 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
Description
To see a selected picture, icon, or OLE object clearly, you can maximize it to fill the entire
Portfolio window.

Steps
1. Shift+click to select the desired picture, icon, or OLE object.
2. From the Object menu, click Maximize.

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

What if ...
• The Maximize command is unavailable?
Either
no picture, icon, or OLE object is selected
more than one object is selected
the 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
Description
A HotSpot is an object that can jump to another page, launch a program, run a macro, exit
Portfolio, or do several of these things.
Some HotSpots that can perform multiple actions offer controls that enable you to select the
action or actions to perform.

Example
The first page of a briefing book is formatted as a title page with HotSpots that jump to the other
pages. 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 Hotspot
1. 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 option
buttons 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
Description
OLE objects are linked or embedded information from another application. You can activate and
explore OLE objects to get more information or to make changes.

Portfolio Help 41
Chapter 2: How to View a Briefing Book in Portfolio Viewer

Example
You activate a linked PowerPlay financial report so that you can investigate what caused an
increase 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 appropriate
access privileges. The designer of the briefing book can provide the location of the
source file so that you can add it to your link search paths, or provide a copy of the
source 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
Description
In View mode, you cannot edit existing text, but you can add your own text annotations if the
designer of the briefing book gave you the required permissions. You can always edit your text
annotations unless they are changed in Author mode.

Example
You add a text annotation to remind yourself that a linked PowerPlay financial report is updated
every Monday morning.

Steps
1. 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
Chapter 2: How to View a Briefing Book in Portfolio Viewer

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 in
the Preferences dialog box or, if no working directory is specified, in the directory where
Portfolio is located. To send your annotations to another user, you must send the annotation
file 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
Description
You 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 a
briefing book object.
• Use the Copy As command to link or embed an OLE object into another application exactly
as it appears in the briefing book (not as a nested object).

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

Steps to Copy a Non-OLE Object
1. 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 Object
1. Press Shift+click to select the object.
2. Do one of the following:

To Do this:
Paste the object in another briefing book From the Edit
menu, click Copy.

Link or embed the object (nested within a From the Edit
briefing book object) in another application menu, click Copy.

Link or embed the object in another From the Edit
application exactly as it appears in the menu, click Copy
briefing book (not as a nested object) As.

Tips
• To link the object to the briefing book or application, use the Paste Special command from
the Edit menu in the target application.

Portfolio Help 43
Chapter 2: How to View a Briefing Book in Portfolio Viewer

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

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

Steps
1. 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 a
Briefing Book

Secure a Briefing Book
Overview
To 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
Description
You can set two types of passwords for a briefing book: an access password and an edit
password. An access password prevents unauthorized users from opening the briefing book; an
edit password prevents unauthorized users from using the briefing book in Author mode, where
they could make changes.

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

Steps
1. 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 its
source application. When an OLE object has its own password, users are prompted for the
password 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
Description
You can use Access Manager to secure pages of your briefing book by assigning pre-defined
user classes to each page. Only members of the assigned user class can open the specified
pages. Briefing book pages are renumbered to match the current user class view.

Example
You create a briefing book for your employees and the company president. You include a report
on 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 the
desired 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 or
authentication file, see the Access Manager online Help. If you do not have access to
Access Manager, see your administrator.

In Portfolio Author
1. 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 click
Log 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 user
class 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 class
access to the selected page(s).
10. Click OK.

46 Portfolio
Chapter 3: Secure, Distribute and Maintain a Briefing Book

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 is
disabled.
• To change the minimum user class that has access to the Page Security dialog box; in the
Page Security dialog box, right click the user class you want and then click Set Security
User 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, click
the 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 page
or 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
Considerations
Before 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 Questions
Consider saving the briefing book in a shared location where all your users can work with it. You
can save large briefing books in shared locations, and you are assured that users are looking at
the most recent version. Also, you can edit the briefing book in a shared location while users
view it in View mode; when you save the briefing book, users who are viewing it are notified that
it has changed.

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

Portfolio Help 47
Chapter 3: Secure, Distribute and Maintain a Briefing Book

Macros and Linked Objects
Distributing a briefing book that contains macros or linked objects poses additional challenges
for the book's administrator. If you intend for users to run the macros, or update or activate the
linked 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 include
the applicable directories in their link search paths.
• Distribute the briefing book and its macros via e-mail, and save the linked objects in a
shared location on the LAN. Instruct users to
save the briefing book and its macros in a local directory
include the applicable directories in their link search paths
• Embed, rather than link, OLE objects, then distribute the briefing book and its macros via
e-mail. Instruct users to save the briefing book and its macros in a local directory. (Note that
this 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 to
save 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 the
active briefing book, and the source files of its linked objects, into a specified directory. By
distributing the contents of the directory, you provide users with the source files and the
briefing 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 to
find it. If the user is unable to find the source object, the original linked object is shown, but
cannot 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
Description
When users update or activate linked objects, Portfolio searches for the source objects in the
following 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 directory
and the 16-bit Windows System directory.)

48 Portfolio
Chapter 3: Secure, Distribute and Maintain a Briefing Book

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

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

Steps
1. In Author mode, do one of the following:

To set the screen resolution Do this:
For the active briefing book From the File menu, click
Book Properties.

For all briefing books From the File menu, click
Preferences.

2. Select the Resolution tab.
3. In the Resolution box, select one of the following resolutions:
VGA
SuperVGA
8514
DoubleVGA
Other (type the dimensions of the briefing book pages, in pixels, in the Height and Width
boxes)
4. Click OK.

Portfolio Help 49
Chapter 3: Secure, Distribute and Maintain a Briefing Book

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 (View
menu).
• 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
Description
You can manage how others use your briefing books by setting permissions to allow or deny
certain actions in View mode.

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

Steps to Set Permissions for a Briefing Book
1. 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 OLE
Objects to be Activated check box)
• Update All Linked Objects at Startup (which is available only if you select the Allow OLE
Objects to be Activated check box)

What if ...
• You can’t find the Book Properties 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)
• "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
Chapter 3: Secure, Distribute and Maintain a Briefing Book

Package a Briefing Book
Description
You can copy a briefing book and all its linked object source files into a folder. You can then have
Portfolio 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.

Steps
1. 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 its
linked object source files to.
3. To use the copied source files only when the originals cannot be found, select the Update
Links Inside Objects check box.
If you don’t select this check box, the packaged briefing book always uses the copied source
files 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 the
Replace Existing Files check box.
5. Click OK.
Portfolio copies the briefing book and all its linked object source files into the specified
folder. 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
Description
You 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 more
information 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 can
send the contents of the folder as an attachment to an e-mail message with instructions for
the user to update the links.

Portfolio Help 51
Chapter 3: Secure, Distribute and Maintain a Briefing Book

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
Description
You can save a briefing book in a shared location, such as a directory on a LAN. Everyone who
has 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 access
privileges to the shared location, or to protect the briefing book with a password. For more
information about setting up a shared directory with security, see the documentation for the
operating system of the server, or consult your LAN administrator.

Example
You want to distribute a briefing book to three regional sales managers. The briefing book must
contain a PowerPlay sales report for each manager’s region. Each manager must be able to see
all 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 manager
attempts to activate another manager’s sales report, Portfolio indicates that the object cannot be
activated.
Note that you can prevent the managers from seeing even the stored representations of the
PowerPlay reports by covering the reports with pictures. The reports remain as linked objects,
but are shown as pictures instead, until they are activated.

Steps
1. 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
Description
If your briefing book contains linked information from source objects that change frequently, you
need to update the links so that the linked objects remain synchronized with their source
objects.

52 Portfolio
Chapter 3: Secure, Distribute and Maintain a Briefing Book

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 the
links can be updated when you open the briefing book.
• Setting links to update manually is more selective, because you choose which links to
update and when. However, if you forget to update the links, you could be looking at
out-of-date information.

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

Steps to Set Manual or Automatic Links
1. 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 Updated
1. In Author mode, from the File menu, click Book Properties.
2. Click the Permissions tab.
3. Do one of the following:

To Update Automatic Links Do this:
A page at a time as the pages Clear the Update all Linked
become active Objects at Startup check box.

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

4. Click OK.

Steps to Update Manual Links
1. 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 links
updated?
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 objects
before you choose the Links command.

Portfolio Help 53
Chapter 3: Secure, Distribute and Maintain a Briefing Book

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 Book
If you distribute briefing books containing variations on the same information, you may be able
to 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

Overview
As 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
Description
An 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

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

Steps to Add a Background Picture to the Title Page
1. In Author mode, right-click the background of the first page (the title page), and click
Properties.
2. Click the Picture tab.
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
Chapter 4: Tips and Tricks

Steps to Add a Jump Hotspot Over the Background Picture
1. 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), and
click 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 Page
Jump to Previous Page
Prompt for Page
Skip 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 the
Message tab, select the Show Fly-by Text option button, and type the desired text.
7. Click the Appearance tab.
8. Under Border, select the None option button.
9. Click the Text tab.
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
Description
Portfolio has two key features to assist you in preparing for and giving presentations using a
briefing 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

Example
You create a briefing book to use for a presentation. You create two Windows shortcuts, each
with different command-line options. One shortcut opens the briefing book in Author mode so
that you can make last-minute changes; the other shortcut opens the same briefing book in
View 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
Chapter 4: Tips and Tricks

Steps to Add Command-line Options
1. Right-click the desktop, click New, and click Shortcut.
2. In the Command Line box, type the command (for example, "C:\PROGRAM
FILES\COMMON FILES\COGNOS SHARED\PORTFOLIO\6.0\PRTFOLIO.EXE") followed
by the desired command-line options, such as:

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.

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 specified
settings.

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
Description
Although you can’t see them in full-screen view, Portfolio menus and commands are available by
using their shortcut keys.

Example
You are in full-screen view, and you want to add a page after the active page. You press Alt+P to
show 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
Description
To make a heading or other important text stand out, you can give it a shadow effect.

Example

Portfolio Help 57
Chapter 4: Tips and Tricks

Steps
1. 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, and
leave 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.
4. Click the Text tab.
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 underneath
the 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
Description
You can add an exit button to help users exit Portfolio quickly and easily when they’ve finished
viewing your briefing book.

Steps
1. 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 caption
in the text box.

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

58 Portfolio
Chapter 4: Tips and Tricks

Drag Objects Between Briefing Books
Description
You 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

Steps
1. In separate, tiled windows, open
the source briefing book to the page on which the desired object is located
the destination briefing book to the desired page
2. In Author mode, do one of the following:

To Do this:
Move the object into the Alt+click and drag the object into
destination briefing book the destination briefing book.

Copy the object into the Ctrl+Alt+click and drag the object
destination briefing book into the destination briefing book.

What if ...
• You can’t drag the desired object?
Switch to Author mode, using the Author Mode command (File menu).

Related Topics
• "Tips and Tricks" (p. 55)

Fix the Appearance of OLE Objects After Resizing Them
Description
If 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 and
easy.

Steps to Fix the Appearance of an Individual OLE Object
1. 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 Them
1. 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)

Portfolio Help 59
Chapter 4: Tips and Tricks

Work with Links
Description
You 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 source
When you break a link, the object remains in the briefing book. Because broken links cannot
be restored, ensure that you make all the changes to your source before you break the link.

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

Steps to Change a Linked Source
1. 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, and
click OK.
4. In the Links dialog box, click Close.

Steps to Break a Link
1. 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
Description
You can save time by setting the default OLE object type to the type you use most. The default
OLE 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

Steps
1. In Author mode, from the File menu, click Preferences.
2. Click the OLE tab.

60 Portfolio
Chapter 4: Tips and Tricks

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

Related Topics
• "Tips and Tricks" (p. 55)

Set Default Directories
Description
You can set default directories in which to save new briefing books and to search for existing
briefing books, macros, pictures, and linked objects.
Setting default directories can save time, because the directories are pre-selected whenever
Portfolio prompts you to save or locate a file.

Steps
1. 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 for
existing 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 and
directory path in the Macros Directory box.
5. If you want to set a default directory in which to search for pictures, type the drive and
directory path in the Pictures Directory box.
6. If you want to add directories in which to search for linked source objects, type each drive
and directory path in the Use Link Search Path box, separating each entry from the next
with 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
Description
By 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
Chapter 4: Tips and Tricks

Steps
1. In Author mode, from the File menu, click Preferences.
2. Click the General tab.
3. Clear the following check boxes, as desired:
Confirm Page Delete
Confirm Object Delete
Confirm HotSpot Action Delete
Confirm Canceled Property Changes
4. Click OK.

Related Topics
• "Tips and Tricks" (p. 55)

Improve Redrawing Performance
Description
Changing some Portfolio settings may improve redrawing performance on slower computers.

Steps
1. 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 Drawing
check box.
If you clear this check box, the page background and grid may flicker when you are moving
an 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.

Related Topics
• "Tips and Tricks" (p. 55)

62 Portfolio
Appendix A: Reference Information

Command-line Options
Overview
You 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 is
Prtfolio.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.

Example
You create a briefing book to use for a presentation. You create two Windows shortcuts, each
with different command-line options. One shortcut opens the briefing book in Author mode so
that you can make last-minute changes, and the other opens the same briefing book in View
mode 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 the
command line. For example,
"C:\PROGRAM FILES\COMMON FILES\COGNOS
SHARED\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 an
existing briefing book.

Portfolio Help 63
Appendix A: Reference Information

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 presentations
or 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 <briefing
book 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 the
macro 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.

64 Portfolio
Appendix A: Reference Information

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, and
closes 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 the
working 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)

/nologo
Suppresses 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
Appendix A: Reference Information

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

Related Topics
• "Command-line Options" (p. 63)
• "Make an Object Run a Macro" (p. 19)

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

Related Topics
• "Command-line Options" (p. 63)
• "Make an Object Run a Macro" (p. 19)

/updatelinks (/u)
For faster loading, Portfolio updates automatic links on a page by page basis as you view them
in the opened briefing book. The /updatelinks option causes Portfolio to update all automatic
links at once. Combine with the /quit command-line option to update all automatic links in batch
mode (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 the
briefing 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
Appendix A: Reference Information

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 batch
mode (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 manual
links 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: Overview
Portfolio provides several different pop-up menus that you can access by using the right mouse
button 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
Appendix A: Reference Information

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

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 and
places it on the Clipboard.

Cancel Closes the pop-up menu.

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
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 and
places them on the Clipboard.

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

Paste Pastes the object from the Clipboard onto the
active page.

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

68 Portfolio
Appendix A: Reference Information

Command Description
Paste Special Shows the Paste Special dialog box, where you
can link or embed the object from the Clipboard
onto 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, so
that changes made in the source application are
reflected in Portfolio.

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.

Grid Shows or hides the grid.

Properties Changes the settings for the active page.

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

Command Description
Activate Activates the OLE object.

Copy Copies the object and places it on the Clipboard.

Delete Removes the selected text annotation from the
briefing book permanently.

Cut Removes the selected text annotation and places it
on the Clipboard.

Properties Shows options for the selected object.

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)

Portfolio Help 69
Appendix A: Reference Information

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

Command Description
Activate Activates the OLE object.

Copy Copies selected objects and places them on the
Clipboard.

Delete Removes the selected objects from the briefing
book permanently.

Cut Removes the selected objects and places them on
the Clipboard.

Links Shows and modifies links in a briefing book, so
that changes made in the source application are
reflected in Portfolio.

Object Provides tools to open, edit, or convert the
selected object. The name that appears in the
menu 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 Portfolio
window.

Properties Sets options for the selected object.

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)

70 Portfolio
Appendix A: Reference Information

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 page
background and release the mouse button in Author mode.

Command Description
Add [OLE Object Embeds a new object of the type specified in the
Type] OLE tab (Preferences dialog box).
This command is unavailable if no default OLE
object 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.

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

Button Description
Add Icon Object Adds a static icon as an object.

Add Launch Button Adds a launch button object.
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
Appendix A: Reference Information

Button Description
Cut Cuts the selection from the briefing book and
places it on the Clipboard.

Delete Page Removes the activate page.

View Mode Switches to View mode.

Author Mode Switches to Author mode.

First Page Goes to the first page.

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

Full-Screen View Switches to full-screen view.

Help Contents Shows the Contents topic in Portfolio online
Help.

Last Page Goes to the last page.

New Creates a new briefing book.
Ctrl+click to show the Directories tab
(Preferences dialog box), where you can set
default directories.

New Page After Inserts a page after the active page.

New Page Before Inserts a page before the active page.

Next Page Goes to the next 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 set
default directories.

Page Properties Shows the Page Properties dialog box.

Paste Pastes the contents of the Clipboard into the
briefing book.

Previous Page Goes to the previous page.

72 Portfolio
Appendix A: Reference Information

Button Description
Save Saves the active briefing book.
Ctrl+click to show the Save As dialog box, where
you can save the briefing book with a new name
or location.

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

Show as Button Shows the selected object as a button.

Show as Icon Shows the selected OLE object as its native
icon.

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 of Shows or hides the Table of Contents.
Contents

Undo Reverses the last action.

Specifications

Attribute Limit
Maximum dimensions of an object No larger than the dimensions of the
page.
An OLE object cannot exceed the
dimensions specified by its server or the
dimensions of the page, whichever is
larger.

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

Maximum number of characters in fly-by No practical limit
text

Maximum number of characters in a text No practical limit
object

Maximum number of characters in name 260 characters
and location fields (such as the File Name
box in the Open dialog box)

Maximum number of characters in text No practical limit
fields (such as the Long Description box in
the Details tab in the Book Properties
dialog box)

Portfolio Help 73
Appendix A: Reference Information

Attribute Limit
Maximum number of characters on the 127 characters
command line

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

Maximum number of copies of Portfolio Limited only by available memory
running at the same time

Maximum number of fonts per briefing Limited only by available memory
book

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 briefing Limited only by available memory
book

Maximum number of unique bitmaps in a 8,192 bitmaps
briefing book

Maximum size of a bitmap Limited only by available memory

Maximum width of an object border 100 pixels

74 Portfolio
Appendix B: Troubleshooting

The access password doesn’t work
Portfolio may be in Author mode. Close the Password box and switch to View mode using the
View 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 Author
Mode command (File menu).
If you have Portfolio Viewer installed on your computer, your installation does not include
authoring 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 dialog
box.

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 move
pages 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 briefing
book.

I can't move or resize an object.
You can move and resize objects only in Author mode.
Switch to Author mode, using the Author Mode command (File menu).

Portfolio Help 75
Appendix B: Troubleshooting

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 the
briefing book too much.
If you chose a target screen resolution that's different from that of your screen, the briefing book
appears 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 (View
menu).

I am frequently prompted to zoom briefing books that I
open.
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, select
the Always Zoom option button or the Never Zoom option button.

I am frequently prompted to find the same source files on
the 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 a
semicolon. 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 can
provide the location of the source file so that you can add it to your link search paths, or
provide 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 activating
OLE objects.

76 Portfolio
Appendix B: Troubleshooting

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 Class
Portfolio verifies that the user classes specified in the briefing book are defined in the
namespace or authentication file (.aut). If a user class has been removed from the
authentication data source (namespace or .aut file), then any briefing book page security
associated 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 a
member of the root user class.

New Namespace or Configuration Name
In Portfolio Author, if the Access Manager configuration name is changed, Portfolio verifies that
the user classes that are specified in the briefing book are defined in the newly referenced
authentication data source. If a user class is no longer available, a dialog box prompts the user
to either proceed or cancel.
If the user proceeds, then any user classes specified in Portfolio but not found in the newly
referenced authentication data source are converted to the root user class.
If the user cancels, then the original Access Manager configuration name is restored and
access 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. Under
the section title [OLE], add the line: ServerBusyMsgDelay=<seconds>. You must restart
Portfolio for this setting to take effect.
Note: If you continue to get server busy messages, talk to your system administrator.

Portfolio Help 77
Appendix B: Troubleshooting

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 Viewer
does 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 them
without 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 Portfolio
Viewer, 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 buttons
from 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 will
distribute the briefing book. Users whose screens match the given resolution can view the
briefing book at a zoom level of 100%. Users whose screens have a different resolution will
need 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 a
briefing book.

Portfolio Help 79
Appendix C: Frequently Asked Questions

Can I suppress Essbase passwords when opening PowerPlay reports?
You can suppress the Essbase password prompt by entering the auto-access information in
Access Manager, and configuring users’ computers to use the correct authentication data
source 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. Each
HotSpot becomes a menu command and is automatically assigned a shortcut key. You can click
the 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 selected
HotSpot, 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 book
without any changes to the original object. Linking and embedding each have advantages
and disadvantages. When deciding which method to use, consider the following:

Question: Answer when you link: Answer when you embed:
Does the object No, because the briefing Yes, because the complete
significantly increase the book merely points to the object is stored in the briefing
briefing book’s file size? original object to get most of book.
the information.

Can the briefing book Yes. You can update the link No, because the object is
show updates made to manually, or have Portfolio independent of the one in the
the object in the first keep it continuously updated. first application.
application?

Can I use the briefing Yes, but you cannot update Yes, because the object is
book if I don’t have or activate the object. independent of the one in the
access to the object in first application.
the first application?

80 Portfolio
Appendix C: Frequently Asked Questions

How does Portfolio re-establish links to unfound source files?
When users update or activate linked objects, Portfolio searches for the source objects in the
following 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 directory
and 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, to
add 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 keeping
PowerPlay 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.

Portfolio Help 81
Appendix C: Frequently Asked Questions

82 Portfolio
Glossary

activate
Opens an OLE object in its source application (the application that created it) so that you can
explore it or change it. If an object is activated in-place, it remains within the window where it is
linked 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 save
changes depending on the capabilities that the Author of the briefing book gave you.

active icon
An icon that performs an action.

active OLE object
An embedded or linked object that can be activated and updated.
See also activate, embed, and link.

aspect ratio
The relationship between the height and the width of a picture.
Changing the aspect ratio of a picture (for example, increasing its width without proportionally
increasing 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 mode
Provides the tools for creating a new briefing book or for viewing and changing the contents of
an existing briefing book. You can link or embed objects, add hotspots, set the actions permitted
to users of the briefing book in View mode, and more.

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

CognosScript
A language similar to BASIC, that is included with Cognos applications. You can use
CognosScript to write macros.

command line
The characters used to start an application.

Portfolio Help 83
Glossary

crop
Trims, rather than resizes, a picture to fit a given area.

dither
Simulates a color in a bitmap by mixing colors from the palette.

docked
A Toolbar or the Table of Contents that is positioned on the perimeter of the window. When a
Toolbar is positioned elsewhere, it is floating.

embed
Inserts 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. When
you 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).

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

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

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

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

hotspot
An object that performs one or more actions when you click it. Possible hotspot actions include
jumping to other pages in the briefing book, launching programs, running macros, and exiting
Portfolio.

icon
The 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 or
embedded object, or its native icon.
See also static icon.

in-place activation
Activates an OLE object within the window where it is linked or embedded; the toolbars and
menus merge with those of the source application.
In-place active objects are identified by a special border:

link
The connection between an embedded object and the application in which it was created. When
the information changes in the source file, the changes are reflected in the destination file. You
can choose to update linked information manually or automatically.

84 Portfolio
Glossary

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

macro
A customized sequence of instructions ("macro commands") that Cognos applications can carry
out.

namespace
A directory where authentication data is stored.

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

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

object
In Portfolio, anything you add to a briefing book page, other than a background picture or
pattern. For example, text and icons are considered objects.

Object toolbar
A 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, two
applications can share data through a connection that you establish.
See also embed and link.

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

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

Page Toolbar
A 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

Portfolio Help 85
Glossary

The Page toolbar looks like this:

QuickHelp
Shows the name of a toolbar button when the pointer pauses over the button.

Standard Toolbar
A 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 icon
An icon that doesn’t perform an action.

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

submenu
A cascading menu that contains its own set of commands. You access a submenu from another
menu.

Table of Contents
A 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 select
a page. When the Table of Contents is floating, it appears as a window in which you can select a
page or, in Author mode, change the order of the pages.
A floating Table of Contents looks like this:

text object
Text that you add to a briefing book. You may or may not be able to add text objects in View
mode, 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 not
considered text objects.

toolbar
A bar with buttons that perform commands.

toolbar button
A button on the toolbar that you click to perform an action. Buttons that perform related actions
are grouped together on a toolbar.

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Glossary

View mode
Provides the commands for viewing the contents of an existing briefing book. You may be able to
activate OLE objects, add text objects, print, and save, depending on the capabilities that the
author of the briefing book gave you.
See also Author mode.

Portfolio Help 87
Glossary

88 Portfolio
Index

Symbols buttons (cont'd)
showing objects as, 34
/author command-line option, 63
/donotupdatelinks command-line option, 52
/fullscreen command-line option, 64 C
/macro command-line option, 64 changing
/maximize command-line option, 65 page order, 23
/minimize command-line option, 65 page titles, 22
/nologo command-line option, 65 CognosScript language, 54
/notify command-line option, 65 colors
/quit command-line option, 66 adding to objects, 26
/updatelinks command-line option, 52, 66 adding to pages, 24, 25
/updatemanuallinks command-line option, 67 command-line options, 63, 64, 65, 66
/view command-line option, 67 commands
<briefing book name> command-line option, 63 unavailable, 75, 79
compatibility, 79
A confirmation, switching off, 61
controls
Access Manager, 45 adding to HotSpots, 21
Access Manager, setting passwords, 46 copying
access password, 45 objects, 43
actions pages, 44
confirming, 61 copyright, ii
activating covering objects
HotSpots, 41 with pictures, 29
OLE objects, 41, 76 with text, 32
PowerPlay reports, 81 creating
adding briefing books, 9
exit buttons, 58 HotSpots, 17
icons, 14 launch buttons, 12
launch buttons, 12 cutting pages, 75
page titles, 22
pages, 9
patterns to objects, 26 D
patterns to pages, 24, 25 defaults
pictures, 15 OLE object type, 60
pictures to objects, 29 deleting pages, 75
pictures to pages, 27, 28 directories
text, 15, 42 saving briefing books in, 52
text over objects, 32 setting default, 61
annotations displaying
adding, 42 briefing books, 37
applications distributing briefing books, 47, 51, 52
launching, 12, 18 donotupdatelinks command-line option, 64
Author mode, 7, 8, 63, 79 dragging
automation objects, 30
CognosScript, 54
E
B edit password, 45
batch mode editing briefing books, 8
updating links, 66, 67 e-mail
bitmap size, 73 sending briefing books, 51
borders embedded objects
adding, 32 activating, 41, 76
browsing embedding
pages, 39 objects, 11
buttons versus linking, 80
powerbar, 71

Portfolio Help 89
Index

exit buttons linking objects, 10, 80
adding, 58 links
exiting Portfolio, 12, 20 not updating at startup, 64
exploring, 41 searching, 48
OLE objects, 41 updating, 52, 66, 67
working with, 60
F
finding M
source files, 76, 81 macros, 66
fly-by text, 76 notifying when finished, 65
folders quitting when finished, 66
saving briefing books in, 52 running, 12, 19, 54, 64
frames setting a default directory, 61
adding, 32 mailing briefing books, 51
full-screen view maps
starting in, 64 adding to title pages, 7, 55
using menus, 57 maximizing
at startup, 65
objects, 40
H menus, 57
headings using in full-screen view, 57
adding shadow effect, 57 messages, 77
HotSpots minimizing
adding controls, 21 at startup, 65
creating, 17 missing
exiting Portfolio, 20, 80 commands, 79
jumping to pages, 19 pages, 77
launching applications, 18 moving
menu, 80 objects, 30, 75
running macros, 19 pages, 23, 75
using, 41
N
I namespace
icons root user class, 77
adding, 14
showing objects as, 33
Impromptu reports O
embedding, 11 objects
linking, 10 activating, 41
information adding borders, 32
about objects, 16, 40 adding icons, 33
inserting adding patterns, 26
icons, 14 adding pictures, 29
pictures, 15 adding text, 32
text, 15 copying, 43
interactive maps documenting, 16
adding to title pages, 7, 55 dragging between briefing books, 59
embedding, 11
exiting Portfolio, 20
J formatting as HotSpots, 17
jumping getting information about, 40
to pages, 19 icons, 14
to specific page, 39 launching, 18
launching applications, 12
L layering, 35
linking, 10
launch buttons maximizing, 40
adding, 12, 58 maximum size, 73
launching minimum size, 73
applications, 12, 18 moving, 30, 75
layering multiple actions, 21
objects, 35 OLE, 10, 11
limitations, 73 pictures, 15
linked objects resizing, 31, 75
activating, 41, 76 running macros, 19
packaging, 51 showing as buttons, 34
setting a default directory, 61

90 Portfolio
Index

objects (cont'd) resizing
text, 15 objects, 31, 75
OLE automation, 54 OLE objects, 59
OLE objects resolution
activating, 41, 76 designing for, 49
embedding, 11 setting, 76
linking, 10 running
resizing, 59 applications, 12, 18
searching for links, 48 macros, 19
setting default type, 60
updating links, 52
opening
S
briefing books, 38 saving
earlier versions of Portfolio briefing books, 79 in shared locations, 52
options setting a default directory, 61
command-line, 63 screen resolution
order of pages designing for, 49, 76, 79
changing, 23, 75 searching
for source files, 48
securing briefing books, 45
P Send command, 75
packaging briefing books, 51 sending
pages using e-mail, 51
adding, 9 server busy messages, 77
adding background patterns, 24, 25 setting
adding background pictures, 27, 28 confirmation of actions, 61
adding titles, 22 defaults, 61
browsing, 39 passwords, 45, 46
copying, 44 permissions, 50
deleting, 75 screen resolution, 49
jumping to, 19, 39 shadow effect
limitations, 73 adding to text, 57
maximum, 79 shared location
missing, 77 saving briefing book in, 52
organizing, 7 showing
rearranging, 23, 75 HotSpot menu, 80
zooming, 40, 76 objects as buttons, 34
passwords, 45, 46, 75, 79, 80 objects as icons, 33
patterns size of objects, changing, 31
adding to objects, 26 source files
adding to pages, 24, 25 finding, 48, 76, 81
performance specifications, 73
improving, 62 splash screen
permissions suppressing, 65
setting, 50 starting
pictures applications, 12, 18
adding, 15 startup options, 63, 64, 65, 66, 67
adding to objects, 29 switches, 63, 64, 65, 66, 67
adding to page background, 27, 28
setting a default directory, 61
pop-up menus, 67, 68, 69, 70, 71
T
powerbar buttons, 71 Table of Contents, 39, 75
PowerPlay reports tabs, unavailable, 75
embedding, 11 target screen resolution, 49, 76
linking, 10 text
presentations, tips, 56 adding, 15, 42
programs adding over objects, 32
launching, 12, 18 adding shadow effect, 57
protecting briefing books, 45 tips and tricks, 55
title pages
adding interactive maps, 7
R adding maps, 7, 55
rearranging pages, 23, 75 titles
redrawing adding to pages, 22
improving performance, 62 toolbars
OLE objects, 59 modifying, 79
removing pages, 75
reordering pages, 23, 75

Portfolio Help 91
Index

U
unavailable, 75
commands, 75, 79
tabs, 75
updating
links, 52, 66, 67
user classes, 45

V
View mode, 37, 42, 50, 67, 79
viewing
briefing books, 37

Z
zooming
objects, 40
pages, 40, 76

92 Portfolio