EMC Documentum ApplicationConnectors · EMC®Documentum® ApplicationConnectors Version6.5...

EMC® Documentum®

Application ConnectorsVersion 6.5

User GuideP/N 300007361 A01

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Copyright © 1994‑2008 EMC Corporation. All rights reserved.

Published July 2008

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Table of Contents

Preface ........................................................................................................................... 7

Chapter 1 Application Connectors Overview .......................................................... 9

Chapter 2 Log into a Repository ............................................................................ 11Log out ...................................................................................................... 12Change your password ............................................................................... 12Log in as a different user ............................................................................. 12Log into another repository ......................................................................... 12View the Application Connectors version and other information ................... 13

Chapter 3 Work with Documents ........................................................................... 15Create a new document .............................................................................. 15Locate and select items in a selection dialog box ....................................... 16

Create a new folder..................................................................................... 17Set properties ............................................................................................. 18Commonly used tabs on properties screens .............................................. 18

Set permissions .......................................................................................... 19Open a document for editing....................................................................... 21Checkout directory ................................................................................. 21Virtual documents .................................................................................. 22Displaying the default document format .................................................. 22

Save and check in a document ..................................................................... 23Checkin information ............................................................................... 23

Save a document and keep it checked out..................................................... 24Save As warning dialog display and configuring the warning........................ 25Setting the Save As warning dialog display option in Preferences .............. 25Configuring the warning in the Save As warning dialog............................ 26

Save As a document and the Save As warning dialog.................................... 26Save As a document from the repository and the Save Aswarning dialog ....................................................................................... 26Save As a document from a local file system and the Save Aswarning dialog ....................................................................................... 27

Save As a document with Continue editing after Save ................................... 28Save As a document from the repository with Continue editingafter Save ............................................................................................... 28Save As a document from a local file system with Continueediting after Save.................................................................................... 29

Cancel checkout of a document ................................................................... 29Delete a document or folder ........................................................................ 30Open a document for viewing ..................................................................... 30View all locations to which a document is linked ...................................... 31

EMC Documentum Application Connectors Version 6.5 User Guide 3

Table of Contents

View all versions of a document .............................................................. 31View all renditions of a document ........................................................... 32

Import or copy a document ......................................................................... 32Overwrite one document with another......................................................... 34Create a link from one document to another ................................................. 34Insert the content of one document into another ........................................... 35Send a link to a document via email............................................................. 35

Chapter 4 Work with Email Messages .................................................................... 37Save an email message to the repository....................................................... 37Save an attachment to the repository............................................................ 38View an email message ............................................................................... 39

Chapter 5 Search ................................................................................................... 41Search for a document ................................................................................ 41Further define search terms ......................................................................... 42

Chapter 6 Send Workflows and Quickflows ........................................................... 47Workflows ................................................................................................. 47Start a workflow to route a document to other users ..................................... 48Start a quickflow to send a document to other users...................................... 49

Chapter 7 Move Documents through Lifecycles .................................................... 51Lifecycles ................................................................................................... 51Assign a lifecycle ........................................................................................ 52Promote a document to its next lifecycle state ............................................... 52Demote a document to its previous lifecycle state ......................................... 52Detach a lifecycle from a document.............................................................. 53Suspend a document from its current lifecycle state ...................................... 53Resume a document that has been paused in its lifecycle............................... 53

Chapter 8 Set Preferences ..................................................................................... 55

Appendix A Keyboard Shortcuts .............................................................................. 57

4 EMC Documentum Application Connectors Version 6.5 User Guide

Table of Contents

List of Figures

Figure 1. Selection dialog box with two list boxes ........................................................... 17


Table of Contents

List of Tables

Table 1. Commonly used tabs in properties screens ....................................................... 18Table 2. Checkin information ....................................................................................... 23Table 3. Import properties for email messages .............................................................. 38Table 4. Further define search terms ............................................................................. 43Table 5. Send a quickflow ............................................................................................ 49Table 6. General preferences ........................................................................................ 55Table 7. Advanced preferences..................................................................................... 56Table 8. Keyboard shortcuts......................................................................................... 57


Preface

Documentum Application Connectors (DAC) is a set of client side .NET assemblies, and runtimeservices that integrate with rich editors, as well as WDK based components running on serverside applications (for example, Webtop). Currently there are implementations for Microsoft Excel,Outlook, PowerPoint, and Word.

DAC let you access documents from multiple different repositories; track versions; restrict accessto documents according to permission sets; and distribute, and promote documents electronicallythrough lifecycles, and workflows.

Intended AudienceThe manual assumes that you are familiar with the conventions of Microsoft Windows,and Web browsers, and that you know how to open, close, resize, and move windows, aswell as navigate using hyperlinks, and buttons. You should also know how to work withmultiple windows, and manage files on your personal computer, and you should be ableto perform basic operations such as copying, and pasting files.

Revision HistoryThe following changes have been made to this document.

Revision date Description

July 2008 Initial publication


Preface


Chapter 1Application Connectors Overview

The EMC Documentum Application Connector software enables you to access a Documentumrepository directly from one or more of these Microsoft Office applications:

• Excel• Outlook• PowerPoint• Word

Note:• Documentum Application Connectors (DAC), version 6.5 is compatible with Webtop 6.5, D6 SP1,

D6, and 5.3 SPx versions.• When you install DAC, version 6.5 for Webtop 5.3 SPx, then DAC, version 6.5 works with Webtop

5.3 SPx functionality except for MS Outlook.• DAC, version 6.5 requires Webtop 6.5, D6 SP1, D6 versions for MS Outlook.A repository is a virtual storehouse for your organization’s content. Your organization might usemultiple repositories. Each repository is comprised of nodes that give access to the repository’scontent, and functions. For example, the Home Cabinet node contains your personal files, and folders.

This guide describes the behavior of the default Application Connectors interfaces. Customizedinstallations might vary from what is described here.


Application Connectors Overview


Chapter 2Log into a Repository

This procedure logs you in for all applications that use Application Connectors.

You do not need this procedure if you have saved your credentials for this repository throughanother Documentum application (such as Webtop). If that is the case, your saved credentials logyou in automatically.

If another user is currently logged in on this machine, Application Connectors will end that user’ssession when you log in.

To log in, gather this information:

• Repository name. A repository stores documents.• Your username, and password for the repository.• Microsoft Windows NT domain name (if applicable).

To log into a repository

1. If you have not already opened the login screen, then from the Documentummenu,select Login As.Note: The Documentum menu might have a different name. The name is createdwhen Application Connectors is installed on your computer. Microsoft Office 2007users must first select the Office Button before selecting the Documentum menu.

2. Type your username, and password for the repository. Both are case‑sensitive.

3. Select the repository.

4. To use the accessibility mode instead of the regular mode, click AdditionalAccessibility Options. The accessibility mode provides linear navigation insteadof menus.

5. Click Login.

6. Click OK.


Log into a Repository

Log outTo log out of all repositories you are logged into

1. From the Documentum menu, select Logout.Note: The Documentum menu might have a different name. The name is createdwhen Application Connectors is installed on your computer. Microsoft Office 2007users must first select the Office Button before selecting the Documentum menu.

2. At the success message, click OK.

Change your passwordTo change the password you use to access the repository

1. If you have not already opened the login screen, then from the Documentummenu,select Login As.Note: The Documentum menu might have a different name. The name is createdwhen Application Connectors is installed on your computer. Microsoft Office 2007users must first select the Office Button before selecting the Documentum menu.

2. On the login screen, click Change Password.

3. Type your current password.

4. Type your new password twice. Passwords are case‑sensitive.

5. Click Apply.

Log in as a different userIf one user is logged in to Application Connectors on a given machine, another user canlog in from that machine, but doing so ends the session of the first user.

To log in as a different user, follow the procedure for Chapter 2, Log into aRepository using a different username, and password.

Log into another repositoryTo log into another repository, use the procedure for Chapter 2, Log into a Repository ,making sure to select the new repository.



View the Application Connectors version andother information

From the Documentummenu, select About Application Connector.

Note: The Documentum menu might have a different name. The name is created whenApplication Connectors is installed on your computer. Microsoft Office 2007 users mustfirst select the Office Button before selecting the Documentum menu.




Chapter 3Work with Documents

This chapter includes these:

• Create a new document, page 15• Create a new folder, page 17• Set properties, page 18• Set permissions, page 19• Open a document for editing, page 21• Save and check in a document, page 23• Save a document and keep it checked out, page 24• Save As warning dialog display and configuring the warning, page 25• Save As a document and the Save As warning dialog, page 26• Save As a document with Continue editing after Save, page 28• Cancel checkout of a document, page 29• Delete a document or folder, page 30• Open a document for viewing, page 30• Import or copy a document, page 32• Overwrite one document with another, page 34• Create a link from one document to another, page 34• Insert the content of one document into another, page 35• Send a link to a document via email, page 35

Create a new documentTo create a new document from a template in the repository

1. From the Documentum menu, select New from Template.


Work with Documents

Note: The Documentum menu might have a different name. The name is createdwhen Application Connectors is installed on your computer. Microsoft Office 2007users must first select the Office Button before selecting the Documentum menu.

2. If prompted to log in, do so. For instructions, see Chapter 2, Log into a Repository.

3. In the Create tab, do these:

a. To select a location for the document other than your default repository location:‑ Click Edit.‑ Select the new location, and click Open. For instructions on selecting thelocation, see Locate and select items in a selection dialog box, page 16.

b. Type a name for the new document.

c. In the Type field, select the repository object type. The repository object typedetermines the document’s properties. The default object type is dm_document.You must select a repository object type for which there are available templates.If the type has no available templates, this procedure will not succeed.To create a new document that uses an object type without out a template, youmust first create the document on your local computer, and then import thedocument into the repository, making sure to select the new object type. SeeImport or copy a document, page 32.

d. In the Format field, select the type of application that opens the document.

e. In the Template field, select the repository template upon which to base the newdocument. If the Template field does not appear, then you should not try tocreate the document. Discontinue this procedure.

f. To add the document to your subscriptions, select Subscribe to this file.Note: To view your subscriptions, you must access the repository through abrowser‑based application, such as Webtop.

4. In the Info tab, edit properties as appropriate. For instructions, see Commonlyused tabs on properties screens, page 18.

5. In the Permissions tab, set permissions as appropriate. For instructions, see Setpermissions, page 19.

6. Click OK.The new document is created in the repository, and locked in your name. Thedocument is downloaded to your computer, and opened.

Locate and select items in a selection dialog box

To locate items in a selection dialog box, use any of these actions:


Work with Documents

• To open a directory location, double‑click the location.• To return to a previous location, click the location in the navigation path above the

list.• To go up one level in the directory structure, click .• To display only those items that begin with a certain character string, type the

character string in the text box, and click the adjacent button.To select items in a selection dialog box, use any of these actions that apply:

• To select a single item, click the item.• To select multiple items, press, and hold either the Shift key (for adjacent items) or

the Ctrl key (for non‑adjacent items), and then click the items.• If the dialog box includes two list boxes, as shown in Figure 1, page 17, then once

you have selected items, you must click the arrow button to move your choice to thesecond list box. You can move multiple items to the second list box.

Figure 1. Selection dialog box with two list boxes

• To clear an item, press Ctrl, and click the item.

Create a new folderTo create a new folder

1. From the Documentum menu, select Open.Note: The Documentum menu might have a different name. The name is createdwhen Application Connectors is installed on your computer. Microsoft Office 2007users must first select the Office Button before selecting the Documentum menu.


3. In the selection dialog box, navigate to the location for the new folder, and openthat location such that the location’s documents, and folders are displayed. Forinstructions, see Locate and select items in a selection dialog box, page 16

4. Click .


Work with Documents

5. In the Create tab, type a name for the new folder.

6. To subscribe to the folder, click Show options, and then select Subscribe to thisfolder.Note: To view your subscriptions, you must access the repository through abrowser‑based application, such as Webtop.

7. In the Info tab, edit properties as appropriate. For instructions, see Commonlyused tabs on properties screens, page 18.

8. In the Permissions tab, specify the access that specific users, and groups have to thefolder. For instructions, see Set permissions, page 19.

9. Click Finish.

10. To close the selection dialog box, click Cancel.

Set propertiesTo set properties

1. Open the document.

2. From the Documentum menu, select Properties.Note: The Documentum menu might have a different name. The name is createdwhen Application Connectors is installed on your computer. Microsoft Office 2007users must first select the Office Button before selecting the Documentum menu.

3. Make changes as appropriate. The properties screen might include multiple tabs.For an explanation of commonly used tabs, see Commonly used tabs on propertiesscreens, page 18.

4. To save any changes, click OK.

Commonly used tabs on properties screens

Table 1. Commonly used tabs in properties screens

Tab Description

Info To edit properties, do any of these thatapply:

• Type a new value in the property’s textbox.

• Select the property’s checkbox.


Work with Documents

Tab Description

• Click Edit, Select, or the calendarbutton next to the property, and thentype or select the value.

• If available, click See CIS Values toview suggested property values.

• To display more properties or allproperties, select either Show More orShow all properties.

Permissions This displays the access that differentusers have to the document. To changepermissions, see Set permissions, page 19.

History This displays a list of events thathave occurred to the document. Youradministrator registers which events aretracked.

Set permissionsPermissions determine who can access a document.

To set permissions for a document

1. If already viewing the Permissions tab for the document, skip to Step 2. Otherwise,do these:

a. Open the document.

b. From the Documentum menu, select Properties.Note: The Documentummenu might have a different name. The name is createdwhen Application Connectors is installed on your computer. Microsoft Office2007 users must first select the Office Button before selecting the Documentummenu.

c. Select the Permissions tab.

2. To change the permission set assigned to the document, do these:

a. Next to the Permission set name field, click Select.

b. Select the permission set, and clickOK. For instructions on selecting a permissionset, see Locate and select items in a selection dialog box, page 16.

c. Click OK.


Work with Documents

3. To add or edit access for a user or group, do these in the Permissions for Usersand Groups area:

a. To add access:‑ Click Add.‑ Select one or more users, and groups, and clickOK. For instructions on selectingusers or groups, see Locate and select items in a selection dialog box, page 16.‑ Go to Step c.

b. To edit access, select one or more users, and groups, and click Edit.

c. Select basic permissions.

d. Select the extended permissions.

e. Click Finish to set the selected permissions, or click Next to set a different set ofpermissions to another user or group. If you click Next, return to Step c

4. To remove access for a user or group, select the user or group in the Permissions forUsers and Groups area, and click Remove.

5. To add required groups or group sets in repositories where Trusted Content Servicesis enabled, do these:

a. In the Required Groups or Required Group Set area, click Add.

b. Select one or more groups, and click OK. For instructions on selecting groups,see Locate and select items in a selection dialog box, page 16.

6. To remove required groups or group sets in repositories where Trusted ContentServices is enabled, select the groups in the Required Groups or Required GroupSet area, and click Remove.

7. To restrict access or modify restricted access for a user or group in a repositorywhere Trusted Content Services is enabled, do these:

a. To restrict access for a user or group:‑ In the Restrictions area, click Add.‑ Select one or more users, and groups.‑ Go to Step c.

b. To edit restrictions, select one or more users, and groups, and click Edit.

c. In the Basic Permissions drop‑down list, select the access level to deny.

d. In the Extended Permissions area, select the extended permissions to deny.

e. Click Finish to set the selected restrictions, or click Next to set a different set ofrestrictions to another user or group. If you click Next, return to Step c

8. To remove restrictions on a user or group, select the user or group in the Restrictionsarea, and click Remove.


Work with Documents

9. Click OK.

Open a document for editingTo open a document for editing



3. Select the document, and click Open. For information on selecting documents, seeLocate and select items in a selection dialog box, page 16.Note: A document is unavailable if it has a lock icon next to it. A document with alock icon is already checked out by another user. If a document has a key icon,then the document is checked out by you.

4. At the prompt, select Edit.

5. If you are editing a virtual document, and are prompted to download descendants,make the appropriate selection, and click OK. For an explanation of descendants,see Virtual documents, page 22.Application Connectors opens the document from your checkout directory. If youdid not have the document already checked out, and downloaded, ApplicationConnectors first locks the document in your name, and downloads it to yourcheckout directory. For the default location of the checkout directory, see Checkoutdirectory, page 21.

Checkout directory

When you open a document for editing, Application Connectors downloads thedocument to your checkout directory.

By default, your checkout directory is this:C:\Documentum\Checkout


Work with Documents

Virtual documents

A virtual document is a document that contains one or more documents nested withinit. The virtual document is called the parent document, and the nested documents arecalled descendants.

When you perform an action on a virtual document, you have the option to perform theaction only on the parent document or to include the descendants. For example, whenyou edit a virtual document, you have the option to check out only the root or to checkout all descendants.

Displaying the default document format

Documentum Connectors should display the appropriate document formats when youopen or save as a document from theDocumentummenu for the MS Office application.



3. Select the document, and click Open. For information on selecting documents, seeLocate and select items in a selection dialog box, page 16.

4. You can browse to the location of the file from the repository.The Documentum ‑ Open window lists only the default formats of the repositorydocuments for the MS Office application. For example, the Documentum ‑ Openwindow lists only the repository documents of .doc type, if you are working onMS Word.Note: The Documentum ‑ Open window lists only the appropriate defaultdocument formats for the MS Office applications in the Files of Type field.For Save As operations, the Documentum ‑ Save As window displays onlythe default formats of the repository documents for the MS Office. Note: TheDocumentum ‑ Save As window lists only the appropriate default documentformats for the MS Office applications in the Files of Type field. You can browse tothe location in the repository, and save the document.


Work with Documents

Save and check in a documentThis procedure saves the document to the repository, and unlocks it so that other userscan access it.

To check in a document


2. From the Documentum menu, select Checkin.Note: The Documentum menu might have a different name. The name is createdwhen Application Connectors is installed on your computer. Microsoft Office 2007users must first select the Office Button before selecting the Documentum menu.


4. If prompted for checkin information, enter information as appropriate. For adescription of checkin information see Checkin information, page 23.

5. Click OK.

6. If a confirmation message appears, click OK.

Checkin information

Checkin information varies depending on your organization’s setup. Table 2, page23 describes common checkin information.

Table 2. Checkin information

Field Description

Save as Sets the version number. If you selectthe same version number as the originaldocument, then the updated documentoverwrites the original document. Formore information, see View all versions ofa document, page 31.

Version label Lets you label the updated version.

Description Lets you write an optional description ofthe file.

Format Selects the type of application that is usedto open the document.

Lifecycle ID Assigns a lifecycle to the file.


Work with Documents

Field Description

Check for links to other Microsoftdocuments, and check in linkeddocuments

If available, select this option to haveApplication Connectors scan thedocument for linked documents. Iflinked documents are found, they arealso checked in. The original checked‑indocument becomes a virtual document,and the linked documents become thevirtual document’s descendants.

Show Options Retain Lock Saves the updated file to the repositorybut keeps the file checked out in yourname.

Make this thecurrent version

Makes the updated file the currentversion.

Keep a local copyafter checkin

Retains a copy of the file on your localcomputer. But you no longer have the filechecked out, and any changes you maketo the local copy have no effect on the filein the repository.

Subscribe to this file The file is linked to your Subscriptions.

Save a document and keep it checked outThis procedure saves the updated document to the repository with an incrementedminor‑version number but also keeps the document checked out. The document remainsin your checkout directory, and remains open in the editing application (e.g., Word). Thedocument remains locked to other users.

For the default location of the checkout directory, see Checkout directory, page 21.

To save a document and keep it checkout out


2. From the Documentum menu, select Save.Note: The Documentum menu might have a different name. The name is createdwhen Application Connectors is installed on your computer. Microsoft Office 2007users must first select the Office Button before selecting the Documentum menu.



Work with Documents

Save As warning dialog display and configuringthe warning

This section describes setting the Documentum‑Save As dialog to display during a SaveAs operation, and configuring the message displayed in the warning dialog.

Setting the Save As warning dialog display option inPreferences

You can set to display a warning dialog or not when you perform a Save As a documentfrom the Documentum menu. The warning dialog can be set to display a defaultpreference that the original document remains checked out during the Save As operation.

To set the Save As dialog display option in Preferences

1. Go to Documentum menu, and select Preferences. For preferences, see Chapter8, Set PreferencesNote: The Documentum menu might have a different name. The name is createdwhen Application Connectors is installed on your computer. Microsoft Office 2007users must first select the Office Button before selecting the Documentum menu.

2. Select the Alert me that an initial document remains checked out after Save Asoption.This sets the Documentum ‑ Save As warning dialog to display by default. TheDocumentum ‑ Save As warning dialog can be set to display or not with Do notshow me this again, an option in the warning dialog. This option appears notselected in the warning dialog by default.

3. Accept the default in the warning dialog.

4. Click OK.This default preference sets the Documentum ‑ Save As warning dialog to displaythat the original document remains checked out warning message during subsequentSave As operations.Note: If you select the Do not show me this again in the Documentum ‑ Save Aswarning dialog, then the preference reflects your current choice from the warningdialog. Then the preference Alert me that an initial document remains checkedout after Save As you set is unchecked.


Work with Documents

Configuring the warning in the Save As warning dialog

This section describes to customize the warning to suit your need. Your applicationadministrator can configure appropriate message to display in the warning dialog. Thisconfiguration reflects in all client machines that use Application Connectors.

Save As a document and the Save As warningdialog

Save As a document from the repository and the SaveAs warning dialog

This procedure displays a warning dialog during a Save As operation of a file from therepository. This warning dialog can be set to display or not during the Save As operationwith an option, Do not show me this again.

To Save As a document from the repository



3. Select the document, and click Open. For information on selecting documents, seeLocate and select items in a selection dialog box, page 16.Note: A document is unavailable if it has a lock icon next to it. A document with alock icon is already checked out by another user. If a document has a key icon,then the document is checked out by you.

4. At the prompt, select Edit. If you are editing a virtual document, and are promptedto download descendants, make the appropriate selection, and click OK. For anexplanation of descendants, see Virtual documents, page 22. If you did not have thedocument already checked out, and downloaded, Application Connectors first locksthe document in your name, and downloads it to your checkout directory. For thedefault location of the checkout directory, see Checkout directory, page 21.

5. Application Connectors opens the original document from your checkout directory.Make the appropriate changes to the original document.

6. From the Documentum menu, select Save As.


Work with Documents

Note: The warning dialog displays that the original document will remain checkedout. If you do not select the Do not show me this again option, and continue to savethe document, the original document gets closed, and remains checked out in therepository. By default, this option appears not selected in the warning dialog. If youselect the Do not show me this again option, you will not see the warning dialogduring subsequent Save As operations.

7. At the prompt, click OK.Application Connectors closes the original document, and remains checked outin the repository. Application Connectors imports the new document, checks outthe new document, and opens for edit.Note: At the prompt, select View. The original document gets opened in the viewmode. When you perform the Save As operation, Application Connectors importsthe new document, and checks out the new document, and opens for edit. You willnot see the warning dialog at this time.If you perform the Save As operation with the same name as that of the originaldocument, then Application Connectors imports the new document, checks out thenew document, and opens for edit. You will see the warning dialog that the originaldocument remains checked out in the repository. The original document gets closed,and remains checked out in the repository.

Save As a document from a local file system and theSave As warning dialog

This procedure does not display a warning dialog during a Save As operation of a filefrom the local file system.

To Save As a document with the different name

1. From the Filemenu, select New or Open from the local file system.Note: The Documentum menu might have a different name. The name is createdwhen Application Connectors is installed on your computer. Microsoft Office 2007users must first select the Office Button before selecting the Documentum menu.

2. Make the appropriate changes to the document.

3. From the Documentummenu, select Save As with the different file name.Application Connectors imports the new document, checks out the new document,and opens for edit. The original document gets closed, and remains in the filesystem. You will not see the warning dialog.If you do not select the Do not show me this again option, and continue to savethe document, the original document gets closed, and remains checked out in therepository. By default, this option appears not selected in the warning dialog. If you


Work with Documents

select the Do not show me this again option, you will not see the warning dialogduring subsequent Save As operations.

To Save As a document with the same name



3. From theDocumentummenu, select Save As with the file name as the same.Application Connectors creates the document in the repository, checks out the newdocument, and opens for edit. The original document gets closed. You will notsee the warning dialog.

Save As a document with Continue editingafter Save

This section describes Continue editing after Save, a new option in theDocumentum‑Save As dialog.

Save As a document from the repository with Continueediting after Save

This procedure displays Continue editing after Save, a new option in theDocumentum‑Save As dialog.

1. From the Filemenu, select New or Open from the repository.Note: The Documentum menu might have a different name. The name is createdwhen Application Connectors is installed on your computer. Microsoft Office 2007users must first select the Office Button before selecting the Documentum menu.


3. From the Documentummenu, select Save As the document with the different filename.Application Connectors displays the Documentum ‑ Save As dialog with Continueediting after Save, the new option checked by default.

4. At the prompt, accept the default, and continue to save.


Work with Documents

A warning dialog displays that the original document will remain checked out.Note: By default, this option appears not selected in the warning dialog.

5. At the prompt, accept the default, and continue.Application Connectors creates the new document in the repository, checks out, andopens for edit. The original document gets closed, and checked out in the repository.

Save As a document from a local file system withContinue editing after Save

This procedure displays Continue editing after Save, a new option in theDocumentum‑Save As dialog.



3. From the Documentum menu, select Save As the document with the file nameas the same.Application Connectors displays the Documentum ‑ Save As dialog with Continueediting after Save, the new option checked by default.

4. At the prompt, accept the default, and continue to save.Application Connectors imports the new document, checks out the new document,and opens for edit. The original document gets closed, and remains in the file system.Note: At the prompt, if you continue to save with Continue editing after Save, thenew option unchecked, then Application Connectors imports the new document inthe repository. The document does not get checked out, and open for edit.

Cancel checkout of a documentCanceling checkout unlocks the document in the repository without saving the updateddocument in the repository. Any changes you made to the document are discarded.

To cancel checkout


2. From the Documentum menu, select Cancel Checkout.


Work with Documents

Note: The Documentum menu might have a different name. The name is createdwhen Application Connectors is installed on your computer. Microsoft Office 2007users must first select the Office Button before selecting the Documentum menu.

3. If canceling checkout of a virtual document, you are prompted whether to cancelcheckout on descendants or just on the parent document. Make the appropriateselection, and click OK.For a brief explanation of virtual documents, see Virtual documents, page 22.

4. If prompted for confirmation, click OK.Application Connectors closes the document, and deletes the local copy of thedocument that is in your checkout directory. For the default location of the checkoutdirectory, see Checkout directory, page 21.

Delete a document or folderTo delete a document or folder



3. Select the document or folder to delete, and click . For instructions on selecting adocument or folder, see Locate and select items in a selection dialog box, page 16.Tip: Alternately, right‑click the item, and select Delete.

4. If prompted, select whether to delete related files, and versions.

5. Do one of these:• If deleting one item, click OK.• If deleting multiple items, make selections for each item individually by clicking

Next. After the last item, click Finish. To apply your selections to all remainingitems, click Finish.

6. Click Cancel to close the selection dialog box.

Open a document for viewingWhen you open a document for viewing, the document is copied to your view directory,but it is not checked out from the repository. You can make changes to the document,but you cannot save your changes to the repository.


Work with Documents

By default, your view directory is this:C:\Documentum\Viewed

If another document with the same name already exists in the view directory, ApplicationConnectors appends the name with a number.

To view a document



3. Select the document to view, and click Open.

4. At the prompt, select View.

5. If viewing a virtual document, you are prompted whether to download descendants.Make the appropriate selection, and click OK.For a brief explanation of virtual documents, see Virtual documents, page 22.

View all locations to which a document is linked

A document can be linked to multiple locations in a repository, which allows you toaccess it from each location to which it is linked.

To view all the locations to which a document is linked


2. From the Documentum menu, select Locations.Note: The Documentum menu might have a different name. The name is createdwhen Application Connectors is installed on your computer. Microsoft Office 2007users must first select the Office Button before selecting the Documentum menu.

View all versions of a document

A version is a copy of a document at a particular time the document was saved to therepository. A new version can be created each time the document is saved. Versioninglets you keep track of changes to a document.


Work with Documents

When you create a new document, it receives version number of 1.0. When you save adocument to the repository, you choose whether to save the document as a new versionor to overwrite the existing version.

If you save the document as a new version, the version number increases, and theprevious version also continues to exist in the repository. You choose whether to increasethe version by a point number (minor version) or by a whole number (major version).The new version is marked CURRENT.

To view a list of all the versions of a document, open the document, and selectDocumentum menu > Versions, where Documentum menu is the name set by yourorganization.

View all renditions of a document

A rendition is a copy of a document in a different format. For example, if you createa document in Microsoft Word, and name it Sales.doc, and then generate an HTMLrendition named Sales.htm, you have two renditions of the document in differentformats. When a document in the repository has multiple renditions, one rendition isdesignated as the primary rendition. This is the rendition that is displayed in file lists.

To view a list of all the renditions of a document


2. From the Documentum menu, select Renditions.Note: The Documentum menu might have a different name. The name is createdwhen Application Connectors is installed on your computer. Microsoft Office 2007users must first select the Office Button before selecting the Documentum menu.

Import or copy a documentYou can use this procedure to do either of these:

• Import a local document into the repository.• Make another copy of a document that already exists in the repository.

To import or copy a document

1. Open the document. The document can be a repository document or a documentnot yet in the repository.

2. Make changes in the document, as appropriate.


Work with Documents

3. From the Documentum menu, select Save As.Note: The Documentum menu might have a different name. The name is createdwhen Application Connectors is installed on your computer. Microsoft Office 2007users must first select the Office Button before selecting the Documentum menu.


5. If a message appears alerting you that the original document will remain checkedout, click OK.

6. To create a copy of the document with a new name, enter the new name.

7. To create a copy of the document with a new object type, select the type in the Filesof Type field.

8. If available, select the checkbox labeled Check for links to other Microsoftdocuments and import linked documents to have Application Connectors scan theimported documents for linked documents. If linked documents are found, they arealso imported. The original imported document becomes a virtual document, andthe linked documents become the virtual document’s descendants.

9. To create a copy of the document in a new location, select the location by doing these:

a. In the selection dialog box, navigate to the location for the copy, and open thelocation such that the location’s documents, and folders are displayed. Forinstructions, see Locate and select items in a selection dialog box, page 16.Do not select a document . If you do, the document will be overwritten.

b. Click Save.

10. If you selected a new type in Step 7, then in the Type field select the same object type.

11. To change the document’s format, select a new format in the Format field.

12. If you are importing a local document from your computer to the repository, and ifyou want to keep the local document open after importing, select Continue editingafter Save.

13. Click Save.Application Connectors creates a copy of the original document, imports the copyinto the repository, checks out the copy, and then opens it on your computer.Important: If you performed the Save As operation from a document that you hadchecked out from the repository, then that document remains checked out. To checkin the original document, open it from your checkout directory, and perform theprocedure for checking in a document. For the default location of the checkoutdirectory, see Checkout directory, page 21.


Work with Documents

Overwrite one document with anotherYou can replace the content of an existing repository document with content fromanother document.

To overwrite one document with another

1. Do one of these:• For Excel, PowerPoint, or Word documents, open the document that contains

the new content.• For Outlook email messages, highlight the email message.



4. Select the document to replace, and click Save.

5. If prompted for checkin information, enter information as appropriate. For adescription of checkin information see Checkin information, page 23.

6. Click OK.

Create a link from one document to anotherTo create a link from one document to another

1. Edit the document in which to create the link. To edit a document, see Open adocument for editing, page 21.

2. Do one of these:• Place your cursor where you want to insert the link.• Select a section of the document by highlighting it.

3. From the Documentum menu, select Insert > Web‑link.Note: The Documentum menu might have a different name. The name is createdwhen Application Connectors is installed on your computer. Microsoft Office 2007users must first select the Office Button before selecting the Documentum menu.

4. Select the document to link to, and click Insert.

5. If appropriate, type the link text. This is the text that users click to open thedocument.


Work with Documents

6. Click OK.The link is inserted.To view or edit the linked document, press Ctrl, and click the link.

Insert the content of one document into anotherTo insert the content of one document into another document

1. Open the document into which to insert content.The document can be either another repository document or a document from yourlocal file system.

2. Place your cursor where you want to insert the content.

3. From the Documentum menu, select Insert > Object.Note: The Documentum menu might have a different name. The name is createdwhen Application Connectors is installed on your computer. Microsoft Office 2007users must first select the Office Button before selecting the Documentum menu.

4. Select the document to insert, and click Insert.

Send a link to a document via emailTo send a link via email


2. From the Documentummenu, select Send To > Email Recipient as Link.Note: The Documentum menu might have a different name. The name is createdwhen Application Connectors is installed on your computer. Microsoft Office 2007users must first select the Office Button before selecting the Documentum menu.

3. Your email application opens a new email message that contains the link to thedocument. Enter the recipient’s email address, and any other information you wantto add, and then send the email.

To open a link that you have received via email

1. Click the link.

2. If you are not logged into the repository, Application Connectors prompts you todo so. Enter your login information, and click Login.

3. If prompted to view or edit the document, select the appropriate button.


Work with Documents

4. If prompted to select the application in which to open the document, select theappropriate application.


Chapter 4Work with Email Messages

The Application Connector for Microsoft Outlook lets you store, and retrieve email messages, andattachments from a Documentum repository.

This section includes these:

• Save an email message to the repository, page 37• Save an attachment to the repository, page 38• View an email message, page 39

Save an email message to the repositoryTo save an email message to the repository

1. In Outlook, select one or more email messages.Note: If you select multiple messages, Application Connectors will combine themessages into one text file.



4. Select the location in which to save the email message or messages by doing these:

a. In the selection dialog box, navigate to the location, and open the location suchthat the location’s documents, and folders are displayed. For instructions, seeLocate and select items in a selection dialog box, page 16.Do not select a document . If you do, the document will be overwritten.

b. Click Save.


Work with Email Messages

If you select multiple email messages, then Application Connectors combines allthe email messages into one text file.

5. Set properties as described in Table 3, page 38 . If you import more than one emailmessage, then Application Connectors combines all the email messages into onetext file, and import as a Text Document.

Table 3. Import properties for email messages

Field Description

Name Enter a name for the email message inthe repository.

Type Do not change this property. This assignsthe default type for email messages, which iseither dm_message_archive or a subtype ofdm_message_archive.

Format Do not change this property.

6. Click Save.

Save an attachment to the repositoryTo save an attachment to the repository

1. In Outlook, select the email message.

2. Select Documentum menu > Save Attachment, where Documentum menu is the nameset when Application Connectors was installed on your computer.

3. If the email message has multiple attachments, select the attachment you want tosave, and click OK.


5. Select the location in which to save the attachment by doing these:

a. In the selection dialog box, navigate to the location for the attachment, and openthe location such that the location’s documents, and folders are displayed. Forinstructions, see Locate and select items in a selection dialog box, page 16.Do not select a document . If you do, the document will be overwritten.

b. Click Save.

6. If appropriate, edit the document information. Depending on your organization’ssetup, you can change the name, object type, and file format. However, it is



recommended that you accept the object type, and file format that are assignedby default.

7. Click Save.

View an email messageTo view a document



3. Select the email message, and click Open.

4. If prompted, select View.Application Connectors copies the message to your view directory as a .msg file.By default, your view directory is this:C:\Documentum\Viewed




Chapter 5Search

This section includes these:

• Search for a document, page 41• Further define search terms, page 42

Search for a documentTo search for a document

1. From the Documentum menu, select Search Repositories.Note: The Documentum menu might have a different name. The name is createdwhen Application Connectors is installed on your computer. Microsoft Office 2007users must first select the Office Button before selecting the Documentum menu.

2. In the Contains field, type the text for which to search.To further define your search, see Further define search terms, page 42.

3. In the Locations list, select the locations to search. To add more locations, do these:

a. Click Edit.

b. In the Available Repositories or Available Sources list, navigate to, and selectthe location to add.

c. Click the arrow to add it to the Included in Search list.

d. Repeat Step b, and Step c for as many locations as needed.

e. To remove a location, select it, and click the remove arrow.

f. Click OK.

4. In the Object Type list, select the type of documents to search for.

5. In the Properties list, enter one or more property values to search for by doing these:

a. If no fields appear, click Select a property.


Search

b. In the first field, select a property.

c. In the remaining fields, select the relationship the results will have to the searchvalues, and select the search values.

d. If you are done adding properties, go to Step 6. To add more properties, clickAdd another property.

e. Select one of these operators:• And: Search results must match both the property value on this line, and the

property value on the previous line.• Or: Search results must match either the property value on this line or the

property value on the previous line.If the Properties list contains three or more lines, the order of operations followsthe order of definition. Each time you add And or Or, the previous operatorsare grouped together.

f. To remove a property from the search criteria, click Remove for that property.

6. In the Date field, search for items for which a specific action occurred during aspecific time period by selecting the action in the first field, and then selecting thetime period in the remaining fields.

7. In Size field, select the range of file sizes to search for.

8. In the Additional area, select any of these as appropriate:• Find hidden objects

This includes hidden items in the search. The search displays only those hiddenitems that you have permission to view.

• Find all versions

This searches for past versions as well as the current version of a document.9. Click Search.

Application Connectors displays the search results.

10. To revise the search, and run it again, click Edit Search, and return to Step 2.

Further define search termsYou can use the syntax in Table 4, page 43 to further define search terms within a simplesearch or within the Contains field in an advanced search.


Search

Table 4. Further define search terms

Syntax Description

Quotation marksaround a word orphrase: ʺ ʺ

To search for an exact word or phrase, type quotation marksaround the word or phrase.

For a simple search (including the Contains field in an advancedsearch), if you do not use quotation marks, ApplicationConnectors displays files that contain both the exact words youtyped as well as variations of the words, such as scanning forthe word scanner.

This option is disabled when searching for more than one wordor if your repository has not been indexed for variations.

Quotation marks cannot be used to match the exact case of aword.

The AND and ORoperators

To get results that contain two search terms, type AND betweenthe terms. A term can be a word or quoted phrase.

To get results that contain at least one term, type OR betweenthe words or the quoted phrases.

You can string together multiple terms with the AND and ORoperators. The AND operator has precedence over the ORoperator. For example, if you type:

knowledge or management and discovery

then your results must contain either knowledge or they mustcontain management, and discovery.

The NOT operator To get results that do not contain a term, type NOT before thisterm. The term can be a word or a quoted phrase. Only the termthat follows the operator is taken into account.

The NOT operator can be used after the AND or OR operator,separated by a space.

Valid syntaxes would be: Documentum NOT adapter orDocumentum AND NOT adapter, both queries will return resultsthat contain Documentum but do not contain adapter.

If you type Documentum OR NOT adapter, you get results thateither contain Documentum (and possibly contain adapter) orthat do not contain adapter. Use this syntax cautiously. It cangenerate a very large number of results.

The NOT operator can be used alone at the beginning of thequery. For example, if you type NOT adapter, you get resultsthat do not contain adapter. Use this syntax cautiously. It cangenerate a very large number of results.


Search

Syntax Description

The NOT operator is not supported for queries on externalsources when it is alone at the beginning of the query or if usedwith the OR operator.

The NOT operator cannot be used with parentheses. This isinvalid: A NOT ( B OR C ). However, the NOT operator can beused inside parentheses. This is valid: (A NOT B) OR (A NOT C).

ANDNOT (in one word) is not an operator, if you enterANDNOT in a query, it will be considered as a search term.

Parentheses aroundterms: ( )

To specify that certain terms must be processed together, useparentheses. When using parenthesis, you must type a spacebefore, and after each parenthesis mark, as shown here: (management or discovery )

As an example, if you type knowledge and management ordiscovery, then your results will contain both knowledge, andmanagement or they will contain discovery. But if you typeknowledge and ( management or discovery ), then your results willcontain knowledge, and either management or discovery.

The multiple‑character wildcard:*

If the repository is indexed, you can use the multiple‑characterwildcard to indicate additional characters anywhere in a word.It matches zero or more characters. The multiple‑characterwildcard is only available or a simple search (including theContains field in an advanced search).

The multiple‑character wildcard is not available for a searcheson non‑indexed repositories, for searches of property values,or for searches of external sources. For those, you should usetruncation operators, such the Begin with operator.

Note: If you use wildcards, then Application Connectors willnot display results that include variations of the words youtyped. For example, if you type

d*ment


Search

Syntax Description

then your results must contain: document, development,deployment, department, etc. but not documented ordocumentation.

The single‑character wildcard:?

If the repository is indexed, you can use the single‑characterwildcard to indicate a single, unknown character anywhere in aword.

The single‑character wildcard is only available or a simplesearch (including the Contains field in an advanced search).

The single‑character wildcard is not available for searches onnon‑indexed repositories, for searches of property values, or forsearches of external sources.

Note:• The operators AND, OR, and NOT are reserved words. To search a term that

includes an operator, use quotation marks. For example, if you search for ʺhardwareand softwareʺ, Application Connectors returns documents with that string of threewords. If you type hardware, and software without quotation marks, ApplicationConnectors returns all of the documents that contain both words.

• The operators AND, OR, and NOT are not case‑sensitive. For example, for yourconvenience, you can type: AND, and, And.


Search


Chapter 6Send Workflows and Quickflows

This section describes these:

• Workflows, page 47• Start a workflow to route a document to other users, page 48• Start a quickflow to send a document to other users, page 49

WorkflowsA workflow is an automatic process that passes documents, and instructions from userto user. The workflow follows a sequence defined in a workflow template. To start aworkflow, you choose the workflow template that includes the appropriate sequence.You can use the same workflow template repeatedly to initiate workflows. Multipleusers can use the same template simultaneously.

A user receives a workflow task in the inbox, which is accessed through Webtop oranother WDK‑based application. When a user completes a task, the user forwards itfrom the inbox, and the workflow automatically notifies the next user in sequence.

A workflow template might let you direct a task to a group of users, in which case thefirst user to accept the task becomes the one who performs it. The task is removed fromthe other users’ inboxes.

When you start a workflow, you can attach documents that users must edit or view.Other users in the workflow can attach, and remove documents as the workflowprogresses. A document can be attached to only one workflow at a time.

Users can edit attached documents. The workflow template determines whetherthe edited version or the original version stays with the workflow as the workflowprogresses.


Send Workflows and Quickflows

Start a workflow to route a document to otherusers

To start a workflow to route a document to other users


2. From the Documentum menu, select Send To > Workflow.Note: The Documentum menu might have a different name. The name is createdwhen Application Connectors is installed on your computer. Microsoft Office 2007users must first select the Office Button before selecting the Documentum menu.

3. If prompted to save the document to repository, do one of these:• Click Save to save the changes you have made to the document since the last time

you saved it to the repository. When you are prompted to confirm documentinformation, click OK. If prompted to confirm the save, click OK.

• Click Use Current to use the current version of the document that is in therepository instead of using the checked out version on your computer.

4. Select the workflow template, and click Next.

5. In the Info tab, do these:

a. Enter a workflow description. This is used as the name of the workflow.

b. To attach another file to a workflow, click Add, then select the file to attach,and then click Add.If you attached a file that has links to other files, you can add the linked files byselecting Automatically Add Linked Objects.

c. To remove an attached file, click Remove.

6. In the Performers tab (if available), specify users for tasks by doing these steps:

a. Click Select next to a task.

b. Select the user or group to perform the task, and click OK.

7. In the Comments tab, do these:

a. Click Add.

b. Type your comments.

c. Select the users to receive the comment:• For subsequent recipients

The comment is sent to all remaining users in the workflow.



• For next recipients only

The comment is sent only to the users who receive the next task assignmentin the workflow.

8. Click OK.

9. Click Finish.The workflow’s users receive their tasks in their inboxes, which are accessed throughWebtop or another WDK‑based application.

Start a quickflow to send a document to otherusers

A quickflow is a one‑step instruction sent to one or more users. If you send a quickflowto several users, you can choose whether each user receives the task at the same timeor sequentially.

To send a quickflow


2. From the Documentum menu, select Send To > Quickflow.Note: The Documentum menu might have a different name. The name is createdwhen Application Connectors is installed on your computer. Microsoft Office 2007users must first select the Office Button before selecting the Documentum menu.

3. To select the recipients, do these:

a. Click Select.

b. Select the recipients, and click OK. For instructions on selecting recipients, seeLocate and select items in a selection dialog box, page 16.

4. Select the priority level to display to users.

5. Type any instructions for the users.

6. Select any of these options described in Table 5, page 49:

Table 5. Send a quickflow

Option Description

Send to users sequentially If you have selected more than one user,then select this to send the quickflowto each user sequentially rather thansimultaneously.



Option Description

Require sign‑off Select this option to require each userto enter an electronic sign‑off whencompleting the task.

Return to Me Select this option to receive a notificationwhen a user completes the task.

7. Click Start Quickflow.Users receive the quickflow in their inboxes, which are accessed through Webtop oranother WDK‑based application.


Chapter 7Move Documents through Lifecycles

This section describes these:

• Lifecycles, page 51• Assign a lifecycle, page 52• Promote a document to its next lifecycle state, page 52• Demote a document to its previous lifecycle state, page 52• Detach a lifecycle from a document, page 53• Suspend a document from its current lifecycle state, page 53• Resume a document that has been paused in its lifecycle, page 53

LifecyclesA lifecycle defines the different stages a document goes through from its creation toits expiration.

When you create a document, the system assigns it a lifecycle, and puts the documentinto the first state in that lifecycle.

Typical lifecycle states include these:

• WIP (Work In Progress), which indicates that a document is in its draft phase.• Staging, which indicates that a document is complete, and ready for approvals. By

default, Application Connectors do not let you make changes to a document thatis in the Staging lifecycle state.

A document advances through its lifecycle states through either manual or automaticpromotion. You are alerted to your role in a document’s lifecycle when a workflow taskappears in your inbox. You access your inbox through Webtop or another WDK‑basedapplication.


Move Documents through Lifecycles

Assign a lifecycleTo assign a lifecycle

1. View the document. To view a document, see Open a document for viewing, page 30.

2. From the Documentum menu, select Lifecycle > Attach.Note: The Documentum menu might have a different name. The name is createdwhen Application Connectors is installed on your computer. Microsoft Office 2007users must first select the Office Button before selecting the Documentum menu.

3. Locate, and click the lifecycle.

4. If there is an option to select the lifecycle state, then select the state in which toplace the file.

5. If there is an option to select an alias set, then select the alias set to use with thelifecycle. The alias set determines which users have access to a file as it movesthrough its lifecycle.

6. Click OK.If you are setting a lifecycle for a template, then the lifecycle is assigned to all futuredocuments created from the template. The new lifecycle does not affect documentsthat have already been created.

Promote a document to its next lifecycle stateTo promote a document to its next lifecycle state


2. From the Documentum menu, select Lifecycle > Promote.Note: The Documentum menu might have a different name. The name is createdwhen Application Connectors is installed on your computer. Microsoft Office 2007users must first select the Office Button before selecting the Documentum menu.

3. If prompted whether to promote related files, make the appropriate selection.

Demote a document to its previous lifecyclestate

To demote a document to its previous lifecycle state




2. From the Documentum menu, select Lifecycle > Demote.Note: The Documentum menu might have a different name. The name is createdwhen Application Connectors is installed on your computer. Microsoft Office 2007users must first select the Office Button before selecting the Documentum menu.

3. Click Demote.

Detach a lifecycle from a documentTo remove a lifecycle


2. From the Documentum menu, select Lifecycle > Detach.Note: The Documentum menu might have a different name. The name is createdwhen Application Connectors is installed on your computer. Microsoft Office 2007users must first select the Office Button before selecting the Documentum menu.

Suspend a document from its current lifecyclestate

This procedure pauses a document in its lifecycle, and moves the document to asuspended state.

To suspend a document from its current lifecycle state


2. From the Documentum menu, select Lifecycle > Suspend.Note: The Documentum menu might have a different name. The name is createdwhen Application Connectors is installed on your computer. Microsoft Office 2007users must first select the Office Button before selecting the Documentum menu.

3. Click Suspend.

Resume a document that has been paused inits lifecycle

To resume a document that has been paused in its lifecycle




2. From the Documentum menu, select Lifecycle > Resume.Note: The Documentum menu might have a different name. The name is createdwhen Application Connectors is installed on your computer. Microsoft Office 2007users must first select the Office Button before selecting the Documentum menu.

3. If prompted to select the state to resume to, select the appropriate state. If you are notprompted to select the state, Application Connectors selects the state automatically.

4. Click Resume.


Chapter 8Set Preferences

Your preference settings are specific to your machine. If you use another computer, it might not havethe same preference settings. Your preferences are stored in the Windows registry.

To set preferences

1. From the Documentum menu, select Preferences.Note: The Documentum menu might have a different name. The name is createdwhen Application Connectors is installed on your computer. Microsoft Office 2007users must first select the Office Button before selecting the Documentum menu.

2. In the General tab, enter the appropriate preferences. Depending on the MS Officeapplication, some or all of the preferences in Table 6, page 55 are available.

Table 6. General preferences

Setting Description

Remind me that files saved to therepository have been unlocked

Application Connectors reminds youthat your document is unlocked afteryou save it to the repository.

Alert me when my changes have onlybeen saved locally

Application Connectors prompts you tosave to the repository every time yousave to your local computer.

Alert me that my document will remainchecked out

Application Connectors displays analert when you perform a Save Asoperation to remind you that theoriginal document from which youperformed the Save As operationremains checked out.

Prompt me to save changes beforeclosing

Application Connectors prompts you tosave changes to the repository beforeclosing a document.


Set Preferences

Setting Description

Prompt me to enter web link text Gives you the option to type the linktext when creating a link from onedocument to another. If you do notselect this option, the link text will bethe name of the target document.

URL and Test this address The URL Application Connectors usesto access repositories. The URL must bethat of Webtop or another WDK‑basedproduct.

Reset dialogs Returns all Application Connectorsdialog boxes to their default sizes.

3. In the Advanced tab, enter the appropriate preferences. Table 7, page 56 describesadvanced preferences.

Table 7. Advanced preferences

Setting Description

Source drop‑down box The application for which you want tocreate a log file.

Level drop‑down box The types of messages recorded in theApplication Connectors log file. It isrecommended that you select to recordall messages.

Path The path to the Application Connectorslog file.

4. Click OK.


Appendix A

Keyboard Shortcuts

Table 8, page 57 describes the default keyboard shortcuts. Customized installations might varyfrom what is described here.

Table 8. Keyboard shortcuts

Action or button Windows shortcut

Create a new folder Shift‑f

Go up one level in the directory Shift‑u

Go Ctrl‑Shift‑g

Open, Save, Insert, or Next. Ctrl‑Shift‑k

Cancel Ctrl‑Shift‑c


Keyboard Shortcuts


Index

Aaccess restrictions

set, 20accessibility mode

select, 11alias sets

in lifecycles, 52attachments

in workflows, 48save, 38

See also email attachments

Ccancel checkout

of document, 29checked

unchecked, 29checkin

create version, 31documents, 23

checkoutcancel, 29directory, 21document, 21

contentinsert into another document, 35

Continue editing after Savelocal file system, 29local file system,, 29repository, 28

current versioncreate, 24identify, 32

Ddemote

documents, 52descendants

in virtual documents, 22

displaydefault document formats, 22

dm_message_archiveassigned to email messages, 38

do not show me this againon document, 27

document lifecycles, see lifecyclesdocuments

assign lifecycles, 52check in, 23copy, 32create, 15delete, 30demote, 52edit, 21email messages, 37histories, 19import, 32insert content, 35insert links, 34locations, 31open, 21, 30, 39overwrite, 34promote, 52properties, 18read‑only, 30, 39remove lifecycles, 53renditions, 32save, 23save and retain lock, 24send to review, 47send to workflows, 48version labels, 23versions, 31view, 30, 39work with, 15

Eedit

document, 21


Index

emailopen a link, 35save attachments, 38send links via, 35view, 39work with, 37

email attachmentssave, 38

Ffiles, see documents

lifecycles, 23Find All Versions option

in advanced search, 42Find Hidden Objects option

in advanced search, 42folders

create, 17delete, 30promote, 52

Hhidden objects

in advanced search, 42histories

of documents, 19hot keys, 57hyperlinks

insert into documents, 34See also links

Iimport

documents, 32

Kkey icon

on document, 21, 26keyboard

hot keys, 57shortcuts, 57

Llifecycles

assign, 23, 52overview, 51

remove, 53resume, 53suspend, 53

linked documentsoption, 24, 33

linksinsert into documents, 34

listsnavigate, 16

local file system‑different file nameon document, 27 to 28

locationsview, 31

lock iconon document, 21, 26

locked filesretain lock on checkin, 24

lockson documents, 21retain when check in, 24

loginas a different user, 12change password, 12repository, 11to different repository, 12

logoutrepository, 12

Mmajor version

create, 32minor version

create, 24, 32

Oobject type

change, 33select, 16

Pparent documents

in virtual documents, 22passwords

change, 12pause

lifecycles, 53permissions

set, 19


Index

preferencesset, 55

Preferencesconfiguring, 26

promotiondocuments, 52

propertieschange, 18view, 18

publishdocuments, 52

Qquickflows

send, 49

Rread‑only

view documents, 30view email messages, 39

renditionsof documents, 32

repositoriesaccessibility mode, 11change, 12change password, 12check into, 23edit documents, 21import to, 32log in, 11 to 12log out, 12navigate, 16open document from, 21open from, 30, 39overview, 9overwrite documents, 34save to, 23 to 24, 38view documents, 30view email messages, 39

repository object typechange, 33

required group setsset, 20

required groupsset, 20

reviewsvia quickflow, 49

via workflow, 47 to 48right‑click, 30

Ssame file name

on document, 27Save As option

overwrite documents, 34perform a save as, 32

Save optionin Documentum menu, 24

searchesdocuments, 41operators, 42simple searches, 42

settingPreferences, 25

settingspreferences, 55

shortcuts, 57open, 35send via email, 35

Show all propertiesin Info tab, 19

Show Morein Info tab, 19

simple searchesrun, 42

software versionview, 13

subscriptionsto documents, 16

suspensionlifecycles, 53

Ttemplates

assign lifecycles, 52lifecycles, 23remove lifecycles, 53

typechange, 33

Uunchecked

checked, 29


Index

Vversion of software

view, 13versions

current version, 24overview, 31version label, 23

viewon document, 27

view directorydefault location, 31

virtual documentscancel checkout, 30download descendants, 21, 26, 31overview, 22

Wwarning

on document, 27warning dialog

display, 25WDK

version, 13web‑links

open, 35send, 35

workflowsoverview, 47send, 48


Date post:	20-Jul-2020
Category:	Documents
Upload:	others
View:	24 times
Download:	0 times