Livelink QuickStart for Users. This guide introduces new users to the basic features of Livelink

Transcription

1 Livelink QuickStart for Users This guide introduces new users to the basic features of Livelink

2 Copyright 2003 by Open Text Corporation. The copyright to these materials and any accompanying software is owned, without reservation, by Open Text. These materials and any accompanying software may not be copied in whole or part without the express, written permission of Open Text. Open Text Corporation is the owner of the following trademarks: BASIS, BASIS Desktop, BASIS Techlib, irims, Livelink, Livelink Activators, Livelink Change Agents, Livelink Channels, Livelink Collaboration, Livelink Desktop, Livelink Directory Services, Livelink Discussions, Livelink elink, Livelink Enterprise Activator, Livelink Explorer, Livelink Forms, Livelink Intranet, Livelink Library, Livelink LiveReports, Livelink MeetingZone, Livelink Notifications, Livelink Offline, Livelink OnTime, LiveLink PDF Forms, Livelink Project Collaboration, Livelink Prospectors, Livelink Remote Cache, Livelink SDK, Livelink Search, Livelink SmartAgent, Livelink Spider, Livelink Tasks, Livelink Workflow, Livelink UNITE, OnTime, Open Text, and WorkSmart. Other trademarks and trade names in the documentation are owned by other companies and are used for product and company identification and information only. All rights reserved. Open Text is the owner of other registered and unregistered trademarks. The above trademark listing is not exhaustive. Open Text Corporation provides certain warranties and limitations in connection with the software that this document describes. For information about these warranties and limitations, refer to the license agreement entered into between the licensee and Open Text Corporation. Written by Cori Rottier. Contacting Us Corporate Headquarters Open Text Corporation, 185 Columbia Street West, Waterloo, Ontario N2L 5Z5 Canada (519) If you subscribe to our Customer Assistance Program or would like more information about the support program, visit Open Text Customer Support at If you have suggestions for this publication, send an message to to contact the Open Text Publications Group. Visit our home page at for more information about Open Text products and services. ii

3 Typographical Conventions Used in This Guide All information in the following table is case-sensitive unless otherwise noted. Items File names, directory names, folder names, path names, window names, dialog box names, Web page names, URLs, and addresses Names of user interface elements, such as buttons, links, menus, check boxes, radio buttons, lists, and fields Variable placeholders, references to other documents, new or special terminology, and emphasis Convention These items appear in regular (normal) typeface. Some elements in italic indicate placeholders. Examples: Run setup.exe to start the installation program. Open he tlivelink_home/config/opentext.ini file in a text editor. Note The placeholder Livelink_home represents the Livelink root directory (directory where Livelink was installed). Send an message to support@opentext.com to contact Open Text Customer Support. In the Windows NT Control Panel, double-click the Services icon to open the Services dialog box. These items appear in bold typeface. Examples: On he t Tools menu, click Search. In the Services dialog box, click Livelink Server : service_name, and then click the Start button. Click the item s Functions icon, choose Info, and then choose General. Click the Admin Home link. These items appear in italic typeface. Examples: For more information, see the Livelink First-Time Installation Guide. You can scan new documents for content of interest by saving your search criteria in a query called a prospector. In your Web browser, go to the default Livelink start page at protocol://host:port/url_prefix/livelink.exe, where protocol is http or https, host is the DNS name of the HTTP server host, port is the port number on which the HTTP server is listening, and URL_prefix is the prefix mapped to the Livelink_home/cgi directory in the HTTP server. iii

4 Items References to chapters and sections of documents, and citations of messages displayed to users Operating system commands, code examples, feature names, method names, object names, and text typed by users Key names Convention These items appear in quotation marks. Examples: For more information, see Chapter Three, Projects, in the Livelink QuickStart for Users guide. For more information, see Item Types in Chapter Five, Livelink Items. For more information, see Item Types, page 150. If the import completes successfully, Oracle displays the message Database import completed without errors. These items appear in a monospaced font. Examples: In he t User Name field, type Admin. At the operating system prompt, type start-llserver, and then press ENTER. When searching for users, you can set the maximum number of users displayed per page by setting the value (default is 30) of the MaxUsersToListPerPage parameter in the [general] section of the opentext.ini file. Key names appear in ALL CAPS. Examples: Press ENTER to start a new line when typing in this field. To select multiple items, hold down the CTRL key while you click the items that you want to select. iv

5 Table of Contents Chapter 1 Introducing Livelink... 1 Accessing Livelink... 2 Logging In... 2 Logging Out... 3 Changing Your Livelink Settings... 4 Changing your General Settings... 4 Changing Your Livelink Color Scheme... 5 Setting Your Discussion Preferences... 6 Modifying Workflow Settings... 7 Changing Your Password... 9 Chapter 2 Working with Livelink Understanding Livelink Workspaces Enterprise Workspace Personal Workspace Project Workspace Personalizing a Workspace Creating a Custom View Working with Favorite Items Configuring Tabs on a Personal Page Editing Your Personal Profile Working with Common Livelink Elements Navigating Livelink Keyboard Accessible Menus Working With Different Views Working with Livelink items Classifying Featured Items Moving, Copying, and Deleting Livelink Items Using the Functions Icon Viewing an Item Fetching an Item Downloading an Item Reserving an Item Unreserving an Item Rating an Item Viewing Information about an Item v

6 Searching Livelink Basic Searching Advanced Searching Chapter 3 Understanding Permissions Defining Permissions Basic Work Item Permissions Document Management Permissions Role-based Permissions Chapter 4 Working with Documents and Folders Adding a Folder Adding a Document Adding a Text Document Adding a Compound Document Reordering Items in a Compound Document Viewing a Compound Document Outline Chapter 5 Working with Tasks Adding a Task List Task List Workspace Adding a Task to a Task List Editing a Task Adding a Milestone Modifying Milestone Dates Adding a Task Group Chapter 6 Working With Discussions and Polling Discussions Adding a Discussion Adding a Topic Displaying a Discussion Replying to a Topic or Reply Marking as Read vi

7 Polling Adding a Poll...52 Editing a Poll Voting in a Poll...54 Chapter 7 Working with Projects Project Roles Using the Project Creation Wizard General Info Content Participants Presentation Modifying Participant Information Adding Project Participants Changing the Role of a Project Participant ing Project Participants Creating a Project Template Exporting a Project Template Chapter 8 Working with Notifications Notification Reports Personal Notification Report Project Notification Report Clearing Notification reports Setting Notifications Modifying the Notification Settings Modifying the Notification Interests Chapter 9 Getting Help Accessing Online Help Searching Help The About Livelink Page Index vii

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9 Chapter 1 Introducing Livelink Livelink is a Web-based system that organizations use for storing, sharing, managing, and distributing information. Livelink promotes a collaborative work environment and helps people manage information efficiently and effectively. This guide provides a basic overview of Livelink s features and functionality. Introducing Livelink 1

10 Accessing Livelink Accessing Livelink You access Livelink using a Web browser, such as Netscape Navigator or Microsoft Internet Explorer. Your Livelink Administrator provides you with the URL to access Livelink, as well as a user name and password, which are required for you to log in to Livelink. Once you have logged in, your user capabilities depend on the permissions that your Administrator and other users have set on items and Workspaces. For more information about Livelink Permissions, see Chapter 3, Understanding Permissions. Logging In Your user ID logs you in to Livelink and controls the operations that you perform. To log in to Livelink: 1. Type the Livelink URL in your Web browser s address field. 2. On the User Log-in page, type your log in ID in the Username field. 3. Type your password in the Password field. Note Your password is case sensitive; enter it exactly as it was given to you. 4. Click the Log-in button. 2 Livelink QuickStart for Users

11 Accessing Livelink Logging Out You should log out of Livelink every time you finish working to prevent unauthorized users from accessing your information. To log out of Livelink: Choose Log-out on the Tools menu, and then click the Log-out button. Tip When you log out using the above procedure, you re browser window remains open. You can also log out by closing your browser window. Introducing Livelink 3

12 Changing Your Livelink Settings Changing Your Livelink Settings You can change your color scheme, Discussion and Workflow settings, Livelink password, and other general settings on the Settings pages. When you modify these settings, you override the settings specified by your Livelink Administrator. To access the Settings pages: Choose Settings on the Tools menu, and then click the tab that contains the information you want to change. Changing your General Settings On the General Settings page, you can specify how long you want the New Modified icons to display for Livelink items, specify the format that Livelink containers appear, select a navigation style, and enable keyboard accessibility. You can also select a default start page, the page that appears when you log in to Livelink. To change your general settings: 1. On the General Settings page, click one of the following pages in the Default Start Page drop-down list: Enterprise, the Enterprise Workspace appears upon logging in to Livelink. Personal, the Personal Workspace appears upon logging in to Livelink. About Livelink, this page appears upon logging in to Livelink and provides basic information about Livelink features and functionality. 2. Click one of the following views in the Default View of Items drop-down list: Detail, displays small icons in a single column and includes information for each item. Small Icon, displays small icons in two columns. Large Icon, displays large icons in four columns. and 4 Livelink QuickStart for Users

13 Changing Your Livelink Settings 3. If you are in the Detail View, select the show item descriptions on Detail View check box to display item descriptions. 4. Click one of the following in the Navigation Style drop-down list: Hyperlinked Trail, shows the system path to an obect in a horizontal trail that includes the object s name, and its Type and Functions icons. Drop-down List, shows the system path to an item in a drop-down list. Note This option only appears if the Livelink Administrator has allowed users to override the default navigation style. 5. To specify the number of days the New and Modified icons appear next to an item after it is added or changed, click a number in the New Indicator Duration and Modified Indicator Duration drop-down lists. 6. To navigate through Livelink using keyboard commands, instead of the Java-based menus, which require the use of a mouse, select the Keyboard Accessible Menus check box. 7. Click the Update button. For specific information on Livelink items, Workspaces, and Livelink s navigational elements, see Working with Common Livelink Elements, page 16. Changing Your Livelink Color Scheme You can customize the appearance of Livelink by modifying the color scheme. To change Livelink s color scheme: 1. On the Color Settings page, select a color for Row 1 and Row 2 by clicking the appropriate radio buttons. 2. Do one of the following: Click the Preview button to view your color settings. Click the Update button to finish. Introducing Livelink 5

14 Changing Your Livelink Settings Setting Your Discussion Preferences On the Discussion Settings page, you can set posting and reply preferences, and viewing options, which types of items appear, how far back in time you want to view items, and in which view you want the items to appear. Decide whether you want to see a nested view, which displays replies indented below messages, or a report view, which displays all messages and replies in a simple list format. For more information about Livelink Discussions, see Discussions, page 48. To set your Discussion preferences: 1. On the Discussion Settings page, click the length of time that old messages can appear by default in the Default Period From drop-down list. 2. Click one of the following in the Default View drop-down list: Nested View, which displays Topic and Reply information. Report View, which displays the Topic and Reply information in column headings, instead of indented lines of text. 3. Click the Topics Only, Unread Only, or All radio button to set which messages you view by default. 4. If you do not want Livelink to use the first portion of your comments as the subject of a posted Topic when you leave the subject line blank, clear the Use Content Summary as Subject check box. 5. If you do not want Livelink to automatically enclose the text of your replies in quotation marks, clear the Quote Comments check box. 6. If you do not want Livelink to display threads, Discussion Topics or Replies, adjacent to the Topics and Replies to which they relate, clear the Show Threads in Context check box. 7. Click the Update button. 6 Livelink QuickStart for Users

15 Changing Your Livelink Settings Modifying Workflow Settings Livelink Workflows enable Livelink users to create and participate in automatically executing work processes. For example, you can create a Workflow that processes requests for vacation time. If you plan to be out of the office or otherwise unavailable, you can designate a Workflow proxy to complete any Workflow steps that are assigned to you while you are gone. For more information about Livelink Workflows, see the Livelink User Online Help. To change your Workflow settings: 1. If you want the next step that is assigned to you to appear on your Assignments page, select the Display next immediate step assigned to me check box. 2. Click one of the following in the Default Page drop-down list: General, displays when you access the Workflow assignment. Overview, displays an overview page of the entire work package. 3. To set your Workflow proxy, do the following: Click the Choose User or Group icon. In the Select Proxy window, click one of the search methods in the Search dropdown list. Type your search term in the starts with field. Click the Find button. Livelink performs a case-insensitive starts with search. For example, typing van in the Last Name field displays information about Livelink users whose last name begins with a V (capital) or v (lowercase). A blank field retrieves all records of the search term. Introducing Livelink 7

16 Changing Your Livelink Settings Click the Select link of the Livelink user or group you want to set as your proxy when you are unavailable. 4. To determine which initiated Workflows appear on the Workflow Status page, click one of the following in the Relationship drop-down list: All, displays every initiated Workflow that a user has the permission to see. Initiated, displays only Workflows that are initated by the user. Managed, displays only Workflows managed by the user. 5. Click either the Not Archived or Archived radio button to determine which Workflows appear on the Workflow Status page. 6. If you want to further limit the Workflows that appear, click the Advanced icon next to whichever radio button you selected in Step 5, and then do the following: Click a criterion type in the Action drop-down list. The options that appear depend on whether you are limiting Archived or Not Archived Workflows. The parentheses allow you to build complex arguments, for example: ( Status = OK OR Status = Completed ) AND Due Date > 07/05/2001 Click the Submit button. 7. Click the method you want Livelink to use to sort Workflows on the Workflow Status page in the Sort Order drop-down list. 8. To specify a maximum number of Workflows that can appear on a single page, type a number in the Workflows per page field. 9. Click the Update button. 8 Livelink QuickStart for Users

17 Changing Your Livelink Settings Changing Your Password After you log in to Livelink, you can change your password. Note Your Livelink Administrator can specify requirements for passwords, such as requiring alpha numeric characters, these requirements still apply when you reset your password. If you forget the requirements or your password, you must contact your Livelink Administrator. To change your Livelink password: 1. On the Password Settings page, type your current password in the Current Password field. 2. Type your new password in the New Password field. 3. Retype your new password in the Verify Password field. 4. Click the Update button. Introducing Livelink 9

18 Changing Your Livelink Settings 10 Livelink QuickStart for Users

19 Chapter 2 Working with Livelink Livelink is made up of various Workspaces; the most widely used Workspaces are the Enterprise, Personal, and Project Workspaces. Each Workspace is used to manage different types of information and provides various tools to make the work you do easier. This chapter describes the three principle Workspaces, introduces you to the appearance of Livelink, and provides you with an overview of the types of items and tools that appear throughout the Livelink enviroment. Note Because your Livelink Administrator can modify the configuration of Livelink and set permissions to limit the functions that you can perform, your Workspaces may not appear exactly as they do in this guide. For more information about Permissions, see Understanding Permissions, page 29. Working with Livelink 11

20 Understanding Livelink Workspaces Understanding Livelink Workspaces Each Workspace has unique characteristics, but the basic architecture and navigational elements are the same. A Workspace is a container that serves as a storage area for items. The Enterprise and Personal menus are located in the upper right corner of Livelink pages. Other Workspace menus, such as the Project menu, only appear when you are inside a particular Workspace. Enterprise Workspace The Enterprise Workspace is known as the public storage area of Livelink. It is a central repository used to store information and other Livelink items that are available to all Livelink users. Personal Workspace Your Personal Workspace is a container over which you have complete control. You have full permissions on this Workspace, which means you can perform all general Livelink functions such as add, modify, and delete items. You can also customize the appearance of the Workspace and organize its content to best suit your needs and interest. You can access your Personal Workspace on the Personal menu. From this menu, you can also view the following pages that contain information specific to you: My Assignments, displays a list of Workflow and Task List Tasks that are assigned to you. My Discussions, displays a list of all the Discussions that you have permission to see. My Favorites, displays shortcuts to all items that you have classified as favorite. My Groups, displays every group for which you are a member. My Profile, contains a General and Personal tab that provides information about yourself. News, contains all News Channels that you have permission to see. My Projects, displays all Projects for which you are a member. Recommendations, displays items and users that the system determines might be useful to you. My Reports, contains the following tabs by default: LiveReports, which contains a list of database queries MyQueries, which contains saved search queries MySnapshots, which contains saved search result pages My Reserved Items, displays all items that are reserved by you or a group for which you are a member. My Search Templates, displays the search templates that you have created. 12 Livelink QuickStart for Users

21 Understanding Livelink Workspaces Task Lists, displays every Task List that you have the permission to see. Workflow Status, displays every Workflow that you have the permission to see. Project Workspace Project Workspaces, like the Personal and Enterprise Workspace, allow you to store information that is directly related to the Project in one location. A Project Workspace can contain the same items as other Workspaces. For more information about Livelink Projects, see Working with Projects, page 55. Personalizing a Workspace For information about changing the color scheme and other settings, see Changing your General Settings, page 4. Creating a Custom View You can customize the appearance of Workspaces by creating a Web page that includes text, images, and links, and then adding it to a container. The Web page will appear at the top of the Workspace, just below the global and Add New Item menus. The custom view feature supports files written in HTML, JavaScript, VBScript, and Java applets. To add a custom view to a Workspace: 1. Create a Web page and save it with an HTML file extension. 2. Add the images that are referenced in the HTML file to the Workspace. 3. Add the HTML file, as a Document, to the container, and name it customview.html. Tip You can add images directly to the Workspace or to a separate Folder. Remember to update the links in the web page if you move the image from its original location. You can hide the HTML Document and any associated images from view by clicking the Functions icon, choosing Configure, and then clicking the Hidden radio buttons for each item you want to hide. Working with Favorite Items You can store shortcuts to Livelink items that you frequently use on your Favorites page. To make an item a Favorite: 1. On the Favorites page, click the Add New Favorite button. 2. Navigate to the item you want as a Favorite, and then click its Select link. Tip You can also make an item a Favorite by clicking an item s Functions icon, and then choosing Make Favorite. Working with Livelink 13

22 Understanding Livelink Workspaces Configuring Tabs on a Personal Page You can add, edit, and organize the tabs for most of the pages in your Personal Workspace. To add a tab: 1. Choose the page to which you want to add a tab on the Personal menu. 2. Click the Configure Tabs button. 3. Click the Add Tabs button. 4. Type a name for the tab in the Tab number field. 5. To set the tab to apear in the front most position when you access the page, click the Default radio button. 6. Click the Submit button. To remove a tab: 1. Choose the page for which you want to remove a tab on the Personal menu. 2. Click the Configure Tabs button. 3. For each tab you want to remove, select the Remove check box. 4. Click the Submit button. To edit and organize tabs: 1. Choose the page for which you want to edit and organize the tabs on the Personal menu. 2. Click the tab that contains the items you want to organize. 3. Click the Edit/Organize button. 4. For each item, click the tab where you want it to appear in the drop-down lists. 5. Click the Submit button. Editing Your Personal Profile User information is stored in two tabs of the the User info page: General, which contains the user s log-in name, password, contact information, and privileges. 14 Livelink QuickStart for Users

23 Understanding Livelink Workspaces Personal, which contains personal information, such as a photograph, birthday, personal interests, and home contact information. Note You must have the Edit Self privilege for a tab in order to change your personal information. The Edit icon indicates that you have that privilege. To edit user information on the Personal tab: 1. Choose My Profile on the Personal menu. 2. Click the Personal tab. 3. To add a photo, click the Browse Livelink button, navigate to the photo, and then click its Select link. 4. Click Male or Female in the Gender drop-down list. 5. Click a month and a date in the Birthday drop-down lists, and then type a year in the text field. 6. Type an address in the Alternative field. 7. Type any personal contact information in the Home Address, Home Phone, Home Fax, Cellular Phone, and Pager fields. 8. Type URLs in the My Homepage and My Favorite Links fields. 9. Type a description of interests in the Interests field. 10. Click the Update button. Working with Livelink 15

24 Working with Common Livelink Elements Working with Common Livelink Elements Every Livelink page is an HTML document with common interface elements. These elements appear throughout the Livelink environment. Navigating Livelink Livelink s navigational elements enable you to perform Livelink functions and manuever through Workspaces quickly and easily using your mouse. Figure 2-a and the corresponding list provide an overview of the most common Livelink elements. Figure 2-a: Commonly used Livelink elements. 1. Global Menus These menus appear on almost every page in Livelink. Certain Workspaces and Livelink modules include thier own global menu, such as Projects and Task Lists. However, the following four menus always appear: Personal, allows you to access your Personal Workspace and information pages. Enterprise, allows you to access the Enterprise Workspace and the Users and Groups page. Tools, allows you to search Livelink, log out, and modify your Livelink settings. Help, allows you to access Livelink's context sensitive help (help for individual pages) and the Table of Contents (all help pages in Livelink). You can also view the About Livelink page, and send feedback to the Livelink Adminstrator via e- mail. For more information about using the online help, see Accessing Online Help, page Livelink QuickStart for Users

25 Working with Common Livelink Elements 2. Quick Links Two hyperlinks appear below each global menu, and are used as shortcuts to a global menu item. 3. Add New Item Menu This menu appears in every Workspace or container where you have the Add Item permission. You add items to Livelink by choosing them on this menu. You can also add Folders and Documents by clicking the Add Document icons next to the Add New Item menu. 4. Functions Icon and Add Folder This icon appears beside every item and enables you to perform operations on the item based on your permissions. For more information about the items you can perform using the Functions icon, see Using the Functions Icon, page Multiple Browse Views Multi-Browse views enable you to change your default view of items in Folders, Compound Documents, and the Personal, Enterprise, and Project Workspaces. For more information about Multiple Browse Views, see Working With Different Views, page The Search Bar You can locate items anywhere in Livelink by typing a word or phrase in the Search Livelink text field, and then clicking the Go button. For more information about searching in Livelink, see Searching Livelink, page Navigation Systems The following types of navigation systems are available: Drop-down List, shows the system path to an item in a drop-down list, and appears by default. You can navigate to a level above your current location by clicking the Up One Level icon location in the drop-down list., or you can move to a higher level by clicking a Hyperlink Trail, shows the system path to an item in a "trail" that includes the item's name, its associated image, and a Functions icon. You can navigate to levels above your current location by clicking a link in the trail. Note The Administrator sets the navigation system for the entire Livelink community. If the Administrator allows users to override the navigation system, you can choose either navigation style on the My General Settings page. Working with Livelink 17

26 Working with Common Livelink Elements 8. Featured Items Featured Items appear in a separate section. If you are inside a Project, Sub-Projects will appear in the location where Featured items normally appear, and the section will be titled Sub-Projects. For more information about Featured items, see Classifying Featured Items, page Hyperlinked Item Names Every Livelink item name is linked, which enables you to browse a container or open an item to view its contents. Keyboard Accessible Menus You can also use a keyboard accessible menu to navigate through Livelink. This type of menu enables you to move through Livelink using your keyboard s up and down arrows instead of clicking icons and hyperlinks. To learn how to enable keyboard accessible menus, see Changing your General Settings, page 4. Working With Different Views Multi-Browse functionality enables you to change the way items appear in the Personal, Project, and Enterprise Workspaces, and in Folders and Compound Documents. You can change the default view for all of Livelink on the My General Settings page, for more information, see Changing your General Settings, page 4. You can modify the view for individual pages, by clicking one of the following buttons: Detail View, displays icons in a list and includes additional information such as an item s name, size, and modified date (which you can sort by clicking the appropriate column headings). When you are in Detail View, you can copy, move, and delete multiple items, and show item descriptions. Large Icon View, displays lare icons in four columns. The item s name appears under its icon with the Functions icon, and if applicable, the New icons. and Modified Small Icon View, displays small icons in two columns. The item s name appears under its icon with the Functions icon, and if applicable, the New icons. and Modified 18 Livelink QuickStart for Users

27 Working with Common Livelink Elements Working with Livelink items Table 2-1 provides a list of item s and thier associated icons that are common throughout Livelink Workspaces. Table 2-1: Livelink Items and Icons Icon Icon Name Description Modified Icon Indicates a recently changed item New Icon Indicates a recently added item Up One Level Icon Alias Icon Generation Icon Personal Volume Icon Enables you to navigate to higher levels in the Livelink hierarchy Indicates the item is an Alias (or shortcut) to the original item Identifies the item as a Generation (locked version) Identifies the location or container as your Personal Workspace or Ascending or Enables you to sort items in ascending or Descending Sort Icon descending order (alphabetical and numerical) Reserved Icon Paperclip Icon Folder Indicates an item is reserved Indicates an attachment A container that stores Livelink items Text Document Microsoft Word Document Microsoft Excel Spreadsheet HTML Document Compound Document URL Channel News Item An unformatted Text Document A Microsoft Word document A Microsoft Excel document An HTML document A container that stores multiple Documents (such as chapters of a book), Aliases, Generations, and other Compound Documents in sequential order A Web page s address A container for storing and publishing news items An article published by means of a Channel or News Player Working with Livelink 19

28 Working with Common Livelink Elements Table 2-1: Livelink Items and Icons Icon Icon Name Description Project Discussion Topic A Workspace for teams to share information A set of related Topics and Replies about a particular subject The beginning of a thread in a Discussion Reply Task List Task Workflow Map Query Snapshot Category LiveReport The continuation of a thread in a Discussion A group of Tasks An assigment for a Livelink user or group A structured work process A stored set of search criteria that can be reexecuted A stored set of search results. Displaying the Snapshot does not re-execute the search that produced it. A container that stores attribute values A report that lists statistics and other information about the Livelink database. LiveReports are generated by SQL commands that return information about the data stored in the database. Classifying Featured Items When you want Livelink items to stand out, you can specify them as Featured items. These items appear above the other items in a separate section. Featured items display as large icons and are arranged into four columns, except in Sub-Projects, where the item displays as a small Icon. You can add Featured Items to any Livelink Workspace, Folder, or Compound Document. To add a Featured item: 1. Do one of the following: Click the Edit icon in the upper right corner of the page. Click an item s Functions icon, and then choose Configure. 2. Click the Featured radio button for each item you want to classify as Featured, and then click the Update button. 20 Livelink QuickStart for Users

29 Working with Common Livelink Elements Moving, Copying, and Deleting Livelink Items You can modify single items by clicking an item s Functions icon, and then choosing Move, Copy, or Delete. If you are in the Detail View, you can modify multiple items at one time by selecting the check box next to each item you want to modify, and then clicking the Move, Copy, or Delete button. Using the Functions Icon The Functions icon is a menu that is located next to every Livelink item. The functions that can be performed vary, depending on the Livelink item type and the permissions you have on the item. For more information, including descriptions of functions not described in this guide, see the Livelink User Online Help. If you use Livelink on a Macintosh computer, see the topic Info for Macintosh Users, in the Livelink User Online Help. You can perform the same functions on many Livelink items. This section uses Documents as the primary example. Viewing an Item When you view an item in Livelink, you see an HTML version of it generated by Livelink. For this reason, certain formatting attributes of the original Document may be lost. However, viewing is often the quickest way to view a Document s content. To view a Document: 1. Click the Document s name. Livelink converts the Document to HTML format and displays it in your browser window. 2. To return to the previous page, click the browser s Back button. Note Fetching an Item If the message Unable to convert displays, the file may be in a format that Livelink cannot display. In this case, try fetching the Document, as described in the following section. Fetching allows you to open or save a Document from Livelink using its native application. The way your Web browser handles a Document that you fetch depends on the file s format and the settings of your Web browser. If you experience problems fetching items, contact your Livelink Administrator. Note To fetch a Document: For some Document types, Microsoft Internet Explorer opens the Document in a formatted browser window instead of its native application. 1. Click the Document s Functions icon, and then choose Fetch. Working with Livelink 21

30 Working with Common Livelink Elements Downloading an Item To download a Document: 1. Click the Document s Functions icon, and then choose Download. 2. In the File Download window, do one of the following: To open the Document without saving, click the Open button. To save the Document to your computer, click the Save button, navigate to the location you want the Document saved, and then click Save. Reserving an Item When several Livelink users work with the same item, the reserve function prevents them from revising it at the same time. If you have the Reserve permission, you can reserve Documents, Compound Documents, and Workflows. You can reserve these items individually or by group name. When you reserve an item, you can download a copy to your local computer. When an item is reserved, others can still view, fetch, or download it, but they cannot add a new version to Livelink. Only the Livelink user or group who has the item reserved can unreserve it or add a new version of it to Livelink. The reserved icon appears next to the Document, indicating that it is reserved. On the Document s General Info page, the Reserved by field contains the Livelink user or group name under which it is reserved. To reserve a Document: 1. Click the Document s Functions icon, and then choose Reserve. 2. Click the name of the Livelink user or group that is reserving the Document in the Reserve By field. 3. Click the Download link to download a copy of the Document. 4. Click the Submit button. 22 Livelink QuickStart for Users

31 Working with Common Livelink Elements Unreserving an Item If you made changes to the item while it was reserved, you can add the revised version to Livelink when you unreserve it. To unreserve a Document: 1. Click the Document s Functions icon, and then choose Unreserve. 2. To add a new version of the Document, select the Add New Version check box, and then do the following: To add a description for the new version, type it in the Description field. Click the Browse button, navigate to the Document you are uploading, and then click the Open button. To modify the Categories or Attributes associated with the Document, click the Edit button. For more information about Categories and Attributes, see the Livelink User Online Help. 3. Click the Submit button. Rating an Item Recommendations and ratings help you locate and retrieve information in Livelink. They also give you a method with which to provide feedback about the information you find. To rate a Document: 1. In the Enterprise Workspace, click a Document s Functions icon, and then choose Rate It. 2. On the Ratings Info page, click a rating for the Document in the Rating drop-down list. 3. To include a comment with your rating, type it in the Comment field. 4. To include an explanation with your rating, type it in the Explanation field. Working with Livelink 23

32 Working with Common Livelink Elements 5. Click the Submit button. Tip You can also access the Ratings Info page by clicking a Document s Functions icon, choosing Info, and then choosing Ratings. Viewing Information about an Item Information about every Livelink item appears on the item s Info pages. To access an Info page, click an item s Functions icon, choose Info, and then choose the info type you want to view. Once you access an Info page, click a tab to view another type of information. Info Types An item s Info page contains several tabs, each containing different types of information. The Info pages for different types of Livelink items vary. Table 2-2 describes the tabs that appear on the Info pages of an item. For more information about Info pages, see the Livelink User Online Help. Table 2-2: Info Page Tabs Info Page General Specific Audit Categories References Versions Description Displays information common to all Livelink item types. If you have the Modify permission for the Document, you can update the Name and Description fields, change where information about the Document appears, and whether or not certain types of information appear at all. Displays information unique to the item type. For a Document, this includes the Current Version number, Max. Versions, and MIME Type fields. The MIME type is stored with every Document in Livelink to tell the browser what type of file it is. If you have the Modify permission for the item, you can update the Max. Versions and MIME Type fields. Displays a log of operations affecting the item, dates when the operations occurred, and displays the name of the user who executed the operation. Typical events include Create, View, and Version Fetched. Your Livelink Administrator configures all audit settings. Lists the custom Categories that are applied to this item. Your Livelink Administrator defines each Category by adding one or more attributes to it. Lists an item s aliases and generations.an alias is a shortcut to an item stored n Livelink. A generation is a locked version of an item. You cannot revise or delete a generation. Lists information about each of an item s versions. By default, Livelink saves all versions of items added to Livelink. If you have the Delete Versions permission for an item, you can specify a maximum number of versions to keep, and Livelink will purge the older versions. 24 Livelink QuickStart for Users

33 Searching Livelink Searching Livelink You search Livelink to locate Documents, Folders, and other Livelink items. Your search can be as basic as finding similar items in a Workspace, or it can be constructed as a query, which is a set of search criteria that contains keywords, a complex query constructed with the Livelink Query Language, a question (natural language query), or any combination of these. For more information about queries, see the Livelink User Online Help. You access Livelink Search on the Search bar, which appears on most Livelink pages, or on the Livelink Search page. The Search bar allows you to execute a simple search, while the Search page allows you to build a more complex query. Note Basic Searching When you perform a search, the results are filtered so only the items for which you have the permissions to view appear on the Search Results page. Finding items that are similar to another item in a Workspace or on the Search Result page is the simplest way to search Livelink. When you search for similar items, Livelink returns a list of items that contain all or any of the five most unique key phrases (recurring words and word combinations) of the original item. If the original item has no key phrases, Livelink returns a list of the items that contain all or any of the words from the title of the original item. Note To find a similar item: Finding items that are similar to another item in a Workspace may produce different results than searching for items that are similar to another item on the Search Result page. Click the Functions icon, and then choose Find Similar. To search Livelink from the Search bar: 1. Type the term or phrase you want to search for in the Search Livelink release number for field. 2. Click the name of the index you want to search in the drop-down list. 3. Click the Go button. Advanced Searching For more information about advanced searching, see the Livelink User Online Help. To search Livelink from the Livelink Search page: 1. Do one of the following: Choose Search on the Tools menu. Click the Advanced link on any Livelink Search bar. Working with Livelink 25

34 Searching Livelink 2. To change the way your search results display, click the Display Options button, modify any options, and then click the Save button. 3. To type search criteria in the form of a question, click the Natural Language Query link. 4. To choose a slice (subset of the index) to search, click the Scope link. If you do not specify a slice, Livelink searches the current version of all items in the Enterprise Index. The list of available slices may include the following, plus any custom slices created by your Administrator. Enterprise, which searches the most recent version of all items in the entire Enterprise Workspace. Enterprise [All Versions], which searches all versions of all items in the entire Enterprise Workspace. Help, which searches the Livelink User Online Help. 5. To see the lists and fields for searching system attributes, and to choose the search criteria from these fields, click the System Attributes link. Attributes are metadata, they contain information about Livelink items, such as the user name of the owner of an item or the date that the item was created. 6. To see the Custom Categories lists and fields of search criteria, click the Categories link, click a Category in the drop-down list, and then choose a Category from the drop-down list below it. 7. To search for XML content and select an XML DTD (document type definition) that specifies the regions you want to search, click the XML Types link. 8. To specify the method in which Livelink resolves your query, click a method in the Look For drop-down list. 9. To expand your query, click a modifier in the Modifier drop-down list. 26 Livelink QuickStart for Users

35 Searching Livelink 10. To minimize your query by searching only content (the information contained within items, such as the text of a Document) or metadata, click a search item in the Within drop-down list. 11. Type words or other search criteria in the Search field. 12. Click the Search button. The Search Result page displays the results ranked in order of relevance. You can view the items on a Search Result page by clicking its link. You can perform other functions the items by clicking an items Functions icon. Working with Livelink 27

36 Searching Livelink 28 Livelink QuickStart for Users

37 Chapter 3 Understanding Permissions Permissions are the rules that define which users have access to different items in Livelink. Your permissions, as an individual user or a member of a group, determine if you can see and open, modify, delete, or change the permissions on certain items. By defining the appropriate permissions for your system s users and groups, the information inside Livelink is protected. Note Like permissions, privileges also define what a user can do in Livelink. However, permissions govern access to individual items, privileges apply to the Livelink system as a whole. For example, the ability to log in to Livelink is a privilege, as is the ability to add new users. Understanding Permissions 29

38 Defining Permissions Defining Permissions Every item in Livelink has a record stored in the Access Control List (ACL). An item s ACL determines which Livelink users and groups can access the item.when the user accesses the item, the ACL defines the user s permissions for the item. Most often, the ACL of an item is based on the permissions of the container to which it is added. Initially, every item stored in Livelink has the following permissions: Owner, the user that initially added the item to Livelink. Ownership of an item can transfer from one user or group to another. Owner Group, the item owner s default group. Public Access, specified when a user is created. If an item is Public Access Enabled, all users with the Public Access permission can view the item. You can modify an item s Public Access status on the Permissions page. You can access the ACL for an item on its Permissions page, which lists the users and groups that have access to the item. When you click a user or group s link, you can see the specific permissions for that user or group, as shown in Figure 3-a. To view an item s Permissions page: Click the Functions icon, and then choose Permissions. Note You can only access this page if you have the Edit Permissions permission. Figure 3-a: The Permissions page. 30 Livelink QuickStart for Users

39 Defining Permissions Basic Work Item Permissions Basic Work Item permissions apply to Channels, Discussions, and Task Lists. The items that reside in these containers News, Topics and Replies, and Tasks do not have their own permissions; they inherit their permissions from the container in which they reside. Table 3-1 describes the four Work Item permissions that apply to Channels, Discussions, and Task Lists: Table 3-1: Basic Work Item Permissions Permission None Read Write Administer Note Description You cannot see the item anywhere in Livelink (including a Livelink Search). You can view the item. You can view and edit the item. You have full access to the item, including read, write, and delete capabilities. You can also edit the item s permissions. Permissions for Task Lists behave in a slightly different manner than Channels or Discussions. For more information about Task List permissions, see the Livelink User Online Help. Document Management Permissions Document Management permissions are more complex than Work Item permissions because permissions vary between different Document Management items. Document Management permissions apply to Documents, Compound Documents, Folders, URLS, Polls, Queries, Forms, Workflow Maps, Aliases, LiveReports, and Generations. Table 3-2 describes the different types of Document Management permissions: Table 3-2: Document Management Permissions Permission See See Contents Modify Edit Permissions Edit Attributes Add Items Description You can see an item inside a container, but cannot access its contents. You can see the item and its contents. You can rename the item and modify some of its properties. You can change other users and groups permissions on items. You can assign a Category to an item, modify that Category, and modify its Attributes. You can add items to a container. This permission is only available for container items, such as Folders and Compound Documents. Understanding Permissions 31

40 Defining Permissions Table 3-2: Document Management Permissions Permission Delete Versions Delete Reserve Description You can delete versions of the item. The Delete Versions permission is only available for items that have Versions, such as Documents, Compound Documents, Workflow Maps, Categories, and Project Templates. You can delete the item. You can reserve, modify, and unreserve an item. You can also add versions to the items you unreserve. This permission is only available for items that can be reserved. All Document Management permissions are nested within the See permission, which means that if you do not have the See permission, you cannot perform any other functions. Similiarly, the Edit Permissions, Edit Attributes, Add Items, and Delete Versions permissions are nested within the Modify permission, and the Delete and Reserve permissions are nested within the Delete Versions permission. Figure 3-b: Hierarchy of Document Management Permissions Role-based Permissions Role-based permissions apply to certain roles in a Project, such as Coordinators, Members, or Guests. Each role has set of specific functions that they can perform. For more information about Project roles, see Project Roles, page Livelink QuickStart for Users