ASHRAE Authoring Portal authoring.ashrae.org An Online Tool for Collaborative Content Development Welcome to this introduction to the ASHRAE Authoring Portal, an optional new online tool for collaborative content development.

The ASHRAE Authoring Portal (AAP) uses Microsoft SharePoint to organize content and graphic files in folders. Login access is by ASHRAE committee or authoring group using information from the membership database. Microsoft Internet Explorer is the only browser supported. The ASHRAE Authoring Portal (AAP) is an online platform that uses Microsoft SharePoint to organize content and graphic files in folders. Login access is by ASHRAE committee or authoring group using information from the membership database; in other words, authors use their regular ASHRAE login—no additional passwords to know. Microsoft Internet Explorer is the only browser supported; it’s a SharePoint platform, so it gets along best with other Microsoft products.

The ASHRAE Authoring Portal (AAP) allows multiple authors to review, revise, and edit a document together. Authors work online in real time using Microsoft Word. AAP is accessed at authoring.ashrae.org. The ASHRAE Authoring Portal represents the first iteration of something that’s been discussed for a long time: a way for members of ASHRAE TCs and other authoring groups to collaborate online in real time and to avoid having to transmit and track large, unwieldy manuscript files—and to do so in an ASHRAE-approved environment that safeguards ASHRAE’s copyright on behalf of members. The portal can be accessed at authoring.ashrae.org.

ASHRAE-approved, secure platform for copyrighted intellectual property (no need for a “members only” page on your group’s website). Easy tracking of changes for authoring groups and staff. Easier handover when authoring group roles change. Benefits of the ASHRAE Authoring Portal...

No need to transmit large files by email No need to transmit large files by email. No more lost work from crashed hard drive, stolen PCs, corrupted files, etc. Easy for entire authoring group to access and review the manuscript (no more passing around flash drives). No more manuscripts that fail to get to editorial staff. More benefits of the ASHRAE Authoring Portal...

Step #1–Log in Log in–Use your ASHRAE login and password credentials to access the portal. Retrieve Password–Use the “Forgot your password?” link. Need help? Contact support@ashrae.org So, step by step, here’s how to start using ASHRAE Authoring Portal. Log in with your ASHRAE login and password. If you forget your password or need help, contact support@ashrae.org. authoring.ashrae.org

Step #2–Select Publication Select ASHRAE publication (for example, ASHRAE Handbook) for collaboration. Step 2 is to select the publication you’re working on. The first users are the TC Handbook Subcommittees revising Handbook chapters, but the vision is that other authoring groups in Society will be added in the not-too-distant future.

Step #3–Select Library Select the publication that you want to access. Need help? Use the Contact ASHRAE Editors link. Step 3, in the case of Handbook, you select which volume you’re working on. If you need help, click on the Contact ASHRAE Editors link, and we’ll do our best to address any issues that come up.

Step #4–Select Folder Select folder that you need to access. Folders will only display for you if you have access rights. Need help? Use the Contact ASHRAE Editors link. Once you’ve clicked on the publication you’re working in, you should see only the folder or folders that you have access rights for.

Step #5–Select Content Folder Chapter folders have two subfolders: Content–This folder contains master Microsoft Word files. You can edit but not delete or add files here. New Material–Drag/drop your new files—graphics, permissions, other supporting files, etc.—into this folder. You can add, delete, edit, and rename files here. When you click on a folder, it will open to show two subfolders—one for any existing published content and one for new material that you may want to add, such as graphics, permissions letters, supplemental material that you have the rights to. In the Content folder, only ASHRAE editors and system admins will be able to upload files. However, you will be able to add files to your New Material folder.

Step #6–Open Chapter Document Select the icon or file name to open Microsoft Word document. Inside the Content folder, you’ll find a Word file of the publication or chapter and other administrative forms as applicable.

Step #7–Authoring in Microsoft Word Microsoft Word opens. All normal Word features are enabled. Track changes is turned on to identify all changes to the document. Now—to get down to doing your revisions—you use the Word file just like any other—all the normal Word features are enabled, including track changes, which will identify all changes made and by whom.

Step #7–Authoring in Microsoft Word (cont’d) While working online, you may see other authors working on the same document at the same time. And you can see who’s working on a document by clicking on the “people” icon on the bar at the bottom of the page.

Step #8–Save Changes Save–Use the button to save your edits. You will need to save the document before other coauthors can see your changes. Once you’ve finished making your changes, you’ll need to save your changes. Also, until you do this, no one else can see your changes. It will also show you the changes that any other coauthors have made since the last save.

Step #8 (cont’d)–Version History To view version history, select the “…” twice. Select Version History from the context menu. Which brings us to the Version History. This feature keeps a complete record of revisions, which can be essential for the authoring group’s “institutional memory” when handing off responsibilities to others or when it’s been a while since revision work. To see the Version History, click on the three little dots, the ellipsis, twice, then select Version History, which will bring up a list of changes with author identifiers and dates.

Step #9–Review and Approval Ideally, the group can edit and review the revisions online in the Portal. However, if the group must edit/review the chapter offline, you can "Download a Copy” so that you have the official Word base file for such use (e.g., projection in a meeting, posting on Basecamp). Ideally, the authoring group can edit and review the revisions online in the Portal. However, if the group must edit/review the chapter offline, you can "Download a Copy” so that you have the official Word base file for such use, which might include, for example, projection in a meeting where there’s no web access, or posting on Basecamp.

Step #10–Complete Approval Checklist For Handbook chapters, fill out the Chapter Approval Checklist found in your Content folder. Need help? Use the Contact ASHRAE Editors link. Next, for Handbook chapters, complete the Chapter Approval Checklist just like you’ve always done.

Step #11–Notify ASHRAE Editors Use the Contact ASHRAE Editors link to let them know your chapter content has been finalized. Then click on the Contact ASHRAE Editors link to send a message letting them know your chapter content is finalized and approved by the authoring group. The editors will take it from there forward in the process.

If you have questions, please send an email to: Mark Owen, Handbook Editor (mowen@ashrae.org) or Heather Kennedy, Handbook Managing Editor (hkennedy@ashrae.org). That’s a very quick introduction to the ASHRAE Authoring Portal. If you have questions, please email Mark Owen, Handbook Editor (mowen@ashrae.org) or Heather Kennedy, Handbook Managing Editor (hkennedy@ashrae.org).