EMC Documentum My Documentum for Microsoft Outlook

Transcription

1 EMC Documentum My Documentum for Microsoft Outlook Version 7.1 User Guide EMC Corporation Corporate Headquarters: Hopkinton, MA

2 Legal Notice Copyright EMC Corporation. All Rights Reserved. EMC believes the information in this publication is accurate as of its publication date. The information is subject to change without notice. THE INFORMATION IN THIS PUBLICATION IS PROVIDED "AS IS." EMC CORPORATION MAKES NO REPRESENTATIONS OR WARRANTIES OF ANY KIND WITH RESPECT TO THE INFORMATION IN THIS PUBLICATION, AND SPECIFICALLY DISCLAIMS IMPLIED WARRANTIES OF MERCHANTABILITY OR FITNESS FOR A PARTICULAR PURPOSE. Use, copying, and distribution of any EMC software described in this publication requires an applicable software license. For the most up-to-date listing of EMC product names, see EMC Corporation Trademarks on EMC.com. Adobe and Adobe PDF Library are trademarks or registered trademarks of Adobe Systems Inc. in the U.S. and other countries. All other trademarks used herein are the property of their respective owners. Documentation Feedback Your opinion matters. We want to hear from you regarding our product documentation. If you have feedback about how we can make our documentation better or easier to use, please send us your feedback directly at IIGDocumentationFeedback@emc.com

3 Table of Contents Preface... 9 Chapter 1 My Documentum for Microsoft Outlook Concepts What is My Documentum for Microsoft Outlook? What is a repository? What is a profile? What is local storage? What are online and offline modes? About My Documentum Folders Chapter 2 Using the Interface Enabling and disabling the My Documentum for Microsoft Outlook add-in Navigating profiles in the Microsoft Outlook navigation (left) pane Navigating a list Filtering a list Sorting a list My Documentum for Microsoft Outlook reading pane Reading pane - Properties tabs Reading pane - View tab Reading pane - Versions tab Reading pane - Locations tab Reading pane - Permissions tab Adding a repository folder to the Favorite Folders pane Using a Save to Repository dialog box My Documentum for Microsoft Outlook menu in Microsoft Outlook My Documentum for Microsoft Outlook Context Menu Status Bar Chapter 3 Setting Preferences Application server address setting Logging in to repositories WebSEAL or SiteMinder Authentication Setting connection preferences Setting profiles preferences Setting the synchronization tool preferences Setting My Documentum for Microsoft Outlook storage folder preferences Setting debugging and troubleshooting preferences EMC Documentum My Documentum for Microsoft Outlook User Guide, Version 7.1 3

4 Table of Contents Chapter 4 Searching in My Documentum for Microsoft Outlook Searching repository folders Performing a simple search Performing an advanced search Saved searches Chapter 5 Working with Folders Navigating folders Importing folders to the repository Moving and copying a folder Renaming a folder Creating a folder Deleting a folder Synchronizing a folder Chapter 6 Working with Documents Navigating repository objects in Microsoft Outlook list view Document quick editing Checking out, editing, and checking in documents Cancelling a checkout Importing files to the repository Exporting files Moving and copying a document Renaming a document Creating a document Deleting an item Linking a document to another location in the repository Sending a document as attachment Sending a link to the repository document Chapter 7 Working with s and Attachments Importing messages and message attachments to the repository Enhanced attachment handling Chapter 8 Working with Versions Versions overview Viewing versions Checking in the version of the document Chapter 9 Working Offline Working offline Enabling files for work in offline mode Checking in content in offline mode Moving and copying content in offline mode Chapter 10 Managing Properties EMC Documentum My Documentum for Microsoft Outlook User Guide, Version 7.1

5 Table of Contents Setting properties Clearing dependent values Managing properties for multiple files Chapter 11 Synchronizing My Documentum for Microsoft Outlook with a Documentum Repository What is a synchronization process? Types of synchronization Manual synchronization modes Stopping synchronization and synchronization fault tolerance Setting synchronization preferences Synchronization collisions Information Collisions Resolving collisions using lightweight pop-up dialog boxes Unable to Synchronize Content Unresolved collision Insufficient permission Unable to checkout content Collision resolutions Resolving collisions using the application icon Delete: Profile Collision Deleting Non-Empty Folder Error on Object Addition Errors Login Failed Object not Saved Properly Read-Only Objects Updated What is synchronization history? Setting number of sessions in history Viewing history Chapter 12 Accessibility features for My Documentum for Microsoft Outlook Making an application accessible Configuring JAWS Enabling Accessibility Keyboard shortcuts Features not supported in Accessibility Mode Navigating to the View tab Accessing Properties and Permissions tabs Chapter 13 Troubleshooting Repairing EMC My Documentum for Microsoft Outlook Getting technical support Resetting the My Documentum for Microsoft Outlook client EMC Documentum My Documentum for Microsoft Outlook User Guide, Version 7.1 5

6 Table of Contents List of Figures Figure 1. The My Documentum for Microsoft Outlook status bar Figure 2. My Documentum Folders in Microsoft Outlook navigation pane Figure 3. Displaying repository content in the Microsoft Outlook Window Figure 4. Documents and Messages view Figure 5. Documents view Figure 6. Messages view Figure 7. Reading pane Properties tab Figure 8. Reading pane - Versions Tab Figure 9. Reading pane - Locations Tab Figure 10. Reading pane (online mode) - Permissions Tab Figure 11. Importing a file: Save to Repository dialog box Figure 12. Setting import information for multiple items Figure 13. My Documentum menu in Microsoft Outlook Figure 14. Context menu for a My Documentum for Microsoft Outlook item Figure 15. Indicating server address Figure 16. Login screen Figure 17. Specifying connection preferences Figure 18. Selecting profiles to appear in Navigation Pane Figure 19. Specifying automatic synchronization tool preferences Figure 20. Specifying My Documentum for Microsoft Outlook Documentum cache preferences Figure 21. Specifying debugging and troubleshooting preferences Figure 22. Simple search results Figure 23. Advanced Find <New Search> screen Search documents General tab Figure 24. Advanced Find <New Search> screen Search mails General tab Figure 25. Advanced Find <New Search> screen Search documents Advanced tab Figure 26. Advanced Find <New Search> screen Search mails Advanced tab Figure 27. Save search screen Figure 28. My Saved Searches node Figure 29. Sync All Searches option Figure 30. Sync Repository Searches option Figure 31. Search options Figure 32. Search Folder(s) dialog box Figure 33. The New Folder dialog box Figure 34. Checking in a single document EMC Documentum My Documentum for Microsoft Outlook User Guide, Version 7.1

7 Table of Contents Figure 35. Checking in multiple documents Figure 36. Export a single file using the Microsoft Outlook Save As menu Figure 37. Export multiple files using the Microsoft Outlook Save As menu Figure 38. Exporting the document of a particular version Figure 39. The New Document dialog box Figure 40. Setting properties in the Properties dialog box Figure 41. Setting properties for multiple files Figure 42. Viewing synchronization progress Figure 43. Unable to Synchronize Content dialog box Figure 44. Unresolved Collision dialog box Figure 45. Insufficient Permission dialog box Figure 46. Unable to Check Out Content dialog box Figure 47. Resolving issues Figure 48. Synchronization History dialog box Figure 49. Options dialog box with Accessibility Mode enabled EMC Documentum My Documentum for Microsoft Outlook User Guide, Version 7.1 7

8 Table of Contents List of Tables Table 1. My Documentum menu options Table 2. Attributes based on the selected combination of object types Table 3. Functions for synced objects Table 4. Collision resolutions using pop-up dialog boxes Table 5. Keyboard shortcuts for My Documentum for Microsoft Outlook Table 6. Ribbon shortcuts for Microsoft Outlook EMC Documentum My Documentum for Microsoft Outlook User Guide, Version 7.1

9 Preface The EMC Documentum My Documentum for Microsoft Outlook User Guide explains how to benefit from the functionality of My Documentum for Microsoft Outlook, the Documentum plug-in for Microsoft Outlook. This guide does not describe the original features of Microsoft Outlook. Intended audience This guide is designed for My Documentum for Microsoft Outlook end users requiring information on how to use the functionality of this software application. Revision history The following changes have been made to this document. Revision Date September 2014 Description Initial publication EMC Documentum My Documentum for Microsoft Outlook User Guide, Version 7.1 9

10 Preface 10 EMC Documentum My Documentum for Microsoft Outlook User Guide, Version 7.1

11 Chapter 1 My Documentum for Microsoft Outlook Concepts This chapter includes the following topics: What is My Documentum for Microsoft Outlook?, page 11 What is a repository?, page 11 What is a profile?, page 12 What is local storage?, page 12 What are online and offline modes?, page 12 About My Documentum Folders, page 13 What is My Documentum for Microsoft Outlook? My Documentum for Microsoft Outlook is a plug-in to Microsoft Outlook that allows you to create, edit, and modify content using Documentum functionality from within the Microsoft Outlook interface. My Documentum for Microsoft Outlook enables users to capture and store s (including attachments) and documents in Documentum repositories, and allows users to manage content, even when offline. What is a repository? A repository is a storehouse for the content you work on and share with other users. Content is the text, graphics, attachments, binary content, or other data. My Documentum for Microsoft Outlook also stores the properties (descriptive characteristics and more) about the file, such as creation date, author, version number, and others. Each repository provides security, tools, and processes for sharing content among many users. When you want to modify a file, check it out from the repository. The file is locked and only you can modify it. For other users, the file becomes read-only. When you complete your changes, you check in the file, which updates the current version of the file with the new one. Checking in unlocks the file so that other users with sufficient permissions can modify it. EMC Documentum My Documentum for Microsoft Outlook User Guide, Version

12 My Documentum for Microsoft Outlook Concepts What is a profile? When you log in to a repository via My Documentum for Microsoft Outlook, you are given access to one or more profiles in a repository. A profile is a repository object that controls a set of Documentum objects to which a user has access: cabinets or folders. A repository can have a number of profiles. For each repository, you can choose the profiles you would like to work with in My Documentum for Microsoft Outlook. See Setting profiles preferences, page 36 for more information. Documentum Administrator sets the folders available via each profile and profile settings. Profile settings determine the actions you can perform on objects within the profile while working in My Documentum for Microsoft Outlook, for example, you cannot work with objects of an offline-disabled profile in offline mode. What is local storage? Local storage is an area on your local PC that caches (stores) documents and their properties (database, PST file). All document content downloaded from the repository to My Documentum for Microsoft Outlook is stored in the local storage. See Setting My Documentum for Microsoft Outlook storage folder preferences, page 39 for information on how to set the local storage location and size. What are online and offline modes? You can work in My Documentum for Microsoft Outlook in two modes: Online connected to the Documentum repositories Offline disconnected from the repository Online mode provides immediate access to content, permissions, locations, and advanced search. In online mode, the most recent (current) version is displayed, and you also have access to previous versions. When you modify the documents from within Microsoft Outlook, the changes are automatically synchronized with the repository enabling others to see them. Offline mode allows you to work on your messages and documents when a connection to the repository is unavailable. Your changes are automatically synchronized the next time you connect to the repository. Not all objects are available when offline. To be able to work with repository objects when you are offline, they must be offline-enabled. Enabling files for work in offline mode, page 85 provides information to enable and disable files and folders for working in offline mode. You can switch to offline mode manually. When you restart Microsoft Outlook, the My Documentum for Microsoft Outlook switches back to online mode, or you can change modes manually by clicking Connect on the My Documentum for Microsoft Outlook status bar. Figure 1, page 12 displays the Online status in the Microsoft Outlook toolbar. Figure 1. The My Documentum for Microsoft Outlook status bar 12 EMC Documentum My Documentum for Microsoft Outlook User Guide, Version 7.1

13 My Documentum for Microsoft Outlook Concepts Note: From version 6.6 onwards, you can choose to connect or disconnect from the repository by selecting Connect or Disconnect option on the My Documentum for Microsoft Outlook status bar, or by selecting it from the My Documentum menu. About My Documentum Folders My Documentum Folders is the default name of the folder in the Microsoft Outlook navigation (left) pane that displays the available profiles in the Documentum repositories. When you navigate a repository, synchronization takes place, and My Documentum for Microsoft Outlook displays the updated content and properties. The My Documentum Folders node contains the following folders: Profiles and their associated folders: You have access to these folders. My Documentum for Microsoft Outlook allows you to store the same folder in several profiles. When you modify a folder or its contents, the changes are locally synchronized with the rest of the profiles. Figure 2, page 14 shows the tree view of profiles and folders in the Microsoft Outlook navigation pane. Search Folders: This is a virtual folder that contains views of all the repository documents that match specific search criteria. A search folder contains the following folders: My Checked-Out Documents: This folder contains checked-out repository documents. My Offline Documents: This folder contains documents for which the offline mode is enabled. My Saved Searches: This folder contains the saved advanced searches. You can right-click and select Run to the search again. EMC Documentum My Documentum for Microsoft Outlook User Guide, Version

14 My Documentum for Microsoft Outlook Concepts Figure 2. My Documentum Folders in Microsoft Outlook navigation pane If the user has disabled the My Documentum for Microsoft Outlook add-in manually or an unexpected failure occurs in Microsoft Outlook, the My Documentum Folders root node does not appear in the folder tree. As a result, users cannot access any data in the PST. From the release onwards, multiple Microsoft Outlook profile support has been enabled in My Documentum for Microsoft Outlook. If a user has configured My Documentum for Microsoft Outlook in one profile and runs Microsoft Outlook with another profile, My Documentum for Microsoft Outlook is still enabled. If the My Documentum Folders root node is removed from a profile, Microsoft Outlook displays the root node in the other profile, though you cannot expand the node if the add-in is still disabled. 14 EMC Documentum My Documentum for Microsoft Outlook User Guide, Version 7.1

15 Chapter 2 Using the Interface This chapter includes the following topics: Enabling and disabling the My Documentum for Microsoft Outlook add-in, page 15 Navigating profiles in the Microsoft Outlook navigation (left) pane, page 16 Navigating a list, page 17 My Documentum for Microsoft Outlook reading pane, page 19 Adding a repository folder to the Favorite Folders pane, page 22 Using a Save to Repository dialog box, page 22 My Documentum for Microsoft Outlook menu in Microsoft Outlook, page 26 My Documentum for Microsoft Outlook Context Menu, page 27 Status Bar, page 29 Enabling and disabling the My Documentum for Microsoft Outlook add-in To disable the My Documentum for Microsoft Outlook add-in in Microsoft Outlook 2010/ Navigate to File > Options > Add-Ins. 2. Select COM Add-Ins. 3. Clear the My Documentum for Microsoft Outlook option. 4. Select OK. The My Documentum for Microsoft Outlook add-in is now disabled in Microsoft Outlook 2010/2013. To enable the My Documentum for Microsoft Outlook add-in in Microsoft Outlook 2010/ Navigate to File > Options > Add-Ins. 2. Select COM Add-Ins. 3. Select the My Documentum for Microsoft Outlook option. EMC Documentum My Documentum for Microsoft Outlook User Guide, Version

16 Using the Interface 4. Select OK. The My Documentum for Microsoft Outlook add-in is now enabled in Microsoft Outlook 2010/2013. To disable the My Documentum for Microsoft Outlook add-in in Microsoft Outlook Navigate to Tools > Trust Center > Add-Ins. 2. Select COM Add-Ins. 3. Clear the My Documentum for Microsoft Outlook option. 4. Select OK. The My Documentum for Microsoft Outlook add-in is now disabled in Microsoft Outlook To enable the My Documentum for Microsoft Outlook add-in in Microsoft Outlook Navigate to Tools > Trust Center > Add-Ins. 2. Select COM Add-Ins. 3. Select the My Documentum for Microsoft Outlook option. 4. Select OK. The My Documentum for Microsoft Outlook add-in is now enabled in Microsoft Outlook Navigating profiles in the Microsoft Outlook navigation (left) pane My Documentum Folders displays the profiles you have selected to work with while configuring the EMC My Documentum for Microsoft Outlook settings. The left pane of the Microsoft Outlook window displays a directory tree showing the available folders for that profile directory structure. To view the profile subfolders, expand the profile. When you navigate to a profile or folder, My Documentum for Microsoft Outlook synchronizes the subfolders stored on the first level of hierarchy in this profile or folder, and you can view the updated tree structure. You can experience a delay in viewing the subfolders as My Documentum for Microsoft Outlook updates the folder contents. The right pane of the Microsoft Outlook window displays the contents of the item selected in the left pane. My Documentum for Microsoft Outlook downloads the content of the items to your machine only if you have Read or higher permissions on these documents. In this case, you are able to preview the document in the reading pane after it has been opened or made offline-enabled. Profile settings (designated by your server administrator) determine the following: The default object type when performing an import Display of properties dialog Figure 3, page 17 shows the Microsoft Outlook window displaying the contents of the repository profile you are viewing in Microsoft Outlook. 16 EMC Documentum My Documentum for Microsoft Outlook User Guide, Version 7.1

17 Using the Interface Figure 3. Displaying repository content in the Microsoft Outlook Window Note: When you navigate to a profile and do not see any folders in it, you either do not have sufficient permissions to access the objects or the profile is incorrectly configured for your usage. Contact your My Documentum for Microsoft Outlook system administrator for assistance. You can choose the profiles you want to view in the Microsoft Outlook navigation pane by configuring the profiles settings. The Setting profiles preferences, page 36 section provides more information. Navigating a list The list of items for a repository folder can be displayed in different views. Initially, My Documentum for Microsoft Outlook administrator sets the view associated with a particular folder, but can be customized to suit your needs. The default view is applied to all folders within this profile. If you change the default view for a folder, your change supersedes the profile setting made by the administrator, and this folder content appears in the view you have selected and your settings are preserved for future sessions. EMC Documentum My Documentum for Microsoft Outlook User Guide, Version

18 Using the Interface Filtering a list You can determine how a list of items is displayed. All views can be either online- or offline-enabled. You can filter the content of a repository folder by displaying its items in three default My Documentum for Microsoft Outlook views, which are: Documents and Messages: This view displays both s and documents stored in a folder selected under My Documentum Folders. In offline mode, only offline-enabled s and documents are shown. Each document is marked with an icon which shows its format (Microsoft Word, Microsoft Excel, PDF, and so on) and status (offline-enabled or offline-disabled). Among others, the view contains the following default columns: Icon, Attachment, From, Subject, ReceivedDate, Size, Format, Checked-Out, and Flag status. Figure 4. Documents and Messages view Documents View: This view displays only the documents stored in a folder selected in the navigation pane under My Documentum Folders. The messages are not displayed. This view contains the following columns: Icon, Subject, Size, Format, ModifiedDate, Owner Name, Checked-Out, Checkout Date, and Flag status. Figure 5. Documents view Messages View : The list view displays only messages; documents are not shown. This view provides the following columns: Importance, Icon, Attachment, From, Subject, ReceivedDate, Size, Format, and Flag Status. 18 EMC Documentum My Documentum for Microsoft Outlook User Guide, Version 7.1

19 Using the Interface Figure 6. Messages view If the My Documentum for Microsoft Outlook administrator has set up an additional default view for you, then you can select it from the View list. Sorting a list When you sort items in a list, they appear in descending order. To sort items: 1. Click a column heading in the list view. 2. To reverse the sort order, select the column heading a second time. My Documentum for Microsoft Outlook reading pane The My Documentum for Microsoft Outlook reading pane for repository items is displayed in place of the Microsoft Outlook reading pane. The reading pane enables you to view different aspects of the object selected in the list view. You can easily switch between the different aspects by clicking on the tabs at the bottom of the reading pane. The following reading tabs are available for a document: Properties, View, Versions, Locations, and Permissions. The default tab is Properties. The following reading tabs are available for a message: View, Properties, Locations, and Permissions tab. The default tab is View. Reading pane - Properties tabs This view allows you to view the properties of the object in read-only mode. The properties are grouped according to the settings made by the repository administrator, thus there are several tabs within the Properties tab. Figure 7, page 20 shows the Properties tab in the reading pane. EMC Documentum My Documentum for Microsoft Outlook User Guide, Version

20 Using the Interface Figure 7. Reading pane Properties tab Reading pane - View tab This tab allows you to preview the content of the selected object, whether it is an or a file in the following formats: MS Office document (.DOC,.DOCX,.DOT,.XLS,.XLSX,.PPT,.PPTX) PDF Text (.txt) JPEG (.jpg) PNG RTF XLT CSV POT Note: If a preview handler is installed for a format, you can preview the content of the document. My Documentum for Microsoft Outlook supports all the preview handlers installed on your machine for any specified formats. Preview handlers for IInitializeWithFile and IInitializeWithStream are also supported. The reading pane resembles the interface of the application that is associated with the document being previewed. You cannot edit the or document in this view. When clicking the View tab while online, My Documentum for Microsoft Outlook checks the repository to verify that the version of the document stored locally is the latest version. If a more up-to-date document version is available in the repository, My Documentum for Microsoft Outlook downloads it to your local storage and informs you of its progress while it is being downloaded. Once the document is downloaded, you are able to view the document. When working offline, the preview is only available for documents that have been marked as offline-enabled. 20 EMC Documentum My Documentum for Microsoft Outlook User Guide, Version 7.1

21 Using the Interface Reading pane - Versions tab This view is available when you are working online. It displays the list view of all versions of the document with the following columns: Name, Version, Modification Time, Editor, Description and Version Description. Figure 8, page 21 shows the Versions tab in the reading pane. Figure 8. Reading pane - Versions Tab You can sort the list by any column. You can right-click on any document version to perform specific operations. For example, you can save the required version to a location in your file system. Reading pane - Locations tab The Locations view is available in online mode only. It displays the locations (folders) to which the current object is linked. The tab displays the locations in the list view which you can sort by Path, Creation date and Owner column. Figure 9, page 21 shows the Locations tab in the reading pane. Figure 9. Reading pane - Locations Tab Reading pane - Permissions tab This view is available when you are working online. The Permissions tab contains information about object permissions. All lists are read-only, so it is not possible to edit the permissions in the EMC Documentum My Documentum for Microsoft Outlook User Guide, Version

22 Using the Interface reading pane; you can edit permissions in the Properties dialog box. Figure 10, page 22 shows the Permissions tab in the reading pane. Figure 10. Reading pane (online mode) - Permissions Tab Adding a repository folder to the Favorite Folders pane You can add any repository folder to the Favorite Folders pane to display it at the top of the Mail pane in the navigation pane. The folder stays in its original location, and Favorite Folders provides quick and easy access to the folder. The subfolders of the favorite repository folder are not shown in the Favorite Folders pane. To add a repository folder to Favorite Folders pane: 1. Under My Documentum Folders in the navigation pane, navigate to the folder you want to add to Favorite Folders. 2. On the context menu, select Show in Favorites. Note: You can quickly add a folder to Favorite Folders by clicking the folder you want to add and dragging it to Favorite Folders. Using a Save to Repository dialog box The Save to Repository dialog box allows specifying property values for the objects you are importing to the repository. The dialog box is divided into two panes the left pane lists the objects being imported, and the right pane displays the properties for the items selected in the left pane. 22 EMC Documentum My Documentum for Microsoft Outlook User Guide, Version 7.1

23 Using the Interface When specifying the import information, you can select to process one item at a time or all items of a certain object type in a batch. You can remove an item from the items list so that this item is not imported. The items in the left pane are displayed in the hierarchical manner. The tabs in the right pane may vary depending on the profile settings and the object type of the imported items. Each tab covers the settings that govern a particular functional area. The Permissions tab is available in online mode only; it displays the access that different users have to the item. You can use the default profile permissions settings. The Properties tab may be displayed depending on the settings made by your administrator. If you are processing multiple items, the right pane displays only those property values that are common to all the items you selected. Use the Save to Repository dialog box to locate a destination folder when you import a file, folder, or message to the repository. The Save to Repository dialog box is shown in Figure 11, page 24. To locate a folder: 1. Select the profile in the Save In list, or click the location in the Common Places bar. 2. Navigate to a folder where you would like to import. Click the One Level Up button to move to one level up in the directory structure. Click the Create New Folder button to create a folder. 3. Depending on the operation you are performing or permitted to perform, the Move and/or Copy buttons become enabled so that you can make your choice. Click Move or Copy to close the dialog box. Note: The following locations are invalid target locations for importing into a repository: My Documentum Folders root folder; Profile root folder, if there is more than one subfolder in the profile. You can still import to the profiles that have only one subfolder; Search Folders. EMC Documentum My Documentum for Microsoft Outlook User Guide, Version

24 Using the Interface Figure 11. Importing a file: Save to Repository dialog box To save the items to the repository: 1. Do one of the following: a. To process each item separately, select One at a time in the Process Items list in the left pane. b. To process items of a certain object type in a batch, select the object type in the Process Items list in the left pane. Figure 12, page 25 shows all items of the dm_document object type selected. 24 EMC Documentum My Documentum for Microsoft Outlook User Guide, Version 7.1

25 Using the Interface Figure 12. Setting import information for multiple items 2. When processing one item at a time, do the following: a. To set the import information on the item, in the right pane, set the relevant information on the corresponding tabs. b. Click Next item to switch to the next item, or Previous item to edit the details on the previous item. c. To remove the selected item from the list of items being imported, click Remove item in the left pane. At the prompt, click Yes. Note: An message is removed with all its attachments; you cannot remove a single attachment. 3. When processing multiple items of a certain object type, do the following: a. Set the relevant import information on the corresponding tabs in the right pane for the objects of the selected object type. b. Select another object type in the Process Items list in the left pane and set the import information for these objects in the right pane. Proceed to set the import information for the rest of the object types. 4. Click Save to start the importing process, or click Cancel to cancel the import. EMC Documentum My Documentum for Microsoft Outlook User Guide, Version

26 Using the Interface My Documentum for Microsoft Outlook menu in Microsoft Outlook Once you have installed My Documentum for Microsoft Outlook on your computer, the My Documentum is available to you in Microsoft Outlook menu bar. Figure 13. My Documentum menu in Microsoft Outlook The My Documentum menu provides access to the top-level My Documentum for Microsoft Outlook functionality, such as checking documents in and out, canceling checkout, creating new objects, viewing the checked-out documents you have worked on. Table 1, page 26 provides the description for My Documentum menu options. Table 1. My Documentum menu options Menu options New Document New Folder Description Allows you to create a document in the repository. Allows you to create a folder in the repository. Check Out 1. Check Out: Allows you to check out the selected items in the list view. Check-In Cancel Checkout Move/Copy Create Link Synchronize with Server 2. View My Checked-Out Documents: Allows you to view the checked-out documents you have worked on. Allows you to check in the selected files. Allows you to cancel the checkout for the selected items in the list view. Opens the Save to Repository dialog box so that you can specify the location to add new documents to the repository. Opens the Folder Selection dialog box to select the folder to which you want to link a selected document. 1. Selected Documents: Allows you to update the selected documents in the list. 2. Current Folder: Allows you to update the documents located in the selected folder. 3. Current Folder and All Subfolders: Allows you to update the documents that belong to the selected folder and to all its subfolders. 4. Application Data: Allows you to update all the content marked as offline-enabled in My Documentum for Microsoft Outlook storage folder, as well as metadata (properties) of offline-disabled items and objects. 26 EMC Documentum My Documentum for Microsoft Outlook User Guide, Version 7.1

27 Using the Interface Menu options View Synchronization Description 1. Progress: Allows you to view the progress of Application Data synchronization. It is enabled only while Application Data synchronization is running. 2. Collisions: Opens the Resolving collisions dialog to view and resolve synchronization collisions. Stop Synchronization Search In Advanced Find Connect Disconnect Offline-Enable Offline-Disable Properties Options System Help 3. History: Displays the information about the My Documentum Microsoft Outlook uploaded and downloaded objects. Allows you to end the synchronization when My Documentum for Microsoft Outlook has finished synching the current object. Allows you to select the folders to perform the Simple search. Click Go to start the search. Allows you to search for current versions of the documents by specifying additional search criteria. Allows you to connect to the repository or server. Allows you to disconnect My Documentum for Microsoft Outlook from the repository or server. Allows you to enable files and folders to work in the offline mode for profiles that are offline-enabled. Allows you to disable the offline enabled objects. Allows you to review the documents or folder properties. Properties are descriptive characteristics about an item. Allows you to perform the client side settings or configurations. The Setting connection preferences, page 34 provides the details. Allows you to o view what is currently being synched. Allows you to open My Documentum for Microsoft Outlook Help. My Documentum for Microsoft Outlook Context Menu My Documentum for Microsoft Outlook provides right-click context menus for items and folders located under My Documentum Folders. These context menus are invoked from Microsoft Outlook and give you access to all My Documentum for Microsoft Outlook functionality. Most menus are directly visible when you right-click on an item in the list view or a repository folder under My Documentum Folders. Context menus are available for documents and messages when you right-click on them in the My Documentum for Microsoft Outlook list view. Selecting more than one item at a time allows you to perform the same function on them simultaneously. EMC Documentum My Documentum for Microsoft Outlook User Guide, Version

28 Using the Interface Note: If you select both messages and documents, the context menu for documents is shown. For multiple messages, the Reply option is disabled and during object synchronization, Forward option is disabled. Based on the My Documentum for Microsoft Outlook working mode and operations currently in progress, some menu options are disabled. For example, the checkout operation is not available for documents that are getting downloaded to the repository. This occurs for documents that have been created or imported and have not yet been uploaded to the repository. The Offline-Enable and Offline-Disable commands are disabled when the selected items are located in an offline-disabled profile. The Move/Copy to Repository menu option is integrated in the right-click context menu for a Microsoft Outlook folder which allows you to copy or move a Microsoft Outlook folder to a repository. This command opens the Move/Copy to Repository dialog box and allows importing Microsoft Outlook content into Documentum repositories. Figure 14, page 29 shows the shortcut menu for an item in a repository folder. 28 EMC Documentum My Documentum for Microsoft Outlook User Guide, Version 7.1

29 Using the Interface Figure 14. Context menu for a My Documentum for Microsoft Outlook item Status Bar In the Microsoft Outlook status bar, the My Documentum for Microsoft Outlook section displays information on the status of My Documentum for Microsoft Outlook and last full synchronization time. The following My Documentum for Microsoft Outlook status are possible: Online : My Documentum for Microsoft Outlook is connected to the My Documentum for Microsoft Outlook web services; no synchronization is taking place. Offline : There is no connection with the My Documentum for Microsoft Outlook web services at this moment; either the server is unavailable or there is no network connection. Synchronization is not possible. EMC Documentum My Documentum for Microsoft Outlook User Guide, Version

30 Using the Interface Syncing : My Documentum for Microsoft Outlook is connected to the repository, and synchronization is taking place. Collisions : An animated application icon is displayed when you have unresolved collisions. Note: Status bar appears only when user enters any of the Documentum folders. 30 EMC Documentum My Documentum for Microsoft Outlook User Guide, Version 7.1

31 Setting Preferences Chapter 3 This chapter includes the following topics: Application server address setting, page 31 Logging in to repositories, page 32 Setting connection preferences, page 34 Setting profiles preferences, page 36 Setting the synchronization tool preferences, page 37 Setting My Documentum for Microsoft Outlook storage folder preferences, page 39 Setting debugging and troubleshooting preferences, page 41 Application server address setting If you have not done so during installation, then indicate the Documentum server address when you first start Microsoft Outlook after installing EMC My Documentum for Microsoft Outlook. Use these instructions to connect to a Documentum server. Before you connect, obtain the URL to the server which includes the name of the host where Documentum is running and the port number on which Documentum listens. Ask your system administrator for the server address and its specification. To set the server address: 1. Open Microsoft Outlook. To access this dialog box again, select Configure from the My Documentum menu. 2. In the Change URL dialog box, enter the server address in the text box after the double slash. The address can be specified in a form of or address:port, as shown in Figure 15, page 32. EMC Documentum My Documentum for Microsoft Outlook User Guide, Version

32 Setting Preferences Figure 15. Indicating server address 3. Click the Test button to test the connection with the server. 4. If the test connection is correct, the OK and Cancel buttons get enabled. 5. Click OK to apply the changes. Note: If you click Cancel, the Change URL dialog box closes and the connection with the server is not established. To access this dialog box again, select Configure from the My Documentum menu. After you complete your connection, a My Documentum for Microsoft Outlook status bar appears in the Microsoft Outlook status bar and displays the Online status. Logging in to repositories If you have not indicated the server address during installation of My Documentum for Microsoft Outlook, you are prompted to do so before you can log in to the repositories. See Application server address setting, page 31 for more information. When you first start Microsoft Outlook, the My Documentum for Microsoft Outlook application tries to connect to the Documentum repositories. The Log In dialog box appears and displays all the repositories you have access to in sequence. From version 6.6 onwards, My Documentum for Microsoft Outlook provides the following modes of authentication: Normal (Default authentication): You are prompted to enter the user name and password SSO only: Windows credentials are used for logging in to the repositories Mixed: You can choose to log in using Normal mode or SSO only mode To log in: 1. Open Microsoft Outlook. 2. If you saved your credentials via the Log In dialog box, then My Documentum for Microsoft Outlook logs you in to the repository based on any action performed on the Documentum objects. Skip the rest of this procedure. 32 EMC Documentum My Documentum for Microsoft Outlook User Guide, Version 7.1

33 Setting Preferences Log in to the repository through one of the following options: a. If you log in for the first time after installing My Documentum for Microsoft Outlook, or if you did not save credentials the last time you logged in, you are prompted with the Log In dialog box for the first repository to which you have access. User name will be displayed and you need to provide only the password. Documentum user cannot be changed until you reset the client. To log in to a repository, you must have a valid user name and password for that repository. If you do not have that information, ask your administrator for assistance. b. If you have enabled Single Sign-on (SSO) authentication by adding the required configuration settings in the dco_custom_settings.xml file on the server, you are prompted with a Log In dialog box. Click OK. c. If you have chosen to configure Mixed mode authentication in the dco_custom_settings. xml file on the server, you are prompted with a Log In dialog box. Perform the following: Use Kerberos SSO to login to the repository checkbox is selected by default. Click OK to log in to the repository in SSO mode. Clear Use Kerberos SSO to login to the repository checkbox to enable the Login Name and the Password fields. You can enter the valid login credentials and click OK for normal mode authentication. For more information on enabling and configuring SSO authentication on My Documentum for Microsoft Outlook server, refer to Documentum Foundation Services 7.1 Deployment Guide. For information on enabling repositories for the different kinds of authentication, refer to section The dco_system_settings.xml and dco_custom_settings.xml files in My Documentum for Microsoft Outlook 7.1 Administration Guide. 3. To log in to this repository each time Microsoft Outlook starts as well as when you navigate folders belonging to the profiles in this repository, select Save credentials. a. If automatic login is disabled, the system prompts you for your credentials to connect to the repository each time Microsoft Outlook starts and when you navigate to a folder belonging to the profiles in this repository. The Save credentials option can be disabled for some repositories. b. To enable automatic synchronization with this repository, select the Automatically synchronize with the repository. You can change this option later in the Options dialog box. See Setting connection preferences, page 34 for details. c. Click OK. 4. The Log In dialog box for any other repositories to which you have access but have not logged in yet is displayed, one by one. Follow steps a through c in Step 3 above to log in, or click Skip this repository to skip the displayed repository. Note: You can log in to a skipped repository later while working in Microsoft Outlook by clicking on the profile name in the Microsoft Outlook navigation (left) pane, or from the My Documentum menu, select Synchronize with Server > Application Data. You can also specify automatic login preferences for each repository in the Options dialog box. See Setting connection preferences, page 34 for more information. EMC Documentum My Documentum for Microsoft Outlook User Guide, Version

34 Setting Preferences WebSEAL or SiteMinder Authentication If the WebSEAL or SiteMinder server has been configured as a reverse proxy, the certificate authentication login screen for accessing Documentum repositories will appear as shown in Figure 16, page 34: Figure 16. Login screen 1. Enter the Login Name and Password to access the required repository. Note: Once you accept the certificate, you need not provide the password. 2. Select one of the following: OK to log in to the repository Skip this repository to move on to another repository Cancel to exit the operation Note: Following WebSEAL and SiteMinder server integration, all other options on the Login screen are disabled. Setting connection preferences Set My Documentum for Microsoft Outlook connection preferences such as server address and automatic repository synchronization, and log in to repositories skipped during the first time login. My Documentum for Microsoft Outlook as a client application has to be connected to the server in order to determine repositories availability. You can initially specify the server address during the My Documentum for Microsoft Outlook installation. To modify the My Documentum for Microsoft Outlook server address: 1. From the My Documentum menu, select Options. 2. In the Options dialog box, select the Connections tab as shown in Figure 17, page EMC Documentum My Documentum for Microsoft Outlook User Guide, Version 7.1

35 Setting Preferences Figure 17. Specifying connection preferences 3. In the Address of Application Server field, type a new address. 4. Click Change to edit the server address. 5. Click Test to verify the server connection for the new address. 6. Click OK to save the changes and close the dialog box. For the repositories you are logged in to, you can enable the automatic synchronization preference in order to have My Documentum for Microsoft Outlook automatically connect to the repository when Microsoft Outlook starts, or when you browse the profiles. You can also enable automatic synchronization login in the Log In dialog box when logging in to a repository by selecting the Automatically synchronize with this repository check box. See Logging in to repositories, page 32 for details. To enable or disable automatic synchronization: 1. From the My Documentum menu, select Options. 2. In the Options dialog box, select the Connections tab. 3. Under Auto sync, select the checkbox for each repository you want to synchronize automatically. Clear the checkbox to disable the automatic synchronization for this repository. 4. Click OK to save the changes and close the dialog box. EMC Documentum My Documentum for Microsoft Outlook User Guide, Version

36 Setting Preferences You can specify whether automatic synchronization preferences have to be applied to a particular repository. See Setting the synchronization tool preferences, page 37 for more information on automatic synchronization preferences. You can also enable a repository for automatic synchronization in the Log In dialog box when logging in to a repository by selecting the Automatically synchronize with this repository checkbox. See Logging in to repositories, page 32 for details. Setting profiles preferences For the repositories you have logged in to, you can select the profiles that you wish to work with in Microsoft Outlook. These profiles are displayed under My Documentum Folders in the Microsoft Outlook navigation pane. If you choose not to display the profile in the navigation pane, My Documentum for Microsoft Outlook deletes all offline-enabled documents except the checked-out ones and the documents that are accessible through other profiles. To select the profiles to be displayed in Microsoft Outlook Navigation Pane: 1. From the My Documentum menu, select Options. 2. In the Options dialog box, select the Navigation Pane tab. It displays the Options dialog box with the Navigation Pane tab highlighted. 36 EMC Documentum My Documentum for Microsoft Outlook User Guide, Version 7.1

37 Setting Preferences Figure 18. Selecting profiles to appear in Navigation Pane 3. In the Repositories list, select the Show checkbox for each profile you want to see in the Microsoft Outlook navigation pane. Note: If the administrator has provided the required permissions, you can check or uncheck the profiles, otherwise the Show checkbox is hidden and all profiles are displayed. Managing Repositories and Profiles chapter of the EMC Documentum My Documentum for Microsoft Outlook Administration Guide provides the details. 4. Click OK to save the changes. Setting the synchronization tool preferences Each time you start Microsoft Outlook, the automatic synchronization starts so that repository settings (properties, profiles, and formats) are up-to-date. The Documentum Synchronization dialog box appears to indicate the synchronization process. See What is a synchronization process?, page 93 for more information on the synchronization process. You can schedule the automatic synchronization or turn it off in the Options dialog box. This setting can be changed later if necessary. EMC Documentum My Documentum for Microsoft Outlook User Guide, Version

38 Setting Preferences You can specify the automatic synchronization preferences so that synchronization runs automatically every hour or at a certain time during the day. You can then enable a repository for automatic synchronization; in this case, all offline-enabled documents in this repository are synchronized in accordance with the automatic synchronization preferences. If automatic synchronization is turned off, or a repository is not enabled for automatic synchronization, you can manually synchronize a particular profile or folder when needed. To set up automatic synchronization: 1. Open Microsoft Outlook. 2. Click the My Documentum menu and select Options. 3. In the Options dialog box, select the General tab as shown in Figure 19, page 38. Figure 19. Specifying automatic synchronization tool preferences 4. In the Automatic Synchronization section, select the synchronization option from the list. You can set the synchronization to happen once an hour, once a day at a certain time, or choose to turn off the automatic synchronization. 5. Click OK to save the changes. To keep track of document modifications and collisions that occurred during synchronization, select the number of synchronization sessions to be saved in the synchronization history. Administrator sets the default number of sessions value. 38 EMC Documentum My Documentum for Microsoft Outlook User Guide, Version 7.1

39 Setting Preferences To select the number of sessions to save in synchronization history: 1. From the My Documentum menu, select Options. 2. In the Options dialog box, select the General tab. 3. In the Sessions Kept in History section, type a value from 0 to Click OK. When a document in the repository is modified simultaneously by you and another user, a synchronization issue occurs, and you have to decide whether to keep the repository or your own version of the document. To run in accessibility mode: 1. If you choose to run My Documentum for Microsoft Outlook in Accessibility Mode, select the checkbox Run in Accessibility Mode. 2. Click OK. Setting My Documentum for Microsoft Outlook storage folder preferences My Documentum for Microsoft Outlook stores repository files that you are working on in a local storage folder on your computer. You can configure the location of this folder during the initial client software installation and cannot be changed at a later time. You can empty the Documentum cache to get rid of unnecessary files. For example, you can remove the documents that are not synchronized with the repository but are present in the local storage because you opened them while being online. To empty the My Documentum Cache: 1. From the My Documentum menu, select Options. 2. Click the Disk Space tab. 3. In the Documentum Cache section, click the Empty Cache. Note: Documentum cache consists of Mail Storage, Document Storage, and PST storage. 4. The Empty Folder dialog box appears with options for My Documentum for Microsoft Documentum cache clearing. 5. Do one of the following: Select Temporary documents only to remove offline-disabled documents from the My Documentum for Microsoft Outlook Documentum cache. Select All documents to remove all documents (temporary documents and offline-enabled documents) from the My Documentum for Microsoft Outlook Documentum cache. 6. Click OK to save the changes. Documentum cache is consist of Mail Storage, Document Storage, and PST storage EMC Documentum My Documentum for Microsoft Outlook User Guide, Version

40 Setting Preferences Figure 20. Specifying My Documentum for Microsoft Outlook Documentum cache preferences The size of the.dco files in the storage folder are reduced to zero bytes and all documents are deleted from the Document Storage location (Viewed/Staging folder). You can set the maximum size of the My Documentum for Microsoft Documentum cache. The system checks this setting every time you try to download a document from a repository to offline storage. The initial My Documentum for Microsoft Documentum cache size value is set by the administrator. However, you can also change this setting at any time. To specify the My Documentum for Microsoft Outlook storage folder size: The Maximum Space Allowed allows you to set the maximum size of Documentum cache for My Documentum for Microsoft outlook. 1. Click the My Documentum menu and select Options. 2. Click the Disk Space tab. 3. In the Maximum Space Allowed section, type a value from 10 to 100 and select the unit of measurement from the list - either MB or GB. 4. Click OK to save the changes. Note: You are not allowed to change the My Documentum for Microsoft Outlook storage folder limit to a size that is less than the space currently in use by the offline storage. 40 EMC Documentum My Documentum for Microsoft Outlook User Guide, Version 7.1

41 Setting Preferences Setting debugging and troubleshooting preferences You can collect information for debugging and troubleshooting an environment using the Troubleshoot tab of the My Documentum for Microsoft Outlook menu options. To specify the debugging and troubleshooting preferences: 1. Click the My Documentum menu and select Options. 2. Click the Troubleshoot tab. Figure 21. Specifying debugging and troubleshooting preferences 3. In the Logging area, select one of the following logging levels from the drop-down list: Error Info Detail Note: The default level is set to Info. Set the logging level to Detail only when debugging or troubleshooting is required. Selecting Detail increases the size of the log file. EMC Documentum My Documentum for Microsoft Outlook User Guide, Version

42 Setting Preferences 4. Select Enable Connector Logging to troubleshoot errors. Note: Select Enable Connector Logging only to debug server errors as this operation may occupy a lot of memory on the local disk. 5. The Log Location pane provides the path where the logs are stored on the computer. 6. When you resolve collisions using the Exclude From Sync option, that object will not be considered the next time a sync operation is performed. In the Clear Ignored Object List area, click Clear Now to include all collisions that have been ignored. 7. Click OK to save the changes. 42 EMC Documentum My Documentum for Microsoft Outlook User Guide, Version 7.1

43 Searching in My Documentum for Microsoft Outlook Chapter 4 This chapter includes the following topics: Searching repository folders, page 43 Performing a simple search, page 43 Performing an advanced search, page 44 Saved searches, page 50 Searching repository folders In EMC My Documentum for Microsoft Outlook, you can search for the repository profiles to find specific documents and messages based on properties and content. In online mode, you can search files located in the Documentum repository. The search results include only the documents that are located in the folders available via your profiles for which you have adequate permissions. Performing a simple search Using a simple search, you can search any item in the repository that contains a specific word or phrase. When running a simple search in online mode, both the repository and your local storage are searched. When performing a simple search in offline mode, only the offline-enabled items in the local storage are searched. To search for a document or message by a word or phrase: 1. In the Find section of My Documentum menu, type the text to search for in the search field and click Go, or click the arrow on the search field box to use the previous search text. EMC Documentum My Documentum for Microsoft Outlook User Guide, Version

44 Searching in My Documentum for Microsoft Outlook 2. Specify the folders you want to search. By default, the current folder is selected. To choose a folder for search, do one of the following: To search in all profiles, a specific profile, Home Cabinet, My Rooms, click Search In, and then click All Profiles or a specific profile name. When you select My Documentum Folders, Home Cabinet or a profile node, the search is performed in all nested subfolders. Click Find now. To search in a custom folder, click Search In, and then click Choose Folders. In the Select Folder(s) dialog box, select the checkbox next to a repository folder you want to search. Select the Select subfolders checkbox to search in the folder s subfolders. Click OK to close the dialog box. Click Find now on the MyD Outlook Find Bar. 3. The Search results dialog box displays all documents that have met the search criteria as shown in Figure 22, page 44. You can start an advanced search by clicking the Advanced Find button. You can also save the results based on the criteria for the current search to a Search Folder so that you can run the same search later. Figure 22. Simple search results Note: To stop the search, on the MyD Outlook Find Bar, click Stop. To restart the search, click Find now. When you stop the search, no results are displayed. Note: If an item found is available in multiple profiles or linked to multiple locations, all instances of the item are displayed in the search results. The search results list can contain up to 500 items. You can right click the items in the search result, and perform the My Documentum for Microsoft Outlook operations listed in the drop-down. Performing an advanced search Advanced search allows you to search for current versions of the documents by specifying additional search criteria. Running an advanced search in online mode searches the repository. You can run an advanced search as a continuation of the simple search. 44 EMC Documentum My Documentum for Microsoft Outlook User Guide, Version 7.1

45 Searching in My Documentum for Microsoft Outlook To search for an item: 1. Click Advanced Find in the Search results dialog box, or on the My Documentum menu, click Advanced Find. The Advanced Find <New Search> dialog box appears. An advanced search is run in the location you specified in the Search In box of the MyD Outlook Find Bar. Note: The default location is either the current My Documentum for Microsoft Outlook folder or the My Documentum folder, if it is a Microsoft Outlook folder. The Advanced Find <New Search> dialog box contains two Object Type fields, which can be used in combination to perform the required search operation. 2. In the Object Type field, select the object type you want to search for. 3. Click Browse to change the folder in which the search needs to be performed. 4. Select one of the two options: Search Mails to search for mails based on the object type selected. This option is selected by default. Search Documents to search for documents based on the object type selected. Figure 23. Advanced Find <New Search> screen Search documents General tab EMC Documentum My Documentum for Microsoft Outlook User Guide, Version

46 Searching in My Documentum for Microsoft Outlook Figure 24. Advanced Find <New Search> screen Search mails General tab The following table lists the attributes based on the selected combination of object types. Note: If one of the object types selected is dm_document (or its subtype) and the Search Document option is selected, then the document-related fields appear in the General tab. If one of the object types selected is dm_document (or its subtype) and the Search option is selected, then the -related fields appear in the General tab. Table 2. Attributes based on the selected combination of object types Selected Object Type Search Criteria Fields in General tab Fields in Advanced tab Result List Object type derived from dm_document and the other object type Search Documents option Named Type the text you want to search for in the item s name, or select the list of option to use text from a previous search. You can use the * wildcard to specify the search criteria. All attribute types except for date attributes Object Creator Name Modified Size Folder Search for the word(s) Type words or phrases that need to be 46 EMC Documentum My Documentum for Microsoft Outlook User Guide, Version 7.1

47 Searching in My Documentum for Microsoft Outlook Selected Object Type Search Criteria Fields in General tab Fields in Advanced tab Result List found at the location. Date Select the date property against the search that needs to be performed. The options available depend on the object type selected. Specify the time when the event takes place and a date range for your search. Size Specify the size of the documents to be found, in kilobytes (kb). You can indicate the document size range in the corresponding boxes. Object type derived from dm_document Search Mails option Subject Type the message subject you want to search for or select the list of options use text from a previous search. You can use the * wildcard to specify the search criteria. All attribute types except for date attributes and message subject Message From Subject Received Size Folder Search for the word(s) Type words or phrases that need to be found at the location. EMC Documentum My Documentum for Microsoft Outlook User Guide, Version

48 Searching in My Documentum for Microsoft Outlook Selected Object Type Search Criteria Fields in General tab Fields in Advanced tab Result List From Select the required criteria from the list of options and enter the address from which the message was sent. To Select the required criteria from the list of options and enter the address to which the message was sent. Sent Select the required criteria from the list of options and enter the date range for when the message was sent. Received Select the required criteria from the list of options and enter the date range for when the message was received. 5. Select the Advanced tab and make the following settings: a. From the Field list, select a field to be included into the search criteria. The list of available fields depends on the object type you have selected on the General tab. The field selected appears in the text box below. b. In the Condition list, select the condition against which the field is to be verified during the search. The options in the list depend on the selected field type. c. In the Value box, specify the value for the condition, such as "business" (without the quotation marks). 48 EMC Documentum My Documentum for Microsoft Outlook User Guide, Version 7.1

49 Searching in My Documentum for Microsoft Outlook d. Click Add to list to add the specified criterion to the criteria list. Note: If the criteria list contains items, you can specify how the new criterion is to be combined with the existing ones by selecting an and or or logical operator. Figure 25. Advanced Find <New Search> screen Search documents Advanced tab Figure 26. Advanced Find <New Search> screen Search mails Advanced tab 6. Click Find Now to begin your search. 7. The advanced search results are displayed at the bottom of the dialog box. Note: To stop the search, click Stop. The search stops and the dialog box display the results available up to that point. To restart the search, click Find Now. EMC Documentum My Documentum for Microsoft Outlook User Guide, Version

50 Searching in My Documentum for Microsoft Outlook Click New Search to define a new search. 8. Click one of the following: Save to save a new search or update a new search. The Save search dialog box appears. Type the required information in the Name and Description fields and click OK to save the search. Save As to save an existing search as a new search. The Save search dialog box appears. Type the required information in the Name and Description fields and click OK to save the search. Select Save search as public to save the search in the repository. This allows all the users of the repository to view or edit the search. If Save search as public is not selected, the search can be viewed or edited only by the user who initiates the search. Figure 27. Save search screen In simple and advanced search results, if the objects have not been synced earlier, you can only perform the Open and Show Locations functions. When objects have been synced to the client already, they are highlighted with a red flag and the folder path column is displayed in the Search results dialog box. The following functions can be performed on previously synced objects: Table 3. Functions for synced objects Menu command Open Properties Send as Link Send as Attachment Show Locations Check in Check out Cancel Checkout Action Open the item in its corresponding application View the item s properties Send the item as a link (for documents only) Send the item as an attachment (for documents only) Displays a list of all object locations in a new dialog box Check in the item Check out the item Cancel the checkout operation for the item Saved searches All searches are saved in the Search Folders node in the My Documentum Folders categorized by the repository. This folder is updated during the Sync Application Data operation or when you click Sync All Searches or Sync Repository Searches in the context menu. Note: The Search Folders list is not updated every time the node is expanded. 50 EMC Documentum My Documentum for Microsoft Outlook User Guide, Version 7.1

51 Searching in My Documentum for Microsoft Outlook The My Saved Searches node in the My Documentum Folders will have a sample folder structure as shown in Figure 28, page 51. Figure 28. My Saved Searches node The following operations can be performed on your saved searches: Sync All searches The right-click context menu of the My Saved Searches node displays the Sync All searches option. Click this option to re-sync the saved searches in all the repositories. EMC Documentum My Documentum for Microsoft Outlook User Guide, Version

52 Searching in My Documentum for Microsoft Outlook Figure 29. Sync All Searches option Sync Repository searches The right-click context menu of each of the repository nodes displays the Sync Repository searches option. Click this option to re-sync the saved searches for the selected repository. 52 EMC Documentum My Documentum for Microsoft Outlook User Guide, Version 7.1

53 Searching in My Documentum for Microsoft Outlook Figure 30. Sync Repository Searches option Run search The right-click context menu for each of the saved searches displays the Run search option. On clicking this option, the Advanced Find dialog box appears with the controls set to the values in the query and runs the query. EMC Documentum My Documentum for Microsoft Outlook User Guide, Version

54 Searching in My Documentum for Microsoft Outlook Figure 31. Search options Edit search The right-click context menu for each of the saved searches displays the Edit search option. On clicking this option, the Advanced Find dialog box appears with the controls set to the values in the query, which can be edited. Delete search The right-click context menu for each of the saved searches displays the Delete search option. On clicking this option, the saved search will be deleted from the repository. Note: When you enter a search folder, the selected search will be run immediately. When loading a search for editing, or running an existed search in the Advanced Find dialog box, it is possible that not all search targets (search folders and repositories) are available for your profiles. In this case, targets which you cannot access will not be shown and the search will not be run against them. If no targets are available, then the search will not be loaded. It is also possible that some targets that you can access through your profile are not synced to the client yet. In such a case, click Browse to display the Select Folder(s) dialog box that will contain these targets. If you clear the folder selection in this dialog box and save the changes, you will not be able to select the folders again until they have been synced to the client or you reload the search. 54 EMC Documentum My Documentum for Microsoft Outlook User Guide, Version 7.1

55 Searching in My Documentum for Microsoft Outlook Figure 32. Search Folder(s) dialog box If a sync or search operation is running, then the Run search and Edit search operations will be disabled. If a sync operation is running and you click a search folder, an error message appears stating that a search cannot be run. EMC Documentum My Documentum for Microsoft Outlook User Guide, Version

56 Searching in My Documentum for Microsoft Outlook 56 EMC Documentum My Documentum for Microsoft Outlook User Guide, Version 7.1

57 Chapter 5 Working with Folders This chapter includes the following topics: Navigating folders, page 57 Importing folders to the repository, page 57 Moving and copying a folder, page 58 Renaming a folder, page 58 Creating a folder, page 59 Deleting a folder, page 61 Synchronizing a folder, page 61 Navigating folders You can browse through the repository folder structure that is displayed in the navigation pane in Microsoft Outlook. When you are working offline, the Microsoft Outlook navigation pane displays the offline-enabled folders, and the list view shows only the offline-enabled documents. Importing folders to the repository You can import Microsoft Outlook folders into the Documentum repository. When importing a folder, all its subfolders and documents will be imported. If a folder with the same name exists in the selected destination, the folder name will be suffixed with 1. To import a Microsoft Outlook folder: 1. In the Microsoft Outlook navigation pane, select the folder you would like to import. 2. Perform one of the following: On the My Documentum menu, click Move/Copy. Right-click the folder and select Move/Copy to Repository. EMC Documentum My Documentum for Microsoft Outlook User Guide, Version

58 Working with Folders 3. In the Save to Repository dialog box, select the destination location for the folder to be imported, and select Copy or Move depending on the operation you want to do, or depending on what operation is permitted for the selected location. 4. In the Save to Repository dialog box, specify the information and permissions on the folder. For detailed steps, see Using a Save to Repository dialog box, page 22. Depending on the destination profile settings, you may be required to specify the properties for a folder you are importing. 5. Click Save. You can import a Microsoft Outlook folder with all its Microsoft Outlook items and subfolders by dragging-and-dropping it to a repository folder under My Documentum Folders. To import a Microsoft Outlook folder by dragging-and-dropping: 1. Navigate to a folder in Microsoft Outlook. 2. Do one of the following: a. Drag-and-drop a Microsoft Outlook folder to the destination folder under My Documentum Folders to save a copy of the folder to the Documentum repository. b. Holding the right mouse button, drag-and-drop a Microsoft Outlook folder to the destination folder under My Documentum Folders. 3. Repeat steps 3 5 of the preceding procedure. Note: When you import a folder by dragging-and-dropping, or by using the Copy or Move menu commands, and then cancel the import operation, the folder content is automatically moved to the source location. A warning message appears informing the same. If the source folder no more exists, the content is moved to Lost and Found folder. Moving and copying a folder You can move or copy repository folders from one location to another using either menu commands, the right mouse button, or drag-and-drop. To copy or move a repository folder to another location: 1. In the Microsoft Outlook navigation pane, under My Documentum Folders, browse to the repository folder you would like to copy or move. 2. Right-click and select Move/Copy to Repository. 3. In the Save to Repository dialog box, choose the destination location for the folder, and select Copy or Move. Renaming a folder You can rename any repository folder except the root folders such as My Documentum Folders, Home Cabinet, My Rooms, My Checked-Out Documents folder and a profile s root folder. 58 EMC Documentum My Documentum for Microsoft Outlook User Guide, Version 7.1

59 Working with Folders Note: Renaming of in-line folder is not supported. To rename a folder: 1. Navigate to a folder in the navigation pane and select it. 2. Do one of the following: a. Press F2. b. Right-click and select Rename. 3. Type the new name and press Enter. Note: If the folder with the same name already exists in the destination folder, you will be prompted to specify another name. Creating a folder You can create a folder and save it to a location under My Documentum Folders. When you create a folder, you can specify its name, set required properties, and specify the permissions. It is not possible to have two subfolders with the same name in one destination folder. To create a folder: 1. In the Microsoft Outlook navigation pane, select any profile folder under My Documentum Folders. 2. From the My Documentum menu, click New Folder or from the Microsoft Outlook Folder menu, click New Folder. 3. The New Folder dialog box appears as shown in Figure 33, page 60 with the currently selected folder as your destination location. EMC Documentum My Documentum for Microsoft Outlook User Guide, Version

60 Working with Folders Figure 33. The New Folder dialog box 4. To change the destination folder, click Select. The Select location dialog box appears that allows you to select one of the repository folders accepting subfolders. Note: Changing the location can affect the properties you must specify when creating a folder. 5. In the Name box, enter the folder name. The folder name is mandatory. By default, the name is New Folder. 6. The default folder object type set of the profile in which the destination folder is located is selected in the Type field. You can change the object type. 7. Specify other relevant information and permissions. 60 EMC Documentum My Documentum for Microsoft Outlook User Guide, Version 7.1

61 Working with Folders 8. Click Save. Deleting a folder When you delete a folder, the documents stored in this folder and all its subfolders are deleted, provided they do not exist in other locations. If a document in a folder you are deleting is linked to other locations, it is not deleted, but unlinked instead. If you do not have sufficient rights to delete a folder, then upon synchronization, the deleted folder reappears in My Documentum for Microsoft Outlook and is not removed from the repository. To delete a folder: 1. Right-click a repository folder and select Delete Folder name from the context menu. 2. Do one of the following: a. Click Yes to confirm the deletion of the selected folder from the current location only. b. Click No to cancel the deletion of the selected folder from the current location only. If you want to delete the folder from all locations in the repository, press Ctrl+Delete on the selected folder. At the prompt, click Yes. Synchronizing a folder You can synchronize a folder manually at any time when you are working online. When you synchronize a folder with subfolders, My Documentum for Microsoft Outlook synchronizes the content of the subfolders as well as the parent folder. To synchronize a folder, right-click a repository folder and select Synchronize with server from the context menu. The Synchronization progress dialog box appears. Note: To view the progress dialog box of Synchronization, select Synchronization Progress from the My Documentum menu. EMC Documentum My Documentum for Microsoft Outlook User Guide, Version

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63 Working with Documents Chapter 6 This chapter includes the following topics: Navigating repository objects in Microsoft Outlook list view, page 63 Document quick editing, page 64 Checking out, editing, and checking in documents, page 64 Cancelling a checkout, page 66 Importing files to the repository, page 67 Exporting files, page 68 Moving and copying a document, page 71 Renaming a document, page 72 Creating a document, page 72 Deleting an item, page 73 Linking a document to another location in the repository, page 74 Sending a document as attachment, page 74 Sending a link to the repository document, page 75 Navigating repository objects in Microsoft Outlook list view When you select a document in the Microsoft Outlook list view, information about the document is shown in the Microsoft Outlook reading pane. There are a number of tabs available so that you can view the document s properties, preview, versions, locations, and permissions. The items list in the Microsoft Outlook window displays only the objects for which you have Browse or higher permission set. The content of a document is available only if you have Read or higher permission on this document. If your permission level is set to Browse, then you can only view the document properties. EMC Documentum My Documentum for Microsoft Outlook User Guide, Version

64 Working with Documents Document quick editing You can open and edit repository documents shown in the Microsoft Outlook list view. When working in online mode, the changes you make are uploaded to the repository after you save and close the document. In offline mode, the changes will be uploaded after you reconnect to the repository. Documentum Administrator configures the document quick editing settings. If this property is enabled, you can edit the repository documents, otherwise, you can only open the documents in read-only mode. By default, the quick edit option is disabled. Checking out, editing, and checking in documents Checking out a document reserves it so that only you can edit it. Other users with sufficient permissions will be able to view it in read-only mode. You must have at least Write permission to a document to check it out. My Documentum for Microsoft Outlook shows the checked-out status of a document by this icon:. The checkout operation retrieves the current version of each document being checked out. While performing the checkout operation, My Documentum for Microsoft Outlook first updates the content of the selected documents. As a result, the Microsoft Outlook list view updates to indicate the latest document state. You can still select the Check Out command on documents that have been checked out by another user, but My Documentum for Microsoft Outlook will prompt you that such document was already checked out in Webtop or other Documentum client application. You can perform the checkout operation on the documents returned by the search results. The documents you have checked out are available in the My Checked-Out Documents folder in both online and offline modes. To check out a document: 1. Navigate to the document in the list view and select it. You can select multiple items to check out. 2. Right-click and select Check Out from the context menu or select Check Out from the My Documentum menu. The checked-out documents are marked by the icon. You can edit the document if you have proper permissions to do so. To open the document for editing: 1. Navigate to the document in the list view and select it. 2. Double click to open the document. Note: To open multiple documents, right-click and select Open from the context menu. 3. Right-click and select Open from the context menu. 64 EMC Documentum My Documentum for Microsoft Outlook User Guide, Version 7.1

65 Working with Documents To check in a document: 1. In the list view, navigate to the checked-out document and select it. 2. Right-click and select Check In from the context menu or select Check In from the My Documentum menu. 3. In the Check In Document dialog box as shown in Figure 34, page 65, specify the checkin information on the corresponding tabs. The tabs displayed depend on the administrative settings. Figure 34. Checking in a single document 4. On the Version Info tab, specify the version. For detailed steps on checking in the version, see Checking in the version of the document, page On the Info tab, modify the properties. 6. Specify the other relevant checkin information. 7. Click Save to check in the document. To check in multiple documents: 1. Navigate to the checked-out documents in the list view and select them. 2. Right-click and select Check In from the context menu or select Check In from the My Documentum menu. EMC Documentum My Documentum for Microsoft Outlook User Guide, Version

66 Working with Documents 3. In the Check In Document dialog box as shown in Figure 35, page 66, for the document selected in the list in the left pane specify the checkin information on the corresponding tabs in the right pane. The tabs displayed depend on the administrative settings. Figure 35. Checking in multiple documents 4. To delete the document from the list of documents, select the document in the list in the left pane and click Remove item. At the prompt, click Yes. 5. Use the Next button to enter checkin information for each document, or, optionally, you can click Save to apply the current document s checkin information. Cancelling a checkout You can cancel the checkout operation in both online and offline modes. You can cancel checkout for multiple checked-out files by selecting them in the Microsoft Outlook list view. Note: If a checked-out document is offline enabled and you are disconnected from the server, you cannot cancel the checkout. The Cancel Checkout command is available even if you have selected multiple files that are not currently checked out or files that have been checked out by other users. In this case, all files for which the operation does not apply will simply be skipped. If the selection does not contain any documents, the Cancel Checkout option in My Documentum menu and context menu item will be disabled. 66 EMC Documentum My Documentum for Microsoft Outlook User Guide, Version 7.1

67 Working with Documents It is possible to cancel checkout documents which you have checked out through Webtop or Documentum Administrator. This option will be available for the document only after the information about its new state has been downloaded from the repository. When a document is checked-out, it becomes offline enabled by default. It remains offline enabled even after you check-in or cancel checkout the document. User with administrator rights can configure this feature. Note: If documents are checked out from Documentum Administrator or Webtop which is installed on different system, you cannot cancel checkout these documents in My Documentum for Microsoft Outlook. To cancel checkout: 1. Navigate to the checked-out document in the list view and select it. You can select multiple items. 2. Right-click and select Cancel Checkout from the context menu or select Cancel Checkout from the My Documentum menu. The Cancel CheckOut dialog box appears. 3. Click one of the following: a. Ok All changes since the last checkin are lost. b. Cancel The operation is cancelled. 4. In online mode, the document is no longer checked out. If you cancel checkout In offline mode, the document is unlocked when My Documentum for Microsoft Outlook is back online. In both modes, the document is no longer available through the My Checked Out Documents folder after the checkout operation is canceled. Importing files to the repository You can import files from your file system or from any Microsoft Outlook folder into a repository folder by copying or moving, or dragging a file to the destination folder under My Documentum Folders in Microsoft Outlook. You can also import files attached to a Microsoft Outlook message. See Importing messages and message attachments to the repository, page 77 for more details. To import a file located in a Microsoft Outlook folder: 1. In Microsoft Outlook, navigate to the file you would like to import and select it. 2. Do one of the following: a. On My Documentum menu, click Move/Copy. b. Right-click the folder and select Move/Copy to Repository. 3. In the Save to Repository dialog box, select the destination location for the file to be imported, and select Copy or Move depending on the operation you want to do, or depending on what operation is permitted for the selected location. 4. In the Save to Repository dialog box, specify the information and permissions on the file. For detailed steps, see Using a Save to Repository dialog box, page 22. Depending on the destination profile settings, you may be required to specify the properties for a file you are importing. 5. Click Save. EMC Documentum My Documentum for Microsoft Outlook User Guide, Version

68 Working with Documents To import a file located in a Microsoft Outlook folder by dragging-and-dropping: 1. Navigate to the file in the Microsoft Outlook list view. 2. Do one of the following: a. Drag-and-drop a file to the destination folder under My Documentum Folders to move the file to the Documentum repository. b. Select the file and drag-and-drop it to the destination folder under My Documentum Folders to move the file to the Documentum repository. 3. Repeat steps 4 6 of the preceding procedure. Note: When you import a file by dragging-and-dropping, or by using the Copy or Move and Paste menu commands, and then cancel the import operation, the content is automatically moved to the source location. A warning message appears informing the same. If the source folder no longer exists, the file is moved to Lost and Found folder. To import a file from your file system: 1. Navigate to a file located on your computer. 2. Click the file and press Ctrl+C or Ctrl+X to copy the file to the repository. 3. In Microsoft Outlook, navigate to the destination folder. 4. Click the folder and press Ctrl+V to paste the file to the destination folder. Alternatively, from the Edit menu, select Paste to perform the same operation. The Save to Repository dialog box appears. Note: To paste the object using Ctrl+V, the focus must be on the list or message pane. Select the folder in the left navigation pane, click on the list or message pane, and press Ctrl+V. 5. In the Save to Repository dialog box, specify the information and permissions on the document. For detailed steps, see Using a Save to Repository dialog box, page 22. Depending on the destination profile settings, you may be required to specify the properties for the document you are importing. 6. Click Save. Note: You can also drag-and-drop a file from your Desktop or Windows Explorer to a location under My Documentum Folders. Note: In case of Microsoft Outlook Copy or Move, Ctrl + C, Ctrl + V, or drag and drop from file system, when the import fails or is canceled, Microsoft Outlook folder selection dialog appears. This dialog allows you to select a location for restoring the items. Exporting files You can export messages and documents from My Documentum for Microsoft Outlook to a location in your computer s local file system or to any Microsoft Outlook folder in both online and offline modes. You can choose to export a particular version of the document. In online mode, if the local storage does not contain the current version of the document content, My Documentum for Microsoft Outlook will download it from the repository before exporting. In offline mode, the version of the document stored in your local storage will be exported. 68 EMC Documentum My Documentum for Microsoft Outlook User Guide, Version 7.1

69 Working with Documents To export a file: 1. Select one or more files in the list view of any repository folder and select the Copy from the Edit menu, or right-click and select Copy from the context menu, or press Ctrl+C. 2. Navigate to any place in your computer s file system or other Microsoft Outlook location, right-click and select Paste, or press Ctrl+V. The files are saved in the destination folder, with the name property value as the filename and in the format in which they were created. To export a file using the Microsoft Outlook Save As menu: 1. Select one or more files in the list view of any repository folder and select the Save As from the File menu. Note: When you export a single file, ensure that you mention the associated file extension along with the file name while saving it. 2. If you are saving a single file, the Save As dialog box appears as shown in Figure 36, page 69. Navigate to the location where you would like to save the file. Specify the filename for the file to be saved and click Save. The file is saved in the destination folder in the format in which it was created. Figure 36. Export a single file using the Microsoft Outlook Save As menu 3. If you are saving multiple files, the Save As dialog box appears as shown in Figure 37, page 70. Navigate to the location where you would like to save the files and click Save. The files are saved in the destination folder in the format in which they were created. EMC Documentum My Documentum for Microsoft Outlook User Guide, Version

70 Working with Documents Figure 37. Export multiple files using the Microsoft Outlook Save As menu Note: To export repository files by dragging-and-dropping, select one or more files in the list view of any repository folder and drag-and-drop them to any place in the file system or Microsoft Outlook folder. To export a particular version of the document: 1. Navigate to the document in the list view. 2. Select the Versions tab in the reading pane. 3. Right-click on the document version you would like to export and select Save As. 4. In the Save As dialog box as shown in Figure 38, page 71, navigate to the location where you would like to save the file and click Save. 70 EMC Documentum My Documentum for Microsoft Outlook User Guide, Version 7.1

71 Working with Documents Figure 38. Exporting the document of a particular version Moving and copying a document You can move and copy a document to another location in the repository. When you move or copy a document, My Documentum for Microsoft Outlook moves or copies the property values along with the content. When you attempt to copy a document within a repository, you will be prompted that only offline-enabled documents can be copied. If the content of the document you are trying to copy is not up-to-date, you will be prompted to synchronize the document in order to be able to copy it. To move or copy a document: 1. Under My Documentum Folders, browse to the folder where the document is located. 2. In the list view, select the document to be copied or moved. You can select multiple documents. 3. Right-click and select Move/Copy to Repository. 4. In the Save to Repository dialog box, choose the destination location, and select Copy or Move depending on the operation you want to do, or depending on what operation is permitted for the selected location. Note: You cannot move or copy a document into an invalid location, such as the My Documentum Folders root folder or a cabinet root folder. If you are in online mode, a permission check is performed to check if you have the write permission in the target folder. 5. In the Save to Repository dialog box, specify the information and permissions on the file or message. 6. Click Save. In offline mode, My Documentum for Microsoft Outlook cannot check permissions when you perform a move or copy operation. Therefore, you may find that even though you were able to EMC Documentum My Documentum for Microsoft Outlook User Guide, Version

72 Working with Documents perform the operation while offline, the next time you are online and My Documentum for Microsoft Outlook synchronizes your changes with the repository, the operation cannot be completed, as you do not have the proper permissions to add content to a destination folder or to delete the document from the source folder. For information on synchronization collisions that can occur, see Synchronization collisions, page 97. Renaming a document While working in Microsoft Outlook, you can rename repository documents. To rename a document: 1. Navigate to the document in the list view and select it. 2. Right-click and select Properties, or select Properties from the My Documentum menu. 3. In the Document Properties dialog box, enter a new name in the Name field. For detailed steps on editing document s properties, see Setting properties, page 89. Creating a document While working in My Documentum for Microsoft Outlook, both in online and offline modes, you can create a new document from a Documentum template and save it to the selected location in a repository folder. The templates available to you depend on your access permissions. The templates are grouped by object types. Depending on the object type, certain document formats and templates are available. The document template specifies the document name and type and may provide initial field property values. You are able to create a permission set for your new document. After the document is created, it opens for editing. When you close the document, the synchronization starts and the new document is added to the repository. To create a folder: 1. In the Microsoft Outlook navigation pane, select any profile folder under My Documentum Folders. 2. From the My Documentum menu, select New Document. 3. The New Document dialog box appears as shown in Figure 39, page 73 with the currently selected folder as your destination location. 72 EMC Documentum My Documentum for Microsoft Outlook User Guide, Version 7.1

73 Working with Documents Figure 39. The New Document dialog box 4. To change the destination folder, click Select. The Select location dialog box appears that allows you to select a different location. Note: Changing the location can affect the properties you must specify when creating a document. 5. In the Name box, enter the folder name. The folder name is mandatory. By default, the name is New Document. 6. The default document object type of the profile in which the destination folder is located is selected in the Type field. Select a different object type, if required. 7. The default document format of the profile in which the destination folder is located is selected in the Format field. Select a different format, if required. 8. Select a template to create a document from in the Template list. 9. Specify other relevant information and permissions. 10. Click Save. Deleting an item You can delete one or more items from any repository folder by selecting them in the Microsoft Outlook window. EMC Documentum My Documentum for Microsoft Outlook User Guide, Version

74 Working with Documents When an item is deleted in My Documentum for Microsoft Outlook, synchronization starts immediately in online mode. The selected item is removed from the local storage after My Documentum for Microsoft Outlook receives confirmation that it is removed in the repository. It is possible to delete an item offline after it was checked in. To delete an item: 1. In the Microsoft Outlook window, select the item and click Delete using the Microsoft Outlook toolbar. You can select multiple items by holding the Shift key. 2. Perform one of the following: a. Click Yes to confirm the deletion of the selected items from the current location only. b. Click No to cancel the deletion of the selected items from the current location only and delete the items from all locations in the repository. Press Ctrl+Delete on the selected items. At the prompt, click Yes. Linking a document to another location in the repository You can link a document to another location in the repository so that you can access it from multiple locations. To link a document to another location in the repository: 1. Navigate to the document in the list view and select it. You can select multiple documents. 2. Select the document and go to My Documentum menu. 3. Select Create Link. The document is now linked to the specified location. For details on how to view the document s locations, see Reading pane - Locations tab, page 21. Note: In My Documentum for Microsoft Outlook, you cannot link a folder to another location in the repository, while you can do this in Webtop. Sending a document as attachment You can send documents in the repository folders as attachments in messages. To send a document as attachment: 1. In the list view, navigate to the document which you would like to send as attachment and select it. You can select multiple documents. 2. Right-click and select Send as Attachment. 74 EMC Documentum My Documentum for Microsoft Outlook User Guide, Version 7.1

75 Working with Documents 3. A new message opens with the selected documents attached. My Documentum for Microsoft Outlook inserts the attached document s filename into the Subject field. Note: For multiple documents, subject does not display the document filename. Type the recipient s address and other relevant information and sent the . Sending a link to the repository document While working in My Documentum for Microsoft Outlook, you can create shortcuts in messages that link to documents in a repository. You can open the latest version of a referenced document in the online mode. If you have access to the document through its profiles and if you have permissions, you can edit the document and save it in the repository. To send a link to the document: 1. In the list view, navigate to the document for which you would like to send a link and select it. 2. Right-click and select Send as Link. 3. A new message opens with the link file (*.dml_* file) to the document attached. Type the recipient s address and other relevant information and sent the . EMC Documentum My Documentum for Microsoft Outlook User Guide, Version

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77 Chapter 7 Working with s and Attachments This chapter includes the following topics: Importing messages and message attachments to the repository, page 77 Enhanced attachment handling, page 78 Importing messages and message attachments to the repository You can import messages saved as.msg files in your file system, or from a Microsoft Outlook folder, or by dragging-and-dropping them to the destination folder under My Documentum Folders. Note: Only messages received or sent to the MS Exchange Server can be imported. My Documentum for Microsoft Outlook does not support encrypted s. You can import an attached file by dragging-and-dropping it from a Microsoft Outlook message to the destination folder under My Documentum Folders. To import an message from a Microsoft Outlook folder: 1. Navigate to the message located in the Microsoft Outlook folder and select it in the list view. 2. Perform one of the following: Click Move/Copy on the My Documentum. Note: In Microsoft Outlook 2007, on the Add-Ins tab, in the Custom Toolbars group, click Move/Copy to Repository. Right-click the message and select Move/Copy to Repository. From the Edit menu, select Move/Copy to Repository Folder. 3. In the Save to Repository dialog box, select the destination location for the message to be imported, and select Copy or Move depending on the operation you want to do, or depending on what operation is permitted for the selected location. 4. In the Save to Repository dialog box, specify the information and permissions on the message. For detailed steps, see Using a Save to Repository dialog box, page 22. Depending on the destination profile settings, you may be required to specify the properties for the message you are importing. EMC Documentum My Documentum for Microsoft Outlook User Guide, Version

78 Working with s and Attachments 5. Click Save. To import a new message: 1. In Inbox, click New on the Standard Microsoft Outlook toolbar. 2. Enter recipient names in the To:, Cc:, or Bcc: boxes. Separate names with a semicolon (;). 3. Click Send and Save on the My Documentum for Microsoft Outlook toolbar. Note: In Microsoft Outlook 2007, on the Add-Ins tab, in the Custom Toolbars group, click Send and Save. 4. In the Select Location dialog box, select the destination location for the message to be imported, and select Copy or Move depending on the operation you want to do, or depending on what operation is permitted for the selected location. 5. In the Save to Repository dialog box, specify the information and permissions on the message. For detailed steps, see Using a Save to Repository dialog box, page 22. Depending on the destination profile settings, you may be required to specify the properties for the message you are importing. 6. Click Save. To import a message from your file system Note: If a message received via a POP3 or IMAP protocol is saved in your file system, it will be imported into the repository; a collision will appear. 1. Locate the message in your file system and select it. 2. Press Ctrl+C or Ctrl+X to copy the message to the repository folder. 3. Press Ctrl+V. 4. Repeat steps 3 5 of the preceding procedure. Note: You can also drag-and-drop an message saved as a.msg file from your Desktop or Windows Explorer to a location under My Documentum Folders. For all the import to My Documentum for Microsoft Outlook, the Save to Repository dialog appears except for the Microsoft Outlook rule based import. Note: When you drag-and-drop, or use the Copy or Move menu commands to import an , and then cancel the import operation, the content is automatically moved to the source location. A warning message appears informing the same. If the source folder does not exist anymore, the is moved to the Lost and Found folder. In the case of Microsoft Outlook, if you use Copy or Move, then upon failure or cancellation of import, the Microsoft Outlook folder selection dialog box appears and you can select a folder to restore the items. Enhanced attachment handling When you import single or multiple s into Documentum, the attachments are extracted from the message and listed as separate document objects for import. For separated documents (from attachments), you cannot rename the documents during the import in the Import dialog box. During import, if you delete an attached document from the 78 EMC Documentum My Documentum for Microsoft Outlook User Guide, Version 7.1

79 Working with s and Attachments , the document is deleted and the parent is imported successfully along with the other attachments, if any. However, if you delete the parent , all the attachments also get deleted. Note: Only the non- attachments in the child chain are extracted from the message. The embedded image attachments are not extracted from the message. You can remove items from the list ( s or attachments), specify object types for the attachments, and enter the metadata based on the object type and the data dictionary. In the case of duplicate attachments, unique attachment names (_1, _2, and so on) are generated. If you remove the from the item list, all the extracted attachments also get removed. Note: The duplicity check for an attachment name is limited to the parent and not to the target repository folder to which the items are imported. EMC Documentum My Documentum for Microsoft Outlook User Guide, Version

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81 Working with Versions Chapter 8 This chapter includes the following topics: Versions overview, page 81 Viewing versions, page 82 Checking in the version of the document, page 82 Versions overview A version is a copy of a file at a particular time the file was checked into the repository. A new version can be created each time the file is checked in. Versioning lets you keep track of changes to a file. When you create or import a new file into the repository, it receives a version number of 1.0. When you check in a file, you can decide whether to create a version of the file or overwrite the existing version. (You must have adequate permissions on the file to be given these choices.) Creating aversion gives the file a higher version number than it had when you checked it out and also leaves a copy of the previous version in the repository. Overwriting the existing version keeps the same version number on the file as the previous version and does not save a copy of the previous version. Depending on your configuration, you might be able to select whether to increase the version number by a whole number or by just a decimal point (that is, by a tenth). Increasing the version number by a whole number is considered a major revision; increasing by a decimal point is a minor version. For example, if you check out version 1.0 of a file and check it in as a minor version, the file is stored as version 1.1. If you repeat this process, the file is next stored as version 1.2. If you then decide to check out the file and then check it in as a major revision, the file s version number jumps from 1.2 to 2.0. The most recently checked-in file is marked CURRENT. When you are viewing a document online, EMC My Documentum for Microsoft Outlook synchronizes on the fly and displays the most current version available at the repository. When you are offline, the CURRENT version is the most recent copy of the document downloaded to your machine during last synchronization. EMC Documentum My Documentum for Microsoft Outlook User Guide, Version

82 Working with Versions Viewing versions You can do the following: When viewing a list, you can have the list display all the versions of all the items in the list. You can navigate to an item and view all the versions of that item. You can navigate to a past version of an item and then view the item in read-only mode. To view all the versions of a document: 1. Navigate to the document in the list view. 2. In the reading pane, select the Versions tab as shown in Figure 8, page Right-click the version of the document you would like to view, and select Open. Checking in the version of the document When you check in the document, you can specify the new version number of the document. To specify the new version of the document: 1. In the Check In Document dialog box, select the Version Info tab. For detailed steps on checking in the document, see Checking out, editing, and checking in documents, page Do one of the following: a. To check in the new version of the document, select the Choose version option. Go to the next step. b. To check in the document as a new document, select the Save as New File option. 3. Specify the version number. You may choose among the following options: Same version the document will be checked in with the same version as its current one. Note: This option may be not allowed for some profiles. Minor version the minor version number is increased by one. Major version the major version number is increased by one and the minor version number is set to zero. 4. In the Version label field, enter the label for the updated version of the document. 82 EMC Documentum My Documentum for Microsoft Outlook User Guide, Version 7.1

83 Working with Versions 5. In the Description field, enter the description for the updated version. 6. To replace the content of the checked-out document with another file during the checkin operation, next to Select from File, click Browse. In the Open dialog box, navigate to the file with which you want to replace the document you are checking in and click Open. 7. Select the Make current checkbox to set the uploading version as current. This option is selected by default. EMC Documentum My Documentum for Microsoft Outlook User Guide, Version

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85 Working Offline Chapter 9 This chapter includes the following topics: Working offline, page 85 Enabling files for work in offline mode, page 85 Checking in content in offline mode, page 86 Moving and copying content in offline mode, page 87 Working offline You can work with EMC My Documentum for Microsoft Outlook in two modes, depending on the status of your connection to the repository: online (connected to the repository) or offline (no connection). You can switch to offline mode either manually or automatically. If you choose to go offline manually, then you must manually reconnect to the repository (go online). If your connection to the repository became unavailable and you were switched offline automatically, you will automatically be reconnected to the repository once a connection can be made. Some functions such as performing advanced search, working with documents versions, locations, permissions, checking out operations cannot be performed offline. Enabling files for work in offline mode You can enable files and folders for work in offline mode only in profiles that are offline-enabled by your My Documentum for Microsoft Outlook administrator. For offline-disabled profiles, only the folder structure in the navigation pane will be available in offline mode; the list view will display no documents. In order to see the repository documents in an offline-enabled profile in offline mode, mark them as offline-enabled. Note: You can enable files for work in offline mode only when you are in online mode. To enable a file for use in offline mode: 1. In the navigation pane, navigate to a folder under My Documentum Folder. The profile has to be available for offline use. 2. In the list view, select the file or files you would like to enable. EMC Documentum My Documentum for Microsoft Outlook User Guide, Version

86 Working Offline 3. Right-click and select Offline-Enable, or select Offline-Enable > Selected documents from the My Documentum menu. To enable a folder for use in offline mode: 1. In the navigation pane, navigate to a folder under My Documentum Folder and select it. The profile has to be available for offline use. 2. Do one of the following: a. To enable all files in the selected folder, right-click and select Offline-Enable, or select Offline-Enable > Current Folder from the My Documentum menu. b. To enable all files in the selected folder and all its subfolders, select Offline-Enable > Current Folder with Subfolders from the My Documentum menu. Note: In a folder that is offline-enabled, you can still manually disable a file or more files for use in offline mode. To disable a file for use in offline mode: 1. In the navigation pane, navigate to a folder under My Documentum Folder. The profile has to be available for offline use. 2. In the list view, select the file or files you would like to disable. 3. Right-click and select Offline-Disable, or select Offline-Disable > Selected documents from the My Documentum menu. To disable a folder for use in offline mode: 1. In the navigation pane, navigate to a folder under My Documentum Folder and select it. The profile has to be available for offline use. 2. Do one of the following: a. To disable all files in the selected folder, right-click and select Offline-Disable, or select Offline-Disable > Current Folder from the My Documentum menu. b. To disable all files in the selected folder and all its subfolders, select Offline-Disable > Current Folder with Subfolders from the My Documentum menu. Note: In a folder that is offline-disabled, you can still manually enable a file or more files for use in offline mode. Checking in content in offline mode The checkin operation and the synchronization of all changes are scheduled and started as soon as you go online. The synchronization uploads the changes to the repository, creates a version, if required and releases the lock on the document in the repository. If the profile was offline-enabled by the administrator when the document was checked out, it was automatically marked as offline-enabled. When you check it in, it remains available offline. Upon successful checkin, the documents are no longer checked out. You can continue to work with the version that was checked in before. The next time you either quick edit, change properties or check out/check in the document, the Check In dialog box appears with the Import dialog box. 86 EMC Documentum My Documentum for Microsoft Outlook User Guide, Version 7.1

87 Working Offline You can check out and edit a file multiple times, but only the last changes will be uploaded to the repository when you check the file in. The Check In dialog box includes the changes in the previously supplied value. The action of editing the files supersedes the previous checkin action. It is possible to move or delete a document offline after it was checked in. For deletion, this will require that during synchronization, the document lock be removed. The synchronization engine will first cancel the checkout operation for the document and then delete all versions. Moving and copying content in offline mode While offline, My Documentum for Microsoft Outlook cannot check permissions on repository objects. In offline mode, you are able to move files into folders in which you do not have enough access rights. During synchronization, collisions occur if you do not have the proper permissions to add content to a destination folder or to delete the document in the original folder. For instance, if you only have Read permission for a folder, you are still able to move a file into that folder, but a synchronization collision will arise in this case. However, only the final state of the object is synchronized, all intermediate states do not upload to the repository. Moving files in offline mode affects files that were checked in and for which you cancelled checkout. As a result of being offline, the file has not yet synchronized with the repository. EMC Documentum My Documentum for Microsoft Outlook User Guide, Version

88 Working Offline 88 EMC Documentum My Documentum for Microsoft Outlook User Guide, Version 7.1

89 Chapter 10 Managing Properties This chapter includes the following topics: Setting properties, page 89 Clearing dependent values, page 90 Managing properties for multiple files, page 91 Setting properties A Documentum repository can store different objects, for example, a cabinet, folder, and document. Depending on your company s needs, there are different types of objects defined by object-specific properties. EMC My Documentum for Microsoft Outlook requires selecting an object type when you are importing or creating a file or folder to your local storage. You select an object type in the Save to Repository dialog box when you import a file or a folder to the repository folders. Each object type has properties that must be defined (are mandatory) before you can create an object in the repository. Properties are descriptive characteristics about an item. All repository items have properties. You can open the item s properties in My Documentum for Microsoft Outlook. To view or set properties: 1. Select an item in the list view of any repository folder, and do one of the following: Right-click and select Properties from the context menu. Select Properties from My Documentum menu. The Properties dialog box appears as shown in Figure 40, page 90. EMC Documentum My Documentum for Microsoft Outlook User Guide, Version

90 Managing Properties Figure 40. Setting properties in the Properties dialog box The Properties dialog box often includes multiple tabs, each tab covering the settings that govern a particular functionality. Common tabs include Info and Permissions. 2. Enter the desired values in the fields available on each tab. You enter values by either typing them in a box or by selecting them from a list and clicking a right arrow. Property fields marked with a red asterisk are mandatory and cannot be left blank. The dialog box tab on which the mandatory fields are situated is marked with a red asterisk too. When you are done adding values, click OK. 3. Click OK. Clearing dependent values My Documentum for Microsoft Outlook supports Query Based Pick lists and Dependent Value Assistance. In the Properties dialog box, when you change the value of an attribute, My Documentum for Microsoft Outlook clears the values of all other attributes that are dependent on this attribute. Note: Query Based value assistance works only in the online mode. 90 EMC Documentum My Documentum for Microsoft Outlook User Guide, Version 7.1

91 Managing Properties Managing properties for multiple files You can specify properties for several files simultaneously. For multiple files, you can only select multiple files that have the same type by using the Process Items drop-down. To set properties for multiple files: 1. Select multiple files in the list view by holding down the Ctrl key. 2. Do one of the following: Right-click and select Properties from the shortcut menu. Right-click and select Properties from context menu. The Properties dialog box appears as shown in Figure 41, page 91. Figure 41. Setting properties for multiple files 3. In the Process Items list, select the type of items to be processed in the Properties dialog box. EMC Documentum My Documentum for Microsoft Outlook User Guide, Version

92 Managing Properties The properties dialog box displays only those property values that are common to all the items you selected. Any changes you make will be made to all the items you selected: If a common property of the selected documents does not have any value in any of these documents, the system displays it on a white background and it is available for changes; the specified value is applied to all selected objects when the synchronization occurs; If a common property of the selected documents has different values in two or more of the selected documents or its value is not set for any documents, the system displays an italic Mixed value and is available for changes; the newly specified value is applied to all selected objects when the synchronization occurs; If a common property of the selected documents has the same value in all documents, the system displays this value and it is available for changes; a new value is applied to all selected objects when the synchronization occurs. 4. Set properties as appropriate. 5. To save changes, click OK. 92 EMC Documentum My Documentum for Microsoft Outlook User Guide, Version 7.1

93 Chapter 11 Synchronizing My Documentum for Microsoft Outlook with a Documentum Repository This chapter gives an overview of the following: What is a synchronization process?, page 93 Types of synchronization, page 95 Stopping synchronization and synchronization fault tolerance, page 96 Setting synchronization preferences, page 97 Synchronization collisions, page 97 Resolving collisions using the application icon, page 102 Resolving collisions using lightweight pop-up dialog boxes, page 98 What is synchronization history?, page 105 Setting number of sessions in history, page 105 Viewing history, page 105 What is a synchronization process? My Documentum for Microsoft Outlook settings and the list of repositories to which you have access are synchronized with the repository each time Microsoft Outlook starts. You can change the list of repositories and profiles shown in the Options dialog box. You can also synchronize the list of repositories manually using the Options dialog box. Synchronization occurs at each Microsoft Outlook startup, whenever automatic synchronization runs, whenever manual synchronization is run, and when you are browsing a folder. You can track the synchronization process by viewing the Documentum Synchronization dialog box from the My Documentum for Microsoft Outlook status bar as shown in Figure 42, page 94. EMC Documentum My Documentum for Microsoft Outlook User Guide, Version

94 Synchronizing My Documentum for Microsoft Outlook with a Documentum Repository Figure 42. Viewing synchronization progress You can monitor the synchronization process by viewing the synchronization process dialog box. When synchronization starts, a Documentum Synchronization dialog box appears that indicates the number of items to be included during the synchronization process. My Documentum for Microsoft Outlook checks for available disk space in your My Documentum for Microsoft Outlook storage folder, and starts the synchronization if there is enough disk space. If there isn t enough disk space, you are prompted to clear the My Documentum for Microsoft Outlook storage folder or change the offline-disabled status for some objects. During the synchronization process, synchronizations of different types can overlap, for example when you open a document for editing or navigate folders in a repository folder while synchronization is in process. In this case, synchronization operations are put in queue and you are able to view and prioritize them in the System Events dialog box. To view the System Events dialog box, from My Documentum menu, select System > View system events. All synchronization operations are placed in the synchronization queue. The order in which the objects are synchronized is defined by the priority of synchronization type. In offline mode, some queued operations might be removed (rolled back) by subsequent operations if they affect the same object. These operations are: Checking in - when you start editing a document after you checked it in. The document returns in the previous checked-out state. Canceling checkout - when you start editing a document after you canceled checking it out. The document returns in the previous checked-out state. If there are several operations related to the same object, they are grouped in accordance with the order the actions were performed. For example, if a checked-in document has been linked to other folders, the checkin and copy link operations happen together. You can track the synchronization process by viewing the Repository Synchronization dialog box from the My Documentum for Microsoft Outlook status bar. The following objects are not synchronized: The documents you have checked out; Documents which you have opened for editing; New documents added to a new folder that has not yet been synchronized. My Documentum for Microsoft Outlook synchronizes a new folder first and then the new documents in this folder. 94 EMC Documentum My Documentum for Microsoft Outlook User Guide, Version 7.1

95 Synchronizing My Documentum for Microsoft Outlook with a Documentum Repository Types of synchronization Depending on the synchronization duration and priority there exist different synchronization modes. The following sections present these modes in order of priority, from low to high. Manual synchronization modes Synchronize selected items This kind of synchronization allows you to update the documents selected in the list. To synchronize selected items: 1. Navigate to the repository folder containing the items to be synchronized. 2. Select the items to be synchronized from the list in the preview (right) pane of the Microsoft Outlook window. 3. Right-click and select Synchronize selected items from the context menu. 4. Specify the destination folder. Synchronize current folder This kind of synchronization allows you to update the documents located in the selected folder. To synchronize the current folder: 1. Navigate to the repository folder you wish to synchronize and select it. 2. Right-click and select Synchronize Current Folder from the context menu. OR 1. Navigate to the repository folder and select it. 2. Right-click and select Synchronize with Server from the context menu. Synchronize current folder and all subfolders This type of synchronization allows you to update the documents belonging to the selected folder as well as to all its subfolders. To synchronize a folder and all its subfolders: 1. In the Navigation Pane, navigate to the repository folder and open it. 2. Select the subfolders to be synchronized. 3. From the My Documentum>Synchronize with Server menu, select Current Folder and All Subfolders. EMC Documentum My Documentum for Microsoft Outlook User Guide, Version

96 Synchronizing My Documentum for Microsoft Outlook with a Documentum Repository Synchronize Application Data This type of synchronization allows you to update all the content marked as offline-enabled in your My Documentum for Microsoft Outlook storage folder, as well as metadata (properties) of offline-disabled items and objects. The synchronization operations may be divided into three types: Automatic Manual Immediate These types have different priority, depending on the duration of the synchronization and its priority. The following list presents them in ascending priority: Automatic synchronization is a full synchronization of all offline-enabled objects that is usually performed in the background in accordance with a synchronization schedule setting. When you synchronize manually, you can select a number of items to be synchronized. To synchronize manually, choose the Synchronize with Server menu command. All selected offline-enabled objects and their properties are synchronized. Only the properties are synchronized for the selected offline-disabled objects (this allows you to present the up-to-date views in Microsoft Outlook). Immediate synchronization starts automatically as a result of actions you perform while working with repository folders, such as viewing a folder or an item in Microsoft Outlook, or checking out a document. To synchronize all offline-enabled content: From the My Documentum menu, select Synchronize with Server > Application Data. OR Right-click on the My Documentum for Microsoft Outlook status bar and select Synchronize Application Data command. Stopping synchronization and synchronization fault tolerance The synchronization process can be stopped manually at any time. To stop synchronization, you can do one of the following: Click the My Documentum for Microsoft Outlook status in the status bar and select the Stop Synchronization option; Select Stop Synchronization from the My Documentum menu. Note: Selecting Stop Synchronization from the My Documentum for Microsoft Outlook status bar will only end synchronization when My Documentum for Microsoft Outlook has finished synching the current object. To view what is currently being synched, open the View System Events dialog box from the My Documentum menu. Synchronization stops when My Documentum for Microsoft Outlook goes offline, or when Microsoft Outlook is closing. In this case, the synchronization is considered finished even if not all queued 96 EMC Documentum My Documentum for Microsoft Outlook User Guide, Version 7.1

97 Synchronizing My Documentum for Microsoft Outlook with a Documentum Repository objects are processed. The processed objects are removed from the synchronization queue and the remaining objects are synchronized during a subsequent synchronization. The synchronization process can be stopped by unexpected events. An example of this could be if you lose your connection to the repository. My Documentum for Microsoft Outlook records the synchronizing status of each object so that the synchronization is resumed at the point where it was interrupted. You can only stop manual and scheduled automatic synchronization. The immediate synchronization process cannot be stopped. If immediate synchronization is interrupted by going offline or by the connection to the repository being severed, it resumes as soon as the connectivity with the repository is reestablished. Setting synchronization preferences You can set synchronization preferences through the Options dialog box, such as scheduling automatic synchronization and selecting the number of synchronization sessions to keep in the synchronization history. Refer to section Setting the synchronization tool preferences, page 37 of this guide. Synchronization collisions After synchronizing between your local storage and the repository, My Documentum for Microsoft Outlook encounters discrepancies that it cannot resolve itself. At that time, you are prompted with a dialog box, which informs you about the collision and seeks your resolution with an action or acknowledgment. See Information Collisions, page 97 for additional information about information collisions. Only for collisions that are not frequent (for example, disc is full, internal server error, and so on), a collision resolution icon blinks on the My Documentum for Microsoft Outlook status bar prompting you to resolve the collision. You are presented with resolution options based on the cause of the collision. To resolve a collision, select an action manually after or before you select the resolution option. If you do not select a resolution option, the collision occurs again at the next synchronization. Information Collisions When a synchronization issue occurs, My Documentum for Microsoft Outlook informs you of the collision reason. There can be different reasons for a collision, for example, there is not enough disk space in the My Documentum for Microsoft Outlook local storage, or you are deprived of your access rights while being logged in to a repository. To resolve this collision, click Acknowledged, and then make the appropriate actions depending on the collision reason. EMC Documentum My Documentum for Microsoft Outlook User Guide, Version

98 Synchronizing My Documentum for Microsoft Outlook with a Documentum Repository If during synchronization My Documentum for Microsoft Outlook detects that there is not sufficient disk space on your machine in which to store the repository objects, you can take any of the following actions to resolve the collision: Enlarge the size of the local storage. See Setting My Documentum for Microsoft Outlook storage folder preferences, page 39. Mark some documents as offline-disabled. These documents will be removed from the local storage, thus, the free space will increase. Resolving collisions using lightweight pop-up dialog boxes Lightweight pop-up dialog boxes are displayed to ease the collision resolving process. Following are some of the pop-up dialog boxes that are displayed. Unable to Synchronize Content This dialog box appears when the version of content on the server has either been modified or checked out, due to which you are unable to synchronize your content with it. Figure 43. Unable to Synchronize Content dialog box In such a case, select one of the following options: Save my work to my Outlook Profile Folder: Microsoft Outlook folder selection dialog appears. This allows you to save the content within any non-my Documentum for Microsoft Outlook folder. Click OK. Cancel my last action and discard my changes: Discards the changes made to your content. Unresolved collision This dialog box appears when you cancel the Save As dialog box while resolving a collision for a file. 98 EMC Documentum My Documentum for Microsoft Outlook User Guide, Version 7.1

99 Synchronizing My Documentum for Microsoft Outlook with a Documentum Repository Figure 44. Unresolved Collision dialog box Select one of the following options and click OK: Bring up the collision window immediately to display the Collision resolving dialog box. Put the event in the collision window but do not show the window until I open it to store the unresolved collision in the Collision resolving dialog box to be resolved at a later time. Insufficient permission This dialog box appears when you do not have the required permission to update, check in, or delete the selected content. Figure 45. Insufficient Permission dialog box Click OK to save the changes you made on the repository object to a local folder on your computer. Unable to checkout content This dialog box appears when you attempt to check out locked content. EMC Documentum My Documentum for Microsoft Outlook User Guide, Version

100 Synchronizing My Documentum for Microsoft Outlook with a Documentum Repository Figure 46. Unable to Check Out Content dialog box Click OK to close the window. Collision resolutions The following table lists the resolutions to some of the collisions using lightweight pop-up dialog boxes. Table 4. Collision resolutions using pop-up dialog boxes Collision Resolution Type Resolution Concurrent changes in the same object Action The Unable to Synchronize content dialog box appears. Refer to Unable to Synchronize Content, page 98. Updated Checked-Out Objects Action The Unable to Synchronize content dialog box appears. Refer to Unable to Synchronize Content, page 98. Deleted Objects Note: In this case, you are unable to delete the content as it was changed on the server. Acknowledge Unable to delete the content since it was changed on the server. Download the server version of the content and save it to your computer. Object Parent Deleted Acknowledge The Folder Deleted on Server dialog box appears. Click OK to dismiss the dialog box. Save the content changes to a local Microsoft Outlook folder on your computer. The Content Saved dialog box appears. Folder Already Exists Acknowledge The Folder Already Exists dialog box appears. Select Ok and give a different folder name in Create New Folder dialog. 100 EMC Documentum My Documentum for Microsoft Outlook User Guide, Version 7.1

101 Synchronizing My Documentum for Microsoft Outlook with a Documentum Repository Create: Access Rights Violation Acknowledge The Insufficient Permission dialog box appears. Refer to Insufficient permission, page 99. The Content Saved dialog box appears. Import Failed Collision (Required Properties were not set) Acknowledge The Additional Properties Required dialog box appears. Click OK to dismiss the dialog box. Provide the required additional properties. Information Collisions Info The Important Information dialog box appears. Click OK to dismiss the dialog box. Update: Access Rights Violation Update Same Version: Access Rights Violation Acknowledge Info The Insufficient Permission dialog box appears. Refer to Insufficient permission, page 99. The Content Saved dialog box appears. The Insufficient Permission dialog box appears. Refer to Insufficient permission, page 99. Delete: Access Rights Violation Info The Insufficient Permission dialog box appears. Refer to Insufficient permission, page 99. Checking out a locked object Info The Unable to Check Out Content dialog box appears. Refer to Unable to checkout content, page 99. Insufficient permission Info The Insufficient Permission dialog box appears. Refer to Insufficient permission, page 99. Checking out a deleted object Info The Content has been Deleted dialog box appears. Click OK to dismiss the dialog box. Checking in an unlocked object Info The Cannot Check In Content dialog box appears. Click OK to dismiss the dialog box. EMC Documentum My Documentum for Microsoft Outlook User Guide, Version

102 Synchronizing My Documentum for Microsoft Outlook with a Documentum Repository Resolving collisions using the application icon 1. Right-click the application icon on the My Documentum for Microsoft Outlook status bar and select Resolve Collisions. 2. The Collision resolving dialog box as shown in Figure 47, page 102 displays the collisions that have occurred, sorted in groups by the collision type. Click the box next to a group to view the documents affected by this collision. Figure 47. Resolving issues 3. The list displays the document name, the date of its last modification and the resolution icon. The following resolution icons represent the following collision status: - unresolved - resolved - unread 4. In the List Preview in the upper right corner of the dialog box, you can select to view the items in a single or multiple rows. 5. Do one of the following: To resolve the collision for a single item in the list, navigate to it, right-click, and then select the appropriate option to resolve the collision. Note: Rest a mouse pointer on a document or folder to view its location in the repository. To resolve the collision for the whole group simultaneously, right-click the group name and select the appropriate option from the resolution options proposed. The selected resolution option appears in the Resolution column next to the item for which it was selected. 102 EMC Documentum My Documentum for Microsoft Outlook User Guide, Version 7.1

103 Synchronizing My Documentum for Microsoft Outlook with a Documentum Repository 6. Click one of the following options: Sync to start the synchronization for the selected options to take effect. Cancel to cancel the resolution of the collision. The following sections describe possible synchronization collisions and the ways to resolve them. Delete: Profile Collision A collision may occur if the profile was deleted by at the time you were working with objects in this profile. The possible actions to resolve this collision are as follows: Export Local Undeletable Objects: Select to export the local version of the objects that cannot be deleted (for example, these objects might be checked out) to a location on your computer and remove them from the local My Documentum for Microsoft Outlook storage. Copy Undeletable Objects (to another MyD Outlook folders): Select to copy the objects that cannot be deleted (for example, these objects might be checked out) to some other repository folder in My Documentum for Microsoft Outlook. Acknowledged: Select to acknowledge the collision. Deleting Non-Empty Folder A collision occurs if you attempt to delete a folder with subfolders and documents. To resolve this collision, select Restore as New to restore the deleted folder in the My Documentum for Microsoft Outlook local storage. Error on Object Addition This collision occurs when the documents cannot be saved in the repository for a number of reasons: You do not have appropriate permissions; The folder to which you have added the document in My Documentum for Microsoft Outlook was deleted in the repository; The document or folder you are importing has a long path name; Some internal system errors have occurred. The possible actions to resolve this collision are as follows: Move: Select to move the created object to a different location on your computer. Retry: Select to retry uploading the changes you made in Microsoft Outlook to the repository again. Cancel Import and Save Local Version: Cancel the import process and save the object on your machine. Exclude From Synchronization: Turn off synchronization option for the object. EMC Documentum My Documentum for Microsoft Outlook User Guide, Version

104 Synchronizing My Documentum for Microsoft Outlook with a Documentum Repository Errors Errors can occur in the repository, such as the database crash. To resolve this collision, select the following option: Retry: Select to retry uploading the changes you made in Microsoft Outlook to the repository again. Exclude from Synchronization: Turn off synchronization option for the object. Login Failed A collision may occur if you are no longer authorized to work on the objects of a particular repository. Your repository login and password might change from the time you have logged in to the repository in My Documentum for Microsoft Outlook. To resolve this collision is, click Acknowledged. Object not Saved Properly A collision may occur if not all properties are saved for the object to the repository. Select the following option to resolve the collision, and then verify that the object s properties are set correctly. For detailed steps, see Managing properties for multiple files, page 91. Retry: Select to retry uploading the changes you made in Microsoft Outlook to the repository again. Move: Move the created object to a different location on your computer. Cancel Import and Save Local Version: Cancel the import process and save the object on your machine. Read-Only Objects Updated A collision can occur when in My Documentum for Microsoft Outlook you have changed the document for which specific synchronization settings are configured by the administrator. The possible actions to resolve this collision are as follows: Use Local Version: Select to upload the local version to the repository. Use Server Version: Select to discard your local changes and preserve the repository version. Retry: Select to retry uploading the changes you made in Microsoft Outlook to the repository again. 104 EMC Documentum My Documentum for Microsoft Outlook User Guide, Version 7.1

105 Synchronizing My Documentum for Microsoft Outlook with a Documentum Repository What is synchronization history? My Documentum for Microsoft Outlook stores information about the synchronization sessions in the Synchronization History dialog box. It is designed to help you keep track of the synchronization procedures, so you can review which documents and folders were uploaded to and downloaded from the repository to your local offline storage. The Synchronization History dialog box presents a list of synchronization sessions that occurred at a certain date and time, or, if the setting is set for an occasion, at a certain occasion as shown in Viewing history, page 105. The final number of uploaded and downloaded documents is displayed in parentheses next to each session. You can view documents uploaded to and downloaded from the repository during each synchronization session. The number of sessions displayed in this dialog box depends on the settings you have made for saving synchronization sessions. See Setting synchronization preferences, page 97 for more information. The plus sign + that appears next to the session indicates that the session contains subfolders of the documents synchronized. (A minus sign - would appear if there were no objects affected by synchronization.) The information in the Synchronization History dialog box can be displayed in two different views: By status and By location. Show by status: Select this view to see which documents were uploaded to and downloaded from the repository during the selected session. The documents are grouped into two folders Uploaded and Downloaded. Expanding each folder displays the list of the documents. Show by location: Select this view to see which documents were uploaded to and downloaded from the repository and the location where they have been uploaded or downloaded during the selected session. The documents are grouped resembling the structure of a repository. A session lists the cabinets, their folders and documents which have been synchronized and their location in the repository. Setting number of sessions in history You can set the number of sessions that are retained in the Synchronization History dialog box. The default number of sessions depends on the administrative settings. You can enter a value from 1 to 10,000. Viewing history To view the history of synchronization sessions: 1. Right-click the program icon, and select Synchronization History. The Synchronization History dialog box opens as shown in Figure 48, page 106. EMC Documentum My Documentum for Microsoft Outlook User Guide, Version

106 Synchronizing My Documentum for Microsoft Outlook with a Documentum Repository Figure 48. Synchronization History dialog box 2. Choose the appropriate view mode by clicking either the View by status button or View by location button. 3. Click next to the session you d like to review. If at the time of a synchronization session, the documents in the local offline storage and in the repository are identical, an idle session occurs. In the Synchronization History dialog box, 0 for downloaded and uploaded documents appears in parentheses next to the session instead of a certain number of files. The Synchronization History dialog box does not display the idle sessions. If you wish to get the list of the idle sessions, click the Show empty sessions button. To hide the idle sessions, press this button again. You can perform synchronization session search by document (folder) name or by date or both. Typing in the name of a document into the Type a word field and then pressing the Search button shows the session during which this document was synchronized. From the Date range drop-down list, you can select a predefined period for which to view the synchronization sessions. If you want to search for synchronization sessions for a particular time range, choose Custom from the Date range drop-down list, and the select your date range. Press Clear Filter to reset all the data filters set. 106 EMC Documentum My Documentum for Microsoft Outlook User Guide, Version 7.1

107 Chapter 12 Accessibility features for My Documentum for Microsoft Outlook This chapter includes the following topics: Making an application accessible, page 107 Enabling Accessibility, page 108 Keyboard shortcuts, page 110 Features not supported in Accessibility Mode, page 111 From version 6.6 onwards, My Documentum for Microsoft Outlook is section 508 compliant. My Documentum for Microsoft Outlook client relies on Microsoft Active Accessibility 2.0 which is a COM-based technology that improves the way accessibility aids work with applications running on Microsoft Windows. Supporting 508 compliance requirements allows My Documentum for Microsoft Outlook to be more accessible to people with vision, hearing, and motion disabilities. For more information on Microsoft Active Accessibility 2.0 documentation on Windows, see Making an application accessible For My Documentum for Microsoft Outlook application to be accessible to users in accessibility mode the following enhancements are provided: Use of correct tabbing and focus controls on dialog boxes Provides keyboard shortcuts for most commonly used controls and certain user interface windows (for example, the Preview pane tab) Follows Microsoft Active Accessibility design practices for developing UI elements (controls and dialog boxes) for screen reader tools (Windows Narrator or JAWS) to be able to read out control names, status and current values Prompts with a dialog box for every change in the state of application Note: All Microsoft Outlook limitations are applicable to My Documentum for Microsoft Outlook as well. EMC Documentum My Documentum for Microsoft Outlook User Guide, Version

108 Accessibility features for My Documentum for Microsoft Outlook Configuring JAWS 1. Go to JAWS->Utilities->Configuration Manager. 2. In the Configuration Manager dialog box, go to File->Open> <application name>, for example, Microsoft Outlook 2003 or Microsoft Outlook Select Set Options >Advanced Option in the.jcf file. 4. Select Rely on MSAA for list views. 5. Select Classic from MSAA Mode drop down box. 6. Save the.jcf file using File-> Save. Note: These options are available only with JAWS 10.0 version and onwards. Note: You can select either one of the following options while configuring JAWS: Say All: This option enables JAWS to read all text in the dialog box Highlight: This option enables JAWS to read only the highlighted text in the dialog box. The Highlight option is enabled by default. None: JAWS does not read any text in the dialog box Enabling Accessibility 1. From the My Documentum menu, select Options. The Options dialog box is displayed 2. In the Options dialog box, select the General tab. It displays the Options dialog box with the General tab highlighted. 3. If you choose to run the application in accessibility mode, select the checkbox Run in Accessibility Mode. 4. Click OK. 108 EMC Documentum My Documentum for Microsoft Outlook User Guide, Version 7.1

109 Accessibility features for My Documentum for Microsoft Outlook Figure 49. Options dialog box with Accessibility Mode enabled When you run the application in accessibility mode you are prompted with dialog boxes for every action triggered by the application. A few examples are discussed here: When synchronization is successful, a dialog box is displayed indicating successful completion of synchronization When a collision occurs during synchronization, a dialog box prompts the user that a collision has occurred A dialog box is displayed when the connection to the server is successful or if it failed Note: JAWS does not read out the text in the About dialog box if you have chosen to configure JAWS using the Highlight option. EMC Documentum My Documentum for Microsoft Outlook User Guide, Version