How to integrate Air Maestro with Web Manuals

The integration between two software allows organisations to manage their files in Web Manuals while automatically distributing and accessing them through Air Maestro.

Before you begin, make sure you have the following conditions in place:

• You are an active Web Manuals tenant and have an active Air Maestro site.

• You have purchased a connector for Air Maestro in the Web Manuals store.

• You are an Administrator in Web Manuals.

There are three steps to the process:

1. Enabling the connection (API key)

2. Configuring categories and permissions

3. Publishing and Synchronisation

Enabling the connection (API key)

1. In Web Manuals, generate your API key. 
   
   

2. Send the key to [e-mail].
   Air Maestro Team will add the key in your site’s admin settings and will complete the initial authentication/handshake. Our team will only action on requests made by Air Maestro Administrators.

After activation, Air Maestro “knows” which Web Manuals content to sync based on the permissions (see next section) you set in Web Manuals.

Configuring categories and permissions

To control which manuals flow into Air Maestro, set the appropriate permissions in Web Manuals for the categories you want synchronised.

1. In Web Manuals, organise manuals into Categories (Air Maestro refers to these as Folders).
   
    
    

2. In Role-Category Permissions, use the Air Maestro API column to grant View permission per category/folder you want synchronised to Air Maestro.
   
   
    

3. Any category with the View ticked under Air Maestro API will be replicated in Air Maestro (folder + contents).

Publishing and Synchronisation

Once all categories and permissions are set up, the next step is publishing.

When a document is published in Web Manuals, it is automatically pushed to Air Maestro > Document Library.

• Format: Web Manuals items are generated as PDF for viewing in Air Maestro.

• Frequency: Synchronisation runs about every 5 minutes.

• Revisions: Air Maestro fetches the latest published revision from Web Manuals; the item in Air Maestro is updated accordingly.

• Archiving/History: Web Manuals retains full revision history; Air Maestro also supports seeing previous versions in its own library.

Notes

• Viewing documents: The documents can be viewed in Air Maestro and Web Manuals. When right-clicking on the file in Air Maestro's Document Library, you can access the Web Manuals version by choosing the "View in Web Manuals" option.
  The action will only work for users with valid Web Manuals access and login.

• Manual Alerts: Alerts created in Web Manuals are carried across to Air Maestro, so notifications and acknowledgements can be managed without duplication.

• Fillable PDFs: Air Maestro does not currently support interactive or fillable PDFs. If you require fillable fields, view the document in Web Manuals.

• Review reminders: Air Maestro provides reminders when a document is due for review. The Review workflow is only available in Air Maestro.