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Client Tools

User Guide
KnowledgeTree Client Tools User Guide

Copyright © 2009 KnowledgeTree Inc.

http://www.knowledgetree.com/

This document is subject to change without notice.

License
This work is licensed under a Creative Commons Attribution 3.0 License.
http://creativecommons.org/licenses/by/3.0/us/

Disclaimer
Documentation is provided "AS IS" and all express or implied conditions,
representations, and warranties, including any implied warranty of merchantabilitiy,
fitness for a particular purpose or non-infringement, are disclaimed, except to the extent
that such disclaimers are held to be legally invalid.
Contents I

Table of Contents

Part I Overview 2
................................................................................................................................... 4
About this Help
................................................................................................................................... 5
Getting Help for KnowledgeTree
................................................................................................................................... 6
KnowledgeTree Editions
................................................................................................................................... 8
KnowledgeTree Commercial Features
Installing...................................................................................................................................
the KnowledgeTree Client Tools 9

Part II KnowledgeTree Office Add-in 11

................................................................................................................................... 14
View Demo - KnowledgeTree Office Add-in

Getting ...................................................................................................................................
Started 15

Installing.........................................................................................................................................................
KnowledgeTree Office Add-in 15

......................................................................................................................................................... 19
Uninstalling KnowledgeTree Office Add-in
......................................................................................................................................................... 20
Configuring Connections to KnowledgeTree for KnowledgeTree Office Add-in
......................................................................................................................................................... 22
Configuring Central User Policies
Logging .........................................................................................................................................................
On 27

Logging .........................................................................................................................................................
Off 30

Working...................................................................................................................................
with the KnowledgeTree Office Add-In 31

Viewing .........................................................................................................................................................
/ Editing Document Properties in KnowledgeTree Office Add-in 54

Emailing.........................................................................................................................................................
KnowledgeTree Documents 58

KnowledgeTree Client Tools User Guide - 11 August 2009

II KnowledgeTree Client Tools User Guide

Part III KnowledgeTree Tools 63

................................................................................................................................... 66
View Demo - KnowledgeTree Tools
................................................................................................................................... 67
Installing KnowledgeTree Tools
......................................................................................................................................................... 69
Unattended (Silent) Install of KnowledgeTree Tools
................................................................................................................................... 70
Configuring Connections to KnowledgeTree
Logging...................................................................................................................................
in through KnowledgeTree Explorer 71

................................................................................................................................... 72
Unattended (Silent) Uninstall of KnowledgeTree Tools
Working...................................................................................................................................
with KnowledgeTree Tools 72

Disabling.........................................................................................................................................................
the Metadata Prompt in KnowledgeTree Explorer 73

..................................................................................................................................................
The Document Properties Window 81

..................................................................................................................................................
Opening KnowledgeTree Documents in Office 89

..................................................................................................................................................
Emailing Attachments from KnowledgeTree in Outlook 92

Part IV KnowledgeTree Drop Box 99

................................................................................................................................... 100
View Demo - KnowledgeTree Drop Box
................................................................................................................................... 101
Installing KnowledgeTree Drop Box
................................................................................................................................... 102
Using KnowledgeTree Drop Box
................................................................................................................................... 105
My Dropped Documents Dashlet
................................................................................................................................... 106
Dropped Documents Workspace
................................................................................................................................... 107
KnowledgeTree Drop Box Permissions
................................................................................................................................... 108
Uninstalling KnowledgeTree Drop Box

KnowledgeTree Client Tools User Guide - 11 August 2009

Contents III

Part V KnowledgeTree Hot Folders 110

................................................................................................................................... 110
About KnowledgeTree Hot Folders
................................................................................................................................... 113
Installing KnowledgeTree Hot Folders
................................................................................................................................... 114
Using KnowledgeTree Hot Folders
......................................................................................................................................................... 115
KnowledgeTree Hot Folders Window
................................................................................................................................... 116
Configuring KnowledgeTree for KnowledgeTree Hot Folders
................................................................................................................................... 118
Viewing / Editing KnowledgeTree Hot Folders Settings
......................................................................................................................................................... 120
KnowledgeTree Hot Folders Settings Window
................................................................................................................................... 123
Advanced Mode, and Customizing XML Files
................................................................................................................................... 127
Uninstalling KnowledgeTree Hot Folders

KnowledgeTree Client Tools User Guide - 11 August 2009

Overview

Part 1

I
Overview

1 Overview
KnowledgeTree Commercial Edition includes several client-side tools that provide
alternative document management and integration interfaces to the web-based
KnowledgeTree repository.

Note: KnowledgeTree provides two on-premise editions, and a hosted version of the software:
· KnowledgeTree Commercial edition (on-premise)
· KnowledgeTree Community edition (on-premise)

KnowledgeTreeLive is the hosted, on-demand, 'Software-as-a-Service' version of KnowledgeTree

Commercial on-premise edition. A KnowledgeTreeLive subscription provides instant access to all the
features and tools that are included with the KnowledgeTree Commercial on-premise editions.

The KnowledgeTree Client Tools include:

· KnowledgeTree Tools - a single package download for Microsoft Office Windows (2003,
2007, and XP), and includes: KnowledgeTree Explorer, KnowledgeTree Office
Integration, KnowledgeTree Outlook Integration, and the KnowledgeTree Desktop
Imaging tool.
Note: On Microsoft Office 2007, we recommend that you use KnowledgeTree's
latest Tool for desktop/KnowledgeTree integration - the KnowledgeTree Office Add-in (see
below).
Commercial Editions Only

· KnowledgeTree Office Add-in - a client-side, desktop tool for Microsoft Office 2007 that
allows you to work with KnowledgeTree documents from within the following Microsoft
Office 2007 applications: Word, Excel, and PowerPoint.
Commercial Editions Only

· KnowledgeTree Hot Folders - integrates your scanner or bulk document handling

applications with KnowledgeTree.
Commercial Editions Only

· KnowledgeTree Drop Box - drag and drop one or more documents and folders from your
Windows desktop right into KnowledgeTree.
Note: At the time of writing (July 2009), KnowledgeTree Drop Box is also available for use with
KnowledgeTree Community Edition (from version 3.5.3).

About KnowledgeTree
KnowledgeTree is an easy-to-use, web-based document management system for use by
corporations, government institutions, medium to small businesses, and many other types
of organizations.

2 KnowledgeTree Client Tools User Guide 11 August 2009

The folder structure in Browse Documents

To learn more about KnowledgeTree on-premise, to subscribe to KnowledgeTreeLive,

or to license KnowledgeTree for use within your own application, visit the KnowledgeTree
website, or contact KnowledgeTree Sales:

Call: +1 415.200.0225
Fax: +1 415.449.3595
Email: [email protected]
Support: [email protected]
Note: Support is only available for KnowledgeTree Commercial customers.

See Also:
· KnowledgeTree store
· KnowledgeTree Commercial support
· KnowledgeTree features
· KnowledgeTree feature checklist
· KnowledgeTree Commercial on-premise feature matrix
· KnowledgeTree platform requirements
· KnowledgeTree documentation, webcasts, and screenshots
· KnowledgeTree case studies
· KnowledgeTree customer training

3 KnowledgeTree Client Tools User Guide 11 August 2009

Overview

1.1 About this Help

The KnowledgeTree Client Tools User Guide provides a quick start guide to installing,
setting up, and using the KnowledgeTree Client Tools (for KnowledgeTree on-premise, and
KnowledgeTreeLive):

· KnowledgeTree Office Add-in

· KnowledgeTree Tools for Windows
· KnowledgeTree Drop Box
· KnowledgeTree Hot Folders

This Help is intended for use by the KnowledgeTree system administrator, and for end-
users of KnowledgeTree document management system and KnowledgeTree Client Tools,
and assumes the following:

· KnowledgeTree is installed and set up for use in your organization

Note: KnowledgeTreeLive requires no installation, upgrades, storage, firewalls, or
server infrastructure. The KnowledgeTree Client Tools are installed on each client
machine requiring access to KnowledgeTree's web-based repository. See the
system requirements for each of the client tools you want to use with your
KnowledgeTreeLive account. Find out more about KnowledgeTreeLive in the
KnowledgeTreeLive Quick Start Guide.

· If you are using KnowledgeTree on-premise, that your KnowledgeTree license (on-
premise trial license, or a subscription for production environments) is installed and
valid.
Note: KnowledgeTreeLive requires no license installation - the account for your
organization is created when signing up for the KnowledgeTreeLive service.
Note: KnowledgeTree Drop Box does not require a KnowledgeTree Commercial
license - this tool is free to use with the KnowledgeTree Community edition
(on premise, from version 3.5.3)

· You have a KnowledgeTree username and password

Getting the latest version of the KnowledgeTree Documentation

The latest published version of this document may be downloaded (PDF or Online) at
http://www.knowledgetree.com/resources - please also see the KnowledgeTree Wiki for
updates, various articles, and the latest Release Notes.

This version:
· KnowledgeTree Server Version: 3.6.1
· Publication Date: July 2009

Improving KnowledgeTree Documentation

This document is a working draft that is continually updated. We welcome your
contributions to help us document KnowledgeTree. Please post your comments and
suggestions by creating a Documentation ticket for the KnowledgeTree project on http://
issues.knowledgetree.com.

4 KnowledgeTree Client Tools User Guide 11 August 2009

1.2 Getting Help for KnowledgeTree
Getting Help for KnowledgeTree Commercial Edition
KnowledgeTree provides professional support services to commercial customers (on-
premise, and the SaaS version, KnowledgeTreeLive). Our support service includes priority
assistance from KnowledgeTree support staff and engineers, with guaranteed response
times.

Find out more about KnowledgeTree's Commercial Support services at the KnowledgeTree
website, or contact us for help with choosing the best support package for your needs.

Logging Support Requests

KnowledgeTree Commercial support tickets (for KnowledgeTree on-premise, or
KnowledgeTreeLive) are logged through KnowledgeTree's online Issue Tracking system, or
via email.

KnowledgeTree Commercial on-premise customers receive instructions for logging support

requests with their KnowledgeTree Commercial on-premise license.

KnowledgeTreeLive customers are provided with an account username and password for
logging support requests through the online Issue Tracking system.

Find out more about logging support requests.

Getting Help for KnowledgeTree Community Edition

Community support is available at the KnowledgeTree Community Forums, where you
can post questions and get answers from our KnowledgeTree developers, and the
KnowledgeTree community.

KnowledgeTree Documentation
The following documentation is available from http://www.knowledgetree.com/
resources:
(View Online or Download PDF files)

· KnowledgeTree Administrator Manual

· KnowledgeTree User Manual

· KnowledgeTreeLive Quick Start Guide

· KnowledgeTree Installation and Upgrade Guide

· KnowledgeTree API Documentation

· A Guide to the Integration Interfaces into KnowledgeTree

· A Guide to the Document Import Interfaces into KnowledgeTree

5 KnowledgeTree Client Tools User Guide 11 August 2009

Overview

Don't see what you're looking for?

Try the following:
· Review the Release Notes for your version.

· Post your questions (and answers) at the KnowledgeTree Community Forum

· Request new features, or tell us about an error. How do I use KnowledgeTree's Issue
Management System?

· Find more resources on the KnowledgeTree Community Wiki, and at http://www.

knowledgetree.com/community

· Contact KnowledgeTree Sales - by phone, fax, or email

1.3 KnowledgeTree Editions

KnowledgeTree is available in two on-premise editions (KnowledgeTree Commercial
edition, and KnowledgeTree Community edition), and a hosted (SaaS) version of
KnowledgeTree Commercial on-premise edition:

KNOWLEDGETREE COMMERCIAL EDITIONS

· ON-PREMISE
· self-hosted
· licensed
· on-premise, LAMP/WAMP stack install
· commercially supported
· production-ready, Web-based, document management software application
· includes extra tools and 'commercial-only' features, such as the KnowledgeTree
client tools, and additional document management functionality

View support options for KnowledgeTree Commercial customers, and compare products.

Download KnowledgeTree Commercial, on-premise

· HOSTED, Software-as-a-Service (SaaS), KnowledgeTreeLive

· hosted
· licensed
· requires no installation, upgrades, or server infrastructure
· commercially supported
· production-ready, web-based, document management system
· commercially supported
· includes extra tools and 'commercial-only' features, such as the KnowledgeTree
client tools, and additional document management functionality
· Also includes Zoho(R) integration - allowing you to view and edit documents on the
fly

Notes:
· View information for setting up and managing your KnowledgeTree document management
system (KnowledgeTreeLive and KnowledgeTree on-premise) in the KnowledgeTree

6 KnowledgeTree Client Tools User Guide 11 August 2009

KnowledgeTree Administrator Manual
· View information for using your KnowledgeTree document management system in the
KnowledgeTree User Manual
· View information for installing, setting up, and using the KnowledgeTree client tools - this
document

Sign up for your KnowledgeTreeLive account -

To sign up, please contact KnowledgeTree Sales:
Call: +1 415.200.0225
Fax: +1 415.449.3595
Email: [email protected]
Support: [email protected]

KNOWLEDGETREE COMMUNITY EDITION

· Open Source - free to download, use, modify, and redistribute, subject to the terms of
the GNU GPL v3
· Self-hosted
· Stack installed, or source installed
· Community supported
· Lacks the KnowledgeTree Commercial tools and features that are available with
KnowledgeTree Commercial on-Premise and KnowledgeTreeLive

Find out more about KnowledgeTree Community Edition

Download KnowledgeTree Community edition - stack installed, or the 'source only'

package

Contacting KnowledgeTree
Call: +1 415.200.0225
Fax: +1 415.449.3595
Email: [email protected]
Support: [email protected]
Note: Support is only available to Commercial customers.

See Also:
Find out more about KnowledgeTree on the KnowledgeTree website:
· KnowledgeTree product overview
· KnowledgeTreeLive
· KnowledgeTree store
· KnowledgeTree support packages
· KnowledgeTree features
· KnowledgeTree feature checklist
· KnowledgeTree Editions feature matrix
· Minimum platform requirements
· KnowledgeTree screenshots, webcasts, and documentation

7 KnowledgeTree Client Tools User Guide 11 August 2009

Overview

1.4 KnowledgeTree Commercial Features

KnowledgeTree Commercial Editions include Professional Support, and provide access to
additional document management tools and functionality.

Note: Some features are only available to the KnowledgeTree Administrator, and are documented in
the KnowledgeTree Administrator Manual. Features that are available to non-admin users are
documented in the KnowledgeTree User Manual.

KnowledgeTree Commercial Tools and Add-ins

· KnowledgeTree Office Add-in

· KnowledgeTree Tools for Windows

Note: This toolset contains all of the following: KnowledgeTree Explorer, KnowledgeTree
Outlook Integration, KnowledgeTree Office Add-in for Microsoft Office, KnowledgeTree
Desktop Imaging.

· KnowledgeTree Hot Folders

Note: KnowledgeTree Drop Box may be used with KnowledgeTree Commercial Editions, and
KnowledgeTree Community Edition (from version 3.5.3).

KnowledgeTree Web Interface Commercial Functionality:

Users
Document Actions
· Document Shortcuts
· Document Alerts
· Inline View of Documents
· Document Comparison
· PDF Conversion
· Zoho(R) integration (KnowledgeTreeLive only)

Web Interface Dashlets

· Recently Viewed Items
· Top Downloads for the Last Week
· Go to Document ID
· Your Checked-out Documents
· Quicklinks

General
· Document Jump plugin - allows users to move the Web interface dashlets to
preferred positions.

Administrators
Reporting
· User Reports: Last Login Information, Login Activity (all users), Full Login History
(per user)
· Folder Usage Information
· Extended Transaction Information (view transactions per user, or global transaction
reports)

8 KnowledgeTree Client Tools User Guide 11 August 2009

Other
· Professional Support
· Custom Document Numbering
· Email Document Types (used with KnowledgeTree Outlook Integration)
· Conditional metadata
· Electronic Signatures (New in KnowledgeTree 3.6)
· Document Type Alerts (New in KnowledgeTree 3.6)
· Commercial language packs for the KnowledgeTree Commercial interface: Italian,
Japanese, German, French

See Also:
KnowledgeTree Plugins Index on the KnowledgeTree Wiki

1.5 Installing the KnowledgeTree Client Tools

This topic provides links to the installation instructions for each of the KnowledgeTree
Client Tools:

· KnowledgeTree Office Add-in

· KnowledgeTree Tools

· KnowledgeTree Drop Box

· KnowledgeTree Hot Folders

9 KnowledgeTree Client Tools User Guide 11 August 2009

KnowledgeTree Office
Add-in

Part 2

II
2 KnowledgeTree Office Add-in
The KnowledgeTree Office Add-in is a desktop client tool for Windows that allows you to
work with KnowledgeTree documents from within the following Microsoft Office 2007
applications: Word, Excel, and PowerPoint.

· add new documents to KnowledgeTree

· search KnowledgeTree, or browse KnowledgeTree's folder structure
· open KnowledgeTree documents for viewing and editing in Microsoft Office
· view, add, and edit document properties
· save your changes directly to KnowledgeTree
· email KnowledgeTree documents

This version: KnowledgeTree Office Add-in 1.0

Previous versions:
· KnowledgeTree Office Add-in 1.0 RC2
· KnowledgeTree Office Add-in 1.0 RC1
· KnowledgeTree Office Add-in Beta 1.0

See the Release Notes for the relevant version

Screenshots
The following images provide an example of how you can use KnowledgeTree Office Add-in
as an alternative interface to the web-based KnowledgeTree document management
system.

Note: When viewing KnowledgeTree files and folders through KnowledgeTree Office Add-in, note
that you will only see files of the type relevant to the Microsoft Office 2007 application you are
working in. For example, when working in Microsoft Office Excel, the Add-in displays only those files
in the KnowledgeTree Browse view that are of file type 'Excel'.

11 KnowledgeTree Client Tools User Guide 11 August 2009

KnowledgeTree Office Add-in

KnowledgeTree Office Add-in - Word

12 KnowledgeTree Client Tools User Guide 11 August 2009

KnowledgeTree Office Add-in - PowerPoint

13 KnowledgeTree Client Tools User Guide 11 August 2009

KnowledgeTree Office Add-in

KnowledgeTree Office Add-in - Excel

2.1 View Demo - KnowledgeTree Office Add-in

This topic presents - in the online documentation only - a guided, recorded demo of
KnowledgeTree Office Add-in.

Note: This is a flash file. Use the movie controls located at the top left of the movie screen to play,
pause, or stop the demo. If you are viewing this topic in the PDF document and want to view the
demo, you can find KnowledgeTree's online documentation, including the KnowledgeTree Client
Tools User Guide (this document) at http://www.knowledgetree.com/resources.

14 KnowledgeTree Client Tools User Guide 11 August 2009

Content of this Video:
· Opening a KnowledgeTree document in Microsoft Office Word
· Editing a KnowledgeTree document - content and properties
· Opening a new instance of Word to work with more documents
· Adding content to a new, blank Word document, then saving it as a new
KnowledgeTree document
· Opening a KnowledgeTree document to view it in Word, then editing the document, and
saving it as a new version of an existing KnowledgeTree document
· Viewing your files and folders through KnowledgeTree's web interface
· KnowledgeTree Office Add-in for Excel and PowerPoint

2.2 Getting Started

2.2.1 Installing KnowledgeTree Office Add-in
This procedure installs KnowledgeTree Office Add-in on your Windows computer.

Note: Perform the install procedure on each client machine requiring access to KnowledgeTree
through Microsoft Office.

System Requirements:
KnowledgeTree Server
· KnowledgeTree Commercial Edition version 3.6.1 and above (Windows or Linux)
· A valid KnowledgeTree Commercial Edition license, installed.
Note: The server requirements are not relevant for the hosted, on-demand,
KnowledgeTreeLive service.

Clients
· Microsoft Windows Vista (SP1); Or, Microsoft Windows XP (SP3) 32-bit / 64-bit
· Microsoft Office 2007

Pre-requisites:
· Close all Microsoft applications on the client machine.
· If you have the KnowledgeTree Tools installed on the client, we recommend that you
uninstall Tools before installing KnowledgeTree Office Add-in.

Perform the following steps:

1. Download KnowledgeTree Office Add-in from the KnowledgeTree website:
· Download KnowledgeTree Office Add-in for KnowledgeTree on-premise
· Download KnowledgeTree Office Add-in for KnowledgeTreeLive

2. Run setup.exe to launch the KnowledgeTree Office Add-in Setup Wizard. Click Next to
continue.

15 KnowledgeTree Client Tools User Guide 11 August 2009

KnowledgeTree Office Add-in

3. Accept the license agreement; then, click Next. Select the Install folder; then, click
Next to continue.

4. On Confirm Installation, click Next to start the installation; then, view install progress.
When installation completes, click Close.

16 KnowledgeTree Client Tools User Guide 11 August 2009

5. Configure central policies for users in your organization who will be using
KnowledgeTree Office Add-in to connect to KnowledgeTree.
Note: These policies for KnowledgeTree Office Add-in are configured
through KnowledgeTree's Web interface, and include:
· email settings
· whether passwords may be stored on the client
· whether users must provide reasons when saving and editing KnowledgeTree documents

6. Open a Microsoft Office 2007 application - either Word, Excel, or PowerPoint. The
KnowledgeTree Office Add-in panel displays, by default, on the right of the screen
within the supported Microsoft Office application.
Note: To move the panel elsewhere on your screen, click in the top bar,
hold down the mouse, and drag.
Note: KnowledgeTree Office Add-in displays as a menu item on the Microsoft
Office 2007 Application menu.

17 KnowledgeTree Client Tools User Guide 11 August 2009

KnowledgeTree Office Add-in

7. Configure the connection to KnowledgeTree - on-premise, or your hosted,

KnowledgeTreeLive account.

8. Log on to KnowledgeTree from within Microsoft Office, through KnowledgeTree Office

Add-In.

18 KnowledgeTree Client Tools User Guide 11 August 2009

2.2.2 Uninstalling KnowledgeTree Office Add-in

KnowledgeTree Office Add-in may be removed through Add/Remove Programs, or through
the Control Panel, or through Programs and Features - depending on the Microsoft
Windows operating system you are using.

The procedure below outlines the steps on Microsoft Windows Vista.

Perform the following steps:

1. On Microsoft Windows Vista, click Start - Control Panel to open Control Panel Home;
then, click Uninstall a program.
Note: When viewing the Control Panel in Classic View, add and remove programs through
Programs and Features.

2. On the list of displayed programs, right click on KnowledgeTree Office Add-in; then,
select Uninstall.

19 KnowledgeTree Client Tools User Guide 11 August 2009

KnowledgeTree Office Add-in

3. On the system message, click Yes to confirm the uninstall; then, view uninstall
progress.

4. The application is removed from the list of applications in Control Panel.

5. Open a Microsoft Office application, and note that the KnowledgeTree menu no longer
displays, and the KnowledgeTree Office Add-in panel no longer displays.

2.2.3 Configuring Connections to KnowledgeTree for KnowledgeTree Office

Add-in
This procedure configures the connection to KnowledgeTree for KnowledgeTree Office Add-
in, through Microsoft Office 2007 - Word, Excel, and PowerPoint.

Note: KnowledgeTree Office Add-in is designed for secure connections to KnowledgeTree, using SSL
HTTP, via a proxy server over your existing network infrastructure. Users are provided with a single
sign-on experience, authenticating via Windows authentication in compliance with your
organizational policies. Note that, in Internet Explorer, when connecting to an https server, you need
to click past a warning message to continue working with KnowledgeTree Office Add-in - since the
dialog box is non-modal it does not display on the task bar. Press Alt+Tab to locate this dialog.

Pre-requisites:
· KnowledgeTree Commercial 3.6.1 server installed and set up for use in your
organization, or a subscription to the KnowledgeTreeLive service.
· KnowledgeTree Commercial license installed for your organization.
Note: KnowledgeTreeLive does not require license installation.
· KnowledgeTree Office Add-in installed on the client.

Perform the following steps:

1. Open a Microsoft Office application - Word, Excel, PowerPoint. The KnowledgeTree
Office Add-in panel displays, by default, on the right of the screen within the supported
application.
Note: On first install, the Server Settings dialog opens first. The Server Settings
dialog may also be opened from the Login screen.

20 KnowledgeTree Client Tools User Guide 11 August 2009

2. On the ... Server Address dialog, enter the URL for your KnowledgeTree domain, e.g.
http://.. or https://.. (for secure connections); then, click OK. If the connection is
successful, the Login page opens.
Note: For KnowledgeTree on-premise, provide a server address with the following format: e.g.
'http://myserver/' or 'https://myserver/'. If your server is not using a standard
http or https port, add your server port number after a colon (:), e.g.
'http://myserver:8080/
Note: To view or change the server details at any time, click the Server Settings link on the
Login page.

3. Log on to KnowledgeTree, using your KnowledgeTree username, and your

KnowledgeTree password.

21 KnowledgeTree Client Tools User Guide 11 August 2009

KnowledgeTree Office Add-in

KnowledgeTree Office Add-in - Login

2.2.4 Configuring Central User Policies

This procedure configures central policies for KnowledgeTree Office Add-in through
KnowledgeTree's web interface.

Note: Central policies are configurable for:

· password storage
· capturing reasons on save and edit
· email

22 KnowledgeTree Client Tools User Guide 11 August 2009

IMPORTANT! KnowledgeTree (from version 3.6.1) provides Electronic Signatures functionality. This
is an auditing tool and an added security mechanism for your document management system that
facilitates compliance with CFR 21 Part 11. However, electronic signatures are not supported in the
KnowledgeTree client tools, and enabling Electronic Signatures in the API prevents connections to
the KnowledgeTree server, from KnowledgeTree Tools and the new KnowledgeTree Office Add-in.
When no connection can be established to the KnowledgeTree server, KnowledgeTree Tools users
and KnowledgeTree Office Add-in users will be unable to use any of the client-side features of the
Tools or the Add-in, and may receive unexpected errors. If you wish to use KnowledgeTree Tools or
the KnowledgeTree Office Add-in for desktop integration with the KnowledgeTree server, ensure that
the following setting is set to 'False' through KnowledgeTree's web interface, in DMS Administration -
System Configuration - Security Settings: 'Enable API Electronic Signatures'. This setting enables
and disables electronic signature functionality in the API and for all client tools.

Perform the following steps:

1. Use your administrator credentials to log in to KnowledgeTree's Web interface.

2. In KnowlegdeTree's web interface, open DMS Administration - System

Configuration.

23 KnowledgeTree Client Tools User Guide 11 August 2009

KnowledgeTree Office Add-in

DMS Administration

3. Do you want to configure ...

· email settings? Click Email; then, go to step 5.

· password storage, and whether users must enter reasons on save and edit?
Click Office Add-in; then, go to step 4.

24 KnowledgeTree Client Tools User Guide 11 August 2009

System Configuration page

4. On the Office Add-in Settings page, define policies for all KnowledgeTree Office Add-
in users in your organization. When you're done, click Save Config Settings. The
following options are available:

· Whether passwords may be stored on the client. The default is False.

Note: Users only see the Remember me checkbox on the Login screen when this setting is
changed to True.

· Whether users must provide reasons when saving edited KnowledgeTree documents
back to KnowledgeTree. The default is True.

· Whether users must provide reasons when opening KnowledgeTree documents for

25 KnowledgeTree Client Tools User Guide 11 August 2009

KnowledgeTree Office Add-in

editing in Microsoft Office. The default is True.

Office Add-in Settings

5. To configure emailing on the KnowledgeTree server, define email settings in DMS

Administration - System Configuration - Email. These settings are defined when
you wish to allow KnowledgeTree users to email KnowledgeTree documents, from
within KnowledgeTree's Web interface, or when using KnowledgeTree Client Tools, such
as KnowledgeTree Office Add-in.
Note: Email settings are typically configured when KnowledgeTree is first installed
and set up in your organization. Detailed instructions for this task are therefore provided
in the KnowledgeTree Administrator Manual (see topic Enabling/Configuring Email).
Email settings are pre-configured for KnowledgeTreeLive.

26 KnowledgeTree Client Tools User Guide 11 August 2009

Email Settings

2.2.5 Logging On
This procedure logs you on to KnowledgeTree through KnowledgeTree Office Add-in, from
within a supported Microsoft Office application (Excel, PowerPoint, or Word).

Pre-requisites:
· KnowledgeTree Commercial server (on-premise) installed and configured for use in your
organization, or a subscription to the KnowledgeTreeLive service
· KnowledgeTree Office Add-in installed on your Microsoft Windows machine
· A valid connection configured to KnowledgeTree (on-premise server, or your
KnowledgeTreeLive domain)
· A valid KnowledgeTree username and password
Note: If you are not sure that your scenario fits all these requirements, please check with
your KnowledgeTree system administrator.

Perform the following steps:

1. Open a Microsoft Office application - Word, Excel, PowerPoint. The KnowledgeTree
Office Add-in panel opens in the window.
Note: If you have just installed KnowledgeTree Office Add-in, and this is the first
time you're logging on to KnowledgeTree through KnowledgeTree Office Add-in,
you will need to configure a connection to KnowledgeTree.

27 KnowledgeTree Client Tools User Guide 11 August 2009

KnowledgeTree Office Add-in

2. On the Login screen, enter your KnowledgeTree username and your KnowledgeTree
password; then, choose a language for the KnowledgeTree interface - the default is
English (United States).

3. To store your login details, select Remember me. Alternatively, leave this check box
de-selected. Click Login.
Note: The KnowledgeTree administrator defines whether to allow storing of passwords on client
machines. This setting is configured as a central policy through KnowledgeTree's Web interface,
in DMS Administration - System Configuration. The default is False. The 'Remember me'
checkbox is visible on the panel only when this setting is True.

Why use 'Remember me'

'Remember me' allows the KnowledgeTree Office Add-in to restore your KnowledgeTree session
within Microsoft Office whenever you close and then re-open Microsoft Office without logging out.
Your session is restored to the last folder location, specific to the application you're working in,
and the relevant folder is selected, provided the folder still exists at that location, and the folder
permissions have not changed.

When logging out without closing your KnowledgeTree Office Add-in session, KnowledgeTree re-
opens at the root folder the next time you log on through the KnowledgeTree Office Add-in.

4. When you have successfully logged in, KnowledgeTree's Browse view folder tree loads
in the KnowledgeTree Office Add-in panel, displaying your organizational files and
folders stored in KnowledgeTree. Note the following:

· You will only see those files and folders where you have at least the 'read' permission

· You will only see file types relevant to the application where you are viewing
KnowledgeTree through the Add-in - for example, in Excel, you will only see Excel file
types

28 KnowledgeTree Client Tools User Guide 11 August 2009

· The Actions pane at the bottom of the panel displays allowable actions for your
permissions set up and the current document context - i.e. in the image below, the
document that is open in Microsoft Office 2007 Word is not yet saved to
KnowledgeTree, so the Save action is available in the Actions pane.

KnowledgeTree Office Add-in for Word

29 KnowledgeTree Client Tools User Guide 11 August 2009

KnowledgeTree Office Add-in

2.2.6 Logging Off

This procedure logs you out of KnowledgeTree in all currently open Microsoft Office
applications - Word, Excel, and PowerPoint.

Note: Logging off from KnowledgeTree in any one Microsoft Office application also logs you out of
KnowledgeTree sessions in other Microsoft Office windows where you're working with the
KnowledgeTree Office Add-in. In this case, clicking on an action in the Add-in panel redirects you to
the Login page, where you will need to log in to continue using KnowledgeTree.

Pre-requisite:
· You must be logged in to KnowledgeTree through KnowledgeTree Office Add-in.

Perform the following steps:

1. Open a Microsoft Office application - Word, Excel, or PowerPoint.
Note: By default, unless you explicitly log out of your KnowledgeTree
Office Add-in session, you are logged in until you use the Logout button
to end your session.

2. On the KnowledgeTree Office Add-in panel, click Logout.

3. KnowledgeTree Office Add-in closes and the Login page re-opens.

30 KnowledgeTree Client Tools User Guide 11 August 2009

2.3 Working with the KnowledgeTree Office Add-In
This chapter provides instructions for the following tasks:

· Add new documents to KnowledgeTree

· Open KnowledgeTree documents from Microsoft Office

· Search KnowledgeTree and browse KnowledgeTree folders from Microsoft Office

· View a copy of a document stored in KnowledgeTree

· Edit KnowledgeTree documents in Microsoft Office

· Save a document as a new version in KnowledgeTree

· Add, view, and edit properties of KnowledgeTree documents

· Email KnowledgeTree documents

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KnowledgeTree Office Add-in

2.3.1 Adding documents to KnowledgeTree

This procedure adds a document to KnowledgeTree from within Microsoft Office 2007 -
Word, Excel, and PowerPoint.

Note: In this procedure, the document you are saving to KnowledgeTree exists only your local
machine.

Pre-requisites:
· KnowledgeTree Office Add-in installed on your client machine.
· A valid connection to KnowledgeTree (on-premise server, or your KnowledgeTreeLive
account) set up and working on your machine.
· Write permissions on the KnowledgeTree folder where you are saving the document

Perform the following steps:

1. On your Windows computer, open the Microsoft Office document you want to save to
KnowledgeTree (PowerPoint, Word, or Excel).

2. Log in to KnowledgeTree, if you are not already logged on. The KnowledgeTree folders
and files display in the Browse view in the panel.

3. Search or navigate the Browse view to locate the folder where you want to add your
document; then, select the folder in the Browse view folder tree.

4. Click Save.
Note: Your document is added to KnowledgeTree, and the KnowledgeTree document is
immediately opened for editing in Microsoft Office.

32 KnowledgeTree Client Tools User Guide 11 August 2009

5. Accept the auto-generated filename, or define a new file name; then, select a
document type. Enter values for the property fields that display for the document type,
as applicable.
Note:
· You may input any of the following non-alphanumeric characters in the KnowledgeTree Office
Add-in interface: \ /<>|%+*':"? and your document title may also contain any of these
characters. However, when saving the document and auto-generating the file name from the
document title, KnowledgeTree removes these characters from the file name.

Why add document properties?

KnowledgeTree uses document properties to categorize and store documents so that they are easily
retrieved. For instance, you can search for documents by various properties, such as file name, file
type, tags, author, date, etc.

The properties called for on the Properties Editing screen are associated with the document type.
Document types and their associated parameters (fields and fieldsets) are defined for your
organization by your KnowledgeTree system administrator.

For more information on adding and editing document types, fieldsets, and fields, see the
KnowledgeTree Administrator Manual.

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KnowledgeTree Office Add-in

Add new document properties

6. Do you want to ...

· save your changes and continue editing the document in Microsoft Office?
Click Save. If your system is set to capture reasons on save and edit actions, provide
a comment for the changes you're making to the document; then, click OK. Continue
editing the document; then, when you're done, click Save and Close Document.
Results:
· the document in KnowledgeTree is locked for editing by you
· the document remains open in Microsoft Office for further edits
· you can save your changes at any time

Note: Your KnowledgeTree administrator defines whether reasons must

be captured on Save and Edit. See also Configuring Central Policies.

· save the document to KnowledgeTree and close it in Microsoft Office 2007?

Click Save and Close. If required, provide a reason for your edit; then, click OK. The
document is saved to KnowledgeTree, and is immediately available to other

34 KnowledgeTree Client Tools User Guide 11 August 2009

KnowledgeTree users for editing. The document is closed in Microsoft Office.

· abort the 'save to KnowledgeTree' action on this document and return to the
folder tree view? Click Cancel. The document remains open in Microsoft Office, and
the document is not added to KnowledgeTree.

Capture reasons

2.3.2 Opening KnowledgeTree documents

This procedure opens a Microsoft Office 2007 document from KnowledgeTree for viewing
and/or editing in the relevant Microsoft Office application - either Word, Excel, or
PowerPoint.

Note: The KnowledgeTree Office Add-in displays only files of the type relevant to the Microsoft Office

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KnowledgeTree Office Add-in

2007 application you are working in. For example, when working in Microsoft Office Excel, the Add-in
displays only those files in the KnowledgeTree Browse view that are of file type 'Excel'.

Pre-requisites:
To perform this procedure, you will need all of the following:
· KnowledgeTree Office Add-in, installed on the client machine.
· A valid connection to KnowledgeTree, set up and working on your machine.
· At least 'read' permissions on the folder where the document is stored (to view a local
copy of the document), and 'read' permissions if you want to edit this document.
· The document saved to KnowledgeTree.

Perform the following steps:

1. On your Windows computer, then, open the relevant Microsoft Office 2007 application -
Word, Excel, or PowerPoint.

2. Log in to KnowledgeTree, if you are not already logged on.

3. KnowledgeTree folders and files display in the Browse view in the panel.

36 KnowledgeTree Client Tools User Guide 11 August 2009

Browse View
4. Locate the document you want to open for viewing and/or editing in Microsoft Office -
search for the document; or, browse KnowledgeTree to navigate to the document.

5. Having located the document, select it in the folder tree; then, notice that the
contextual Actions pane now displays the following options:
Alternative step: Double clicking on a document selected in the tree opens
the document for viewing. If the document is currently checked out by you, double clicking
on the file in the folder tree opens it for editing.

· Edit - available only if the document has not been locked for editing in
KnowledgeTree, and if you have at least 'write' permissions on the folder; this action
opens the document in the adjacent Microsoft Office 2007 interface, and locks the

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KnowledgeTree Office Add-in

document in KnowledgeTree so that other users cannot edit it until you have saved
your changes back to KnowledgeTree.
Alternative step: Double clicking on a document selected in the tree opens
the document for viewing. If the document is currently checked out by you, double clicking
on the file in the folder tree opens it for editing.

· View a copy - downloads a copy of the document from KnowledgeTree. The

document content displays in the adjacent Microsoft Office 2007 interface, and the
document metadata displays in the KnowledgeTree panel with the header 'Viewing:
[document title]'. Any changes you make to the document are not saved to
KnowledgeTree. You will need to save the document as a new version or start editing
the document to save your changes to KnowledgeTree.
Alternative step: Double clicking on a document selected in the tree opens
the document for viewing. If the document is currently checked out by you, double clicking
on the file in the folder tree opens it for editing.

· Save as new version - adds the currently opened document as a new version of the
document selected in the folder tree.

· Email Document - emails the selected document to another KnowledgeTree user, or

to a non-KnowledgeTree user, depending on email policies defined by your
administrator for your KnowledgeTree installation.

38 KnowledgeTree Client Tools User Guide 11 August 2009

Choose document

2.3.3 Searching KnowledgeTree

This procedure locates KnowledgeTree documents from within Microsoft Office, using
KnowledgeTree's search function, and navigation of the KnowledgeTree folders.

Pre-requisites:
· KnowledgeTree Office Add-in installed on the client machine, and you must have a valid
connection to KnowledgeTree.
· The document you're looking for must exist in KnowledgeTree.

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KnowledgeTree Office Add-in

· You must have at least 'read' permissions on the folder where the document is stored to
view the document in search results or in the KnowledgeTree browse view folder tree.

Perform the following steps:

1. Open the relevant Microsoft Office application - either Excel, PowerPoint, or Word.
Note: To search for PowerPoint documents in KnowledgeTree, open Microsoft PowerPoint; to
search for Excel documents in KnowledgeTree, open Microsoft Excel; to search for Word
documents in KnowledgeTree, open Microsoft Word.

2. Log in to KnowledgeTree through the KnowledgeTree Office Add-in, if you are not
already logged on.

3. To locate a document or folder, use either of the following options:

· use search (Go to step 4); Or,

· navigate the folder structure to browse to the document (Go to step 5)

4. To search for the document:

4.1. Enter quick search criteria in the Search bar; then, press the keyboard Enter key,
or click the search icon adjacent to the Search field.
Note: To clear the search criteria field, click the X icon adjacent to the search icon on
search results.

Figure: Search bar

4.2. View search results.

40 KnowledgeTree Client Tools User Guide 11 August 2009

Figure: Search results

4.3.Select a document in the results to view available actions you can perform on the
document.
Note: The action buttons that display for a selected document are based on your
permissions, e.g. you need 'write' permissions to edit a document, and on the
document status, e.g. documents that are locked for editing by other KnowledgeTree
users cannot be edited by you. Typical actions in this context are: Edit, View a Copy,
and Save As New Version.
Alternative step: Double clicking on a document selected in the tree opens
the document for viewing. If the document is currently checked out by you, double clicking
on the file in the folder tree opens it for editing.

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KnowledgeTree Office Add-in

5. To navigate the folder structure to locate the document, drill down through the folder
hierarchy in the Browse view until you find the folder location of the document you're
looking for; then, open the folder to access the document.

Figure: Root folder

42 KnowledgeTree Client Tools User Guide 11 August 2009

Figure: Drilling down from the root folder

Figure: Open a folder to view documents in the folder

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KnowledgeTree Office Add-in

Figure: Select the document you're looking for to view available actions on this document

2.3.4 Viewing KnowledgeTree documents

This procedure opens a Microsoft Office document from KnowledgeTree so that you can
view (download) a local copy of the document within a Microsoft Office 2007 application -
either Word, Excel, or PowerPoint.

Note: KnowledgeTree Office Add-in displays only files of the type relevant to the Microsoft Office
2007 application you are working in. For example, when working in Microsoft Office Excel, the Add-in
displays only those files in the KnowledgeTree Browse view that are of file type 'Excel'.

Pre-requisites:
To perform this procedure, you will need all of the following:

44 KnowledgeTree Client Tools User Guide 11 August 2009

· KnowledgeTree Office Add-in, installed on your client machine.
· A valid connection to KnowledgeTree, set up and working on your machine.
· Appropriate permissions on the relevant KnowledgeTree folder (the folder where the
document is stored).
· The document saved to KnowledgeTree, and available for editing (if required; i.e.
another user must not have locked the document for editing in KnowledgeTree).
· You must have opened the relevant Microsoft Office 2007 application, and you must be
logged in to KnowledgeTree through KnowledgeTree Office Add-in.

Perform the following steps:

1. From within the relevant Microsoft Office application, locate the KnowledgeTree
document you want to view in Microsoft Office.

2. Having located the document, select it in the KnowledgeTree Office Add-in panel; then,
click View a copy.
Alternative step: Double clicking on a document selected in the tree opens
the document for viewing. If the document is currently checked out by you, double clicking
on the file in the folder tree opens it for editing.

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KnowledgeTree Office Add-in

View Document

3. A 'view only' copy of the document downloads from KnowledgeTree. View the the
document properties, and view the displayed document content in the adjacent
Microsoft Office interface. The following actions become available in the Actions pane:

Note: Any changes you make to the downloaded ('view only') document in Microsoft Office
2007 are not saved to KnowledgeTree. To edit the KnowledgeTree document you will need to
open the document for editing (click 'Start Editing').

· Save As - allows you to add your local copy of the document as a new
KnowledgeTree document.

· Start Editing - opens the document for editing in Microsoft Office, and locks the

46 KnowledgeTree Client Tools User Guide 11 August 2009

document in KnowledgeTree so that other users will no longer be able to edit this
document, until you save it back to KnowledgeTree. If you system administrator has
enforced capturing of reasons, you will need to provide a description of your changes
to this document when opening the document for editing, and when saving your
changes back to KnowledgeTree.
Note: This action is only available if the document is not locked for editing by
another KnowledgeTree user, and you have 'write' permissions on the folder
to perform this action.

· Open Another Document - allows you to open another KnowledgeTree document in

Microsoft Office.

· Email Document - emails this document

View KnowledgeTree document

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KnowledgeTree Office Add-in

2.3.5 Editing KnowledgeTree documents

This procedure edits a KnowledgeTree document in a supported Microsoft Office.

Pre-requisites:
To perform this procedure, you will need all of the following:
· KnowledgeTree Office Add-in, installed on the client machine.
· A valid connection to KnowledgeTree, set up and working on your machine.
· Appropriate permissions on the relevant KnowledgeTree folder (the folder where the
document is stored).
· The document saved to KnowledgeTree, and available for editing - another user must
not have this document locked for editing in KnowledgeTree.

Perform the following steps:

1. Open the KnowledgeTree document you want to edit in Microsoft Office - PowerPoint,
Word, or Excel.

2. Select the document in the KnowledgeTree folder tree; then, click Edit.
Alternative step: Double clicking on a document selected in the tree opens
the document for viewing. If the document is currently checked out by you,
double clicking on the file in the folder tree opens it for editing.

48 KnowledgeTree Client Tools User Guide 11 August 2009

Edit document

3. If your system administrator has enforced capturing of reasons when opening and
editing documents, you will need to add a comment in the dialog that displays.

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KnowledgeTree Office Add-in

Capture reasons

4. The document opens in the adjacent Microsoft Office application window, and is locked
for editing in KnowledgeTree. The document's Properties Editing screen displays in the
KnowledgeTree Add-in panel, and the Actions pane displays the following options:
Save, Save and Close, Cancel Edit, Open Another Document, Email Document.

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Editing document

5. Make the changes you require to the document content, and or the document
properties; then, when you're done, click Save and Close. The edited document is
unlocked in KnowledgeTree, and is available to other KnowledgeTree users.
Note:
· click Save to save your changes to KnowledgeTree and continue editing the document.
· click Cancel Edit to restore the document to KnowledgeTree without saving your changes.
· click Open Another Document to launch a new instance of Microsoft Office, of the same
application type (Word, Excel, or PowerPoint), where you can open another KnowledgeTree
document for viewing and / or editing without closing the currently open document.
· click Email Document to email the most recently saved version of the KnowledgeTree
document

2.3.6 Saving a KnowledgeTree document as a new version

This procedure saves a Microsoft Office document as a new version of an existing
KnowledgeTree document, from within Microsoft Office.

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KnowledgeTree Office Add-in

· At least 'read' permissions on the folder where the document is stored (to view a local
copy of the document).
· The document saved to KnowledgeTree.

Perform the following steps:

1. On your Windows computer, open the relevant Microsoft Office 2007 application -
Word, Excel, or PowerPoint.

2. Log in to KnowledgeTree, if you are not already logged on in another KnowledgeTree

Office Add-in session.

3. Locate the document in KnowledgeTree - search, or browse the folder structure.

4. Select the document; then, click Save As New Version. Confirm that you want to
overwrite an existing, older version with this version of the document. In the Comment
box that displays, provide a reason for this action; then, click Check-in.

52 KnowledgeTree Client Tools User Guide 11 August 2009

5. The document is saved to KnowledgeTree, and the version number is incremented. The
document is locked for editing by you so that other KnowledgeTree users cannot edit it,
and is opened for further editing by you in Microsoft Office. The Properties page opens
in Editing mode, and the following actions become available for this document, in the
Actions pane: Save, Save and Close, Cancel Edit, Open Another Document, Email
Document.

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KnowledgeTree Office Add-in

2.3.7 Viewing / Editing Document Properties in KnowledgeTree Office Add-in

This procedure displays and edits the properties of a Microsoft Office document stored in
KnowledgeTree, from within Microsoft Office (Word, Excel, or PowerPoint).

Pre-requisites:
· KnowledgeTree Office Add-in, installed on your client machine.
· A valid connection to KnowledgeTree, set up and working on your machine.
· Appropriate permissions on the relevant KnowledgeTree folder (the folder where the
document is stored).
· The document must exist in KnowledgeTree.
· You must have at least 'read' permissions on the folder to view the document.
· You must have at least 'write' permissions on the document to edit it, and the

54 KnowledgeTree Client Tools User Guide 11 August 2009

document must be available within KnowledgeTree for editing - i.e. you cannot edit a
document that another user has locked for editing.

Perform the following steps:

1. On your Windows computer, open the relevant Microsoft Office application - Word,
Excel, or PowerPoint; then, log on to KnowledgeTree through the KnowledgeTree Office
Add-in, if you are not already logged on.

2. Locate the document in KnowledgeTree - search, or browse KnowledgeTree; then,

select the document in the folder tree.
Note: You will only see those files that are of a file type relevant to the application you're
working in, e.g. Excel, PowerPoint, or Word.
Alternative step: Double clicking on a document selected in the tree opens
the document for viewing. If the document is currently checked out by you,
double clicking on the file in the folder tree opens it for editing.

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KnowledgeTree Office Add-in

3. Do you want to ...

· view the document properties? Click View a Copy. The document opens in the
adjacent Microsoft Office interface. The document properties (document title, tags, and
the document type and associated values) display in 'View' mode.

56 KnowledgeTree Client Tools User Guide 11 August 2009

Figure: Viewing document properties

· edit the document properties? Click Edit. The document is locked for editing in
KnowledgeTree. In the Comment box that displays, provide a description of your
changes. The document opens in the adjacent Microsoft Office interface, and the
document Properties Editing screen displays in the KnowledgeTree Office Add-in panel.
Click on a field in the Document Properties Editing screen to change the value in the
field; then, click Save Properties to save your changes.
Note: You can also make changes to the document content, if required.

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KnowledgeTree Office Add-in

2.3.8 Emailing KnowledgeTree Documents

This procedures emails a KnowledgeTree document from within Microsoft Office 2007
(PowerPoint, Word, or Excel).

Perform the following steps:

1. Open the relevant Microsoft Office 2007 application - either Word, PowerPoint, or Excel.

2. Log in to KnowledgeTree, if you are not already logged on; then, locate the document
you want to email - search for the document, or browse to the document through the
folder structure.

3. Select the relevant document in the folder view; then, click Email Document.
Note: The latest available KnowledgeTree version of the document is

58 KnowledgeTree Client Tools User Guide 11 August 2009

emailed to recipients. Note that if you are editing the document in Microsoft
Office 2007 through KnowledgeTree Office Add-in, you will need to save your
changes back to KnowledgeTree before emailing the document to ensure that
your changes are included in the emailed document.

4. In the Email Document dialog, add recipients in the To: field - type a name or part of
a name in the To: field; then click the adjacent Search icon to filter. Select recipients;
then, in the Message field, type a message to accompany the document you're
emailing, if required.

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KnowledgeTree Office Add-in

60 KnowledgeTree Client Tools User Guide 11 August 2009

5. Click Send Email.
Note: Emails are logged in the document's transaction history.

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KnowledgeTree Tools

Part 3

III
3 KnowledgeTree Tools
KnowledgeTree Tools is a single package download of client-side tools for Microsoft
Windows that allows allows Microsoft Windows users (XP, 2003) to work with documents in
the KnowledgeTree repository from their local machines:
Commercial Editions Only

Note: On Microsoft Office 2007, we recommend that you use KnowledgeTree's latest Tool for
desktop integration with KnowledgeTree - the KnowledgeTree Office Add-in.

KnowledgeTree Integration Server

This is the server-side component of KnowledgeTree Tools. This component provides the
connection to KnowledgeTree through a standards-based WebDAV interface, which
allows Windows users to gain access to the web interface from their Windows desktop,
and provides access to additional plugins that extend the utility of the server for specific
tasks.

KnowledgeTree Explorer for Windows

A familiar Windows® Explorer-type application that provides a file browser view of the
document repository and allows users to work with content in the repository as though
they're working on their local computer. Files within the repository may be opened from
the desktop, while retaining the functionality of workflows, version control, and
metadata. Files, even entire folder trees, may be dragged and dropped from the desktop
into KnowledgeTree Explorer.

KnowledgeTree Office Add-in for Microsoft Office XP/2003

This components adds KnowledgeTree toolbar buttons and a KnowledgeTree menu to
the toolbar in Microsoft Office XP/2003 applications (PowerPoint, Excel, Word), to
provide quick access to the KnowledgeTree repository from within Microsoft Office
applications - add new documents, check-in, check out, and update document
metadata.

KnowledgeTree Outlook Integration

This component adds KnowledgeTree buttons and a KnowledgeTree menu to the
Microsoft Outlook toolbar to allow you to save incoming and outgoing emails and
attachments directly to the KnowledgeTree repository, and to attach files from the
repository to outgoing emails.

KnowledgeTree Desktop Imaging

This tool is accessible from within KnowledgeTree Explorer, and allows you to scan hard
copy documents directly into the KnowledgeTree repository from within KnowledgeTree
Explorer.

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KnowledgeTree Tools

KnowledgeTree Tools - Features

· Open files in the KnowledgeTree repository from your desktop, through KnowledgeTree
Explorer, while maintaining control of document versions and metadata.

· Copy files, or entire folder trees, to or from the repository, using your operating
system's 'drag and drop' action.

· Control all aspects of a document, including workflow, from the Windows desktop.

· Browse, check out, or check-in KnowledgeTree managed documents from within

Microsoft Office XP/2003 applications, using an easy to use Office Toolbar plugin.
Find out more about KnowledgeTree Features.

Screenshots

Figure: The KnowledgeTree Explorer Interface

Files are dropped into KnowledgeTree Explorer

64 KnowledgeTree Client Tools User Guide 11 August 2009

Right click on a file in KnowledgeTree Explorer to access document management functions

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KnowledgeTree Tools

KnowledgeTree Desktop Imaging - Scanning Tool

3.1 View Demo - KnowledgeTree Tools

This topic presents - in the online documentation only - a guided, recorded demo of
KnowledgeTree Tools.

Content of this Video:

· Opening KnowledgeTree Explorer
· Dragging and dropping files and folders from the desktop into KnowledgeTree Explorer,
and see this content display in the Web interface

66 KnowledgeTree Client Tools User Guide 11 August 2009

· Launching the KnowledgeTree Deskop Imaging Tool
· Accessing document management functions in KnowledgeTree Explorer

3.2 Installing KnowledgeTree Tools

This procedure installs KnowledgeTree Tools.

Note:
· An update of the KnowledgeTree Tools is typically released with new versions of KnowledgeTree
Commercial, unless otherwise specified. All KnowledgeTree Commercial products (Server, Tools,
and License) are available on the KnowledgeTree Commercial Download page.

· KnowledgeTree customers are provided with a direct link to the download area via the customer
portal. If you are downloading KnowledgeTree Commercial for evaluation purposes, you will need
to register for the download.

To get KnowledgeTree Tools working on the client, you need to ...

· download and install KnowledgeTree Commercial on-premise, or sign up for the

KnowledgeTreeLive service

· download and install your KnowledgeTree Commercial License (Subscription or

Evaluation, as applicable)
Note: This step is not relevant for KnowledgeTreeLive.

· install KnowledgeTree Tools on each client machine requiring access to KnowledgeTree

through Microsoft Office and KnowledgeTree Explorer.

· configure a connection between KnowledgeTree and KnowledgeTree Tools, on each

client machine where KnowledgeTree Tools is installed, before attempting to use
KnowledgeTree Tools.

Note: See the KnowledgeTree Administrator Manual for instructions on adding your
KnowledgeTree Commercial License.

Pre-requisites:
· Ensure that your system meets the minimum requirements.

· Users requiring access to the repository through KnowledgeTree Tools must have been
added and enabled in the KnowledgeTree document management system. See the
KnowledgeTree Administrator Manual for information on adding and enabling users.

· Microsoft .NET 1.0 Framework - required for KnowledgeTree Tools Version 3.4.6 and
below.

· Microsoft .NET 2.0 Framework - required from KnowledgeTree Tools, version 3.5.2
Commercial
Note: If you do not have .Net 2.0 installed, the KnowledgeTree Tools

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KnowledgeTree Tools

installer automatically downloads it from the Internet, and installs it as part of the
Tools install process. If you are directed to
http://msdn2.microsoft.com/en-us/netframework/aa731542.aspx, download and install
the appropriate edition - typically, this will be x86 version, which you will see as an option
on the msdn2 download page.

· Windows users who want to use Windows Explorer WebDAV must install the Web folders
update, available at http://support.microsoft.com/?kbid=907306.

· Microsoft Word disabled as the email editor in Microsoft Outlook, in order to allow
KnowledgeTree's Outlook Integration feature to install correctly - this allows the
KnowledgeTree Tools installer to install a Save to KnowledgeTree button on the
toolbar in Microsoft Outlook.
Note: KnowledgeTree Outlook Integration is a component of KnowledgeTree Tools.

· Close other programs, such as Microsoft Outlook and Microsoft Word, before starting this
installation.

Perform the following steps:

1. Download KnowledgeTree Client Tools for Windows.
· Download KnowledgeTree Tools for KnowledgeTree on-premise
· Download KnowledgeTree Tools for KnowledgeTreeLive

2. Install KnowledgeTree KnowledgeTree Tools. Click on the setup file, located in the
KnowledgeTree Tools install folder, to launch the KnowledgeTree Tools Setup
Wizard.
Note: The install package for KnowledgeTree Tools is a zipped folder
that includes all components for KnowledgeTree Tools. Extract the files
from the zip folder; then, click Setup to launch the Setup Wizard.

3. KnowledgeTree Tools Setup checks whether you have the required components
installed - e.g. Microsoft .NET 2 Framework (required with KnowledgeTree Tools version
3.5.2 and above). Setup requires these components to continue. Click Install.

4. Setup launches the KnowledgeTree Tools Setup Wizard. Click Next. On the License
Agreement.page, select I Agree; then, click Next to open the first of two Options
pages.

5. On the first Options page, select the components to install - any or all of the following:
KnowledgeTree for Outlook, KnowledgeTree for Word, KnowledgeTree for Excel,
KnowledgeTree for PowerPoint. Click Next to open the second Options page. On the
second Options page, select components to install - any or all of the following:
KnowledgeTree Desktop Imaging, KnowledgeTree for Visio.

6. Click Next to open the Select Installation Folder page. Accept the default install
location, or click Browse to select an alternative folder. Select either the Everyone or
the Just me radio button to define who will be allowed to access KnowledgeTree Tools
on the computer you're installing to; then, click Next to open the Confirm
Installation page.

7. Click Next to start the installation; then, view install progress.

8. Click Close on Installation Complete. Setup places the KnowledgeTree Explorer

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icon on your desktop, and adds a KnowledgeTree Tools menu item to your Windows
Start menu.

10.Is this the first time that you are installing KnowledgeTree Tools?
· Yes. Configure the connection to KnowledgeTree; then, log in.

· No. The Upgrade Installer saves the connection you defined previously to
KnowledgeTree Explorer. Log in.

3.2.1 Unattended (Silent) Install of KnowledgeTree Tools

This procedures uses the MSIEXEC command to perform a silent installation of
KnowledgeTree Tools from the command line.

Note: A 'silent' install requires no monitoring or user input.

When to use a silent install

Silent Installs of KnowledgeTree Tools is useful in a multi-user environment, where all
users have the same hardware, and you want to ensure consistent configuration across all
client machines. The install package is then placed on a file server, for distribution over a
network.

Since KnowledgeTree Tools uses Microsoft Windows Installer technology, you can use
Active Directory and Group Policy in a deployment.

Note: Find out more about using Active Directory and Group Policy by referring to Microsoft's Online
Help for your version of Windows.

There are two methods of running a silent install:

· use the MSIEXEC command from the command line interface, or;
Note: Refer to Microsoft documentation for more information about the MSIEXEC command.
· incorporate the MSIEXEC command into a batch file

Note: The batch file may be used to combine a silent installation with a pre-populated configuration
file.

How to perform a silent install

The command used in this procedure is an example of the MSIEXEC command used to
install KnowledgeTree Tools silently. Explanations of the parameters follow the example.

Note: In this instruction, 1.0.msi indicates the file version - replace with your file version number
if later than 1.0

Use the following command to perform a silent install:

msiexec /i "c:\KTtoolsVersions\KTtoolsSetup-1.0.msi"
/qn /l*v "c:\KTtoolsInstall_log.txt"
/i Specifies an installation.
/l*v " C:\KTtoolsInstall_log.txt" Specifies verbose logging, and the name and
location of the installation log file.

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KnowledgeTree Tools

/qn Specifies that this is a silent install.

"C:\KTtoolsVersions\KTtoolsSetup-1.0.msi" Specifies the complete path to the
KnowledgeTree Tools package. It will have an .
msi extension.

3.3 Configuring Connections to KnowledgeTree

This procedure adds and removes connections to KnowledgeTree through KnowledgeTree
Explorer.

Note: A connection to KnowledgeTree allows KnowledgeTree Tools users to interact with the Web
based KnowledgeTree repository. When upgrading your version of KnowledgeTree Tools, the
upgrade installer restores previously configured connections. If your password is not saved, you will
need to re-enter your credentials to connect to the server.

IMPORTANT! KnowledgeTree (from version 3.6.1) provides Electronic Signatures functionality - an

auditing tool and an added security mechanism for your document management system that
facilitates compliance with CFR 21 Part 11. However, electronic signatures are not supported in the
KnowledgeTree client tools, and enabling Electronic Signatures in the API prevents connections to
the KnowledgeTree server, from KnowledgeTree Tools and the new KnowledgeTree Office Add-in.
When no connection can be established to the KnowledgeTree server, KnowledgeTree Tools users
and KnowledgeTree Office Add-in users will be unable to use any of the client-side features of the
Tools or the Add-in, and may receive unexpected errors. If you wish to use KnowledgeTree Tools or
the KnowledgeTree Office Add-in for desktop integration with the KnowledgeTree server, ensure that
the following setting is set to 'False' through KnowledgeTree's web interface, in DMS Administration -
System Configuration - Security Settings: 'Enable API Electronic Signatures'. This setting enables
and disables electronic signature functionality in the API and for all client tools.

Perform the following steps:

1. Launch KnowledgeTree Explorer on the client to open the KnowledgeTree Server
Connections dialog box.
Note: Use the KnowledgeTree Explorer desktop icon; or, click Start - All Programs -
KnowledgeTree Tools - KnowledgeTree Explorer.

2. Do you want to...

· add a new connection? Click New; then, go to step 3.

· test an existing connection? Select the connection in the display field; then, click
Test.

· remove a connection? Select the connection in the display field; then, click Delete
.

3. Define the following details for this connection:

· a display name

· the full URL to the KnowledgeTree installation - e.g. https://dms.acmecorporation.

com/

70 KnowledgeTree Client Tools User Guide 11 August 2009

· your user name and password, and whether your password should be saved for this
profile

· define whether you want to save your password

4.Do you want to configure a proxy server for this connection?

· Yes. Define proxy server details; then, go to step 6.
· No. Go to step 6.

5. Click Test to verify that the connection is valid.

6.Is the connection valid?

· Yes. Click OK on the system message; then, click OK on the KnowledgeTree
Server Connections dialog box to open KnowledgeTree Explorer.

· No. Check that the configuration details you entered are correct.

3.4 Logging in through KnowledgeTree Explorer

This procedure logs you in to KnowledgeTree through KnowledgeTree Explorer on a
Windows computer.

Pre-requisites:
You will need all of the following:
· KnowledgeTree Commercial Edition (on-premise server) installed, and all services
running (e.g. Apache, MySQL), or a subscription to the KnowledgeTreeLive service
· KnowledgeTree Commercial Edition license key installed
· KnowledgeTree Tools installed on the client machine where you're logging in.
· Valid connection configured to KnowledgeTree on the client machine where you're
logging in
· Your user profile added to KnowledgeTree and enabled

Note: For information on installing KnowledgeTree Commercial on-premise, see the KnowledgeTree
Installation Guide. For information on signing up to KnowledgeTreeLive, see the KnowledgeTreeLive
Quick Start Guide.

Perform the following steps:

1. On Windows, click the KnowledgeTree Explorer desktop shortcut, or click Start -
Programs - KnowledgeTree Tools - KnowledgeTree Explorer to launch
KnowledgeTree Explorer.

2. A connection is established to KnowledgeTree, and KnowledgeTree Explorer opens,

displaying the files and folders in the KnowledgeTree repository.
Note: If a connection cannot be established, the default connection may be unavailable.
Please request assistance from your KnowledgeTree administrator.
Note: KnowledgeTree Explorer displays the same file and folder hierarchy as in
KnowledgeTree's Web interface. This is a permissions-based view - you will only
see the content for which you have at least 'read' permissions.

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KnowledgeTree Tools

Figure: The KnowledgeTree Explorer Interface

3.5 Unattended (Silent) Uninstall of KnowledgeTree Tools

This procedure performs a silent, unattended, uninstall of KnowledgeTree Tools.

Perform the following steps:

1. Use the following command:
msiexec /x "c:\KTtoolsVersions\KTtoolsSetup-1.0.msi"
/qn /l*v "c:\KTtoolsInstall_log.txt"

Note: Replace the / i parameter for each command with the / x parameter. All other parameters
remain the same.

Important
This command is an example of using the MSIEXEC command to silently uninstall
KnowledgeTree Tools.
Note: In this instruction, 1.0.msi indicates the file version - replace with your file version number if
later than 1.0

3.6 Working with KnowledgeTree Tools

This chapter provides information on working with KnowledgeTree through the
KnowledgeTree Tools (KnowledgeTree Explorer, KnowledgeTree Desktop Imaging, and the
KnowledgeTree Add-ins for Microsoft Office integration).

· Using KnowledgeTree Explorer

· Using the KnowledgeTree Office Integration Add-in
· Using KnowledgeTree Desktop Imaging
· Using KnowledgeTree Outlook Integration

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Figure: KnowledgeTree Explorer Interface

3.6.1 Disabling the Metadata Prompt in KnowledgeTree Explorer

This procedure disables the metadata prompt that displays on document upload in
KnowledgeTree Explorer.

Note: The metadata prompt in KnowledgeTree Tools can be disabled only in KnowledgeTree 3.4.3
and above.

Perform the following steps:

1. Use your administrator credentials to log in to KnowledgeTree's web interface; then,
open DMS Administration - System Configuration - Client Tools - Client Tools
Policies.

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2. In the Client Tools Policies section, ensure that the following settings are set to False
:
· Explorer: Metadata Capture
· Office: Metadata Capture

3. Click Save Config Settings.

4. Restart KnowledgeTree Tools to enable the new settings.

3.6.2 Using KnowledgeTree Explorer

This topic describes the KnowledgeTree Tools user interface, and defines the document
management actions you may perform through this interface.

KnowledgeTree Explorer provides a familiar, Windows Explorer-type view of

KnowledgeTree's Web-based repository, and allows you to work with content in the
KnowledgeTree as though you're working on your local computer, without having to log in
through KnowledgeTree's Web interface.

How do I log in to KnowledgeTree Explorer?

The KnowledgeTree Explorer User Interface

KnowledgeTree Explorer uses the same hierarchical file and folder structure as
KnowledgeTree's Web-interface, in a familiar Explorer-type interface. Folders display in the
left pane, and the contents of a currently selected folder displays in the right pane.

Figure: KnowledgeTree Explorer Interface

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Figure: KnowledgeTree Explorer Right Pane Columns

Right Pane Columns

The right pane in the KnowledgeTree Explorer interface provides the following columns:
Name Content
Filename The unique name of the file on the file system.

Size The size of the file.

Display A user defined title for the document. This is the name that displays in
Name the Title column in the Browse Documents tab in KnowledgeTree. The
default is the filename.
Status Defines whether or not the document is checked out, and by whom.

Permissions Indicates the permissions of the logged in user on the currently selected
file.
Type The file type.

Modified The last date this document was edited.

Modified By The name of the last user who edited this document.

Created The date this document was first added to the repository.

Created By The KnowledgeTree user name of the user who added the document to
the repository.

Description A user defined description of the content of the file. The description
defaults to the file name.

Toolbar: Menus, Fields, Buttons

The table describes the functionality available in the menus and buttons in the
KnowledgeTree Explorer interface:
Click... Result
Opens the KnowledgeTree Server
Location menu Connections dialog, where you can
configure (add/remove/test) the
Connect
connections to KnowledgeTree
Document Management System, or
connect to KnowledgeTree.
Open Opens KnowledgeTree's Web interface.
KnowledgeTre
e
Browse Opens the Checked Out folder on your
Show My
local computer - displays your currently
Check-outs
checked out files.
Show My Opens the Downloaded folder on your
Downloads local computer - displays files

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downloaded from KnowledgeTree.

Allows you to navigate to a locally
Document stored document that you want to add
New to KnowledgeTree.
Opens the Folder Properties dialog box
- define a name for the folder you're
Folder
adding; then, click Ok to add the
folder.
Reloads content from the repository,
Refresh
providing an updated view.
Close Closes KnowledgeTree Explorer.
If you have added plugins, clicking
Reload Tools updates the plugins
Tools menu list, and activates the plugin to
make it usable.
Reload Tools
Note: By default, the plugins list is
automatically updated when
KnowledgeTree Explorer is closed. New
plugins are activated the next time you
open the system.
Launches KnowledgeTree Desktop
Imaging, and opens the native
interface of your scanner
hardware.
Scan Document into
this location ...
Use this tool to scan hard-copy
documents directly into the
repository.
Opens KnowledgeTree's issue
KnowledgeTree management system, where you
Commercial Support can log an issue or request
assistance.
Opens the KnowledgeTree website
Online Manuals and Resources page, where you can find
User Guides all KnowledgeTree Manuals and
Guides.
Activates the pop up hints that
Reactivate Hints exist for some actions in
KnowledgeTree Explorer.
Help menu Opens your operating system's Help
and Support Center Network
Diagnostics screen. Follow the
onscreen instructions to perform a
system scan on network usage and
conditions.
Network Diagnostics
When scan completes, save the
report to file for error analysis.

Note: You may be asked to send this

file to a specific requesting member of
KnowledgeTree Support. The file
contains private information about your

76 KnowledgeTree Client Tools User Guide 11 August 2009

network and should not be distributed
to anyone other than the requesting
KnowledgeTree support staff member.

About KnowledgeTree Opens the KnowledgeTree website

Home page.
About KnowledgeTree Opens the system information
Tools screen for your version of
KnowledgeTree Tools.
Opens the KnowledgeTree Server
Connect button Connections dialog box, where
you can define or select the
connection to the Web-based
KnowledgeTree repository.

Displays the path to the currently

Location field selected file/folder. You can also
type the path in this field and click
the adjacent arrow to go directly to
the specified file/folder.

Quick Search field Click in the field to specify a search

term; then, click the adjacent
Note: Advanced Search is currently not available in search icon to display search
KnowledgeTree Tools. results.
Note: KnowledgeTree is only able to search the text of
scanned documents if you are using Microsoft Office 2003.
Copies the item you select in the
Copy
window to the clipboard.

Pastes the item you copied or cut,

Paste
from the clipboard.

Removes the items you selected

Delete selected items
from the server.
Click the down arrow adjacent to
Toggle View Modes the toolbar icon to select toggle
options in the drop down menu.
Goes to the root folder for the
Navigate to root folder currently selected document or
folder
Goes to the parent folder for the
Navigate to the current folders parent
currently selected folder.

Toggles the left pane folder view to

Toggle the left pane folder browser
display or hide it.

Left Pane: Right Click Menu

The table describes the functionality available when right clicking on a folder in the left
pane of the KnowledgeTree Explorer interface.

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Click... to ...
Open in open KnowledgeTree's Web-interface at the location of the currently
KnowledgeTree selected file/folder.
Web Note: You need to log in to access KnowledgeTree's Web interface.
open the Folder Properties dialog box, where you can define a folder
New Folder...
name; then, click Ok to add the folder.

Right Pane: Right Click Menu

The table describes the functionality available when right clicking on a folder in the right
pane of the KnowledgeTree Explorer interface.

Figure: KnowledgeTree Explorer - document right click menu

Select ... ... to

Open a read-only copy ... save a read-only copy of the file locally, to the My
for viewing KnowledgeTree Downloads folder, and open the document.
... save a read/write copy of the file to the
MyKnowledgeTreeDocuments \ CheckedOut folder and open
Check-Out and Open the document.
for edit
Note: This action changes the status of the file in the repository to
Checked out by ...[name of user].
... open KnowledgeTree's Web-interface at the Login page. Log in
Open in KnowledgeTree
to view the currently selected document's Display Details page
Web
in Browse Documents.
Browse My ... open the My KnowledgeTree Documents folder, to access
KnowledgeTree checked out and downloaded documents.

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Documents
... navigate to a document on your local computer to add it to the
Document
KnowledgeTree repository.
New
... open the Folder Properties dialog box. Define a folder name;
Folder
then, click Ok to add the folder.
... open the My KnowledgeTree Documents\Downloaded
folder in your operating system's Save As dialog box. Click Save
Save a copy Locally...
to store the file at this location, or browse to select an alternative
save location.
... place the URL link to the currently selected document onto your
Copy URI
clipboard - e.g. http://localhost:8080/view.php?fDocumentId=4
... copy a read-only version of the currently selected document to
Copy
the clipboard.
... paste a document you copied or cut from a location in
Paste KnowledgeTree Explorer another location on your local computer,
or paste it elsewhere in KnowledgeTree Explorer.
... open the Details tab in the Document Properties dialog box,
where you can change the document's short name, description,
Rename
and file name.

... remove a currently selected document from the server.

Delete
... update the document with any changes that have been made
Refresh
since you started your current working session in the repository.
... check the document back into the repository from the
Check-In CheckedOut folder on your local computer.

... check out a document to the CheckedOut folder on your local

computer.
Check-Out to location
Note: Checked out documents are highlighted.

Cancel Check-Out ... override the check-out status of the selected document and
restore the pre-checkout version in the repository. Changes made
Note: This option is to the local copy of the document are not saved.
enabled only if the
document is currently
checked out.
Copy within ... open a new connection to KnowledgeTree Explorer. Navigate to
KnowledgeTree the destination folder. Click Ok to complete the action.
... open a new connection to KnowledgeTree Explorer. Navigate to
Move within
the new location for the document you're moving. Click Ok to
KnowledgeTree
complete this action.
... view/edit information about the currently selected document, in
Properties
the Document Properties dialog box.

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3.6.2.1 Viewing / Editing Document Properties in KnowledgeTree Explorer

This procedure displays and edits document properties on a currently selected document in
KnowledgeTree Explorer.

Perform the following steps:

1. On your Windows computer, log in to KnowledgeTree Explorer.

2. In the KnowledgeTree Explorer interface, locate the relevant document; then, right
click to display options.

3. To open the Document Properties dialog box, click Properties.

4. The following actions are available in the Document Properties dialog box.

Use this tabbed ... to

page ...
change the document display name
change the document description
change the file name
Details view document properties

Note: The following information is displayed - file size, display name, status,
permissions, file type, document type, last modified date, user responsible for
last modification, author, description, document id, version, URLs to the
KnowledgeTree server and to the location of the folder and file on the server.

select a workflow
Workflow start a workflow
view the document's current workflow state
Transactions view a transaction history for the currently selected document
view a content and metadata version history for the currently selected
Versions
document
view the document metadata (the document type and associated
metadata)

Note: The Categorized, Alphabetic, and Property Pages buttons are a filtering
mechanism that allows the user to change the sort order of fields that are
Custom displayed in the Properties section.
Properties change the document type and associated metadata

Note: Changing the document type removes stored metadata. The admin
user defines displayed fields. To edit field values, select the field; then, tab to
the right of the field where you can change the values.

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3.6.2.2 The Document Properties Window
The Document Properties Window displays information relevant to a currently selected
document, and allows some editing.

Note: To open the Document Properties dialog box, right click on a document in the right pane of
KnowledgeTree Explorer; then, select Properties.

Details Tab

The Document Properties dialog box contains the following tabs:

Details Tab
Use this tabbed page to view/edit the document display name, file name, and various
document properties and their values.

The following information is editable on the Details tab:

· display name
· description
· file name

The following document properties and their values are displayed on this

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tabbed page:
· the size of the file
· the display name
· document status - checked out or checked in
· permissions that this user has on the document
· the document file type
· the KnowledgeTree document type
· the date this document was last modified
· the user who last modified this document
· the document author
· description of the content
· document ID
· version number
· content author
· the document URL (location of the document in KnowledgeTree)
· the document folder URL (location of the document's folder in KnowledgeTree
· the KnowledgeTree URL

Workflow Tab
This tab displays the document's workflow, and the current workflow state. You can also
select and start a workflow on the currently selected document.

How to start a workflow

To start a workflow on the currently selected document, select a workflow from the
Workflow drop down menu; then, click Start Workflow.

How to view the current workflow state

If the document is already in a workflow, view the current workflow state on the
Workflow tab.

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Workflow Tab

Transactions Tab
This tab displays details of all transactions that have occurred on the document since it
was added to the repository - information includes: username, action, date, comment.

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Transactions Tab

Versions Tab
This tabbed page displays all content and metadata version information on the currently
selected document, including user name, content version number, metadata version
number, date, filename, file size.

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Versions Tab

Custom Properties Tab

This tab displays the current document type and its associated metadata (the
predefined fields and fieldsets associated with the document type), and tag words. Use
this tabbed page to edit the document properties (click in a field to add/edit values).

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Custom Properties Tab

How do I change the document type and the document properties?

Document properties are associated with the document type. When changing a
document's type, you may need to define new properties. For example, the Invoice
document type may have properties such as 'Amount' and 'Account Number', whereas
document type 'Publication' may have properties such as 'Author', 'Editor', and
'Publication Date'.

To change a document's type, and its properties ...

1. Open the document's Document Properties window in KnowledgeTree Explorer.
2. Click the Custom Properties tab; then, click the Document Type down arrow to
display available options.
3. Select a document type from the list; then, click Update.
4. The property fields associated with the new document type display in the
Properties section of the dialog box.
5. Click in the field adjacent to the relevant property to edit the property value.
6. When you're done, click OK.

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3.6.3 Using KnowledgeTree Office Add-in for Microsoft Office XP/2003
This topic describes the functionality available in the KnowledgeTree menu and buttons
that are added to the toolbar in Microsoft Office to provide integration between
KnowledgeTree and Microsoft Office applications.

Note: KnowledgeTree Office Integration is a component of the KnowledgeTree Tools. This tool
allows you to access documents in the repository, and to save documents to the repository, from
within Microsoft Office applications - including PowerPoint, Excel, and Word.

Keyboard Shortcuts
The table displays the keyboard shortcuts used to work with KnowledgeTree from within
Microsoft Office:
Shortcut Action
Opens the KnowledgeTree File dialog box, where you can navigate
Alt+P to the file in the repository to open it from within the currently
open Microsoft Office application (Excel, Word, PowerPoint, Visio)
Saves a local copy of a currently open Microsoft Office document,
Alt+S
and checks the file in to the KnowledgeTree repository.
Opens the drop-down KnowledgeTree menu in a currently open
Alt+K
Microsoft application.

Toolbar: KnowledgeTree menu

The table describes the functionality available in the KnowledgeTree menu in Microsoft
Office:
Click ... then select Result
Open Opens the KnowledgeTree File dialog -
navigate to the file you want to open in
KnowledgeTree Note: Alternatively, use the Microsoft Office.
menu keyboard shortcut A lt+P
Save As Saves a local copy of the file, and checks
in/adds the currently open document to
Note: Alternatively, Note: Alternatively, use the the repository.
use the keyboard keyboard shortcut Alt+S
shortcut Alt+K -
opens the drop down Save Checks in/adds the currently open

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document to the KnowledgeTree

Note: Alternatively, use the
repository.
keyboard shortcut Alt+S
Updates the Microsoft Office metadata of
the local copy of the open document with
Update
the metadata properties that are currently
Properties
recorded for the version of this document
that is stored in the repository.
Launches an active working session within
KnowledgeTree the KnowledgeTree Explorer interface,
Browse
menu in Microsoft allowing the currently logged in user to
Office. work with content in the repository.
KnowledgeTree
Launches the KnowledgeTree website.
Online
Opens the KnowledgeTree Server
Connections dialog box, where you can
My Connections
add new connections, or modify or remove
existing connections.
Opens a system screen that provides
About KnowledgeTree
information about the currently installed
Tools
version of KnowledgeTree Explorer.

KnowledgeTree Toolbar Buttons in Microsoft Office

The table describes the functionality available through the KnowledgeTree buttons in
Microsoft Office:
Click ... to
KnowledgeTre
e Open ... open the KnowledgeTree File ... dialog box to locate the file you
want to open in Microsoft Office. The file is checked out to the .../
Note: CheckedOut folder on your hard drive, and the file is opened in
Alternatively, use Microsoft Office for editing. The status of this file in the repository is set
the keyboard to Checked out by ...[name of user who checked out the file].
shortcut Al t + P
KnowledgeTre
e Save
... check in the currently open Office document back to the repository,
Note:
and change the file on your hard drive to read only.
Alternatively, use
the keyboard
shortcut Alt+S

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3.6.3.1 Adding New and Edited Documents to KnowledgeTree
This procedure saves an edited file back to KnowledgeTree, and adds new files to
KnowledgeTree, from within a Microsoft Office XP/2003 applications (PowerPoint, Excel, or
Word).

Perform the following steps:

1. Open the file in the relevant Microsoft Office XP/2003 application.

2. Click KnowledgeTree Save on the Office application's toolbar.

3. Is this the first time you're adding this file to the repository?
· Yes. A system message advises that the file is new, and that you need to select a
storage location in the repository. Click Ok to open the KnowledgeTree File dialog
box in KnowledgeTree Explorer.

· No. Go to step 4.

4. Are you logged in to KnowledgeTree Explorer?

· No. The KnowledgeTree Server Connections dialog box opens. Select the
connection to use. Enter your username and password; then, click Connect to open
the KnowledgeTree File... dialog box. Go to step 5.

· Yes. The KnowledgeTree File... dialog box opens immediately. Go to step 5.

5. Select the required destination folder; then, click OK.

3.6.3.2 Opening KnowledgeTree Documents in Office

This procedure retrieves a file from KnowledgeTree and opens the file for editing in
Microsoft Office XP/2003.

Perform the following steps:

1. Open the relevant Microsoft Office application.

2. Click KnowledgeTree Open (a button on the taskbar) to open the KnowledgeTree File
dialog box.

3. Navigate through the folder structure in the document management system to the file
you want to open/check out. When you have found the file, select it; then, click Ok.

3.6.4 Using KnowledgeTree Outlook Integration

This topic provides information about working with KnowledgeTree Outlook Integration - a
KnowledgeTree Add-in for Microsoft Outlook.

Note: The Microsoft Outlook user interface has two levels, or windows. The main (explorer) window
loads when Microsoft Outlook starts. The Inspector window opens when an email item is opened.

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Key Features of KnowledgeTree Outlook Integration

The table defines the functionality available through KnowledgeTree Outlook
Integration:
Feature Function

Archive Saves emails, including attachments, to a location that you select in

emails, KnowledgeTree, or to a predefined location in KnowledgeTree
including their
attachments Note: This feature allows you to optionally add metadata.

Send files
from
KnowledgeTre
Allows you to locate a file in KnowledgeTree, from within Microsoft
e as
Outlook, and attach the file to an outgoing email.
attachments
with outgoing
emails
Configure the KnowledgeTree Outlook Add-in to display a system
Email archive message that asks you, when closing emails, whether to save the
prompt message to KnowledgeTree, if it has not yet been saved to
KnowledgeTree
Extracts and populates the following email metadata in
Add Email KnowledgeTree: Subject, To, CC, Date, Sent.
metadata
Note: The KnowledgeTree administrator defines Email document types on
the server - this allows the setting of the metadata to KnowledgeTree.

KnowledgeTree menu in Microsoft Outlook

The KnowledgeTree Tools installer adds KnowledgeTree buttons and a KnowledgeTree

menu to the Microsoft Outlook toolbar:
KnowledgeTre
The KnowledgeTree Save Email button saves the currently
e Save Email
selected, unsaved email to the KnowledgeTree repository.
button

KnowledgeTre The KnowledgeTree Save Attachment button saves attachments

e Save to the repository. A system dialog allows you to select a location
Attachment when saving the attachment.

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button
When composing an outgoing email message, this
KnowledgeTree Attach Files button opens KnowledgeTree Explorer, where you
can locate a file to attach to your message.
This menu item opens the Email Repository
Settings dialog box to define the following
settings:
Email · location of the KnowledgeTree server
KnowledgeTre Repository · location of the folder used to store emails
e menu Settings · the default email document type
· whether or not to display Save prompt
Note: Use the · whether or not to disable automatic Save
following keyboard
shortcut to open
Note: Server settings are pre-configured for
the
KnowledgeTreeLive.
KnowledgeTree
menu in Outlook: KnowledgeTr
Alt+K The menu item opens the KnowledgeTree website.
ee Online
About This menu item displays system information
KnowledgeTr relevant to the currently installed version of
ee Tools KnowledgeTree Tools.
Note:
The KnowledgeTree buttons on the Outlook toolbar are enabled only when the currently selected
email allows the functionality provided through the toolbar button. For example, KnowledgeTree
Save Email is enabled only when you have selected a previously unsaved email; and, when
selecting a saved email that contains an unsaved attachment, only the KnowledgeTree Save
Attachment button is enabled.

Note: KnowledgeTree Outlook actions (e.g. save emails / save attachments) may be performed
on a maximum of 10 simultaneously selected emails.

3.6.4.1 Configuring Email Repository Settings

This procedure configures email repository settings for KnowledgeTree Outlook
Integration.

Pre-requisites:
· KnowledgeTree Tools installed on your machine

Perform the following steps:

1. Open Microsoft Outlook.

2. Click KnowledgeTree - Email Repository Settings to open the KnowledgeTree

Email Repository Settings dialog box.

3. Do you want to ...

· add or edit the KnowledgeTree URL and/or the folder location used by
Outlook? Click Browse to open the KnowledgeTree Server Connections dialog box.

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Select an existing connection, or add a new connection. Enter your login username and
password; then, click Connect. On the Select Email Repository Folder dialog,
browse to locate the folder for emails.

· change the document type to use as the default document type for saved
emails? Click the down arrow at the Document Type pick list to select a predefined
Email document type from the list.
Note: The pick list is populated only when there is a valid and connection to
KnowledgeTree. Only email document types that are configured on the selected
server are included in the list. When no Email document types are defined on
the Server, the system automatically saves the email as a general KnowledgeTree
default document type. See the KnowledgeTree Administrator Manual for more
information about Email Document Types (a document type created for saving
emails).

· define whether or not the system displays a prompt to select a document types
when saving emails to KnowledgeTree? Select or deselect the Prompt to Save to
KnowledgeTree? check box to define whether or not to enable this feature.
Note: When this check box is de-selected, the system saves emails to the default folder
location specified in the KnowledgeTree Folder field of this dialog. When this check box is
selected, you will be asked to specify a folder location for the email you're saving.

· define whether or not to disable automatic saving of emails to

KnowledgeTree? Select the Disable Automatic Saving of Emails to
KnowledgeTree check box to activate automatic saving of emails to the repository.
Deselect the check box to specify save settings manually.

4. Click Ok.

3.6.4.2 Emailing Attachments from KnowledgeTree in Outlook

This procedure retrieves a file from the KnowledgeTree repository, and attaches the file to
an outgoing email message.

Perform the following steps:

1. Compose a new email message in Microsoft Outlook.

2. Click KnowledgeTree Attach Files.

3. Are you currently connected to KnowledgeTree?

· Yes. The Select files to attach to the email dialog box opens. Go to step 4.

· No. The KnowledgeTree Server Connections dialog box opens. Select the
connection to use; then, enter your username and password. Click Ok to open the
Select files to attach to the email dialog box. Go to step 4.

4. Navigate to the required file; then, click Ok.

5. Verify that the file was added to the Attach header field in the outgoing message.

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3.6.5 Using KnowledgeTree Desktop Imaging
KnowledgeTree Desktop Imaging is a scanning tool in KnowledgeTree Tools that allows
you to scan documents directly into the KnowledgeTree repository from within
KnowledgeTree Explorer.

KnowledgeTree Deskop Imaging - Launching Scan Wizard

Acquiring Images
Images may be acquired from an external imaging device (scanner) as follows:

· Manually scan one page - place the page you want to scan face down on the scanner
flatbed, then launch the Document Imaging Scan Wizard.

· Automatically scan multiple pages - if your scanner has an Automatic Document

Feeder (ADF), you can place all pages in the ADF tray attached to your scanner; then,
launch the Scan Wizard. All pages are scanned in and can be viewed by browsing from
one image to the next using a View Previous/View Next function.

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KnowledgeTree Tools

Note: You may choose a scan option from the flatbed or ADF only where your imaging device
includes both of these options.

What if images are scanned in the wrong order? Can they be re-ordered after scanning?
Scanned documents display in a queue on the Scan Wizard interface immediately after
scanning. An onscreen counter displays the number of documents in the queue (e.g.
page 1 of 1; or, page 5 or 10, etc.).

Queued pages cannot be re-ordered in the queue, but you can select pages to delete
from the queue, or choose a position in an existing queue to add new pages. So, if you
need to re-order one or more pages, you won't need to rescan all the documents - just
delete those documents that were scanned incorrectly, and re-scan the documents to
the correct location in the queue.

To summarize, you can ...

· view any image in the queue
· delete an image from the queue
· insert images at any point in the queue

How are scanned images compiled and uploaded as a document to KnowledgeTree?

After scanning all required pages, you will need to define a document title, file type,
document type, and a destination folder location.
Note: KnowledgeTree allows you to select the document type after saving the document.
Currently (September 2007), KnowledgeTree Desktop Imaging provides the option of saving
scanned images as file type PDF or T I F F, and document type Default. Additional options will be
built into later releases of the tool. Check the KnowledgeTree website for updates.

Searching and Scanned Documents

KnowledgeTree allows you to save documents scanned through KnowledgeTree Desktop
Imaging as either multi-page TIFF images, or as PDF documents.

Although both formats (TIFF and PDF) save data to KnowledgeTree, TIFF files are not
indexed and the content of TIFF files is not searchable. The text content of PDF
documents is partly searchable

Searching PDFs
For indexing purposes, KnowledgeTree's Desktop Imaging performs Optical Character
Recognition (OCR) on the scanned images of PDF documents, using the Microsoft MODI
module (only available to users of Office 2003). During this process, the text, which is
not displayed or viewable in a PDF Reader, is extracted from each image.

Note: KnowledgeTree Desktop Imaging's OCR process requires Office 2003.

The OCR process may fail, or partially fail, for various reasons, including:
· noise in the image
· level of contrast
· rotation of the image
· missing words or incorrect spelling

Any of the above factors are likely to reduce the reliability of searching scanned PDFs.

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3.6.5.1 Scanning Documents in KnowledgeTree Explorer
This procedure scans one or more pages from your imaging device (scanner) directly into
KnowledgeTree, from KnowledgeTree Explorer.

Pre-requisites
· KnowledgeTree Commercial Edition on-premise installed, or a subscription to the
KnowledgeTreeLive service
· KnowledgeTree Tools installed
· Valid connection to KnowledgeTree Explorer
· Your user profile added and enabled in the system
· External Twain-compliant imaging device (scanner), connected to your computer

Perform the following steps:

1. Log in to KnowledgeTree Explorer.

2.Are you using ...

· a flatbed scanner? Place the first page face down on the flatbed. Go to step 3.
Note: You can only scan one page at a time when using a flatbed.

· a scanner with an Automatic Document Feeder (ADF)? Place all pages, in the
correct order, into the tray attached to the scanner. Go to step 3.
Note: If your scanner has flatbed and ADF functionality and you're scanning from the
ADF, please note that some scanners with this dual input functionality are unable to
scan successfully from the ADF while there are pages still lying on the flatbed. This is a
hardware issue related to your imaging device that can be corrected by removing the
pages from the flatbed when scanning from the ADF. The problem occurs when pages
on the flatbed obscure the scanner light, and prevent light from reaching the ADF
feeder aperture.

3. Click the Tools menu; then, select Scan Documents into this location to open
KnowledgeTree Desktop Imaging.

4. Click Launch Scan Wizard to open your scanner's user interface.

Note: The KnowledgeTree Desktop Imaging tool's scan function applies the options you
define in your scanner's native GUI.

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KnowledgeTree Tools

Scan document

5. Define scan options on the page; then, perform the scan.

Note: The scanner interface that displays is specific to your external device. Refer to your
scanner documentation for more information about defining scan options on this interface.

6. When the page/s have scanned, KnowledgeTree Desktop Imaging's Scanner Wizard
opens Review Pages, where you can view all the pages you scanned for this
document.

7. Do you need to scan more pages before uploading the document?

· Yes. View the pages already scanned to decide on the location of the next scanned
page/s - use the View Previous Page / View Next Page buttons to 'page' through
the current order of scanned pages; then, click Insert Pages Before Here / Insert
Pages After Here to scan the new page/s to the correct location in the queue. Go to
step 5.

· No. Go to step 5.

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8. Click Continue to open the Metadata page of the Document Scanner Wizard.

9. Enter the title of the document in the Document Title field; then, select a File Type -
pdf or TIFF.

10.Click Continue to submit the file to the repository.

11.The Document Properties dialog box opens. Define metadata for the document on
the tabbed pages of this dialog box.

10.Select the destination folder location; then, click OK.

A system message confirms that the document has been checked in to
KnowledgeTree.
Note: All scanned documents are added to the repository, where they are available for
download, check out, email, etc. (depending on the permissions set for different users).

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KnowledgeTree Drop
Box

Part 4

IV
4 KnowledgeTree Drop Box
KnowledgeTree Drop Box is a client-side, desktop tool for Windows that allows you to drag
and drop documents and folders from the Windows desktop or from directories within
Windows Explorer, onto the KnowledgeTree Drop Box, for upload into KnowledgeTree's
Web-based document management system (on-premise, or KnowledgeTreeLive)

KnowledgeTree Drop Box on the Dashboard

Uploaded documents are listed in the KnowledgeTree dashboard Dropped Documents

dashlet, and documents are placed in your Dropped Documents folder, your personal
KnowledgeTree Drop Box workspace, which is visible in the root folder in Browse
Documents.

A link on the Dropped Documents dashlet opens your Dropped Documents folder, where
you can view, copy, move and otherwise manage your uploaded documents and folders.

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KnowledgeTree Drop Box

Drop Documents Dashlet - displays recently uploaded files.

What about Document Metadata?

By default, an XML file containing the following default metadata is uploaded with the
document dropped into the Drop Box:
· Author
· Filename
· Document type

Drop Box adds the document metadata to the document's Document Details page in the
repository. If required, additional metadata may be added to the XML file.

4.1 View Demo - KnowledgeTree Drop Box

This topic presents - in the online documentation only - a guided, recorded demo of
KnowledgeTree Drop Box.

Contents of this video:

· KnowledgeTree Drop Box on the desktop
· Dropping documents and folders into KnowledgeTree via KnowledgeTree Drop Box
· Documents load in My Dropped Documents dashlet
· View all documents in the user's default droppeddocuments folder

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4.2 Installing KnowledgeTree Drop Box
This procedure installs KnowledgeTree Drop Box on your Windows client machine.

System Requirements:
· KnowledgeTree 3.5.3+ (Commercial or Community Edition, on-premise), or a
subscription to KnowledgeTreeLive
· Microsoft Windows client machine
· Microsoft .Net Framework version 2.0

Pre-requisites:
· Microsoft Vista users - when using KnowledgeTree Drop Box on Microsoft Vista, enabling
User Account Control (UAC) causes document copy to KnowledgeTree Drop Box to fail.
To use KnowledgeTree Drop Box on Microsoft Vista, you will need to disable UAC; then,
reboot your computer before using KnowledgeTree Drop Box. This is a known issue.

Perform the following steps:

1. Download KnowledgeTree Drop Box on each client machine where you want to use
KnowledgeTree Drop Box.
· Download KnowledgeTree Drop Box for KnowledgeTree on-premise
· Download KnowledgeTree Drop Box for KnowledgeTreeLive

2. Run setup.exe to install the application.

3. When prompted, enter your KnowledgeTree URL, and your KnowledgeTree username
and password.
Important: For on-premise, when using an http connection, add the port number to the
server URL, e.g. http://192.186.1.1:8080. When using an SSL connection, port is not
required in the server URL, e.g. https://192.186.1.1

4. Define whether to start KnowledgeTree Drop Box on system startup; then, select an
installation folder.

5. View install progress. When the installation is complete, note the following:
· A KnowledgeTree Drop Box icon is added to the system tray. Right click on icon to
display the KnowledgeTree Drop Box management menu.

· A KnowledgeTree Drop Box shortcut is added to the Windows Start Menu. You can
click on the shortcut to start KnowledgeTree Drop Box.

· On first login to KnowledgeTree after installing KnowledgeTree Drop Box, your

dropdocuments folder (your workspace for dropped documents) is added to the
Dropped Documents folder in Browse Documents (KnowledgeTree web interface).
Each user sees only their Dropped Documents folder.

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KnowledgeTree Drop Box

· A Dropped Documents dashlet is added to the KnowledgeTree dashboard when

installing KnowledgeTree.

Image: KnowledgeTree Drop Box dashlet on the KnowledgeTree Dashboard

4.3 Using KnowledgeTree Drop Box

This procedure starts the KnowledgeTree Drop Box, modifies Drop Box settings, and
uploads documents and folders from your desktop into KnowledgeTree through the
KnowledgeTree Drop Box.

Pre-requisites:
· KnowledgeTree server (Commercial or Community Edition, on-premise, from version
3.5.3), or a subscription to the KnowledgeTreeLive service
· KnowledgeTree Drop Box installed on the client machine
· Dropped Documents user workspace added to KnowledgeTree
Note: The user's personal Dropped Documents workspace is created when the user first logs in to
KnowledgeTree.

Perform the following steps:

1. To open KnowledgeTree Drop Box, click the KnowledgeTree Drop Box menu item through
the Windows Start menu, e.g. Start - All Programs - KnowledgeTree -
KnowledgeTree Drop Box. The Drop Box widget opens on the desktop.

2. Do you want to ...

· close the KnowledgeTree Drop Box? Right click on the KnowledgeTree Drop Box;

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then, select Exit; or, right-click on the KnowledgeTree Drop Box icon in the system
tray to display the management menu; then, select Exit.

· minimize the KnowledgeTree Drop Box to the system tray? Do one of the
following: right click on the KnowledgeTree Drop Box; then, select Minimize; or, right-
click on the Drop Box icon in the system tray to display the management menu; then,
select Minimize; or, double click on the Drop Box widget to minimize it.

· configure Drop Box settings? Go to step 3.

· upload files and folders? Go to step 4.

3. Configuring KnowledgeTree Drop Box Settings:

3.1.Right click on the application icon in the system tray to display the KnowledgeTree
Drop Box menu.

Do you want to ...

· view or change the KnowledgeTree URL, your username or password? Click

KnowledgeTree Login Details to open the dialog.
Important: When using an http connection on KnowledgeTree on-premise, add the port
number
to the server URL, e.g. http://192.186.1.1:8080. When using an SSL connection, port is not
required in the server URL, e.g. https://192.186.1.1

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KnowledgeTree Drop Box

· configure KnowledgeTree Drop Box to load when starting your machine? Click
Run on System Startup.

· configure the Drop Box widget to display continuously on your Desktop? Click
Always On Top.

· resize the KnowledgeTree Drop Box widget? Click Size; then, select Large or
Small.

· minimize/maximize the KnowledgeTree Drop Box widget? Click Minimize/

Maximize.
Alternative step: Double click on the KnowledgeTree Drop Box icon in the system tray to
automatically maximize the widget, if it is currently minimized. Or, double click on the
maximized widget to automatically minimize it.

· find out more about KnowledgeTree Drop Box? Click About.

· close the application? Click Exit.

4. Uploading files and Folders:

4.1.Navigate to the location of the files/folders on your local machine.
4.2.Ensure that your connection to KnowledgeTree is established.
4.3.Ensure that your username, password, and the KnowledgeTree URL are correct.
4.4.Select files and folders to upload; then, drag these files and folders across the
desktop onto the KnowledgeTree Drop Box widget.
4.5.View upload progress on the KnowledgeTree Drop Box progress bar.
4.6.Documents and folders are uploaded to your Dropped Documents workspace in K
nowledgeTree, and the document metadata is automatically populated in the
document's Document Details page.

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KnowledgeTree Drop Box on the Dashboard

What happens if I need to cancel the upload while upload is in progress?

To cancel document upload before the upload is complete, click the Cancel button (X icon
on the dashlet). Successfully uploaded documents are added to KnowledgeTree.

4.4 My Dropped Documents Dashlet

The Dropped Documents dashlet on the KnowledgeTree dashboard is the portal to your
Dropped Documents workspace.

Dropped Documents Dashlet

The Dropped Documents dashlet displays a list of the five most recently uploaded
documents, including a link to each document in the repository. A mime type image on the
left of the document name provides information on the type of file.

If the Dropped Documents workspace contains uploaded documents, a View All button on
the dashlet provides a link directly to your workspace. Prior to first use of the
KnowledgeTree Drop Box - i.e. when no documents have yet been uploaded - a system
message displays to advise you that your workspace is empty.

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KnowledgeTree Drop Box

Image: Drop Documents dashlet on the KnowledgeTree Dashboard before first use.

Drop Documents Dashlet - displays recently uploaded files.

4.5 Dropped Documents Workspace

The Dropped Documents workspace is the KnowledgeTree Drop Box user's personal
folder for documents uploaded via KnowledgeTree Drop Box.

This folder is added to the main Dropped Documents folder in KnowledgeTree's root folder,
and provides information on the last five documents uploaded through the KnowledgeTree
Drop Box.

The Dropped Documents user-specific workspace folder is created using the user's name as
the name of the folder.

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Users Dropped Documents Workspace (Folder)

4.6 KnowledgeTree Drop Box Permissions

The Dropped Documents dashlet creates the main Dropped Documents folder in
Browse Documents (KnowledgeTree's content portal), and automatically assigns the 'read'
permission on this folder to all KnowledgeTree users, through the WorkSpaceOwner roler.

On first log in to KnowledgeTree, the Dropped Documents dashlet displays, and the
KnowledgeTree Drop Box adds the user's Dropped Documents workspace (a personal
Dropped Documents folder), in the main Dropped Documents folder. By default, the 'read
only' permission is replaced by a full permission set for the user, on their Dropped
Documents workspace.

The KnowledgeTree administrator group is assigned full permissions on all Dropped

Documents workspaces that are created in the repository, while non-administrative users
have access only to their Dropped Documents workspace.

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KnowledgeTree Drop Box

4.7 Uninstalling KnowledgeTree Drop Box

On Windows, uninstall KnowledgeTree Drop Box through Control Panel - Add/Remove
Programs.

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KnowledgeTree Hot
Folders

Part 5

V
KnowledgeTree Hot Folders

5 KnowledgeTree Hot Folders

KnowledgeTree Hot Folders for Windows is a simple, high-volume integration interface
for third party applications, such as back-office document imaging workflow applications
and fax servers that are capable of writing documents directly to a Windows® file share.

This version: KnowledgeTree Hot Folders 1.1.1

· View the latest Release Notes
· release date: 24 June 2009

New in this version:

· Support for Microsoft Vista 32-bit
· Upload folders and even entire folder structures into the watchfolder - facilitates mass
imports
· Start pre-existing KnowledgeTree Workflows via the XML

Figure: KnowledgeTree Hot Folders - Processing folders

5.1 About KnowledgeTree Hot Folders

KnowledgeTree Hot Folders is installed as a Windows Service on a client machine. The
Install Wizard adds three Hot Folders processing folders to the application folder on the
local file system - the archivefolder, the failurefolder, and the watchfolder.

These folders act as the upload mechanism, and portal to KnowledgeTree.

Note: You may open these folders, and view or change their file location, in the KnowledgeTree Hot

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Folders Window.

KnowledgeTree Hot Folders - Processing Folders

STEP 1: Drag, copy, scan one or more folders and documents into the
watchfolder
· Each document and its accompanying XML (default, or customized XML), is added to
the watchfolder. When uploading folder structures, the folder structure is replicated in
the Hot Folders processing folders, and in KnowledgeTree.

Note: Note that Basic mode uploads use the default XML that is built in to KnowledgeTree, while
Advanced upload mode uses a customized XML for each document, with the document metadata
pre-defined.

· The document file name, excluding the extension, must match the file name,
excluding the extension, of the accompanying XML file. Upload fails when the file
names do not match.

STEP 2: KnowledgeTree Hot Folders monitors the watchfolder, and processes

uploaded documents
· Successfully processed documents are moved to the archivefolder (along with
their XML file)

· Unsuccessfully processed documents are moved to the failurefolder (along with

their XML file)

Before you begin ... choosing a document processing mode

KnowledgeTree Hot Folders provides two modes of document upload:

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KnowledgeTree Hot Folders

· Basic mode allows you to upload documents and folders through the watchfolder to
KnowledgeTree, without any pre-defined metadata. Basic mode uses the default XML
file for each document that is uploaded.

· Advanced mode allows you to upload documents and folders with their pre-defined
metadata added to an XML file that accompanies each document into the watchfolder.
When Hot Folders processes these documents and adds them to KnowledgeTree, it
automatically populates the document metadata, such as the document's type (e.g.
Invoice, Contract, Proposal, and so on), and other information that it gathers from the
fieldsets and fields associated with the document type, and specified in the XML. For
example, you can also specify, in the XML, that the document is associated with a
Workflow, and the document is automatically added to the Workflow. In this way, the
Workflow process on this document starts automatically on document upload.

You can select your document processing mode in the KnowledgeTree Hot Folders
Settings Window.

See Also:
Using KnowledgeTree Hot Folders

Figure: A Hot Folders collage - Hot Folders XML, and the Hot Folders Settings windows

112 KnowledgeTree Client Tools User Guide 11 August 2009

5.2 Installing KnowledgeTree Hot Folders
This procedure installs KnowledgeTree Hot Folders on a single client machine.

Note: KnowledgeTree Hot Folders must be installed on each client machine requiring access to
KnowledgeTree.

Pre-requisites:
· KnowledgeTree Commercial server, on-premise, version 3.5.4a and up, or a
subscription to the KnowledgeTreeLive service

· Microsoft .Net Framework version 2.0

· Microsoft Windows® environment: Microsoft XP SP2, Microsoft Server 2003 32-bit,

Vista 32-bit
Note: At the time of writing (February 2009), Server 2003 64-bit and Vista 64-bit are not
supported.

· Ensure that caching is disabled through KnowledgeTree's web interface before

installing KnowledgeTree Hot Folders. Caching may enabled/disabled through
KnowledgeTree's Web interface, in DMS Administration - System Configuration.

· If you have a previous version of KnowledgeTree Hot Folders installed, uninstall the
older version through Add/Remove Programs before installing the latest version.

Note: You may want to view the latest KnowledgeTree Hot Folders Release Notes before
proceeding with this installation.

Perform the following steps:

1. Download KnowledgeTree Hot Folders from the KnowledgeTree website.
· Download KnowledgeTree Hot Folders for KnowledgeTree on-premise
· Download KnowledgeTree Hot Folders for KnowledgeTreeLive

2. Double click on the setup.exe file to launch KnowledgeTree Hot Folders Setup Wizard.

3. Click through Setup to install KnowledgeTree Hot Folders. During the installation, you
will be required to enter the KnowledgeTree URL (Web address), e.g. http://
yourdomainname; or https://yourdomainname), and your KnowledgeTree username
and password.
Note: When choosing a location for the KnowledgeTree Hot Folders
processing folders, do not choose 'desktop'; rather install the
processing folders in C://root. See the KnowledgeTree Hot
Folders 1.1.1 release notes for more information about this
known issue.

4. KnowledgeTree Hot Folders starts automatically when the installation is complete.

Note: Hot Folders starts automatically after installation. The service can be
manually stopped/started through the KnowledgeTree Hot Folders Window.
To open this window, click on the KnowledgeTree Hot Folders icon on your
desktop, or click KnowledgeTree Hot Folders on the Windows Start menu.

FAQ

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KnowledgeTree Hot Folders

How can I uninstall KnowledgeTree Hot Folders?

How can I be sure the connection to KnowledgeTree is working.
What are the file locations of the watchfolder, archivefolder, and failurefolder?
Do I need to set anything up in KnowledgeTree before using Hot Folders?
How do I use KnowledgeTree Hot Folders?

5.3 Using KnowledgeTree Hot Folders

This topic is a guide to using KnowledgeTree Hot Folders, and provides a check list of tasks
that must be performed before you can use KnowledgeTree Hot Folders.

Perform the following tasks:

1. Verify your configuration settings for KnowledgeTree Hot Folders
Note: You may want to:
· test the connection to KnowledgeTree
· set up a proxy (if required)
· change the location of the watchfolder, archivefolder, or failurefolder
· select the document processing mode (advanced or basic)

2. Log in to KnowledgeTree's Web interface to set up a Hot Folders user account, and to
add relevant metadata
Note: You may want to:
· create a user account to be used exclusively for uploads through Hot Folders
· create the metadata you want to use in the XML files.

3. Customize the XML files - Advanced Mode uploads only - to ensure that proper
document metadata is added to KnowledgeTree. Ensure that the file names of
uploaded documents match the XML file names, and the selected XML filename
format.

4. Upload folders and/or documents

· Documents may be scanned, faxed, copied, or dragged and dropped from a local
folder into the watchfolder (view or change the location of the watchfolder in the Hot
Folders Window).

· KnowledgeTree Hot Folders monitors the watchfolder; then, when documents and
folders are dropped (copied or dragged) into the watchfolder, Hot Folders waits for
the accompanying XML file. The document is uploaded first, followed by the
accompanying XML file. If you are copying a folder structure, the folder structure is
replicated in the watchfolder (along with any documents in the folder, and their
accompanying XML files).

· Check the archivefolder to view successfully processed documents.

· Log in to KnowledgeTree to verify that documents and their metadata are correctly
stored. By default, documents and folders uploaded through KnowledgeTree Hot
Folders are uploaded to the root folder in KnowledgeTree. To view the metadata you
added for any document, open the document's Document Details screen in the Web
interface.

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· Failed uploads are listed in the failurefolder.

· When document upload fails, check that the filename format of the uploaded
document and its accompanying XML are identical.

5.3.1 KnowledgeTree Hot Folders Window

This window displays the status of the KnowledgeTree Hot Folders application and of tasks
in progress. It also allows you to open the processing folders on the local file system, and
provides access to the Hot Folders Settings Window where you can configure how Hot
Folders connects to KnowledgeTree and the upload mode to use (basic or advanced).

You can use this window to:

· start the service
· stop the service
· open the WatchFolder, the ArchiveFolder, and the FailureFolder
· configure KnowledgeTree Hot Folders settings

Display
This screen displays a continuous log of the current status of the system.

Control Service
Start
This button starts the KnowledgeTree Hot Folders service.

Stop
This button stops the KnowledgeTree Hot Folders service.

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KnowledgeTree Hot Folders

Open Folder
WatchFolder
This button opens the watchfolder, which is the local file system folder where documents
and their accompanying XML files are copied or dragged to for upload to KnowledgeTree.

ArchiveFolder
This button opens the archivefolder, which is the local file system folder where
successfully uploaded documents and their accompanying XML files are moved once these
documents are successfully uploaded from the watchfolder to KnowledgeTree.

FailureFolder
This button opens the failurefolder, which is the local file system repository for
documents that have failed the document processing and upload task.

Action
About
This button opens the KnowledgeTree Hot Folders About screen, where you can view
version information, a product description, copyright information, and KnowledgeTree
contact details.

Settings
This button opens the KnowledgeTree Hot Folders Settings Window, where you can:
· view or change the URL to KnowledgeTree
· view or change your login user name and password
· configure proxy settings
· test the connection to KnowledgeTree
· define or change the location of the processing folders (watchfolder, archivefolder,
failurefolder)
· select the document processing and upload mode (Basic or Advanced)

Note: When choosing a location for the KnowledgeTree Hot Folders processing folders, do not
choose 'desktop'. See the KnowledgeTree Hot Folders 1.1.1 release notes for more information about
this known issue.

Exit
This button closes the Hot Folders Window.

5.4 Configuring KnowledgeTree for KnowledgeTree Hot Folders

This procedure adds a user account for Hot Folders in KnowledgeTree, and configures your
document metadata for the KnowledgeTree Hot Folders XML files.

Why should I add Hot Folders metadata?

KnowledgeTree uses the information gathered through the document types (e.g.
whether the document is an Invoice, Contract, etc), and their fieldsets and fields, to
properly categorize documents that are uploaded to KnowledgeTree. When documents
are stored with relevant descriptive information, it is easier to find your documents

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when you need to retrieve them from KnowledgeTree.

Note: For search purposes, documents in the repository are grouped by document type - e.g.
'Invoice', or 'Proposal'. Each document type is associated with one or more fieldsets, and each
fieldset contains one or more fields. Fieldsets allow the grouping of logical units of information - i.
e. the information entered into fields. For example, you can create a fieldset called 'Customer
Details', and add the following fields: 'name', 'address', 'telephone number', 'account number',
etc.

IMPORTANT:
· Do not disable KnowledgeTree's 'default' document type.

· Compliance with the KnowledgeTree XML Schema: The syntax (spelling, capitalization) of
metadata used with Hot Folders (the document types, fieldsets, and fields) must be exactly the
same as the syntax of these elements in the XML file.

Note: Configuring metadata prior to using KnowledgeTree Hot Folders is an optional, although
recommended, task - you can upload with unknown metadata. However, note that if you specify
document types, fieldsets, or fields in the XML that have not been added to the KnowledgeTree DMS,
these will be ignored in the XML.

Perform the following tasks:

1. Use your administrator credentials to log in to KnowledgeTrees Web interface; then,
open DMS Administration.

2. In DMS Administration - Users and Groups, create the user account that will be
used exclusively for uploading folders and documents to KnowledgeTree through
KnowledgeTree Hot Folders.
Notes:
· Setting up a Hot Folders-specific user account is optional, but recommended.
· Since one or more Hot Folders users may use this account, ensure that you set the maximum
allowable login sessions to allow multiple, simultaneous logins.
· Provide this user account with at least 'write' permission on the destination folder in
KnowledgeTree for content uploaded through Hot Folders.
· See the KnowledgeTree Administrator Manual for the procedure to add users.

3. In DMS Administration - Document Metadata and Workflow Configuration,

configure the metadata that you want to use in the XML files - the document types,
fieldsets, and fields.

3.1.Add the document types

Warning: Do not disable KnowledgeTree's 'default' document type.

3.2.Add the fieldsets; then, within each fieldset, add one or more fields

3.3.Associate the fieldsets with one or more document types

Notes:
· See the KnowledgeTree Administrator Manual for the procedure to add document types,
fieldsets, and fields.

· First add the document types, then add the fieldsets (one or more). Within each fieldset, add
the relevant fields. When the fieldsets have been set up, each fieldset must be associated with

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KnowledgeTree Hot Folders

one (or more) document types.

· Configuring metadata for Hot Folders is optional, although recommended. However, note that
if you specify document types, fieldsets, or fields in the XML that have not been added to
KnowledgeTree, these will be ignored in the XML.

· Keep a record of the syntax used (spelling, case, grammar) when defining Hot Folders
metadata for document type, fieldsets, and fields in the repository. The format of the
metadata elements in the repository must match the metadata used in the XML file.

5.5 Viewing / Editing KnowledgeTree Hot Folders Settings

This procedure display and edits KnowledgeTree Hot Folders settings through the
KnowledgeTree Hot Folders Settings Window.

This topic explains how to:

· View and change the URL to KnowledgeTree
· View or change your Login details (user name and password)
· Set up a proxy
· Test the connection to the KnowledgeTree server
· View and change the location of processing folders (watchfolder, archivefolder,
failurefolder)
· Select the document processing mode (basic or advanced)

Perform the following steps:

1. On your Windows machine, click Start - All Programs - KnowledgeTree - Hot
Folders - KnowledgeTree Hot Folders to open the KnowledgeTree Hot Folders
Window.

KnowledgeTree Hot Folders Window

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2. On KnowledgeTree Hot Folders Window, click Settings to open the KnowledgeTree Hot
Folders Settings Window.

KnowledgeTree Hot Folders Settings

3. Do you want to ...

· view or change your login details, or set up a proxy? These tasks are performed
on the Login Details tab, which is open by default on the window. Go to step 4 to
view instructions.

· view or change document processing settings? Click the Document Processing

tab; then, go to step 5.

4. On the Login Details tab, do you want to ...

· view or change the URL to KnowledgeTree? The existing URL is displayed in the
URL field. Change the path to KnowledgeTree as required. Click Test Connection to
check that you can connect to the repository.

· view or change the user name or password used to access KnowledgeTree?

The user name and password may be changed directly in the User Name and
Password fields.

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KnowledgeTree Hot Folders

· set up a proxy? Select the Use Proxy check box; then, define the URL to the proxy
server in the Address field, and define the port to use in the Port field. Define
whether authentication is required when connecting to the proxy; and, if required,
define a user name and password for the user.

· test the connection to KnowledgeTree? Ensure that you have added the URL,
user name, and password; then, click Test Connection.

5. On the Document Processing tab, do you want to ...

Note: When choosing a location for the KnowledgeTree Hot Folders

processing folders, do not choose 'desktop'. See the
KnowledgeTree Hot Folders 1.1.1 release notes for more
information about this known issue.

· view or change the location of the watchfolder? Click the Browse button
adjacent to the Watch field. Browse to the existing folder or create a new folder.

· view or change the location of the archivefolder? Click the Browse button
adjacent to the Archive field. Browse to the existing folder or create a new folder.

· view or change the location of the failurefolder? Click the Browse button
adjacent to the Failure field. Browse to the existing folder or create a new folder.

· use Basic mode document processing? Select the Basic radio button.

· use Advanced mode document processing? Select the Advanced radio button.

6. Click OK to save your changes; then, close the window.

5.5.1 KnowledgeTree Hot Folders Settings Window

This window allows you to add and edit KnowledgeTree Hot Folders configuration settings.

This Window contains the following tabbed pages:

· Login Details
· Document Processing

Login Details_________________________________________
This tabbed page displays the URL and the user credentials for KnowledgeTree, and
settings for a proxy server connection.

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Your KnowledgeTree Login Details
URL
The URL to KnowledgeTree.

User Name
The name of the person authorized to access the server specified in the URL field.

Password
The password used by the person specified in the User Name field, and which is used
along with this username as a credential to access KnowledgeTree.

Your Proxy Details

Use Proxy
This check box defines whether to use a proxy connection to KnowledgeTree.

Address
The URL for the proxy server.

Port

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The port to use for the proxy server.

Authentication
This check box defines whether to require authenticated connections to the proxy server.

Username
The name of the authenticated user to the proxy server.

Password
The password of the authenticated user for the proxy server.

Document Processing Tab___________________________________

This tabbed page displays the folder locations of the Hot Folders upload and processing
folders, and defines how documents are processed on upload.

Document Processing Tab

Folders
Watch
The path to the watchfolder, which is the folder where documents and accompanying XML

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files are copied or dragged to for upload to KnowledgeTree.

Archive
The path to the archivefolder - successfully uploaded documents are moved to the
archivefolder from the watchfolder.

Failure
The path to the failurefolder - documents that fail to upload are moved from the
watchfolder to the failurefolder.

Document Processing
(Mode) Basic
A document upload method that uses default metadata.

(Mode) Advanced
A document upload method that includes a customized XML file for each uploaded
document. Each XML includes metadata specific to the document it accompanies into the
watchfolder. KnowledgeTree Hot Folders extracts the metadata for the document, and
automatically populates the metadata when adding the document to KnowledgeTree.

Action______________________________________________
... (Browse Buttons adjacent to each [folder name] field)
These buttons each open a Browse For Folder dialog box, where you can create a new
folder or select a different folder location for the folder specified in the adjacent field.

OK
This button saves your changes.

Test Connection
This button verifies the connection to KnowledgeTree, based on the URL and on the user
name and password you specified.

Cancel
This button closes the KnowledgeTree Hot Folders Settings Window.

5.6 Advanced Mode, and Customizing XML Files

Each document uploaded to the KnowledgeTree Hot Folders watchfolder is accompanied by
a single XML file - either the default XML that ships with KnowledgeTree Hot Folders (Basic
Mode), or a customized XML file, with the document's metadata specified in the XML
(Advanced Mode).

The default XML is a standard 'template' that contains pre-defined KnowledgeTree

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KnowledgeTree Hot Folders

metadata (excluding values), such as document type, document title, filename, mime
type, etc.

Customizing the XML files

Before uploading documents, you may open the XML template in a text editor to manually
add metadata values for the pre-defined parameters, or to modify the metadata
parameters, for a single document, or for bulk uploads.

Note: Certain characters prevent XML validation, causing uploads to fail. XML requires that the
following characters are replaced when used as field values in an XML:
· & (Ampersand): &
· < (Left angle bracket): <
· > (Right angle bracket): >
· " (Quotation mark): "
· ' (Apostrophe): '

Example: <KT:Title>&ExampleTitle</KT:Title> should be <KT:Title>&ExampleTitle</KT:Title>).

XML Schema
You may use third party applications to automatically create the XML files, but note that
KnowledgeTree Hot Folders can only process XML files that are created and modified in
compliance with the KnowledgeTree XML schema, which is specified in a XSD file that is
included in the KnowledgeTree Hot Folders application folder, and which is documented in
detail in the KnowledgeTree Hot Folders Developers Guide, on the KnowledgeTree Wiki.

XML file naming format: .ext.xml

The XML file must have the same filename of the document it describes, including the file
type extension (e.g. .pdf or .doc). Additionally, the XML file name must be appended with .
xml.

For example, the XML file name for a document called mydocument.pdf is
mydocument.pdf.xml

EXAMPLE XML FILES

You can download the following example XML files from the KnowledgeTree Hot Folders
Developer Guide on the KnowledgeTree Wiki. Use these examples as a guide to
creating the XML files used with KnowledgeTree Hot Folders.

· XML Example 1 is a template that outlines the required structure of the xml
file:

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· XML Example 2 is a sample XML that includes dummy values, based on the
structure in example 1

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KnowledgeTree Hot Folders

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5.7 Uninstalling KnowledgeTree Hot Folders
KnowledgeTree Hot Folders is uninstalled through the Control Panel (Add or Remove
Programs).

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Index 128

KnowledgeTree Tools 67

Index -K-
KnowledgeTree
-A- Commercial Edition 2, 5, 6, 8
Community Edition 5, 6, 99
Adding documents 11, 31, 32, 63, 72, 74, 87, 89, Demo 14, 66, 100
93, 95, 99, 102, 105, 106, 110, 114 Desktop Imaging 8, 63, 93, 95
Drop Box 99, 100, 101, 102, 107, 108
-C- Editions 6, 8
Explorer 63, 71, 72, 73, 74, 80, 95
Configuring 81 Features 2, 6, 8
Email 22, 89, 91 Forums 4, 5
KnowledgeTree Drop Box 106, 107 Help 4, 5
KnowledgeTree Hot Folders 115, 116, 118, Hot Folders 2, 110, 113, 114, 115, 118, 120,
120, 123 127
KnowledgeTree Office Add-in 20, 22 Integration server 63
KnowledgeTree Tools 67, 70, 73, 91 Issue tracker 4, 5
Server connections 20, 70 License 4, 5, 6, 8
User policies 22 Office Add-in 2, 11, 14, 31
Office Integration 63, 72, 87
-D- Outlook Integration 63, 89, 91, 92
System requirements 15, 67, 101, 113
Demo Tools 4, 5, 6, 8, 63, 66, 67, 69, 71, 72, 73, 74,
80, 89, 92, 93, 95
KnowledgeTree Drop Box 100
Wiki 4, 5
KnowledgeTree Office Add-in 14
KnowledgeTree Tools 66 KnowledgeTree Drop Box 2, 6
Close 102
Desktop Imaging Tool 63, 93, 95
Configure settings 102

-E- Demo 100

Download 101
Dropped documents dashlet 99, 105
Editing documents 31, 48, 54, 72, 74, 80, 87 Installing 101
Editions Metadata 99
KnowledgeTree Commercial 5, 6, 8
Minimize 102
KnowledgeTree Community 5, 6
Permissions 107
Open source 6
System requirements 101
Email Uninstalling 108
Attachments from Microsoft Outlook 72, 89, Upload files through 102
91, 92
Using 102
from KnowledgeTree Office 2007 22, 31, 58
Workspace 99, 106

-I- KnowledgeTree Explorer

Using 63, 71, 72, 74, 80
KnowledgeTree Hot Folders 2, 8
Installing Advanced mode for 110, 118
KnowledgeTree Drop Box 101
archive folder 110, 115
KnowledgeTree Hot Folders 113
Basic mode for 110, 118
KnowledgeTree Office Add-in 15

129 KnowledgeTree Client Tools User Guide

KnowledgeTree Hot Folders 2, 8 KnowledgeTree Tools 2, 4, 8, 63, 66, 67, 69, 70,
Configure 116 71, 72, 73, 74, 80
Configure proxy 115, 120 Office Add-in 87
Configure URL 115 Workflows 81
Configure username and password 115, 120 KnowledgeTreeLive 5, 6
Download 113
Failed uploads 114 -L-
failure folder 110, 115, 120
Installing 113 Logoff 30, 72, 74, 102, 114
Login details 120 Logon 27, 30, 71
Metadata 116
Processing folders 110
Processing mode 110, 115, 120
-O-
Settings 115, 118, 120
Opening documents 11, 14, 31, 35, 44, 63, 72, 74,
Start service 115 87, 89, 105, 106
Stop service 115
System requirements 113
Uninstalling 114, 118, 127
-P-
Upload to 114
Passwords 20, 22, 27, 70
Using 110, 114
Properties 54, 74, 80, 81, 114
View status 115
watchfolder 110, 115
XML files 123, 127
-S-
XML schema 110, 123
Scanning documents 63, 95, 110, 115, 123
KnowledgeTree Integration Server 63 and Search 93
KnowledgeTree Office Add-in
Search 14, 31, 39, 72, 74, 87, 89
Adding documents 11, 14, 31, 32, 51
Server connections 20, 70
Configuring 11, 15, 20, 22
Demo 14 Support 4, 5, 8
Download 15 System requirements 15, 67, 101, 113
Editing documents 48
Emailing documents 58 -U-
for Microsoft Office XP/2003 87
Installing 15, 20, 22 Uninstalling
Logging off 30 KnowledgeTree Drop Box 108
Logging on 27 KnowledgeTree Hot Folders 127
Opening documents 31, 35, 89 KnowledgeTree Office Add-in 19
Save as new version 51 KnowledgeTree Tools 72
Saving documents 14, 31, 32, 44, 48, 51, 54
Server connection 20 -V-
Uninstalling 19
User policies 22 Viewing
Viewing documents 11, 14, 44, 54 Document properties 31, 44, 54, 72, 74, 80, 81
Working with 2, 14, 31 Document type 74, 80
KnowledgeTree Outlook Integration 91 Transaction history 74, 80
Archiving emails 89 Versions 74, 118
Email metadata 72, 89
Sending attachments 89, 92