BarTender Librarian

Technical Document

English

INTEGRATING SECURE WORKFLOW AND REVISION

CONTROL INTO YOUR PRODUCTION ENVIRONMENT

SUPPORTS:BARTENDER

2021 AND LATER VERSIONS

Contents

Overview 4

File Storage and Management 6

Library Repository 6

Configuring the BarTender System Database 6

Implementing a Secure Database 6

Viewing Your Files and Folders 6

Folders Pane 6

Files Pane 6

File History Pane 7

Details and Preview Pane 7

Managing Your Files 8

Adding Files to Librarian 8

Getting the Latest Revision 9

Checking Files In and Out 9

Deleting, Restoring, and Purging Files or Folders 10

Workflows in Librarian 11

Creating and Configuring Workflows 11

Using Workflows in Librarian 12

Librarian API 14

Beginning a Visual Studio Project 14

Using the Librarian API 14

Adding Files 14

Checking In Files 15

Checking Out Files 15

Displaying Folder Contents 15

Security 17

Librarian Permissions in Administration Console 17

Workflow and Rules Permissions in Administration Console 18

BarTender Permissions in Administration Console that Apply to Librarian 19

Organizing Users and Groups According to Their Functional Roles 19

Advanced Security 20

Electronic Signatures 20

Logging 20

Document Encryption 20

Controlling the Printing of Unpublished Documents 20

Appendix A:Integrating Librarian with BarTender and Companion Applications 21

Administration Console 21

BarTender 21

Integration Builder 21

Librarian Syntax and Integration Builder 21

Print Portal 21

Print Station 22

Process Builder 22

Reprint Console and History Explorer 22

Appendix B: Syntax for Referencing Files in the Library 23

Review of Standard Windows Syntax 23

Referencing Files in the Library 23

Related Documentation 24

Overview

Librarian is a companion application to BarTender that groups of designers, administrators, and

other users can use to cooperatively and securely manage how BarTender documents, images, and

other types of files are stored and revised. Librarian can help you better manage any printing system,

but it is particularly valuable in highly regulated or secure environments, such as the medical,

pharmaceutical, military and chemical industries.

Librarian stores files in the BarTender System Database. File check-in and check-out processes

prevent users from overwriting each other's changes. Copies of all previous versions of a file are

retained so that you not only have a history of who made what changes and when, but you can also

retrieve copies of the previous versions and even revert a file to an older version. You can use

Librarian together with Administration Console to control which users can access files in Librarian

and what those users can do with the files.

In Administration Console, you can create and edit workflows to assign to files that reside in

Librarian. By doing this, you can track the progress of your files through the different steps of your

publishing process. You can also use workflows to send email notifications to the users and groups

who need to be notified of changes in a file's workflow state or who need to review and approve files

at certain workflow steps. Librarian displays the workflow that each file is currently assigned to and

the workflow step that each file is currently in, and you can use Librarian features to advance files

through a workflow. For more information, refer to the Understanding Librarian Workflows technical

document at the following Seagull Scientific website:

https://www.seagullscientific.com/resources/white-papers/

Developers can use the Librarian application program interface (API), which uses any .NET language,

to check files in and out of Librarian, to revert to specific revisions of a file, and to get file information

that is saved to the BarTender System Database.

Librarian is supported by the Enterprise edition of BarTender.

BarTender Librarian 4

BarTender Librarian 5

File Storage and Management

Library Repository

Librarian securely stores BarTender documents and other types of files in its Library repository,

which is a dedicated set of tables within the BarTender System Database. By using this centralized

file storage location, you can easily organize and manage multiple files that would otherwise be loose

on your hard drive. The process for bringing files into the Library repository and managing them is

straightforward and uses traditional Windows file management techniques whenever possible.

Configuring the BarTender System Database

The first time that you use Librarian, you are prompted to configure the BarTender System

Database (if it is not already configured) by following the steps in the System Database Setup

wizard. The wizard configures Microsoft SQL Server or Microsoft SQL Server Express for use by

the BarTender Suite.

Implementing a Secure Database

Any person who understands databases can use SQL Server Enterprise Manager (and other

database tools) to browse and edit a SQL Server database without installing Librarian. Therefore,

when you want the highest possible level of security, your systems administrator must take

additional steps to prevent unauthorized users from accessing your SQL Server or SQL Server

Express database by using software other than Librarian.

For more information, refer to the BarTender Security technical document at the following

Seagull Scientific website:

https://www.seagullscientific.com/resources/white-papers/

Viewing Your Files and Folders

Librarian makes it easy to view the files and folder structure that you add to the Library repository

and to view a file's revision history.

Folders Pane

Use the Folders pane, which is located on the left side of the

Librarian window, to view files that are currently designated in a

workflow as needing your approval, view files that are currently

checked out to you, and organize the files in the Library directory

in any structure that you want. You can add new folders, move

them, and rename them just as if they were folders in Windows

Explorer. The Library directory provides a basic storage location

for all of your Librarian files. This directory can be accessed by

applications in the BarTender Suite.

Files Pane

When you click a folder in the Library directory, the files that are in that folder are displayed in the

Files pane of the main Librarian window.

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The Files pane displays a timestamp and file size, just as the standard Windows Explorer file

system does, displays how many times a file has been revised and, if the file is assigned to a

workflow, displays the name of the workflow and the workflow state each file is currently in.

File History Pane

The File History pane displays a variety of revision history information that is not available in the

Windows Explorer file system. This information includes a summary of the actions that were

taken for the file for each revision (such as Add Comment and Check Out), the user who

performed those actions, the comments that were logged by the user, and which workflow state

the file is in if the file is assigned to a workflow.

Details and Preview Pane

Use the Details and Preview pane to switch between a display of information about the file that

is currently selected in the Files pane and a preview of the selected file revision. When a file is

assigned to a workflow, you can also use the Details pane to move the file to the next state in

the workflow.

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To switch between views, click the Details or Preview tab at the bottom of the pane.

Managing Your Files

Adding Files to Librarian

To add files to Librarian, use one of the following methods:

l From Windows Explorer, drag a file into the Folders or

Files pane.

l On the Librarian File menu, click Add. Alternatively, right-

click the Folders or Files pane, and then click Add.

l In BarTender, when you save a document, click the

Librarian icon in the Save As dialog, and then browse to

the Library folder in which you want to save the file.

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Getting the Latest Revision

When you get the latest revision of a file, Librarian copies the last stored copy of the file in the

database to a location on your hard drive. Librarian does not check out the file or make it

writable on your drive. You can only view the latest changes that were made to the file.

To get the latest revision of a file, select the file in the Files pane, click File, and then click Get

Latest Revision. Alternatively, right-click the file in the Files pane, and then click Get Latest

Revision. When you do this, the Get File(s) dialog opens, which you can use to browse to and

select a folder on your network into which you want to copy the selected file.

Checking Files In and Out

When files are stored loose on a hard drive, users can accidentally (or deliberately) open and edit

files that other users are currently working on. This creates confusion and increases the

possibility that one user might overwrite another user’s changes. Librarian solves this problem

with its check-in and check-out functionality. When a user checks out the file, the file is writable

only for that user. All other users are prevented from editing the file until the original user checks

the file back in to the library.

When a file is checked out, a red check mark ( ) is displayed. When it is checked in, a yellow lock (

) is displayed.

You can see who has a file checked out by using the file's Properties dialog or by viewing the User

column in the File History pane. When users check out a file, their name appears next to the

Check Out action.

If you accidentally check out a file and want to check it back in without saving any changes, select

the file, and then click Undo Check Out on the File menu. Alternatively, right-click the file, and

then click Undo Check Out. Any changes that you made are discarded, and the file reverts to the

state that it was in before you checked it out.

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Deleting, Restoring, and Purging Files or Folders

To delete a file or folder from Librarian means to remove it from the Library folder and the

Librarian user interface. When you delete a file, it cannot be modified, checked out, or checked

in, and when you delete a folder, all of the subfolders and files that it contains are also deleted.

However, the deleted file or folder (and its contents) does remain in the BarTender System

Database and can later be restored.

After you delete an item, you can purge it, which removes it from the BarTender System

Database altogether. When you purge a deleted file or folder, you remove all history of the

deleted item. This operation cannot be reversed.Purged items cannot be restored.

To delete an item from the Library, select the item, and then click Delete on the File menu.

Alternatively, right-click the item, and then click Delete. You can also select the item and then

press Delete on your keyboard.

To see deleted items, click Show Deleted Items on the View menu. When you do this, all

previously deleted folders and files are shown with faded file type icons.

To restore a previously deleted item, select the item that you want, and then click Undelete on

the File menu. Alternatively, right-click the item, and then click Undelete. After you do this, the

file or folder is restored to the Library, and you can continue to manage it as before.

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Workflows in Librarian

A workflow is a series of steps that define the life cycle of a BarTender document or other file. For a

file that is stored in Librarian, a workflow is a series of states and transitions between the states that

the file progresses through. These workflows can help you automate your business processes, such

as reviewing template designs or approving documents for production, and track the status of your

files from start to finish.

In BarTender 2021, workflow design functionality is moved from Librarian to Administration Console.

When you click Workflow & Rules Setup on the Administer menu in Librarian, Administration

Console opens to the Librarian Setup page, where you can create and manage your workflows.

When you upgrade to BarTender 2021 or a later version from a

previous version of BarTender, any existing workflows that were

created in the previous version are retained. Use the Librarian Setup

page in Administration Console to access and modify these

workflows.

Creating and Configuring Workflows

Beginning in BarTender 2021, you use Administration Console to configure workflows (by using the

Workflow Designer) and to apply them to the files that you want (by creating workflow rules). You can

then use Librarian features to send files through the workflow progression.

Workflows consist of states that you create and customize (for example, Design, Staging, and

Production) and transitions between these states that you create and customize (for example,

Submit For Staging and Submit For Production), as illustrated in the following image, which shows the

Workflow Designer design canvas.

BarTender Librarian 11

For each state and transition, you can specify the users or groups that you want to have access to

the file for viewing, editing, and moving to the next stage. For example, you might want to limit access

to files that are in a Design state to only members of your design team and specify further that only

certain members of that team have permissions to send a file from Design to Staging.

You can also configure email notification messages to be sent to specific recipients when you want a

file to be reviewed and approved by others at various stages in its workflow life cycle. For example,

you might want an email notification to be sent to the lead designer who is responsible for the

decision to approve the file and then use the Submit For Staging transition to move it to the Staging

state.

For more information, refer to the Understanding Librarian Workflows technical document at the

following Seagull Scientific website:

https://www.seagullscientific.com/resources/white-papers/

Using Workflows in Librarian

When files are assigned to a workflow, the name of the workflow and the workflow state that the file

is currently in are displayed in the Files, File History, and Details panes. When you have permissions

to access the files at one or more stages in the workflow, you can move a file from its current

workflow state to the next state. To do this, use one of the following methods:

l In the Files or File History pane, right-click the file, point to Transition, and then click the

transition step that you want.

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l In the Details pane, click the transition step that you want in the Workflow Information area.

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Librarian API

By using the Librarian API, you can develop custom applications, in any .NETlanguage, that use the

primary functions of Librarian to embed revision control and workflow settings in your environment.

You can use the Librarian API to check files in and out of Librarian, revert to specific revisions of a file,

and get file information that is saved to the BarTender System Database.

Beginning a Visual Studio Project

We recommend that your development environment use Microsoft

Visual Studio 2019 and Microsoft .NET Framework version 4.7 or

later versions.

To begin a project in Visual Studio, follow these steps:

1. On the File menu, click New, and then click Project.

2. In the Project Types panel, under either the Visual C# or the Visual Basic node, click

Windows.

3. In the Templates pane, click Windows Application.

4. Name the project, and then click OK.

5. After you create the project, add a reference to Seagull.BarTender.Print.

6. In the Solution Explorer pane, right-click the References node, and then click Add Reference.

7. In the Add Reference window, click the .NET tab, select Seagull.BarTender.Print, and then

click OK.

8. Verify that the project can build and compile by pressing Ctrl+Shift+B on your keyboard. If

this operation is successful, you are ready to begin your project.

Using the Librarian API

Adding Files

When you add a file to Librarian, users on the network can access the file from the BarTender

System Database. Subsequent changes to the file are also recorded to the system database,

which means that users can revert to or track previous changes.

You add a BarTender file to the Library repository by calling the Library class AddFile method. The

following sample C# code shows how to add a file to Librarian.

Library library = new Library();

LibrarianFile file = library.AddFile("lib://Formats/Address.btw",

@"C:\Users\Administrator\Documents\Address.btw", "Added Address.btw to the

library.");

The first parameter that is passed in the AddFile method is the file name and the path of the

folder where you want to save your document. The second parameter specifies the path and file

BarTender Librarian 14

name of the file to add, and the third parameter is the comment that describes the addition of

the file into the Library.

The Library class provides an overload for the AddFile method to specify additional advanced

options for adding a file.

Checking In Files

You can check a file in to the Library repository by using the LibrarianFile CheckIn method, which

retrieves a file from a specified location on your computer and saves it to a folder in the Library.

Several overloads exist for the CheckIn method. The simplest overload requires the path and file

name of the file on your computer and a comment that describes the changes that were made

to the file. The following sample C# code shows how to check in a file to the Formats directory of

the Library.

Library library = new Library();

LibrarianFile file = library.GetFile("lib://Formats/Address.btw");

int revisionNumber = file.CheckIn

(@"C:\Users\Administrator\Documents\Address.btw", "Modified the label design.");

The first parameter in the CheckIn method specifies where to retrieve the file on your computer.

The second parameter specifies a comment that describes the changes that were made to the

file while it was checked out. Additional parameters can specify advanced check-in options.

Checking Out Files

You can check out a file from the Library repository by using the LibrarianFile CheckOut method,

which saves the file to a specified location on your computer and makes the file available for

editing.

Several overloads exist for the CheckOut method. The simplest overload requires only the path

and file name of the location where you want to save the file. The following sample C# code

shows how to check out a file from the Library.

Library library = new Library();

LibrarianFile file = library.GetFile("lib://Formats/Address.btw");

file.CheckOut(@"C:\Users\Administrator\AppData\Local\Temp\Address.btw");

The first parameter in the CheckOut method specifies where to save the file. Additional

parameters can specify advanced check-out options.

Displaying Folder Contents

In Librarian, files and folders are stored in folders that consist of a single root directory and its

subdirectories. The root directory is the Library folder. This directory can contain subdirectories

that you create, such as "Templates" or "Images." Each subdirectory can contain any number of

subdirectories.

You can list the contents of a directory in Librarian by using the LibrarianFile Name and/or Path

properties together with an iteration statement, such as a For loop. The following sample C#

code shows how to display a list of files in a directory that is stored in Librarian.

BarTender Librarian 15

Library library = new Library();

LibrarianFolder folder = library.GetFolder("lib://Templates");

// Iterate through the subfolders

StringBuilder listingBuilder = new StringBuilder();

foreach (LibrarianFolder subfolder in folder.Folders)

listingBuilder.AppendFormat("Folder\t{0}\t{1}\tChildren: {2}\n",

subfolder.Name, subfolder.Path, subfolder.Children.Count);

// Iterate through the files in the directory

for each (LibrarianFile file in folder.Files)

listingBuilder.AppendFormat("File\t{0}\t{1}\tRevision: {2}\n", file.Name,

file.Path, file.RevisionNumber);

// Display the contents of the folder

System.Windows.Forms.MessageBox.Show(listingBuilder.ToString(), string.Format

("Folder Contents ({0})", folder.Path));

In this example, a list of subdirectories and files is saved to a list of strings that is called

listingBuilder. After the list is populated with the contents of a directory, the name, path, and/or

revision number of each subdirectory or file is displayed in a message box.

For more information, refer to the Librarian API section in the Automation with the BarTender

.NET SDK book of the BarTender help system.

BarTender Librarian 16

Security

To implement a secure printing system, you must make sure that the user permissions that are

specified in Administration Console allow only authorized users to access Librarian, the Workflow

Designer, and the files that are saved in Librarian folders.

Prior to BarTender 2021, permissions that allowed users to assign or

change a file's workflow state were also specified on the User

Permissions property page in Administration Console. Beginning in

BarTender 2021, file state and transition permissions are set by

using the Workflow Designer. For more information, refer to the

Workflows in Librarian chapter of this technical document.

Librarian Permissions in Administration Console

In Administration Console, you can set permissions for the actions that are associated with Librarian

in the Librarian section of the User Permissions list. For each action, you can specify either Allow or

Deny for the user or group that is currently selected in the Users and Groups pane.

For Librarian, you can configure the following permissions in the Librarian permissions list:

l Run: Allows users to run Librarian. Users who have only the Run permission can view files and

file history information.

l Administer: Allows users to use the Librarian Administer menu to access the System Setup

dialog and the Workflow Designer and to purge deleted Librarian files.

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This permission should be granted only to users who require

the highest level of administrative control for Librarian and the

Workflow Designer.

l Edit Existing Comments: Allows users to edit comments that were logged when someone

checked a file in, renamed a file, or performed some other action on it.

l Edit Files: Allows users to perform the following actions:

Add comments to a file

Add files to the library

Check in files

Check out files

Revert files to previous revisions

Open files that are stored in the Library repository

l Full File Control: Allows users to perform all the Edit Files actions and also move, rename,

delete, and restore files in the Library repository.

l Open Published Files: Allows users to open files that are in a published state.

Workflow and Rules Permissions in Administration Console

In Administration Console, you set permissions for the actions that are associated with the Workflow

Designer in the Librarian: Workflow and Rules section of the User Permissions list. For each action,

you can specify either Allow or Deny for the user or group that is currently selected in the Users and

Groups pane.

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For the Workflow Designer, you can configure the following permissions in the Librarian: Workflow

and Rules permissions list:

l Add workflows: Allows users to create new workflows.

l Add, edit, and delete rules: Allows users to add, edit, and delete workflow rules.

l Modify workflows: Allows users to edit existing workflows.

l Remove workflows: Allows users to delete existing workflows.

BarTender Permissions in Administration Console that Apply to Librarian

The BarTender permissions section of Administration Console includes the following permissions

that apply to Librarian:

l Print Published Documents:Allows BarTender users to print the latest published revision of a

document that is stored in Librarian. When you authorize a user to print documents, you also

grant permission to print published documents.

Because a file can be assigned to a workflow only if it is kept in

Librarian, files that are stored loose on a hard drive rather than

in Librarian can never be assigned a published workflow state.

Therefore, when you deny BarTender users the Print Published

Documents permission, you prevent them from even opening

documents from their individual hard drives. This can prevent

users from loading, creating, and printing unauthorized

documents.

l Print Unpublished Documents: Allows BarTender users to print unpublished documents that

are stored in Librarian and all documents that are stored loose on a computer or the network.

The Print Unpublished Documents permission includes permission to Print Published

Documents.

Users who are denied this permission can only open

documents that are both stored in Librarian and in a published

state.

For more information about the Published property, refer to the Workflows in Librarian section of this

technical document.

Organizing Users and Groups According to Their Functional Roles

When you plan the Librarian file states and Administration Console permissions that your file

management system will use, we recommend that you sort users into their functional roles and then

configure their permissions accordingly. For example, you might sort users into File Designers, File

BarTender Librarian 19

Editors, Print Operators, and Publishers groups and then grant different types of permissions to each

group.

When your organization has multiple users who perform similar functional roles, it is easier to

organize them into domain user groups so that you can manage all of the group’s permissions at one

time instead of separately defining permission settings for each individual user.

Advanced Security

More advanced techniques that you can use to create and implement a secure file publishing

workflow within Librarian include the following.

Electronic Signatures

To improve the security in your publishing system, you can use the Administration Console

Electronic Signatures page to specify that users must enter an electronic signature (user

credentials) to perform actions that are listed in the Librarian section and the Librarian:

Workflow and Rules section.

Logging

By using the Administration Console Logging page, you can specify that user requests to perform

actions that are listed in the Librarian section and the Librarian: Workflow and Rules section

are logged to the BarTender System Database. Then, you can review which users have

requested to perform which actions.

Document Encryption

By using the Administration Console Document Encryption page, you can encrypt individual

BarTender documents. Note that encryption is an advanced security technique that has certain

risks that you must guard against. For more information, refer to the Document Encryption Page

topic in the BarTender help system.

Controlling the Printing of Unpublished Documents

A security risk occurs any time that a user prints an unpublished (and therefore unauthorized)

BarTender document. Therefore, you should grant the Print Unpublished Documents

permission only on an as-needed basis.

Also, to guard against the possibility that unauthorized users might use someone else's

computer to print unpublished BarTender documents, you may want to require that users enter

electronic signatures before they can print. When you do this, you also create a log of the

authorized users who printed unpublished documents and when the print jobs occurred.

BarTender Librarian 20

Appendix A:Integrating Librarian with BarTender and Companion

Applications

You can use files that are stored in Librarian in many of the companion applications that are included

in the BarTender Suite. This appendix describes how each application can work with Librarian in your

production environment.

Administration Console

Use the Administration Console Librarian and Librarian:Workflow and Rules permissions to control

whether users can do the following:

l Edit existing comments in a document that is stored in Librarian

l Edit files that are stored in Librarian

l Have full file control over files that are stored in Librarian

l Open published files that are stored in Librarian

l Change workflow states

For more information, refer to the Security section of this technical document.

BarTender

When you work in a BarTender document, you can use BarTender Designer to access related files,

such as databases or images, that are stored in Librarian.

Integration Builder

Integrations can be saved to and opened from the Library, and Integration Builder can refer to files

that are stored in the Library.

Librarian Syntax and Integration Builder

The referencing syntax that Librarian uses can be used in Integration Builder to refer to a file

from a command prompt. Integration Builder can use Librarian syntax with BarTender XML

(BTXML) script, which is used when you run commands from within Integration Builder that start

and control BarTender print jobs.

For more information about Librarian syntax, refer to Appendix B: Syntax for Referencing Files in

the Library.

Print Portal

When you integrate Librarian with Print Portal, you can use Print Portal functionality to facilitate

online document review and approval processes that are integrated with email notifications. For

example, this means that you can specify users whom you want to review your document when it

reaches a particular step in a workflow and then send them an email notification message that

includes a Review and Approve button. When your reviewers click this button, the BarTender

document opens in Print Portal, where they can view the document and then reject or approve it.

BarTender Librarian 21

To integrate Librarian with Print Portal, you specify the Print Portal URL on the Librarian Setup page

in Administration Console. For more information, refer to the Understanding Librarian Workflows

technical document at the following Seagull Scientific website:

https://www.seagullscientific.com/resources/white-papers/

Print Station

You can select a Librarian folder to be the root folder for Print Station. This is the folder that Print

Station uses to display the documents that are available to be printed.

Process Builder

You can save BarTender process files, which have the *.btproc file name extension, in the Library

and edit them by using Process Builder. Additionally, process files can refer to BarTender documents

that are stored in the Library.

Reprint Console and History Explorer

Reprint Console and History Explorer interact with Librarian indirectly via BarTender. BarTender

documents that you view and/or reprint by using these applications can reside in the Librarian

database.

For more information about the companion applications, refer to their corresponding technical

documents:

https://www.seagullscientific.com/resources/white-papers/

BarTender Librarian 22

Appendix B: Syntax for Referencing Files in the Library

Librarian provides a syntax for referencing files in the Library, similar to the standard syntax for

referencing files on a hard drive.

Review of Standard Windows Syntax

Because Windows users typically use their mouse to click through folders and subfolders to find files,

they may not remember that the file path syntax that Windows uses is the following.

C:\<path>\<filename>

For example, to open a BarTender document, you might reference it by using the following syntax.

C:\MyTemplates\ShippingLabel.btw

Referencing Files in the Library

The syntax for referencing files in the Library more closely resembles an Internet location than a hard

drive location. The syntax is as follows.

lib://<path>/<filename>

This Internet-style URL uses forward slash marks instead of backslashes, and the “lib://” at the

beginning is always required to reference files in the Library. Therefore, when you access a file in the

Library, you use the following file reference syntax.

lib://MyTemplates/ShippingLabel.btw

Library files can be referenced by using one of the following methods:

l On the BarTender or Librarian File menu, click Open, and then enter the text string for the file

that you want to reference in the File Name field.

l In Process Builder, click the Administration tab, click Open, and then enter the text string for

the process file that you want to reference in the File Name field.

l In Print Station, enter the text string for the file that you want to print in the Search field.

l Run BarTender by using command-line parameters. The following sample command instructs

BarTender to open a document from the Library and then start a print job.

bartender.exe /F="lib://templates/shipping/overnight.btw" /P

l Run a print job that requires BarTender to read data-sourced graphics while printing.

l Run a BarTender XML script.

l In Integration Builder, run commands that start and control BarTender print jobs.

For more information about how Librarian interacts with BarTender and the companion applications,

see Appendix A: Integrating Librarian with BarTender and Companion Applications.

BarTender Librarian 23