EMC® Documentum®
WDK for Portlets
Version 6 SP1
User Guide
P/N 300-006-104 A01
EMC Corporation
Corporate Headquarters:
Hopkinton, MA 01748-9103
1-508-435-1000
www.EMC.com
Copyright © 1994 - 2007 EMC Corporation. All rights reserved.
Published December 2007
EMC believes the information in this publication is accurate as of its publication date. The information is subject to change
without notice.
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All other trademarks used herein are the property of their respective owners.
Table of Contents
Preface
...........................................................................................................................
7
..........................................................................
9
Chapter 1
Documentum’s Portlets
Chapter 2
Cabinets
Chapter 3
Categories .............................................................................................
Navigating categories .................................................................................
Working with categories .............................................................................
Chapter 4
Home Cabinet
Chapter 5
Inbox .....................................................................................................
Viewing tasks and notifications ...................................................................
17
17
Accepting a task .........................................................................................
Completing a task.......................................................................................
18
18
Chapter 6
Login .....................................................................................................
Enter login details.......................................................................................
Changing password ....................................................................................
21
21
21
Chapter 7
My Rooms .............................................................................................
Accessing a room........................................................................................
About room membership ............................................................................
Managing room membership ......................................................................
23
23
24
24
Chapter 8
Recent Files
Chapter 9
Search
Chapter 10
Advanced Search
Chapter 11
Subscriptions
Chapter 12
Workows
Chapter 13
Managing Content .................................................................................
Checking out ..............................................................................................
Viewing all versions ...................................................................................
Cancel checkout .........................................................................................
Checkin .....................................................................................................
Checkout ...................................................................................................
................................................................................................ 11
13
13
14
........................................................................................ 15
........................................................................................... 29
................................................................................................... 31
.................................................................................. 33
........................................................................................ 37
............................................................................................. 39
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Table of Contents
Chapter 14
Chapter 15
Export........................................................................................................
Import .......................................................................................................
Sorting content ...........................................................................................
48
48
49
Properties ..................................................................................................
Properties overview ................................................................................
Permissions ........................................................................................
Setting properties ...................................................................................
Viewing history ......................................................................................
Renditions..................................................................................................
Viewing renditions .................................................................................
Previewing the default rendition .............................................................
Creating a rendition ................................................................................
Importing a rendition .............................................................................
Versions .....................................................................................................
View ..........................................................................................................
49
50
50
51
52
53
53
53
54
54
55
55
..................................................
Deleting items ............................................................................................
Viewing locations .......................................................................................
Creating a new cabinet ................................................................................
Creating a new file ......................................................................................
Creating a new folder .................................................................................
Configuring the display information ............................................................
Setting column preferences .........................................................................
57
Managing Cabinets, Folders and Files
......................................................................
Adding items to clipboard...........................................................................
Removing items from clipboard ..................................................................
Copy here ..................................................................................................
Link here ...................................................................................................
Move Items ................................................................................................
Drag and drop............................................................................................
View clipboard ...........................................................................................
Managing Your Clipboard
57
58
58
60
62
63
64
65
65
66
66
67
67
68
68
Chapter 16
Managing Searches ...............................................................................
Search results .............................................................................................
Saved searches ...........................................................................................
Saving a search .......................................................................................
Running a saved search ..........................................................................
Editing the search ...................................................................................
71
71
72
73
73
74
Chapter 17
Managing Collaborations ......................................................................
Overview of collaborative services ...............................................................
Discussions ............................................................................................
Notes .....................................................................................................
Contextual folders and cabinets ...............................................................
Working with discussions ...........................................................................
Viewing discussions ...............................................................................
Adding and editing comments ................................................................
Deleting comments ................................................................................
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Table of Contents
Discussions in search results ...................................................................
Working with notes ....................................................................................
Notes in search results ............................................................................
79
79
80
Working with contextual folders and cabinets ..............................................
Creating a contextual folder ....................................................................
Contextual folders and cabinets in search results ......................................
81
81
82
Managing Forms ...................................................................................
Creating a new form ...................................................................................
Creating a new form using a template (new form) ....................................
Creating a new form using an existing form (save as) ................................
83
84
84
85
Editing a form ............................................................................................
85
Managing Lifecycles ..............................................................................
Applying a lifecycle ....................................................................................
Demoting a lifecycle ...................................................................................
Removing a lifecycle ...................................................................................
Promoting a lifecycle ..................................................................................
87
88
89
89
89
Resuming a lifecycle ...................................................................................
Suspending a lifecycle .................................................................................
90
90
Chapter 20
Managing Preferences ...........................................................................
Setting general preferences ..........................................................................
Setting virtual document preferences ...........................................................
Setting login preferences .............................................................................
Setting search preferences ...........................................................................
Setting format preferences ...........................................................................
91
91
92
93
94
94
Chapter 21
Managing Subscriptions
Chapter 22
Managing Virtual Documents ................................................................ 99
Converting a virtual document to a simple document ................................. 100
Convert to virtual documents .................................................................... 100
Viewing virtual documents ....................................................................... 101
Chapter 23
Managing Workows ...........................................................................
Starting a workflow ..................................................................................
Starting a workflow attachment .................................................................
103
103
105
Pausing a workflow ..................................................................................
Terminating a workflow ............................................................................
106
106
Chapter 18
Chapter 19
....................................................................... 97
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Table of Contents
List of Figures
Figure 1.
Figure 2.
Figure 3.
6
Repository members in relation to room members, groups, and roles .................
Integration of a workflow and lifecycle ............................................................
Branched versions ..........................................................................................
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EMC Documentum WDK for Portlets Version 6 SP1 User Guide
Preface
Documentum Portlets is a Web-based application which provides a set of services which will
only expose the functionality that most users will need. These services are packaged as a set of
out-of-the-box Portlets that can be configured and supported by portal vendors. Documentum
Portlets delivers a set of Portlets (Java classes, JSP pages and XML Definition Files) each of which will
expose a different area of Documentum functionality with an easy-to-use interface and a consistent
look and feel.
Documentum Portlets significantly reduces the need to create new programming interfaces and
integration code for enterprise portal implementation. Building on the enterprise content management
strengths of Documentum’s Platform, these services employ Documentum Portlets to create a fast and
cost-effective way to expose content management functionality through an enterprise portal.
Documentum Portlets combines off-the-shelf, embeddable portal components with documentation
and integration examples that enable portal vendors and customers to rapidly deploy content
management services through portals. This capability facilitates the convenient management and
delivery of structured and unstructured content beyond the firewall. Documentum Portlets allow
developers to quickly transform enterprise portals into dynamic hubs for content-driven business
processes such as real-time contract negotiation, supply chain management and global project
management.
This manual introduces you to, and provides instructions for using Documentum Portlets.
Intended Audience
This document will be helpful for Portal Vendors who can implement all or some of
the Portlets. If you choose to implement a few of the Portlets only, to ensure complete
documentation, each Portlet is documented as a separate entity.
The manual assumes that you are familiar with the conventions of Microsoft Windows
and Web browsers, and that you know how to open, close, resize, and move windows, as
well as navigate using hyperlinks and buttons. You should also know how to work with
multiple windows and manage files on your personal computer, and you should be able
to perform basic operations such as copying and pasting files.
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Preface
Revision History
The following changes have been made to this document.
8
Revision date
Description
December 2007
Initial release of version 6 SP1
EMC Documentum WDK for Portlets Version 6 SP1 User Guide
Chapter 1
Documentum’s Portlets
Documentum Portlets provide the functionality users need to create, locate, review, revise, and deliver
secure and reliable content. Documentum Portlets simplify the user’s task and reduce development
efforts and speed up time for implementation of content-rich portals.
Click the EMC|Documentum icon from any of the Portlets to display the About screen. The About
screen of the Documentum Portlet displays the DFC, WDK and the Portal version numbers for the
Documentum Portlets. You can also access the DQL Editor and the API Tester by clicking on the links
provided. Click on the DQL Editor button to enter and execute the DQL query. Click on the API
tester button to enter and execute the API Query.
Documentum provides a set of Portlets that may be used within your Portal:
•
Chapter 2, Cabinets
•
Chapter 3, Categories
•
Chapter 4, Home Cabinet
•
Chapter 5, Inbox
•
Chapter 6, Login
•
Chapter 7, My Rooms
•
Chapter 8, Recent Files
•
Chapter 9, Search
•
Chapter 10, Advanced Search
•
Chapter 11, Subscriptions
•
Chapter 12, Workflows
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Documentum’s Portlets
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Chapter 2
Cabinets
The highest level of file storage in a repository is the repository’s cabinets. You access the cabinets
through the repository’s Cabinets node. Each cabinet contains folders and files. Depending on your
permission levels, you can create new cabinets, new folders, and new files. You can also perform
numerous file-management actions, such as importing, copying or linking files. To modify a file, you
check it out of the repository so that other users cannot edit the file while you’re editing it.
When you create or import a file, a content object is created that stores two types of information
for the file:
•
The file’s content, which is the text, graphics, sound, or video that makes up the file.
•
The file’s properties, which are descriptive characteristics about the file, such as creation date,
author, version number, and other information.
The Cabinets Portlet provides access to the contents of a repository — cabinets, folders and files.
You can use the Cabinets Portlet to manage the contents of the repository by utilizing a number of
functional areas:
•
Chapter 13, Managing Content
•
Chapter 14, Managing Cabinets, Folders and Files
•
Chapter 15, Managing Your Clipboard
•
Chapter 19, Managing Lifecycles
•
Chapter 20, Managing Preferences
•
Chapter 21, Managing Subscriptions
•
Chapter 22, Managing Virtual Documents
•
Chapter 23, Managing Workflows
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Cabinets
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Chapter 3
Categories
Categories provide an alternate way to organize files in the repository. This is useful when files
should be organized one way for one purpose (such as for publication to Web sites) and organized
another way for another purpose, such as for easy access by internal users.
As an example, the folder structure that appears under the Cabinet node might organize items
based on which department created the files, such as Public Relations Bulletins in one folder and
Product Design Specifications in another. But users who regularly access information according to
subject area—not according to internal departments—would benefit from a different organizational
approach, one that puts both the bulletins and the design specifications into one area. The Categories
node lets you create such alternate structures.
You can create several different category structures. Each separate category structure is called a
taxonomy. You will need an alternative Documentum product to create taxonomies and categories as
Documentum’s Categories Portlet only supports the viewing of existing taxonomies and categories
and the manipulation of files within those taxonomies and categories. Just as an item can be linked
into multiple folders, it can also be linked to multiple categories.
This section describes:
•
Navigating categories, page 13
•
Working with categories, page 14
Navigating categories
Instead of accessing files according to where they are stored in repositories, you can
access files according to what categories they are kept in.
To navigate categories:
1.
Select a taxonomy.
2.
To open a category, click Category. Continue opening categories until you find the
item you are looking for.
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Categories
Working with categories
The Categories Portlet provides access to the contents of a repository. You can use the
Categories Portlet to work with the contents of the repository by utilizing a number
of functional areas:
14
•
Chapter 13, Managing Content
•
Chapter 15, Managing Your Clipboard
•
Chapter 17, Managing Collaborations
•
Chapter 19, Managing Lifecycles
•
Chapter 20, Managing Preferences
•
Chapter 21, Managing Subscriptions
•
Chapter 22, Managing Virtual Documents
•
Chapter 23, Managing Workflows
EMC Documentum WDK for Portlets Version 6 SP1 User Guide
Chapter 4
Home Cabinet
The highest level of file storage in a repository is the repository’s cabinets. You access the cabinets
through the repository’s Cabinets node. Each cabinet contains folders and files. Depending on your
permission levels, you can create new cabinets, new folders, and new files. You can also perform
numerous file-management actions, such as importing, copying or linking files. To modify a file, you
check it out of the repository so that other users cannot edit the file while you’re editing it.
When you create or import a file, a content object is created that stores two types of information
for the file:
•
The file’s content, which is the text, graphics, sound, or video that makes up the file.
•
The file’s properties, which are descriptive characteristics about the file, such as creation date,
author, version number, and other information.
The Home Cabinet allows you to store personal documents, folders and other items.
The Home Cabinet provides access to a number of functions:
•
Chapter 13, Managing Content
•
Chapter 14, Managing Cabinets, Folders and Files
•
Chapter 15, Managing Your Clipboard
•
Chapter 17, Managing Collaborations
•
Chapter 19, Managing Lifecycles
•
Chapter 20, Managing Preferences
•
Chapter 21, Managing Subscriptions
•
Chapter 22, Managing Virtual Documents
•
Chapter 23, Managing Workflows
EMC Documentum WDK for Portlets Version 6 SP1 User Guide
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Home Cabinet
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Chapter 5
Inbox
The Inbox Portlet is similar to the Inbox in your electronic mail program. When other repository
users send documents to you, you are notified in your Inbox. If you participate in a workflow, then
you will receive task notifications in your Inbox.
The Inbox provides access to a number of functions that allow you to manage:
•
Viewing tasks and notifications, page 17
•
Accepting a task, page 18
•
Completing a task, page 18
Viewing tasks and notications
In order to action a task or notification, you will need to open it from your Inbox.
To view tasks and notications:
1.
Click the name of the task or notification.
2.
The Documentum Inbox page is displayed. The Info tab of the selected task or
notification is displayed by default.
In the Info tab, you view the instructions and you can view or check out any attached
files.
Note: Notifications only have an Info tab. Tasks have Comments and Progress tabs.
A task has buttons that allow you to Finish, Delegate, Repeat or Close the task.
Only the buttons for actions that are allowed in the Tasks current state are available.
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Inbox
Accepting a task
In order to complete a task sent to you and add comments, you will need to accept it. If
the task has also been sent to other users, then the first user to accept the task is the one
who performs it. Once a user accepts it, the task is removed from the other users’ Inbox.
To accept and perform a task:
1.
Open the task. (You can open a task by clicking its name.)
2.
The Documentum Inbox page is displayed. The Info page of the selected task or
notification is displayed by default. Click the Comments tab.
3.
In the Comments tab, add comments by doing the following:
a.
Click Add. If you have already added a comment, the Edit button will appear.
b. In the Comment field, type your comments.
c.
Select one of the following:
•
For subsequent recipients: Sends the comment to all users performing all
future tasks in the workflow.
•
For next recipients only: Sends the comment only to the users performing
the next task in the workflow.
d. Click OK.
e.
Repeat these steps for as many comments as you want to add. To remove a
comment, click Remove.
4.
After adding your comments, you can click any of the buttons: Finish, Delegate,
Repeat or Close for the action you want to perform on the task or notification.
5.
To close the task without forwarding it, click Close.
Completing a task
There are number actions to be performed on a task before forwarding it to the next step.
The following procedures describe each of these actions.
To complete a task:
18
1.
Click the name of the task to open it. In the Progress tab, you can view task’s history.
2.
Click the Finish, Delegate, Repeat or Close button, as required.
3.
If prompted for a password, type your password.
EMC Documentum WDK for Portlets Version 6 SP1 User Guide
Inbox
4.
Click OK.
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Inbox
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Chapter 6
Login
The Documentum Login screen allows you to display additional fields by clicking the More Options
button. These fields are Domain, Additional Accessibility options, and Change Password.
The Login Portlet allows you to carry out the following:
•
Enter login details, page 21
•
Changing password, page 21
Enter login details
The Login Portlet allows you to access a Documentum repository. You will be required
to Login to a repository to utilize Documentum’s Portlets if your Portal is configured to
require repository Authentication.
To enter your login details you should:
1.
Enter your login name and password in the Login Name and Password fields.
2.
Select the repository to which you need to login in the repository dropdown list.
3.
Click More Options link.
4.
You can enter the domain name in the Domain field.
Changing password
In the Documentum Login screen, click the More Options button. Click the Change
Password button. The Change Password screen appears.
The Change Password screen enables you to change your existing password to a new one
that consists of a combination of both letters and numbers.
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Login
To change password:
1.
In the login page to the Portal, click the More Options link.
2.
Click the Change Password button.
3.
In the Current Password field, enter your current password.
4.
In the New Password and Confirm New Password fields, enter the new password.
Note: It is a good practice to use a password that consists of a combination of both
letters and numbers.
5.
22
Click the Apply button. Your password is changed.
EMC Documentum WDK for Portlets Version 6 SP1 User Guide
Chapter 7
My Rooms
My Rooms Portlet home page will only display the list of room objects. Objects in a room can be
accessed by users on that room’s member list.
Repository users with the appropriate permissions can create and administer a room in My Rooms
Portlet, instead of relying on a system administrator. Room creators and room owners also manage
a room’s member list.
You can click on the Home link at the beginning of the breadcrumb to open up the My Rooms Portlet
page anytime once you have navigated into rooms.
Accessing a room
Rooms are like folders in the navigation tree. To open the home page of a room of which
you are a member, click the room icon ( ) in a list of items.
The first time you go to a room’s home page, you have the option to subscribe to it
(unless you are its creator and have already done so). If you want to subscribe to other
rooms, click Subscribe and select Yes to add room to your room’s home page.
The home page of a room is like the top level of a folder, with these unique aspects:
•
The title is the room’s title.
•
A banner graphic (if any) appears above the room’s welcome message. (A room’s
banner graphic also appears on the pages of governed folders, notes, and standalone
discussions in that room.)
•
A link to the Membership tab is available from the Properties link.
•
The welcome message (if any) is akin to a folder’s rich-text description.
•
The built-in discussion is called “Announcements.”
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My Rooms
About room membership
Room members are a set of repository users, groups, and roles that the room creator (or a
room owner) has added to the room’s member list.
Each room member has either a Contributor or Owner role in the room.
•
Contributor is listed on the ACL of all room objects, usually granting READ
permission over them. Most room members are contributors.
•
Owner permits member list management and is listed on the ACL of all room
objects, usually granting DELETE permission over them.
Local roles are in effect only for room objects and locations; they have no meaning
outside of a room.
If a member directly assigned to the Contributors role is also in the Owners role indirectly
(for example, via a group), then the Owners role takes precedence for that member.
Room owners can create private, local groups of room members, which support custom
roles within the room (“Spec Approvers,” for example). The name of a local group
must be unique within the room.
Figure 1. Repository members in relation to room members, groups, and roles
Managing room membership
Members of a room can see the room’s member list, but only room owners can manage
room membership.
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EMC Documentum WDK for Portlets Version 6 SP1 User Guide
My Rooms
To open the room member list:
1.
Do one of the following:
•
On the room’s home page, click the Members link.
•
Open the Membership tab of room properties (Properties: Membership).
To add repository members to a room:
1.
On the room’s Properties: Membership tab, click the Add button to open the Choose
Members page.
2.
In the left-hand pane, locate and select the repository members, groups, and roles
that you want to add to the room’s member list.
3.
With repository members selected, click
4.
Click OK to add the members in the right-hand pane to the room’s member list. You
return to the Membership tab. All new members initially have a Contributor role.
to add them to the right-hand pane.
To remove members from a room:
1.
On the room’s Properties: Membership tab, click Remove to open the Choose
Members: Room Members tab, which lists room members, including local groups,
only.
2.
In the left-hand pane, locate and select the room members, groups, and roles that
you want to remove from the room’s member list.
3.
With the members selected, click
4.
Click OK to remove the members in the right-hand pane from the room’s member
list. You return to the Membership tab.
to add them to the right-hand pane.
To change local members’ roles:
1.
On the room’s Properties: Membership tab, click Change Role to open the Choose
Members: Room Members tab, which lists room members only.
2.
In the left-hand pane, locate and select the room members and groups that you want
to change from Contributor to Owner, or from Owner to Contributer.
3.
With room members selected, click
4.
Open the Choose Members: Choose Role tab by clicking the tab labeled “Choose
Role” (next to the tab labeled Room Members).
5.
On the Choose Role tab, pick a role for the selected members, and then click OK.
You return to the room’s member list.
EMC Documentum WDK for Portlets Version 6 SP1 User Guide
to add them to the right-hand pane.
25
My Rooms
To create a new local group:
1.
On the room’s Properties: Membership tab, click New Group to open the Create
New Room Group tab.
2.
Type a name for the group (required). The name must be unique among local group
names in the room.
3.
Optionally, type a plain text description for the group.
4.
Click OK to create the group and return to the room’s member list.
To edit the properties of a local group:
1.
Open the room’s Properties: Membership tab.
2.
Click
3.
Modify group properties as desired, and then click OK to implement your changes.
in the row with the group’s name to open the Info tab.
To add room members to a local group:
1.
On the room’s Properties: Membership tab, click the name of the group whose
membership you want to modify. The group’s member list opens.
2.
On the group member list page, click Add. A page for locating room members opens.
3.
In the left-hand pane, locate and select the room members, groups, and roles that
you want to add to the group.
4.
With the members selected, click
5.
Click OK to add the members and return to the group’s member list.
to add them to the right-hand pane.
To remove room members from a local group:
1.
On the room’s Properties: Membership tab, click the name of the group whose
membership you want to modify. The group’s member list opens.
2.
On the group member list page, click Remove. A page for locating group members
opens.
3.
In the left-hand pane, locate and select the members of the group you want to remove.
4.
With the members selected, click
5.
Click OK to remove the members and return to the group’s member list.
to add them to the right-hand pane.
You remove a local group from a room in the same way you remove any room member.
Keep in mind that when you remove a local group from a room, the group is effectively
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My Rooms
deleted from the repository. This is unlike room members, who remain repository
members even if they are removed from a room.
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My Rooms
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Chapter 8
Recent Files
The Recent Files Portlet displays both the files that you currently have checked out as well as files that
you have recently checked out and checked back in.
The Recent Files Portlet provides access to a number of functions:
•
Chapter 13, Managing Content
•
Chapter 14, Managing Cabinets, Folders and Files
•
Chapter 15, Managing Your Clipboard
•
Chapter 17, Managing Collaborations
•
Chapter 19, Managing Lifecycles
•
Chapter 20, Managing Preferences
•
Chapter 21, Managing Subscriptions
•
Chapter 22, Managing Virtual Documents
•
Chapter 23, Managing Workflows
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Recent Files
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Chapter 9
Search
Documentum provides Search Portlets that allow you to conduct searches of a repository.
The Search Portlet is a single text-box entry search. The search allows you to search for text using
Documentum’s full-text indexing feature.
Running a search:
1.
Enter the text that you wish to search for.
2.
Click the Go button.
You may be required to authenticate your credentials.
The Search Portlet provides access to a number of functions:
•
Search results, page 71
•
Saved searches, page 72
For more information, refer Chapter 16, Managing Searches.
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Search
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Chapter 10
Advanced Search
Documentum provides Advanced Search Portlet that allows you to search against a number of
parameters.
An Advanced Search offers you more options than a simple search. The advanced search screen helps
you to adjust/edit your selections. You can search multiple repositories as well as external sources.
Advanced Search lets you adjust various parameters such as locations, properties, date, size, object
properties, and versions as described below.
The General tab appears by default when you log on to the Advanced Search Portlet.
To conduct an Advanced Search:
1.
In the General tab, enter the text containing the words to search the document.
Current location is the current connected repository. By default, you can search from
the current Locations.
2.
Click Edit to change the current location. This lets you set the search locations to
multiple repositories, sub-directories, multiple external locations, or a combination
of both. Select repositories in the Available Repositories by clicking on the + sign
to add it to the list of default search location. If you have previously not saved the
credentials for the selected repository, you will be prompted for your username
and password.
You cannot browse into a repository unless credentials are given or saved, ahead of
time. If you have saved credentials and want to change them, go to the credentials
management screen and delete the saved credentials. Next time you log on, you
are prompted to enter the new credentials like any other login screen. Enter
username and password. Check save my credentials for this source to save the
login credentials and click OK.
Select the folder under the repository and click < to include in the search and >
exclude from the search locations. Check Set as default sources to make the selected
repository as the default repository. Click OK to change the search source.
3.
Most external sources do not require authentication. For the sources that need
authentication, the link will directly take them to the authentication screen. If the
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Advanced Search
credentials are previously saved or are not required, the external source can be
selected by clicking on < to include in the search location. Click > to exclude the
selected from search location.
Note: If ECI is not installed, you will not be able to see External sources for your
search.
4.
Object type: Select the Type of object from the objects listed in the dropdown list.
5.
Properties: To specify the first set of property values you want to search perform
the following:
a.
In the Name field in the Properties area, select the property you want to search
for from the dropdown list.
b. In the second field, select an operator, which determines the relationship to
your search value. For example, to find all files written by John Brown, you
could specify the Authors property is “John Brown”, or contains “Brown”, or
starts with “John”.
c.
Enter your search values in the next field.
d. For each subsequent set of property values you want to search for, perform
the following:
i.
Click Add another property.
This adds another line for specifying property values.
ii. In the first field in the new line, select the relationship between this property
and the preceding properties specified in the search. Select one of the
following:
•
AND: This indicates the search must match both the values for this
property and the values for the preceding properties.
•
OR: This indicates the search must match either the values for this
property or the values for the preceding properties.
iii. In the Name field, select the name of the property you want to search for.
iv. In the next field, select an operator, which determines the relationship to
your search value. For example, to find all files written by John Brown, you
could specify the Authors property is “John Brown”, or contains “Brown”,
or starts with “John”.
v. Enter your search values in the next field.
vi. To remove a property from the search, click on the Remove on the line item
for that property.
e.
Date: To search by date when a file or folder was created or modified.
The Modified dropdown list, lists options such as Accessed, Checkout Date, Created,
Effective Date, Expiration Date, Last Review Date, Modified, and Retain Content Until
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based on the customer configurations. Select an option from the list to specify
when the file or folder was last accessed, modified or created.
By default, the date range is Anytime. Choose the appropriate date range from
the dropdown list which lists Within the previous day, Within the previous week,
Within the previous month or Within the previous year.
To set the date range, click the radio button and select from date and to date by
clicking on the icon beside it. When the search is saved, the data range gets saved.
f.
Size: Searches by file size. Select the search criteria from the dropdown list.
g. Additional: Lets you find hidden objects or all versions. To find hidden objects,
select Find hidden objects. Hidden objects are only visible to users with Read or
Write permissions for the object. The search displays only the objects you have
permission to view. To find all versions of a file, select Find all versions.
If the Advanced Search provides additional parameters by which you can
narrow your search, select them as desired.
The Advanced Search Portlet provides access to a number of functions:
•
Search results, page 71
•
Saved searches, page 72
For more information, refer Chapter 16, Managing Searches.
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Advanced Search
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Chapter 11
Subscriptions
You might want to subscribe to files you use often. You also might want to subscribe to files you are
not directly involved with but that you have an indirect interest in. Subscribing lets you keep track of
changes to such files. The Subscriptions Portlet displays the list of files you have subscribed to.
The Subscriptions Portlet allows you to open or view a file, the Portal accesses the file from its
original repository location.
The Subscriptions Portlet provides access to a number of functions:
•
Chapter 13, Managing Content
•
Chapter 14, Managing Cabinets, Folders and Files
•
Chapter 17, Managing Collaborations
•
Chapter 19, Managing Lifecycles
•
Chapter 20, Managing Preferences
•
Chapter 21, Managing Subscriptions
•
Chapter 22, Managing Virtual Documents
•
Chapter 23, Managing Workflows
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Subscriptions
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Chapter 12
Workows
A workflow is a business process that assigns tasks to specific users in sequence and that (optionally)
routes the files involved in the tasks. When a user completes a task, the workflow notifies the next
user in sequence that his or her task must be performed. The workflow notifies a user by sending the
task (including any routed files) to the user’s Inbox.
When you initiate a workflow, you base it on a workflow template. The template determines the task
sequence and user assignments. The templates might give you the option of specifying the users for
specific tasks. The template might additionally let you direct a task to a group of users, in which
case the first user to accept the task becomes the one who performs it. The workflow removes the
task from the other users’ Inboxes.
Multiple users can start workflows from the same workflow template at the same time. One user can
start multiple workflows from the same template as long as the user has at least Relate permission
on the template.
If desired, you attach files to a workflow to route the files for processing. If attaching files, you
either first start the workflow and then attach files, or you first select the files and then start the
workflow. You can choose not to attach files, instead requiring the workflow’s recipients to track
down or create any necessary files.
As users edit and version attached files, the workflow template determines what versions of the files
are attached as the workflow moves forward. The workflow template determines whether the new
versions or original versions are routed as the workflow progresses.
Each workflow has a workflow supervisor, who can make changes to the workflow while it’s running,
such as pausing or stopping the workflow.
A workflow can include automatic tasks, such as executing scripts. If an automatic task fails, the
workflow supervisor is notified and can retry, perform or stop the task. Automatic tasks allow you to
integrate workflows with lifecycles, for example allowing you to promote files to new lifecycle states
as they progress through a workflow.
When you start a workflow, it is in the Running state. This means that all workflow tasks are assigned
and distributed according to the workflow template. The workflow remains in this state until the
all tasks have been completed or it is deemed necessary to pause or terminate it. A workflow is
in one of three states:
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Workows
•
Running: The workflow running normally according to the workflow template.
•
Paused: The workflow is temporarily halted, but expected to be reinstated. If reinstated, it
continues from the point at which it was halted.
•
Terminated: The workflow is aborted and cannot be reinstated.
The following figure shows the integration of a workflow with a lifecycle. An author creates a file
for the Web and forwards the file to a workflow, which sends a review task to an editor. The editor
suggests changes and sends the file back to the author, who revises the file and forwards the task,
which initiates an automatic task. The automatic task promotes the file from the WIP to Staging and
sends the file to a developer, who tests it on a Staging Web server. If the developer rejects the file, the
file is demoted to WIP and returns it to the author. If the developer approves the file, an automatic
task promotes it to Approved, and the workflow ends.
Figure 2. Integration of a workow and lifecycle
The Workflow Reporting utility is a program designed for managing workflows and reporting
key information about them. It gives you the ability to view all workflows in a repository, view
all aspects of workflow instances, display and modify alias set values, perform basic maintenance
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and administrative functions on workflows, contact workflow performers via email, and save and
print workflow information.
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Workows
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Chapter 13
Managing Content
Managing Content involves the movement of content out of the repository, editing or viewing the
content and returning updated versions of the content to the repository.
You can manage Content by utilizing a number of functions:
•
Cancel checkout, page 45 — not available in the Categories Portlet
•
Checkin, page 46 — not available in the Categories Portlet
•
Checkout, page 47 — not available in the Categories Portlet
•
Export, page 48
•
Import, page 48 — not available in the Categories Portlet
•
Sorting content, page 49
•
Properties, page 49
•
Renditions, page 53
•
Versions, page 55
•
View, page 55
Checking out
To edit a file you check it out from the repository. When you check out a file, the file
is locked in the repository so that no one else can edit it and the file is either copied
to your computer.
When you check out a file, the file is locked and no one else can edit it. If the file is
linked to several locations, then the file is checked out and locked in all locations. You
are the only person who can modify it or check it back in. Other users can open the file
in read-only mode (by using the view function), and they can check out and edit other
versions of the file, but they cannot make changes to the version that you have locked.
If you do not want to save changes to a file, you can cancel the checkout. All changes that
you made to the checked-out file are lost.
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You can sort your My Files list to group together the files you have locked by clicking the
Checked Out By sort criterion.
You can close a file and keep it checked out. If you do, then when you next edit the file,
the last saved version of the file is opened.
To cancel your edits, you cancel checkout. This discards the copy on your computer (if
one exists) and makes no updates to the repository. If you cancel checkout, the last
version of the file saved to the repository is retained as the current version.
Viewing all versions
You can keep track of revisions by creating new versions of files when you check them in
to the repository. You can tell when files were changed, the changes that were made,
and who made them.
A file always receives version number 1.0 when it is first checked in to the repository.
When you check in subsequent versions, you decide whether to check the file in as a
major revision or a minor revision. Major revisions are incremented by whole numbers, so
that the first major revision will be 2.0, the second 3.0, and so on. Minor versions are
incremented by tenths. If you check out version 1.0 of a file and check it in as a minor
revision, the file will be stored as version 1.1. The next minor revision is version 1.2. If
you then decide that the next revision was a major revision, the version number would
jump from 1.2 to 2.0.
If you have the right permissions, you can check in a file and keep the same version
number as the one it had when you checked it out. Checking in an edited version as the
same version will overwrite the original file with that version number.
The most recently checked-in file is marked CURRENT. It is always the current file that
is displayed, unless you choose to display all versions.
If you edit a version of a file other than the current version (which is marked CURRENT),
then a branch is created. In the diagram below, Susan checks out version 5 of a document,
edits the document, and then checks the document back in as version 6. Version 6
becomes the current version of the document. Then user John edits version 5, which is no
longer the current version. When you check it back in, a new branch of the document
is created, which starts with version 5.1.
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Figure 3. Branched versions
When you check in a branch version of the file, you have the choice of whether or not to
make that the new current version. If it does become the current version, the file with the
higher version number will still be listed when you display all the versions of that file.
Cancel checkout
If you choose to cancel checkout, any changes you made since you checked out the file
are discarded and the file is unlocked in the repository.
To cancel checkout:
1.
Navigate to the file or files in the repository.
2.
Click Cancel Checkout next to the file.
Note: If the link is not displayed then click the Actions link and then click the
required link on the Actions page.
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3.
Click OK.
Checkin
This procedure describes how to check a file back into the repository. You can only
check in a file if you are the lock owner on the file—i.e., if you are the one who currently
has the file checked out.
To check in les:
1.
Navigate to the file in the repository.
2.
Click Checkin on the line item for the file.
Note: If the link is not displayed then click the Actions link and then click the
required link on the Actions page.
3.
Enter the checkin details:
a.
Check the required version radio button:
•
Same version
•
Minor version
•
Major version
b. If required:
c.
•
type-in a version label.
•
type-in a description.
•
change the format of the object using the drop-down list.
•
check the Full Text Indexed checkbox to turn full text indexing on (checked)
or off (unchecked).
•
check the Retain Lock checkbox to retain (checked) or not retain (unchecked)
the lock on the file when the check in completes.
•
check the Make this the current version checkbox to make the object being
checked in the current version.
•
check the Subscribe to this file checkbox to subscribe to the object being
checked in.
Select the file to check in:
i.
Click the Browse button.
ii. Navigate to the object that you wish to check in.
iii. Highlight the object.
iv. Click the Open button.
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4.
Click the OK button.
Checkin information usually includes:
•
Save as: The version number of the file being checked in. Selecting the same
version overwrites the original file with the new version. Selecting a minor
version increments the decimal part of the version number (for example, from
1.4 to 1.5). Selecting a major version increments the whole version number (for
example, 1.4 to 2.0).
•
Version label: A name for the updated version.
•
Description: A description of the updated version.
•
Format: The format of the updated version.
•
Retain Lock: Retains the lock in the repository. This makes your updates
available for other users to see by opening the file in read-only mode, but it
keeps the file locked.
•
Make this the current version: Makes your updated file the current version
in the repository.
•
Keep a local copy after check in: Retains a copy of the file on your local machine.
•
Check in from file: If this is available, you have the option of replacing the
original file with a file on your local machine. To use this option, you have two
choices:
— Type the full path to the file and the file name, including the file extension.
For example, if a file named SOP.doc is on your C drive in the My Documents
folder, then you would type this: C:\My Documents\SOP.doc.
— Use the Browse button to locate and select the file.
Checkout
This procedure checks out a file without opening it in an editing application. The file in
the repository is locked and copied to your checkout directory. The file is checked out in
your name. You can access the file on your computer by navigating to your checkout
directory and opening the file.
To check out a le:
1.
Navigate to the file.
2.
Click Checkout on the file’s line item.
Note: If the link is not displayed then click the Actions link and then click the
required link on the Actions page.
3.
Click OK.
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4.
If you are checking out a virtual document and if you receive a warning that some
files are locked and will be checked out in read-only mode, click Continue to
continue the checkout.
Export
You can export files from the repository to local or networked computers. When you
export, a copy of the file is saved to the location you choose. The original remains in
the repository.
To export les:
1.
Navigate to the file.
2.
Click Export link next to the file.
Note: If the link is not displayed then click the Actions link and then click the
required link on the Actions page.
3.
You are prompted to choose a location for the file. Select the location to export the
file to and click Save.
Import
You can import by either browsing for files or by selecting a folder and importing all
the files in the folder, including files in the folder’s subfolders. The folder directory,
however, is not imported. Instead, the files appear together at the same level of the
repository location you are importing to.
When you import, a content object and set of properties are created for each imported file.
Note: If you import a rich media file, there is a time delay between the time of import the
creation of thumbnails, alternate renditions, or storyboards.
To import an item into the repository:
1.
Navigate to the location in the repository to where you want to import the file.
2.
Click Import link.
Note: If the link is not displayed then click the Actions link and then click the
required link on the Actions page.
3.
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Click a Browse button and locate the object that you wish to import.
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Note: You can select an additional Browse button to import additional objects
at the same time.
4.
Click the Next button.
5.
Enter the type and format for the object to be imported then click the Next button.
Note: If you are importing more than one file then you must enter the type and
format for each file.
6.
Click the Finish button.
The files are imported.
Sorting content
You can sort items in a list according to the fields. Items appear in descending order.
To sort les in the repository
1.
To sort, click any of the properties on the Sort by line.
2.
To reverse the sort order, select the property for the second time.
By default, you can sort files and folders by the following property attributes Name,
Format, Size, Modified, and Checked Out By that appear on the Sort by line.
Selecting what columns appear in a list
1.
You can click the Column Preferences icon
the property type on the Sort by line.
in any Portlet to change/add/remove
2.
To set the column preferences, refer .
3.
Column settings are maintained per user profile, per machine. If you use a different
machine, you will have to specify your column settings again for that machine.
Properties
This section describes:
•
Properties overview, page 50
•
Setting properties, page 51
•
Viewing history, page 52
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Properties overview
Properties are descriptive characteristics, such as creation date, format, or lifecycle
state. All repository items—whether documents, cabinets, folders, workflows or other
items—have properties. If you have the proper permissions, you can access and modify
properties.
You can open an item’s properties through the
icon. When you open an item’s
properties, the properties page often includes multiple tabs — each tab covering the
settings that govern a particular functionality. For more information on a particular
functionality for which there are property settings, see the topic in this guide that covers
that functionality.
The main tab on the Properties page is the Info tab. The Info tab displays general
properties, such as the item’s name, creator, version number, and keywords. Keywords
are the words that identify a file in a search.
The Properties page includes multiple tabs, each offering different information. The Info
tab displays general properties, such as the item’s name, creator, version number, and
keywords. Keywords are the words that identify a file in a search. If a property value is
editable, then you edit the value in one of two ways: either you set the value directly in
the property field, or, if the Edit link appears next to the property, you click the Edit link
to open a separate page for setting the property’s values.
The Permissions tab, if available, allows you to set permissions for the object.
The History tab displays the item’s history.
Permissions
Documentum manages security by allowing you to set permissions on objects in the
repository. There are two types of permissions:
•
Basic permissions set the access rights to an object:
— None — no access.
— Browse — can look at attribute values for an object but not the content.
— Read (default) — can view the content of an object.
— Relate — can attach annotations to an object.
— Version — can create versions of an object.
— Write — can edit and update the object.
— Delete — can delete an object
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•
Extended permissions allow additional functions to be carried out on the object:
— Execute Procedure
— Change Location
— Change State
— Change Permission
— Change Ownership
Setting properties
Properties are displayed on a page with different tabs for groupings of properties. You
click a tab to view a group of properties.
If a property value is editable, the value is edited in one of two ways: either you can set
the value directly in the property field, or, if the Edit link appears next to the property,
you click the Edit link to open a separate page for setting the properties values.
For a property that sets a date, the calendar button might appear.
If so, you can set the date by clicking the calendar button and then selecting the date
from the drop-down calendar that appears. To move forward or backward through the
calendar month-by-month, use the arrow keys:
To view or set properties:
1.
Navigate to the item(s) for which you wish to set properties.
2.
Click the Properties link.
Note: If the link is not displayed, then click the Actions link and then click the
required link on the Actions page.
3.
In the Info tab, set properties as desired. The properties available are determined by
your organization.
Note: The Keyword property, if available, contains the words that identify the item
in a search.
If the Edit link appears next to a property, you set the property’s values by clicking
Edit and entering values in the resulting screen. You enter values by either typing
them in an Enter new value box or selecting them from a Select from list box, and by
then clicking Add. You can move a value up or down in the resulting list by selecting
it and clicking Move Up or Move Down. You can remove a value by selecting it and
clicking Remove. When you are done adding values, click OK.
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If your organization uses CIS, then property values can be suggested for you. To
view the suggested property values click See CIS Values if it is available. Select the
values you want to accept then click OK.
4.
In the Permissions tab (if available), set the permissions:
a.
To select a permission set, click Select. In the selection page, select the permission
set (for details on using a selection page).
b. Add users or groups as required.
5.
In the History tab, you can display the item’s history.
6.
Click OK.
7.
If you are setting properties for a content file and you are prompted to change the
file’s location because of folder mapping rules, you have two choices:
•
To change the location as suggested, click Update.
•
To keep the file where it is, click Cancel.
Viewing a property value
1.
Navigate to the item.
2.
Click the Actions link and then select View→Properties→Type of Property. Where
Type of Property is a descriptive characteristic, such as creation date, format, or
lifecycle state.
Viewing history
The history of an item is a list of events that have occurred to that item, such as checkout,
checkin, and promote. You can view the user responsible for the event, the date and time
on which it occurred, and other information.
Note: In order to display events, an administrator must register which events to track
and must assign you config-audit privileges.
For information about setting up event tracking, see Content Server Fundamentals.
To view history:
1.
Navigate to the item for which you want to view history.
2.
Click the properties icon
or click the Properties link.
Note: If the link is not displayed then click the Actions link and then click the
required link on the Actions page.
3.
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Select the History tab.
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Renditions
A rendition is a copy of a file in a different format. If a file has several renditions, then
usually just one rendition of the file appears in file lists. You can display all a file’s
renditions by clicking the renditions link.
The primary rendition of a file is usually the first rendition of the file. In lists, the primary
rendition is usually displayed by default.
For example, an author could create a file in Microsoft Word and call it Sales.doc, and
then Documentum Content Rendition Services could generate an HTML rendition called
Sales.htm. Both files would contain the same content but in different formats. In most
lists, the word rendition is displayed, which is the primary rendition. To work with the
HTML rendition, a user would have to display all renditions of the file.
When a file is versioned, its renditions, including any thumbnail renditions, are not
carried forward with the new version of the file. If you create a new version of the file,
the renditions remain with the previous version. However, depending on your setup, a
new rendition may be automatically generated when you check in and version a file.
Ask your administrator.
You can generate new renditions of the same file format. To differentiate the multiple
renditions of a file in the same file format, each rendition must have a unique description
in the Rendition Description field. The description is appended to the end of the
rendition name, as a unique identifier.
Viewing renditions
This procedure explains how to display a list of the different renditions of a file.
To view renditions for a le:
1.
Navigate to the file.
2.
Click the Renditions link.
Note: If the link is not displayed then click the Actions link and then click the
required link on the Actions page.
Previewing the default rendition
To preview the default rendition, click the required item. The appropriate application
opens, displays or plays the default rendition.
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Creating a rendition
This procedure describes how to create a new rendition of a file.
Note: You will require AutoRenderPro if you wish to create a PDF or HTML rendition.
To create a rendition:
1.
Navigate to the file for which you want to create a rendition.
Note: You can create a rendition from an original file or from an existing rendition
of an original file. To create a rendition from an existing rendition, navigate to the
existing rendition. (Locating renditions is described in Viewing renditions, page 53.)
2.
Click the Renditions link.
Note: If the link is not displayed then click the Actions link and then click the
required link on the Actions page.
3.
Click Create RenditionType, where Type is a file format, HTML or PDF.
4.
If the Transform page appears, you should:
a.
In the Choose Profile tab, select a transformation profile and click Next.
b. In the Configure Transform tab, enter information necessary setting the
parameters of the transformation.
c.
If a rendition of this file in the same format already exists, then you can
differentiate the new rendition you are creating by writing a unique description
in the Rendition Description field. The description is appended to the end of
the rendition name, as a unique identifier. (If you instead save this file with the
same format and description as the existing file, the existing file is overwritten.)
d. Click Finish.
e.
If prompted that a file of the same format and description already exists, you
can overwrite the existing file by clicking Yes. You can keep both the new file
and the existing file by clicking No.
Importing a rendition
This procedure describes how to import a file from outside the repository to use as a
new rendition of an existing repository file.
To import a rendition for a le:
1.
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Navigate to the file for which you want to import a rendition.
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2.
Click the Renditions link.
Note: If the link is not displayed then click the Actions link and then click the
required link on the Actions page.
3.
Click the Import Renditions link.
4.
In the File to Import field, enter the file you want to import. You can type the path to
the file, or you can click Browse to locate the file.
5.
In the Format field, select the rendition’s file type.
6.
Click Import.
Versions
This procedure describes how to display all the versions of a file. Each version has
its own version number.
To display a list of all the versions of a le:
1.
Navigate to the file.
2.
Click the Versions link.
Note: If the link is not displayed then click the Actions link and then click the
required link on the Actions page.
View
Viewing a file opens the file in read-only mode.
Viewing allows you to see the contents of the file but not to modify the file in the
repository. Viewing lets you view the contents of a file without having to check it out,
or when it is locked by another user, or when you do not have adequate permission
levels assigned to allow you to edit the file.
To view a le in read-only mode:
1.
Locate the file in the repository.
2.
You have two choices:
•
Click the file name.
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•
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If thumbnails are enabled, you can click the thumbnail.
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Chapter 14
Managing Cabinets, Folders and Files
You can manage Cabinets, Folders and Files by utilizing a number of functions:
•
Deleting items, page 57
•
Viewing locations, page 58
•
Creating a new cabinet, page 58
•
Creating a new file, page 60
•
Creating a new folder, page 62
•
Configuring the display information, page 63
•
Setting column preferences, page 64
Deleting items
This procedure describes how to delete an item from the repository. This procedure is
the same whether you are deleting files, folders, workflows or any other repository item.
To delete items:
1.
Navigate to the item in the repository.
2.
Click the Delete link.
Note: If the link is not displayed then click the Actions link and then click the
required link on the Actions page.
3.
4.
If prompted to specify what to delete, then make the appropriate choice:
•
Selected Version: If you select this option, you will end up deleting only the
selected version of the file.
•
All Versions: If you select this option, you will end up deleting all versions of
the selected file.
Click OK.
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Viewing locations
You can view a list of the locations to which an item in the repository is linked. For
example, if a template is linked to several folders to provide different user groups easy
access to the template, you can view a list of the folders that contain the linked template.
To view locations:
1.
Navigate to the item.
2.
Click the Locations link.
Note: If the link is not displayed then click the Actions link and then click the
required link on the Actions page.
Creating a new cabinet
This procedure describes how to create a new cabinet in the repository. Cabinets are the
highest level of file storage in a repository.
To create a new cabinet:
1.
Navigate to the repository where you want to create the cabinet.
2.
Click New Cabinet.
Note: If the link is not displayed then click the Actions link and then click the
required link on the Actions page.
3.
In the Create tab, enter:
•
Name: The name of the new cabinet.
•
Type: The type of cabinet. Some or all of the following are available:
— dm_cabinet: a regular repository cabinet
— dm_channel: a Web cabinet, which is a repository cabinet used to create a
Web site
— dm_edition: a repository cabinet used to archive a Web site
— some other custom cabinet types that your organization uses.
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•
If required, display the additional options by clicking the Show Options link
and then selecting:
— This is a private cabinet
— Subscribe to this cabinet
by checking the appropriate checkbox.
4.
In the Info tab, enter information as desired.
Note: You can display a full list of Properties for the cabinet by checking the Show
all properties checkbox.
5.
In the Permissions tab (if available), set the desired permissions.
Note: If the cabinet is to be a protected cabinet, you must assign the permission
set as you create the cabinet. By default, the cabinet inherits the permission sets
of the repository.
To select a permission set:
a.
If required, add additional permission sets:
i.
Click the Add link.
ii. Locate the permission set you wish to add.
Note: You can enter text in the Starts with: field and click the Go button to
assist you with your search.
iii. Check the checkbox for the permission set(s) you wish to add.
iv. Click the Add button.
v. Click the OK button.
vi. Check the appropriate Basic Permissions radio button. Full further details
of basic permissions, see .
vii. Check the appropriate Extended Permissions checkbox(es). Full further
details of basic permissions, see .
viii. Click the OK button.
b. If required, edit an existing permission set:
i.
Check the checkbox for the permission set that you wish to edit.
Note: You can check the User/Group Permissions to edit all of the
permission sets at once.
ii. Click the Edit link.
iii. If required, click an alternative radio button to change the basic permissions.
Full further details of basic permissions, see .
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iv. If required, check or uncheck the extended permissions check boxes. Full
further details of basic permissions, see .
v. Click the OK button.
c.
If required, remove an existing permission set:
i.
Check the checkbox for the permission set that you wish to delete.
Note: You can check the User/Group Permissions to delete all of the
permission sets at once.
ii. Click the Remove link.
6.
Click Finish.
Creating a new le
This procedure describes how to create a new file in the repository. When you create a
new file, a content object is created for the file in the repository, as well as the file itself
and the file’s properties.
To create a le:
1.
Navigate to the location where you want to create the new file.
2.
Click the New Document link.
Note: If the link is not displayed then click the Actions link and then click the
required link on the Actions page.
3.
If the Choose An Item page is displayed, then you must select a template for the
new document. Select the template and click OK.
4.
Enter the properties for the new document:
5.
•
In the Name field, type the name of the new document.
•
Enter remaining properties as desired. If the Edit link appears next to a property,
you set the property’s values by clicking Edit and entering values in the resulting
screen. You enter values by either typing them in an Enter new value box or
selecting them from a Select from list box, and by then clicking Add. You can
move a value up or down in the resulting list by selecting it and clicking Move
Up or Move Down. You can remove a value by selecting it and clicking Remove.
When you are done adding values, click OK.
In the Info tab, enter information as desired.
Note: You can display a full list of Properties for the file by checking the Show
all properties checkbox.
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6.
In the Permissions tab (if available), set the desired permissions. To select a
permission set:
a.
If required, add additional permission sets:
i.
Click the Add link.
ii. Locate the permission set you wish to add.
Note: You can enter text in the Starts with: field and click the Go button to
assist you with your search.
iii. Check the checkbox for the permission set(s) you wish to add.
iv. Click the Add button.
v. Click the OK button.
vi. Check the appropriate Basic Permissions radio button. Full further details
of basic permissions, see .
vii. Check the appropriate Extended Permissions checkbox(es). Full further
details of basic permissions, see .
viii. Click the OK button.
b. If required, edit an existing permission set:
i.
Check the checkbox for the permission set that you wish to edit.
Note: You can check the User/Group Permissions to edit all of the
permission sets at once.
ii. Click the Edit link.
iii. If required, click an alternative radio button to change the basic permissions.
Full further details of basic permissions, see .
iv. If required, check or uncheck the extended permissions check boxes. Full
further details of basic permissions, see .
v. Click the OK button.
c.
If required, remove an existing permission set:
i.
Check the checkbox for the permission set that you wish to delete.
Note: You can check the User/Group Permissions to delete all of the
permission sets at once.
ii. Click the Remove link.
7.
Click Finish.
Note: You can also edit the properties of the file by clicking on the
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Creating a new folder
You can create a folder in a cabinet, folder, or category.
To create a new folder:
1.
Navigate to the location in the Cabinet or folder where you want to create the new
folder.
2.
Click the New Folder link.
Note: If the link is not displayed then click the Actions link and then click the
required link on the Actions page.
3.
In the Create tab, type the name of the new folder. Enter other information in the
Create tab as desired.
4.
In the Create tab, enter:
5.
•
Name: The name of the new folder.
•
Type: The type of folder.
•
If required, display the additional options by clicking the Show Options link
and then checking the Subscribe to this folder checkbox.
In the Info tab, enter information as desired.
Note: You can display a full list of Properties for the folder by checking the Show
all properties checkbox.
6.
In the Permissions tab (if available), set the desired permissions. To select a
permission set:
a.
If required, add additional permission sets:
i.
Click the Add link.
ii. Locate the permission set you wish to add.
Note: You can enter text in the Starts with: field and click the Go button to
assist you with your search.
iii. Check the checkbox for the permission set(s) you wish to add.
iv. Click the Add button.
v. Click the OK button.
vi. Check the appropriate Basic Permissions radio button. Full further details
of basic permissions, see .
vii. Check the appropriate Extended Permissions checkbox(es). Full further
details of basic permissions, see .
viii. Click the OK button.
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b. If required, edit an existing permission set:
i.
Check the checkbox for the permission set that you wish to edit.
Note: You can check the User/Group Permissions to edit all of the
permission sets at once.
ii. Click the Edit link.
iii. If required, click an alternative radio button to change the basic permissions.
Full further details of basic permissions, see .
iv. If required, check or uncheck the extended permissions check boxes. Full
further details of basic permissions, see .
v. Click the OK button.
c.
If required, remove an existing permission set:
i.
Check the checkbox for the permission set that you wish to delete.
Note: You can check the User/Group Permissions to delete all of the
permission sets at once.
ii. Click the Remove link.
7.
Click Finish.
Conguring the display information
You can set the number of items per page.
You can select the maximum number of items to display per page. Additional items
carry over to the next page. You can select the maximum in the Items per page list,
shown here:
A field above the list tells you how many pages the list contains.
then you are viewing the first page of a five-page list.
To move forward or back one page at a time, click the single arrows:
To go to the first or last page in the list, click the double arrows:
or
or
To go to a specific page number, type the page number in the text field and press Enter.
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Setting column preferences
1.
You can click the edit symbol (on the right) in the header of the portal banner for the
displayed information. The preferences page appears.
2.
You can select the object type (folder, document or default items) for which you
want to set columns.
3.
To display a property, do the following:
a.
In the Select object type drop-down list, select the object type that contains the
property you want to display. The available properties in that object type appear
in the Select attributes to display list. If you select Default Items, the properties
for all object types in the repository appear.
b. In the Select attributes to display list, select the property type you want
displayed as a column.
c.
Click
to add the property.
d. Repeat these steps for as many properties as you want to add.
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4.
To change the order in which columns are displayed, select a property in the
Selected attributes to display as column list and click up arrow or down arrow, as
appropriate.
5.
To remove a property from display, select the property in the Selected attributes
to display as column list and click .
6.
Click Reset to Default to restore the default column setting.
7.
Click OK.
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Chapter 15
Managing Your Clipboard
The Clipboard holds the files you are moving, copying, or linking to another location in the repository.
Your clipboard can hold multiple files at a time.
You can manage the Clipboard by performing a number of tasks:
•
Adding items to clipboard, page 65
•
Removing items from clipboard, page 66
•
Copy here, page 66
•
Link here, page 67
•
Move Items, page 67
•
Drag and drop, page 68
•
View clipboard, page 68
Adding items to clipboard
You use the clipboard to copy, link and move items throughout the repository. Before
using the functions that allow this you must place the required items on the clipboard.
To add an item to your clipboard
1.
Navigate to the item you want to add to clipboard.
2.
If displayed, click the Add to Clipboard link.
Note: If the link is not displayed then click the Actions link and then click the
required link on the Actions page.
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Removing items from clipboard
You can remove an item from the clipboard by checking the box adjacent to it and then
clicking the Remove button. Your clipboard can hold multiple file. These files are the
ones you are moving, copying or linking to another location in the repository.
To remove les from the clipboard:
1.
Click the View Clipboard link located at the top of one of your Documentum Portlets.
Note: If the link is not displayed then click the Actions link and then click the
required link on the Actions page.
2.
Select the clipboard item(s) by checking the box adjacent to it.
3.
Click Remove button to remove the selected item from the clipboard.
4.
Click Close to close the clipboard.
Copy here
You can copy files from one repository location to another. When you copy a file to a
location that already has a file of the same name, Copy is added to the filename. If
you copy the file to that location a second time, wording is added to the filename that
indicates the file is the second copy. For any subsequent copies, the appropriate wording
is added to the filename.
To copy items, they must be in your clipboard. Your clipboard can hold multiple items at
a time. Keep in mind that when you use this procedure all the files on your clipboard are
copied. To view what is on your clipboard, see View clipboard, page 68.
To copy an item to a new location:
1.
Navigate to the items.
2.
Click Add to Clipboard link next to an item.
Note: If the link is not displayed then click the Actions link and then click the
required link on the Actions page.
3.
Navigate to the location to copy to.
4.
Click Copy Here link.
Note: If the link is not displayed then click the Actions link and then click the
required link on the Actions page.
5.
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If the Clipboard page appears, select the item to copy, then click Copy.
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Managing Your Clipboard
Link here
You can link a file to multiple locations in a repository, meaning you can access the file
from any of those locations. The file is considered to exist in each of those locations. If
you check out the file in one location, it is checked out in all locations. When you make a
change to the file in one location, it is changed in all locations.
To link items they must be in your clipboard. Your clipboard can hold multiple files at a
time. Keep in mind that all the files on your clipboard are linked to the new location.
To view what is on your clipboard, see View clipboard, page 68.
To link an item to another location:
1.
Navigate to the items in the repository.
2.
Click Add to Clipboard link for the item.
Note: If the link is not displayed then click the Actions link and then click the
required link on the Actions page.
3.
Navigate to the location you want to link the item to.
4.
Click Link Here link.
Note: If the link is not displayed then click the Actions link and then click the
required link on the Actions page.
5.
If the Clipboard page appears, select the item to link, then click Link.
Move Items
To move items, they must be in your clipboard. Your clipboard can hold multiple files at
a time. Keep in mind that when you use this procedure all the files on your clipboard are
moved. To view what is on your clipboard, see View clipboard, page 68.
To move all of the items on your clipboard:
1.
Navigate to the items.
2.
Click Add to Clipboard link for the item.
Note: If the link is not displayed then click the Actions link and then click the
required link on the Actions page.
3.
Navigate to the location where you want to move the items.
4.
Click the Move Here link.
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Note: If the link is not displayed then click the Actions link and then click the
required link on the Actions page.
Drag and drop
The drag-and-drop feature lets you drag files or other objects with your mouse and
move them to a new location. The drag-and-drop feature is enabled by installing the
WdkPluginCab plug-in, which you do via preferences. This is installed in the following
location on your local computer:
C:\WINDOWS\Downloaded Program Files
You can use the drag-and-drop feature to move items from the following locations to
the following locations:
•
from the clipboard to a repository location
•
from any list view (for example a folder list, a category list, or search results) to
another location in the repository
To drag and drop an item from one location to another:
1.
Place your mouse pointer over the item.
2.
Click and hold down any of the mouse button.
3.
While keeping the mouse button held down, drag the item to a location in the
opposite pane.
4.
Let go of the mouse button.
5.
If a menu appears, select the desired action.
View clipboard
Your clipboard holds the files you are moving, copying or linking to another location in
the repository. Your clipboard can hold multiple files at once.
To view the clipboard:
1.
Click the View Clipboard link located at the top of one of your Documentum Portlets.
Note: If the link is not displayed then click the Actions link and then click the
required link on the Actions page.
2.
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Click Cancel to close the clipboard.
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Note: You can remove an item from the clipboard by checking the box adjacent to it
and then clicking the Remove button.
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Chapter 16
Managing Searches
Documentum provides two Portlets that allow you to conduct searches of a repository:
•
Search - a simple one box text entry search.
•
Advanced Search - a complex search that allows you to search against a number of parameters.
The search matches your search words against indexed text and properties. Your system might be set
up to search additional properties as well. You can enter spaces to separate keywords. You can use
double quotes to search for a specific phrase.
Managing Searches functionality is only available from the Advanced Search and Search Portlets.
The Search Portlet provide access to a number of functions:
•
Search results, page 71
•
Saved searches, page 72
— Saving a search, page 73
— Running a saved search, page 73
— Editing the search, page 74
Search results
The Search Results page is displayed after any search. The following results are
displayed if applicable:
•
Name — the name of the object.
•
Size — the size of the object.
•
Version — the version of the object.
•
Modified — the date the object was last modified.
•
Path — the path to the object.
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By default, the results can be sorted by:
•
Name
•
Modified
When you have finished with the search results you can save the search for later use
(for details see Saved searches, page 72) or you should click the Close button to return
to the search page.
Operations possible in the search result screen:
1.
You can sort results by clicking on the column headings. Columns are displayed
based on the preference settings. You can change the display settings by clicking on
the edit icon to edit the preference screen to change columns.
There is a button to toggle Term hit highlighting.
2.
You can click the property icon
to view the properties of the search source.
Following are the properties displayed: Format, source, size, site, name, summary,
full content size, cached-URL, related-URL and URL.
3.
You can click Close to close the properties page.
4.
To save the search, click Save Search. Only repositories that you are currently
logged in will be displayed. Select a location by clicking on the + icon to expand
the repository.
Click Next to edit the attributes.
Click Finish to save to repository.
When you select multiple results, they all get saved in the same location.
To edit the search parameters, see Editing the search, page 74
When you have finished with the search results you can save the search for later use
(for details see Saved searches, page 72) or you should click the Close button to return
to the search page.
This functionality is only available from the Advanced Search and Search Portlets.
Saved searches
Documentum provides functionality that allows you to save and rerun searches. Saving
searches can save you considerable time when you need to repeat searches on a regular
or irregular basis.
This functionality is only available from the Advanced Search and Search Portlets.
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Saving a search
After performing a search, you can save the search to run again later. You save a search
from the Search Results page.
To save a search:
1.
In the Search Results page, click Save Search.
2.
Type a name for the search.
3.
Enter the description for the search.
The Include Results checkbox is selected by default.
4.
Click OK.
Running a saved search
You can rerun a search that you have previously saved. When you rerun the search, the
search uses the same parameters but returns updated results.
This functionality is only available from the Advanced Search and Search Portlets.
To run a saved search:
1.
Select the My Saved Searches tab or the All Saved Searches tab.
My Saved Searches lists all the saved searches which you have saved with
Description and Modified date and time details.
All Saved Searches lists all the searches made by different owners. It lists owners,
Description and Modified date and time details of the search.
From the pull-down menu, you can change your location to a different repository by
providing your login credentials.
You can click Edit to edit the search.
You can click Remove to delete the search from My Saved Searches or All Saved
Searches. Select the version(s) you wish to delete and click OK.
2.
Click Search to display the search results.
Your search commences based on the criteria defined in the saved search.
Note: You can look at the properties associated with the saved search by clicking
the Properties icon.
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Editing the search
74
•
To run the search again with modified search parameters, click Edit Search. The
search page opens up the General tab. Text box is pre-filled with previously run
query. Repeat steps from 1 to 5 to revise the search with new parameters.
•
To save the search, click Save Search. See Saving a search, page 73.
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Chapter 17
Managing Collaborations
This section describes the following:
•
Overview of collaborative services, page 75
•
Working with discussions, page 76
•
Working with notes, page 79
•
Working with contextual folders and cabinets, page 81
Overview of collaborative services
Collaborative Services support and improve the way groups work together around
content (documents). While the Documentum platform allows you to access, use, reuse,
and distribute information quickly and easily, Collaborative Services reinforces and
enhances the quality of the teamwork inherent in such information exchange. With
Collaborative Services, the enterprise repository is a place to do work, not just a place to
put work.
Collaborative Services consists of the following objects and features.
Discussions
Discussions are online comment threads that enable informal or spontaneous
collaboration around individual repository items. For example, a Web site production
team can organize discussion threads for sharing feedback about specific content before
it is published. Product development teams can brainstorm ideas, debate issues, and
reach consensus using discussions. Users can add, edit, delete and reply to comments in
discussions. Most objects in the Portlet can have discussions associated with them.
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Notes
Notes are simple, lightweight documents that can have built-in discussions and can
contain the content. Using notes avoids the overhead of running an application for
text-based collaboration.
Contextual folders and cabinets
Contextual folders and cabinets are distinguished from standard repository containers
by optional text descriptions and built-in discussions. These features provide the ability
to capture and express the work-oriented context of a folder’s hierarchy. Such contextual
information might include details about project goals, tasks, roles, milestones and
so forth. Since full-text search keeps an index of all descriptions and discussions in a
repository, they are easy to find, along with the items to which they relate.
Working with discussions
An online discussion is made up of a tree of comments, either as a consecutive series or as
replies to other comments, but typically a mix of both.
Room object’s discussion is called "Announcements". They are usually related to parent
objects (like documents or text files). If the Portlet has a page for the parent (for example
a folder or a note), the discussion is usually embedded on that page. Otherwise, the
discussion has its own standalone page.
Unlike other repository items, a discussion cannot be checked out or versioned, and
cannot have multiple renditions. A discussion related to a parent cannot be selected or
edited, and its properties are inaccessible.
When you check in a new version of a parent object, it shares the same discussion as
the immediately preceding version (branch, minor, or major). First versions have new
discussions. A WDK setting can change this default behavior so that discussions are
only shared for each new minor or branch version (while major versions have new
discussions), or that no versions of an object share a discussion (every version has its
own). An object’s versions can provide a sort of timeline for an object, along with the
comments in each discussion. When a discussion is shared by versions, version markers
for each check-in appear among the comments.
Access to a discussion is the same as your access to its primary parent, which is either
the CURRENT or most recent version. Typically, you can edit and delete only the
comments that you create.
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Copying an object also copies its discussion and includes copies of all comments (and
replies to comments) and their original creation date, author, and ACL.
Viewing discussions
In the optional Discussion status column of a list (indicated by the
icon), objects that
have discussion comments are distinguished by one of the following discussion icons:
•
means you have read all comments in the discussion.
•
means there are some comments in the discussion you have not read.
Room object’s discussion is called "Announcements". If you are unable to view the
comments, Navigate to the room, and click on the properties link. Check the "show
announcements" checkbox. This enables the "show announcements" feature. With this,
you should be able to add, edit and delete comments in announcements.
To see a discussion, with or without comments (for example, to add a comment), either
click on a discussion icon, or select a single object and pick View→Discussion.
To sort a list of objects according to their discussion comments (read, unread, or none),
click
at the top of the Discussion status column. You can turn off the Discussion status
column by using Display Setting preferences for columns.
You can mark discussions as having all read or unread comments. For example, if you
want a visual reminder when only new comments are added to a particular discussion,
select or open the object it’s associated with and pick File→Mark Discussion as
Read. Conversely, you can make all comments appear to be unread with File→Mark
Discussion as Unread. Selecting multiple objects applies these commands to each object
in the selection.
Adding and editing comments
Users with at least WRITE permission to an object can go to the Properties: Info tab
for the object, and select or clear the Show discussion checkbox. Once a discussion is
shown, users with at least RELATE permission on the discussion’s primary parent can
add a comment or a reply in that discussion.
Rich text editor isn’t supported in the portal environment. When creating and editing an
object in the portal environment, a plain text editor is used in place of the rich text editor.
If an object contains any formatting information, it will display the read-only version
of the content. You cannot edit the formatted object in the portal environment, thus it
won’t cause data lost. If the object doesn’t contain any formatting information, then
plain text editor is used for editing.
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To add a comment to a discussion:
1.
Display the discussion by doing one of the following:
•
Click the discussion icon (
or
).
•
Select a single object and pick View→Discussion.
2.
In the discussion, below the last comment, click Add a comment. (If there is no
“add a comment” button for an object, your permission for the parent object is less
than RELATE.)
3.
In the editing window, fill in the (required) title and (optional) body of your
comment.
4.
Click OK. Your comment appears below the last comment, set even with the left
margin of the one above it.
To reply to a particular comment:
1.
Next to the title of the comment to which you want to respond, click
.
2.
In the editing window, fill in the title and body of your comment. Your remarks
appear below the comment to which you are responding, indented to the right.
If there is no
icon for replying to a comment, your permission for the parent object
might be insufficient for adding or replying to comments—you need at least RELATE
permission.
To edit a comment:
1.
Next to the title of a comment you added, click
.
2.
In the editing window, edit the title and/or body of your comment.
3.
Click OK to put your changes into effect.
Unless you have administrative privileges, you can edit only the comments you add.
Deleting comments
If you have DELETE permission on a given comment, and RELATE permission on the
discussion’s primary parent, you can delete that comment and any replies to it.
If you have DELETE permission on all of the discussion’s parents, you can delete all
comments, even ones made by other people.
If you have DELETE for all parents, you can make the discussion unavailable by deleting
all of them.
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Discussions in search results
The repository search index contains the text content of discussions, but not their
meta-content or properties. This means that discussion comments can match a search
by full text, but not a search by properties like object type or creation date. You can,
however, search for the names of comment authors.
When a discussion matches the search terms, the results show the parent object, not
the discussion itself. You can open the discussion of any search result using the same
methods as in other contexts.
Working with notes
A note is a simple page for composing, editing, and sharing information without using or
requiring other users to have another application to do so.
Notes appear in the Portlet only where documents are shown. They have their own
icon that looks like this:
While notes can be subscribed to, they do not have versions or renditions. You can edit,
move, copy, or link a note, but you cannot check them in or out, or export them.
To create a note:
1.
Navigate to the container in which you want to create a note.
2.
Do one of the following, depending on the option available:
3.
•
Click New Note.
•
If the menu bar is available, select File→New→Note.
In the Create tab of the New Note wizard, enter the following:
•
Name (required): The name of the new note must be unique among the names of
other objects in the same container.
•
Note (optional): In the editing window, create the body of your note.
•
Subscribe to the note if you want to by checking the “Subscribe to this room”
option (click [+] Show Options if necessary to view the option).
You can either continue to another tab, or click Finish to complete the wizard.
4.
To complete the New Note wizard, click Finish to create the note. Or, to exit the
wizard without creating a note, click Cancel.
If you have WRITE permission on a note, you can edit its name and body.
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To edit the body of a note:
1.
Do one of the following, depending on the option available:
•
Click Edit.
•
If the menu bar is available, select File→Edit.
2.
In the editing window, edit the body of the note.
3.
Click OK to put your changes into effect.
To edit the name of a note:
1.
Do one of the following, depending on the options available:
•
Click
in the row with the note’s name.
•
Select the note and select View→Properties→Info.
The Properties: Info tab opens and is identified at the top left with a note icon (
and the name of the note.
2.
Edit the note’s Name and other properties, as desired.
3.
Click OK to put your changes into effect.
)
To delete a note:
1.
Do one of the following, depending on the options available:
•
Click Delete.
•
If the More link is available, click More→File→Delete.
•
If the menu bar is available, select the note and then select File→Delete.
Since a note does not have versions, the Delete dialog for a note differs from that for
typical documents. Choices on in the Delete dialog are as follows:
•
Links: Delete just the link to the location name (not selected and disabled if the note
has only one location, otherwise selected by default).
•
Note: Permanently delete the note (selected by default if note has only one location).
Notes in search results
The text in the bodies and comment threads of notes is indexed for searching in
the repository. In order to find notes, set the Type of object to either “Sysobject
(dm_sysobject)” or “Note (dmc_notepage)” in the Advanced Search dialog.
When the body of a note matches the search criteria, the note is listed in the results.
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Working with contextual folders and cabinets
Contextual folders and cabinets are distinguished from standard repository containers
by optional plain-text description and built-in discussions
The text descriptions display at the top of a contextual folder, like a room’s welcome
message. They can provide, for example, document summaries, instructions for using
project materials, or pointers to other locations.
Discussions embedded on a contextual folder page encourage team members to focus
communication towards the nexus of their work (such as for document reviews)
instead of using email, for example, for project correspondence. Organized in a “tree”
of comments, these discussions help to collect and preserve the work-related flow
of information.
In some form or another, all project teams converse about a variety of topics, such as case
issues, scheduling decisions, development plans, product ideas, and customer feedback.
Discussions in contextual folders let teams save and have ready access to such ad hoc but
historically valuable exchanges.
A folder’s description is part of its metadata, just like a property field.
Creating a contextual folder
You create contextual folders in the usual manner.
To create a new contextual folder:
1.
Navigate to the location in the repository where you want to create the new folder.
2.
Do one of the following, depending on the option available:
3.
4.
•
Click New Folder.
•
Select File → New → Folder.
In the Create tab, enter the following:
•
Name (required): The name of the new folder.
•
Type: The type of folder.
•
Description (optional): In the editing window, create a description that will
appear below the navigation path on the folder’s page.
Enter additional information as desired and then click Finish to create the folder.
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Contextual folders and cabinets in search results
The text in the descriptions and comment threads of folders is indexed for searching in
the repository. Folder descriptions are included in any search that includes full text and
has Type of object set to either Sysobject (dm_sysobject) or Folder (dm_folder),
or a folder subtype, in the Advanced Search dialog.
When a description matches the search criteria, the folder is listed in the results.
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Chapter 18
Managing Forms
There are a number of generic functions that allow you to manage Forms:
•
Chapter 13, Managing Content — not all of the content management functions are applicable to
the management of forms. The following functions are applicable:
— Export, page 48
— Import, page 48
— Properties, page 49
— Renditions, page 53
— Versions, page 55
— View, page 55
•
Chapter 14, Managing Cabinets, Folders and Files— not all of the cabinet, folder and file
management functions are applicable to the management of forms. The following functions
are applicable:
— Deleting items, page 57
— Viewing locations, page 58
•
Chapter 15, Managing Your Clipboard
•
Chapter 17, Managing Collaborations
•
Chapter 19, Managing Lifecycles
•
Chapter 21, Managing Subscriptions
•
Chapter 22, Managing Virtual Documents
•
Chapter 23, Managing Workflows
In addition there are some specific functions that either only apply to managing forms or are modified
versions of functions for other areas:
•
Creating a new form, page 84
•
Editing a form, page 85
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Creating a new form
You can create a new form in one of two ways: by using an existing form template or by
reusing a form that you have created previously. You need an additional Documentum
client if you wish to create a form without using an existing template or form.
Creating a new form using a template (new form)
You can use the functionality to create a new form using an existing template the first
time that you need to create a form of a specific type.
To create a new form using a template:
1.
Navigate to the cabinet or folder where you wish to create the new form.
2.
Click the New Form link
Note: If the link is not displayed then click the Actions link and then click the
required link on the Actions page.
3.
Enter the form details, as required:
1.
Type in the name of the form that you wish to create.
2.
Select the required form template from the dropdown list.
3.
Click Next.
4.
Complete the additional details for the form.
Note: These details will vary according to the form template that you are using.
5.
Verify the creation of the form:
• Click the Submit button to create and close the form.
• Click the Save button to create the form and leave it open for further edits,
as required.
Note: If you make a mistake whilst creating the form then you can:
• Click the Cancel button to close the form without saving any changes.
• Click the Reset button to return to the last saved details of the form and
leave the form open for further edits, as required.
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Creating a new form using an existing form (save as)
You can use the functionality to create a new form using an existing form if you have
previously created a form of the specific type and you want to reuse the majority of
the details.
To create a new form using an existing form:
1.
Locate the form that you wish to use to create the new form.
2.
Click the Save As link
Note: If the link is not displayed then click the Actions link and then click the
required link on the Actions page.
3.
Enter the form details, as required:
1.
Type in the name of the form that you wish to create.
2.
Click Next.
3.
Complete the additional details for the form.
Note: These details will vary according to the form template that you are using.
4.
Verify the creation of the form:
• Click the Submit button to create and close the form.
• Click the Save button to create the form and leave it open for further edits,
as required.
Note: If you make a mistake whilst creating the form then you can:
• Click the Cancel button to close the form without saving any changes.
• Click the Reset button to return to the last saved details of the form and
leave the form open for further edits, as required.
Editing a form
You can use the edit functionality amend the details on an existing form.
To edit an existing form:
1.
Locate the form that you wish to use to edit.
2.
Click the Edit link
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Note: If the link is not displayed then click the Actions link and then click the
required link on the Actions page.
3.
Edit the form details, as required:
1.
Edit the details of the form.
Note: These details will vary according to the form template that you are using.
2.
Verify the updates to the form:
• Click the Submit button to update and close the form.
• Click the Save button to update the form and leave it open for further edits,
as required.
Note: If you make a mistake whilst editing the form then you can:
• Click the Cancel button to close the form without saving any changes.
• Click the Reset button to return to the last saved details of the form and
leave the form open for further edits, as required.
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Chapter 19
Managing Lifecycles
A lifecycle defines the different stages a file goes through as it is created, edited, approved, and,
eventually, retired. For example, an employee might create a new human resources form, another
employee might review it and return it for revision, and a third employee might give the approval
necessary to make the file available to all employees. The lifecycle defines which stage the file is in
at each point in the process.
Whatever stage an item has achieved is said to be that item’s lifecycle state. A basic lifecycle has
the following states:
•
Start
When content is newly created or newly versioned, it is placed in the Start state, for initialization
purposes, and then immediately promotes it to the WIP state.
•
WIP (Work In Progress)
WIP is used for content in draft or review.
•
Staging
When content is complete and ready for testing, a user or workflow promotes it to the Staging
state. By default, you cannot change an item if the item’s lifecycle state is Staging or beyond.
For example, you cannot edit the item’s content, change its location or change its properties.
However, administrators can set a system-level option that allows users with certain permission
levels to override this.
An item advances to its next lifecycle state either automatically or by a user manually advancing the
item. The lifecycle determines what conditions must be met to automatically advance the item. An
item can also be demoted to a previous lifecycle state.
Example 19-1. How a lifecycle works
In this example, an insurance company is developing a new claim form. The claim form is developed
in the following stages:
•
Drafted by an attorney
•
Reviewed by claims adjusters and customer service representatives
•
Approved for use by a manager
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•
Placed in use
•
Revised by an attorney to conform to changes in the law or in internal procedures
•
Reapproved for use by a manager
•
Retired upon becoming obsolete
Through Documentum 5, an administrator designs a lifecycle that reflects each of these stages. The
first state is called the base state. The lifecycle moves through each state in single step increments called
step states, either forward or backward to complete the cycle. The last state is called the terminal state.
The claim form could have states called Draft, Reviewed, Approved, In Use, Revised, Reapproved,
and Retired. You would move the file through the states as its status changed over time.
You can manage Lifecycles by utilizing a number of functions:
•
Applying a lifecycle, page 88
•
Demoting a lifecycle, page 89
•
Removing a lifecycle, page 89
•
Promoting a lifecycle, page 89
•
Resuming a lifecycle, page 90
•
Suspending a lifecycle, page 90
Applying a lifecycle
You need Write permission or better to assign a lifecycle to an item.
When you assign a lifecycle to a file, you can also choose an alias set to associate with the
file and the lifecycle. The alias set can identify the particular individuals who review,
promote, or demote the file. Alias sets can also specify permission sets and repository
locations. Consult your repository administrator for specific information on the alias
sets available in your installation.
When setting a lifecycle for a template, keep in mind that the lifecycle is assigned to all
future files created from the template. The new lifecycle does not affect files that have
already been created.
To apply a lifecycle:
1.
Navigate to the file in the repository.
2.
Click Lifecycle Apply.
Note: If the link is not displayed then click the Actions link and then click the
required link on the Actions page.
3.
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Select a lifecycle.
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4.
Click OK.
Demoting a lifecycle
Demoting returns an item to its previous lifecycle state. You need Relate permission or
better to demote an item.
To demote an item:
1.
Navigate to the item in the repository.
2.
Click Lifecycle Demote.
Note: If the link is not displayed then click the Actions link and then click the
required link on the Actions page.
3.
Click Demote.
Removing a lifecycle
You need Write permission or better to remove a lifecycle from an item.
To remove a lifecycle:
1.
Navigate to the item in the repository.
2.
Click Lifecycle Detach.
Note: If the link is not displayed then click the Actions link and then click the
required link on the Actions page.
Promoting a lifecycle
Promoting advances an item to its next lifecycle state. You need Relate permission or
better to promote an item.
When you promote an item, a check is carried out to see whether the item is linked to
other items that are candidates for promotion. If so, you will be prompted to promote
those items as well.
To promote items to the next lifecycle state:
1.
Navigate to the items in the repository.
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2.
Click Lifecycle Promote.
Note: If the link is not displayed then click the Actions link and then click the
required link on the Actions page.
Resuming a lifecycle
Resuming lets a suspended lifecycle’s progress resume. You need Relate permission or
better to resume a suspended item.
To resume a suspended item:
1.
Navigate to the item in the repository.
2.
Click Lifecycle Resume.
Note: If the link is not displayed then click the Actions link and then click the
required link on the Actions page.
3.
Click Resume.
Suspending a lifecycle
Suspending an item temporarily halts the lifecycle’s progress. For example, changes in
company policy might mean that an approved file would have to be withdrawn from use
temporarily. You need Relate permission or better to suspend an item.
To suspend an item from its current lifecycle state:
1.
Navigate to the item in the repository.
2.
Click Lifecycle Suspend.
Note: If the link is not displayed then click the Actions link and then click the
required link on the Actions page.
3.
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Click Suspend.
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Chapter 20
Managing Preferences
Preferences determine your personal Portal settings. Your preferences are stored in the repository
designated for storing your preferences. Any changes you make to your preferences remain in place
as long as the preference repository is available, otherwise you lose your preference settings. Your
preferences are not dependent on your system where you have logged in.
Some of the preferences listed in this chapter might not appear. What appears depends on your
organization’s setup.
In the Portal banner, click the Edit link on the header, which is next to the Minimize and Maximize
buttons. The Preferences page appears.
You can set the folder path for your frequently accessed folder. Enter the folder path in the text box
provided. This sets the initial folder path and next time you log in, the Portlet opens up the folder for
which the path is set.
Setting general preferences
You can set general preferences using this procedure.
To set general preferences:
1.
Click a link called General Document Preferences.
2.
Select the General tab.
3.
Select the Documentum repository from the dropdown list.
You can also add repository from the dropdown list. Click Add repository from
the dropdown list.
You may be required to authenticate your credentials after selecting the repository.
Enter your username and password. Check the Remember my credentials for next
time to save your credentials for the next login.
4.
Click Select to specify the Checkout location.
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5.
Check the Autocomplete option.
If the Autocomplete option is enabled, then when you begin typing text in a field,
Autocomplete displays suggestions for completing the field. To accept a suggestion,
click the suggestion. Autocomplete displays suggestions from a record of your
previously entered words and phrases.
6.
Click Reset to clear the cache of your previously entered words and phrases.
7.
Select Location from the dropdown list.
8.
To save your changes, click Save and return.
Setting virtual document preferences
If your Portlet uses virtual documents, you set preferences for virtual documents using
this procedure.
To set virtual document preferences
1.
Click a link called General Document Preference.
2.
Select the Virtual Documents tab.
3.
Select what happens when you click the name of a virtual document in a list.
In Click on link, you can set preferences for what happens when you click the name
of a virtual document in a list:
•
View Structure opens the virtual document to view its structure:
When you click the virtual document’s name, the first level of nested files
appears.
•
View Content will open the virtual document to view its content:
When you click the virtual document’s name, a read-only copy of the content
appears.
•
Prompt me each time will prompt me for my decision each time:
When you click the virtual document’s name, you are prompted to choose
whether to display the structure or the read-only content.
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4.
If there is no content in a virtual document, then Virtual Document Manager (VDM)
automatically displays the virtual document’s structure, regardless of how you set
this preference.
5.
If you want VDM to display broken bindings, select Show broken bindings. A
binding is broken if VDM cannot find the version of a component specified by the
component’s binding rule. It may take longer to load the page when displaying
broken bindings.
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6.
In Copy, set preferences for what happens when you copy a virtual document to
your clipboard.
•
Root only
This copies the content and properties of the parent file only
•
Root and descendants
This copies the parent file and all the descendants nested in the parent file,
including descendants of descendants and so on.
•
Root and link to existing descendants
This copies the parent file and references the descendants.
•
Prompt me each time
This always prompts you to choose what to copy.
•
In Check out, set preferences for what happens when you check out a virtual
document to your clipboard.
•
Download as read-only
This downloads the file as read-only. You will not be able to edit the file.
•
Prompt me each time
This always prompts you to choose what to copy.
7.
To save your changes, click Save and return.
Setting login preferences
When logging in if you checked Remember my credentials for next time, then you can
view your saved credentials in the Login preferences. This saves you the trouble of
providing your frequently used credentials every time you log on. You can also delete
your previously saved credentials and add new credentials.
To set login preferences:
1.
Click a link called General Document Preference.
2.
Select the Login tab. Your saved credentials are displayed.
3.
To delete your saved credentials, click Remove Credentials.
Removing saved credentials does not remove the repository. You will need to
re-enter credentials.
4.
Click save and return.
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Setting search preferences
You can set default locations for searches. This saves you the time of searching for
locations in repositories. You are in the default location anytime you look for search
results, unless you change it in preferences.
To set search sources:
1.
Select the Search tab.
2.
Select the default locations for searches:
3.
Current repository only:
This sets your default search location only to the repository that you are currently
viewing at the time of the search.
4.
Other: This sets your default search locations to specific locations you choose.
If you are prompted for your user name and password, enter these.
5.
If you selected Other, do the following:
•
In the Available Repositories list, navigate to the location you want to add and
select it. Click .
Repeat this step for as many locations as you want to add.
If you are prompted for your user name and password for the external source,
enter these.
6.
To remove a location from the Included in Search locations, select it and click
7.
To save your changes, click Save and return.
.
Setting format preferences
You can set format preferences using this procedure.
To set format preferences:
94
1.
Click the General Document Preference.
2.
Select the Format tab.
3.
Click the Add link in Custom Viewing and Editing Applications.
4.
To set format preferences for viewing and editing, select object type from the Choose
object type: dropdown list.
5.
Select the primary format from the Primary Format: dropdown list.
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6.
To set preferences for Viewing, select the Format for viewing: dropdown list.
7.
Click Yes or No option to specify the content to appear in the web browser or not.
8.
Select the application for viewing from the Application for viewing: .dropdown list.
Click the Select Application link to browse to the application.
9.
Select the application for editing from the Application for editing: dropdown list.
Click the Select Application link to browse to the application.
10. Click OK
The format preferences appear in Custom Viewing and Editing Applications.
11. To save your changes, click Save and return.
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Chapter 21
Managing Subscriptions
You can manage Subscriptions by subscribing or unsubscribing to cabinets, folders and files.
To subscribe to a cabinet, folder or le:
1.
Click the cabinet, folder or file name to display its details.
2.
If visible, click the Subscribe link.
Note: If the link is not displayed then click the Actions link and then click the
required link on the Actions page.
To unsubscribe from a cabinet, folder or le:
1.
Locate the cabinet, folder or file that you wish to unsubscribe from.
Note: It is easier to find cabinets, folders and files that you have subscribed to in the
Subscriptions Portlet. However, you can access any of your subscriptions from any
other Portlet and follow the same steps.
2.
If visible, click the Unsubscribe link.
Note: If the link is not displayed then click the Actions link and then click the
required link on the Actions page.
The cabinet, folder, or file is now removed from your subscription list and will no
longer be visible in the Subscriptions Portlet.
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Chapter 22
Managing Virtual Documents
Virtual documents have one or more additional files nested within them. The virtual document is
called the “parent” document and the files contained within are called the “children.”
As an example, you could create a virtual document for a book and populate the virtual document
with the files that make up the book’s chapters. Each chapter itself could be a virtual document,
containing other children corresponding to the sections of the chapter.
Each child can have a different file format. For example, you could combine an Excel spreadsheet, a
Word document, and a TIFF image to create a virtual document.
You can arrange the children of the virtual document in any order you want. The children stay in
that order unless you rearrange them.
Virtual documents are particularly useful in any of the following cases:
•
You want to access a group of files as one unit.
•
Several people need to work concurrently on components of a document.
•
Your set of documents is too large to combine into a single file.
•
The files that you want to group as a unit have more than one owner.
•
The files are in more than one format (for example, a Word document and an Excel spreadsheet).
•
You want to keep a set of documents in a particular order (such as the chapters of a book).
•
You want to include the same information (such as salary scales or other reference information)
in many different documents, but you want to control which version of the information gets
included each time.
•
You want to keep revising documents but need to keep track of the version you produced
at certain milestones.
•
You have a collection of Microsoft Office documents that you want to store together in the
repository and publish as a group through Microsoft Binder.
Here are some examples in which virtual documents could play a valuable role:
•
A new drug application will be composed of many sections drawn from different sources, some of
which are included in the application for the United States but not in the application for France.
•
Each sales presentation includes only the products relevant to that potential customer.
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•
You want to share portions of your content with other departments in the company, but they want
to structure it differently and add some of their own content.
•
You want to archive a particular version of a document that was released to the public, while you
continue to update the document internally.
You can manage Virtual Documents by utilizing a number of functions:
•
Converting a virtual document to a simple document, page 100
•
Convert to virtual documents, page 100
•
Viewing virtual documents, page 101
Converting a virtual document to a simple
document
You can convert a virtual document to a simple document only if the virtual document
has no children.
To convert a virtual document to a simple document:
1.
Navigate to the virtual document.
2.
Click the Virtual Documents Convert to Simple Document link.
Note: If the link is not displayed then click the Actions link and then click the
required link on the Actions page.
Convert to virtual documents
To create a virtual document, you convert a simple document to a virtual document. This
document becomes the parent document, to which you can add children.
To create a virtual document:
1.
Navigate to the file you want to convert to a virtual document.
2.
Click the Virtual Documents >Convert to Virtual Document link.
Note: If the link is not displayed then click the Actions link and then click the
required link on the Actions page.
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Viewing virtual documents
When you view the structure of a virtual document, the parent document and its
children are displayed in a list. For each child you see whether there are any binding
rules, the document format and other associated information. You can perform the usual
document management functions from this screen.
To view the structure of a virtual document:
1.
Navigate to the virtual document.
2.
You have two choices:
•
Click the virtual document’s file name.
•
Click Virtual Document’s View Virtual Document.
Note: If the link is not displayed, then click the Actions link and then click the
required link on the Actions page.
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Chapter 23
Managing Workows
The Workflow Reporting utility is a program designed for managing workflows and reporting
key information about them. It gives you the ability to view all workflows in a repository, view
all aspects of workflow instances, display and modify alias set values, perform basic maintenance
and administrative functions on workflows, contact workflow performers via email, and save and
print workflow information.
You can manage workflows by utilizing a number of functions:
•
Starting a workflow, page 103
•
Starting a workflow attachment, page 105
•
Pausing a workflow, page 106
•
Terminating a workflow, page 106
Starting a workow
When you start a workflow, a page is displayed that allows you to search for workflows.
The workflow is not automatically associated with any file although you can attach
files to it.
You are able to select the workflow template that includes the task sequence you want to
initiate. Some workflow templates specify which users receive each tasks; others allow
you to select the users for certain tasks. When you start a workflow, you can attach
files you want users to view or reference.
To start a workow
1.
Select any Start Workflow link associated with any cabinet, folder or file.
Note: If the link is not displayed then click the Actions link and then click the
required link on the Actions page.
2.
Select the workflow template:
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Managing Workows
a.
You can use the tabs on the left of the screen to help you refine your search:
•
All — displays all the workflows in the repository.
•
Subscriptions — displays workflows you have subscribed to.
•
Select My Templates — displays the workflow templates that you own.
•
Folders — displays the folders in the repository.
b. Enter some text into the Starts with: field and then click the → (Go) button.
You can click the X (Clear) button to clear the field.
c.
3.
Check the checkbox for the workflow template that you wish to use, then click
the OK button.
Add the workflow information on the Info tab:
a.
Enter a workflow description.
b. If required, add additional attachments:
Note: If an attachment is mandatory then (mandatory) will be displayed below
the title of the Attachments.
i.
Click the Add link.
ii. Locate the item(s) you wish to attach and check the checkbox.
iii. Click the OK button.
Note: You can remove any unwanted attachments by clicking the Remove
link and then clicking the OK button.
c.
Click the Next button from the Info tab to navigate to the Comments tab.
d. Add comments about the workflow on the Comments tab:
i.
Click the Add Comments button.
ii. Enter a comment.
iii. Set the required button to designate the recipients of the comment:
e.
4.
104
•
For subsequent recipients — the default.
•
For next recipient(s) only.
Click the OK button.
Click the Finish button.
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Managing Workows
Starting a workow attachment
The start workflow attachment feature is similar to the start workflow feature with
the addition that the file that corresponds with the workflow start attachment link is
automatically put into the workflow.
To start a workow attachment
1.
Select the Workflow Start Attachments link adjacent to an item you wish to put
into a workflow.
Note: If the link is not displayed then click the Actions link and then click the
required link on the Actions page.
2.
Select the workflow template:
a.
You can use the tabs on the left of the screen to help you refine your search:
•
All — displays all the workflows in the repository.
•
Subscriptions — displays workflows you have subscribed to.
•
My Templates — displays the workflow templates that you own.
•
Folders — displays the folders in the repository.
•
Recently Used — displays the files and folders that you have used recently
b. Enter some text into the Starts with: field and then click the Go button.
c.
3.
Check the checkbox for the workflow template that you wish to use, then click
the OK button.
Add the workflow information on the Info tab:
a.
Enter a workflow description.
b. If required, remove the attachment:
Note: The attachment is automatically attached to the workflow.
i.
Click the Remove link.
ii. Click the OK button.
c.
Add comments about the workflow on the Comments tab:
i.
Display the Comments tab by either:
•
clicking the Comments link.
•
clicking the Next button from the Info tab.
ii. Click the Add button.
iii. Enter a comment.
iv. Set the required button to designate the recipients of the comment:
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Managing Workows
•
For subsequent recipients — the default.
•
For next recipient(s) only.
d. Click the OK button.
4.
Click the Finish button.
Pausing a workow
When you pause a workflow, the workflow is temporarily halted but expected to be
reinstated. You might, for example, want to pause a workflow to modify the workflow
template. Once your changes are complete, you resume the workflow and it continues
from the point at which it paused.
To pause a workow:
1.
Click Pause Workflow next to the workflow you want to pause.
Note: If the link is not displayed then click the Actions link and then click the
required link on the Actions page.
2.
You are prompted to confirm that you want to halt the workflow. Click OK.
Terminating a workow
You can terminate a workflow at any point in its progress. A terminated workflow
cannot be restarted.
To terminate a workow:
1.
Click the Terminate Workflow link adjacent to the workflow that you wish to
terminate.
Note: If the link is not displayed then click the Actions link and then click the
required link on the Actions page.
2.
106
In the Abort Workflow page, make sure the Aborted workflow will be deleted
checkbox is checked. This ensures that the terminated workflow is automatically
deleted from your workflows list.
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3.
Click OK.
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EMC Documentum WDK for Portlets Version 6 SP1 User Guide
Index
A
abort
workflow, 106
about, 9
accepting
tasks, 18
adding
rendition, 54
adding to
clipboard, 65
applying
a lifecycle, 88
attached file
in workflow, 39
overview, 39
automatic task
overview, 39
C
cabinet
creating, 58
history, 52
properties, 49, 51
protecting, 58
cabinets, 11, 15
canceling checkout, 45
categories, 13
See also categories node
managing, 14
categories node
overview, 13
Categories node
navigating, 13
category
deleting, 57
linking to multiple locations, 67
changing
password, 21
check in, see checkin
EMC Documentum WDK for Portlets Version 6 SP1 User Guide
check out, see checkout
checkin
checking in, 46
generating rendition, 53
generating version, 44
overview, 43
checkout
canceling, 45
checking out, 47
overview, 43
clipboard
adding to, 65
management, 65
viewing, 68
Collaborative Services, collaboration, 75
Comments
adding in discussions, 78
deleting in discussions, 78
editing in discussions, 78
replying to in discussions, 78
searching for, 79
completing
tasks, 18
configure
display, 63
content, see file
management, 43
Content Rendition Services, 53
Contextual folders, 81
creating, 81
searching for, 82
Contributor role, 24
copying
file, 66
folder, 66
item in repository, 66
to location outside Docbase, 48
creating
virtual documents, 100
109
Index
D
default rendition
previewing, 53
deleting
category, 57
file, 57
folder, 57
item in repository, 57
version, 57
demoting, 89
items, 89
detaching
items, 89
Discussions, 76
adding comments, 78
deleting comments, 78
editing comments, 78
replying to comments, 78
searching for comments, 79
display
configuring, 63
fields, 63
document, see file
E
exporting
file, 48
F
fields
display, 63
hide, 63
file
assigning lifecycle, 88
canceling checkout, 45
checking in or out, 46 to 47
copying, 48, 66
creating, 60
deleting, 57
demoting, 89
exporting, 48
history, 52
importing, 48
linking to multiple locations, 67
managing, 60
promoting, 87, 89
properties, 49, 51
protecting upon import, 48
110
removing lifecycle, 89
rendition, 53
version, 55
viewing in read-only mode, 55
folder
copying, 66
creating, 62
deleting, 57
history, 52
linking to multiple locations, 67
promoting, 87, 89
properties, 49, 51
Folders, 11, 15
contextual, 81
H
history
viewing, 52
home cabinet, 15
I
importing
file, 48
rendition, 54
inbox, 17
K
keywords, 51
L
lifecycle
applying, 88
assigning, 88
demoting, 89
detaching, 89
promoting, 89
removing, 89
resuming, 90
suspending, 90
lifecycles
management, 87
linking
category to multiple repository
locations, 67
file to multiple locations, 67
folder to multiple locations, 67
list
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Index
clicking file name, 55
file name, 55
lists
display, 63
displaying information, 63
displaying pages, 63
information displayed, 63
multiple pages, 63
view, 63
locating
item in categories, 13
locked file
overview, 43
login, 21
M
managing
clipboard, 65
content, 43
lifecycles, 87
preferences, 91
subscriptions, 97
virtual documents, 99
workflows, 103
Member list for a room, 25
moving
file, 67
folder, 67
item in repository, 67
N
navigating
categories, 13
Notes, 79
creating, 79
deleting, 80
editing, 79
searching for, 80
Notification On Checkin option, 51
notifications
viewing, 17
O
Owner role, 24
P
pagination, 63
EMC Documentum WDK for Portlets Version 6 SP1 User Guide
password
changing, 21
pausing workflow, 106
portlet
search, 31
portlets
about, 9
cabinets, 11, 15
categories, 13
home cabinet, 15
inbox, 17
login, 21
recent files, 29
search, 71
subscriptions, 37
workflows, 39
power promoting, 87
preferences
managing, 91
primary rendition, 53
promoting, 87, 89
items, 89
properties
cabinet, 51
file, 49, 51
folder, 49, 51
overview, 49 to 50
setting, 51
site, 51
protected
cabinet, 58
file, designating upon import, 48
publishing
by promoting, 87, 89
by using workflow, 39
overview, 39
R
read-only viewing, 55
recent files, 29
removing
lifecycle, 89
rendition
associated with one version, 53
creating, 54
importing, 54
overview, 53
previewing default, 53
primary, 53
111
Index
viewing, 53
results
search, 71
resuming
items, 90
Room membership
about, 24
adding members, 25
adding members to a local group, 26
changing local roles, 25
creating local group, 26
editing local group properties, 26
managing, 24
removing members, 25
removing members from a local
group, 26
Rooms, 23
accessing, 23
local groups, 24
local roles, 24
membership, 24
S
saved
searches, 72
saving
file to Docbase, 46
new version, 46
overview, 43
search, 73
search, 71
results, 71
saved searches, 72
simple, 31
searching
saved search, running, 73
saving search, 73
Show Items field, 63
simple
search, 31
simple document, 100
site
history, 52
properties, 49, 51
starting
workflows, 103, 105
structure
virtual documents, 101
subscribe
112
cabinet, 97
file, 97
folder, 97
subscriptions, 37
management, 97
suspending
items, 90
T
task, 39
Task progress
close, 18
delegate, 18
finish, 18
repeat, 18
tasks
accepting, 18
completing, 18
viewing, 17
taxonomy, 13
template
assigning lifecycle, 88
removing lifecycle, 89
terminating workflow, 106
transformation
creating a new rendition, 54
U
unsubscribe
cabinet, 97
file, 97
folder, 97
User Guide
purpose, 7
V
version
deleting, 57
numbers, 44
overview, 44
renditioning a version, 53
saving new, 46
viewing, 55
view
clipboard, 68
viewing
notifications, 17
tasks, 17
EMC Documentum WDK for Portlets Version 6 SP1 User Guide
Index
virtual document
converting to simple document, 100
virtual documents
creating, 100
management, 99
viewing structure of, 101
abort, 106
pausing, 106
terminating, 106
Workflow Reporting, 40, 103, 106
workflows, 39
management, 103
starting, 103, 105
W
workflow, 39
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