Webtop User Guide Version 5.3 SP2 January 2006

Transcription

1 Webtop User Guide Version 5.3 SP2 January 2006

2 Copyright EMC Corporation. All rights reserved.

3 Table of Contents Preface Chapter 1 Introduction to WDK-based Applications What is a WDK-based application? What is a repository? What is your checkout directory? What is a workflow? What is your inbox? What is a document lifecycle? What is a permission set? Chapter 2 Using the Interface Logging in and logging out Logging in Logging into additional repositories Logging out Changing your password Using the additional accessibility options Streamline and Classic views Nodes Performing actions Navigating a repository The navigation path Choosing what fields appear on a page Finding an item in a list Setting the number of items per page Jumping to an item in a list Filtering a list Sorting a list Selecting which columns appear in a list Using thumbnails as a visual cue Choosing an item on a selection page Dragging and dropping Opening a new window Viewing messages Viewing job status (task status) Viewing your WDK-app product information Chapter 3 Searching Configuring external searches Webtop User Guide 3

4 Table of Contents Running a simple search Using quotes and operators to narrow a search Running an advanced search Search results Saving a search Running a saved search Managing your saved searches Chapter 4 Setting Preferences Setting general preferences Setting column preferences Setting virtual document preferences Setting login preferences Setting favorite repositories Setting search sources Setting formats Chapter 5 Working with Cabinets, Folders and Files Creating cabinets, folders and files Creating a new cabinet Creating a new folder Creating a new document Checking out and editing files How checking out and editing works The checkout directory Checking out and editing a file Checking in a file Canceling checkout Locating recently used files Accessing your checked-out files Viewing a file as read only Viewing all locations to which an item is linked Importing Exporting Deleting Using the clipboard Moving an item Copying an item Linking items and opening links Linking an item to multiple locations in the repository Creating a shortcut from outside the repository to an item within it Sending a link via Opening a link in an Subscribing to an item Chapter 6 Working with Properties Setting properties Viewing history Webtop User Guide

5 Table of Contents Setting a retention date Chapter 7 Working with Taxonomies and Categories Taxonomies overview Submitting an item for categorization Creating a category Navigating categories Chapter 8 Working with Versions Versions overview Viewing versions Chapter 9 Working with Renditions and Transformations Working with renditions Renditions Overview Viewing Renditions Importing a Rendition Working with Transformations Transformations Overview Transforming a Document to PDF or HTML Format Creating a Rendition Through Transformation Creating a Related Object through Transformation Viewing Transformation Properties Removing a Saved Transformation Chapter 10 Working with Replicas and Shortcuts Replicas Shortcuts (references) Chapter 11 Working with Relationships Chapter 12 Working with Virtual Documents What is a virtual document? Viewing the structure of a virtual document Viewing the content in a virtual document Creating a virtual document Working with descendants Adding a descendant Removing a descendant Moving and reordering descendants Fixing a descendant to a version Converting a virtual document to a simple document Modifying a version label Working with snapshots Creating a snapshot Freezing a snapshot Unfreezing a snapshot Viewing a snapshot Chapter 13 Annotating PDF Documents Webtop User Guide 5

6 Table of Contents Chapter 14 Working with Forms Creating a form Opening a form Entering data in a form Formatting the content in a form Chapter 15 Working with Collaborative Services Collaborative Services overview Rooms Discussions Notes Contextual folders and cabinets Rich text editor Working with rooms Visiting a room Linking to a Room About objects governed by rooms Ungoverning objects from a Room Creating a room Editing the properties of a room About room membership Managing room membership Copying a room Moving or linking to a room Deleting a room Working with discussions Viewing discussions Adding and editing comments Deleting comments Discussions in search results Working with notes Notes in search results Working with contextual folders and cabinets Creating a contextual folder Contextual folders and cabinets in search results Working with the Rich Text Editor Adding content to the RTE The RTE toolbar Chapter 16 Starting Work ows and Performing Tasks Workflows overview Attached files Opening a task or notification from your Inbox Accepting a task Completing a task Getting your next work queue task Rejecting a task Reassigning a task Repeating a task Changing your availability Starting a workflow Webtop User Guide

7 Table of Contents Sending a quickflow Chapter 17 Managing Work ows Viewing workflows Viewing audit events Viewing reports Saving workflow information Changing the workflow supervisor Pausing a workflow Resuming a paused workflow Terminating a workflow Processing a failed task Creating a workflow template Chapter 18 Using and Managing Work Queues Work queues overview Setting up queue management Sequence for setting up your first work queues Creating a queue category Creating or modifying a queue policy Creating a work queue Managing work queues Monitoring and updating active queues Assigning a work queue task to a specific user Unassigning a work queue task from a user Moving a work queue task to another work queue Suspending a work queue task Unsuspending a work queue task Adding a user or group to a work queue Removing a user or group from a work queue Updating the user profile in a work queue Chapter 19 Working with Lifecycles Lifecycles overview Promoting an item Demoting an item Assigning a lifecycle Removing a lifecycle Suspending an item Resuming a suspended item Chapter 20 Accessing Administrative Tools Chapter 21 Creating Document Templates Chapter 22 Managing Permission Sets Permissions overview Permissions Access levels Webtop User Guide 7

8 Table of Contents Extended permissions Additional access control entries Folder security Default alias sets Viewing a permission set Viewing where a permission set is used Creating a permission set Editing permissions in the Permissions tab Modifying a permission set Setting permissions for an object Deleting a permission set Chapter 23 Managing Users, Groups, and Roles Users Locating users Setting the default permissions for the cabinet of a new user Creating or modifying users Creating users Creating global users User properties Importing users Import user properties Deleting users Reassigning objects to another user Changing the home repository of a user Making a user active or inactive Modifying users Viewing groups, workflows, alias sets, permission sets, and documents of a user Viewing or deleting change home repository logs Viewing user reassign logs Rename reports Groups About dynamic groups Locating groups Viewing where a group is used Creating or modifying groups Creating groups Modifying or viewing groups Adding users, groups, or roles to a group Removing users from a group Deleting groups Reassigning the objects owned by a group Viewing group reassign logs Group properties Roles Creating or modifying roles Creating roles Adding users, groups, or roles to a role Modifying roles Reassigning roles Deleting roles Role properties Appendix A Webtop Icons Webtop User Guide

9 Table of Contents Icons common to WDK applications Webtop User Guide 9

10 Table of Contents List of Figures Figure 2 1. Streamline view Figure 2 2. Classic view Figure 2 3. Nodes common to all WDK-based applications Figure 2 4. Navigation path Figure 2 5. Selection page Figure 2 6. Selection page with area for adding your selections Figure 5 1. Importing files and folders Figure 8 1. Versioning Figure VDM in the Streamline view Figure VDM in the Classic view Figure Repository members in relation to room members, groups, and roles Figure Integration of a workflow and lifecycle Webtop User Guide

11 Table of Contents List of Tables Table Formatting buttons in a form Table Access levels Table Extended permissions Table Additional access control entries Table Permissions required under folder security Table Properties of a user Table Import user properties Table Privileges for creating or modifying groups Table Properties of a group Table Properties of a role Webtop User Guide 11

12 Table of Contents 12 Webtop User Guide

13 Preface This guide explains how to use EMC Documentum Webtop. This guide describes the behavior of the default Webtop interface. Your installation might be customized. If so, the interface items you see might not correspond to those described in this manual. Revision history Revision Date January 2006 Description Initial release of this guide To download related documentation, go to the support area of Webtop User Guide 13

14 Preface 14 Webtop User Guide

15 Chapter 1 Introduction to WDK-based Applications This section gives an overview of the following: What is a WDK-based application?, page 15 What is a repository?, page 15 What is your checkout directory?, page 17 What is a workflow?, page 17 What is your inbox?, page 17 What is a document lifecycle?, page 18 What is a permission set?, page 18 What is a WDK-based application? A WDK-based application is built on WDK (Web Development Kit) functionality. A WDK-based application lets you access an EMC Documentum repository over the web. Webtop is a WDK-based application. WDK functionality lets you access, edit, and manage content in multiple repositories. WDK functionality lets you distribute content through automated business processes, restrict access to content according to permission sets, and assign version numbers to content to help keep track of revisions. What is a repository? A repository is a virtual storehouse for the content you work on and share with other employees. Each repository provides security, tools, and processes for sharing content Webtop User Guide 15

16 Introduction to WDK-based Applications among many users. Processes control the automated routing of content and assign document lifecycles to content. Processes allow you to create, edit, and forward content regardless of your technical expertise. A repository stores two kinds of information for a content file: The content, which is the text, graphics, sound, video, binary content, or other content that makes up the file. The properties, which are descriptive characteristics about the file, such as creation date, author, version number, and other information. Property values can only be edited by the file s creator or a user with high enough security settings. The highest level of organization in a repository is the repository s nodes. The nodes provide access to different repository functions and to different ways to organize a repository s content. All content in a repository can be accessed through the repository s Cabinets node, which organizes the content into cabinets and cabinet folders. Other nodes provide other organizational schemes for giving you access to content, such as according to the files you use most often, the files you have used recently, or other schemes configured by your organization. In each repository, you have your own home cabinet, with your name on it. Only you can see or access your home cabinet. Your home cabinet is where you store personal documents. In each repository, you have your own Inbox. Your Inbox displays tasks that have been assigned to you and displays any notifications you have requested when specific actions occur. When you want to modify a file, you check it out from the repository. This locks the file so only you can modify it. Other users can view it but cannot make changes to it. When you complete your changes to the file, you can check it back into the repository, which replaces the previous version of the file in the repository with the updated one. Checking in also unlocks the file so that other users can modify it. When you create a file in the repository, Webtop gives it a version number. A new file is assigned the version number 1.0. Webtop automatically increments the version number by a decimal point every time you check out the file and then check it back in. You can select not to increment, keeping the same version number and overwriting the existing version. In addition to content, a repository also stores other items, such as workflows (the automated sequences for routing files), permission sets, and user profiles. Every item in a repository whether content or not is stored as a repository object with a defined object type. Content files typically have an object type of dm_document. The object type determines the types of properties associated with the object. The content in a repository is managed by the Documentum Content Server. 16 Webtop User Guide

17 Introduction to WDK-based Applications What is your checkout directory? When you check out files from a repository, Webtop downloads the files to a location on your computer. This location is your checkout directory. You can open, edit, and close the file directly from your checkout directory, whether or not you are connected to the repository. When you are ready to save the file back to the repository, you check it back in. By default, your checkout directory is in one of the following locations: On Windows operating systems: //Documentum/Checkout On Macintosh operating systems: Root:Users:user_name:Documentum:Checkout Your can change the location of your checkout directory in your Webtop preferences. In some cases, when you check out a file, Webtop might not copy it to your computer but instead stream it to your computer. Whether this happens depends on the file s editing application. If Webtop streams the file to your computer, it is not saved to your local machine. For more information on checking out files, refer to the section of this guide on Checking Out and Editing Files. What is a work ow? A workflow is a process that electronically passes documents and instructions from user to user. For example, an employee might initiate a travel expense report; another employee might review it and return it for revision; and a third employee might approve it. A workflow automates the process, ensuring that the right file goes to the right people in the right order. To start a workflow, you choose the workflow template that specifies the sequence of tasks you want performed. The template might specify the users to perform each task or might let you specify the users. The template might include automatic tasks, which are tasks the system performs before sending the workflow to the next user. What is your inbox? Your Inbox contains the tasks and notifications sent to you. Tasks are electronic assignments sent to you as part of a workflow. When you receive a task, you choose Webtop User Guide 17

18 Introduction to WDK-based Applications whether to accept it or reject it. When you complete a task, you forward it. The workflow notifies the next user in sequence. Tasks can include attached files. Notifications are messages letting you know when a specific action has occurred on a document. You choose to be notified about certain events by selecting the appropriate notification option in the document s properties. In a repository federation, you have one Inbox for the whole federation. What is a document lifecycle? A document lifecycle is a sequence of states a file goes through between its creation and expiration. When you create a file, the system assigns a document lifecycle to the file and puts the file into the first state in the lifecycle. Typical lifecycle states include WIP (Work In Progress), indicating a document is in its draft phase, and Staging, indicating a document is complete and ready for approvals. By default, Webtop does not let you make changes to an item that is in the Staging lifecycle state. A file advances through its lifecycle states through either manual or automatic promotion. Typically, a document lifecycle is incorporated into a workflow, and you are alerted to your role in a file s lifecycle when a workflow task appears in your Inbox. What is a permission set? A permission set determines who can access a particular item in a repository. Each item in the repository has an associated permission set, determining who can access the item and what actions each user with access can perform. Your access to a repository item is determined by the permission set assigned to the item. A permission set lists the users and groups who have access. The permission set assigns one of the following seven access levels to each user and group listed. Each access level includes all the permissions of the preceding levels: None: No access to the item. Browse: Users can view the item s properties (but not its content). Read: Users can view the item s content. Relate: Users can annotate the item. Version: Users can modify and check in new versions of the item. Write: Users can modify and check in the item as the same version. 18 Webtop User Guide

19 Introduction to WDK-based Applications Delete: Users can delete items. Webtop User Guide 19

20 Introduction to WDK-based Applications 20 Webtop User Guide

21 Chapter 2 Using the Interface This section describes the following: Logging in and logging out, page 21 Streamline and Classic views, page 25 Nodes, page 27 Performing actions, page 29 Navigating a repository, page 31 The navigation path, page 32 Choosing what fields appear on a page, page 32 Finding an item in a list, page 33 Choosing an item on a selection page, page 36 Dragging and dropping, page 38 Opening a new window, page 39 Viewing messages, page 39 Viewing job status (task status), page 40 Viewing your WDK-app product information, page 40 Logging in and logging out This section describes the following: Logging in, page 22 Logging into additional repositories, page 23 Logging out, page 24 Changing your password, page 24 Using the additional accessibility options, page 24 Webtop User Guide 21

22 Using the Interface Logging in To log in, you must have the following information: Webtop URL Name of the repository you are logging into Your user name and password for the repository If applicable: the network location from which you are accessing Webtop If applicable: the Windows NT domain name for the repository If applicable: the language of the application that you are running If you do not have the information, ask your administrator. To log in: 1. In your browser, type in the Webtop URL in the appropriate address/location field and press Enter or click Go. One of the following happens: If you saved your credentials via Webtop or if you use another type of automated authentication, then Webtop automatically logs you in. Skip the rest of this procedure. You can delete saved credentials in your Webtop Preferences. If you did not save credentials the last time you logged in, the Login page appears. Continue with the rest of this procedure. 2. In the Login Name field, type your user name for the repository you are logging into. User names are case-sensitive. 3. In the Password field, type your password for the repository you are logging into. Passwords are case-sensitive. 4. In the Repository list, select the repository. 5. If the Location list is available, select the location on your organization s network from which you are accessing Webtop. This is available if your organization s network uses distributed content stores. This allows Webtop to access content from the nearest storage area in the network. Depending on your organization s setup, this location might be a fixed value. 6. To have your local computer log you in automatically the next time you access Webtop, select Remember my credentials for next time?. If you select this, then you will not see a Login page the next time you access Webtop. You will be logged in automatically. You can delete your saved credentials in Preferences. (You might want to do this to again access the More Options link when logging in.) 22 Webtop User Guide

23 Using the Interface The credentials are saved in a cookie on the computer from which you are accessing Webtop. If you delete this cookie or log in from a different computer, you will have to type your credentials the next time you log in. 7. To enter other login information, click More Options and enter or select any of the following: Domain A Windows NT domain name. Language The language used on Webtop pages. Additional Accessibility Options Select this to use the accessibility features. For more information on accessibility features, refer to Using the additional accessibility options, page 24. Change Password Click this to change your password. For more information, refer to Changing your password, page 24. If LDAP user authentication is used, you cannot change your password from this page. A system administrator must change your password on the LDAP server. 8. Click Login. Logging into additional repositories If your organization has multiple repositories, you can log into multiple repositories during your Webtop session. To log into a new repository: 1. Do one of the following, depending on the options available: In the Repository list at the upper right side of the page, select the repository or select Add Repository. In the left pane (if available), select the repository or click Add Repository. 2. If you selected Add Repository, select a repository and click OK. 3. Type your user name and password for the repository. 4. Click Login. Webtop User Guide 23

24 Using the Interface Logging out To log out: 1. Do one of the following: At the top of the page, click Logout. Select File>Logout. Changing your password Note that if LDAP user authentication is used, you cannot change your password from this page. A system administrator must change your password on the LDAP server. To change your password: 1. On the login page, click More Options. 2. Click Change Password. 3. In the Current Password field, type your current password. 4. In the New Password and Confirm New Password fields, type the new password. It is good practice to use a password that consists a mixture of letters and numbers. 5. Click Change Password. Using the additional accessibility options If available, the accessibility mode provides an alternate way to use the interface. The accessibility mode provides lists instead of menus and provides added descriptive text. The accessibility mode provides linear navigation, tab navigation, and ALT tags with descriptions of elements. Note: The accessibility options are not supported in Documentum Administrator. To use the accessibility mode: 1. In the Login Name field, type your case-sensitive user name. 2. In the Password field, type your case-sensitive password. 3. In the Repositories field, select the repository. 4. Click More Options. 24 Webtop User Guide

25 Using the Interface IMPORTANT: If you have saved your login credentials (using Remember my credentials for next time), then you will not see the Login page. To see the Login page, you must first either delete your saved credentials in Preferences or delete the computer cookie that contains your saved credentials. 5. Select Additional Accessibility Options. 6. Click Login. Known issues in the accessibility mode: For linear navigation, you must use the Classic view. Large numbers of frames. Screen readers with frame navigation features help in dealing with this problem. Drop-list form control causes immediate navigation. JAWS users can use ALT+up/down arrow to avoid immediate navigation. Refreshing returns you to the top level of your home node. Components developed or modified by a third party might not be accessible. Streamline and Classic views There are two different views: the Streamline view and the Classic view. The Streamline view gives access to most commonly used functions. In the Streamline view, you process items one item at a time. Webtop User Guide 25

26 Using the Interface Figure 2-1. Streamline view The Classic view includes the menu bar and gives you access to all the functions in Webtop, depending on your permissions (your access to certain functions might be limited by your permission levels). The Classic view allows you to process multiple items at once. Administrative functions are available through the Classic view. You can resize the left and right panes in the Classic view by clicking the bar between them, holding down your mouse button, dragging the bar to the right or left, and letting go of the mouse button. 26 Webtop User Guide

27 Using the Interface Figure 2-2. Classic view You can change views at any time. Webtop maintains your location in the repository. If a location is not available from the new view, Webtop displays your default page. (You can set your default page in your Preferences.) To switch between views: 1. At the bottom of the page, click either Streamline or Classic. Nodes The top level of a repository consists of the different nodes that give you access to the different functions and types of objects in Webtop. To open a node, click it. In the Streamline view, nodes appear as tabs, as shown here: Webtop User Guide 27

28 Using the Interface If the size of your window is too small to display all the tabs, arrows appear, as shown here: In the Classic view, nodes appear as a navigation tree in the left pane. The following figure shows a basic set of nodes. Your application might display more nodes. Figure 2-3. Nodes common to all WDK-based applications A basic WDK installation includes the following default nodes. Your application might include additional nodes: Inbox Displays the tasks and notifications sent to you My Files Displays the files you have recently created, edited or checked out Subscriptions Displays the files and folders to which you want quick access Categories Offers alternate ways of grouping files from the way they are organized in the cabinets. For example, a cabinet might organize files according to how they are structured on a website, but that might not be the most logical way to organize files for internal access by web authors. The categories would let your organization group files according to how the authors would access them, such as according to which department is responsible for certain content. Cabinets Displays the highest level of organization in a repository. Cabinets hold folders and files. 28 Webtop User Guide

29 Using the Interface Home Cabinet Contains your personal documents and folders. Only you can see or access your home cabinet. This is where you store personal documents. Administration (Classic view only) Gives access to system settings and administrative functions. Performing actions In the Streamline view, you perform actions on one item at a time. Actions that apply to the current location appear as hyperlinks above the list of items. Available actions are underlined, as shown here: Actions that apply to a list item appear as hyperlinks next to that item. Available actions are underlined. The More link opens a menu of additional actions. (If you use the accessibility mode, the More link is replaced by the Actions link.) Webtop User Guide 29

30 Using the Interface In the Classic view, you can perform actions on several items at once. To perform an action on one or more items, select the checkboxes for the items, then select the action. The more commonly used actions appear in the toolbar at the top of the page, as shown here: In the Classic view, all available actions appear in the menu bar, just below the toolbar, as shown here: These include actions that apply to both the location and the list items. Available actions are highlighted in the menus. (If you are using the accessibility mode, menus are replaced by the Global Actions and Actions links, which display lists of available actions. In this guide, where a procedure indicates that you should select a menu, you should instead select the appropriate accessibility mode link.) 30 Webtop User Guide

31 Using the Interface Navigating a repository This topic includes two procedures: one for navigating via the Streamline view and one for navigating via the Classic view. Use these procedures when navigating cabinets, taxonomies, or other directory structures. To navigate the repository via the Streamline view: 1. Click the tab corresponding to the node you want to navigate. For example, to navigate the Categories node, click the Categories tab. 2. The next directory level opens. To open a location in the directory (such as a folder), click the location. You can continue drilling down through the directory structure by continuing to click locations until you find the item you are looking for. 3. To go back to a higher level in the directory structure, do one of the following: In the navigation path at the top of the page, click the directory location you want to go to. To go to the top level of a node, click the node. To navigate a repository via the Classic view: In the Classic view, the left pane displays a directory tree showing you the repository s directory structure. The right pane displays the contents of the item selected in the left pane. 1. To expand an item in the left pane, click its plus sign (+). The item expands in the left pane to display the next level of folders and nodes contained within it. When you click the plus sign, the display in the right pane does not change. To change the display in the right pane, you must click the item itself. If a folder contains more than 50 subfolders, it does not immediately expand. Instead, Webtop displays a number, telling you how many subfolders exist. For example, if there were 460 subfolders, Webtop would display 460 folders. You can display the subfolders in the left pane, by clicking this number. Or, you can click the name of the parent folder in the left pane to display the list of subfolders in the right pane. If you navigate to a subfolder in the right pane, the subfolder s name is added to the tree in the left pane, but the tree is not expanded. The numerical designation changes to tell you how many folders are still undisplayed. 2. To collapse an item in the left pane, click item s minus sign (-). 3. To go back to a higher level in the directory, do one of the following: In the left pane, click the location you want to go to. In the navigation path at the top of the page, click the location you want to go to. Webtop User Guide 31

32 Using the Interface The navigation path As you open directories or perform actions, a path appears at the top of the page showing you the location to which you have navigated or the action you are viewing. You can click any folder in the path to return to that location. The following figure shows the navigation path and the available actions within the location to which you have navigated. Figure 2-4. Navigation path Choosing what elds appear on a page When displaying an object s properties, users with administrative privileges can sometimes display additional fields on a page. If a page displays the [+] Show Options link, or the [+] Show More link you can select the link to show additional properties or options. To see the complete list of properties associated with the object type you can select the Show All Properties checkbox. The displayed properties vary, depending on the object type of the source document. The fields are editable if applicable. For detailed explanations of properties, refer to the description of the object type in the Content Server Object Reference Manual. To hide additional fields or options, select [-] Hide Options or [-] Hide More link. 32 Webtop User Guide

33 Using the Interface Finding an item in a list This section describes the following: Setting the number of items per page, page 33 Jumping to an item in a list, page 33 Filtering a list, page 34 Sorting a list, page 34 Selecting which columns appear in a list, page 35 Using thumbnails as a visual cue, page 36 Setting 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. For example, if this appears: 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: or To go to the first or last page in the list, click the double arrows: or To go to a specific page number, type the page number in the text field and press Enter. Jumping to an item in a list If the Starts with field appears at the top of a list or directory, you can jump to an item in a list without having to scroll through the whole list: If you type the first few characters in a the file name and then click Go, Webtop jumps to the items in the list that begin with those characters. You can also type a location. This topic includes two procedures: one for jumping to items and the other for jumping to locations. Webtop User Guide 33

34 Using the Interface To locate an item using the Starts With eld: 1. In the Starts with field, type the first few letters of the item name. 2. Click Go. To nd a location using the Starts With eld: 1. In the Starts with field, type all of the path or the start of the path. Use the following syntax: /cabinet_name/folder_path/folder_path/ For example, to jump to a folder named xyz_folder at the top level of a cabinet named abc_cabinet, you would type the following: 2. Click Go. Filtering a list You can use filters to narrow the types of items displayed in a list. If filters are available, they are accessed through either a selection list: or a button:., The Filter button allows you to apply multiple filters at once. For example, you could filter by both status and locale to display files that have both a Staging lifecycle and a French locale. To apply multiple filters at once, click the Filter button to display the available filters. For each available filter, select the value for which you want to filter. Note: If your WDK-based application lets you filter for files on a WIP website, then the resulting display will also include non-wip files. This is intentional behavior. Sorting a list When you sort items in a list, they appear in descending order. To sort items in the Streamline view: 1. To sort, click one of the properties on the Sort by line, as shown here: 34 Webtop User Guide

35 Using the Interface 2. To reverse the sort order, select the property a second time. To sort items in the Classic view: 1. Click a column heading, as shown here: To sort by lock owner, click the key icon: 2. To reverse the sort order, select the column heading a second time. Selecting which columns appear in a list You can select which properties appear in lists and change the order in which the columns for the properties appear. For example, a list might display values for Name, Size, Modified, and Format, as shown here: You could choose to remove Size and add Creator, as shown here: To select which columns appear for a particular view: 1. Navigate to the view. 2. If the Same as Cabinets checkbox appears, you can copy the cabinet s settings by marking the checkbox and skipping the rest of this procedure. 3. Click. 4. To add a property to be displayed as a column, do the following: a. In the Select object type list, select the object type that contains the property you want to display. The properties appear in the Select attributes to display list. To see the properties for all standard object types, select Default Items. Webtop User Guide 35

36 Using the Interface Note: To see the properties for a custom object type, the custom object type must be added to the list by an administrator and then you must select that custom object type in the Select object type list. b. In the Select attributes to display list, select the property you want displayed in a column. c. Click Add. d. Repeat these substeps for as many properties as you want to add. 5. To change the order in which columns are displayed, select a property in the Selected attributes to display as column and click Up or Down, as appropriate. 6. To remove a property that is displayed as a column, select the property in the Selected attributes to display as column and click Remove. 7. When you are done adding and removing properties, click OK. 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. Using thumbnails as a visual cue If configured to do so, Webtop can display thumbnails as visual cues to a file s type or content. For an image file, a thumbnail is usually a smaller rendition of the image. For other types of files, a thumbnail is usually a standard file-type graphic. If configured to do so, Webtop creates thumbnails for new files when they are first created or imported into the repository. Note that the new thumbnail might not appear right away. Thumbnail creation is performed asynchronously, which means the thumbnail might not be immediately available. To display thumbnails in lists: 1. While viewing a list of files, select the Thumbnails checkbox. The checkbox toggles the thumbnail display on and off. Choosing an item on a selection page Certain procedures in Webtop prompt you to choose an item from a selection page (shown below). This procedure describes how to use a selection page. 36 Webtop User Guide

37 Using the Interface Figure 2-5. Selection page To choose an item on a selection page: 1. On the left side of the selection page, click the node you want to browse. 2. In the list, navigate to the desired item. Use standard Webtop navigation. In other words, navigate in the same way you would navigate any other list in Webtop. 3. When you locate the desired item, select the item s checkbox. If allowed, you can select multiple items. 4. If the selection page has an area to the right for adding the selections, then you must move the selections to that area by clicking the right arrow button. You can add multiple selections. If the selection page does not have an area for adding the selections, skip this step. Webtop User Guide 37

38 Using the Interface Figure 2-6. Selection page with area for adding your selections 5. When you are done making your selections, click OK. Dragging and dropping The drag-and-drop feature allows you to grab files or other objects with your mouse and move them to a new location. You perform drag-and-drop either by moving an item from one Webtop window to another Webtop window, or by moving an item from one pane in the Classic view to the other. You can use the drag-and-drop feature to move items from and to the following: From the clipboard to a repository location From any list view (such as a folder list, a category list, or search results) to another location in the repository From a location within a virtual document to another location within the virtual document From a repository to a local file system or vice versa To enable drag-and-drop: 1. Install 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 38 Webtop User Guide

39 Using the Interface To drag and drop an item from one location to another: 1. In either the left pane or the right pane, place your mouse pointer over the item. 2. Click and hold down the right mouse button. 3. While keeping the right mouse button held down, drag the item to a location in the opposite pane. 4. Let go of the right mouse button. 5. If a menu appears, select the desired action. Opening a new window If this option is available in your WDK-based application, then when in a repository, you can open a new, separate window for the repository. You can use this feature if you want to view multiple areas in a repository at the same time, or view multiple repositories at the same time. To open a new window for the current repository: 1. Do one of the following, depending on the options available: Click New Window. Select Tools>New Window. Viewing messages Success messages and error messages are displayed in the status bar at the bottom of the page, as shown here: If a message is longer than the status bar s display area, you can view the full message by clicking the View Messages button in the status bar. This opens the Message Viewer, which displays your recent messages. Webtop User Guide 39

40 Using the Interface Viewing job status (task status) To display the status of background jobs, you click either the Job Status button or Task Status button in the status bar. Which button appears depends on the WDK application you are using. You would view job or task status, for example, if demoting a file is performed asynchronously. To find out if the job has completed, you click the button. The button appears dirty if you have unread status messages reported by an asynchronous task. An animated image appears next to the button if there is an ongoing asynchronous task. To update status, click Refresh. Viewing your WDK-app product information To view the version number and other product information: 1. Select File>About Webtop. 2. To access the EMC or EMC Documentum website, click the appropriate logo. 40 Webtop User Guide

41 Chapter 3 Searching This section describes the following: Configuring external searches, page 41 Running a simple search, page 42 Using quotes and operators to narrow a search, page 42 Running an advanced search, page 43 Search results, page 44 Saving a search, page 45 Running a saved search, page 45 Managing your saved searches, page 46 Con guring external searches In order for users to search external sources, an administrator must configure Webtop s connection to an ECIS search server. If this connection has not been configured, users cannot include external sources in your search. To con gure the connection to an ECIS search server: 1. Navigate to dfc.properties, located in one of the following, depending on the operating system: %DOCUMENTUM%\config\repository_name $DOCUMENTUM/config/repository_name 2. Open dfc.properties in a text editor. 3. Enable the ECIS search server by setting the following: dfc.search.ecis.enable=true 4. Specify the RMI Registry host to connect to ECI Server by setting the following: Webtop User Guide 41

42 Searching dfc.search.ecis.host=localhost dfc.search.ecis.port=port where localhost is IP address or machine name of the ECI Server and where port is the port number Webtop uses to access the ECI server. The default port is Running a simple search A simple search matches your search words against indexed text and against text properties. A simple search looks in the internal and external locations that are designated in your advanced search screen. A simple search returns documents that have at least one of your search words. The search results first display documents that have all your search words and then, second, display documents that do not have all the terms but have at least one. To narrow your search, you can use quotes and operators. For details, see Using quotes and operators to narrow a search, page 42. To perform a simple search: 1. In the Search field at the top of the page, type the text for which to search. To separate text, you type a space. To search for a phrase or for combinations of words, you can use quotes and operators, as described in Using quotes and operators to narrow a search, page Click Go. 3. While the search runs, Webtop displays the first page of results. To view the status of the search, click Processing in the upper right corner of the page. 4. To revise the search and run it again, click Edit Search and then following the instructions in Running an advanced search, page To save the search, click Save Search (for more information see Saving a search, page 45). Using quotes and operators to narrow a search You can use quotes and operators (and, or) to narrow a search. You can use quotes and operators in a simple search (see Running a simple search, page 42) and in the Contains field of an advanced search (see Running an advanced search, page 43). Use quotes and operators as follows: Quotes 42 Webtop User Guide

43 Searching Type quotes around words to return documents that have the exact word or phrase. For example, type "network" to find only those documents that have the word network. The search would leave out documents that have the word networking but that do not have the word network. Or, for example, type "knowledge management" to return documents that have the exact phrase knowledge management. The search would leave out documents that have the words knowledge and management separated. Operators (and, or) Type and to find documents that have both words connected by the and operator. Type or to find documents that have at least one of the words connected by the or operator. When there are three or more values, the order of operations follows the order of definition. Each time you add an operator, the previous operators are grouped together. Running an advanced search An advanced search allows you to select the locations in which to search and to select what properties to search. Depending on your organization s setup, you can search external sources as well as your organization s repositories. To perform an advanced search: 1. Do one of the following, depending on your WDK-based application: In the banner at the top of the Webtop page, click Advanced. In the left pane, click Advanced Search. The Advanced Search page opens displaying the General tab. 2. In the Contains field, type the words for which you want to search. Depending on the repository, this searches against a file s content and some properties. To separate text, type a space. To search for a phrase or for combinations of words, you can use quotes and operators, as described in Using quotes and operators to narrow a search, page In the Locations list, select the locations in which to search. To add locations to the list, click Edit and do the following: a. In the left-hand list, browse to the location you want to add, then select the location, and click. b. Repeat the last step for as many locations as you want to add. Webtop User Guide 43

44 Searching c. Click OK. 4. In the Properties list, select the properties to search for by doing the following: a. In the first field, select a property upon which to search. In the second field, select the relationship of your search value to the property value. In the remaining fields, enter your search values. b. To search based on another property value, click Add another property and then select one of the following: And Or This returns search results that match this property value and the property value on the previous line. This returns search results that match either this property value or the property value on the previous line. Note: When there are three or more values, the order of operations follows the order of definition. Each time you add an operator (And or Or ), the previous operators are grouped together. c. In the first field, select a property upon which to search. In the second field, select the relationship of your search value to the property value. In the remaining fields, enter your search values. d. Repeat steps Step b and Step c for as many property values as you want to add. e. To remove a property from the search criteria, click Remove. 5. In the Date field, you can search for items for which a specific action occurred during a specific time. To search on this, select the action in the first field, and then select the time period in the remaining fields. 6. In Size field, select the range of file sizes that you want to search for. 7. To include hidden objects in the search, 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. 8. To search for past versions as well as the current version of a file, select Find all versions. 9. Click Search. Search results The search results display the items that match your search criteria. 44 Webtop User Guide