Anexa TEHNICA 9 - Documentum_D2_User_Guide

1 © Copyright 2012 EMC Corporation. All rights reserved.

EMC® Documentum® D2 Premium Release 3.1

User Guide


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© Copyright 2012 EMC Corporation. All rights reserved.


Introduction

• D2 is a solution made up of two applications: – A configuration layer for administrators : D2 - Configuration

– A user interface to work on documents : D2 - Client

• D2 makes it possible to: – Facilitate the configuration for all components of the documentation base, and to

quickly model your business processes and needs

– Update this configuration, by simple settings, in order to take into account the new standards and needs

• This user guide is dedicated to the use of the D2-Client


Table of Contents Authentication and Interface

Display

Document Information

Document Properties

Import and Creation

Edition and Checkout

Version and Checkin

Virtual Document

Rendition

Annotations

Deletion

Relations

Hyperlinks

To Copy/Paste/Link

Sending Mail

Export

Searches

Tools

Notifications

Filters

Lifecycles

Workflows

Subscriptions

Favorites

Administration


Authentication and Interface


Connection to a DocBase • When you run the D2-Client you see the following screen

• The available DocBase list is displayed in the left-hand side window

• Click the desired DocBase


Connection to a DocBase • Enter your login and password


Interface

• The D2 interface allows simple and quick access to all documents in your DocBases. This new generation interface is a “thin client” and does not require any deployment.

• D2 is accessible via Internet Explorer and has all the features of a “thick client.”


D2 – Client Interface and Navigation

Navigation window for DocBase content and features

Workspace Window (list of documents and properties) Menu Bar Shortcut Bar

Virtual Documents (VD) Editor

Details Window to view complementary information on documents Toolbar for Details selection


Navigation Window

• Opened DocBase with Network Location

• Inbox (Tasks and Notifications)

• Favorites (direct link to favorite documents)

• Distribution (quick validation of document)

• Docbase checked out documents

• Administration – Dictionary, Taxonomy, Register table, Template

– Groups and users management

• Pre-defined searches – Last, Personal, Public, Asynchronous

• Docbase Cabinets


Navigation Into the DocBase • Navigation is identical to that of the Windows explorer,

to select a folder, mouse click on it

The tree structure will be expanded a level and the contents of the folder displayed in the right-hand side window.

Information Bar of the selected folder


• You can modify some options of D2-Client, click on the menu « Tools » then « Options … »

• You can modify: – The starting selected DocBase

node in the Navigation window

– The temporary folder

– The working folder

– The date format – The default user language

Options


• On « Navigation » tab, access the following preferences to:

– Hide folders in main window – Hide VD in Docbase browser – Sort by grouping folders into

main window – Activate interface pagination – Disable the animation of sliding panels

(to improve navigation performances) – Define a default dimension to display

thumbnails

Options


Disconnection of the DocBase

• To disconnect yourself from the DocBase, click on the menu « File » then « Disconnect »

• Then click on « Ok »


Display


Thumbnail and Detailed Views

Set up the view you want for the Workspace Window The default view is the detailed view

• You can also use item in the toolbar

• By selecting thumbnail view, user can preview documents content in two different ways (ADTS pre requisite):

• With “Quick view” menu option

• With preview option, from the document’s thumbnail, an automatic scrolling is activated when your mouse is over the thumbnail


Thumbnail View In thumbnail view, documents are displayed one after the other according to the

sorting option set from the detailed view mode


Thumbnail View: Preview and Tooltip

• To preview a document with the auto scrolling, make sure you have an ADTS rendition configuration

• Then, place the mouse over the thumbnail. The document content is scrolling onto the

thumbnail area.

• Information related to the displayed columns from detailed view are available on the document tooltip, doing a simple mouse over and staying still on the thumbnail.


Thumbnail View: Quick View

• Documents, with ADTS rendition, are also viewable from a quick view window

• Select a document, and from the toolbar, click on the quick view menu option

• You can use the keyboard shortcut Alt + space, after selection

• Use the arrow keys to change pages and browse the document content

• To close the quick view window, click anywhere on the D2 Workspace window


You can use several windows at the same time connected on different user accounts

• To open a new workspace click on

Multi Windows

• To open a new VD editor Click on


Viewing Properties of the Documents

• You can add additional properties in the list of the main window. Right-click on the properties bar .

• Or, click on the « View » menu then on « Windows settings » then the desired window type

– Workspace window – Virtual document editor

• The operation is the same one for the two types of windows


Viewing Properties of the Documents • Select the document type

• Then the property

• Click on« > » • You can add several,

then click on “OK”



• Organize document properties in a list

• Select a property

• Click on the arrow to go up the property

• And on the arrow to go down the property

• Then click on « OK » to add these properties



• To remove one, select it in the right-hand list

• Click on « < »

• To restore the default list, click on the button « Restore »


Document Information


• To locate a linked document, click on the document

• Then click on the button « Location » to see its links

• Click with the right button of the mouse on the desired link and select « locate »

To Locate a Document


• You will be automatically focused on it

To Locate a Document


Information on a Document • Click on the document to select it

• Select on the detail bar for more information

Click on it to display (or hide) the details bar


Information on a Document

• Locations : displays all the locations of the document

• Versions : displays all versions of the document

• Renditions : displays all renditions of the document

• Relations : displays all linked documents of the document and distributions


Information on a Document • Audits : displays records relative to the document

• Snapshots (for virtual documents only)

• Workflow

• You can also select this information from the « View » menu.


Information on a Document

• Other information is displayed in the Workspace window – The displayed properties are configurable

– Columns are resizable

• Information for checked out documents: The green padlock indicates that the document is locked in writing


To Increase Performance

• Close the Virtual Documents editor when not in use • Close the « Details » area at the bottom of the window when not in use • Do not include repeating properties in the windows settings:

– One of the most used properties, suitable to decrease performance, is the property « r_version_label »

• Do not include specific properties (that do not belong to dm_document) in the viewing preferences if not useful

• Generally, limit the number of properties in the preferences displayed, as far as possible

• Navigate by clicking on “+” in the tree structure, rather than on the folders themselves – Using “+” does not run the refresh of the main window or the “Details”, area and is

carried out consequently much faster • Do not deploy several branches of the tree structure at the same time if not

necessary: – Deploying only the branch leading to the document used makes it possible to

optimize the performances


Properties


To View the Properties Sheet of a Document • Select the document

• Then click on the icon « properties » – Or right-click on the selected file

and select « Properties »

– Or click on the File menu then on « Properties »


To View the Properties Sheet of a Document

• The properties sheet of a document will be displayed in a new window

• If a value appears in orange in a field,

this means that the value has been deactivated in

the dictionary associated to the combo

• If a value appears in red in a field,

this means that the value has been removed in

the dictionary associated to the combo


Mass Update • To mass update properties of several documents, select them

• Click on« Tools » then « Mass update » then select a properties dialog

• If selection contains virtual documents, select if you want to update only properties of the head of the VD or also the properties of Childs


Mass Update

• Modify the properties in the dialog

• Documentum properties beginning by r_ are not managed, except:

– r_is_virtual_doc

– r_frozen_flag

• When the value is different on all documents, it is replaced by « ##### »

• Click on « Ok » to save modified values (values replaced by a ##### and not changed stay identical)


To View the Properties Sheet of a Document

• Select the document • Click on the File menu • Select « Permissions »


To View a Document

• To view a document, right-click and select « View »

• Or, select the document then click on the « Document » menu then select « View primary content». The document will be opened in the application corresponding to its format.


To View a Document

• You can choose the application in which you want to view the document, for that, click on the document in the main window

• Then click on the « Document » menu and select « View with … »

• Then select the desired application

• The document will be opened (in « read only »mode) in this application


To View a Document Rendition

• To view a rendition, click on the document of which you want to visualize the rendition

• Then click on the « Document » menu and select « View PDF rendition »

• The rendition will be displayed in « Adobe Acrobat » application

• If a rendition for this document does not exist, the following message will appear


Import and Creation


To Create a Document

• To create a document , Click on « New Document »

– Or click on the menu « File » then « New » then « Document »



• The creation window will appear. Select the document type to create

• You can also create a document while inheriting its properties and/or the content of another document, to do that click on the tab « Inheritance »



• Click on « … » to open the DocBase Browser to select the file to inherit



• Browse the DocBase to find your file and select it.

• Click « OK »



• The document is selected

• If you want to inherit the properties, check the box.

• If you want to inherit the content, check the box. You can check both boxes.

• If the document is a VD, you can inherit its structure

• Click « OK »



• Complete the properties sheet

• Click « OK »



• If you have configured a linked document, the following dialog will appear:

• Click on « OK » and the corresponding properties dialog will appear



• Select in the list the desired template

• Then click on « Ok ».The template will automatically be opened and the document created.

• If it exists just one template for this set of document, it will be automatically selected and the selection window will not appear

• A document associated with a uniqueness configuration into D2-config won’t be created if required conditions are not controlled.



• If the selected document for the inheritance is a VD and you have chosen to inherit the structure of the VD and you have several inheritance Templates selected in the matrix, choose the desired inheritance Template in the list


• If it exists just one template for this set of document, it will be automatically selected and the selection window will not appear


• To import a document , click on the menu « File » then on « Import …»

• Click on « + » to select the files on your hard disk

• If you want to set up the same properties for all documents check off the box

• The following is the same one than for the document creation.

To Import a Document

The format is automatic

If you want to open it after the import, uncheck the box


To Import a Document

• D2 allows to import documents by a simple « drag’n’drop »

• Select from your workstation one or many documents to import

• Drag it (them) to the D2 workspace window and then drop it (them)

• Creation matrix window opens and allows to create a new document type

The « Drag n Drop » feature cannot be used with files using Cyrillic character set in the name or content.

D2JobImportMassCreate


To Import a Document – XML file • XML property files can be used while importing document, concurrently to default

values and inherited configuration, as loading files for properties.

• In order to make the transfer possible, it is necessary at the import time to have:

– The XML file containing properties, named like the document, only the file extension changes

– This file located under the same directory as the imported document

• Moreover, the XML document content must be

structured like the example :

• This automatic property transfer can be used with already in place inherited

configuration and default values. This order of predominance is as following:

– Default Value < Inherited value < XML property value < User input

Import of document with XML file can also be achieved automatically with a Job cf

Root node « d2_import_xml »

Document properties as specified into the property page

<value> node are for repeating properties

« read only » properties (excepted r_object_type) will not be taken into account for the transfer

« format » attribut is an option for date property type.


To Import a Document – XML file

• XML File Template:

Use <value> with repeating attributes

Use <format> with date

Root node


To Import a Document – XML file

• You can also use an XML file which name contains –meta.xml to import an xml document and its properties.

• It is named with file name followed by –meta.xml:

filename-meta.xml

• « Filename » correspond to linked/associated document.

• This XML file, when you import it into the Docbase, must contains same characteristics as previous XML file (see previous slide).


To Import a Tree Folder Structure

• Folders structure can be imported into a Docbase from D2-Client

• To do so, structure import must be configured in D2-Config for the user connected

• Then, to import a structure, access to the following menu:

• And select folder to import through this window

• Structure import process is the same as the document creation

• Auto-link, naming and security rules will be applied at the time of import


• To import a XML Application, use the following menu:

• Then select in the window XML file of the application to import

• The folder application is going to be imported in the Docbase following linking, security and naming rules defined in D2 hypermatrix

To perform this operation properly, the DocApp of Xml application must be set up prior in the Docbase

To Import an XML Application


Edition and Checkout


• To check out a document, click on it

• Then click on the « Document » menu and select « Check Out »

• The document will be checked out of the DocBase

To Checkout a Document


• To cancel the checkout of a document, click with the right button on this document and select « Cancel Checkout / Edit»

• Or click on the document then on the « Document » menu then on « Cancel Checkout »

To Cancel the Checkout of a Document


• To modify a document , select it in the main window

• Then click on the modification icon – Or click with the right button

of the mouse on the document and select « Modify »

To Modify a Document


To Modify a Document

– Or click on the « Document » menu then select « Edit »

• The document will be opened in the application corresponding to its format (ex: Word) and it will be marked as « checkout » of the DocBase (green padlock)


Version and Check In


To Check In a Document

• To check in a document , select it in the main window

• Then click on the check in icon – Or click with the right button of the mouse

on the document and select « Check In …»



• Or click on the « Document » menu then select « Check In …»



• The checkin window will appear. Select the desired version

• If the settings allows you to do so, you can enter a description


• Select the tab « options »

• If you want to make it the current version, check off the box

• If you want to maintain the lock, check off the box

• If you want to check in the document from an external file, click on « … » to select the file on your hard disk. The format will be automatically set

• Then click on « OK » to check in the document

If you have configured the silent check in, the document will be automatically checked in, without these options being proposed



• You can also check in several documents at the same time

• Select several documents, then run the check in

• Operation is the same than the unitary check in with one more button « Ok for all » which acts on all the selected files



To Import a Version

• To import a new version of a document from a « File System », Select it in the main window

• Then click on « Document » then « Import as version »

• Then select the file on the « File System »


• The Checkout will be done automatically and the Checkin will be done according to the Check in configuration


Virtual Document


• To create a virtual document, click on the desired document

• Click on the menu « Document » then « Convert to VD » or on the corresponding icon

To Create a Virtual Document


To Drag and Drop a Document in a Virtual Document (VD)

• To drag and drop a document in a Virtual Document, click on the desired one from the Workspace window with the right button of the mouse

• Maintain the button down and drag it into the VD editor and drop it at the

desired place

• If you drop it on a document surrounded by dotted lines, the document will be inserted inside the target document which will be transformed into a VD


Insert an Inherited Component • Use the Virtual Document editor to insert under a node an inherited component

• Select the parent element from the virtual document, and Right click > Insert an inherited component

• A cabinet explorer window opens

• In this explorer, choose a single node to insert from the main view (right part)

• Apply by clicking OK

• The node is inserted into virtual document tree


To Drag and Drop a Document in a Virtual Document (VD)

• If you drop it on an underlined document,

• The document will be inserted under the target document

• You can also do these drops inside the VD editor to modify the displayed VD


• To view a Virtual Document (VD), select the VD on the left-hand window and double-click on it or click here

• The VD editor will appear on the left-hand part of the window

To View a Virtual Document


• You can display the position and/or the version number of documents

• You can unfold the VD completely or fold up it



• To move a document, click on the document in the VD editor then click on the arrow

• The document is moved of a level upward (from 3.2 to 3.1) and the VD to which it belongs have been checked out (keys on the left)

• To descend a document the procedure is the same one with the arrow downwards



• To maximize the VD editor click here. To go back, click here

• To close it, click here and the VD editor will be closed



• To create a snapshot from a Virtual Document, display the desired VD in the VD editor by double clicking on it in the navigation window (left-hand side)

• Then click on the camera icon in the VD editor

• Enter the title of the snapshot

• The snapshot will appear in the detail window

To Create a Snapshot from a Virtual Document


Rendition


To Create a Rendition

• To create a rendition, Click on the document

• Then click on the menu « Document » and select « Create rendition »

• The rendition will be sent to the rendition server

• If the rendition request already exists, you will have the following message


To Import a Rendition

• To import a rendition, Click on the document

• Then click on the menu « Document » and select « Import Rendition»

• Click on « … » to select the file on your hard disk (The format is automatic)

• Then click on « Ok » and the rendition will be imported


To Remove a Rendition

• To remove a rendition, click on it with the right button of the mouse and select « Remove Rendition »

• The rendition will be removed

• You can export document rendition, for example native fomat.

• To do so use “Export rendition” menu


Annotations


• To annotate a document, click on the desired document

• Click on the menu « Document » then « annotations » or on the annotations icon

To Annotate a Document


• The document will be opened in Adobe Acrobat to be annotated • Annotate the document, then close Acrobat • Once the document is annotated, a relation which points on the annotation

will be created • This annotation can be visualised in the tab relation of the details window

under the label « DM_ANNOTATE »

To Annotate a Document


• D2 makes it possible to annotate a document in its native format like Word

• This allows to do annotations in parallel on the same file and to merge them after in revision mode, without entering them again

• To annotate a document, click on the selected document

• Click on the menu « Document » then on « Annotations native format »

• Or on the icon « Annotations native format »

• Or through the workflow tasks

To Annotate a Document in Native Format


• The document will be opened in its native format (Word)

• Enter modification in the text

• Once the document has been modified, a relation pointing on the annotation will be created

• This annotation can be displayed in the tab Relations of the detailed window on the label « Contains annotations »

• Once ended, check in the annotation by clicking with the right hand button of the mouse on the relation, then on « Checkin… »



• You can annotate this document again with another user account

• All annotations will be visible in the tab Relations

• To display an annotation, click with the right hand button on the relation, then select « View primary content with this annotation »

• To display the document with all annotations, click on « Document » then on « View primary content with annotations »



• To merge annotations in the document, click on the document then on « Document » then « Edit with annotations »

• The document will be opened in Word in revision mode

• Accept or refuse modifications

• Then save the document

• Then, check in the document with annotations



• To view annotations of a document, click on the desired document

• Click on the menu « Document » then « Annotations » or « Annotations native format »

You will not see annotations by visualising the normal rendition

To View Annotations of a Document


Deletion


• Select « Delete VD only » or « Delete VD and sub folder and object »

• Select « Delete only the virtual document(s) » or « Delete the virtual document(s) and documents children »

• Then, click « Ok »

To Delete a Virtual Document


To Delete a Document

• To delete a document, click on it with the right button of the mouse and select « Delete »

• Or click on the document, then on the menu « File » then « Delete » • Decide if you delete « only the selected version » or « all the versions »

• Click on « Ok » and the document will be deleted


To Remove a Folder

• To remove a folder, click on it with the right button of the mouse and select « Delete »

• Or click on the folder, then on « File » then on « Delete »


• Select if you want to remove only the folder or also the subfolders


To Remove a Folder


Relations


To Create a Relation

• To create a relation, click on the selected document

• Click on the desired file then on the menu « Document » then « Create

relation …»



• Select in the list the desired relation

• If you want to change the way of the relation check off the box The file will become the child of the relation and neither the parent

• Enter a description of the relation




• The DocBase browser will appear to select the file child of the relation (or parent if you have checked off the box : invert relation)


• Navigate into the DocBase and select your file, then click on « Ok »



To Create a Relation • The relation is created

• You can view it in the « Details » window, tab « Relations »


Controled Relation into Property Page

• Some properties pages allow to create controlled relation between documents

• Add a relation in the appropriate field

• Select the linked document and validate by OK

• A relation is created and appears in the property page

• It is available for consultation from the details window ‘Relations’

• D2 offers you the way to create single or multiple relations


Hyperlinks


• D2 makes it possible to manage links between documents : hyperlinks

• If a document is approved and not modifiable, link will be set on the fly on a watermark of the PDF rendition and will not modify the document

• To put a link between two documents, check out first, the source document of the docbase

• Then click on the target document of the link with the right hand side of the mouse then on « Hyperlink » then on « Copy link target address »

Hyperlink


• Select in the list the source document

• Then the target page

• And the desired version of the document

• Then validate

• The link will be saved in the clipboard

Hyperlink


• Create an hyperlink in the source document and paste the link contained in the clipboard as the address of the link. Ex in Word, past the link here

• The link will be inserted in the document

• It will work inside the docbase

Hyperlink


• In the case of an approved document, You must first check out the rendition to be able to insert the link

• Click on the source document then with the right button of the mouse click on «Edit PDF rendition link » to check out the rendition

• The rendition will now be visible in the list of the checked out document of the copy hyperlink dialog box

• Once the links has been paste, You must click on « Save PDF rendition link » to save the links or on « Cancel edition of PDF rendition link » to erase the links

Hyperlink


• Link are visible in the tab « Hyperlinks » of the details window

• Colour code – Green: Correct link

– Blue: correct link but a more recent version of the target document exists

– Yellow: version of the target document still not exists but a more recent version exists

– Red: the target document does not exist anymore

Hyperlink


• You can fix the link, to do that click with the right mouse button on the link and select « Modify destination version »

• Then select the desired version

• You can also modify the destination of the link by clicking here

Hyperlink


To Copy/Paste/Link


• You can select several documents with the keyboard by using « Ctrl » and « Shift » in the same way that Windows explorer

• You can reverse a selection with the menu « Edit » then « Invert selection »

Multi-Selection


• You can also select all documents from a folder by clicking on the menu « Edit » then « Select All »

Multi-Selection


• Warning: the document must not be in a set of documents where copy is not allowed

• To copy a document, click on it with the right button of the mouse

• Then click on « Copy »

• Or click on the document

• Then on the menu « Edit »

• Then on « Copy »

The action « cut » works in the same way but delete the document after the copy

Copy / Paste a Document


• To paste a document, select the destination folder

• Then click on « Paste »

• Or click on the destination folder with the right button of the mouse

• Then on « Paste »

• The document will be paste in the selected folder

Paste a Document


• To paste a Virtual Document use the same process than to paste a document

• Select the Virtual Document

• Copy it

• Select the destination folder

• Paste the Virtual Document

• The Virtual Document will be pasted in the selected folder

• The Childs of the VD will also be pasted and put in the same folder than the new VD

To Paste a Virtual Document


• To link a document, copy it first

• Select the destination folder

• Then click on « Link »

• The document will be linked (creation of a « Windows type shortcut ») in the selected folder

• To cancel this “link”

• Right click on document > Delete link

To Link a Document


• To copy a link to the clipboard

• Select the desired document

• Click on « Edit »

• Then on « Copy link to clipboard »

• The link will be copied to the Window clipboard in order to be pasted in a mail or a document for example

To Copy a Link to the Clipboard


Sending Mail


• To send a link by email, select the desired document

• Click on « Edit » then « Send » then « Send link »

• Enter the addresses or select it in the list

• Enter email’s object

• Then the message

• Click on « ok » to send the email with the link on the selected document

To Send a Link by Email


• To send a document by email, select the desired document

• Click on « Edit » • then « Send » then « Send content » • Enter the addresses

or select it in the list • Enter email’s object • Then the message • Click on « ok »

to send the email with the selected document

To Send a Document by Email


Export


• To export a document and its content, select document

• Then click on the menu « File»

• Then « Export… »

• Select a location

• The document is exported

To Export a Document

Use drag and drop to export file Export multiple documents with multi-

selection function


• To export a folder and its content, click on the folder

• Then on the menu « File»

• Then « Export folder… »

• Select a location

• The folder will be exported with its content

To Export a Folder

Use drag and drop to export folder


Searches


Search Nodes

• Search nodes are composed of 4 elements

My last search: gathers the last search carried out

My searches: gathers private searches of the connected user

Publics searches: gathers existing searches (saved by user). Access to query forms set by D2 administrator

Asynchronous searches: gathers results of asynchronous searches, made by the user when searches are launched in asynchronous mode.

Number of asynchronous searches can be limited


• D2 allows user to make several different searches:

• Advanced: using attributes, conditions and booleans operators

• Query form: data input made easier via a specific property page

• Full text, based on keywords, properties or the content of the documents: • Using Documentum Full Text search engine or Xplore

• Using an external OpenSearch-enabled search engine

• DQL: technical request with the Documentum Query Language

• Each of these searches can be launched in an asynchronous way

• In a collaboration perspective, authorized users can register and share privates requests

Search Type


• To make an advanced search, click on the following icon

• You can also use:

• - Tool menu > Search

• - Keyboard shortcut: « Ctrl + F »

Advanced Search


• Search screen

Advanced Search


• By default a document type is set up.

• You can add more object types by clicking on

• Select types to add then click on « OK »

• It is possible to remove types from the list

Advanced Search – Object Type


• Select a property, then an operator and a value from list

• Select the operator between the different line of conditions ‘AND OR –’

• You can create searches equations adding up () at the begining and the end of conditions

• Condition lines can be removed by right click > delete

Advanced Search – Attributes


• You can set up a search on all versions of a document

• To refine your search, you can use case sensitive

• Select tab « Locations »

• To add a location, click on « + » • Then select the location in the selection window • To remove one, click on it in the list then on « x » • If you want to include sub folders

of selected folders, check on the box • The search will run only on the selected folders

Advanced Search – Options and locations


• You can choose display settings (properties) for the result list

• Select properties that you want to display in the result list

• You can order by a property by default

• To remove one element, click on it, then click on « X »

• To add one, click on « … »

• Then select properties in the same way than for the properties of the Workspace window from D2-Client

Advanced Search – Display


Advanced Search – Facets

• Using facets, results searches are sort out by documents properties.

• This tab is available when Xplore server and facets are set up.

• Using this list, select properties which will be used in facets search.

• Default properties are displayed into this field.

• This properties list corresponds to the one which were activated for the facets use.

• Then, you can launch the search using the following field located in « Criteria » tab.


• The result of searches is displayed in the Workspace window, and remains visible from the node « My last search »

• Results are automatically Sort out by ranking

To Search a Document


• Once the search is carried out, if you want to go back on it to modify a setting and run it again, click on the magnifier


• The focus must be on « My last search » • The result list

• You can also use highlighting function to search and « highlight » terms into main window

• This function is available in all Docbase locations


• Full text is a feature activated or deactivated by D2 administrator at the time of the configuration. These types of full text searches cannot be used simultaneously, because they use the same quick and simple search input field, and they are external services:

• The quick input field from the toolbar allows to make simple search: using word or words suit. To launch a full text search, enter search term in the field and type “return” key.

• Google syntax is useful for full text searches

• Only the Documentum and xPloreFull text are also enabled from the advanced search.

• From the advanced search window, you can launch request by inclusion- exclusion of all or any part of sentence

Full Text (Documentum, xPlore, OpenSearch Enabled Engine)


• Results from Open Search engine are displayed in a specific way into the Workspace window

Open Search Results


• In detailed view mode, results are displayed one after the other into Workspace window. Depending on the setup and on the number of results, many pages can be made available.

• Results can then be displayed on several pages

Open Search Results

• Thumbnails are directly received from the OpenSearch enabled engine

• Files with unavailable thumbnail can have a default image or none.

Results are made of links with add-on information retrieved from the DocBase: • External results are preceded by a specific icon • Internal results (document from DocBase) are preceded by there file format icon


• In thumbnail view mode, results display one after the other. Their file type icon appears as thumbnail, except for external result; which is a specific icon.

Open Search Results

• You can view columns informations into the tooltip of each file


• To access results content « double click » on a line of result:

Open Search Results

• To make a shortcut link to this document on your local computer, use drag and drop on the leading icon in a detailed view mode

• Shortcut link to a resource will be available from the appropriate location doing a « Ctrl + click »

Internal (docbase) document are opening into the D2 Workspace window

External resources are displayed in a new external web window


• When you perform a research using xPlore, a facets tree (if enabled by the administrator) display in the node « My last search ».

xPlore Results

• Results are organized in the tree using properties selected for the search.

• The number of responses per facets values displays on brackets.

• It is possible to click on these values to refine the result display by restricting the selection

• To further expand the results, click on top level of results tree.


Query Form

• Query forms are set up by the DocBase administrator in order to optimize searches on input properties. Access to these forms can be controlled for some groups or extended to any users.

• Forms are available from the « Public searches » node.

• The form displays like any other property page

• Input values for the different field (depending on the form design)

• Run the search

• Any searches can be organized into categories

• Double click on the form to open it

• Results will display into the Workspace window like any other type of searches.

• A Query form search can also be saved and made public to other users.


• To launch a DQL, click a menu « Tools» then « DQL edit » • Enter your DQL query.

• Then click to « Save as» to save or « Run »

• Like forms, you can choose to use in the query, the attributes needed to display the

full result in the main interface.

• The properties added to the query are the following ones: r_object_id, r_object_type, a_content_type, r_is_virtual_doc, r_link_cnt, r_lock_owner, r_immutable_flag, r_frozen_flag.

DQL Editor

The search can be performed asynchronously


• The result of the query will be displayed in the Workspace window under the « My last search » node

DQL editor


To Launch an Asynchronous Search

• Depending on the document type, you can use asynchronous searches • To do it, recognize and tick this checkbox from one of the different search window

(DQL, Query form or Advanced) • A title field will be activated in the search windows

• Enter a name for the search in the appropriate window • Launch search

There is only a limited number of asynchronous search at a time, it is set up by the administrator for performance reasons


To View an Asynchronous Search

• Results are available in the « Asynchronous search » node

Running searches: results are not available yet

Finished searches: results are available

It is possible to view the current status, the number of result returned as well as the creation date

On each node, it is also possible to:

• Stop the running search

• Edit the request (value, operator, save…)

• Delete existing searches


• You can run your search or cancel it. (Allows you to leave the screen without saving nor running the search)

• You can also save it

• Enter the name of the search

• If you have in the search some settings to fill before running it, like for example a property, check off this box and the search window will be displayed before its execution

• Select the folder to save the search in

• If you want to make it public, check off the box The search will be visible by others users but they will not be able to modify it. Only the author of the search will be able to modify it

To Save a Search


• You can create several folders. Click with the right hand side button of the mouse on the parent folder, then click on « Create new search category »

• Enter the name and the title

• The folder will be created

• You can create search categories from the menu « File » then « New » then « Search category… »



Tools


To Print a Document

• To print a document, click on it

• Then click on the « Document » menu and select « Print »

• The application corresponding to the format of the document will be opened and the document printed

• The application will be closed automatically


• You can export a list of documents to Excel

• You are able to export the list of the documents contained in the main window or in the details window

• Put the selection in the desired window (workspace or details)

• Click on the menu « Tools » then « Export to Excel »

To Export a List of Documents to Excel


• The list will be exported to Excel

Workspace window

Details window

To Export a List of Documents to Excel


Notifications


• You have the ability to activate or not the display of the notifications window. • Access to D2-Client Options: Tools > Options > Message reception • Then set up a refresh period of time • When the dialog box activates, notification or workflow tasks will appear in the

bottom right corner of your Internet browser

Notifications Window

• By clicking on this window, you directly access to your inbox notification

• You can then, read the content of the message or launch a workflow task


• D2 offers you the way to peruse yours notifications directly from the « Notifications » node.

• Select one of available notifications

• You can also review details of attached files, for the selected notification by clicking on « Details » from the details bar

Notifications


Filters


• To view all the versions of documents and folders, select « All versions »

• You can view all versions of documents in the main window

To Filter the Versions of the Documents


• You can create others filters than the two standard ones into D2-configuration like for example a filter for all documents which the status is « Approved »

To Filter the Versions of the Documents


• You can filter the columns after a search

• Filtering is available on all columns and on all screens of the application

• To filter a column, click on the arrow

• Then select the desired value for the filtering of the column

Filters


• Only columns whose value is the selected one will be displayed

• Click on another arrow to select another filter on a new column. The new filter will be added to the first one by “AND”

• To remove a filter, click on « All » as filter value

Filters


Distribution


• This feature allows to quickly distribute documents, without starting a workflow.

• Participants can accept or reject the document being distributed.

• To do so, it will be necessary to access to the inbox « Distributions » , to read the content and validate it or not.

Documents Distribution


Launch a Distribution • To launch a distribution, select a document in the Docbase and access to the

« Distribution » sub-menu via « Document » menu.

• All distribution configurations associated with the module display in Distribution sub-menu.

• For mass distribution you can also perform a multi-selection on several documents.

• Then in the displayed properties page:

add users or groups.

• Click on « Prepare » to save distribution properties • To launch « Distribution », access to « Relations » tab

• And click on « Request this distribution »


• Participants involved in the distribution receive an email in their mailbox (depending on configuration) as well as, a notification in their distribution box within D2-Client.

• Documents are organized upon configuration on this node:

• Pending user distributions display in bold with a status « sent ».

• In addition, a «Relations» is created when distribution receipt.

Perform a Distribution


Distribution: Accept/Reject

• To step in a distribution in process, select it in the box and access to contextual menu:

• It also possible to add participants to a distribution by using distribution properties within the contextual menu.

• Then, you can « Accept » or « Reject » the document.

• Accepted documents display in green with a statut « Accepted ».

• « Refused » ones display in red.

• Interrupted distributions are removed from the set of user boxes, their status changes to « Stopped ».

• Once the update performed, documents are sent directly to the various additional participants.


Distribution: Distribution Report • You can at any time generate a « Distribution report » in order to track

the document validation status. • To do so, select the document and access to the contextual menu via the

following tab « Relations ».

• The distribution report is generated and opens in Excel. • Users are listed as well as distribution lifecycle.

– Sent – Accepted – Rejected – Stopped – Limited permission


Lifecycles


Lifecycles • D2 proposes two mechanisms, compliant and being able to be used in a same

DocBase, for the management documents lifecycles – Standard Documentum lifecycles, where conception are done with Documentum

Application Builder.

– D2 lifecycles, where settings are done entirely in D2-Config

• In both cases, D2-Client allows you to do all the actions necessary to the lifecycle of a document, through the menu « Document / Lifecycle » :

– The higher part of the submenu is dedicated to D2 lifecycles • « Init » allows you to choose a D2 lifecycle and to change its status to the first one of the

lifecycle. This function is useful for documents where no lifecycle have been attached during their creation

• The following headings make it possible to simply apply the operations configured in the

lifecycle. They are specific to each configuration. Example: Approval, In Revue, etc – The lower part of the submenu is dedicated to Documentum lifecycles

• « Attach » allows you to attach a standard lifecycle to a document

• « Detach », « Promote », « Demote » correspond to standard Documentum operations, like those of Webtop


• « D2 » lifecycles part is closely related to the configuration carried out and cannot be described in a generic way

• All the steps of the lifecycle will appear in the menu « Lifecycle »

• To change a state, click on the document and on the action of the lifecycle

« D2 » Lifecycles


• You can also apply a Documentum lifecycle on your documents, to do that select the document then go to the menu « Document » then « Lifecycle » then « Apply »

• Then select your lifecycle to apply

Documentum Lifecycles


• Lifecycle can be initialized for some document types which did not contain a status

• Select document and access the Lifecycle menu: Document menu> Lifecycle > Initialize


• Choose the initial state

• Document status changes accordingly. Its lifecycle is begining.


• Once the lifecycle applied, you can – Promote the document

– Demote the document

– Detach the document

– Attach a new lifecycle

• To do that, select the document then go in the menu « Document » then « Lifecycle »



Workflows


• You can apply a workflow to your documents, to do that select the document then go in the menu « Document » then « Workflow » then « Send to workflow »

• Select the workflow to apply

D2 Workflow


• Select document to send with multi-selection function

• Start the workflow “Send all”

D2 Workflow D2 allows you to send several documents in a workflow with the exception that they are

associated with a workflow configuration.

• Validate sent documents


• Enter Workflow settings

• Name of the Instance

• You can re-use the setting of

an old instance

• You must then input names for the workflow recipient, corresponding to the different participants

D2 Workflow: Workflow Settings

• Recipient input is made easier with the mass import for the participant list.

• To import this list, click on the button

• Select then the import button in order to import your “.xls” file.

• The list is imported directly into the “Selection” list.

• The recipient selection is also exportable from the same dialog with the export button.


• Click on the tab « Notifications » and enter a notification for the workflow

• Click on the tab « Attachments »

Remove a document

• Then click on « + » to add a document to the workflow (the DocBase browser will be opened to select a document



• Click on the tab « Planning and Follow-up » to plan the sending

• Enter the desired sending date

• Check off if you want a notification at sending

• You can plan a theoretical end

• And to be notified if the workflow is not ended at this time

• Then click on « send » to send the workflow instance (or its planning)

• Click on « Cancel » if you want to cancel the sending of the workflow instance



• To view the tasks that have been allocated to you, click on « Tasks ». Task list is displaying.

• « Unread » tasks are in bold. You can change the status of an « Unread » task to « Read » if you decide, for example, to process them at a later time (i.e.: as in Outlook).

• To do so, select a task in the list and right click on it • When multiple users receive the same task, D2 allows the first user to manually acquire the task

assigned to him. • Select the task and click on

• The task is now acquired and is automatically removed from the other recipient’s inbox.

D2 Workflow: Access Workflow Tasks


D2 Workflow: Access Workflow Tasks • Workflow tasks are assigned default priorities by the administrators during workflows

setup.

• These priorities show in the participant’s inbox upon reception of a task. Each task is linked to a different color.

• The task color allows you to quickly identify its process level, from 0 to 5. However, you can modify this level for each individual task.

• To do so, select the task and right click on it.

• You can now set a different priority level.


D2 Workflow: Organize the Task Tree • You can manually or automatically organize your workflow tasks in a tree folder

following the same process for other object from your Docbase.

• The locations can be set by the administrator during the workflow setup. In that case, they will be applied to each participant’s tree.

• You may also customize them by creating new folders into existing tree.

• To do so, right click on the related task.

• Create a new directory using « Order » menu.

• You can also copy these tasks in several locations of the

inbox tree folders using the« Copy to… » function.

• Finally, they can be manually removed of a folder

• Folders with a « Refresh icon » are automatically generated by workflow auto-link. They can use static or dynamic paths (with document properties, for example)

• Folders created by a user are usually displayed as directories.


D2 Workflow: Task Display and Inbox

• The tasks tree can be refreshed at any time with a right click on the « Inbox » node. The following menus are then avalaible:

• To show a document properties into an inbox linked to a task, simply access the column setting functions (just like with other nodes).

Right click on a column

• Then, you will be able to view all information related to a specific task (document properties, notes, attachments ...) on one single screen.

• Refresh: to update the Docbase tree and display news tasks (F5 key)

• Classify: to force the classification of all tasks (already received and new ones)


• To view the content of a task, click on the task

• Then on Details

• Information on the task

• Document associated to the task (in bold), annexes

D2 Workflow: Tasks


• Click on « Workflow Notes » to see the associated notes of the workflow instance

• Click on « Participants » to see the participants selected for the workflow instance

• Click on « Audits » to see the audit trail of the workflow instance

D2 Workflow: Tasks


• Click on « Preview » to see the schema of the workflow instance

D2 Workflow: Tasks


• To end a task, select the task then click on « End task »

• Select the following tasks (if several tasks are available)

• If a signature is necessary, enter the intention your login your password

D2 Workflow: End a Task


• Then click on the tab « Workflow participant(s)»

• You can enter or modify some participants of the workflow instance

• Then click on « OK » to end the task

D2 Workflow: End a Task


• The workflow supervisor have the ability to abort a workflow running.

• This action can be executed from task box.

• Or from the « Workflow » detail zone of the document.

• A confirmation message asks you to confirm your action.

D2 Workflow: Abort a Workflow

• Select the concerned task

• Click on « Cancel »

• When the workflow is canceled, it resets to the target state of the document, determined by the administrator.


• To delegate a task, select this task then click on « Delegate task »

• Then select the new delegate of the task

• Then click on « OK » to delegate your task

D2 Workflow: Delegate a Task


• To reject a task, select this task then click on « Reject task »

• The screen is the same one than « End task »

D2 Workflow: Reject a Task


• To add a note to an instance, select a task of the instance then click on « Add a note to the workflow »

• Enter the text of the note


D2 Workflow: Add a Note to a Workflow Instance


• D2 makes it possible to delegate, for a given period, its tasks to another person

• To create a delegation, click on the node « Delegation »

• Then on the menu « Tools » then « Delegation » then « New delegation »



• Select the user to whom you want to delegate your tasks

• A description if needed

• Enter the delegation period

• Then click on « … » to choose the workflows to delegate

• Then click on « OK »



• The delegation will be activated by a batch described in the annexe of this document

• To activate immediately the delegation, click on the delegation

• Then on the menu « Tools » then « Delegation » then « Apply delegation »

• To stop the delegation, click on « Undo delegation »



• D2 makes it possible to dynamically add a task on an ongoing workflow (the option « dynamic workflow » must be activated in the workflow configuration)

• To create a new dynamic task, click on a task (or on the head or the workflow in the details window) then on « Update performer »

• Modify the performer in the window

• Click on « Ok » and the task will be created

D2 Workflow: Add a Dynamic Task to a Workflow


• To cancel a workflow, you must be administrator or the initiator of the workflow, select a task of this one then click on « Abort workflow »

• Click on « OK » to confirm or « Cancel » to abort this action

• The workflow and all its tasks will be canceled

D2 Workflow: Cancel a Workflow


• To view the Workflows of a document, click on the document then on the tab « Workflows » of the details toolbar

• The workflow is started and the task « Authoring… » is ongoing

• Information on a task: – Manual task

– Automatic task

– Task status

Workflow Manager


• The column status shows that the task is complete or in progress

• Ongoing tasks are in italic • Recipients list is displayed into “User” column

• Contextual menu makes it possible to delegate a task or to abort the workflow (if you are the workflow initiator)

Workflow Manager


Subscriptions


• D2 makes it possible to subscribe to a document and to receive by email a notification on a defined event

• To subscribe to a document, click on it

• Then on the menu « Document »

• Then on « Subscribe …»

• Click on « … » to choose the event

To Subscribe to a Document


• Choose the event, then click on the arrow, then on « OK »

• Then on « Ok »

To Subscribe to a Document


• To remove a subscription to a document, click on it

• Then on the menu « Document »

• Then « Subscribe …»

• Click on « … »

To Remove a Subscription from a Document

The user who initiated the event does not receive

any notification Even though, he is subscribing to the

document.


• Select the subscription to be removed, click on the arrow, then on « OK »


To Remove a Subscription from a Document


• D2 makes it possible to subscribe to an event and to receive by email a notification on it

• To subscribe to an event

• Click on the menu « Document »

• Then on « Subscribe to topic »

• Click on « … » to choose the event

To Subscribe to an Event

The user who initiated the event does not receive any

notification Even though, he is

subscribing to the topic.


• Choose the event, then click on the arrow, then on « OK »


To Subscribe to an Event


Favorites


To Add a Document to Your Favorites • You can add documents on your favorites to be able to find them more quickly.

Click on the desired document, then click on the menu « Tools » and « Add to Favorites »

• The document will be automatically added to your favorites


To Remove a Document From Your Favorites • Select the desired document in your favorites, then click on the menu « Tools »

and « Remove from Favorites »

• The document will be removed from your favourites


Administration


D2 Client Administration

• You can from the interface modify the following items : – Dictionaries – Taxonomies – Registered tables – Templates lists – Users – Groups – Plugins configuration

• To be able to administrate these items, you must have a right access to :

– Administration nodes into D2-Client – Administration of the desired dictionary, taxonomy or templates lists


Dictionary Administration

• To administrate a dictionary, click on the Administration node • Click on the dictionary node

• Then double click on the desired dictionary You can see only the dictionaries on which you have the administration access

right


Dictionary Administration • The dictionary will open in a window

• When this box is checked, the dictionary is automatically versioned at each record process

• To remove a value Right click on the value > Delete

• To disable a value

uncheck the box • To add a value enter a new line

• Click on « Ok » to save or « Cancel » to exit without saving You cannot add new translations or aliases


• To keep all changes made to the dictionaries, D2 allows you to version your list of values.

• Version a dictionary: Hand right click > Save the dictionary • To restore a previous version: Hand right click > Restore the dictionary Select the version • Dictionaries are also importable and exportable from the D2 client interface • The Docbase update is available via the context menu

Dictionary Administration


• You can visualise all dictionaries versions from the client interface. Dictionary Administration

• Select the dictionary in the administration module.

• Click on « Version » in detail frame.

• Versions listing of the dictionary displays and its version number as well.

• Dictionary versions can be restored from this frame.

Select the version > Hand right click > restore the dictionary

The process is identical regarding consultation of taxonomy versions.


Taxonomy Administration

• To administrate a taxonomy, click on the Administration node

• Click on the Taxonomies node

• Then double click on the desired taxonomy

• You can see only the taxonomies on which you have the administrator rights



• The taxonomy will be opened in a new window

• Operation is the same on than the one of the taxonomy creation in D2-Config

• Click on « Ok » to save or on « Cancel » to get out without saving

• You cannot add or remove levels


Some actions can be performed on Docbase taxonomies within D2-Client interface.

• For a taxonomy versioning Hand right click > Save taxonomy

• To restore a previous version Hand right click > Restore taxonomy Version Selection

Taxonomies are also importable and exportable from D2-Client



• From the browser tree window, select the register tables node • Only tables where your rights match are available

Register Table Administration

• Table properties are viewable and writable from the contextual menu

• Add or remove values from the property page when setting the mouse focus onto the grid cells

• Validate modifications by clicking « OK »

• Registered tables can be deleted from the contextual menu on the Administration node


• Data from Register tables can be imported into the DocBase directly from D2- Client in the Administration node.

Register Table Administration

• Select concerned table and access to contextual menu by right click.

• Choose the file to import and overwrite the existing data

Data is replaced and accessible from register table properties.


Template List Administration

• To administrate a templates list, click on the Administration node

• Click on the templates list node

You can see only the templates lists for which you have administration rights


Template List Administration • Click on a templates list to see the templates contained in the list

• You can modify the templates (context menu)


Template List Administration

• To modify a templates list, right click on the template and then on « Properties …» to get access to the template’s modification window

• Operation is identical than the one of the creation of a template list, in D2-Config

• Click on « Ok » to save or on « Cancel » to exit without saving


User Management

• To manage Users, Click on the Administration node

• Click on the node Users

• The users list appears in the Workspace window


Modify a User

• To modify a user, click on it

• Do a right click on the user

• Then click on « Properties… »

• Modify values, then click on « Ok »


Create a User • To create a User, click on the User node

• Then on the menu « File »

• Then « New »

• Then click on « User… »

• Enter the information of the user in the dialog, then click on OK

You can create a user, applying the following icon


Group Management

• To manage groups, click on the Administration node

• Click on node Groups

• The groups list appears in the Workspace window


Create a Group

• To create a group, Click on the node Groups

• Then on the menu « File »

• Then « New »

• Then click on « Group… »

• Enter the information of the group in the dialog then click on OK


Modify a Group

• To modify a group, click on it

• Do a hand right click on it

• Then click on « Properties… »

• Modify values (ex.: Add a user in the group) then click on « Ok »


Documentum administrators can, from D2-Client interface, supervise the technical working of D2. This dialog box is avalaible from « Help/?» menu. It is activated for

administrators within an «Administrator » profile.

Monitoring

• D2 reload : state of D2 on application servers and checking URL

• Information about the JVM executing D2:

• Summary: on operating system

• VM: on virtual machine

• Memory: on various memory status

• Threads: on Java processes

• Classes: on various classes way

• Informations about actives sessions and Documentum ressources.

• D2 Cache: Number of caches in use with all statistical information

• ACS/BOCS: URL status of ACS and BOCS configured with DA.

The Monitoring dialog contains many tabs that display the following characteristics:

Clicking Refresh updates all monitored data.

Anexa TEHNICA 9 - Documentum_D2_User_Guide

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Transcript of Anexa TEHNICA 9 - Documentum_D2_User_Guide