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CMS 501: D2 Training for Contributors Updated: October 12, 2017

IT Training & Communications 1

IT Training & Communications

CMS501: D2 Training for Contributors


Agenda

What is Documentum D2?

Roles/Groups: Support, Coordinator, Contributor, Consumer

D2 Overview:

Login/Logout

Main Menu

Workspaces

Widgets

User settings

Spaces/Folders/Files

Search – global and advanced

D2 migration


Web-based application used to manage content

Document repository and collaboration tool

D2 replaces CenterStage (support expiring in 2017)

D2 has similar features to CenterStage not a feature-to-feature match

Documentum D2




Features - ComparisonsFEATURES D2 CenterStage

Versioning

Document checkin/checkout

Workflows & Lifecycles (next release)

Recycling Bin & Mobile app (next release)

Document Viewer, Full text search

Communication tools – blogs, discussions, wikis Blogs.mcgill.caYammer (discussions)

Data Tables

Keywords, Tags

Subscribe (watch space)

Share space, folder, file

Comment

Viewer role (consumer role)

Import/Export folder structure(s), Export Folder structure to Excel,

Import via Drag and Drop (including Outlook messages)

Space/Folder/File level favorites (available after D2 migration) Space‐levelfavorites

IT Training & CommunicationsD2 Migration

D2 launch date: August 2, 2017Space migrations will occur until the end of October 2017.

You will receive an email notification for each CenterStage space you manage containing:

the date planned for your space migration

any necessary measures that must be taken beforehand

Refer to the ECM Blog for project updates & migration information:

http://blogs.mcgill.ca/ecm-blog/


SupportCreate space (process the ‘D2 Request Form’ - see KB 1445)

Add 1 or more coordinators to the space

Send email informing coordinator(s) of created space

Roles (called groups in D2) are created using the following naming convention:Space Short Name_coordinator

Space Short Name_contributor

Space Short Name_consumer

Can add external users, if need be (special requests)

CoordinatorResponsible for managing the security and membership of spaceAdd/remove members or groups into/from their space

Assign permissions

ContributorView spaces that you have access to

Folders and files (e.g. create folder, import files, view & edit files, …)

Consumer - View & comment space content

Roles/Groups




Contributor Role/Group


Access QA (training): https://qcms.mcgill.ca/D2/#d2

Log in:Login: McGill User Name

Password: McGill Password

Getting started

IT Training & CommunicationsD2 training accounts

Lab PC ID Password Space Location

Train02 training2 Ask Instructor 000Training02 Row1


















First-Time loginYou will be prompted to install the Content Transfer Extension,

which allows faster check-out/check-in of files using D2

The required steps for the CTF installation differ depend on:

Whether you have a SLA(Service Level Agreement with IT Services)

Your administrative rights to the computer

The browser you are using

Detailed steps for each are provided in Appendix 1 of the D2 User Guide. See KB 1445.

Getting started


Getting Started


Your name & user name displays in the menu.

Log out: Click the down arrow next to your name (may be hidden)

Access EMC Documentum D2 User Guide:

Main Menu

Menu can also be pinned / unpinned




NEW Use to create new folder

IMPORT To import file(s) or

To import folder structure (if EMC Documentum Client Manager plugin is enabled)

Main Menu


CONTENT Use to export folder(s), (if EMC Documentum Client Manager plugin is

enabled)

View/modify permission, properties

VERSIONS Use to display current version or all versions of content

Main Menu

IT Training & CommunicationsUser Settings




1. General tab Temporary and checkout path

Browser Plugin (Documentum Client Manager recommended)

Date and time formats

Default Workspaces

Login Settings

User Settings


2. User Interface tab Content by page (min = 20, max = 250)

Sorting preference

Menu position and width

User Settings


3. Events tab – global subscription you will receive an email notification when a new item or a new

version of an item has been added to all your spaces and public spaces!

Currently, only file subscriptions are available.

Use this feature with caution because you may receive too many emails.

It’s better to subscribe to key documents or folders that you would like to track.

User Settings




Workspaces


Workspaces you see depend on your role.

When you first connect to D2, you will see 3 workspaces:

BROWSE

MYFILES

SEARCH

Workspaces

You can have the same workspace open more than once. For example, you may want to work with two different spaces, each space in a Browser workspace.N

ote


To add a workspace:click to access the Workspace Gallery.

click workspace to add it (e.g. Manage).

To delete a workspace:click next to the workspace.

Workspaces




BROWSE

to navigate to your spaces, folders, sub-folders and documents.

show space members

MYFILES

to see information about your files (e.g. checked out, last modified)

SEARCH

to search (global, advanced)

MANAGE (covered in CMS 502 course)

available only to coordinators (to manage space members and permissions)

Workspaces


Widgets


Workspaces contain widgets that you can select from.Widgets appear in various panes/areas of the screen.

Widgets




Add widget

1. Click to add widget from Widgets Gallery.

2. Select the widget from the available widgets

Remove widget

1. Click to remove widget

Widgets

IT Training & CommunicationsExamples of Widgets

Widget Function

Audit Displays a list of audited actions for the selected content.

Browser Displays spaces and folders.

Checkout Displays a list of checked‐out files with file name, checkout date/time

information.

Comments Use to view, create, delete and reply to comments about the content

Coordinator

Workbench

Restricted to the coordinator role and is used to view and edit groups,

update permissions and display members.

Documents Displays folders and files. Also displays results from searches.

Favorites Displays a list of spaces, folders, files marked as favorite. Note: currently

unavailable; available after D2 migration is completed.

Facets Linked to search results template (modified by, modified date)

Last Modified Displays when the file was last modified.

IT Training & CommunicationsExamples of Widgets

Widget Function

Location Displays a list of directory locations where the content (e.g. file) is found

Preview Used to preview pdf documents

Properties Displays properties of the selected content

Relation Displays related objects (e.g. comments and track changes in Word)

Search You can perform a global or advanced search. You can also view, edit or

run last search or saved searches.

Thumbnails Enables thumbnail preview for browsing content. Displays the first page of

a document.

Versions Displays a list of the versions of the selected files.

Workspace

Members

For the content (e.g. folder), displays members, group that they belong to

(coordinator, contributor, consumer) and their permission.




Widget options Click the down-arrow next to a widget to see options (or right-click) :

Columns: to add/remove columns in this widget (very useful)

Expand/Collapse

Switch widget (to replace)

Remove widget

You can also drag the widget

to another location

Advanced:

Export to Excel exports the Documents widgetfolder structure to Excel

Widgets


Exercise 1


SPACES




What is a space?Like a website that only members can access

A separate space can be created for projects/commitees/teams…

Members are given permission to view, edit, add, remove content

To create a new space Fill out the ‘D2 Request Form’ - see KB 1445

(How to request/access section)

What can you do there?A central place for space members to store and

collaborate on key documents

Track changes

Versioning

Spaces

What does our committee think?


Public vs. private spacesIf a space is public, entire McGill community can see its content.

Only selected members can contribute.

If a space is private, the coordinator decides who can be a member and what permissions are granted.

Spaces


To view your spaces: BROWSE > Browser > space

Spaces




To view space members of a space:

1. Click the space

2. Click Workspace Members widget

3. Click View Members

Spaces


To view your spaces: 1. Click BROWSE Workspace

2. Click Browser widget

Right-click on your space to:

Export

Add comment

Add to favoritesNote: Favorites currently unavailable; available after D2 space migrations are completed.

Send email

Subscribe (watch content)

Properties (for coordinators only)

Spaces


Add comment to space1. Right-click

2. Select Add comment…

3. The Add comment window displays. Type the comment.

4. Click Post.

Comment is viewable in the Comments widget. You can also use the Comments widget to add/delete a comment.

Spaces




Remove comment from space1. Click Comments widget

2. Select the comment you want to delete. You will see two options: Reply and Delete. You may only delete your own comments.

3. Click Delete

Spaces


Add space to favorites1. Right-click

2. Select Add to favorites

Space displays in Favorites widget

Remove space from favorites1. From Favorites widget, right-click on space

2. Select Remove from favorites

Spaces

Note: widget is currently unavailable; only available after D2 space migrations are completed.


Send MailUse to send an email to the select user(s) with the space url. User has to be a member of the space to be able to open link.

1. Right-click on the space

2. Select Send mail…

3. Email window displays

4. Click … from To: field to select recipient(s)

5. Find recipient name using Source field

6. Click to move name(s) to Selection field

7. Click OK

8. Ensure Subject field is filled in

9. Enter Message – url and basic message included

10. Click Send

Spaces




Subscribe to space Note: Space subscriptions will be migrated from CenterStage to D2, but will only be functioning in a future release

Will allow you to be notified when a new item or a new version of an item has been added to the space.

1. Right-click

2. Select Subscribe

Spaces


Subscribe to space

• Daily Digest of New Item and New Version: daily email with summary of new or updated files or folders.

• Instant Notification on Modified Item: email received when a new version of the file or folder has been added. You will get one email per document.

• Instant Notification on New Item: email received when a new file or folder has been added. You will get one email per document.

Spaces


Space properties1. Right-click on space

2. Select Properties

Spaces

Coordinators can view & edit:




Coordinators can update: Name of the Space

Title of this Space

Subject

Space Short Name: cannot be updated

Public Space: cannot be updated; set by IT Support when space is created

Spaces


Copy space link to clipboard1. Right-click

2. Select Copy link to clipboard

You can use this link from the clipboard (e.g. in a Word document).

Spaces


Exercise 2




Folders


Create new folder (use to organize your content)

Files cannot be created at the “top” space level.

Folders must be created first.

Files must be inserted into folders.

Folders

Best practice• After folders are created, coordinators should assign Delete

permissions to coordinators and possibly contributorsNo

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Create new folder stepsGo to the desired space or folder

1. From the menu, click NEW > Item

The New Content dialog window opens

2. From the Creation profile drop down box, click folder

3. Ensure that dic_folder displays New Folder

4. Click Next

Folders




5. From Edit properties, enter folder name in Name field

6. Click Next

Folders


Import folderUse to import a folder to a space from another destination. Note that User Setting for current browser plugin must be Documentum Client Manager to do this.

1. Select space or folder

2. From D2 menu, click IMPORT > Folder Structure…

3. Click … next to the Folder to import field & select folder

4. Click Next>

5. Enter folder name (Name: field)

6. Click Check In All Content and Finish.

The folder will be imported into D2.

Folders


Export folderUse to export a space or a folder to another destination. Note that User Setting for current browser plugin must be Documentum Client Manager to do this.

1. Right-click on the folder to export

2. Select Export folder…

3. From Browse For Folder window, select where to export to

4. Click OK

Folders




Copy folder

Use to copy a folder & its contents from one location to another.

1. Right-click on the folder

2. Select Copy

3. Go to the space or folder you want to copy the folder to. Right-click and select Paste.

Folders


Move folder

Use to move a folder from one location to another.


2. Select Cut

3. Go to the space or folder you want to move the folder to. Right-click and select Paste.

Note: Delete permissions must be set by coordinator for folder beforehand.

You may also find the folder from the Documents widgetand drag it to a new space or folder within D2.

No

te

Folders


Link folderUse to create a link to a folder. e.g. you may want the folder (link) to appear in another space


2. Select Copy

3. Go to the space or folder you want to copy the folder to. Right-click and select Paste as link

The 2 locations of the folder will be in the Location widget.

No

te

Folders




Add comment to folder1. Right-click on the folder

2. Select Add comment…

3. The Add comment window displays. Type the comment

4. Click Post

The comment is viewable in the Comments widget. You can also use the Comments widget to add/delete a comment.

Folders


Remove comment from folder1. Click Comments widget

2. Select the comment you want to delete. You will see two options: Reply and Delete. You may only delete your own comments.

3. Click Delete

Folders


Add folder to favorites1. Right-click on folder


Folder displays in Favorites widget

Remove folder from favorites1. From Favorites widget, right-click on folder

2. Click Remove from favorites

Folders

Note: widget is currently unavailable; available after D2 space migrations are completed.

Same rules as “space favorites” apply.




Send MailUse to send an email to the select user(s) with folder url. User has to have permissions to the folder to be able to open link.




4. Click … from To: field to select recipient(s)



7. Click OK



10. Click SendSame rules as “space send mail” apply.

Folders


Subscribe to folder Folder subscriptions will be migrated from CenterStage to D2, but will only be functioning in a future release

You are notified when a new item or a new version of an item has been added to the folder.


2. Select Subscribe

Same rules as space subscription apply

Folders


Delete folder *1. Right-click on the folder

2. Select Delete…

3. Select delete option

4. Click OK

* Only if your role (group) has the Delete permission

Folders




Folder properties

Use to rename folder and add tags (keywords)



3. Rename folder using Name field

4. Add Keywords by clicking on Separate keywords by commas

5. Click OK

Folders

Only if your role (group) has the permission


Copy folder link to clipboard1. Right-click on the folder

2. Click Copy link to clipboard

Same rules as “space copy link” apply.

Folders


Exercise 3




Files


Import – one or many

View (read only)

Edit

Versioning

Cancel Checkout

Delete

Add & Remove Comment

Add/Remove to favorites Note: widget will only be available after D2 space migrations are completed.

Send Mail

Subscribe to file

File properties

Copy, Move, Paste as Link, Copy Link to Clipboard

Files


Import file(s) into space1. Go to the space and folder you want to import file into

2. From the menu, click IMPORT > File

3. From Files to Import field, click …

Steps vary depending on how many files and the file properties(refer to D2 User Guide for detailed steps)

Files

Note:It is also possible to drag & drop a file (e.g.: Word Document, Outlook item) into the Documents widget




View file1. Right-click on the file

2. Select View

Or double-click on file

Files


Edit file 1. Right-click on the file

2. Select Edit

3. File is checked out and locked to other members to ensure only 1 person is editing at the same time.

Locked by you - green lock

Files


Edit file – cont’d4. Make changes

5. Save and close the file

6. Select Check in…

Files

Don’t forget to




Edit file – cont’d7. Fill out Check-In window:

Select Check in version as:

Enter version note in Description

8. Click OK

The D2 Uploader will update thefile in D2 and remove the lock

Files


VersioningNew version is created

Old version of file retained

Versions widget shows all the versions

From the D2 menu, click ‘version’ button:

Select Current version to see the latest version of file

Select All versions to see all versions of the file

OR…

Files


Import New Version 1. Locate the file that you want to perform this on

2. From the menu, click IMPORT > New version

3. The Import window displays. Click … from File field

4. Format displays

5. Click OK to replace file with this selected file

Files




Files locked by others have a red lock

Files


To see which user has the file locked, modify the Documentswidget to include the Checked Out By column

Files


Cancel CheckoutWhen you edit a file, the file is checked out. If you change your mind about editing, you can cancel the checkout.

1. Right-click on the file

2. Select Cancel checkout

Files




Delete File *Coordinator will decide role permissions for files & folders


2. Select Delete

3. The Delete menu will open

4. Select delete option

5. Click OK

You have to decide whether you want to delete the current version or all versions of the file.

* Only if your role has the Delete permission

Files


To add a comment to file1. Right-click on the file

2. Select Add comment

3. The Add Comment window displays. Type the comment

4. Click Post

Files


To remove a comment for a file1. Click Comments widget

2. Select the comment you want to delete. You may only delete your own comments.

3. Click Delete

Files




Add file to favorites1. Right-click on file


File displays in Favorites widget

Remove folder from favorites1. From Favorites widget, right-click on file

2. Select Remove from favorites

Note: widget is currently unavailable; available after D2 space migrations are completed.

Same rules as “space or folder favorites” apply.

Files


Send MailUse to send an email to the selected user(s) with file url. User has to have permissions to the file to be able to open link.




4. Click from To: field to select recipient(s)



7. Click OK



10. Click SendSame rules as “space and folder send mail” apply.

Files


Subscribe to a fileNotifies you when file is updated or new version of file is added

File subscriptions will be migrated from CenterStage to D2 immediately


2. Select Subscribe

Same rules as “space and folder subscriptions” apply.

Files




Subscribe to file (currently available)

• Daily Digest of New Item and New Version: daily email with summary of new or updated files or folders.

• Instant Notification on Modified Item: email received when a new version of the file or folder has been added. You will get one email per document.

• Instant Notification on New Item: email received when a new file or folder has been added. You will get one email per document.

Files


File properties

Use to rename file and add tags (keywords)



3. Rename file using Name field

4. Add Keywords by clicking on Separate keywords by commas

5. Click OK

Same rules as “space and folder properties” apply.

Files


Copy a file: Copy & Paste

Move a file: Cut & Paste

Create a link to a file: Copy & Paste as Link

Same rules as “folder copy-move-link” apply.

Files




Copy file link to clipboard


2. Select Copy link to clipboard

Same rules as “space copy link” apply.

Files

You can use this link from the clipboard (e.g. in a Word document).


Exercise 4

IT Training & CommunicationsSearch

D2 provides a full-text search Multiple search options:

content name, title, keywords, subject, content, etc.

Use SEARCH workspace




Search widget Global search (searches all your spaces, including public)

Note: James McGill will search for either James or McGill

James+McGill will search for ‘James McGill’

Advanced search – to search specific space(s).

My last search (to re-run your last search)

My searches (via advanced search)

SEARCH


Facets widget – after a search is run, displays search results by: Modified By, Modified date

SEARCH

IT Training & CommunicationsAdvanced Search

Select Advanced search dialog icon

Use Criteria tab to select types and enter search criteria




Use Location tab to select specific spaces (or folders & sub-folders)

Use to select


Use Columns tab to customize your search result display settings (columns) and to set your sorting preference

Use to select columns


Use Facets tab to further refine your search result display settings




• Use Save as to save your search.

• Use Run to run your search.

To modify saved searches:1. From Search widget, right-

click on the saved search in My searches

2. Select Search criteria


Exercise 5

IT Training & CommunicationsMigration - Wikis & Blogs

What will happen to my CenterStage wikis & blogs?

CENTERSTAGE D2

Blogs.mcgill.ca (new solution)user-friendly centralized system for building and publishing blogs Example: ECM Blog For more information and WPT 100 training, refer to KB 1813.

CenterStage location & ownership is maintained




Folder and Space subscriptions will be migrated, but will not function immediately. Same rules apply.

Migration - Subscriptions

File subscriptions will function in D2 immediately. File subscriptions will be migrated from CenterStage to D2 as follows:

CENTERSTAGE

SUBSCRIPTION PREFERENCES

D2

SUBSCRIPTION PREFERENCES

As soon as updated Instant Notification on Modified Item

Daily/Weekly Daily Digest of New Item

and New Version

IT Training & CommunicationsMigration: Discussions & Data Tables

CenterStage discussions not available in D2Save your discussions elsewhere before migration

Use Yammer – McGill’s social networking software(part of Office 365).

For more information, refer to KB article 5960.

CenterStage data tables not available in D2To save your CenterStage data table before migration:

Export CenterStage data table to Excel

Re-upload the Excel file to CenterStage

For more information, refer to KB article 7508

CENTERSTAGE D2


Locked files: Save and check-in your CenterStage files before migration

Comments: File comments will be migrated into D2

Folder comments will not be migrated

Tags: CenterStage tags will not be migrated into D2

Tags are called keywords in D2

D2 Migration



IT Training & CommunicationsConclusion

D2 issues & questions Contact IT Service Desk

KB articles Article 1445

Service description D2 space request form FAQ Training material D2 User Guide

Article 7580 D2 plugins

IT Training & CommunicationsWhat’s Next

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