This chapter will explain the basic characteristics of empower’s update function.
Please click a desired topic to jump directly to the connected article:
|What are updates?||Update Center|
|How are updates created?||Administering updates in library|
|When do I receive an update notification?||Update Wizard|
|General update settings|
What are updates?
Updates concern all changes to the content of the empower library, e.g. changes to slides, presentations or objects that would then affect other elements in terms of content or design. empower provides a comprehensive update function that can be set to accommodate individual requirements and procedures.
Generally, four actions initiate an update:
- adjustment to content of a single element (e.g. the text on a slide is updated),
- deleting an item,
- adding an item (e.g. a further slide is added to the presentation),
- changes to the master template.
There are updates available to any kind of element such as:
- slide updates,
- object updates,
- updates to the presentation,
- updates to the master.
How are updates created?
When first saving an item to the empower library further information is automatically added to it that enables its identification. This item receives an individual ID number and a time stamp.
If for example this item is now reused and duplicated within a different context, a link between the original object and its copy will be created ‑ they now constitute an update union. Should you now save a single slide to the company library and also save it someplace else in empower both the original slide and its copy become linked. Both items – original slide and copy – now display a link symbol in their preview, which denotes their connection.
If changes to the original slide are made at a later date and these are updated in the library empower will be able to recognize this via the time stamp and the copy of the slide will receive an update notification. The orange symbol shows that this element has one or more updates available. With a right-click, you have the ability to administer the updates directly in the library. More information can be found in chapter 4.6 “Administering updates in library”.
If you insert the copy of a slide into a presentation, the update wizard will open which will present you with different options in dealing with the updates. For further information, please refer to chapter 4.7 Update Wizard.
Update distribution is not only initiated for elements placed in the empower library, but also if a copy of the original element is saved locally. If a copy of an element from the library is saved locally, its ID and time stamp are also saved. If this element is opened at a later date, empower will use this information to establish a connection to the original element and will send an update notification if an update is available for this element.
Update distribution can also consist of multiple elements. If a slide is used in multiple presentations (saved locally and/or in the empower library), the original element and its copies will be joined in an update union. Changes to the original element will send update notifications to all its copies.
When do I receive an update notification?
To receive an update notification three conditions have to be met:
- You are using an item that originates form the empower library.
- The previous version has been altered.
- You have editing permissions (editor or writer) to the folder of which you are using a non-current item.
If you are able to see an update symbol in the preview, but do not receive an update notification after inserting the element, you may not have the required editing permissions. In this case, it is to be assumed that the element is to be used in its current version. You will find more information in chapter 3.11 Permissions.
General update settings
Each item that is connected to other items in the update union can be individually set how it is to deal with updates – granted you have the required permissions. A right-click on the element in the library will open a menu. In the “Update” section, different update action can be performed and configured by clicking on “Configure update messages”.
By default, an item only receives update notifications from its origin. If the original element is regarded as the mother element and every copy is a child element, then this setting merely permits the child element receiving updates from the mother element, but not the other way around.
If the setting “show all available updates” is selected this element will receive an update notification no matter which item in the update union has been altered. This setting would thus also permit the mother element to receive updates from its child elements.
It is also possible to set that an element receives no (temporary) updates that are displayed. This element will then not receive notifications from the update union, however it will still send notifications to other elements should it have been altered. The update notification can be reactivated at any time by selecting one of the previously mentioned functions.
The setting “Remove from update union” completely removes that element from the update union, which means all links to other elements are disconnected. As a result, update notifications for this element are neither sent nor received. The element is now an independent object that has a new ID and time stamp.
If you wish to add an element back to an update union at a later date, you can do so directly in the library. Right-click the element and select the relevant option from the context menu. More information on updates can be found in chapter 4.6 Administering updates in library.
With the aid of the update center, you gain an overview over all elements within the update union as well as their respective versions. This gives you the possibility to ensure that all your changes to a central slide are distributed to all slides that are connected to it.
Perform a right-click on the link symbol next to the slide. Update center will open as soon as you select update center. It contains the update history of the selected element.
The update center also shows the different versions of the element including corresponding dates and timestamps. Each version can of course be placed in different locations in the library. If you hover over an item with the mouse, its complete path will be displayed. In doing so, you are able to track which version of the slide is used where.
In addition, each individual update setting can be configured for every item. Simply select the desired updating behavior in “Update settings”. These settings correspond to those elaborated on in chapter 4.4 General update settings.
Furthermore, you are able to select one or more versions and update them by clicking the “Update” button to the bottom left. Clicking “Remove from update union” will remove the selected elements from this connection.
Administering updates in library
If you already know how to proceed with an update, you can do so directly from within the library.
Right-click an element with an update notification to open the context meu. In “Update” you can now click on Accept Update to directly apply the update to the element without having to use either the Update Center or Update Wizard. A click on Force this version to all linked elements allows you to automatically apply the version of the currently selected element to all linked elements within its update union, e.g. all changes to a slide are automatically sent to all its connected copies in empower. With Go to origin you can open the original element of the update union in the library.
In addition you can set up update unions directly in the library or add an element to an existing update union. To do so, click on the element and select Mark for linking in its context menu. Afterward select a second element with which the update union is to be created and click on Create update union with ([selected element]) if this element does not belong to an existing update union, or on Integrate ([selected element]) into this update union if the element is to be added to an existing update union. After this step a popup window will open in which you can now set the update mode of this update union.
If empower’s default setting for receiving updates is “Show updates form origin only”, a popup window will open in which you can set the update mode for this particular update. This step is required as creating an update list directly in the library does not define a definite parent or child element.
Select Do not show updates and the contained elements will not receive update notifications from the update union, but they will nonetheless send update notifications to other elements if changes were made to them. If you select Show all updates all elements will receive an update notification, no matter what element in the update union has been changed.
The update wizard shows an overview of all updates available to the slide that is currently opened. It also provides you with the possibility to manage these updates in bulk or individually. Should elements with update notifications from the library be added into the current presentation, or if a presentation is opened which has updates available, empower automatically opens the update overview.
Here you will be presented with the number of update notifications of the current presentation. A click on Start Wizard will open the Update Wizard, and every update will be performed individually. A click on Advanced will allow you to select one of two options for all updates: either all updates in the current presentation are executed, or none of the updates are executed and the update notification will not appear a further time. Clicking Start Wizard will also open the update wizard.
Depending on the kind of update, several different options can be selected. If content was edited or if something was added (such as inserting a further slide into the presentation), the update wizard will display the old version on the left and the current version on the right. To quickly identify all updates, they have been highlighted in yellow.
You can select one of the following options for every update:
- Don’t update now: the update will not be applied but will, however, be displayed the next time you open the item.
- Ignore this update only: the update will not be applied and will also not be displayed the next time you open the item.
- Don’t update and don’t show again: the update will not be applied and future updates will not be displayed. The element will also be removed from the update union and will now become an independent object (this option is equivalent to “Remove from update union” of chapter 4 General update settings).
- Update slide: the update will be executed.
- Update and keep old version: the update will be executed and saved to the library. In addition, the old version of the item remains in the current presentation in its current form and is able to be archived.
- Update all instances: all updates of a single kind of element are implemented.
If an item is deleted from the library (e.g. an irrelevant slide is removed from a presentation) the update wizard presents four options in what way a delete update is to be handled:
- Don’t delete now: The update will not be executed, e.g. the element will not be deleted. The next time the element is opened, the update will be displayed again.
- Delete Slide: The update will be executed and the element will be deleted.
- Don’t delete and don’t show again: The update will not be executed, e.g. the element will not be deleted. Future updates will also no longer be displayed. The element will be removed from the update union and from this point on will exist as an individual object (This option corresponds to the function “Remove from update union” of chapter 4 General update settings.)
- Delete all instances: All delete updates in the presentation currently open will be executed e.g. all elements with delete updates will be deleted.
If a master is updated within the library, all slides or presentations will receive an update notification. In the case of a master update, the update wizard will provide the same options as when changes to content are made:
- Don’t update now: The new master will not be applied. The next time the element is opened, the update will be displayed again.
- Ignore this update only: The master will not be applied and the update will also not be displayed the next time it is opened, however future updates e.g. changes at a later date will still be displayed.
- Don’t update and don’t show again: The master will not be applied and also future updates will no longer be displayed. The element will be removed from the update union and will from this point on be an individual object. (This option corresponds to the function “Remove from update union” of chapter 4 General update settings.)
- Update master: The master will be applied to the presentation.
- Update and keep old version: The update will be executed and saved to the library. In addition, the version with the old master will be preserved and is able to be archived locally.
- Update all instances: All master updates will be applied.