= o || Content Server Knowledge Fundamentals v10.5 OPENTEXT LEARNING SERVICES www.opentext.comContent Server Knowledge Fundamentals v10.5 OpenText Content Server OPENTEXT Learning Services‘The software described inthis Workbooks furnished under alicense agreement or non-sisclosure agreement (the “Agreement wth Open Text Corporation or ane ofitsaffiiates (Open Text), The software may be used or copied ‘oniy in accordance with the terms ofthe Agreement. The information containedin this Workbook isthe valuable ‘property of Open Text and represents trade secrets of Open Text. No part of this Workbook may be copied, reproduced, translated or transmitted in any formor byany means without the prior written consent of Open Text. ‘Theinformation contained in ths Workbookis subject change without notice. If this Workbooks providedin both Printed and electronic form, the electronic form will gore in the event of any inconsistency. Open Text makes no ‘representations or warranties concerning such information or the software described inthis Werkbook except as ‘expressiy set frthinthe Agreement. ‘Copyright © 2014 by Open Text Corporation, Open Text ne. ‘Open Text Corporations the owner of the trademarks Open Test, The Content Experts, OpenText ECM Suite, ‘OpenText eDOCS, eDOCS, Open Text FirstClass, FirstClass, OpenText Excaod, OpenTent HostExplorer, OpenText Exceed OnDemand, OpenText Exceed 3D, OpeniText Exceed Freedom, OpenText Exceed PowerSuite, OpenText, Exceed XDK, Open'Text NFS Solo, OpenText NFS Client, OpenText NFS Server, OpenText NFS Gateway, OpenText Everywhere, OpenText Real Time, OpenTText Eloquent Media Server, Openext Integrated Document Management, ‘OpenText IDM, OpenText DocuLnk, Livelink Livelink ECM, Artesia RedDot, RightFax, RKYV, DOMEA, Alchemy, ‘Vignette Vzible, Nstein, LepaIKEY, Picdar, Hurnminghird IXOS, Als Gist-n-Time, Eurecortex, Gauss, Captaris, Spicer, Gerio, Vista Plus, Burntsand, New Generation Consulting, Momentum Systems, DOKuStar, and RecoStar among others. ‘This istisrotexhaustve, ‘All other products or company names ae used for identification purposes only, and are trademarks of thei respective owners. Allrights reserved. Revision History ‘Content Server: Knowiedge Fundamentals - First Edition: Novernber 2010 ‘Content Server: Knowledge Fundamentals - Second Edition: Navernber 2011, ‘Content Server: Knowiedge Fundamentals -ThirdEdIton: October 2012 Content Server: Knowledge Fundamentals - Fourth Eaton: January 2013 Content Server: Knowiedge Fundamentals - Fifth Editon: April 2014 Comments or suggestions about this manual can be sent to [email protected]. Based on OpenText Content Server v10.5, Developed by OpenText Learning Content Development and Learning Services Course Name: Content Server Knowledge Fundamentals CourseNumber: 1-0104 Part Number: 1-0101-105-00 Page 0 Cantent Server Knowledge FundamentalsWelcome Welcome to the Knowledge Fundamentals course. This course will help you manage your organization's intellectual capital using the core features of Content Server. By the end of this course, you will be able to: ‘¢ Navigate through Content Server and use various Content Server tools. ‘+ View, add and manage information including how to publish resources for various audiences. '* Locate information and design ways to efficiently track and retrieve information. Design and control access to Business User environments. © Collaborate effectively within Content Server. ‘Initiate and monitor work processes. © Publish shared resources for various audiences. Prerequisites: Basic knowledge of using a Web browser and office applications is required. ‘= Knowledge of the ways your organization needs to manage intellectual capital willbe beneficial. ‘Thank you for participating in this course. Should you require anything further, please contact ‘OpenText Learning Services at [email protected] or your regional OpenText office. ‘Good luck and enjoy your learning experience. OpenText Learning Services Password: URL: Content Server Knowledge Fundamentals Page itText Conventions ‘This workbook uses the following conventions: Convention ‘Wht itis Used For eee ‘Monospace (courier) Monospaced texts used torepresent sample code. Italic Italics are used for Workshops and Exercises. Bold Ininstruction steps, indicates the action to be taken. In textit indicates emphasis, < ‘Angle brackets (< >) represent an element of syntax you must substitute with a specific value. This icon represents a lesson symbol where the student watches the instructor, This icon represents a lesson symbol where the student follows along with the instructor. ‘This icon represents a lesson symbol where the student performs the exercise on their own, This icon represents an optional (or advanced) exercise where the student performs the exercise on thelr own, ‘This icon represents a note that supplies additional information, This icon represents a collection of Tips, Tricks, and Traps thatis used atthe end ofa chapter. This icon represents a caution that supplies warning information, Pagel Content Server Knowledge FundamentalsTable of Contents 1. _Anintroduction to Content Server Objectives anwnineinnnieniiineninittieninninine OVE enennnncnsnnrnevennnnnnn How People Use Content Server. ‘Content Server in Your OrganizatiON a vncnnnnnennneninenin Sign Into Content Server wonsunsnonnennnnnnemnanno 2 Get Your Bearings Objectives Navigating in Content Server srerennnionnnninnntvennnien Items to Navigate in Content Server.. Items to Access and Add InformatiON xusanenenvennnenm—n Introducing the Three Content Server’ Identifying the Types of Content Server Iteis eveennonnam-— Understanding How the Functions Menu Is Organized... Accessing Documents ‘The Document Overview Page. (Navigate and View Items. raneneernen Createa Virtual Folder. 3. Sharing Your Knowledge Objectives. OVE rVieWeanronnmnsnmnenainnnantenanaaniinaninetntnnineninnnnininianninnninenntne ‘Adding Information to Content Servet crnwmrenemnnnnnentnnnnenntenanatenntnenntn OL ‘Adding Folders... Folder and Document Naming Conventions... Permissions... Content Server Knowledge Fundamentals PagevAdding Documents...nnn——: ‘Adding an Existing DoCUMENt wow ennermnnnnnennonnin Creating a New Document Online... ‘Multilingual Metadata... ‘Language Preferences. Including Attributes as You (Drag and Drop Item nnnunnnen Drag and Drop Using the Browse View. Adda New Document Online -enesnsnna Multilingual Metadata cweneotonm— Reserving Document meen rensnrnnesninanen sone Unreserving Documents... Editing a Document Offine. Editing Microsoft Office Documents Oni Adding Major and Minor Document Versions... ‘Managing VersioN$ esneesennrnnnrvnnnnennsitntnntennennnnantn Limiting Versions for a Document. Edita Document Onl ‘Manage Versions. Exercise Challenge wo Answers to Test Your Knowledge ..inmvsnnnnnn Page wi Content Server Knowledge FundamentalsMark Htems as Your Favorites ence en (Creating Pointers Using Short Cuts omen ‘Tracking Important Versions with Generations... Build Collections. Email or Copy Short Links neon Exercises... : ‘Add Items to Your Favorites. Create Shortcut. “Tracka Version by Using Generations Create a Nickname mnnenennennntenienn Exercise Challentg© en nvnnnenennntnn tenn ‘Answers to Test Your Knowledge. “Your Perspective on Knowledge oven ersomal Ment ‘Managing Your Personal Workspace... ‘Configuring Tabs in Your Personal Pages x= een RecommendatioQe0mnmnnewen nent ‘Asking for Notification. Your Notification Settings ‘Your Notification interests. enn 614 Getting Notification on Specific WnteFeStS enn ren ONG Editing Your User Profile. ee 6-19 Pulse (Integrated Social NetWOFKiN) xen 6-22 Plas Prelinary Sepa 6-22 A Colleague's Profile nee Pulse From Het ©. meen ‘Configuring Your Content Server General Settings. ‘Set Upand Test Notification__.__________. Exercise Challenge Add Your Status and Follow Colleagues with Pulse. — 637 Exercise Challenge - Edit Your Settings and Profil. nn SB Exercise Challenge - Notification Report for New Groups and Projects... 638 Content Server Knowledge Fundamentals Page vib7. Finding information Fast ObIECHVES weennnnantn OVE VIE ence Part 1: Finding Information Using the Using the Search Panel OptiONS .ansveenmns ‘Search Field vere NOReSUItS enone nn nn Editing Search Results Page Display Option Srmmmnnonanoneneeraeren ‘Search Filters... Part 1: SUMMBPY een Part 1: Test Your Knowledge ein Part 1: Exercise nun nn Use the Quick Search Bar and Hit Highlight the | Exercise Challenge eee nnneer Answers to Part 1: Test Your Knowledge. Part 2: Performing Advanced Searches.. Using the Full Text Option nceo-nseenemnnonennnenenne Part 2; EX€¢CiS€5 om mnmnrmnennnnnenianntnnnnn Use Advanced Search un Create Search Forms and Queries. Search Usinga Nickname. Exercise Challenge. Answers to Part 2: Test Your Knowledge imivan-— & Making information Easier to Find with Metadata ‘Content Server Categories and Attributes. rnonmnom Page vill Content Server Knowledge FundamentalsWhy Use Categories and Attributes... a1 ‘Searching on Custom Categories wnmnansnsnennnnnnanininsnrniennnnnniannnnnnninnnnnn BS Creating Categories... (Designing Custom Attributes eee Creating Attribute Sets within a Categor Applying a Category to a Folder en nnnnneem Use Collections to Apply Category Attributes -tecrscmmismmnnnnninnni Modifying a Category After itis in Use. Category Design Considerations... ‘Summary... Test Your Knowledge. Exercises... Design and Search on Custom Attributes ennemnnevntcennnenneemne Step 4 - Design your Categ0Tynsennnnnenennnnnnntninnennen ‘Step 2 - Create Your Category and Apply it to. Folder... Exercise Challenge Answers to Test Your Knowledge... aeennnnnnnsnnin 8B, 9. Working with Compound Documents Project Creation Wizard - Content wsemmsnmennmnannnnnnnn Project Creation Wizard ~ Participants. cnnennoncnennnnnnnr nv Project Creation Wizard - Presentation... ‘The Project Roles~Coordinator, Member, and Guest. ‘Special Project TOOtS a mwnevnenmeneeinenrene ‘Configuring the Over VieW PAGE mnwenwrnnemmensnnennnnnnetnienntsennmnnnnnnnnen O85 ‘Content Server Knowledge Fundamental Page ix11 Using Folders versus Projects ‘Summary. Test Your Knowledge. EXCL CSS ween oncom senna OAL a OAS Creating DiscussiONSoyomnmnnennnmnmnnnm Participating in Discussions nnn Participating n Discussions via EMail Auto-Subscribe. nn Tips to Manage Your Discussion. Spreading the NEWS snmrnnmnnnn Creating a Channel. enn Tips to Manage Your News Channels. Addinga News item Channel Maintenance... Finding Tasks Assigned to You... Processing Tasks Froma Task List. Creating aNew Task List... Creating Milestones... Setting Up the Poll... Taking a Poll and Viewing the Poll Results... (Create a New POI eetennnrenennnenen Content Server Knowledge FundamentalsExercise Challenge .. 12. _ Initiating and Managing Work Processes ane Workflows to Enhance Your ‘Business Processes wnmonnnrenn Understanding Work OW enum 12-3 Workflow Roles and Permissions... 123 Processing Tasks From a WOTkAOW wonsnnen 27 The Attachments Page. roe 12-40 Single Page VieW venonnemnmnnnanannnnn 12-12 Reading the Workflow Instance Map areresnnnn- vo 2-13 Reassigning Workfiow Tasks... 12-16 Going Away? Set a Proxy for Your Workflow Assignments Processing Workflow Steps Using Email. Controlling Workflow Execution sinmnnnnnnnon Summary nr Test Your Knowledge. Answers to Test Your Knowledge — aan nnre renner 23D 13. Building Your Content Server Community Objectives. Overview. User and Group Taxonomies. ‘Taxonomies Defined by Your Network. (Configuring Content Server Users and GrOUpS meemerninenomnnn Important User Administration Terminology anna Who ks the Admin US€2? ren rnremnrenn ‘Configuring Default Notification for New Groups -vnennenonno— a Preparing to Create Content Server US€rS neem ‘Adding and Editing Content Server Users... Editing and Deleting GroUpS onsen mene ener 13-24 Deleting Content Server UserS mnsanns — 13-26 13-28 ‘Options for System Administrators eee ‘Summary. —— Content Server Knowledge Fundamentals Bage xi15. Permissions for Document Management Items. rncneoo= How Permissions Are Applied to Item exeenan-vmnmnnrni ‘Changing or Removing the Default Access... ‘Summary... ‘Applying Several Changes to Subltems ovanutmntennnrenmninennnin Understanding Project Permission s-ernmanennnine How Content Server Maps Permissions From Folders to Projects How Content Server Maps Permissions From Folders to Work Items. Permissions - Setting Remind et --nnennom— Best Practices for Configuring Access Control Multiple Permission Modifications... Project Permissions Modification Exercise Challenge . Answers to Test Your KnoWledg€.x-nmnensnannnn Designing Your Community Environment ‘Structuring Your Enterprise Workspace. Key Workspace Design Considerations eun--- ‘System Administrator Participation. ‘Ways to Customize Your Workspace Appearance nnnninuinrnennneininmnonmnnimannnnee 16-5, Using Featured Items seeusemnnninnstnnnn 167 Page xt Content Server Knowledge Fundamentals17. ‘Modifying the Folder Presentation. Create and Configure Custom Columns. Display Custom COILS wneenene inner Creating Custom Views. ‘Two Types of Appearance Setting Permissions on Appearances.. Certification Program vx incon-—enenn inten ‘What Lies Beyond the Scope of this Course? vansenem— “Training YOUr USe1S ewnnneeme nem ‘General Training Pointers. nen ‘Tested Training Strategies... ‘Communicating with Your Administrators and with OpenText..— Content Server Help Desk FAQs... ‘Summary... Glossary Using Enterprise Connect ‘OpentText Office Editor... ‘Accessing Enterprise Connect swewnenstanrnmn ‘Viewing Contents in Panes... Previewing Documents cmenennnearnnninnininininnnininintmintinnnnnsinein AT Adding Items.nminnnsnisnnenennintnntnnntit Drag-and-Drop Content Server Knowledge Fundamentals Page xiii‘Opening Documents in Content Server... ‘Accessing Metadata... Downloading 0 Desktop wrnurmennnentnmnen Application Integration with Enterprise Connect. _ Editing Documents from Microsoft Off c@ Copying / Moving Items... Conditions for Copying and Moving Items.. Searching for Information... Using OpenText Tempe Box Objectives. Desktop Cliett rennesnnnennnsnnnnttn Mobile Client annnsnennnennnnnetnnnienen ‘Adding Documents to OpenText Tempo BOX wines ‘Adding Documents Using the Tempo Box Folder. ‘Adding Documents Using the Web Interface Client Exiting Document .mmm Editing Documents Using the Tempo Box Folder Editing Documents Using the Web Interface Client anim Searching Documents ammmncesnmnin Managing Items and Folders session Responding to Sharing Invitations wevromeo-- Pagexiv Content Server Knowledge FundamentalsUnsharing Folders. ‘Sharing Folders From the Tempo Box Folder. ‘OpenText Tempo Box Online Help. Accessing OpenText Tempo Box From Mobile Devices. Editing 2 Document venom ncee ‘Accessing from Android® Smartphone Mobile Devices awn mnie ‘Viewing a Document nnennme Exiting a Document ene ‘Accessing from BlackBerry” Smartphone Mobile Devices nnn ‘Viewing a Document nnn —_———— Editinga Document een nneen SUT ns E Content Server System Design Specification Temptate Overview. A. Introduction ncimnnnman B. User and Group Definition anno . Enterprise Access Control Structure . Categories and Attributes and the Enterprise Structure E. Use of Content Server ECM Items. F. Creating a Custom Look and Feel. G, Facilitating Search. nine H. Monitoring and Tracking the System... |. Training and Support. ‘Content Server Knowledge Fundamentals Page xvPage Content Server Knowledge FundamentalsOPENTEXT Content Server Learning Services Knowledge Fundamentals v10.5 Student Attendance Form Course Delivery Information Training Date: Instructor: Location: ‘Student Information ‘Student Name: Title: Role (ie. Management; User): Industry (Le. Legal, Manufacturing): Open Text Partner: ]¥es []No ‘Company Name: Street Address: E-mail: ———— = Phone Number:An Introduction to Content Server Objectives Oncompletion of this chapter, participants should be able to: Identify some of the valuable uses of Content Server Access Content Server Signinto Content Server Log out of Content Server Chapter 1. An Introduction to Content Server Overview Describe the communication path between your workstation and Content Server Content Server (C5) enables organizations to manage content from initial creation to final archive, and offers comprehensive, end-to- end content lifecycle management solutions. Itwittimprove your ability to collect, accumulate, share, distribute and manage your information - combining collaboration with ‘content management. Inthis first chapter, we will discuss how it wll enhance your day-to-day work. ‘As an OpenText Enterprise Information Management (EIM) application users log in to Content Server to share content, search, participate in Workflows and manage their data in many ways. ‘Content Server canaiso be employed 2s a background application linking SAP, SharePoint, eDOCS and other systems to solutions suchas OpenText Records Management, OpenText Records ‘Management for eDOCS, and Archive Server. Fora little bit of background the documentation for all versions up to 9.7.1 refers to Content Server as Livelink and Livelink ECM. Content Server Knowledge Fundamentals Page 1-1Chapter 1. An introduction to Content Server How People Use Content Server Content Server is a Web-based system with many tools to manage ‘your content and facilitate collaboration - gather, store, share, distribute andmanage the information generated to operate your ‘organization. Content Server has optional modules that provide a ‘Windows Explorer type interface, such as Enterprise Connect. Refer to the Appendix for more detailed information. ‘Once you've added some content, you can modify it. Youalways see the latest version of an item but previous versions are stored in the system with the item. Youcan create additional metadata called attributes to capture and store information, thenuse that information, along with other metadata, to perform many types of searches. ‘Content Server does more than simply manage documents. Youcan create and work with collaboration tools such as Projects, Discussions, Channels, Task Lists and Polls as well as respond to ‘Workflow assignments and manage your Workflows, ‘One of the most important aspects of enterprise content ‘management is security. Content Server has seven layers of permissions for items and works on an inheritance model. tt can be configured to fit your organization's business practices, customized to meet special requirements or link to other systems, Content Server is designed to scale from smail organizationsto large enterprises with thousands of people - people who collaborate and manage knowledge just like you. Page 2 Content Server Knowledge FundamentalsChapter 1. An Introduction to Content Server Figure 4-1: Informatfon and Collaboration with | ‘Community t In this course we will introduce how easy sto collaborate and share knowledge by using Content Server. You can: ‘+ Publish and share documents and other work in an organized, ‘central location while ensuring your information is secure. ‘+ Work on projects asa team, even ifthe team members are geographically dispersed and in various time zones. ‘+ Supply and retrieve information anytime, anywhere via your Web browser. ‘= Manage and simplify business processes by using tasks and workflows. ‘© Communicate news and other information to other members of group or toan entire organization, regardless of ts size. ‘+ Have your own private, personal space within your ‘organization's knowledge base to store the information that is important to you. ‘Find the information you need efficiently from any location, within Content Server. © With special modules, add tools such as Records Management, ‘Communities of Practice and Internal Controls. SerChapter 1. An Introduction to Content Server Content Server in Your Organization ‘We will now discuss how Content Server can facilitate managing. ‘your intellectual capital, 1. Whatkind of work are you managingor are planning to manage? ‘+ Whatdo youneed toaccomplish your goal? 2. Howmany people will you collaborate with? '* Howdo people collaborate within your organization? = Whereare they located? © Are they all employees of your organization or will some users be external? 3. Which aspect of Content Server listed in the How People Use Content Server section will be most important to you? ‘+ Which tools will you use the most? 4, Have youdesigned your information model? ‘+ What information does everyone need access to, such as templates, forms or operating procedures? + Isthere information thatis highly confidential? ‘© _Isthere information that needs to be sorted or that you want touse to create reports? = _Isthere information that needs to be distributed on a regular ‘basis, such as announcements? Page 1-4 er Knowledge FundamentalsChapter 1. An Introduction to Content Server ‘The Knowledge Repository{Content) develops and grows ‘The Knowledge Repository{Content) can be mined to make ‘workingcollaboratively more effective. Accessing Content Server and Signing In Accessing a Content Server system is similar to visiting a Web site, such as www globeandmail.com or wow.nvtimes.com. Each page has. hyperlinks that allow you to click the name of links through the “Content Server web site” to access information. Many organizations may be using sinele sign-on. When users login ‘totheir network, they are automaticaly signed into Content Server, and do not require the login page. Single sign-on can be ‘accomplished using Content Server Directory Services (CSDS) or OpenText Directory Services (OTDS).CSDS 10.5 will be the last version released, and OTDS will be the product of choice moving, forward. They both synchronize the users, groups, and ‘organizational units from Microsoft Active Directory Services (ADS) and Lightweight Directory Access Protocol (LDAP) v3 directory servers. Your administrator will let you know howto ‘access your system. For more detail information refer to : Me orps TWe20, ‘Content Server Knowledge Fundamentals Page 2-5Chapter 1. An Introduction to Content Server. Figure 1-3: User name: Signin Page Semple — For asdistance please conta:t the Administrator, ‘To access your Content Server system, your system administrator can provide you with: ‘+ The URL for accessing your system. To makeiit easier for future: access, create abookmark or favorite for the URLin your Web browser. + Your user name and password. Your user name (if Oracle) and password (on ali platforms) are case sensitive as part of the system security. Content Server uses your login information to: + Determine the information you can access in your Content ‘Server system and actions you can perform on the information (your permissions). + Determine the types of information youcan add to your Content Serversystem (your privileges). + Provide you with access to your personal workspace area. + Present youwith any tasks assigned to you, * Track information for auditing purposes. ‘Auser login for this system has been provided for your use during the course. Your instructor will provide you with this information. 4 Figures and examples illustrate the default English localized installation of Content Server, however, with the adcltion of [core and modular] Language Packs, the user interface can be displayed in other locales. Page 1-6 intent Server Knowledge FundamentalsChapter 1. An introduction to Content Server ‘Sign In to Content Server 1. Enter the Content Server URL (e.g, htip://raingervCS10S/cs.ext) ‘or select the bookmark/favorite corresponding to the URL. OPENTEECT | Contmeserver ' Fires: : Stgntnpage | f your User name or password is entered incorrectly, an error message will be displayed. By default, auser account willbe locked if an incorrect password is entered five times. OPENTEXT | Content Server rs gem. We nore pane spd 2. Enter your User name and password provided by your instructor. 3. Click Signin, ‘The start page defined in your personal settings is displayed. By default, your start page is the Enterprise Workspace. Content Server Knowledge Fundamentals Page 1-7Chapter 1. An Introduction to Content Server A Content Server System's “Home” Page Allof the intellectual capitat you store in your Content Server system is managed asa large hierarchy with many branches. For ‘most organizations, the first page users see when they login isthe ‘oot level ofthe Enterprise Workspace. Figure 1-5: The Enterprise Workspace ofthe Outdoor Gear Intranet, Our Sample Database Opener | Conte Sener outdoor gear ne Pct ee Ss, Shere. jenn imam crete neta: eseamsaraienomez 2 commnests 9s oars % bonnes myer ta 3 pyc mt ree evan sat | aes amps ea Shot ei ener fen at eneme ap ea eee erupt so ieee era a mee ean se ems or Se me nme eH Ect ‘nme caer sa meme aL Ya ‘See ayaa sme spay 4 wee bes eee eye #o0o000000000000000) Wosae 2 if ~ Content Server Knowledge FundamentalsArchitecture Basics Figure 1-6: Path of Communication between ‘the Web browser andthe Database WebBrowser ‘Web Server ‘Content Server Chapter 1. An Introduction to Content Server ‘The sample Content Server system we will use for this course is for afictitious outdoor camping goods company called Outdoor Gear. Heres ashort overview of the company: * Outdoor Gear sells tents, canoes, hiking boots, trail rations, bicycles, and other excellent outdoor equipment. ‘* The company employs approximately 1,500 people globally in its headquarters, regional headquarters, local stores, and warehouse facilities. ‘© Outdoor Gear uses Content Server to manage all kinds of work for its product selection and marketing, its departments suchas. finance and human resources, and field support for its sales team. ‘The communication path between your workstation and Content ‘Server occurs as follows: S- z-~* as es WebServer Content Server. Database ‘Access Content Server via a Web browser on your desktop. ‘When you dlicka link or button on a Content Server page, your request is routed to the web server inthe form of a Web address, also referred to.as a URL. A typical example of the Content Server URL to browse a folder is displayed below: browseGviewType=t © 15778is the unique ID of the item toretrieve ¢ browsedviewType=1 is the action to perform on the itern Content Server uses the information stored in the cookie that was created during login to provide its connection information. Content Server processes the request and handles all data coming ‘toand from the database ensuring that only information the user has permissions to see is returned. Content Server Knowledge Fundamentals PagelChapter 1. An introduction to Content Server Database Your work is securely stored in our system (the metadata is stored ina database with the content stored in an external file system or archive server) to be shared collaboratively with other colleagues. Logging Out of Content Server Perform one of the following actions to log out of Content Server: + Select Tools > Log-out. «Close your web browser. ‘* Shut down your computer. Log Out of Content Server 1. Select Tools > Logout. ‘When you log in to Content Server, a session cookie is created. The cookie s a small text file that is used to identify youto the system as long as you are logged on. When youlog ‘out, the cookie is destroyed. Summary ‘+ Peopleuse Content Server to manage intellectual capital in an online, accessible way. = Toaccess your Content Server system, enter a URLor select a bookmark or favorite from your Web browser. = Thefirst time you visit a page, you will be prompted to log in. ‘You should have a unique user login. This login controls what you can see and determines what tasks to present to you. + Content Server Directory Services (CSDS) and OpenText Directory Services {OTDS) allow single sign-on. CSDS is only for Content Server and OTDS works with most of the OpenText Enterprise Information Management (EIM) products. CSDS 10.5 will be the last version released so it willbe only OTDS moving forward. ‘+ _Allof the information in your Content Server systemis stored in a large hierarchy with many branches. Page 1-10 ‘Content Server Knowledge FundamentalsChapter 1. An introduction to Content Server © The *home page” inmost environments is the Enterprise ‘Workspace, which is the “public” branch of the hierarchy. Access ‘permissions control what you can see and doin the Enterprise Workspace. '® When youuse Content Server, you make requests from your ‘Web browser toa Web server, which passes the request to Content Server, which then processes the request, storing your data ina database. ‘© Content Server uses a cookie stored with your Web browser to provide connection information as you make requests; this ‘cookie is thrown away when you log out or close your Web browser. Content Server Knowledge Fundamentals Page 1-11Chapter 1. An Introduction to Content Server Exercises lease complete the exercise. Refer back tothe various sections ofthe chapter, if needed, (Overview - Sign Into Content Server Before we begin to navigate the Outdoor Gear site and test some of Content Server navigation and ‘other functions, we will need to sign in, 1 Sign In to Content Server ._Inyour web browser, click the favorite indicated by your instructor, or enter the URL. provided by your instructor (eg, http://traingen/CS405.cs.exe), 3 "content Sever (2105) Login AF Content Server Adrrontraton ~ Course Eveluabon Your browser takes you to the Sign in page for Outdoor Gear which will be used for this course. ‘4. Sign in to the site by entering the User name and password provided by your instructor. © Glick Sign in, ‘The browser page displays Outdoor Gear's Enterprise Workspace. Notice how the page is divided into two main parts, with the navigation menu and the search bar in the header, and the Content Filter and a list of documents, folders, projects etc, at the bottom. By default, items display in the Browse View. Pageti2 Content Server Knowledge FundamentalsChapte! 2. Get Your Bearings Objectives ‘On completion of this chapter, participants should be able to: Navigate areas of Content Server Recognize common interface elements. ‘Identify the Content Server Workspaces Browse by Facets Create Virtual Folders Describe the organization of the Functions Menu Accessinformation Know where tofind help Overview Content Server offers several navigation features tomake it easy to collect, accumulate, share, distribute and manage your information ‘to.combine collaboration with content management. Navigating in Content Server ‘When people need to locate, store, and work with general organizational knowledge, they need a imple "browsing" interface, a simple search interface, and convenient ways to customize the presentation ofthe information. ‘The way your name displays is determined by the Content Server User name display setting set by your system administrator. Content Server Knowledge Fundamentals - Page 2-1Chapter 2. Get Your Bearings Figure 2-1: Enterprise workspace seceorewcnry coumiatin A J Dense <> Page 2-2 Content Server Knowledge FundamentalsItems to Navigate in Content Server Header Bar © Global Menus @ Hyperlinked Trail Navigation Menu @ Featured Items (optional) © Fittering by Name © Faceted Browsing ® Hypertinked Column Names @ Hypertinked Item Names ® Custom Columns Chapter 2. Get Your Bearing: ‘The numbered items referenced below list the navigational tools ‘common to most Content Server pages. ‘Anarea that is easily branded for each organization because it ‘contains only the Open Text logo and Content Server product name, Click Content Server in the header to return to the Enterprise Workspace home page. Allows youto navigate between workspaces, as well as access Tools and Help. Displays the “lineage” of a given item and for moving up one or ‘more levels in the hierarchy. Depending on the defaults set by your system administrator, the lineage may be displayed as a drop-down ‘menu ora hyperlinked trail, and users may be able to change from ‘one to the other. Folders and other items that are displayed more prominently above tthe listed items. By default, the featured items are duplicated in the list view. Your system administrator can configure this behavior and choose whether or not to have featured items duplicated inthe details list. Allows you to filter by item type or search through the names on this page. Filtering does not affect Featured items. Content fiters are displayed inthe sidebar where the Facet panel displays the Facets and facet values relevant to the items foundin that location. Facets are metadata that can include Categories to ‘which Attributes are assigned for the item. Facets include Word documents, folders, etc. Facets appear either to the left or right of ‘the detalls area, depending on the configuration chosen under ‘Settings. Ifthe side panel is not displayed, move your mouse to the left ofthe details area until you see the orange arrow. Allows you to sort the items inside the current folder by that column heading. Allows you to click to open an itemto view its contents. Additionat columns can display system or custom metadata. The ‘columns that appear in the Browse View by default are: Type, Name, Size, and Modified. Custom Columns can be created by Knowledge Managers or your system administrator and made available to.users. Content Server Knowledge Fundamentals Page 2-3Chapter 2. Get Your Bearings Figure 2.2: News item ‘The scrolling News item broadcasts stories oFinterest to members of your organization. Its located below the Global ‘Menus and above the Hypertinked Trail Navigation Menu A sample from the Human Resource Information folder is displayed below. Navigate through Content Server 1. Tosee the contents ofa folder, document, Compound Document, or other item, click the name ofthe iter, 2. Tomoveup alevel in the hierarchy or to see where an iterns located (its ineage), click an item on its hyperlinked trail. 3. Tosort the items in the Browser View, dick the header atthe top of the column by which you want to sort. 4. To browse by Facets, filter content) click the Filter type in the Faceted Browsing area on the left. 5. Tosee information about the properties ofan item (the creator, ‘owner, nickname, size, etc.) click the Functions Simenu and select Properties> General, Page 2-4 Content Server Knowledge FundamentalsChapter 2. Get Your Bearings Items to Access and Add Information Every Content Server page looks like most other Web sites ~ an HTML document with a header and footer and with tools and icons (unless customized differently by your system administrator) to access and add information. The numbered items referenced below list the tools used to access and add information. Figure2-3: ‘Tools and icons Found on Content ‘Server pages SearchBar © Displayed at the top of every Content Server page. News Player @ Displays the news stories that are created by the content ‘manager ofthis folder for visitors to see. i Aenercemerts: ida, ere ro cee pie fz neva see ‘Add Document, Add older and Buttons are displayed wherever a user has permission toad ‘Add item @ documents, folders, Discussions, and/or other items. 2S phim] Content Server Knowledge Fundamentals Page2-5Chapter 2. Get Your Bearings G Using IE 10 with Compatibility View disabled, the Drag files Jcon is displayed asthe first icon, This icon s purely an informational icon to let you know you can drag-and-drop to the container you are currently in. This Dragand Drop (OnD) is for an HTMLS supported browser, a new feature in CS ‘Multi-select Batch Operation Bar Used to Copy, Move, Delete, Zip & Download, Zip & E-mail, Email Link, Print or Collect one or more items by checking the ltems in the list below the command buttons, Additional ‘command buttons may be added or removed by your system, administrator, Sie rm a ea ont B ‘The view of the multi-select action buttons appearing on the bar and those appearing in the More... drop-down ist will vary depending on browser window width, screen resolution, and font size, Additional actions or options may ‘also appear when optional modules have been installed. Functions Menu & < ThisiconL=Jor when placing the mouse over it, ©, is located beside every item to display the commands that can be performed againstit, Detals View/Dr = ora8 eee ® Theseiconsl = =i]atiow you toswitch between the Detalls View and the WebDAV Drag and Drop View. The WebDAV Drag-and- Drop is not supported on Windows Server 2008 R2, The Details View is the default. Page 2-6 Content Server Knowledge FundamentalsChapter 2. Get Your Bearings ‘Show Htems/Number of Pages At the bottom of the page you can select the number of items to display per page and navigate to the next/previous page or jump to any page. Introducing the Three Content Server Workspaces People take a different approach when working with enterprise- wide, publicly shared information than they do to work on information that is shared by a teamor that is private. For this reason, Content Server uses workspaces for the three types of information, each with its own tools designed to make the kind of ‘work you do at the enterprise, Project, and Personal level easier. + The Enterprise Workspace presents all the information stored in the public branch of the hierarchy, along with tools for browsing, searching, viewing, and otherwise working with the information. Access permissions, initially set by your system ‘administrator, control who has the ability to see, modify, and delete information. ‘© AProjectis.a special branch of the Content Server hierarchy ‘thats dedicated to a team of people. Each project hasits own Project Workspace, with tools designed to help the participants collaborate on the project and to facilitate “team-based” access control '* My Workspace is your personal workspace to manage work: «assigned to you, quickly locate information you find important and store information over which you need complete control, such as work in progress. Each user has their individual personal ‘workspace containing tems such as folders, documents, and Shortcuts to the Enterprise Workspace. Content Server Knowledge Fundamentals Page 2-7Chapter 2. Get Your Bearings Figure 2S: ‘Workspaces: Different Views of ‘the Hierarchy of Knowledge Page 2-8 Content Server Knowledge FundamentalsChapter 2. Get Your Bearings Identifying the Types of Content Server Items Content Server isnot just for managing documents. Your ‘organization's intellectual capital comes in many forms, and includes ‘many types of items to support your work. ‘Common Content Server Themain types of items you will encounter when working at tems and Workspaces ‘Outdoor Gear are listed below. You will learn more about these items throughout the course. ‘Content Server Workspaces ‘Contains all the information stored in » Enterprise Workspace the public branch of the hierarchy. t wy Contig information nly adetand BY ProjectWorkspace _—-—~Projects are team workspaces that ‘can contain subprojects, folders and other items. ContainerstoOraanize Work 9 5 ior. Generic containers that store any type of Content Server item, BP Virtua Saved faceted browsing selections. ‘Compound Structured containers of documents Documents and other compound documents. ‘One or more versions of an electronic Deamems file with associated metadata. Document Type tems [= ‘tems that Linkto Information. Pointers to aparticular version of a document - indicates that this item points to animportant version of another item. Also considered a link as it points to a particular version of a document. ‘Shortcuts or pointers to items stored inother folders - indicates that the original itemis stored elsewhere. Content Server Knowledge FundamentalsChapter 2. Get Your Bearings tems to Publish and Collaborate Work Processing tems Addresses (Uniform Resource Locators) to other intranets or Internets. By default (beginning with ‘CS 10.0 Update 2), the URL object is ‘Rot available in the Add Item menu unless specific privileges have been ranted by the system administrator. B Search criteria saved for reuse aoa (queries) or the results ofa search od Snapshots: saved for future reference (Snapshots). Burts LAloiscusions with Bettronicconversaton sbout Topics, Replies {8 channels and Containers for managing news, and news stories on various subjects to be News broadcast to Content Server users. Sets of online questions that allow bolls people to provide input on issues. Containers for managing tasks, and ufsek Lists and! descriptions of work to be done, used Brass tocommunicate among team members. otf. Definitions of work processes that sa Morklow Maps canbe initiated to direct a process. coca To capture information and possibly trigger workflows, Allitems are stored in containers. Some of these containers are. ‘general storage containers, like folders, Others are designed to store specific items, such as Task Lists, Discussions and Compound Documents. Each item has its own designated icon. Once you become familiar with these icons, it will be easy to recognize items, such as Projects, Discussions, etc, Page 2-10 Content Server Knowledge FundamentalsChapter 2. Get Your Bes Faceted Browsing Faceted browsing s a feature used to browse items. Users filter items through predefined groupings, called Facets. Each item has a ‘name, contents, and other metadata values that describe the item. Facets are groupings of that metadata, Content Server allows for two types of data for Facets: System attributes, such as create date, modify date, owner, modifier, and object type. > Custom categories and attributes (refer to Chapter 8 - Making {Information Easier to Find with Metadata). Figure 2-6: Facet Side Bar Displayswith ‘Content Fitters @ ‘Administrators can control whether or not the sidebar ‘appears and what Facets are present on it. Ifa location does not display the sidebar, or you cannot open the sidebar, then Faceted browsingis not available for that location. Content Server Knowledge Fundamentals Page 2-11Chapter 2. Get Your Bearings Browsing by Facets Table24 Facet Definitions Page 2-22 ‘You access Faceted browsing from the Content Filter sidebar panel, Faceted browsing allows you to filter the items in Content Server to progressively narrow the scope of items that fit your defined criteria, 7 Somnene te Content Filter Sidebar ~ The Content Filter sidebar displays the Facets, also referred to.as components. By default, the sidebar is displayed on the left side of each page for which tis available. Filter by name text entry field - Once the filter criteria have been entered the display will be Updated to contain only those items within the current container that meet the filter criteria, While the viewis being Updated, a Searching spinning ‘Current View - Below the filter field the system displays the name of the current view. It indicates whether you are viewing the Enterprise ‘Workspace, a container, suchas folder, or a Dynamic View. Facet Filter Panel ~ Panels are ‘expanded by default. Collapse/Expand Sections - You may collapse or expand each section by clicking the name. Clicking an item altows you to apply anew filter. ‘Content Server Knowledge FundamentalsChapter 2. Get Your Bearings View the Content Filter Sidebar 1. When the sidebar is available, buts not displayed, move your ‘mouse over the left side of the page untit an orange bar appears. ‘The Content Filter with the orange bar is displayed. Figure 27: Content Fiter with Mouse Over ‘Orange Bar Doament (33! 4 Wako Map [212 Felder 388) Shortest £3 ore. 2. Click the orange bar to toggle the display ofthe Content Filter side bar. If Faceted browsing is available for the location, and the orange bar ‘does not display at the let side of the page, the default setting for ‘the sidebar may have been changed, Move your cursor over to the right side of the page until the orange bar appears, then click it. Browse by Facets 4. Click one of the Facets in the browse area that matches your ariteria, Content Server Knowledge Fundamentals Page 2-23Chapter 2. Get Your Bearings ‘The Content Filter with the criterias displayed. Figure 2-8 ‘Content Filter with Criteria 2. Click the Remove all filters link to restore the previous view. ‘Your previous view of either Enterprise Workspace View or Folder View, depending what you were viewing, is displayed with all content. Virtual Folders \Virtuat Folders are saved faceted browsing selections. Any user with See Contents permission to the Virtual Folcer can view itin the saved specified location as shown below. However, your system administrator needs to give you the permission to create them, Once you have permission, you can ‘create a Virtual Folder anywhere including in another Virtual Folder. Create a Virtual Folder 1. Navigate to the desired location (e.g, Human Resources > Policies ‘and Procedures). 2. Selecta Facet from the Content Filter sidebar leg, Microsoft Word), Page 2-14 Content Server Knowledge FundamentalsFigure 2-10: ‘Add Virtual Folder Chapter 2. Get Your Bearings, ‘The Dynamic View is displayed. 3. Click the Save as Virtual Folder ink. ‘The Add Virtual Folder page is displayed. 4. Inthe Name field enter a descriptive name. 5. Inthe Create Infield click Browse Content Server. 6 Browse to the desired location (e., Customer Knowledge Center) ‘and click Select. Content Server Knowledge Fundamentals Page 2-15,Chapter 2. Get Your Bearings 7% Click Add, 8. Navigate to the location where you created the Virtual Folder. ‘The Virtual Folder is displayed below. orp ime | gg eis pzvasemiad 1) Dh pe sere © cma orancatnes OS cto des O24 comer chet Room OS comer scars aon OC © cectmasrneniatone ats O ® seats — CF) ead east Virtual Folder Diplayed CO ©) sed umese ©) cnsieorsarrtm ends {O_ swessoes |e Ss CB son seats onan YO vemmasike \Pveeoy (TS) Mowe | 36 Delt yA Dod |) {your system administrator has given you the Virtual Folder ‘Object Privileges, a Virtual Folder can be modified fromits Functions menu > Properties > Specific tab (or the Edit Virtual Folder link when viewing the Virtual Folder). You can modify the selected Facets, and whether to show the selected locations, the selected Facets, and the location columns. Figure 2-12 Virtua Folder Displayed Page 2-16 Content Server Knowledge FundamentaleUsing the Content Filter Sidebar Figure 2-13: ‘Content Fiter Chapter 2. Get Your Bearings ‘There is amaximum of 9 filters that can be applied to progressively narrow the scope of items that fit pre-defined conditions. If Facets are not displayed in a particular location, then content filtering wall ‘not be available. The sidebar may not be applicable to aparticular ‘container (e.g, Compound Documents, or Workflow Attachments Folder), or the items and subitems of that container may not have any Facets todisplay. Although the count of itemsis not filtered by permissions, access tothe items is always filtered by permissions. Use the Content Filter Sidebar 1. Navigate to the location you want to filter from, or begin at the Enterprise Workspace. H alocation does not display the sidebar, or you cannot open the sidebar, then Faceted browsing is not available for that location. ‘The Content Fitter isdisplayed. ‘2. Inthe Fitter by nome field enter the name, or part ofthe name, of the tem youwant to find, ‘3. Press Enter or click the Magnifying Glass icon to submit the search. ‘Your filtered results display. Ifan item of that name is not found in ‘the container fromwhich you ran your search, an error message ‘ill appear atong with a tink that allows you to Show altiters. ‘4, Remove the Content Fitter sidebor by licking the orange bar. Content Server Knowledge Fundamentals PageChapter 2. Get Your Bearings Understanding How the Functions Menu Is Organized Every Content Server item has a Functions meru, which displays ‘the commands that can be performed against it Commands displayed on the Functions menu are based on the Permissions and Privileges of the user accessing it and the object type(e.g. document, folder, etc). ‘A sample of a document Functions menuis displayed below. Figure 2-44: Document Functions mera Page 2-18 Content Server Knowledge FundamentalsGetit {Retrieve Item functions) Affect its Content (Moaity Item functions) Affect ts Location Trackit Communicate About It ‘(Publish functions) Affect Access View And Download Fina it More Chapter 2. Get Your Bearings ‘The commands on the Functions menu are organized by ten logical groupings described as follows. Download, Open, View as Web Page: The commands in this group allow for retrieval of the item. ‘Add Version, Edit, Rename: The commands in this group edit the item, ‘Add to Favorites, Copy, Make Generation, Make Shortcut, Move: The ‘commandsiin this group cater to the item's accessibility in Content Server. ‘Set Notification: The command in this group allows you to be notified of updates to the item. ‘Comments, E-mail, Make News, Rate It: The commands in this group allow you to publish and rate the item, Comments is onty available it the Pulse module is installed. Permissions, Reserve: The commands in this group allow you to control how others access the item. Overview, Print, Ziv & Download, Zip & E-mait: Overview opens the Landing Page to access its metadata and general commands. Download the file from ts Landing Page or by using the other ‘commands in this section. FFind Similar: The command in this group allows you tofind simlar documents based ona certain topic, type of document, or one of the main elements. Delete: The command in this group allows you to purge item. information. General, Specific, Audit, Categories, Ratings, References Versions: The submenus of Properties access the item's information and metadata. ‘Your system administrator may globally move commands less ‘commonly used by your organization to the More section, such as Ratelt. Content Server Knowledge Fundamentals Page 2-29Chapter 2. Get Your Bearings Accessing Documents Figure 2-15: ‘Commands to Access the Contents ‘of Documents Page 2-20 Open View as Web Page Documents can be accessed by viewing themin your Web browser, viewing them in their native application, or downloading them to ‘your desktop. To access the contents of a document, choose from ‘one of the options listed below, depending on your needs. For ‘convenience, these read-only commands are accessible in multiple locations in Content Server. Wawa aad ‘The Download function is used to save one or more local copies of a document stored in Content Server. When you download one or ‘more documents, they are copied to the local drive specified, The functions can be accessed by clicking the Download Linkin the Details View or by selecting Download from the Functions menu. accessed by clicking the Open link in the Detail selecting Open from the Functions menu. ‘Toopena document, Content Server copies the document toa ‘temporary local directory and opens the document in ts native application. ‘The View as Web Page function is used to quickly view the contents of a document. It can be accessed by clicking the document name or by selecting View as Web Page from the Functions menu. ‘The document, if possible, is converted to HTML so itcan be viewed inthe Web browser. Some formatting may be lost, but the textual content of the document is kept intact. Some fies, such as ‘executables, cannot be viewed as a Web page. The Content Server release notes list all of the formats supported for viewing as aWeb page. Content Server Knowledge Funda:Comments Chapter 2. Get Your Bearings Refer to OpenText Document Fters 10.5.0- Administrator's, ‘Guide English (LLESCF 100500-AGD-EN) pdf, available from ‘the Knowledge Center or locally from the C:\INSTALLCS 10.5 Release\ CS 10.5 PDF Docs and Guides\Guides and, Help folder for listings of supported file formats. ‘The View as Web Page function may display a Document ‘Overview Page (next section) if this feature isin use. Developing New Products at OutdoorGear lesa fil ats ilo iafuution when you beg to develop anew prt Hf the Pulse module is installed, the Comments button will be displayed. This allows you to view all the comments made about ‘your Content Server item. ‘The Open and Download buttons appear on destination ‘pages suchas the View as Web Page and Properties pages. Inthe Details View, they are displayed alongside a ‘document. Your system administrator may choose to deactivate these links. Content Server Knowledge Fundamentals Page 2-21Chapter 2. Get Your Bearings [A Whena documents added to Content Server, a MIME type is assigned to the document. A MIME type isa standard for specifying the type ofa file - for example, “application/msword” for a Microsoft Word file, When you open a document, Content Server sends a copy of the most recent version, along with its MIME type, to your Web browser via the Web server. The File Type settings on your browser or operating system willdetermine how these files are handled. ‘Your Web browser settings affect how you work with documents in Content Server. Ifyou are having trouble using ‘these functions during class, ask your instructor to help you set up your browser settings correctly. See the Content Server release nates for information on browser settings. View as Web Page, Open and Download are all read-only actions. Use the Edit or Reserve commands (refer to Chapter 4 ~ Managing Documents) to revise a document in your system. The Document Overview Page ‘The Document Overview page is a good way to make a quick inspection of adocument, and to perform some of the most ‘common document management functions. The Document ‘Overview Page displays a summary of the document's information and the functions that can be performed on the document. [G4 The Document Overview page can be accessed from the Functions menu. Your system administrator can enable this feature so that when thename of the document is clicked, the Overview Page is displayed instead of the View as Web Page default. Page 2-22 Content Server Knowledge FundamentalsFigure 2-17: Document Overview page Document Thumbnail ‘Ada/Edlt Deseription Version History Download E-mail this link ‘Add version Notify me of changes. Content Server Knowledge Fu Chapter 2. Get Your Bearings Ee ‘Allows you to quickly identify the first page of the document within the Document Overview page, Browse screens, and the Search Results screens if enabled by your system administrator}. It supports the following formats: Microsoft Word, Excel, PowerPoint, Adobe PDF, CAD drawing like DWG, raster images (eg, BMP, PNG, GIF, TIF, JPEG, JP2, JBIG, etc) and other supported formats. They are generated for supported MIME file types.aspart ofthe ful text indexing process. ‘Allows you to optionally add or edit the description for your document. This is ful text indexed for searching later. ‘Allows you to view previous versions of the document. ‘Altows you to view the document inits native application. ‘Storea copy of the document from Content Server to your local desktop or shared drive, Launches your email software and opens anew message populated with a hyperlink to the document. Allows you to edit Microsoft Office documents online praviding this. functionality is enabled and you have permission to edit (refer to Chapter 4- Managing Documents). Allows you to add a new version of the document (refer Chapter 4 = Managing Documents). ‘Set Specific Notification for this document (refer to Chapter 6 ~ Personalizing Your User Environment). indamentals Page 2-23Chapter 2. Get Your Bearings ‘View properties Allows you to quickly access additional information on the document's properties page. Moreactions(3 Allows you to access the Documents Functions menu. Rate this iem Allows you to viewratings for this document added by coworkers, ‘and toadd your own assessment. The Metadata for Content Server Items. Asset of basic information, referred to as metadata, is automatically ‘saved with every document, folder and other items stored in ‘Content Server. This information is displayed on the item's Properties pages (accessed from an item's Functions menu). Figure 2-18: Illustration of a Content Server Item, Showing Metadata such Systemand Custom Attributes, Perinssions.and Versions Figure 2-19: Properties page fora Document Page 2-24 "Content Server Knowledge FundamentalsGeneral Page Figure 2-20: Genera page for a Document. Chapter 2. Get Your Bearings Displays information that is common to several kinds of items, such as its name, who created it, and when it was last modified. present, displays information unique tothat type of item, such as a document's version limit ora URL's URL string. Lists the auait trail ofevents that have occurred to the item. Lists any custom categories associated with this item. Displays user-provided, number-based reviews of documents in ‘Content Server (refer to Chapter 4 ~ Managing Documents). LUsts the Shortcuts and Generations that have been created for the item, For versioneditems like docurnents and Workflow Maps, provides access toall versions of the item, ‘Only in folders, provides options to configure the appearance of the folder. ‘WebDAV (Web-based Distributed Authoring and Versioning) displays the URL used to access and edit Content Server items from WebDAV server. ‘The General page displays basic parameters and information about anitem. The information listed depends on the type of item. Content Server Knowledge Fundamentals Page 2-25Chapter 2. Get Your Bearings Name Description Created Created By Nickname Type Display Modified ‘Owned By ‘Short Links Name of the item, ‘Optional information describing the item. Date and time the item was created. Person who created the item. ‘Aword or phrase assigned to all Content Server items. The item's Object ID is automatically assigned as the Nickname and users with appropriate permissions can change this. To modifyit, you can ‘choose one of three nicknames provided by Content Server, or you can choose your own alphanumeric word or phrase, Nicknames can, be used as search items. Displays the type of item. Size of the latest version for adocument. For a folder itis the ‘umber of items init. Allows you to display the items list, featured, or hidden. Date and time the item was last modified. Displays the current owner of the item. Allow you to copy or email the properties page linkor the ability to ‘open the item. Where Is the User Manual? Content Server provides online help that is context-sensitive. It provides all the information from the user guide in a hyperlinked, searchable format. From any page in Content Server, help is available by accessing the Helpl menu at the topof the page. ‘Choose whether to view help: ‘* For This Page: presents information about the page currently being viewed. '* Contents: opens an organized set of help files. This organization highlights your location in the online help table of contents, and allows for easier navigation from topic to topic, as ‘well as expansion into specific topics. Page 2-26 Content Server Knowledge FundamentalsFigure2-24: Example of an Online Help page Summary Chapter 2. Get Your Bearings Use the Content Server Online Help 4. Click the Help menu at the top ofthe page. 2. Select For This Page or Contents. ‘The Online Help pageis displayed. Tlcing Consent Serer Onna als Rises * PRR ST on ene mon 3. Click the expansion sign (+) next toa topic in the left frame. or fasearch fields displayed, enter text to search for and click Go. ‘When navigating through Content Server, you can click the names of the folders and the docurnents, use the Add Item menus, access the Functions menu, and return to previous pages by using the hyperlinked trails at the top. Many common. interface elements are avallable on various pagesin Content Server. © The “home page” for most Content Server systems is the Enterprise Workspace which isthe entire “public” contents of, the system including all projects. Access permissions control ‘what youcan see and do in the Enterprise Workspace. '* Content Server provides many types of items to manage different types of intellectual capital, from documents to Tasks to forms. Content Server Knowledge Fundamentals Page 2-27Chapter 2. Get Your Bearings Pagezas Content Server automatically stores and maintains a set of system attributes for every item. Users access the metadata Content Server maintains for an item from the item's Properties pages. ‘There are three different functions for accessing the content of document. Download will download a local copy of the file. — Open will download and launch the document ints native ‘application. ~ View as Web Page allows you to view the contents of the document converted to HTML. ‘The Overview Page for documents is used to quickly access the document's metadata and perform basic funetions. Remember to use the online help to get more information about how touse Content Server. Content Server Knowledge FundamentalsChapter 2. Get Your Bearings Exercises Please complete each section ofthe exercises. Refer back to the various sections of the chapter, ifneeded. Overview - Navigate and View Items It is your turn to navigate the Outdoor Gear site and try some of Content Server’s navigation functionality. Use the online help and/or ask your instructor if you are not sure how to proceed with any of these steps. Our goal, for now, is to get you acclimated to browsing the content of Content Server. Amore comprehensive introduction to some of Content Server's tools will be presented in ‘upcoming sections. 1. Navigate and View items rene | you have not already done so, log in to the site by entering the User name and password provided by your instructor, and then clicking Sign in. ‘The browser page displays Outdoor Gear's Enterprise Workspace. Notice how the age is divided into two main parts, with the navigation menu and the search bar in the header, and the list of folders, projects, etc. at the bottom. By default, items will display in the Detail View. Click the Human Resources Information folder. ‘The page refreshes, The header of the page is very similar to the Enterprise ‘Workspace page however the top left displays the name of the folder and the page displays the items within the Human Resources Information folder. Click the document named Cooperative Phitosophy.doc. ‘The document is converted to HTML format and it displays as a Web page. The document's location in the hierarchy is displayed as a hyperlinked trail at the top of the page. Click the link to the Human Resources Information folder in the hyperlinked trail, Your Web browser returns to the last workspace visited (the Human Resources. Information folder). Click the Chane! named HR Announcements. tt lists the active news for the Channel. Click Holiday Schedule has been posted for next year and scan the News Items. Click the fink to the Human Resources Information folder in the hyperlinked trail. (Glick the Discussion named Human Resources FAQ Discussion, It fists topics and replies. Content Server Knowledge Fundamentals Page 2-29Chapter 2. PS reps Get Your Bearings CClick the name ofa topic or reply to open it. if there is time, click the Next Topic ‘ icon, to view another topic. The topic or reply’s content displays with a header of links above it ‘anda "Threads in Context” area below it. Click the Enterprise link on the hyperlinked navigation tratl. Click the Marketing folder to open it. The folder contains one item of each item type. Using the items in the Marketing folder as examples, identify each of the item type icons, listed below: Note that in Content Server, you can position your cursor over any icon to identify its type. ad on e B G If the Faceted Browse area is not displayed on the left, click the orange bar. From the Faceted Browse area on the left under the Owner section, click Kurt Browning. All items created by KBrowning are displayed. Click the Remove all filters fink. The default page is displayed. Click Personal > My Workspace. Click Enterprise > Workspace. Navigate to the Enterprise > Human Resources Information > Policies and Procedures folder. ‘The Policies and Procedures folder nameis displayed in bold at the top of the folder. Items displayed in this manner are called Featured Items, For the Emergency. Procedures.doc document click the Functions menu. Page 2-30 Content Server Knowledge FundamentalsChapter 2. Get Your Bearings Select Properties > General. Answer these questions: Q: Who created the document? A Q Who owns the document? A: Q When was it last modifi A — ns u. Click Enterprise > Workspace. ‘Overview - Createa Virtual Folder ‘You would like to create a Virtual Folder for the images Document Type inthe Product Development folder. 2 Create a Virtual Folder 1. Navigate to Product Development. b. Inthe Content Filter sidebar click Images in the Document Type section. © Click the Save as Virtual Folder link. d. In the Name field enter Product Development images. Click Add. Content Server Knowledge Fundamentals Page 2-31Chapter 2. Get Your Bearings aie ae — ia wamenem com pase ~ -- O 8 mm Pe cm Or 2) ma — a 3 mae im sie 20 m6 2 }. Seen OT cmt 2 seme am | are 5 fo i wereace Ge — OS cena Fe aura ae mes — a2 of ee ie } Ss oi mamas For the Product Development Images document type click the Functions menu, and select Properties > Specific. Clear the Show Selected Locations check box. Clear the Show Selected Facets check box. Click Update. anes eas 3 nt He sm womeer Jee ‘ope me ane a je women aa se wre 2) ma we wome mem J ume Page 2-32 Content Server Knowledge FundamentalsChapter 2. Get Your Bearings Notice the Locations and Facets are not displayed in the sidebar but the Location column is still displayed. J Close the Faceted Browse area by clicking the orange bar. Content Server Knowledge Fundamental Page 2-33,Chapter 2. Get Your Bearings Page 2-34 Content Server Knowledge FundamentalsChapter 3. sharing Your Knowledge 3. Sharing Your Knowledge Objectives ‘On completion of this chapter, participants should be able to: ‘Add folders to organize related items ‘Add documents already stored on your desktop or shared drive ‘Add new Micrasoft Office application documents online: ‘Add text documents Drag-and-drop folders and documents into Content Server ‘Send documents toa container using Emall ‘Move, copy and delete documents ‘Change metadata to reflect other languages eet ee eee Overview ‘The key to managing your content sin information sharing. When ‘you add a document or participate in an online discussion, the information you provide may be exactly the information your colleagues are looking for. Adding Information to Content Server Todd a new item to Content Server, browse to the folder in the workspace where you want to add the new item. f youhave permission to-add a new item in this area, you will see the Drag files to the browse area, Add Document, Add Folder, and the Add Itern menu in the upper right corner. Displaying the Add Document, Add Folder and Add Iter menu Content Server Knowledge Fundamentals "Page 3-4Chapter 3. Sharing Your Knowledge Adding Folders Page 22 4 Remember, if the Drag files icons not displayed as above in IE 10, disable the Compatibility View, the Drag files icons, displayed as the first icon. Eee SP Se add nen] ‘The Add Item menu provides a list of the types of items you can add. ‘You can add items into My Workspace or to any other folder where you have permission to.add. ‘There are a few ways to add documents to containers in Content Server as follows: + Folders and documents can be added individually using the Add Folder and Add Document buttons. + Dragand Drop (DnD) one or more documents from your ‘computer into.a folder using the Show Detail View button. + WebDAV Drag and Drop one or more dacuments or folders from your WebDAV supported client computer into afolder using the Show Drag and Drop View button [=]. + Add items by sending them to the container (providing the container has been E-Mail Enabled). ‘= Add items rom Microsoft Office applications. ‘= Add itemsusing Content Server Workflows. ‘When you create a folder, you createa container that can store ‘other items, Afolder s used to organize your work, much like a folder or directory on your desktop. The Add Folder button is displayed if you have the permission to add an item. Sinceit is ‘optional, it may not be enabled by your system administrator. To help distinguish your folder, you have the choice of selecting ‘new folder icon when creating your folder. Content Server Knowledge FundamentalsChapter 3. sharing Your Knowledge Folder and Document ‘The colon (:} must not be used in naming conventions. Up to. 248 ‘Naming Conventions characters can be used for folder and other Content Server item names. WebDAV Drag & Drop truncates document names to 24 characters BAI bv eefouttuntess your system administrator has configuredit to accept more characters. 4 You may want to establish naming conventions. For ‘example, consider typing all acronyms in full in the name field then use the description field for the acronym. Both fieldsare searchable. Permissions New items added to.afolder receive the same access permissions as those that are assigned to the folder as a whole. Once added, permissions on individual items in the folder can be modified. For example, if a group has See Contents permission at the folder level, the group members will have permission toread and download each new item added to the folder. Most users create a number of bookmarks or favorites in. ‘their Web browsers to access their most frequently used folders and other Content Server areas. ‘Add a Folder 1. Navigate to the location where you want to add anew folder (eg, Product Development). 2. lick the Add Folder button. Content Server Knowledge FundamentalsChapter 3. Sharing Your Knowledge ‘The Add Folder page is displayed, BB aad: Folder Figure 3-2: ‘Add Folder poge Name Allows you to enter the name of the folder. ifthe name already exists, the following message will be displayed to the right of the Name field, “Anitem with the name so0¢ already exists.” Description Allows you to enter a description up to 4000 characters about the folder. Multilingual Metadata Thi< button # allows you ta edit the language values of the Name and the Description. G ‘Multilingual Metadata (MLM) functionality is available to. Content Server when at least one additional [metadata] language is enabled beyond the system language. Type Displays the item type (also known as subtype) and its associated graphic icon. If your system administrator has enabled that functionality, and you have Modify permission (Le, See, See Contents and Modify), you can change the look of afolder icon, Categories Allows you to select previously created Categories (refer to Chapter 8 ~ Making information Easier to Find with Metadato). Createln Allows you to browse Content Server to select the container to save your folder in. Page S-4 Content Server Knowledge FundamentalsChapter 3. Sharing Your Knowledge 3. inthe Name field enter the name for the folder (e.g., Email Correspondence ‘4. Optionally, enter information in the Description field so itcan be used in searching later. ‘The optional Multilingual Metadata icon will be discussed later. 5. Optionally, i your system administrator has enabled this feature, Document. ‘Add an Existing Document Using the Add Document Button 1. Navigate to the folder in which you want to.add a new document {eg Product Development). ‘The Add Document button is displayed if you have the permission toaddto this folder. 2. Click the Add Document button. Page 8 Content Server Knowledge FundamentalsChapter 3. Sharing Your Knowledge ‘The Add Document screen is displayed, Document Allows you toadd an existing or anew document to Content Server. Name Allows youto enter the name of the document. Description Allows you to enter adescription about the document. ‘Muttitingual Metadata This button allows you to edit the language values of Name and Description. Version Contro! Hf Advanced Versioning is enabled, Version Control alfows you te select the type of versioning for the document (refer to Chapter 4~ ‘Making Documents). Categories Allows you to select previously created Categories (refer to (Chapter 8 ~ Managing Information Easier to Find with Metadata). Create In Allows youto browse Content Server to select the container to save your document in. ‘3. Inthe Document section leave the default Existing radio button selected. 4. Click Browse to specify the location of the document. ‘Content Server Knowledge Fundamentals Page 3-9Chapter 3. Sharing Your Knowledge Foures-8: ‘Choose Filet Upload diatog box. ‘The Choose File to Upload dialog boxis displayed. 5. Locate and select the file you want to add from your desktop or shared drive (eg. C:\SampleDocs) and click Open. & fyouwant the name of the document tobe diferent from thename of the file, enter that name in the Name field. Htaname is not entered, the filename of the document uploaded will be used, 7. Optionally, enter text in the Description field if you wish to add additional searchable metadata that can be used to locate the document. ‘The optional Multilingual Metadata icon will be discussed later. 4. tfavaitabe, select the type of Version Controt. itis available if Advanced Versioning is enabled. (Click Add to add the document to the folder. EST) Content Server Knowledge FundamentalsCreating a New Document Online Chapter 3. sharing Your Knowledge New documents created using Microsoft Office applications can be added directly to Content Server. By selecting the New choice on the Add Document page, Content Server wit 1. Give you the option to select Microsoft Word, Excel, Visio or PowerPoint as the type of new document that you would like to create in Content Server. 2. Openthe new blank document in the application you have selected, givingiit the title you typed in the Name field, Arelated application must be installed tocreate anew document online. not, an errors displayed. ‘The first time you create a new document in Content Server, you will be prompted to install the Office Editor client. It will take afew extra seconds. (Create a New Microsoft Office Document 1. Navigate to the folder to which you want to add a new document (eg, Product Development). 2. Click the Add Document button. Content Server Knowledge Fundamentals Page 3-12Chapter ing Your Knowledge ‘The Add Document screen is displayed. Fleure 3-7; ‘Add Document page Select the New radio button. 4. Inthe adjoining drop-down lst, select one of the Microsoft document types listed depending on the document type that you would ike to create. ‘The Microsoft Document Types list is shown below. Figure3-10 ‘icrosott Document Types List 5. Inthe Name field enter the name ofthe item. ‘Thisis a required field - the error message Name cannot be empty is displayed ifanameis not entered. Page 5-12 ‘Content Server Knowledge FundamentalsChapter 3. Sharing Your Knowledge 6 Optionally. enter tex in the Description field if you wish to adt additional searchable metadata used to locate the document. ‘The optional Multilingual Metadata icon will be discussed later. 7. tfavailable, select the type of Version Control. 8 Click Add to add the document to the folder. ‘The first time you create a new document, you will be guided through the installation of the Office Editor client application. The following steps are listed for your reference. ifits already installed, youcan skipto step 18, ‘The Office Editor client download and install messageis displayed. Figures-11: ivedt chug requires iastaintiou of the effi Ectne ci OfficeEditor Clent Downloadand | Y2# eer download and wteM # mancaliy using te following Fake install Message ‘Demmboed 64-48 rerio 9 Click the Download 64-bit version fink. ‘The Run window is displayed. Figure3-22: Content Server Edit Instructions ‘dialog box 10. Click Run torun the OFFICEEDITOR CUENT_10.5.0 x64.msi, Content Server Knowledge Fundamentals Page 3-49Chapter 3, Sharing Your Knowledge ‘The Welcome dialog box:is displayed. Welcome tothe Openext Otice Editor 4-8) 105.0 tnstaieton ‘The Sou Wed wi an Open Ofon Eo (6-5) {150 on yoarsonpane Caio coir Cana cine sommes Figure 3-10: Welcome dialog box 14. Click Next. The License Agreement dialog boxis displayed. { uo usa Lente AGREED a TAIT < LEASE READ CARLY TS OPER TEXT E40 USERLICENSE Figure3-14 ema IGA Este Lcrnar ACaEEMOT BEE Oe HER, JAS AN MONDIAL. §SBNGLE CORPORATION OR OTHER SINGLE LEGAL EXT ICENSEE (UCERSET™ AND THE OPEN TEXT CORPORATION LEGAL EXTTY TRE OFCNTENT GROUP TROL UAGCH YOU OATAMED THE SOFTWARE BY TAS CULA OT) AS CENSOR YOU AE THAT, AT CH IAS YOU RSTALL, COPY, DHECUTE, AMOR USE ANY OPO TEXT DOCUMENTATION ALDOR OTHER TELLECTUAL PROPERTY =) License Agreement dialog box 12, Select the l accept the terms in the License Agreement check box ‘nd ctick Next. Page 14 Content Server Knowledge FundamentalsChapter 3. Sharing Your Knowledge ‘The Ready to Install dialog box is displayed. Rent, toteste! Seto roy ona rte Figure 3-15: Ready to Install dialog box. 13. Click install. ‘The Completing Installation dialog box is displayed. Content Server Knowledge Fundamentals Page 3-15Chapter 3. Sharing Your Knowledge Figure 3-17: ‘Add Document dialog box Figures-18: ‘Savedialog box 14. Click Finish. 45. From the Office Editor client download and install message page ‘lick the Windows’ Back button. ‘The Add Document dialog box is displayed. 46, Since the document was just created click the Windows'Back ‘button again. You will need to refresh your screen to see the new document isted. 17, In the Browse View for the document you just created clckits Functions menu > Edit, 118, Compose your document in the native application (e., Microsoft Word). 119. When you are finished, click the Close button to cose the application. ‘The Save dialog box is displayed, ‘Content Server Knowledge FuniMultilingual Metadata Figure 3-19: Edit Adaftional Languages dialog box. Chapter 3. Sharing Your Knowledge 20. Click Yes. ‘The document has been created in Content Server. Content Server provides the ability to enter and display the names of items and their descriptions in more than one language. ‘Add Multilingual Metadata to a Document Name 1. For the document you just created lick its Functions menu > Properites > General. 2. Inthe Name fietd enter Public Hofidays to change the name of the document. 3. Click the Citck to edit muttlingual vatues 2 button. ‘The Edit Additional Languages dialog box is displayed below. 4, Inthe Espafolfeld enter Los Dias Festives. To enter the letter fuse the shortcut key. Alt¥0237. 5S. Inthe Francais ield, enter Jours Féréis. To enter the letter é, use the shorteut key, Alt+0233, Content Server Knowledge Fundamentals Page 3-17Chapter 3. Sharing Your Knowledge 6 Inthe Espafiol field enter Los Dias Festives. To enter the letter i, use the shorteut key, Alt+0237, 7. Inthe Francais field, enter Jours Féréis. To enter the letter é,use the shorteut key, Alt+0233, & Click OK. 9 Click Update. ‘Once the multilingual name or description has been provided, each User with a preferred Metadata Language will view the item in their selected language. ‘You can change the language that s displayed for your system, providing other languages have been enabled by ‘your system administrator. Language Preferences Users can change their Metadata Language preferences by navigating to the Tools > Settings page. The ability to select your language preference is displayed on the General Settings page once ‘other languages have been enabled by your system administrator. Set the Metadata Language Preferences 1. Select the Tools > Settings> General tab. 2. Click the Metadata Language drop-down. Page 3-8 Content Server Knowledge FundamentalsChapter 3. Sharing Your Knowledge ‘The Metadata Language listing is displayed. Figure 3-20: ‘Metadata Language Settings ‘3. Select your language preference (eg. Francais (hr). 4. Click Update. 5. Navigate to the Public Holidays document. “The document name now displays in your preferred language inthe Browse View. 4. Select the Tools > Settings> General tab to change it back. 7. Click the Metadata Language drop-down. 8 Select Engish (en) forthe rest ofthe cass. 9. Click the Update button Including Attributes as You Add Items ‘Additional information, referred to as metadata, can be added ‘when anitemis added. n order for this additional information to be ‘added, the information fields called attributes are added to Content ‘Server. A group of attributesis called a category. Categories and Attributes are one of the most powerful features to organize your information. Content Server Knowledge Fundamentals Page 3-29Chapter 3. sharing Your Knowledge Flgures-24: ‘Add Document page With a Required Category For example, in our Outdoor Gear scenario, a customer service ‘manager may want to know if a customer's feedback Is acomplaint, recommendation, or praise. And, the customer service manager ‘may want to search for each kind of feedback separately, Attributes can be optional or mandatory, and can have different formats (date, text, check box, etc.) A required field 2 icon may be displayed in the categories prompt, to indicate you are required to complete the attribute field in order toadd the item. Inthe event ‘the Add button is clicked before the Edit button, the Edit Categories page opens ifthere sa required field to complete, Attributes can be added to a new document by using the Add Document button or by using the drag and drop methods. Add Attributes for New Items With Categories Using the Add ‘Document Button Navigate to the folder where you want to add a document (eg, (Customer Service > Customer Feedback Folder) and clicethe Add Document button. ‘The required icon in the Categories field on an add itempage indicates there is at least one required attribute toffillin. Page 3-20 Content Server Knowledge FundamentalsFigure 9-22: Edit Categories New Document eee Drag and Drop Items Chapter 3. Sharing Your Knowledge 2. Browse to selectan existing document. 3. Click Edit next to the Categories field ‘The Edit Categories New Document page is displayed. [BB at categories: New Document ‘4. Fillin any attributes including the required field and then click Done toclose the window. 5. Finish fiting out any other fields on the Add Document page as ‘necessary, and click Add. You can drag a document from your desktop or shared drive into Content Server. There are two different ways to drag and drop documents into the Browse View in Content Server: © Drag and Drop using the Browse View (referred to as DnDJand using HTML and a supported browser * Drag and Drop using the Drag and Drop View (referred to as ‘WebDAV Dragand Drop) With add item permissions, you can drag-and-drop documents into Content Server's Workspaces, Projects, folders and Compound ‘Documents. With See and See Contents permissions, you candrag- and-drop items from Content Server to your desktop. Content Server Knowledge Fundamentals Page 3-21Chapter 3. Sharing Your Knowledge Drag and Drop Using the Browse View Page 3-22 ‘When an item is dragged and dropped into a Content Server container, itis automatically displayed in the Browse View unless, there are required attributes associated with the container, Depending on what your system administratorhas set, the default is that youcan drag up to 500 files with a 100 MB size for eachfile per drag and drop action, [GA The drag-and-drop functionality using the Browse View will work with the supported browsers (currentas ofthis writing), including: ‘© Internet Explorer 10, 1E 11. with Update 1 + Firefox ESR v. 25 or later © Chrome v.30 or later © Safariv.5.1.7 or later Pleaase check the OpenText Content Server Release Notes (10.5) for any updates. ‘The Drag and Drop (DnD) method uses the Browse View and does not require any additional plug-ins. It only allows documents to be dragged, not folders or Compound Documents. ‘There is an iconL® located at the top of the Browse View displaying the following message when you place your mouse on it: Drag files to the browse area to add them to this location’. Itis an informationicon only;it isnot meant tobe clicked. (ieee Poke 3 ae ‘Add an Existing Document by Dragging and Dropping Using the Browse View 1. Navigate to the folder in Content Server in which you want to add a ‘new document (eg, Product Development). 2. From Windows Explorer navigate to the desired directory (eg., C\SampleDocs}. Content Server Knowledge FandamentalsChanter 3. Sharing Your Knowledge. 3. Arrange both the Content Server browse window and the Windows ‘Explorer window so you can view them to perform drag and drop. 4. Selecta file and drag it to the Browse View area of the Content ‘Server folder. Don't release the mouse quite yet. ‘The Drag and Drop action is displayed, Figures23: Drag and Drop Action 5. Release the mouse and the document wil begin to upload. ‘The Upload started on the item... message is displayed. Fiewres- 24: ‘Upload started on the item. message ‘The message will automatically change to“ tof 1 completed” (or the ‘number of files copied), and then change to “Sorting after upload... Content Server Knowledge Fundamentals rage 3-23Chapter 3. Sharing Your Knowledge Figure 3.25: "New Document Displayed Drag and Drop Using the Drag and Drop View ‘The new document in the Browse View is shown below. Sei ee] For the WebDAV Drag and Drop method your system administrator needs to install the Content Server WebDAV server ‘module and configure it on the server side with the installation of ‘WebDAV plug-ins on the client side. Itallows you to drag folders and documents into Content Server. [A Windows Server 2008 R2snata supported the WebDAV client, therefore, Windows 7, Windows 8, or similar is requiredin a server ~ client arrangement to perform WebDAV Drag and Drop. ‘Since the class TrainGen server image is Windows Server 2008 R2, ‘you would need to.use the Win7x32Client image for dragging and ‘dropping using the Drag and Drop View. The exercise below is. ‘optional and can be used asa reference, ‘Add an Existing Document by Dragging and Dropping Using the Drag ‘and Drop View (Optional) 2. Launch the Win7x32Client image. 2. Launch internet Explorer and sign in to Content Server with the ‘same fog in as you are using for the TrainGen image. 3. Navigate to the folder in Content Server where you want to put the document (eg, Product Development) and click the Show Drag and Drop View button on the right. Page 3-24 Content Server Knowledge FundamentalsChapter 3. Sharing Your Knowledge If you are asked to install the Content Server WebDAV Client software, click the Download 64-bit version link to, meer naa at tts ome | mmc EI he eee a a ‘The OpenText WebDAV Client Components 10.5.0install wizard will step you through the installation. The steps are similar to installing the Office Editor Client. 4. Select one or more items (documents and/folders) from your desktop {and drag them onto the area below the instructions for the Drag and Drop page. ‘The Drag and Drop action is shown below. Figure 3-26: Drag and Drop Action 5. Release the mouse and the document will begin to upload, ‘The copying message is shown below. Figure 3-27: Copying message Content Server Knowledge Fundamentals Page 3-25Chapter 3. Sharing Your Knowledge Drag and Drop with Attributes Page 3-26 & Click Continue. ‘The new document is added to Content Server. ‘An items required attributes will need to be completed beforeit canbe displayed in the Browse view. A warning indicating that you have added items with required attributes will be displayed. In ‘addition, an Incomplete Items folder will be added to your Assignments page (accessible from the Personal Menu). {tems with tre same attribute values can be completed concurrently. Ifa container is deleted and it contains items with incomplete required attributes, the items are moved toa folder named incomplete Items accessible from your Assignments page. The items can be moved from this folder ordeleted, ‘We will use the Browse View to drag and drop items with attributes from Windows Explorer to Content Server. The process is similar when dragging and dropping items using the Drag and Drop View. ‘Drag and Drop items With Attributes Using the Browse View 1. Inthe Server mage navigate to the folder in Content Server in which you want to add anew document (e., Customer Service > Customer Feedback Folder) 2. From Windows Explorer navigate to the directory that contains the ‘document you wont to drag-and-drop (eg., C\SampleDocs). 3. Arrange both the Content Server browse window and the Windows Explorer window so you can view them to perform drag and drop. 44. Selecta file and dragit to the Browse View area of the Content ‘Server folder. Don't release the mouse quite yet. Content Server Knowledge Fundamentals |Chapter 9. Sharing Your Knowledge ‘The Drag and Drop actions displayed. Figure s-28: DDragand Drop Action 5. Release the mouse and the document wil begin to upload. ‘When complete, the required additional information messages, displayed below. Figure3.29: Required Additional Information message ‘Since thedocument has been added toa container that requires an attribute(s), a warning message is displayed, by default. 6. Click the Show the incomplete items link in the message. Content Server Knowledge Fundamentals Page 3-27Chapter 3. Sharing Your Knowledge Figure 3-90; ‘Complete tems to Make Them ‘Available to Other Users message ‘Apply required information to items in sub-containers ‘Complete thisitem Download Delete Complete Selected tems Delete Selected tems Cancel ‘The complete items to make them available to other users" message is displayed. ‘Applies the required attributes to any folders in the listing, Displays the Edit Attributes page for the tem. Allows you to open or save the file locally. Deletes the item from Content Server. Displays the Edit Attributes page for the multiple selected items, Deletes the multiple selected items from Content Server. ‘Cancels the assigning required information operation. 7. Click Complete this item beside the itern’sname, or select one or ‘more items and click Complete Selected Items. Page 3-28 Content Server Knowledge FundamentalsFigure 3-31: Edit Attributes page Figure3-32: Update page Chapter 3. Sharing Your Knowlecge_ ‘The Edit Attributes page is displayed. cat attrbutes | 1 eens peewee 8 Onthe Edit Attributes page, select values for the various attributes ‘and add « required Type of Feedback. 9% Click Submit All Changes. ‘The Update pages displayed, BZ] Update: Marketing Proposition.doc Content Server Knowledge Fundamentals Page 3-29Chapter 3. Sharing Your Knowledge Figure 3.33 Updating Item n page 10. Click Accept. ‘The Updating Item In page is displayed. 29} Updating item In: Customer Feedback Folder ‘The system administrator can set notification to send an ‘email message when items that have been dragged and dropped require attributes, Send Documents to a Container Using Email Documents can be sent to Projects, Folders and Compound Documents by sending them from an email client without loggingin to Content Server. Your system administrator will need to configure eLink in order touse this feature. The administrator can configure the system to send a confirmation message when an item Is added to a older or container through email Whena container is E-Mail Enabled, itis assigned an email address and can be accessed by going to the container’s Functions menu > Properties > eLink tab. Ifyou send an item that already exists in the specified container, the system adds a version to the item, ‘The Edit Permission is required on the container in order to E-Mail Enable the container. ‘Only Content Server users with Add Item permissions can ‘send items to a container in Content Server. Page 3-30 Content Server Knowledge FundamentalsChapter 3. Sharing Your Knowledge E-Mail Enable Container 1. Navigate toa older to be E-Mail Enabled (eg, Product Development). 2. From the folder’s Functions menu select E-Mail Enable. ‘The Enable eLink page is displayed, BB enable etink: Product Development Figure 3-34: Restos) | Pedeteset—__—_lomatent Enableclink page SS | C r2memage tec stciments asset ord ces by) | EE aan E-mail Alias The email address of the container. ContentStored Allows you to specify how the content is stored in the container \when.an emailed document is added, They include: = Attachments only - only the files attached to the emit ‘message are added as documents; the email message, including message body, headers, and subject line are ignored. Full message - the entire email message's added asa ‘compound document using the subject ine as the name, with, separate entries for the message body with headers, and attachments. 3. Onthe Enable eL.ink page in the E-mail Alas field, use the default ‘email address or enter an email address for the container. ‘4. Choose the appropriate Content Stored method. 5. Click the Enable button, Users can now send documents to the folder. Content Server Knowledge Fundamentals Page 3-31Chapter 3. Sharing Your Knowledge GS Figure 3-35: E-Mail Alias fora Folder ‘Send Documents toa Container Using Email 1. Once a container has been E-Mail Enabled, select Properties > eLink {from the container’s Functions menu to focate Its emall address, ‘The Enable Alias for a Folder page is displayed. (Say Product Development emiseins art stiret | padi cy f sea ¢ J 2. Next,aunch your email client and enter the container’s email ‘address, attach any document(s tothe message and click Send. DB ‘The Edit Permission is required on the container in order to E-Mail Enable the container. ‘Only Content Server users with Add Item permissionscan ‘send items toa contalner in Content Server. Multi-Select (Bulk) Command Buttons Figure 35: Multi-Se'ect Command buttons Muttiple folders or documents canbe copied, moved, deleted, Zipped & downloaded, zipped & emailed, or printed usinga ‘command button. Individual folders or documents can be selected, cr all items can be selected by clicking the check boxat the top of ‘the listed items. ‘The Multi-Select Command buttons are displayed as follows: Page 5-32 ‘Content Server Knowledge FundamentalsChapter 3. Sharing Your Knowledge ‘The system admini ator may set your multi-select options toonly choose individual documents and not entire folders. El Copy, Move or Delete Multiple tems 1. Navigate to. folder to select items (eg, Product Development). ‘The folder displays listing of items to be selected. 2. Use the multi-select check boxes to indicate which folders or documents you wish to copy, move or delete. ‘3. Click the Copy, Move or Delete button. ‘The appropriate window will open depending on the selected action, ‘The Items to be Copied (or Moved) page s displayed. 2% tems to be Copied Figure 9-98: Items tobe Copied page ‘4, For Copy or Move, click Browse Content Server to select the {ocation for the copy or move. Content Server Knowledge Fundamentals Page 3-33Chapter 3. Sharing Your Knowledge Figure 3-99: st of Destination Folders page Figure 3-40: ‘Copying items to Confirmation page ‘The list of destination folders is displayed. 5. Navigate tothe destination folder, 6. Click the Select link, 7. Click the Copy or Move button. ‘The Copying Items To confirmation page isdisplayed. 23 copying ttems To: Specifications & Click OK to complete the copy or move, 9. ForDelete, click Delete to complete the deletion. Page 3-34 Content Server Knowledge FundamentalsChapter 3. Sharing Your Knowledge ‘The Items to be Deleted page is displayed. a ‘Ttems to be Deleted Flaure 3-44: nee ne Items tobe Deleted page — 10, Click OK to complete the delete. & Zip & Download, Zip & E-Mail, Emall Link, Print or Collect a Number of ems 1. Navigate to a folder to select items fe, Product Development). 2. Use the mutti-select check boxes to indicate which folders or documents you wish to Zip & Download, Zip & E-mait, Email Link, Print or Collect. 3. Click the Zip & Download, Zip & E-mail, Email Link, Print or Collect. button. ‘The appropriate window will open depending on the selected action. ‘4. ForZip& Download, select where to store the file on your local or shared drive, and click Zip & Download. ‘The Items to be Zipped & Downloaded page is displayed. Acopy of the filels}is stored focally. Content Server Knowledge Fundamentals Page 3-35)Chapter 3. Sharing Your Knowledge 5. ForZip & Email, enter the email addresses for the recipient(s) enter the subject, and create a message, and click Zip & E-mail. ‘The Items to be Zipped & F-mailed page is displayed. Fleure 3-43: lems to be Zipped & E-mailed page ‘The zipfileis sent. 6. For Email Link enter the email addresses for the recipient(s)in the ‘message window and click Send. Page 3-36 Content Server Knowiedge FundamentalsFigure 3-44: mall Cllent dialog box Figure 3-45: tems tobe Printed page Chapter 3. Sharing Your Knowledge The Email Client dialog boxis displayed. Amessage with the link to the file(s) from Content Server is sent. 7. For Print, click Print to printin their native application. [4 Theabilty to print agiven document type, either to the default printer or a specific printer, depends on the configuration of the client operating system for that type (Le, Microsoft Word or similar application would be required to successfully print a Word document). ‘The Items to be Printed page is displayed. a ‘Content Server Knowledge Fundamentals Page 3-37Chapter 3. Sharing Your Knowledge Content Server uses the default printer and printing options defined in your printer settings. [G24 Because we are making use of CutePDF toserve asa virtualized printer, users are prompted to save a PDF file ‘corresponding to each printed document, which would not typically be required when laser printing. If aprint ob does not result along with a print progress dialog, the client browser may be missing the required Active-X ‘printdoc’ plugin. 8 ForColect, select an existing collection to add the documents or ‘create a new collection, and then click Submit. The Collection listingis displayed. Collection Listing Items will be added ta the collection you selected or toa new collection. Collections will be discussed in more detail in Chapter 5 ~ Access Centent Easily. Page 3-38 Content Server Knowledge Fundamentalsing Your Knowledge Composing Text Documents Use the text editor to compose and add a text document to Content Server ina single step, Ths rich text editor provides a convenient ‘means of adding text documents, for example fling notes regarding ‘physical or phone meeting updates, without having tofirst compose them ina separate interface. (Create a Text Document From Within Content Server 1. Navigate toa folder (eg, Product Development) in which you want to.addanew document. 2. Select Add item > Text Document. ‘The Add Text Document page is displayed. InIE 10 Compatibility isnot enabled (Tools > Compatibility ‘View), only one line width of the text areais displayed to enter text. Content Server Knowledge Fundamentals Page 3-39Chapter 3. Sharing Your Knowledge Name Description MIME Type Text Categories Create tn Allows you enter the name of the text document. ne name is entered, itwill prompt youto enter one when you try to add the text document. Allows you to enter a description about the text document. Allows you to select how the document is displayed when itis Viewed as a web page oris opened. Allows you to add and format the text of the document. ‘Allows you to select previously created Categories. Allows you to browse Content Server to select the container to save your folder in. 3. Inthe required Name field enter a name for the document. ‘4. Optionally, in the Description field, enter a description for the document. 5. Inthe Text field enter the text of the document, ‘The toolbar can be collapsed by clicking the Collapse Toolbar icon at the bottom of the toolbar. 4, Click Add to addi to Content Server. ‘Thenew text documentis displayed in the location youi chose. You ‘caneedit ts content later by choosing the Edit function from its Functions menu. In IE 10 turn off Compatibility View by selecting Tools > Compatibility View again. Page 3-40 Content Server Knowledge FundamentalsSummary Chapter 3. Sharing Your Knowledge ‘The Add Item menu lists the types of items you can add to the Folder, Task List. or other container that you are currently Visiting. Folders allow you to organize your organization's work, ust like you do on your hard drive and your filing cabinet. ‘Adocument is one or more versions of an electronic file of any format, plus a set of information about the file, such as when it was added and how largeitis. Share information and collaborate with your colleagues by adding documents into your Content Server system. Documents can be created offline and added to Content Server, ‘canbe created online for Microsoft Office applications, or can be created online asa text document. Items can be added by dragging and dropping into a Content Server container using the Browse View or Drag and Drop View. ‘Documents can be added to Content Server by sending them to ‘an E-Mail Enabled Content Server container. ‘As youadd folders, documents, and other items, you can apply ‘categories and attributes to help describe the items. The ‘attributes are defined by the knowledge managersin your ‘organization, and they are very useful when people are searching for information. Content Server provides the ability to enter and display the ‘name of items and their description in more than one language. Users can set language preference under the Tools menu. ‘Once the multilingual object name or description hasbeen provided, each user witha preferred Metadata Language will ‘observe the same object with the corresponding localized name. Content Server Knowledge Fundamentals Page 3-41Chapter 3. Sharing Your Knowledge Exercises Please complete each section ofthe exerese tothe exercise challenge. f you have time try the exercise challenge. ‘Overview - Add aFolder and Existing Documents Now that you have successfully navigated Content Server from Chapter 2, you have been promoted to Praduct Manager (with aflair for inventing new products). After collaborating with your colleagues, you have decided to market heated tents as the next great Outdoor Gear product. In this exercise you will adda folder in order to share your new product documentation. 1. Adda Folder and Existing Documents 1. Navigate to the Product Development folder. The full path is Enterprise > Product Development. b. Click the Add Folder button, ‘The Add page opens. The Create In field is already filled in with the Product Development folder’s path. Enter Your Student Folder in the Name field. Click the Add button. , Make Your Student Folder a Favorite by selecting Add to Favorites from its Functions menu. ‘Your folder will be easily accessible from your Favorites under the Personal menu. Click Your Student Folder. Click the Add Document button, ‘The Add page opens. The Create In field is already filled in with Your Student Folder's path, & Inthe Document field with Existing selected and click Browse. fh. Navigate to the CA\SampleDocs directory and select Marketing Proposition.doc and click Open. i. Inthe Name field give the document a unique name, such as Studentx Marketing Proposition, where Studentx s equal to your user account. }. Click Add. By default, the name of the document in Content Server will be the same as the ‘name of the fie. As long as they exist in separate folders, items canhhave the same ‘name, but unique names make it easier to refine your search results. Itcoples the file from your local drive to the Content Server system, creating anew document in your folder. Page 3-42 Content Server Knowledge FundamentalsChapter 8. Sharing Your Knowledge (Overview - Add aNew Document Online ‘After a recent meeting for the launch of your new product, you decide to create a Microsoft Word file to jot down a few ideas relating to the Sales Launch. 2 Adda New Document Online 4. Start this exercise in Your Student Folder. The full path is Enterprise > Product Development > Your Student Folder. Does Your Student Folder’s name appear in the breadcrumb trail? b. Click the Add Document button. Select the New radio button leaving Microsoft Word selected. Inthe Name field enter Sates Launch Ideas. no name is entered, a "Name cannot be empty” error message will be displayed. & Click Add, Content Server will open a Microsoft Word document. 1. Enter the following: ‘Sales Launch ideas 1. Budget of $10,000 2 Contact Arctic Circle Race & When you are finished, click the Microsoft Word Close box. You can also click the Save button and then close Microsoft Word. h. Click Yes to save the document. Your new document is added to Content Server. Content Server Knowledge Fundamentals Page 3-43Chapter 3. Sharing Your Knowledge ‘Overview - Multilingual Metadata ‘You will add a new document to Content Server and will provide a name and a description in both English and French. 3. ‘Add a New Document with English/French Information ‘4. Ensure you are in Your Student Folder (Enterprise > Product Development > Your Student Folder). Is Your Student Folder’s name displayed at the top of the page? Click the Add Document button. Click the Browse button and navigate to the C:\SampleDocs directory. Select the cover letter.doc document and click Open. {In the Name field click the Multilingual Metadata button and provide a name for this document in both English and French. English: Cover Letter French: Lettre d'accompagnement f. Click the Next tink in the Edit Additional Languages dialog box and provide a description for this document in both Engtish and French, English: letter of introduction French: lettre de presentation 3. Click OK. 1h. Click Add to add the document. Ensure the document has been added correctly and that the description is as you typedit. i. Navigate to the Tools > Settings > General page and change your Metadata Language from English to Francais {fr). i Click Update. Your language settings are now French. k. Return to Your Student Folder. Note the document name and description are now displayed in French. |. Return to the Tools > Settings > General page and change your Metadata Language back to English (en). m. Click Update. ‘Your metadata settings should now be in English. sans Page 3-44 ‘Content Server Knowledge FundamentalsChapter 3. Sharing Your Knowledge ‘Overview - Drag and Drop Items ‘You want to add some documents from your local drive to your product folder. Use the Drag and Drop using the Browse View to add more than one document at atime. 4. Add a Document by Dragging and Dropping using the Browse View ‘4. Continue this exercise in Your Student Folder. The full path is Enterprise > Product Development > Your Student Folder, 'b. Navigate to the C:\SampleDocs directory and click New Product Description.pdf and ctrl-click Product Development Estimates.xis. € Drag the documents to the Browse View area on the Content Server page. ‘The added items are displayed in the Browse View. Exercise Challenge ‘You want to be able to add documents to Your Student Folder via email, Refer to the Send ‘Documents to a Container Using Email section in this chapter to emall enable your folder. Be sure tojot dawn the email address you give the folder. After configuring your folder, testit by following the instructions below. To test your configuration: Ensure Mercury Mait is running. f not, launch it from the Task Bar or Windows Desktop. 2. Launch Micresoft Outlook from either the Task Bar or Windows Desktop. It may take a few seconds to launch. Microsoft Outlook is set up to send and receive with various user accounts. 3. nthe Choose Profile dialog box select the studentx Profile provided by your instructor (e.g. student). 4. lick New> Mail Message from the toolbar to create a message to send to the Your Student Folder caddies. 5. Inthe To field enter the address for Your Student Folder. & Inthe Subjectfield enter Email Message. 7. Optionatty, attach documents from C:’\SampleDocs directory depending on what you configured. 8 Send theemail. lt may take several minutes to receive the email tems in Your Student Folder. 9. Ifthe email has not been received yet, press F5 to refresh the screen. Content Server Knowledge Fundamentals Page 3-45Chapter 3. Sharing Your Knowledge Page 3-46 Content Server Knowledge Fundamentals4. Managing Documents Objectives Oncompletion of this chapter, participants should be able to: Modify documents ina shared work environment Reserve and Unreserve Documents. Manage versions Understand advanced versioning, Overview Chapter 4. Managing Documents ‘Since documents form the content of much of the work of an ‘organization, an everyday part of working in Content Server is ‘working with documents. In this chapter, you will earn various ‘ways to work with documents that are shared with others. Document Management Basics ‘When working in a team environment, it isimportant to control and track changes made to documents. To create a safe and rich environment for collaborative document management, the following document management features are provided: ‘© Permissions: Documents cannot be modified without the proper isso ‘© Reserving Documents: Only one user at atime can make changes toadocument. '* Notification and Auditing: Content Server can advise users of changes to documents and other important items. ‘© Version Controk. When anew document is added, it becomes the first version of that document. Each modification to the ‘document creates.a new version, with the most recently added version displayed first. Previous versions of documents can be retrieved. Content Server Knowledge Fundamentals Page 4-4Chapter 4. Managing Documents ‘The knowledge managers in your organization may set version limits foritems. ‘+ Advanced Versioning: Modifications to documents can be identified as major or minor version changes. '* Add Versions with Drag and Drop: Drag and drop documents with ‘the same name to createnew versions. ‘CATEGORY ATTRIBUTES Gategory: — ProductSpac French Inthe next few sections, we will discuss reserving and modifying documents by adding new versions to them, and managing document versions. Updating Documents in Content Server When anew document is added to Content Server, it becomes the first version of that document. Changes made to the docurent in Content Server are stored as new versions, with the most recently added version displayed first. The document's versions are ‘considered part of the document along with the rest of its metadata, Multiple versions are stored as part of one document. They can be produced by various authors who submitted their versions after performing either online or offline editing. ‘The Microsoft Office application must be installed to edi document online. If not, an erroris displayed. Page 4-2 Content Server Knowledge FundamentalsFigure 4-2: Standard Versions of a Document ‘Accessible from Its Properties page Chapter 4. Managing Documents 1G ms tet doe i esi aa en an meee: eee ead a Sa Each version can have its own description, andis full-text searchable. This isa useful way to denote variances in ‘versions - for example, the new version of the proposal Could include the following description - this version reflects the edits gathered at the content review meeting. ‘There are twomethods for editing a document: ‘+ _Editthe document affline (modify documents on your desktop): download a copy from Content Server, make your ‘changes on your desktop, save them locally then upload your locally saved changes into Content Server as a new version or by using Drag and Drop. inthis example, the document must be manually reserved and unreserved. f you have the Reserve permission, and providing another user has not reserved the ‘document, you may reserve your document, modify a copy of ts ‘current version and add the new version back into Content ‘Server. As many versions of the dacument asneeded are stored toserveasa history of changes and as backups for the document. ‘+ _Editthe document online: Available only for Microsoft Word, Excel, PowerPoint, Visio and Project documents, online editing ‘enables you to make changes while working in Content Server without saving a local copy. The document is reserved and unreserved automatically, Content Server Knowledge Fundamentals Page 4-3Chapter 4. Managing Documents Reserving Documents Reserving a document places a hold on the document, preventing ‘thers from making changes to the document. When adocument is reserved, users with permission to see the contents of the document willcontinue to have the ability to use the document's ‘Open, Downlead, and View as Web Page functions, giving them ‘access to the information. Inmost cases, you will want to use the Reserve function prior to editing a document. The Reserve page provides the option to download the document. There are certain conditions under which you may wantto reserve a document but not download a lacal copy: © When performing online editing. '* When yousimply want ta prevent others from changing the ‘documentfor a period of time, such as during a document review process. You can reserve a document if you have the Reserve permission on the document providing itis not already reserved. When a document is reserved, Content Server: 1. Removes the Reserve, Add Version, and Edit functions from tthe Functions menu for other users with permission to edit the document Only the user(s) to whom the document has been reserved will be able to access these commands, 2. Ensures the Edit buttons on the View 2 Web Page and Properties pages, as well as the Edit link next to the document's, ‘name are only visible to user(s} who have reserved the ‘document, 3. Adds a Reserved # icon beside the name of the document to show thatit is reserved, 4, Adds Reserved By and Reserved fields to the Properties > General page of the document, showing who reserved the document and when it was reserved. [G3 Toview alist of tems youhave reserved, select Personal > Reserved Items, Page a4 Content Server Knowledge FundamentalsReserve page for a Document. Figure 4-4 File Download dialog box Chapter 4. Managing Documents ‘Reserve Documents Stored in Content Server for Offline Editing 1. Navigate to the folder where you want to reserve a document (eg., Product Development). 2. Toeditdocuments offline select Reserve from the Functions menu for the document. If the Reserve functionis not on the menu, then you de not have the permission to reserve the document. ‘The Reserve page for a document is displayed. 3. Click Download to create a lacal copy af the latest version of the document. The Reserve page will remain active. ‘The File Download dialog boxis displayed. ‘De yu want open ore Rew Proc: oe (23.010) fo traagen? * Sao) aes} (eee 4. Glick the Save drop-down arrow and select Save as, Content Server Knowledge Fundamentals Page 4-5Chapter 4. Managing Documents Figure 45: ‘Save Asdislorbox Figure A: ‘The Save As dialog boxis displayed. 5. Navigate to the location where you want to store this copy (e.g. Downloads} and click Save. ‘The Reserve page for adocument is displayed again. 6. In the Reserve By field select your name or a group from the fist. ‘The groups listed under Reserve By are all the groups you belong, to. Ifyou select a group, then any user in that group willbe able to tnreserve the document (providing they have permission to access the document). Page 6 Content Server Knowledge FundamentalsUnreserving Documents Chapter 4. Managing Documents 7. Click Submit. ‘The Reservedicon is displayed. Only you or people in a selected group can unreserve or add versions to the document. ‘Once you have finished working on the document, or it is no longer under review, unreserve the document. [A Reserving and unreserving a document can be useful for tasks other than editing. For example, a document may be permanently reserved to prevent anyone else from editingit even ifthey have the appropriate permissions. Ifyou edited the Content Server document offiine, you must unreserve the document manually on the Unreserve page. You probably have a new version of the document to add to Content ‘Server. Ifs0, you can add your new version to Content Server from the Unreserve page by selecting the Add New Version check box. [When you have finished modifying a document offine, unreserve it so that other users can edit the document. ‘When editing online, the document isunreserved ‘automatically once you have finished editing. ‘Whena document is unreserved, the following actions are performed: 1L Removes the write-lock from the document by redisplaying the Reserve and Add Version commands on the Functions menu to those users who have the permission to edit the document. Removes the Reserved icon next to the document's name. 3, Removes the Reserved and Reserved By fields from the Properties > General page of the document, . ‘Content Server Knowledge Fundamentals Page 4-7Chapter 4. Managing Documents Figure 4-7: Unreserve page Want to know what you have reserved? Select Personal > Reserved Items. ‘Add an Offline New Version When Unreserving a Document 2. From the reserved document's Functions menu select Unreserve, ‘The Unreserve page for a document is displayed. you want toadd anew version, select the Add New Version check box. 2. Enable the Add New Version check box to add your edited file as @ new version. Page 48 Content Server Knowledge FundamentalsChapter 4. Managing Documents ‘The Unreserve page is redisplayed with additional fields for adding. the new version. (Z vnreserve: New Productdoc Inthe Description field enter optional information to be stored with ‘the document version. 4. Click Browse to locate the file on your local drive. 5. Select the file and click Open, 6 Click Submit. ‘The new version of the document is added to Content Server, the document is unreserved, and the Reserved icon is removed. Content Server Knowledge Fundamentals Page 4-9Chapter 4. Managing Documents Editing a Document Offline Editing a document offline involves downloading a copy of the document from Content Server, editing and saving the document ‘changes on your local desktop then uploading them back to Content Server. Consider editing your document offinein the following scenarios. ‘= Youwant to have a local copy (maybe you will be working from home). a file type that is not supported by online © You have a series of updates that will take an extended period of time, and you want to work ona local copy for a period of time. Consider creating a “Reserved documents" folder on your hard drive to keep track of downloaded files you are working with offiine. Some users find this helpful to locate their local files, Toedita document offline, copy the file focally from Content Server bychoosing either: 1L_ Reserve from the document's Functions menu then selecting ‘Download on the Reserve page to reserve and download a copy of the document to be modified. 2. Download from the document's Functions menu to download a copy of the document to be modified without reserving tin Content Server. {A Addinga version without reservinga document can lead to ‘confusion about the status of the document. Q: When would youadd a version when the documentis not reserved? ‘A: You know that you are the only person who has permission toedit this document. Page 4-10 Content Server Knowledge FundameiChapter 4. Managing Documents ‘Once you have completed the changes to the downloaded copy and saved them locally, add your changes as a new version by choosing anyof the following: 1. Unreserve from the document's Functions menu, then selecting the Add New Version check box. This allows you to add a new version and unreserve the document inne step. 2. The Add Version command on the document's Functions ment: ‘tosave your interim changes in Content Server. 3. Drag & Drop to add new versions and save your interim ‘changes. The file on your desktop must have the same name as tthe filein Content Server. ‘Add a New Version That Has Been Edited Offline 1. From the reserved document's Functions menu select Add Version. ‘The Add Version page for a standard (linear) versions displayed. Figure 4-9: ‘Add Version page for aStandard (Linear) Version 2 Inthe Description field enter optional information about the new version, Descriptions are searchable metadata stored with the. document. Content Server Knowledge Fundamentals Page 4-21Chapter 4. Managing Documents Figure 4-10: ‘Choose File to Upload dialog box Figure 4-t: ‘Add Version page with Fle Path Displayed ‘The Choose File to Upload dialog boxis displaved. 4. Locate the edited file on your local drive and click Open. ‘The Add Version page with the file path is displayed. You can also edit the Categories for this document as youadd the 5. Click Add Version, ‘The new version of the document is added to Content Server along, with any descriptive information that you entered, When a new version is added, there is nothing preventing you from checking in an entirely different document. For example, perhaps you downloaded a Word file touse to generate afinal brochure in ‘Quark, which will be uploaded as the new version. The Version page lists the names of the documents and who added them and when. Page 12 ‘Content Server Knowledge FundamentalsChapter 4. Managing Documents Editing Microsoft Office Documents Online Editing a document online is a shortened process for editing Microsoft Word, Excel and PowerPoint documents stored in Content. Server. ‘The online Edit button is displayed on the View as Web Page and Properties pages. The Edit command is also accessible from the document's Functions menu, on the Document Overview page (if enabled), and an Edit link may be displayed beside the document in the Browse View. (G@ _Htyeumanually reserve the document before editing it online, the reserved status of the document will be keptintact, even. when the native application is closed. ‘When editing online, Content Server automatically reserves the ‘document and opens a copy of the current version of the docurnent initsnative application. Tosave your changes, simply close the native application and you will be prompted with the option of saving your changes back to Content Server as anew version or saving the document locally. ‘When the native applications closed, it automatically unreserves the document. ‘To.add adescription to a version that was editedonline, select Properties > Versions from the document's Functions ‘menu. On the Versions tab, locate the version for which you would like to add a description and setect Properties > General fromits Functions menu. On the General tab of the version, you willbe able add a description. Inthe event youstart an online editing session, but realize that your changes are going totake longer than you expected, you can lose the native applicatiomand choose to save the changes locally, instead of to Content Server. Content Server Knowledge Fundamentals Page 4-43Chapter 4. Managing Documents ‘Saving the changes locally will require manually reserving the ‘original document in Content Server, and the process for adding ‘your edited copy as anew version is just lke the one described for offline editing. Edita Content Server Document Online 41. Navigate to the Content Server document that you would like to edit online. 2. Click Edit from the Functions mend. or (Click the Edit fink next to the document name. or (Click the Edit button on the documents View as Web Page or Properties pages. GG ‘The first time you use the new document feature, you will be prompted to install the Office Editor client as was discussed in Chapter 3 - Sharing Your Knowledge. 3. When you are finished editing the document, click the Close button, ‘The Save dialog box is displayed, itt x eee Dee secre cease renee: ot ee) ef rat) 4 cies ‘The document has been edited and saved, Page 4-14 Content Server Knowledge FundamentalsChapter 4. Managing Documents ‘Adding New Versions Using Drag and Drop ‘Asecond option to using the Add Version command is to Drag and Drop (DnD) the updated document(s) into Content Server. The updated document on your desktop must have the same name as the document in Content Server. Ifthe name differs, anew document will be added instead of updating the existing document. ‘There are several ways to add versions with one of the more: ‘common ways is to use Enterprise Connect to Drag and Drop anew version, or to save directly froma Microsoft Application. For example, you can drag an email message directly from Outlook into a folder in Content Server tofile it ‘Add a New Version Using Drag and Drop (IE Web Browser) 1. Navigate to the desired container in Content Server (eg, Product Development). 2. Select an item from your desktop with the same name as the file in ‘Content Server, and drag it to the Browse View area ofthe Content Server folder. ‘Another version has been added to the document. Content Server Knowledge Fundamentals Page 4Chapter 4. Managing Documents Accessing Document Versions Figure 4-13: Versions page ‘The version control options offer versatility. In many file storage systems, when you modify a document, you replace the document with the modified document. Content Server keeps each version of a modified document. Keeping the older versions allows you to: ‘+ Goback to previous work - Maybe changes were madetoa document that should be reversed. Without versions, you cannot go back to previous work. View the historical progression of adocument - youcan view the history of a document to see the progression of change. » Have multiple backups as opposed to a single copy - Without versions, if something happens to the most recent version, you have lost all your work. + Search old versions of documents for information - sometimes historical information is ust what someone is fooking for. ‘Tracking document changes and maintaining versioning is ‘especially important for organizations that heve or are working ‘towards ISO {International Standards Onganization) certification and Sarbanes-Oxley requirements. ‘Access an item's Versions 1 Foran item select Properties > Versions from the Functions menu, ‘The Versions page isdisplayed, [einen nadas doc Page +16 ‘Content Server Knowledge FundamentalsFigure 4-14: Document as WebPage Chapter 4. Managing Documents 2. ToView as Web Page in order to see the version's contents, click the version name. ‘The Document as a Web page is displayed. eee handberaret nei in iti omaton weno beats devel tr roc, Yorvme Sal Sth Prodan Tage Aah Prodat Dorion lem xe et Sexson 3 Toaccess the other operations that you can perform against the version, click the version's Functions menu above the document.Chapter 4. Managing Documents Figure 4-15: ‘Version's Functions mena ‘The Version’s Functions menu is displayed. Saar doar (25) New Productdoc 5 Op ome | worm woh ee on =< fax i Developing New Pl =" utdoorcear Pleat lowing in| Pm ied pothiesteeer at Beaerel Yoormme: Sly Sait o Prod ame: Tope at Produ Decision Plame eer «We esp: i | L_< Ess > | ‘The Functions menulists the functions you can perform, inch Properties function for accessing version information. Advanced Document Versioning ‘Advanced document versioning allows for major and minor versions ‘of documents and text documents to be distinguished, Users can use either the Standard, linear numbering for versions or the ‘Advanced, major/minor numbering, as follows: ‘= Standard (linear versioning) - Version 1, Version 2, Version 3, and soon. ‘+ Advanced (major/minor versioning) - Version.01, Version 02, Version 1.0, Version 1.1 and so on. Page 4-18 Content Server Knowledge FundamentalsChapter 4. Managing Documents, Figure 4-16: Standard Versions Figure 4-17: se wows AavencedvojrandMinr |S Seeman” Semen eet Seman Versions ee me ome semana ns The system administrator will need ta enable Advanced Version Controt on the Content Server Administration pages in order to use this feature. Permissions Users with Full penmissions on a workspace can set the type of version control to be used within the workspace. Users with only View permissions (See Contents) on an item will only ssee the major versions of the item. The minor versions are not. accessible tothe read-only user. Content Server Knowledge Fundamentals Page 4-19Chapter 4. Managing Documents Configuring Major and ‘Major and Minor Document Versioning can allew users to Minor Document determine their own version control preference within the Versioning ‘workspace or set the version control so users aways use the ‘advanced major/minor versioning when addingdocuments. Users with only See Contents permissions (read-only) on an item will ‘onfy see the major versions of the item. The minor versions are considered work-in-progress and are not accessible to the read- ontyuser. ‘Existing docurnents with standard versioning can be modified to use the advanced major/minor versioning opticns by navigating to the Properties > Specific tab on the document’ Functions menu and selecting the appropriate version control ostion. 21} sacs nen ee Figure 4-18: ‘Modi the Version Control for an, tem fromthe Specific page Define Verston Control for a Workspace 1. Select Version Control from the folder’ or Prolect's Functions menu (eg, Product Development). The Version Control pages displayed, OF veeson control Prct Development| Figure 4-19: Version Controt page Version Control Determines how advanced major/minor versioning ishandled, Determines the level of the items to which version control will be ApplyTe onto. Page 4-20 Content Server Knowledge FundamentalsChapter 4. Managing Documents 2. Select the type of Version Control and which items the version ‘control should be applied to. 3. Click Submit. “The new Version Control will apply to the designated items. ‘Adding Major and Minor Once advanced versioningis enabled, users can indicate if new ‘Document Versions versions are major or minor versions when added to Content Server. ‘Whole numbers are used to distinguish major versions (1.0, 20,3.0, etc) and minor versions use decimals (0.1, 1.1,1.2, etc). ‘The first timea document is added to Content Server with ‘advanced versioning enabled, you have the choice of Standard or ‘Advanced Versions. After selecting Advanced, the new document is. added as minor version 0.4. BB a: vocurnentChapter 4. Managing Documents ‘The option to designate a major or minor version is provided for ‘each new version added to the document. Versions added using the ‘online edit function can only be added as minor versions, Figure 4-21: Adding a New Version with Selection of Minor oF Major Yersion t Sent temmerveen | Ctltomeeor wana ‘Areminder, users with only See Contents permissions (read-only) on an item will only see the major versions of the item. The minor versions are considered work-in-progress and are not accessible to the read-only user. Add major versions whenever you want to share the updated document with read-only users. Pane 4-22 Content Server Knowiedge FundamentalsManaging Versions Flgure 4.22: Functions Menu for Standard Figure 4-22: Functions Menu for Advanced Versioning Chapter 4. Managing Documents Youcan view, download, view the metadata, and lock older versions, of documents to prevent them from being deleted. The metadata saved witha document includes historical information for the document as awhole and metadata specific to each version. You can see the contents of older versions, but you cannot modify them, ‘Content Server Knowledge Fundamentals Page 4-23Chapter 4, Managing Documents Tabled-1: Docurment Version Commands ‘Commands Description Download, and Downloads or opens this version of the Open document. View as WebPage _| Displays this version as a Web page. Lock Prevents version (and document) deletion. ‘Once locked, the Functions menu for the version displays the Unlocs function to reverse the process. Overview ‘Opens the Overview pagefor this version. Print Sends this version to your default printer. Promote to Major | Tomake any minor version the next major version. Zip& Download, _| Selects this version and compressesit intoa and Zip &E-mail | single zipfile. The resulting zipfileis then either saved to your local desktop or sent as, anattachment in email, Delete Deletes this version of thedocurnent irretrievably. The Delete function ic not ble for a version that is locked, or that has a Generation referring to it, or for which ‘you do not have the delete versions permission. Generations will be explained in Chapter 5 - Access Content Easily. Properties > Displays the General tab, which ists General ‘metadata, such as who created the version and when. Properties > Displays the Specific tab, which allows auser Specific to specify aversion limit. Properties > Displays the Categories tab, which shows Categories ‘customattributes applied to this version. (Changes to custom attributes are saved in the version history.) Properties» Displays the References tab, whichlists any References ‘Shortcuts or Generations to this version, ‘Shortcuts and Generations are explained in Chapter 5~ Access Content Easily, Page #28 Content Server Knowledge FundamentalsChapter 4. Managing Documents Limiting Versions for a Document What Is the Result of Setting a Version Limit? Figure 4-24: ‘Versions for a Document. ‘Some organizations need to keep a complete history of every ‘change made to every document. Other organizations wish to li ‘te size oftheir ile storage. Content Server allows organizations to meet either requirement: ‘© Bydefault, Content Server stores an unlimited number of versions for every document (and other versioned items). © Your system administrator can modify that default; for example, set a system-wide version limit of 50-Yaucan override the default version limit for individual documents if you have the Delete Versions permission on those documents by configuring the Max. Versions field. ‘The number that you specify as the maximum number isthe ‘number of current versions that Content Server should maintain ‘whena new version isadded. For example, if yousset the value at three, and anew versionis ‘added, the three most current versions will be stored, and the ‘oldest version deleted, unless: © Theversionis locked. ‘© Theversionhas a Generation pointing toit. = Youdo not have Delete Versions permission todetete the version. Content Server Knowledge Fundamentals Page 4-25Chapter 4. Managing Documents For example: Examine the versione listin the above figure. What version(s), if any, will be deleted the next time a version is added, if the version limit ie: 1 One? 2 Four? Sb? Place a Limit on the Number of Versions 1. Select Properties » Specific from the Functions menu for the document whose versions you want to limit. ‘The Properties > Specific tabis displayed. Flguee 425: Properties > Specific tab 2. Inthe Max. Versions field, enter the number of current versions that you would like to maintain. 3. Click Update, Page 4-26 Content Server Knowledge FundamentalsChapter 4. Managing Documents Cleaning Up Versions Inaddition to deleting versions one at a time, you can purge older versions using the Purge Versions button. ‘The number that you specify in the Purge al versions except the ‘mast recent fields the number of most current versions that will be preserved when the Purge Versions buttonis licked, For example, if you set the value at three, Content Server only will protect the three most current versions from deletion when you purge. Otherwise, Content Server will proceed down thelist of ‘older versions and delete each one unless: +The versionis locked. +The version has a Generation pointing toit. ‘When employing Advanced Versioning (major and minor versions), use the Purge Versions button to remove a selected number of older minor versions in one step. Example 1 shows Standard (linear) versioning. Figure 4-26: Example 1-Which Versions Are Maintained for Standard linear) Versioning? ceany2010 0128 efan/2019 01:38 cnppofanw onsen Cantent Server Knowledge Fundamentals Page 27Chapter 4. Managing Documents Example 2 shows Advanced (major/minor} versioning. eae » Fada beeceemest © Fpahatare ) IS} New Product.doc ~ v Figurea-27: ‘Example2-Wich Versions Are ‘Maintained for Advance Versioning? a ‘ia oymrmmoianm 21 few Preacdacd, ZB apnpnowoLI-M Al Paap ail einerveriom cinept the meat rene | [[_ a) Purge Older Versions 1L_ Select Properties > Versions from the Functions menu of the document. Page a2 Content Server Knowledge FundamentalsFigure 4.29: dialog box Chapter 4. Managing Documents ‘The Purging Versions pages displayed. 2. In the Purge all versions except the most recent field enter the _number of current versions you wish to keep. 3. Click Purge Versions. ‘The Purge Versions Confirmation dialog boxis displayed. Mower OO WebBODE 4. Click OK. ‘The specified number of the most recent versions are saved, It also keeps any and all locked versions and versions to which Generations point. All other versions are deleted. Content Server Knowledge Fundamentals Page 4-29Chapter 4. Managing Documents Summary Editing a document online is a shortened process for editing, Microsoft Word, Excel, PowerPoint, Visio and Project documents. stored in Content Server. When editing online, Content Server ‘automatically reserves the document and unreserves it when ‘you close the native application. ‘Torrevise.a document offiine, you can use the reserve command ‘to write-lock it and optionally download a copy. While youedit the local copy, no one else can modify the docurnent. When you are finislred editing, you can use the unreserve command to add anewversion and unlock the document. New versions of a document can be added using the Add ‘Version Function or Drag and Drop in the Browse View and Dragand Drop View. ‘As youadd and modify a document, Content Server adds new versions to the document. Allthe versions for the document are listed on the versions page. You can view old versions asa Web page, lock them to prevent them from being deleted, and delete unneeded versions. ‘Advanced versioning functionality canbe used to designate major and minor versions. Ifa version of a document is important create a Generation or lock that version, Limit the number of versions that are kept for a document by setting a version limit. Content Server will delete the oldest unlocked versions as new versions are added. Page 4-30 Content Server Knowledge FundamentalsChapter 4. Managing Documents Test Your Knowledge L How will the owner of a document know that you have reserved it? How can they contact you? Hfadocument has been reserved to a group you belong to, what can other users in that ‘group do with this document while itis reserved? Itadocument has been reserved, what can people outside of the individual or group who reserved it do with the document? Can other users edit a document if the current version is locked? What impact does the locked version have on using the document? ‘Content Server Knowledge Fundamentals Page 4-01Chapter 4. Managing Documents Exercises Please complete each section ofthe exercise. f you have time try the exercise challenge after the first exercise. (Overview - Revise a Document Offline ‘You need to work on your product development estimates and would like to download the document ‘to your laptop to workcon at home. You want to make sure other members of your team are not updating the document while you are working on it. 1 Revise a Document Offline @. Minimize your Web browser window, and on your operating system's desktop, create a folder called Downloaded Documents, Once this folder has been created, restore your Web browser window. This is the local folder to which you will be downloading Content Server items. IF you are not sure how to create. folder on your computer's operating system, ask your instructor for help. b. In Your Student Folder select Reserve from the Functions menu of the Product Development Estimates.x!s document. [A The Product Development Estimates document was dragged and dropped into your falder inthe Chapter 3 exercise. f youdid not add this document, add the document first before proceeding. © Click the Download link, which will cause your Web browser to open a new dialog box, Follow the dialog box’s instructions to save the file to your computer, choosing the Downloaded Documents folder on your desktop. d. When you have finished dawnloading the document and closed the dialog box, cick Submit to finish reserving the document. ‘After you submit your reservation, the document's folder is displayed with a Reserved +} icon next to the document you reserved. Until you unreserve the document, other users will have read-only access but cannot modify the document. Minimize your Web browser, locate the document you placed in the Downloaded Documents folder, and open it in its native application. Edit the document by adding a few ‘numbers to column B in the Costs section. Save the document and close Microsoft Excel, ‘The updated document is saved locally on your computer. Paeeae ~ Content Server Knowledge FundamentalsChapter 4. Managing Documents f. Restore your Web browser. & In Your Student Folder select Unreserve from the Functions menu of the Product Development Estimates.xls document. th. Select the Add New Version check box. ‘Additional fields are displayed. [AH "tyou were not adding a reviston and wanted to cancel the reservation, you Could click the Submit button without selecting the Add New Version check box. i. Inthe Description field enter a short summary of the changes you made to the document. i. Inthe File field click the Browse select the file you modified in the Downloaded Documents folder and click the Open button to select the file and close the dialog box. The file you choose does not have to be the one you downloaded when you reserved ‘the document, For example, maybe you started with a Word file but your final version was created with a desktop publishing application. k. Click Submit to complete the unreserved action. ‘The document is listed without a Reserved icon, indicating that others can now reserveit. The document also displays the ® indicator, letting people know that it has been recently modified. ‘Overview Edit a Document Online Its time for your heated tent product to go through its first round of endurance testing. At Outdoor Gear, product managers participate directly inthe testing. You need tomake allt of what to prepare ‘for your first winter camping trip. Youwill create a new document and then practice editing that document ontne. 2. EditaDocument Online ‘a. In Your Student Folder click the Add Document button. Select the New radio button and verify that Microsoft Word is selected. © Inthe Nome field enter Tent Testing. Hf no name is entered. you will get “Name cannot be empty” error message. d. Click Add. Microsoft Word will open. Content Server Knowledge Fundamentals Page 4-33Chapter 4, Managing Documents Enter the following: Location: Nahanni National Park Equipment: Park, Socks, Long Johns, Bug Spray f. When you are finished, close Microsoft Werd. The following dialog box will be displayed: (Be reanset tora te change to Tent Tere? Calin i es | & Click Yes. ‘Your new document wilt be added. But, you realize that you made a mistake. ‘h. Select Edit from the Tent Testing document's Functions menu. i. Delete bug spray from your list. i. Close and save the changes. ‘Your edited document is added as a new version. ‘Overview - Manage Versions ‘As a knowledge manager, you may want to clear out old versions of documents and you also may want. to give users easy access toa version that is not the current one. In this exercise, you will seta version limit and take advantage of the ability to retain important versions by locking a version. 3. Set Version Limit . In Your Student Folder select Properties > Specific from the Functions menu of the Product Development Estimates.xls document. b. In the Max. Versions field replace Unlimited with 3, and then click Update, © Totest whether the version limit works, select Properties > Versions from the Product Development Estimates.xls document's Functions menu, d,_ Select Add Version from the Functions menu of the Product Development Estimates.xis. document. Do not see Add Version? Make sure you click the main dacument's Functions menu, not one of its versions. €. Inthe File field cick Browse. f. Navigate to the C:\SampleDocs folder, select any file, and click Open. ‘The dialog box closes, and the file path is displayed in the File field. Page 4-34 Content Server Knowledge FundamentalsChapter 4. Managing Documents & Click Add Version, 1h. Lock the first two versions by selecting Functions > Lock for each version. |. Repeat steps d-gto add three additional versions. J Verity that Content Server begins to delete the oldest unlocked version as you exceed the version limit. Exercise Challenge Ifyouhave time, try these challenge exercises. ‘Overview - Advanced Versioning for Version Control You have decided to incorporate Advanced Versioning (major and minor) for documents in your folder. in this section, we will implement Advanced Versioning for Version Control and add and edit a document. 1 Set Version Control ‘a. In Your Student Folder create a folder called Research Documents. Select Version Control from the Functions menu for the Research Documents folder. Select the Always use advanced major/minor versioning and in the Apply To field leave ‘the default, Only this item. . Click Submit. ‘The first document added to the folder is designated as a minor version. ‘Inthe Research Documents folder add a document using the online option or by adding an existing document from the C:\SampleDocs folder. ‘The document's version number is the minor version 0.1. Modify the document by adding a new version. In the Versioning field, select Add this as a ‘major Version. ‘The document's version is now the major version 1.0. 5. Modify the document again by adding a new version. in the Versioning fleld, leave the default as Add this as a minor Version. ‘The document version should have a minor version number 4.4. hh. Select Properties > Versions from the document's Functions menu to open the Versions page. |. From the document version 1.1 Functions menu select Promote to Major and click Submit. The version number is promoted to 2.0. Content Server Knowledge Fundamentals Page 4-35,Chapter 4. Managing Documents Answers to Test Your Knowledge L How will the owner of a document know that you have reserved it? How can they contact you? ‘There will be ared check mark beside the document. They can see who reserved itn the Properties > General page, and click the hyperlinked name. Ifa document has been reserved to a group you belong to, what can other users in that ‘group do with this document while it is reserved? ‘They can view the document as a Web page, open, download, unreserve, add versions. Ifa document has been reserved, what can people outside of the individual or group who reserved it do with the document? ‘They can view the document as a Web page, open, or download it. Can other users edit a document if the current version is locked? What impact does the locked version have on using the document? ‘The document can still be edited, and new versions added to it, but no one can delete the locked version or the document until the version is unlocked, Page 4-36 Content Server Knowledge FundamentalsChapter 5. Access Content Easily 5. Access Content Easily Objectives ‘On completion of this chapter, participants should be able to: Create. list items of interest with Favorites Create pointers to the latest versions of documents with Shortcuts Generate links to important versions of documents with Generations Create a list of items of interest by building Collections Email links using Shortlinks Create pointers to any internalor external Web site by adding URLs Nickname items to quickly locate them through search cttw eee Overview Content Server has a number of pointers that can be used to provide easy access to content. The ability to create special ‘Pointers to information instead of searching or browsing througha folder structure gives users another way to access frequently used ‘tems. Inthis chapter, we will learn how and when to make use of these tools. Mark Items as Your Favorites ‘One important aspect of knowledge managements knowledge discovery, which you do by browsing through the Enterprise ‘Workspace and by using the search tools. Once you discover an important iter, you can fag itas relevant to you so that you can ‘easily find it again. Create pointers toitems of interest to you with © Youcan mark any temas afavorite. ‘+ _Allof your favorites appear in your My Favorites page. «Use the Add New Favorite and Configure Tabs buttons on your My Favorites page to manage your favorites (refer to Chapter 6 = Personalizing Your User Environment). '* When you click the Browse Content Server button, which appears when you add anew item to Content Server, your favorites willbe displayed on the navigation menu at the Content Server evel in order to facilitate your selection. Content Server Knowledge Fundamentals Page 5-2Chapter 5. Access Content Easily. Create and View Favorites 1. Select the item's Functions menu. ‘The Functions menus displayed. Figure 5-1: Functions menu ‘You can also add a Favorite by clicking Add new Favorite ‘on your Favorites page. 2. Select Add to Favorites from its Functions menu. 3. Viewall of your existing favorites by selecting Personal > Favorites, My Favorites page is displayed showing all items youmarked as favorites. Figure 5:2: my Favorites page oman Sita 20500 Le Somme then uy rae ror Content Server Knowledge FundamentalsChapter 5. Access Content Easily Remove Favorites 4. OnMy Favorites page select Remove Favorite from the item's Functions menu Hf you have permissions to delete the item, click the name of the item to navigate to the original item, and then select Delete fromits Functions menu. ‘To avoid accidental deletions of items from the Favorites page, the Delete function is never available from this page. Creating Pointers Using Shortcuts Create pointers to items of interest to youand others with ‘Shortcuts. Add handy links to folders, documents, workflows and other items in Content Server anywhere you have permission to ‘add. In addition, Shortcuts: ‘© Offer easy access to items that may be buried several folders deep. * Allow an item to be accessible from multiple Content Server locations. For example, you may want a product estimate document to be accessible from both the Finance folder as well asa Project workspace. © Provide access to the most recent version of an item - when the original item is altered, Shortcuts are automatically updated. Content Server will perform the same action as it would if you clicked the original item's name - for example, clicking a Shortcut toa document triggers the document's View as Web Page function. ‘The object to which a Shortcut points is referred to as the ‘=> originalitem. You need at feast read access to the original item inorder to access it through the Shortcut. In other words, Shortcuts do not override the orignal item's permissions. Content Server Knowledge Fundamentals Page 5-3Chapter 5. Access Content Easily ‘Adda Shortcut 1. Navigate to the folder (e.¢, Product Development) to which you ‘want to add the Shortcut and select Add ttem > Shortcut. [GH Optionally, navigate to the item for which youwant to make a Shortcut and select Make Shortcut from its Functions menu. ‘The Add Shorteut page is displayed. Fleure5-3: ‘Add Shortcut page Name Thename of the Shortcut. Description Optional metadata to describe the name. ‘Muleiingual Metadata This button allows you to edit the language values of the name and the description, {tem Displays the path of the Content Server item after selecting it. Createin Displays the current destination folder automatically but can browse to.a Content Server location, 2, Inthe Name field enter a name for the Shortcut. 3. Inthe Description field enter any optional metadata. Page 5-4 Content Server Knowledge FundamentalsChapter 5. Access Content Easily ‘4. Inthe item field click Browse Content Server to open a Select ‘Shortcut item navigation window. ‘The Select Shortcut Item page is displayed. Figure 5-4: Select Shortcut Item page 5. Navigate tothe original item, and then click the Select link beside itsname. ‘The Add Shortcut page with Original Item Paths displayed. ‘Content Server Knowledge FuntChapter 5. Access Content Easily Ifyou created your Shortcut from the Add Item menu, an. Edit Categories window will open. Youwill need to click ‘Done, and then click the Add button for the second time. ‘The new Shortcut is added to the location you selected with an icon indicating that itis ashorteut. ‘Access the Shortcut 1. Click the name ofthe Shortcut. Alternatively, you can select the item’s Functions menu> Original > Open to open the Shortcut. ‘Shera > Orel Open Orde ction Yes | ad teFovortes cor Hote sori | Sethettaton | Mabe ews: ~ cen {eb Faerie | %h towrdosd — | [mace | 1 2, Navigate bock to the Shortcut item, Page 5-6 Content Server Knowledge FundamentalsChapter 5. Access Content I View the Shortcut’s References 1. Fromthe item's Functions menu select Properties > References. All the Shortcuts pointing to the original item are displayed. f ree Figure 56: iia ‘Shortcuts Pointing to Original tem [rr ee eer 2. Click the Location link to the right of the item to navigate bock to the Shortcut (eg., Product Development). Delete the Shortout 1. Select the item's Functions menu. ‘The Functions menu is displayed. ‘Figure 5-7: Funetlons men 2. Select Shortcut > Delete. The Delete confirmation page is displayed. aoe Aaa) Handy Images = 2 Figures.8: Delete Confirmation page ‘Content Server Knowledge Fundamentals Page 5-7Chapter 5. Access Content Easil 3. Click Delete to delete the Shortcut. The original item will not be deleted. 4. Click OK. ‘There ts a report, My Bad Shortcuts, which identifies bad or broken Shortcuts (Personal > Reports > LiveReports tab) ‘Tracking Important Versions with Generations Create Generations to track your important versions and make them easily accessible. For example, makinga Generation for your Published annual report, or proposal, or standard operating, procedure allows you to: + Track your final version, ‘© Lock that particular version for safekeeping. ‘+ Optionally, store the Generation in a separate location from the original, creating working areas and published areas. '* Change the name of the Generation from the original if required. + Make the version more easily accessible. [A Generations contain the Nickname ofthe abjectinits Short Link. If the Nickname contains high-bit UTF-8 encoded characters, it then uses the DatalD of the object. ‘Make a Generation 1. Select Make Generation from the document's Functions menu Page 5 Content Server Knowledge FundamentalsFigure 5-9 ‘Ada Generation page Chapter 5. Access Content Easily ‘The Add Generation page's displayed. BB at: Generation ‘The name of the Generation must be different than the original item. (Optional metadata to describe the name. Displays the path of the Content Server item automatically. List of versions of the document to select for the Generation reference. ‘Allows you to assign categorized attributes to performmore efficient searching. Displays the current destination folder automatically but this can bbe changed by browsing to another Content Server location. 2. Inthe Name field change the nome to reflect the purpose ofthis ‘Generation. Itcannot be the same as the original name. |. Inthe Description field enter any optional information. ‘4. inthe Version field select the verston number of the document. 5. Inthe Create infield click Browse Content Server to selecta different location for the Generation. 6 Click Add. “The new Generation is added to the location you selected with an icon indicating that itis a Generation. it Server Knowledge Fundamentals. PageChapter 5. Access Content Easily Build Collections Collections provide a quick way to gather information. Youcan ccreate Collections in any number of various containers - folders, projects, My Workspace. ‘The difference between a Collection and Favorite is that a Collection can be stored virtually anywhere in the Enterprise and canbe shared and contributed to by multiple usersin the system ‘asacommunal resource. A Favorite cannot be shared with other users and can only be accessed via the Personal Menu. ‘Specific collections can be added as Favorites to the My Favorite Collections tab by selecting Add to Favorites from the Collection's Functions menu. This allows for easier navigation when you need touseit later. You can access Collections containing the material youhave gathered in the system from your Personal menu. For the purpose of permissions, we treat collections similarly to work items. This does not apply to the items in the collection, only tothe collection itself. [Q_Muttitite operations, such as Copy, Move, Delete, Zip and Email, or Download, can be performed against Coltections. Collections canalso be saved as Spreadsheets. Page 5-10 Content Server Knowledge FundamentalsFigure 5-10: ‘Selected Items to Collect Figure 5-11: toms to Collect page Chapter 5. Access Content Easily ‘Add to.aCollection 1. Select the tems in the details area that you wish to add toa Collection (eg, Product Development). ‘An example of selected Items to collect is displayed below. 2. Click the Collect button from the mult-select bar. ‘The selected Items are listed on the iterns to collect page. PP thems to Collect [ fie = maar 3. Inthe Collection field click Create New to create anew collection. ‘Alternatively, you can select the Browse Content Server button to focate any existing collections you want to use. Content Server Knowledge Fundamentals Page 5-12Chapter 5. Access Content Easily [4 Aftercreating your first collection, there will be three pop- "up menus available to suggest Collections you are most Tikely toselect. The three pop-up menusare: + Recently Used * Favorites = Personal ‘The presence or absence of these respective menus depends on whether you have one or more Collections stored to your Personal Workspace, saved as a Favorite or hhave recently ‘used’ aCollection. Recently Used andthe other menus will display up to 10 entries, If there are additional entries, a More option will appear on the pop-up list. Anexample of the Recently Used drop-down list collections Isillustrated below as the mouse hovers over the menu. a, Page 5-22 Content Server Knowledge FundamentalsChapter 5. Access Content Easily ‘The Add Collection dialog boxis displayed. Figure 5-12: ‘Add Collection diaiog box 4. Inthe Name field enter a name forthe collection (eg., Tent Collection). 5. Inthe Create infield browse toa different location, if desired (eg. Grommets). 6 ClickAdd. 7. Click Submit. ‘The Collecting ttems to this collection page is displayed, Figure 5-13: Collecting tems tothis Collection age & Click Retum. “The items are added to the collection withan © icon indicating thatit isa Collection. Content Server Knowledge Fundamentals Page 5-13Chapter 5. Access Content Easily Email or Copy Short Links Every item has its own URL (its own unique internet address). Oftentimes, it wll be beneficial to use the URL for an item, its Short Link, in order to make reference to the item. For example, itis easier on network trafficto send a Short Link toa document instead of downloading the document and sending it as an attachment. You canuse the Short Link URLas references to build ‘Custom Views for your Content Server workspaces. Figure's-t4: ‘Dutlook Profile dialog box ‘Short Links generate a short URL that can open anitem or its General properties page. The Short Link can be sent using email or copied to your computer's clipboard, Create Short Links 2. Select the items in the details area that you wish to createa Short Link for (g., Product Development). 2 Click the Email Link button, ‘The Outlook Profile dialog box is displayed. [ec ramen fisr 3 me | | Lee ome 3. Select the same profile name you selected earlier (eg, student). 4. Click OK, Page 5-4 Content Server Knowledge FundamentalsChapter 5, Access Content Easily ‘The New Email Message windows displayed. Figure 5-15: [New Email Message window Inthe new email message body the name of the items with alink to ‘each Content Server item is displayed in the format: 5. Ifyouare going to continue sending the message, in the To field center your user name, and enter a subject. Or ‘Close the new message window. 6. Select Properties > General from an item’s Functions menu. Figure 5-16: General tab Content Server Knowledge Fundamentals Page 5-15Chapter 5. Access Content Easily The following details the choices in the Short Links field are: ‘E-mail the “Properties” short ink Opens a new email message, with a subject that matches the name of the item. The message body will read: "Content Server Item Name” can be accessed vi the flowing ink: tte /dServertnstanceNamel/CS105/cs.exe/ ‘Braverties/INickname] When auser clicks the URL, it will open the item's General page, E-mallthe Open" shortlink Opens a new email message, with a subject that matches the name of the item. The message bady will read: "Content Server Item Name” can be accessed via the folowing fink: ‘tta//(ServerinstanceNamel/CS105/es.exe/ ‘epen/{Nickname) Whena user clicks the URL. it will open the iter. ‘Copy the “Properties' shortlink Copies the Properties link to the computer's clipboard with the following message: ‘The Properties’ short ink of ths item has been copied to the Ay seat ‘You can paste tthe taroet destnation nor, ‘Copy the “Open"shortlink Copies the Open link to the computer's clipboard with the ‘he ‘Open short rots te has been copied to the Ay sive ‘Youcan paste tthe target destination ne: es 7. Inthe Short Links field select E-mail the "Open" short link. & Click OK. Page s-16 Content Server Knowledge FundamentalsChapter 5. Access Content Easily ‘The New Email Message window is displayed. Figure 5-17: New Email Message window ‘The link will open the document in Content Server. 9. Continue sending the message or close the new message window. Adding URLs to Internal or External Web Sites Pointers to internal or external Web sites can be created using, URLs if you have been granted the access. It provides quick access, toresources, vendor Web sites, other intranets within your ‘organization, and to your organization's Web site. Content Server Knowledge Fundamentals Page 5-17Chapter 5. Access Content Easily [GA URLobject creation was previously unrestricted by default, ‘so end users would have typically seen URL on their Add "New Item menu. Beginning with CS 100 Update 2, the default setting was changed to restrict the ability tocreate aURLobject, soend users will not see URL appearing on ‘the Add New Item menu, unless they have been specifically granted the privilege of creating a URL With new. installations this means only the Admin User (our users. with the System Administration privilege) can create URL objects; however, you can add specific users that will be allowed to create URL objects via the Administer Object and Usage Privileges Admin page. Create URLS 1. Navigateto the folder where the URL isto be added. 2. Select Add Item > URL. ‘The Add URL page is displayed. FB ada uae Inthe Name field enter the name of the Web site. 4. Inthe URL field copy and paste the URL, or you can enter it. 5. Click Add. ‘The URL pointer is added to your location. Page S18 Content Server Knowledge FundamentalsChapter 5. Access Content Easily, Item Names and Nicknames Item Names Nicknames Each item added to Content Server has a name and a unique ID ‘number that is used for tracking the item. This number gives the item unique internet address (URL) that remains the same, even ifthe item is moved or its name is changed. Every item in Content Server has a name which can be used as a search term, used to create reports, or it may simply give users an understanding ofthe item's purpose. Consider developing naming ‘conventions to maximize these benefits. ‘The item can be renamed by changing the item's name onits Properties > General page, or by selecting Rename from its Functions menu. Every Content Server itemalso has a Nickname. By default, an item's Nicknames its tem ID.Select one of three Nicknames provided or enter aunique, alphanumeric phrase of your choice in tthe text field provided. Nicknames are helpful to: ‘* Use.a Nickname in the URLs generated by a Short Link to reference an item, instead of along URL with numbers. ‘© Search for an item by Nickname using the drop-down inthe ‘search bar. Content Server will locate the item if the exact Nickname is entered, For more information on searching for nicknames, refer to the user help or Chapter 7 - Finding. Information Fast. '* Display Nickname [metadata] 2s a column within the Browse ‘View of a Folder or container, when it has been enabled or configured by a Knowledge Manager. Keep your Nicknames simple or they will be too hard to remember when you need them for searching. (Change the Nickname 4. Navigate to the item to change the Nickname. 2. Select Properties > General forthe item. ‘Content Server Knowledge Fundamentals Page 5-19Chapter 5. Access Content Easily ‘The General page is displayed. Flore 5-19: Goneratpage 3. Inthe Nickname field cick Change, ‘The Change Nickname page is displayed. Figure 5-20: (Change Nickname page Current Displays the Item ID by default, Page 5-20 Content Server Knowledge FundamentalsChapter 5. Access Content Easily New Allows youto select the various formats of the name or enter a Nickname. There are a number of imposed constraints, applied to the custom Nickname, including: ‘The Nickname cannot be blank ‘The Nickname cannot be anumber ‘The Nickname must be unique ‘The [stored] Nickname can only be 40 characters ‘The Nickname cannot contain special characters ‘The following set of special characters cannot be used ina Nickname, inci 1960-0101 \"and the space character tem D _ identification number of the iter. ‘4. Inthe New section select an option to automatically generate a ‘Nickname, or enter a unique Nickname with no spaces. To restore the Nickname tots default ttem ID, click the Restore to Default button. 5. ClickSave. 6 Click Update. ‘Content Server Knowledge Fundamentals Page 5-21Chapter 5. Access Content Easily Summary ‘Add items to your Favorites to create a list frequently accessed content unique to only you. Create easy access points to items that may be buried several folders deep by using Shortcuts. Share content by sending an email with a Shortlink to another user. Usea Nickname in the URLs generated by a Short Link to reference an item, instead of a long URL with numbers. Create Generations to track your important versions and make ‘them easily accessible. URLs can be added to Content Server tollink to internal or external locations, if granted the privilege to createURL objects, Gather items into collections to create constructs of documents that are actionable, Page 5-22 Content Server Knowledge FundamentalsChapter 5. Access Content Easily Test Your Knowledge 1. Whydoes adding items to your Favorites make navigation easier? 2. Howisa Shortcut different from a Generation? ‘3. What are the benefits of sending a Short Link instead of the document? 4. When would you use a Collection? Content Server Knowledge Fundamentals Page 5-29Chapter 5. Access Content Easil Exercises Please complete each section ofthe exercise. (Overview Add Items to Your Favorites ‘Since you have already created a Favorite to Your Student Folder, you will create a Favorite to the Product Development Folder to make navigation easier. 1. Add Items to Your Favorites 4. Navigate to the Product Development Folder. The full path is Enterprise > Product Development. 'b. Select Add to Favorites from the Functions menu for the folder. & Navigate to your Favorites to verify the item has been added. ‘Overview - Create a Shortcut ‘The Marketing department wants all Product Development marketing propositions to be stored in its Project tracking folder, but it also makes sense for each product folder to contain this proposition. In this exercise, you will create a Shortcut to your Marketing Proposition document and store it inthe Project tracking folder. 2 Create aShortcut 4. In Your Student Folder locate the Studentx Marketing Proposition document you added earlier. b. Select Make Shortcut from its Functions menu. ‘The Add Shortcut page is opened. The Name, Item and Create In fields are all populated, © Enter Studentx Marketing Proposition Shortcut in the Name field where Studentx is equal to your user account. 4. Inthe Create inetd click Browse Content Server. At the top ofthe page select Content Server from the navigation drop-down list. The page displays a list of the top-level items in Content Server. f. Click Enterprise. Click Marketing. 1. Click Select for the Project tracking folder to specify this folder as the destination for the Shortcut. ‘The path to the Project tracking folder is displayed in the Create Infield. PaseS2e Content Server Knowledge FundamentalsChapter 5. Access Content Easily i. Click Add. you get an error that an item by the same name already exists, then you likely did not give your document a unique name, by inserting your student log-in or the “Shortcut into its title. J. Verify your Shortcut works by navigating to the Project tracking folder and clicking the ‘name of the Studentx Marketing Proposition Shortcut. The full path to the Project ‘tracking folder is: Enterprise > Marketing > Project tracking. ‘Your document is displayed as an HTML page. ‘Overview - Tracka Version by Using Generations Imagine that you do not want to lose track of the oldest version of a document, because its the ‘version that you sent to the marketing executives for review. 3 Create aGeneration @. In Your Student Folder select Make Generation from the Product Development Estimates.xls document's Functions menu. ‘The Make Generation page is opened with the Item field disptaying the path to the document. b. Inthe Name field enter Product Development Estimate Sent for Review. ‘c._Select the lowest number from the Version drop-down menu and click Add. ‘The Generation to the oldest version is created and is listed in the same folder as the document. d._ Test your access to the oldest version by clicking the name of the Generation you just created, Product Development Estimate Sent for Review. ‘The content of the version (in View as Web Page mode) is. Generation points. €. Delete the Product Development Estimates.xis document. ‘What happens? layed to which the Content Server Knowledge Fundamentals Page 5-25Chapter 5. Access Content Easily (Overview - Create a Nickname You have decided to give the Product Development Estimates document a more memorable Nickname. tomake it easier toremember and ind, 4. Create a Nickname a hb © From the Product Development Estimates.xis document's Functions menu select Properties > General. In the Nickname field click Change. In the New field select the text field, and enter PDE for the Nickname. Do not use spaces or special characters such as: !%{)-{][1;"*'<>2,A" Click Save, Nicknames are case insensitive. Optionally, click Update. Clicking update is not necessary since you have already saved the Nickname changes. We will search for this Nickname in Chapter 7. Return to the Enterprise Workspace by selecting Enterprise > Workspace. Exercise Challenge ‘Create a new Products Collection in your folder and make it a favorite for quick access. Locate several product documents in the Product Development folder and search for product information to add to ‘your collection. Page 5-26 Content Server Knowledge FundamentalsChapter 5. Access Content Easily Answers to Test Your Knowledge 1 Content Server Knowledge Fund Why does adding items to your Favorites make navigation easier? ‘Shows up in the navigation tree with fewer clicks and is easier to find. How is a Shortcut different from a Generation? ‘Shortcuts point to anything, nat just documents, but only the most recent major version. ‘Generations point only to documents and compound documents. Shortcuts can be orphaned but ‘Generations prevent a document from being deleted. What are the benefits of sending a Short Link instead of the document? ‘Will not have large documents clogging email systems. No multiple copies floating around. When would you use a Collection? Use Collections anytime you want to create an artificial construct to a group of documents, or take «action on items in a collection; can be shared with others. Page 5-27Chapter 5. Access Content Easily Page 5-26 Content Server Knowledge Fundamentals__Chapter 6. Personalizing Your User Environment 6. Personalizing Your User Environment Objectives ‘On completion of this chapter, participants should be able to: Decide how to use your Personal Workspace (My Workspace) ‘Access system generated recommendations (Organize your personal pages using tabs Set andreceive notification Edit your Content Server user and Pulse profiles (Pulses a separate add-on module) ‘Configure user environment settings such as custom columns and sidebar location Overview ‘Your Personal menu presents you with the enterprise information that Content Server knows you care about, such as Tasks assigned to you. It allows you to fag favorite items, to.configure your own Content Server work environment, and to store items over which youreed complete control. You can alsouse the Tools menu to ‘configure personal settings for your user environment. Content Server Knowledge Fundamentals Page 6-1Chapter 6. Personalizing Your User Environment Your Perspective on Knowledge Personal Menu ‘The Personal menu provides a view of the knoviedge that your ‘organization manages, based on what Content Server knows" you want tose. i Reserved Rams Suceer “S| search Tempates fF¢*) 1 Soe al pak us DS Workbenches DD 4 worktows [A Mtems and sections appearing on the Personat menumay vary depending on how your system administrator has configured your system and what modules have been stalled to Content Server (eg, Pulee). Page oo ‘Content Server Knowledge FundamentalsMy Workspace Collections Discussions tine Favorites My Groups My Mailbox MyProfile News tification. Projects Prospectors Reports Reserved Items Search Templates Task Lists Conten ver Knowledge Fundamental Chapter 6. Personalizing Your User Environment Abranch of the Content Server hierarchy over which you have complete access control. Keep track of the latest updates by your favorite Content Server contributors, share comments about content, or build out your network of peers, Pulse isa separate add-on module. This menu selection will only display when it has been installed. All of the tasks assigned to you from Workflows and Task Lists. LUst items you have assembled in a Collection against which you can perform bulk commands. All of the Discussions that you can see, sts all of your subscribed Discussions with their email addresses. ‘The items that you have added as favorites. Alllof the groups of which you are amember. ‘Once configured, your mailbox.can be used to send and receive email. Information associated with your user login, such as your contact Info. Alllof the News Channels that you can see. Notification reports and options for configuring them. Allof the projects in which you participate. Displays all prospectors stored in My Workspace. Items or users that the system has determined might be of interest toyou. Includes LiveReports plus the Queries and Snapshots stored in My ‘Workspace. All of the items that are reserved to you or to one of your groups. All of your personal search templates. Al Task Lists that you have permission tosee. Page 6-3Chapter 6. Personalizing Your User Environment ‘Workbenches Workflows Contains a list ofall the Workbenches that you have permission to seeif you are assigned the Transport Role. Workbenches are used toanalyze and modify the objects and applications that will eventually be transported to another instance of Content Server. ‘Workflow Tasks assigned to you and all workflows that you Initiated or manage. (Workflows willbe discussed in Initiating and ‘Managing Work Processes) Managing Your Personal Workspace Figure 6-2: Example of aMy Workspace Page ‘My Workspace is your Personal Workspace over which you have complete control. Think of it as your own volume or branch of the ‘overall Content Server hierarchy. ‘Your Persanal Workspaces useful for: ‘© Work that you are creating but not quite ready to share. ‘= Documents and other work over which you want complete control. You can make Shortcuts to these items. + Queries andother Content Server items {ust for your own use. (Queries saved here will iso automatically appear on your My Reports page.) + Learning how to use the Content Server tools, Toaccess My Workspace select Personal > My Workspace. Since you have complete control in your Personal Workspace, the Add Document, Add Folder and Add item buttons are available. By default, only you and a user with system admin privileges suchas the Content Server administrator can access your Personal ‘Workspace, Ta give access to other users, you can use Functions > Permissions for an itemin your Personal Workspace. Page 6-4 Content Server Knowledge FundamentalsChapter 6. Personalizing Your User Environment You can rename My Workspace by selecting Rename from its Functions menu. Configuring Tabs in Your Personal Pages. ‘The Personal Pages can be tailored tofit your knowledge ‘management needs and to help you quickly find documents and ‘The My Favorites page, along with the Assignments, My Collections, Discussions, News, Projects, My Prospectors, Reports, and Task Lists pages allow you to create custom tabs. Content Server Knowledge Fundamentals Pane 6-5Give the tabs appropriate headings, and decide which information should appear where: = AnAll tab is always displayed listing al of the information related to that page. If custom tabs are created, an item will be listed under its éesignated custom tab as well as under the All tab, ‘+ Any newly created tab can be set as the tab that is displayed first (the default tab For example, a Customer Info tab can be created on your My Favorites page with links to your most important customer-related information, and then set as the default tab so that itis displayed first on your My Favorites page. Remove a tab by licking Configure Tabs for the page and selecting the Remave check box for the tab. All of the items that were listed under the tab will still be displayed under the All tab. Create Tabs ona Personal Page 4. Select Personal > Favorites. ‘The My Favorites pages displayed. Figure 6-5: MyFavorites page stars 1/20 as 2. Glick Configure Tabs in the upper right. Page OS ‘Content Server Knowledge FundamentalsChapter Figure 6-6: Configure Tabs page Figure 6-7: ‘Tab 2Field Added Personalizing Your User Environment The Configure Tabs pages displayed. Tab 1, titled All, can be neither removed nor edited. 3 Click Add Tabs. ‘The Tab 2 field is displayed. [Ee My Favorites ‘You will reach a practical limit to the number of tabs you can display inthe Web browser before you reach any hard limit defined by Content Server. 4. Enter the name of the new tab, 5. Click Submit when you are finished. Content Server Knowledge Fundamentals Page 6-7 rtChapter 6. Personalizing Your User Enviranment ‘The news created tabis displayed. Figuee-8: [Newly Created Tab Added Organize Items Under Tabs on a Personal Page 1. With the All tab selected click Edit/Organize, Alist of all the items is displayed. Figure 6-9: AITab Listing of tame : ™ ee ee) a Sy Yorn eae ee Q = Balas 2. Inthe Favorites Tab field select a tab for each Favorite item. 3 Click Submit, ‘The page reflects your changes, listing the favorites under the tabs ‘you specified (as well as under the All tab). Page 6-6 Content Server Knowledge FundamentalsRecommendations Chapter 6. Personalizing Your User Environment Recommendations offer a place toaccess groups of information ‘that you may want to visit periodically. From your Personal menu, access Recommendations to suggest Content Server material. Recommendations are dispersed on three tabs: 1. Popular: based on system input fromall users. What's New shows the items that were most recently added. Most Active shows the most active items in Content Server, based on the ‘number of times the items have been accessed. Top Picksare documents that are most highly ranked, based on three criteria: overall rating from users, how recently the documents have been created or modified, and the number of times the documents have been rated. 2. Personal: based on your activity in the system. People with ‘Siilar interests reveals users with simitar browsing habits, based on the documents that you and the other users have. accessed. 3. History: a record of your recent activity. Recently Accessed Items displays items that you have most recently accessed. Recommendation components can be configured toset the ‘number of items and item types if applicable) that it displays. The list of item types that are available or selection ‘depends on the item types that your administrator has made available. There may be other configurations that your administrator has made as well. [Go Thereisa Recommender Administration section inthe admin pages. Administering Recommender inchides the {following tasks: + Configure Recommender Components, which display recommendation and rating information tousers. © Configure Recommender System Settings, including maintaining the database tables of Recommender data. * Enable search for Recommender, so that users can search for recommendation and rating information. ‘© Customize Recommender, including changing the rating, images and labels, and exporting datato XML for use in ‘other applications. Content Server Knowledge Fundamentals PaseoChapter 6. Personatizing Your User Environment Esl ‘Access Recommendations 1. Select Personal > Recommendations. ‘The Recommendations > Popular tab is displayed. What's New, Most Active Items, and Top Picks are displayed if there are any. 2. Glick the Personal tab. ‘The Recommendations > Personal tab is displayed, [29] Recommendatens a ce Figure 6-10: Recommendations» Perzonal tab te monks Click the History tab. ‘The Recommendations > History tabis displayed. Figure 6-11: Recommendations > History tab Page 6-10 Content Server Knowledge FundamentalsAsking for Notification Figure 6-12: ‘Content Server Notification Report: via Email Chapter 6. Personalizing Your User Environment Notification is a useful way of keeping in touch with changes going ‘onin your organization, There are a maximum of three notification reports. The system administrator needs to enable Notifications since they are not enabled by default. ‘On the My Notification Reports page, you can configure the notification of changes that occur within the knowledge stored in the system—for example, when a task is assigned to you, when a document's added to a folder of interest to you, or when someone replies to Discussion. To set notification, youneed to do two things: 1. Tell Content Server when you want tebe notified and how you want to be notified using your Notification Settings. 2. Tell Content Server what you want to be notified about using, Content Server Knowledge FundamentalsChapter 6. Personalizing Your User Environment Figure 6-13: Content Server Natifistion Report ‘Your Notification Settings The Notification Settings define how often you receive notification about events and if you want to receive the report by email. =| Configure Notification Report Settings 1. Select Personal > Notification. ‘The My Notification Reports page is dieplayed, {PF ory nottication Reports Figure 6-14 I ‘My Notication Reports page atetcation Meseoges heal 2. Select one ofthe report tabs to configure its settings and click Modify Settings, Page 6-12 Content Server Knawledge FundamentalsE-mal Contents Atthese hours Attheze thnes Chapter 6. Personalizing Your User Environment ‘The modify settings for the report is displayed. Allows you to modify the report name. Determines whether a new browser window opens when you click the hypertinked items in your notification report. Allows you to receive the Notification reports by email. {f E-mail Delivery is enabled, you must specify the E-mail address for where you want the Notification report sent. Determines how the Notification report is sent via email: + Plain Body with HTML Attachment + HTMLBody Only ‘+ Plain Body with HTML Attachment ‘The days of the week the Notification report is sent. ‘The hours of the day the Notification report is sent. ‘The minutes of the hour the Notification reports sent. Page 6-19,Chapter 6. Personalizing Your User Environment Figure 6-16: My Notification Reports page ‘Your Notification Interests Jn the Report Name field enter a more meaningful report name, Select the Behavior check box. ‘Select the Enable e-mait delivery ofthis report check box. Leave your default e-mail address. 7. Select HTML Body Only to receive ernails with hyperlinks to the items in the report, ‘8. Leave the defaults for the days, hours, and minutes. 9% Click Submit, awa we ‘The My Notification Reports page is displayed. nget_ [ner 7 seam sepert s:wentot) He eta exes Avatable ‘There are no contents until you choose interests to display.on the report. 10. Repeat the process for the other reports, if desired. ‘The Modify Interests link allows you to define which events to track and notify you about—for example, when an item was added, or ‘when a task becomes overdue. There are General interests which are system-wide interests and Specific Item interests. [24 General Interests are for all items in Content Server. When selecting from this list, select only items that include Me, My | intheir titles to avoid large reports listing Items that are not specific to your needs. Page 6-14 Content Server Knowledge FundamentalsChapter 6. Personalizing Your User Environment ‘Specify General Notification Interests 1. Click Modify Interests from the My Notification Reports page. “The Set Notification page is displayed, listing all of the interest cholces. BBY set notincation Ure the cop-docm et in ac evenks to yur nota le. Chase deer oe ‘etna yu war reomve rotator Re fren vert oe Rerent ae Figure 6-17: Content Server Knowledge Fundamentals, Page 6-5Chapter 6, Personalizing Your User Environment 2. For each interest you want to be notified about, select the report ‘name that corresponds to how often you want to be notified. 3. Click Submit. ‘The report's contents are displayed on the My Notification Reports page. fication on Specific Interests ‘The general notification interests apply to the entire Content Server system For example, if you set a general interest to notify ‘you about the addition of new documents once an hour, you willbe notified once an hour about all documents added to the system (that you haveppermission to See). ‘Set specific interests on items you want to be notified about that ‘occur toa particutar project, folder, or other item of interest to you. General Interest notification can be set for a group. [GA TheDocument Overview page (if enabled) has. link to set specificinterest notification for a document. ‘Set Notification on Specific interests 1. Select Set Notification from the Functions menu for the item in which you are interested. Page 6-16 Content Server Knowledge FundamentalsChapter 6. Personalizing Your User Environment Figure 6-18: ‘Set Notification page 2. Select a notification report for each desired event. 3. Click Submit. Modify Specific Notification Interests 1. From the My Notification Reports page (Personal > Notification} lick Modify interests. 2. Scrolito the bottom of the page. ‘The Specific Item Interests field is displayed. Figure 6-19 Specific tem interests Tontent Server Knowledge Fundamentals Page 6-17Chapter 6. Personalizing Your User Environment Notification on specific interests is sent in addition to notifications on general interests. For example, imagine that you set notification about additions to the Gearing Up Project once a day as a specific interest, and you also set ‘notification about items added to Content Server once a week as general interests. The items added to the project will be sted as events both on your daily report and on your weekly report. ‘3. Click the link corresponding to the item whose settings you want to change. ‘The Set Notification page for the item is displayed. BF set notincation Wome: Praduct Deesiopment oty me ben... Aa Stem aachird Asttem'sstates oranges | [Suone> zt Figure 620 emeoie m= ‘Specific tem Interests AVertzc'ystatus changes [ = ‘aenancarnevooateeses | ——— =T ATorsisadied Fatone> 5 ARey'y te xédod | [iene a Alec Sheen ts added | Nene 4. Modify the interests, and click Submit. ‘You arereturned to the My Notification Reports page. alsChapter 6. Personalizing Your User Environment Editing Your User Profile Users often want to know more about other users, so Content ‘Server provides personal profile pages to optionally store metadata about eachuser. ‘+ TheGeneral profile provides mostly system-specific information about the user. This information is normally editable only by the system administrator. ‘* The Personal profile provides background information about the user, putting a face to the login. Most Content Server sites. are configured so that users can modify their Personal profiles. '® The Extended profile displays only f the Pulse module is, installed. tt provides additional information fields such as Job Description, Reports to, and Past Positions. Edit Your Personal Profile 1. Select Personol > My Profil ‘The My Profile > General tabis displayed. Figure 6-21: My Profile» Generaltab Content Server Knowledge Fundamentals Page 6-19Chapter 6. Personalizing Your User Environment ‘The My Profite > Personal tabis displaved. 3. Eat the fields as desired. 4, Click the Extended tab, Page 6-20 Content Server Knowledge FundamentalsChapter 6. Personalizing Your User Environment ‘The My Profile > Extended tabis displayed. Figure 6-2 My Profile> Extended tab Content Server Knowledge Fundamentals Page 6-21Chapter 6. Personatizing Your User Environment [9 The Extended tab displays only ifthe Pulse module is Inetalled, 5. Editthe fields as desired. 6 Click Update, Content Server saves your changes and opens the Users and Groups page. [29 Apply allows you to save your changes but remain on the My Profile page. Pulse (Integrated Social Networking) Pulse Preliminary Setup Pulse, Integrated Social Networking in Content Server, provides ‘you witha real time activity feed of what is happening within the system. By following other people you see activity by those you are ‘most interested in. The activity feed automatically contains details ‘onnew content added to the system and allows youto share a ‘simple status message with others or comment/reply to something inthe activity feed. ‘Some of the benefits of Pulse are: + Tohelp people to be more effective through better networking. + Tostay up-to-date with your colleagues through thelr status and content updates so you know what youneed to respond to, and when, * Toorganize streams of content and activity related to your projects. Pulse is not just limited to files and documents, but is applied to containers like folders and places such as Project ‘Workspaces and Communities in Content Server. ‘The first time you access Pulse from the Personal menu, you should configure your Pulse profile. There are a number of areas that you can configure, such as providing profile information, adding your photo, and defining the privacy settings for your status messages. Page 6-22 Content Server Knowledge FundamentalsChapter 6. Personalizing Your User Environment Pulse Profiles offer enhanced features that let you edit your ‘extended personal information, modify your Pulse user settings, ist tthe posts that youare mentioned in, view all status and content posts you made, and view your followers as well as the people ‘whom you follow. These features are available from all Pulse pages. To change the overall look of your document, select new Theme ‘elements on the Page Layout tab, To change the fooks available in the Quick Style gallery use the Change Current Quick Style Set command. Both the Themes gallery and the Quick Styles gallery provide reset commands so that you can always restore the look of ‘your document to the original contained in your current template. Edit Your Pulse Profile 1. Select Personal > Pulse. ‘The Pulse page is displayed. Wn ee meee Figure 6-24: Pulse page Pe ee Activity Feeds Section ‘Searchposts Enter akey word or phrase into this field to search for a matching. status update. Pulse All Users All updates, status updates, or content updates from all users in the system. Pulse -My Colleagues All updates, status updates, or content updates from the colleagues, you choose to follow. Content Server Knowledge Fundamentals Page 6-23Chapter 6. Personalizing Your User Environment Pulse - Mentions Private Messages Liked Colleagues Section Search for people 1m Following (n) Following Me (n) Recent Connections. Actions Section My Pulse Profile Edit Profile Update Photo User Settings Pulse- My Collection Section «Your name> All Updates tab ‘Status Updates tab Content Updates tab All updates, status updates, or content updates from your recent activity. All comments you have been mentioned in a post, and view the post. All private messages you have sent to, and received from, another user. Contains. list of status updates that you have bookmarked by licking Like. Use this field to find users by typing intheir name, Allist of the users you are following and their most recent status update. A\listof the users following you and their most recent status update. Allistof newly connected users. (ie, those who recently clicked on another user's Follow button) Displays the profile information for your log in. Allows you to modify your profile information. Allows you to add a photo to your profile. ‘Allows you to set Pulse as your default home page, enable the use of the ENTER key to post updates, and modify privacy notifications it your administrator enabled the privacy settings. Allows you to adda comment, Showsall the posts. ‘Shows only the status updates and the comments. ‘Shows only the posts about the objects within Content Server. Page 6-24 Content Server Knowledge FundamentalsA Colleague's Profile Ed Figure 6-25: (Chris Ho's Pulse Profile Chapter 6. Personalizing Your User Environment 2. Inthe Actions section click Edit Profile. 3. Edit the Bio field, Past Positions, and Degrees/Certifications and any other fields as desired. 4. Click Update at the bottom of the page. 5. To view your eurrent Profile select My Pulse Profile from the Actions section. ‘When you are in another user's profile you have the following, options. ‘Access a Colleague's Profile 1. Inthe Colleagues section enter Chris Ho in the Search for people field. ‘2. Select Chis Ho from the drop-down list. ‘The Chris Ho's Pulse Profiles displayed. ‘Content Server Knowledge Fundamentals Page 6-25Chapter 6. Personalizing Your User Environment, Activity Feeds Section Mentions Uked Colleagues Section 1s Following () Followed By {n) Actlons Section Pulse Home Untollow ‘Send Private Message ‘Send Public Message All comments you have been mentioned in a post. Contains alist of status updates that this user has bookmarked by clicking Like. Allist of allthe other users that this user is following. listo the other users that are following this user. Returnto your Pulse home page. (Once you are “Following” a user, this entry appears in the Actions. section to remove the user from your Pulse - My Colleagues activity feed. Send aprivate message to a user. This message will not appear in any activity feeds. Send apublic message to auser, 3. Click Pulse Home to return to your profile, Page o-z6 Content Server Knowledge FundamentalsChapter 6. Personalizing Your User Environment Pulse From Here ff your system administrator has turned on this functionality, you will be able to make a Pulse post froma folder. Thiswill embed a link to the folder into your posting. Functions Menu > Pulse FromHere Configuring Your Content Server General Settings Different Content Server users want to use and see Content Server indifferent ways. The Settings page, which can be accessed by clicking Tools > Settings, provides several options you can use to alter your user environment. ‘There are several tabs dividing the options into categories: General It allows you to customize the way you view the information, ‘Color You can personalize your color scheme for item listings. ‘Columns You can display additional columns for your item listings. Page 6-27 7 Knowledge FundamentalsChapter 6. Personalizing Your User Environment Discussion You can specify how Discussions are displayed when you open them suchas the default view, and filter, posting and replying preferences. Workflow You can set a workflow proxy and control workflow display preferences. Password It allows you to change your password, ee (Change the General Tab Settings 1. Select Tools » Settings from the Global menu bar. My General Settings page isdisplayed, Figure 6-27: General Settings page DefaultStartPage Controls which page appears, by default, when you og in: Enterprise Workspace, My Workspace, About Content Server, or Pulse. Show tem Descriptions onDetail Controls how items are displayed in the Browse (Detail) View. With \View the check box enabled, the items will display with their description. Itiseasier than seeing the description for an item by selecting Properties » General from its Functions menu. Navigation Style Determines how you navigate from one page to another: Hyperlinked Trail or Drop-Down List. The Hyperlinked Trail will display the items in the hierarchical path to the currently displayed iter as a series ot hyperlinks. The Drop-Down List will allow you to ‘select the path to browse to. Some users find this type of navigation more intuitive. Page 6-28 Content Server Knowledge FundamentalsChapter 6. Personalizing Your User Environment “New* Indicator Duration Controls how long the new indicator is displayed. “Modified” Indicator Duration Controls how long the modified indicator is displayed. Enhanced Keyboard Accessibility Allows visually impaired users to navigate the keyboard by Mode commands instead ofa mouse or other pointing device. Ituses screen reader software and supports regulatory compliance such as 508 compliance in the US, Sidebar Location Controis the location ofthe Facet sideber. If the orange bar does not display at the left side ofthe page, the default setting for the sidebar may have been changed. Then, move your cursor over to the right side of the page until the orange bar appears, and click it. ‘Show Sidebarin Browse Controls if the Facet sidebar appears and is available from most workspaces and containers in Content Server. Metadata Language Determines the language of the metadata (name and description) if ‘thas been entered in that language, and if enabled by your Enable the Show Item Descriptions on Detail View check box. {In the Navigation Style field select Drop-Down List. Inthe Sidebar Location field select Right. Enable the Show Sidebar in Browse check box. (Glick Update to save your changes. 7. Toverify your changes, click Enterprise > Workspace on the toolbar. Glick a folder to display its items (eg, Product Development > Specifications). ah aAwN » Content Server Knowledge Fundamentals Page 6-29‘Chapter 6. Personalizing Your User Environment Figure 6-28: Folder us ‘Displaying your tomization folder with the customization is displayed. Notice the Navigate To drop-down list, the item's description, and the Sidebar is displayed on the right. 9. Select Tools > Settings > General tab to change the Show Item Descriptions on Detail View (clear the check box), Navigation Style Hypertnked Tall, and Sidebar Location (ef) ettingchark, and Update. Choosing Custom Columns Page 6-30 ‘Your system administrator can enable additional columns to display system or custom attributes in the details area, Columns such as Type, Name, Size and Modified Date appear by default. Additional columns can be configured to display in particular folders or be ‘made available anywhere in your Content Server system. Any columns made available for you to select as part of your personal view are located on your Columns tab accessible from Tools > Settings. [A Your Content Server system administrator or knowledge ‘manager must first configure custom columns and make the choices available for you to see on this Columns tab. Content Server Knowledge FundamentalsChapter 6. Personal Your User Environment ‘Add Custom Columns 1 Ensure the My General Settings page is displayed from selecting Tools > Settings. 2 Click Columns tab. ‘The My Columns Settings page is displayed. [iE ry te ee Figure 6-29: My Columns Settings page 3. Inthe Available Columns pane select any columns your, ‘administrator has made available (eg. Version). ‘4. Click Add selected columns to list of Displayed Columns icon to add to the Displayed Columns pane. ‘The new column is added to the Displayed Columns pane. Figure 6-30: — — | [New Column Added to Displayed ‘Columns Pane - s 5. Clk Update. 6 Toverify, navigate to a folder with documents (eg., Product Development) to view the Version column. ‘Content Server Knowledge Fundamentals Page 6-31Chapter 6. Personalizing Your User Environment Figure 6-31: ‘Version Column Displayed Summary ‘The Version columns displayed on the right. = 5 a D a 8 a o Io 5 8 o 5 o o ‘+ Your Personal menu is composed of many pages that help you derive your own perspective on all of the intellectual capital thatis stored ina Content Server system. The Discussions, Task LUsts, and other personal pages scan the whole Content Server hierarchy to find and list ll of the items of a particular type that youcan see, * Asyou find folders, documents and other items that you know ‘you will want to visit again, you can add them as favorites, \which allows you to find them quickly by visiting the My_ Favorites page. ‘+ One of the most valuable features is its ability to send you email ‘messages when something is added to the system that is of interest to you. You configure notification by defining how often you want to receive reports and then specifying what interests you want to hear about on each report. * Another way to configure your Content Server “experience” i toset various user-specific options, such as how a Discussion’s topics and replies should be listed and the colors of rows nists. ‘© Everyuser has a general and a personal profile that provides Information to other users about the person behind the login. ‘Most Content Server systems allow their users to edit their personal profiles. Page 6-32 Content Server Knowledge FundamentalsChapter 6. Personatizing Your User Environment = My Workspace is a branch of the Content Server hierarchy that isall your own. You can use t as a staging area, and/or asa place to store items that are just for your own use, and/or as a place ‘to store and manage items over which you want complete control. ‘¢ Recommendations are lists of items or users that the system has determined might be of interest to you. '* Pulse allows you to collaborate with other Pulse users and see realtime status updates. Content Server Knowledge Fundamentals Page 6-35Chapter 6. Personalizing Your User Environment Exercises Please complete each section ofthe exercise. If youhave time try the exercise challenge. ‘These exercises use Your Student Folder located in Enterprise > Product Development folder that was created in Chapter 3 ~ Sharing Your Knowledge. ‘Overview - Create Favorites Inthis exercise, you will make some favorites to items dispersed throughout the Enterprise ‘Workspace, for example, some of the information found in the Product Development, Human Resources ‘Information, and Finance folders. Then you will configure tabs to organize your Favorites, 1. Create Favorites 4. Navigate to the Product Development folder. The full path is Enterprise > Product Development (also accessed through Favorites). . Add the Suggestions for new products Discussion as a favorite by selecting Add to Favorites from the Discussion’s Functions menu. © Navigate to the Human Resources Information folder. The full path is Enterprise > Human Resources Information. Mark Cooperative_Philosophy.doc as a favorite by selecting Add to Favorites from the document's Functions menu. d. Navigate to the Finance folder. The full path is Enterprise > Finance. Mark New ‘Accounting System as a favorite by selecting Add to Favorites from the document's Functions menu. ©. Ifyou have time, browse to other folders in the Enterprise Workspace and mark them as favorites. Return to the Enterprise Workspace. a Inthe challenge exercise, you can organize your favorites. f. Click Personal > Favorites to view your list of favorites. 4g. Click Configure Tabs in the upper right to create tabs. Apage for editing and adding tabs is displayed. (Initially, you will sea Tab 1 row with the All tab, which you cannot remove or edit. The All tab will always list all of your favorites.) e638 Content Server Knowledge FundamentalsChapter 6. Personalizing Your User Environment 1h. Click Add Tabs (displayed at the upper right). A sequentially numbered text field appears, in which you can enter the name of your new tab. i, Enter Corporate Info as the name of the new tab, and then click Submit. ‘Your new tabiis displayed. Verify that you are on the All tab and click Edit/Organize. k. On the Favorites Tab drop-down list next to Cooperative Philosophy.doc select the Corporate Info tab. Click Submit. ‘Your favorite is now displayed on the All tab and the Corporate Info tab. |. Click the Corporate info tab to verify your favorite is under this tab. (Overview ~ Display the Custom Columns Next, you will select additional columns to display from your Personal settings. 2 Display the Custom Columns 4. Select Tools > Settings from the Global menu bar. b. Click the Columns tab. ‘The My Columns Settings page displays. From the Additional Colurns select any columns in the Available Columns pane that are ‘not currently displayed, such as the Creation Date. ‘Your system administrator must make the columns available. 4d. Click the Add sefected columns to the list of Displayed Columns icon to add to the Displayed Columns pane. ‘The column appears in the Displayed Columns pane. e. Click Update. ‘The column will display in the detalls area, Content Server Knowledge Fundamentals, Page 6-35Chapter 6. Personalizing Your User Environment Overview - Set Up and Test Notification ‘We cannot emphasize enough how important itis to set notification on the things you care about in ‘your Content Server system. Notificationis the best way for you tofind out about information other people toyou. 3 are adding that you will find useful, and itis especially important if people are assigning tasks Set Up and Test Notification @. Toconfigure your notification options open your My Notification Reports page by selecting Personal > Notification. ‘The contents of your first of three notification reports are listed. By default, none of the reports are configured, so they would be empty. (Let your instructor know if you donot see Notification on the Personal menu.) b. Click Modify Settings to configure the report that is selected, ‘The Settings page for the report is opened. ‘Select one of the unconfigured Report tabs and change the report name to 5-minute Report. 4, Set the time settings so that you will receive this report every five minutes. (To configure a S-minute report, select all twelve of the At these times boxes, 00-55.) In class, we are setting the time increment to the smallest one available so that you can see what the reports look like. You can skip filling in the email settings fields for this class, but you will want to have your own email address in the reports for your ‘own Content Server system. Click Submit to save your changes. ‘The My Notifications Report page displays the latest report information — but there still will not be any report items because you still need to set your interests. Navigate to Your Student Folder focated in the Product Development folder (also accessed through Favorites). § Select Set Notification from the Your Student Folder’s Functions menu. Content Server opens the Set Notification page for the folder. listing the eight types of events about which you can be notified. You will be able to know right away when someone adds documentation to Your Student Folder. ‘h. Select your S-minute Report from the drop-down list for An Item is added, and then click Submit, Your changes are saved and you are returned to Your Student Folder. From now on, whenever someone adds something to Your Student Folder, an item will be added to ‘your 5-minute Report. 1. Adda new document to Your Student Folder. (Ifyou need step-by-step instructions for ‘adding a document, refer to your Content Server online user help.) Ina few minutes, you should see a record of that new addition in your S-minute Report. We will test the notification you have configured at the end of this exercise. Page 6-36 Content Server Knowledge FundamentalsChapter 6. Personalizing Your User Environment 4 Return to the My Notification Reports page (Personal > Notification) and click the Modify Interests link. ‘The Set Notification page lists all of the “global” events for which you can specify an interest Select your 5-minute Report from the drop-down list for An Item is added, and click ‘Submit to the bottom of the page. ‘You have chosen to get notification any time an item is added anywhere in the system where you have sufficient permissions. Your report therefore becomes very congested in a short period of time. Be discerning when configuring general interests! 1 View the My Notification Reports page, which displays your 5-minute Report. if Content Server's internal 5-minute counter has tripped, you may see items on this report. Stmay take a few minutes for Content Server to generate a report item. If you refresh the page periodically, you should soon see information on your 5-minute Report. Exercise Challenge Ifyou have time, try these challenge exercises. ‘Overview - Add Your Status and Follow Colleagues with Pulse Inthis exercise you will participate with other Pulse users. 1. Add Your Status and Follow Colleagues with Pulse 2. Navigate to your Pulse home page by selecting Personal > Pulse. Your Pulse page is displayed. b. Enter Attending Content Server training or whatever you like for your status then click Update. Content Server displays your new status. & Follow another colleogue. tina networked training environment, ask the person beside you for their student. number. Under Colleagues, enter StudentX where x equals thelr student number in. the Search for people... field. Click the student name and click Follow. If you are ina non-networked training environment, follow StudentX where X=your student number +4. Content Server Knowledge Fundamentals Page 6-37Chapter 6. Personalizing Your User Environment 4d, Tosend your colleague a Private message, click Send Private Message Enter a message then click Update. View the message by selecting Private Messages in the Activity Feeds section, Ifin a networked training environment, click Pulse Home. Ifyou are in a non-networked training environment, send a message to StudentX ‘where X=your student number+1, Log nas that student to view the message by selecting Personal > Pulse. ‘Overview - Edit Your Settings and Profile ‘You have been anonymous as “students for long enough. In this exercise, you will edit your personal settings to specify how you want to look at Content Server, and you will add information to your personal profile to tell your classmates alittle more about yourself. 2 Edit Your Settings and Profile a. Select Personal > My Profile. Your General profile is displayed, b. Click the Personal tab. Your personal profile fields are displayed. ¢._ Edit the fields to tell your classmates about yourself (or about a fictitious person you create). Click Update when you are finished. Hf you want to include an image in your profile, you will find a folder called Employee Pictures in Enterprise Workspace > Handy Images. When you update your profile, the Users and Groups page will be displayed, 4. Look up your profile or one of your feliow students, Leave the that starts with fleld blank, {hd click Find to list some users, Click your user name to see how your personal profile looks when viewed by others, or click the Student ID for one of your classmates to see how hhe or she hos filled in a personal profite. ‘Anew window displays the profile information with the General and Personal tabs. ‘Overview - Notification Report for New Groups and Projects Imagine that once a week, you want to receive a report that tells youall groups and projects youhave been added to that week. How would you do it? Try it, and ask your instructor ora classmate_it you ‘want someone to check your work. Page 6-38 ~~“ Content Server Knowledge FundamentalsChapter 7. Finding Information Fast Finding Information Fast Objectives ‘On completion of Part 1, participants should be able to: * Perform quick searches © Narrow search criteria by using special characters and keywords and selecting slices '* Use features on the Search Results page including search term hit highlighting and refining the results, to quickly find relevant information ‘Oncompletion of Part 2, participants should be able to: ‘= Perform advanced searches from the Search page Use system attributes and natural language queries to facilitate searching, ‘Save certain aspects of an advanced search through objects such as Forms, Queries, and Prospectors Create a Custom View Search Form Run LiveReports, ‘Overview Anywhere from 20% to 50% of the workday (depending on which study is referenced) can be spent just searching forthe information ‘younneed to get your job done. Content Server delivers content not only through an easy-to- navigate user interface but also through a rich set of search tools. It is simple to execute searches. And, there are advanced options ‘that create richer sets of criteria and offer advanced tools to answer your reporting needs. In this chapter, we will learn haw to use the simple search tools and understand the search results (Part 4). Some advanced options have been included in this chapter for your information and future reference (Part 2). Content Server Knowledge Fundamentals Page 7-1Chapter 7. Finding Information Fast Part1: Finding Information Using the Search Bar Figure7-1: Search Barat the Top of Content Server pase (One of the most important features of a knowledge management systems the ability to quickly locate information that you need. Content Server automatically creates a full-text index of all of the information stored in the Enterprise Workspace (butis constrained by various configured settings and MIME Types) and searches this index when you perform searches. The index includes: + The textual content of most documents (depending on their file format), + Other text items such as Discussion topics and replies, News Items and Tasks. + Metadata, which is additional information attached to items such system attributes (author name, creation date) and custom attributes (special fields added to Content Server items to define your information and facilitate refined searching). ‘Whenever you enter text into the Search Bar, the index will help retrieve any item whose textual content or metadata matches one oral of the words for which you searched and display this, information on the Search Results page, You can also search without entering a value in the Search field which is same as entering an asterisk ("). This allows youto run ‘queries using only the slices, file types, or dates in the expanded ‘Search Panel. [DRE Goma sane Fe — ae BD erence ‘The Search Bar can be expanded to the Search Panel by clicking the (Open Search Panet[=Jbutton to the right of the Perform Search button. The items in the Search Panel may vary, depending on how your system administrator has set up your search function. Page 7-2 Content Server Knowledge FundamentalsChapter 7. Finding Information Fast Initiate a Search From the Search Bar 1. Navigateto the folder where youwant to search from (eg, Enterprise). ‘The Search Baris located in the upper right. Rere72: ae aa SeurciBar 2 Ta mene enter a search term fa wondorsetof were} (eg, 3. Press Enter or click the Perform Search button. ‘The Search Results are displayed. [Sizecneen =z as ewe? Sear Ranats St locates allinformation containing the search criteria that you specified, filters it to:omit any items that youdo nothave the Permission to see, and displays the results on the Search Results, age. 4. Select Enterprise > Workspace to return tothe highest level. (On the Search Bar there isa jLast Results] fink that will return you ‘tothe last displayed set of search results. If the search result cache hhas timed out, the link is not available. Your administrator can disable this feature, but itis enabled by defautt. ‘The [Last Results} linkis displayed. a [last Results] Content Server Knowledge Fundamentals Page 7-3Chapter 7. Finding intormation Fast 5. Click the [Last Results} link. ‘When the [Last Resuits] ink is selected, the Search Query that generated the set of search results isre-run to re-create itto display it ‘Thelast search results are displayed. Using the Search Panel Options ‘As many Web-surfers will attest, itis frustrating when a search returns too many results. The Search Panel allows youto specify ‘more details when searching or improve your existing search results by narrowing your scope and using operators and keywords. Initiate a Search from the Search Panel 1. Begin a new search by navigating to the folder where you want to search from (eg, Product Development), 2. Click the Open Search Panel button located to the right of the ‘Search Bar. ‘The Search Panelis displayed. Figure 7-5: Search Panel Page 7-4 Content Server Knowledge FundamentalsChapter 7. Finding Information Fast ‘The drop-down lists of the Search Panel allow youto choose different types of searches to execute making your search criteria more specific, and improving the precision of your search results. ‘The details of each field are discussed more in-depth in their own sections later. ‘Search Allows you to specify the criteria for your search using words, phrases and operators (alist of operators displayed in the Search field is discussed below). {Ifyou have previously displayed search results, the [Last Results] link will be displayed by the Search field in the Search Panel. Serch [oasthesie) 28 Sead ee fate ~ ses atone ast mei Search type Content Server locates ll information containing the text that you specified or the user-friendly Content Server Nickname (a wordor phrase assigned to an item). Then, i filters to.omit any items that you donot have the permission to see, and displays the results on the Search Results page. ‘Slices Search a particular collection, or slice of the Content Server information. Object type Allows you to specify the type of item for which youwant to search. For example, you can choose from particular file formats or ‘Content Server item types. Your system administrator sets the ‘object types which are searchable for your system. Lastmodified Allows you to limit your search to adefinite time period, such as modified in the past day, past week, past month, or past year. Ifthis ‘search option is not available, contact your system administrator. Content Server Knowledge Fundamentals Page 7-5Chapter 7. Finding Information Fast Figure 7-6 ‘Search Results in theStandard ‘Search Display style In the Search field enter a search term (eg, product). In the Object type field select Word. (Click the Perform Search button. Inthe Select Display Style drop-down list select Standard. AHA w ‘The Search Results in the Standard Search Display Style are displayed. nce 5 pee St tts eee ‘The Thumbnails are only displayed in the Standard Search Display Style. | needed, you can narrow your search scope by clicking the Open ‘Search Panel button and selecting additional criteria. Page 7-6 Content Server Knowledge FundamentalsChapter 7. Finding information Fast Search Field ‘The Search field can also contain keywords and operators. These ‘operators will help make your search criteria more specific with ‘your search results tending to be more precise. They are not case- sensitive. en Operator ] Keyword | Exemele solar AND-NOT energy ‘Ampersand/ a solar &! energy finds all items with the word “solar” but not the word Table 7-2: ——— COperatorsand Keywordsfor Ampersand(&) | AND Refining Search mountain AND bike mountain & bike finds all tems with both the words “mountai Asterisk (* ) Pipe (1) bike OR bicycle bike | bicycle finds alitems with the word “bike” or the word “bicycle” (or both words) Quotes (*) (Exact "mountain bike Viwaso} finds all items with the exact phrase “mountain bike” ‘The following sa search results example of searching without and ‘with the wildcard character (*), If searching for product, you would receive 132 hits. searching for product’, you would receive 137 hits, The wildcard character (*)is not automatically added asa suffix ike other searching software (.e, Google). ‘Content Server Knowledge Fundamentals Page 7-7Chapter 7. Finding Information Fast ‘Search by Search Type Figure 7-7: Nickname Search Type Search by Slices, Figure: ‘Siiees- Default Search Silces From Here From Here (Expanded)... Enterprise Enterprise [All Versions} Help ‘The Full Text search allows words or phrases to be entered. This is the default search type. ‘When you search for an item by nickname, the Action drop-down contains the two items, Open and Properties. Sear Contant Server Pear serch oe [ Mme ‘The Slice drop-down list in the Search Panel contains alist of slices, Aslice isa segment of the information for which Content Server has created indices. By selecting a slice, you are defining the scope of yoursearch, slice containing the information from that folder “down” through all ofits descendants, Retains the scope but takes you to the Advanced Search page. Aslice containing all information stored in the Content Server Enterprise and in My Workspace for the user completing the search. ‘Same as the Enterprise slice, but looks in all versions of items instead of the most recent ones alone. slice containing all the Content Server online help files. Page 7-8 Content Server Knowledge FundamentalsChapter 7. Finding Information Fast ‘Your Content Server system administrator can create additional slices to search on specific information, such as alice containing, only customer information. Information concerning the creation of additional search slicesis outside the scope of thiscourse. You may ‘want to attend the Search Administration course for more information. Figure7.9: Example of ExtraSlices Created by the System Administrator From Hé Fram Here panded). Fletaine Marketing Information Customer Support Enterpn B Consider having slices created to search on sections of Information, for example: Anexternal fle system of legacy documents. Files stored on your organization's intranet or extranet. Important resources on the Internet. ‘Online help. section of content stored in your system, Content Server Knowledge Fundamentals Page 7-9Chapter 7. Finding information Fast Search by Object Type Figure7-10: (Object Type Drop-down List You can specify the type of document (MIME type) or a type of Content Server container youare looking for using the Object type drop-down on the Search Panel. The default is set to Everything. Sexd [int Rate] Seah ae coe Page 7-10, Content Server Knowledge FundamentalsChapter 7. Finding tnformation Fast Search by Last Modified The Last modified drop-down on the Search Bar provides a list of when the item may have been last modified. The defaults set to search Anytime. Figure 7-11: Last Modified Drop-down List | Moeradathe peewee * Laeeeen Sema mts ‘You can choose from past day, week, month or year. Ifyou need ‘2dditional options, you canuse the Advanced Search link. Refer to Part2: Performing Advanced Searches for details. Using the Search Results Page ‘The Search Results page lists allitems that match your search criteria that you have permission tosee. The tables below summarize the content that is displayed on this page and the actions that can be performed. Fundamentals PageChapter 7. Finding Information Fast ‘The following isan example of the Web Search display style of the Search Results page. Fi serch tants ep pro Result Figure 7-42: ‘WebSearch Display Style of the ‘SearchResults page Search Tools Select Display Style Table 7-2: ‘Actions on the Search Results page Displays the Advanced Search page to narrow/expand searches. Allows youto save your search criteria. Allows you to choose the search layouts, edit the display options, and saveasa ‘Search Form. The options are: = Classic = Standard © Tabular ‘+ Web Search (defauit) Refer to the Edit Search Results Page Display Options section later in the chapter. Page 7-42 Content Server Knowledge FundamentalsChapter 7. Finding Information Fast Select Action ‘The drop-down list displays actions for your search results defined by your system administrator: Add to Collection, Apply Categories, Print, Save Your Results, Zip & Download, and Zip & E> mail. The check boxes allow you to select the search results youwould ike added to your selected action. Collections are accessible via your Personal menu. ‘Allows youto change the criteria for the search results to be sorted defined by ‘your system administrator. The choices are: Multi-Field, Relevance, Date and Size with the option of specifying ascending or descending, Relevance is the default sort with no choice of ascending or descending. Less Detail is the default with More Detail adding the description. Located at the bottom of the page, it allows you to display the number of items er page. Shows the previous/next page of search results and the ability to navigate toa ‘specific page (displayed when there are ‘more items than can be reasonably Alsplayed on one page). The following is an example of the Search Results with the search ‘word ‘product’ highlighted. epee ene tenes Osco Figure 7-13: Example of Search Results tems, Content Server Knowledge Fundamentals Page 7-13Chapter 7. Finding Information Fast Htem Element Description, Type Name Functions menu Toble7-3: ‘Uniterstanding the Search Results Ttems n displays the format of the item. ‘The object’s name in Content Server. ‘Actions that can be performed on an item based ‘on your permissions (such as Open, View as ‘Web Page, Copy, Download, Add to Favorites, Make News, Set Notification, Delete, etc). Generated by Content Server, the summaryis a ‘compilation of a document's sentences based ‘on their locationin the document, the surrounding structures in the document, and the statistical significance of the words in the. sentences. Size Created By Date Hit Highlight Find Similar ‘Where an itemis found within Content Server. ‘Note the path givens the full breaderumb style with longer paths truncated in the middle, Placing the mouse over itwill display the truncated path, Percentage indicating the relevance of an item (relative to your search criteria). The file size of the item (if applicable). ‘The person who created the cbject. ‘The date the item was last modified. Link to view the highlighted search terms in the document. Asearch that returns other Content Server documents with titles and content similar to the original document. Page 7-14 Content Server Knowledge FundamentalsChapter 7. Finding information Fast Interpreting Your Search Results From the Search Results page you have severat options to aid in your retrieval of the appropriate information. Hit Highlighting ‘The Hit Highlighting function allows youtossce your search terms ‘from the metadata or highlighted within the body of anitem from the Search Results page. © This featureis available for documents, topics and replies, ‘© Hithightighting is also displayed in item surmaries.Sometimes, ‘the summary information is all you need; iFnot, you may use the Hit Highlighting function to search all of the item's contents. ‘Your system administrator may choose to deactivate both. hit highlighting of the summaries, 2s well as the display of some or altof the possible search fitters. ‘Activate Hit Highlighting 1. Click the Hit Highligitt link or select Hit Highlight from the Functions menu forthe document, topic or reply whose results you wont to display. ‘The document with the highlighted search terms(s) is displayed. Figure 7-14: Search Term Highlighted in the Document Content Server Knowledge Fundamentals Page 7-15Chapter 7. Finding Intormation Fast Figure 7-15: Search Term Found in Metadata No Results Anew browser window is opened to display the highlighted results, ‘+ The term(s) you searched for are shaded in yellow as you go to eachhit. ‘+ Amenu bar at the top of the page allows you to navigate to each ‘occurrence of your search term(s) by clicking First Hit, Previous. Hit, Next Hit, or Last Hit buttons. ‘+ _Thenumber of *hits’ present in each item is denoted in Search ‘Terms located under the Highlight window's menu bar. 2 Click Close. . Ifthe search term sfoundin the metadata, and notin the document,a message will be displayed: "The words that match ‘your query are not viewable and therefore not highlighted inthis ‘window. They may be part of the document's metadata such as the rnameor the creator.” BE He Heghnghting (New Product doc) Rept er gu 2am wnt fr nat stb SitictntemoaisesmutBtmmre trae = ‘roma Is {oro Tf faquery returns no results, a suggestions page is displayed with likely scenarios to assist in formulating a query that does return, results, ‘Search with No Results 4, Navigate to the folder where you want to search from. 2. Inthe Search Bar enter a word that you would expect not to bein a document, such as possibly your name. Page 7-16 Content Server Knowledge FundamentalsChapter 7. Finding Information Fast ‘The Search Results page with no resultsis displayed. Figure 7-16: ‘Suggestions fora Query with No Results Editing Search Results Page Display Options Users can manage the user interface of the Search Results page ‘with the Edit the Display Options link. Edit Search Results Display Options 1. Navigate to the folder where you want to search from (eg., Product Development) (2. Inthe Search Bar enter a search term (e.3,, product) and press Enter. 3. Onthe Search Results page from the Select Display Style drop-down list select Edit the Display Options. Content Server Knowledge Fundamentals Page 7-47Chapter 7. Finding Information Fast ‘The Display Options page is displaved. Figure 7-17: Display Options page | oe tt ta meen yor tse eT tacos, Scehtnsetstsearsna nea cata ieee See fen rm el ot ed en Sh neo ett ch abe Spoon ne npr eB Description Describes what you can do on this page. Page 7-18 Content Server Knowledge FundamentalsChapter 7. Finding Information Fast Results Page Layout: Style Choices for displaying the search results page. My PreferredStyle Thisis the current selection-based options that were previously set by you. ‘Classic This displays additional information by default, such as the Description, ‘of Relevancy based on earch criteria, Hit Highlights, and the Search Filters displayed onthe left. ‘Standard This basic style allows you to view the Date ‘and Created By in one column on the left, and the Description, Location, basic functions with the Docurnent Name. Tabular Thiscdisplay allows you to view information in columnar format (limit of 150 pixels) and sort search results by clicking the sortable ‘columns heading links. ‘WebSearch This style includes the Description, links to activate the Hit Highlighting and Find ‘Similar functions, and a View: Less Detail More Detail link combination that toggles ‘the view of the Score, Location and ‘Summary information, ‘Results Page Layout: Preview Displays a preview of the style you just selected. Number of Results Can beset to 10, 25, 50.0r 100. ‘Show Summaries /Descristions Displays the search result summaries and descriptions. The choices are: Summaries Only, Descriptions Only, Summaries Preferred, Descriptions Preferred, and Summaries & Descriptions. Show Key Phrases. Displays the reoccurring words and word combinations, especially ‘those involving unusual words. Key phrases are used to identify Common Topicsin the ‘search results and to process the Find Similar function on ‘the menu, which returns a list of items containing allor any. ofthe five most unique key phrases of the original item. Content Server Knowledge Fundamentals Page 7-19Chapter ?._ Fin ‘Show Full Path in Location Result Flelds: Displayed Result Fields: Sort By Figure 7-16: Malti-Fleld Sort page ing information Fast Displays the full path of the location of each search result. Reflect what is available and what is currently displayed. {Optionally add or remove these from the results), Sort by Relevance, Date or Size, or use the Multi-Field sort option to select several fields and the order to sort by. 4. Inthe Results Page Layout: Style fleld select Classic. ‘>. Inthe Result Fields: Sort By field select Multi-Fleld, ‘The Multi-Field Sort pageis displayed. 6. Inthe Multi Field Sort by area cick the Duplicate = button on the tight. 7. Inthe Then by field select Size. & lickOK. 9. Click Apply on the Display Options page. Page 7-20 Content Server Knowledge FundamentalsFigure 7-19: ‘Classic Display Search Results Search Filters Chapter 7. Finding Information Fast ‘The Classic Display of the Search Results is displayed. ‘The Search Filters panels displayed by clicking the orange sidebar onthe left when you place your mouse.on the left side of the search ‘results. ttidentifies the Creation Date, Content Type, Size, File ‘Type, Container, Author, Category, Document Author, and MIME ‘Type that occurs most frequently in your search results. Each search filter is rated based on its frequency. Search Filters allow users to refine the Search Results based on indexed metadata fields defined by the administrator so they may be different in your ‘organization. They are similar in appearance to Content Filters, and have many of the same capabilities, but only display on search result pages. For example, a common author with a rating of four stars is shared ‘by more search results than a common author with a rating of three stars, Use search filters to refine the search results. Content Server Knowledge Fundamentals Page 7-21,- Chapter 7, Finding Information Fast Figure?-20: Search Filters 7-22 Content Server Knowledge FundamentalsCreation Date Size File Type Container ‘Show More Fitters Part 1: Summary Chapter 7. Finding Information Fast Lists the date the file was created, tis categorized by All, Day, ‘Week, Month, and Year with the range of specific dates displayed in eachcategory. Lists the different types of content, such as Document, Topic, ‘Compound Document, URL, Collection, etc. Lists the size of the files. tis categorized by All, Small, Medium, and Large, and within each category its further divided, Lists the types of files. Lists the name of the folder hierarchy in the form of folder name, next folder name, etc fit does net fit in the available space, itis truncated on the left and preceded by an ellipsis (..). Insome cases, if you do not have permission to see the name of the folder, it may display as (hidden). More fitters are displayed: Author, Category. Document Author, and MIME Type. © Atrue knowledge management system allows youtto quickly search for information you need and provides you with an easy way tofind the work that other people have already done ona particular subject. * Content Server automatically creates and maintains a fulltext index ofall information stored in your Content Server system - including not only documents but also other textual data. Your system administrators might also create indices on other bodies ‘of information you need to search. + Content Server hasa simple interface for searching for information: Enter search criteria into the Search Bar, select an areainwhich to search, and see the results. ‘+ Content Server provides a number of search operators for performing “and’,"or’, "but not”, wildcard’, and other types of searches, These operators can be usediinthe Search Bar. © Perform various actions against the items inthe results ofa search, including hightighting the search terms in certain items, and using search fitters to further refine the results. ‘© Use the Display Options page to reconfigure your Search Results page, including changing the page style, the number of ‘results shown, and the types af sorts. Content Server Knowledge Fundamentals Page 7-23Chapter 7. Finding Information Fast Part 4: Test Your Knowledge 1. Whatisaslice? 2. What is the difference between the From Here slice at the Enterprise level and the Enterprise slice itself? ‘What would you enter to search for the following: ‘* Allitems containing information about hiking or camping. + Allitems containing information about hiking but not camping. ‘= _Allitems that mention the term sleeping bags. Nannie occasions when using search filters will come in handy. Content Server Knowledge FundamentalsChapter 7. Finding information Fast Part 1: Exercises For Part 1 of search, please complete each section ofthe exercise listed below, (Overview - Use the Quick Search Bar and Hit Highlight in the Search Results Inthis exercise you will use the Search Bar and the Search Results page to find expense-related documents. 1 Use Hit Highlight to View Search Terms 1. Begin this exercise at the top level of the Enterprise Workspace. b. Inthe Search Bar at the top of the page enter the text expense" (including the asterisk). Click the Open Search Panel button. ‘The Search Panel expands to display additional options with expense* displayed in the Search field. d._ Inthe Object type drop-down select Excel under All Documents and click Perform Search. {twill narrow the scope of the search to Microsoft Excel documents. The results are displayed on the search results page. For the Hawaii Expenses.xls document click the Hit Highlight link (or select Hit Highlight from its Functions menu). ‘Anew window opens to display the contents of the item with the “hits” highlighted. f. Click the First Hit, Previous Hit, Next Hit, and Last Hit links at the top of the page to move ‘between terms. ‘As you click the links it moves between instances of the search terms in the document. |$ Click Close at the bottom of the window. ‘The Hit Highlight page closes. Use the Search Bar to enter the text, natification, but this time, click Open Search Panel. In the Slices drop-down select Help so that you can search the online Help. In the Object type field select Everything. Click Perform Search. All pages from online Help that contain the term notification are listed. if there isno Help slice available on the drop-down menu, please inform your instructor.) re Content Server Knowledge Fundamentals Page 7-25Chapter 7. Finding Information Fast 1. Return ta the Enterprise level of the Enterprise Workspace (by selecting Enterprise > Workspace from the Global menu). ‘The Enterprise Workspace is displayed. Exercise Challenge ‘you have time, try these challenge exerci From the Human Resources information folder use the Search Bar to query the terms form* and office’. 1. Howmany hits did you get? 2. What ile types are included in your search results? Page 7-26 Content Server Knowledge FundamentalsChapter 7. Finding information Fast Answers to Part 1: Test Your Knowledge 1 3. What isa slice? Alice isa segment ofthe information for which Content Server has created indices. ‘What is the difference between the From Here slice at the Enterprise level and the Enterprise slice itself? Enterprise wil search your Personal Workspace and ailather folders and Project Workspaces to which you have access, where as “from here” searches only the Enterprise volume from that point down. ‘What would you enter to search for the following: * Allitems containing information about hiking or camping. ‘© _Allitems containing information about hiking but not camping. ‘+ Allitems that mention the term sleeping bags. ‘aking | comping hiking &@ camping “sleeping bag’ “sleeping bags” — note that just sleeping bag retums unwanted info about bags. Name occasions when using search filters will come in handy. ‘An examples to narrow down your search to a specific creation date, content type, size filetype, ‘container, author, category, document, author, and MIME Type. Content Server Knowledge Fundamentals, Page 7-27Chapter 7. Finding Information Fast Part 2: Performing Advanced Searches ‘The Advanced Search page offers many advanced options for searching, Usea variety of modiffers in full text searches to broaden or narrow thescope of aul text search. Additionally, you nay specify multiple words in the Full Text search field. Other options ‘on the Search page include the ability to search on: ‘+ Content, using commonplace language-the Natural Language ‘Querylink + Scopes-the Slice link (refer to Note below) + System metadata- the System Attributes link ‘© Customattributes-the Categories link ‘+ Areas of XML documents-the XMIL Types link (beyond the ‘scope of this course - refer to the online help) ‘+ Aspecificrepository -the Browse Content Server link ‘TheSlice area of the Search page lists al ofthe slices that have been defined for the system. You can select ane slice or use CTRL-CLICK to select mare thanone slice. Using the Full Text Options ‘The drop-down lists in the Full Text area of the Advanced Search ‘page let you broaden or restrict the scope of a search within the ‘content and metadata of items: ‘+ The Look For options allow you to specify how the set of words you enter in the Search field are treated. '* The Modifier options allow you to broaden a query based on the search terms that you enter in the Search field, ‘> The Within options allow you to limitits search to elther the content (such as the text of a document or a Discussion topic) ‘or the metadata (such as the title of an item or one of its attributes! Page 7-28 Content Server Knowledge FundamentalsChapter 7. Finding Information Fast ‘Use the Advanced Search Page - Basic Mechanics 4. Click the Open Search Panel button beside the Search Bar, and click the Advanced Search link, Select Tools > Search. ‘The Advanced Search page is displayed. Figure7-21: ‘advanced Searchpage |S — = Fiewe 7-22: = FullText Search Options lars tookFor Al Words ‘Any Words Exact Phrase Complex Query Each Full Text option has several choices to define your search. ween] ae wanes Ez | md ‘Searches for all the words entered. ‘Searches for any one of the words entered. Searches for the phrase exactly as entered. Searches using asingle Live Query Language (LQL) statement.e.g. (qlzegion "OTFiletype"] qirange "pa |wordlexcel" Content Server Knowledge Fundamentals Page 7-29Chapter 7. Finding Information Fast Modifier | Modifher Broadens thequeryto | Eyample Include ‘Synonyms OF Words from the ‘Synonyms of stone ‘Thesaurus entry forthe | finds: specified term, stone, pit, seed, kernel. RelatedTo: ‘Words derived fromthe | Related to’ main part ofthe specitied | doing, done, di, term. does, redo. SoundsLike | Wordsthatsoundlike —_| Sounds likessail the specified term - finds: especially usefulif you | sale, sail. are uncertain of spelling. Words that begin/end | Word ends with Begins/Ends | withthe specifiedterm, | thing finds: With something, anything, nothing. ‘Within All Searches within the text of the documentand the metadata information about the document. Content Searches within the text of the document. ‘Metadata Searches the metadata information about the document. 2. Use the Look For, Modiffer, and Within options to refine the criteria for full text searches. 3. Inthe search field enter a wordls)to search (eg. tent). 4. ff you want to add more than one criterion fora particular area of the Advanced Search page, click the Duplicate button on the right to.add another row. Page 7-30 Content Server Knowledge FundamentalsChapter 7. Finding information Fast ‘The new criterion rowis displayed. Figure 7-23: [New Criterion Row Added ‘5. inthe O1/And/Not field select an operator from drop-down list to Join them. 6 inthe second search field enter a wordl{sito search (eg. boot). 7. Inthe Results Display Style field select a Search Layout. 8 When you have finished specifying al the criteria, click Search. ‘The search results are displayed. Figure 7-24: Search Resuts Content Server Knowledge FundamentChapter 7. Finding Information Fast ‘Searching Using the System Attributes Attribute searches can be combined with fulltext searches to Provide powerful search functionality. By choosing system attributes, you narrow the scope of the search to these specific fields. [4 Many system attributes are displayed by default on the ‘Content Server Search page, but some must be enabled by the system administrator in order to be displayed on the list. For example, the system administrator can enable the attribute*OTDocumentRating” so that users can search for documents witha particular rating, ‘Search Using System Attributes 4. Select Tools > Search, 2. Onthe Advanced Search page click System Attributes from Add to ‘Search Form on the left. ‘The System Attributes area on the Advanced Search page is displayed, Flgure7-25: = ‘system Attributes Option, = 2. Ifyou want to search using the Content Type attribute, celect a value from the drop-down list. 4. If youwant to search using the Created By attribute, click the Click toffind a user icon and locate a user. 5. Ifyouwant touse a different system attribute in your search click the Additional Attributes drop-down arrow. Page 7-32 Content Server Knowledge FundamentalsFigure 7-26: ‘Additional System Attributes ‘Content Type Chapter 7. Finding Information Fast ‘The Additional System Attributes are displayed. Your system administrator has some control over the attributes displayed here. ‘The type of item (e., blank, Any Type, No Type Defined, ‘Documents, Folders, Tasks, Discussions, Projects, Workflow Map ‘and Workflow Status). ‘The user who created the item, ‘The user or group to whom a task isassigned. ‘The user or group to which an items reserved. ‘The date a task was assigned. ‘The date a task was completed. ‘The date a task is due, “The date a task was started. ‘The date an item was created. ‘The date an iter was tast modified. A specific creation date or date range. “The date anitem was reserved. ‘The name of the iter. ontent Server Knowledge Fundamentals Page 7-33Chapter 7. Finding Information Fast MMEType Category Deseition OT object sue ‘The MIME type of the document item, Finds all items in acategory, Content in the description field, NodelD for an item. ‘The file size of the document item. 6 Select an additional attribute, 7. Hf you want to add more than one criterion for the same attribute, lick the Duplicate button next to the attribute. & Inthe Or/And/Not field select an operator from drop-down list to jointhem. 9. Inthe Results Display Style field select a Search Layout. 10, When you have finished specifying all the criteria, click Search, ‘The Search Results page is displayed. Using the Natural Language Query Page 7-34 ‘A natural language query allows you to phrase a query in the same way that you would pose a question toa worker in aneighboring cubicle. For example, f you wanted to find a marketing presentation, you could phrase your query as, ‘Do we havea ‘marketing presentation for our products?” ‘A list of tems containing some orall ofthe key words in your query willbe returned, which inthis case would be presentation, marketing, and products, Keyword extraction uses a word frequency file to identify the top tive words or phrases that are not stop words (words that add no ‘semantic value toa sentence, such as a, and, and thel and searches for items that contain some or all of those five words or phrases. For example, the query “Where can I find a presentation about collaboration software?” could return alist of items that contain some or all ofthe following words: presentation, collaboration, and software. Content Server Knowledge FundamentalsFigure7.27: Natural Language Query Option Chapter 7. Finding Information Fast Content Server Aware isa rules-based natural language query. Unlike keyword extraction, instead of searching within items for particular keywords, Content Server Aware is able to intelligently make decisions about the type of search it conducts, based on a set of rules. Itis best used for queries that involve people; dates; and item types, such as documents, presentations, and folders. For ‘example, if you typed, Where are the Word documents for the Chicago ‘conference? Content Server Aware would recognize Ward as the Microsoft Word MIME type and would narrow the search to look ‘or Chicago and conference in Microsoft Word items only. fContent Server Aware is specified for a query that does not include people, dates, or Content Server item types, it automatical reissues the query in keyword extraction mode. ‘You can enter your query as one or more lines of text. When ‘you submit a natural language query, it identifies the key phrases and searches for items that contain some or all of these terms. (Use Natural Language Queries 1. Select Tools > Search. 2. Onthe Advanced Search page click Natural Language Query from ‘Add to Search Form on the left. The Natural Language Query section displayed. Content Server Knowledge Fundamentals Page 7-35Chapter 7. Finding Information Fast Creating Search Forms Page 7-36 3. Enter a question or text in the Natural Language Query text box. 4. Inthe Mode field select Keyword Extraction or Content Server ‘Aware from the drop-down list. 5. ClickSearch, ‘The Search Results pageis displayed. [A For alittle bit ohistory, beginning with Content Server 10.0 Update 5, the terminology for Search Templates was, ‘hanged to Search Forms in case you hear the phrase. ‘Search Forms allow you to reuse a particular configuration of the Search page without having to recreate it each time. Why are they handy? = Unlikea saved query, a Search Form lets you preserve, with or without specified search terms, a framework of search criteria. For example, you could save a form that searched only within the Help sice. Using this form, you woutd only need to type in ‘your search phrase, without the additional task of selecting the appropriate scope. + Save multiple Search Forms, accessing them again from the Use this Search Form drop-down list either on the Advanced ‘Search page, or from Tools > Search, ‘+ ASearch Farm also stores any Display Options you define for the searchresults. For example, one of your forms could display |ust the size and location of the found items, whereas another could display its score, summary, and description as well, damentals Content Server Knowledge FiPersonal and System Search Forms How Many Forms Can There Be? Gd Chapter 7. Finding Information Fast ‘There are various types of Search Forms, namely: 4. System Default: The first time you use the Search page the system default Search Form is displayed. Your system administrators can alter this page to make it useful as the “lowest common denominator’ for users at your site. For example, if you want to encourage most of the people in ‘your company touse natural language queries, then you may want the system administrators to make this part of the system default template. 2. Personal: As long as you are not logged in as Admin, any form ‘that you create is a personal form. Youcan revise and delete the forms you create. The Personal > Search Templates command displays all of your personal Search Forms. 3. System: In addition to the system default Search Form, your system administrators (logged in as Admin} can create ‘additional system Search Forms. For example, yournay want to have one system formtohelp people make searches on system attributes such as Modified Date and Created By, and another for the people who regularty se a certain category. Your system administrators can set permissions on the system Search Forms, so that users only see the ones that will be useful to them in the System Search Forms ‘on the Use this Search Form drop-down list. The defautt number that you're alowed to create for Personal Search Formsis 20. However, your administrator may allow you to create up toa maximum of 100 Personal Search Forms. After you reachthe limit, you must overwrite or delete an existing formto add anew formto your list. For System Forms your system administrator may create upto 100, Create Personal Search Forrns 1, Select Tools > Search. 2. Enter the search criteria as necessary (es. tent). 3. Click Saveas Search Form. Content Server Knowledge Fundamentale Page 7Chapter 7. Finding Information Fast The Saveas Search Form pageis displaved. Figure?-20: Saveas Search Form page 4, Inthe Search Form Name field enter a unique name (eg. Tents), 5. Hf you donot wish to make it the new default Search Form, clear the ‘Set as Default Search Form check box. 6 GlickSove. ‘The newly created Search Forms displayed. Select a Search Form for Use Lf you want to uce a different Search Form when you are using the ‘Advanced Search page, select the Use this Search Form drop-down ist. The list of available Search Forms is displayed. Figure 7-29: Search Forms isting Page 7-38 Content Server Knowledge FundamentalsSaving Search Queries Saved Queries Chapter 7. Finding Information Fast ‘You can also edit, rename, or delete the Search Form fromits Functions menu by selecting the Personal > Search ‘Templates command. ‘Taking stock of what s available in your Content Server system requires some type of report. You may find yourself querying for ‘the same pieces of information on a regular basis, sot is helpful to save the queries that you run for future access. Several reporting ‘tools are available to you, which you may easily access from Personal > Reports. Each report tool has its particular benefits; however, allcan increase productivity. ‘Saved searches are called Queries. Each time you click the saved ‘query, the saved search criteria to perform asearch onthe data that is currentis used. ‘What are the benefits? ‘= Re-use your work: If you perform the same search often, you do. not need tore-enter the criteria, ‘© Others can utilize your work: Save the query and set permissions onit so other users can use it too. ‘Question: Whats the difference between a Search Form and a ‘Query? When would you use each one? Links to specific items from your search results can be saved for future reference in your Collections. ‘To doso, from any search results, select “Add to Collection’ from the "Select Action” drop-down list. ‘Your collection is accessible from Personal > Collections. 3 Content Server Knowledge Fundamentals Page 7-39Chapter 7. Finding Information Fast Sovea Search Query 1. Select Tools > Search, 2. Enter the search criteria as necessary (eg. camping or hiking). 3. Onthe Advanced Search Results page from the Search Tools drop- dovm list select Save Search Query. ‘The Save Search Query page is displayed. Flgure7-30: Save Search Quey page ‘4. Enter a descriptive name and an optional description for your search query (e., Camping or Hiking Query). 5. Inthe Create in field click Browse Content Server. ‘The Select Container to Create In pages displayed. Figure 7-31: Select Container toCreateIn page Content Server Knowledge FundamentalsChapter 7. Finding information Fast Figure 7-32: A Saved Search listed in a Folder ‘Custom View Search Form 6. Browse through the workspace and/or folders until you see where ‘you want to store your search query (Le, Enterprise > Product Development). 7. Click Select next to its name (eg. Your Student Folder). ‘The Select Container window closes, and the path tothe location you selected is displayed in the Create Infield, 8 Click Add. (An Edit Categories window may open. ifitdoes, click Done, and then Add fora second time,) 9. Navigate to the focation you saved your search query. ‘Your search query is displayed in the folder. earn tone mre Sai Your Student Foloer - « Rico Givem Benn Gmrowes izesert amin a ‘You can use a custom view Search Form to create amore user friendly and simple search. When you have formulated your search ‘query youcan save it for later use. (Moke @ Custom View Search 1. Onthe Search Query item select its Functions menu. Content Server Knowledge Fundamentals Page 7-41Chapter 7. Finding Information Fast ‘The Functions menu is displayed. i 2 j x F a 2 i ; Figure 7-83: Functions menu OooooooooDoDooO oOo Page 7-42 Content Server Knowledge FundamentalsChapter 7. Finding Information Fast Figure 7-34: Make Custom View Search page ‘The Make Custom View Search page's displayed. OL, Make Custom View Search [4 Depending upon the complexity of your search, the Make ‘Custom View Search page will change. ~ Enable the Search Terms check box to show the terms. 4, Inthe Custom View Search Title field enter a title (eg, ‘Camping/Hiking Query). 5. Inthe Custom View Search Instructions field enter optiona information. & Ensure the Show Search Component Headers check boxis selected to display the titles ofthe sections. 7. Click Save. ‘Content Server Knowledge Fundamentals Page 7-43Chapter 7. Finding Information Fast ‘The Custom View Search is displayed, ne Sn Ft ongncnin Figure 7-35: ne aa LiveReports LiveReports provide direct access to the database that Content. Server uses, enabling you to obtain statistical information about the ‘database's contents. Some LiveReports are installed as part of the Content Server system, and select other users with special privileges (and knowledge of SQL) can create additional reports. ‘What are the benefits? * You are able to access information that a query cannot: With a LiveReport, you can query any part of the Content Server relational database schema, not just document management items. For example, a LiveReport can search for user and group information. (But keep in mind search queries can search the ‘content of documents) * LiveReports do not just lst zesults. LiveReports can display statistics and other information, and the results can be tabular or graphio-for example, you can create reports to look at system use in a line chart format. LiveReports can be stored anywhere in the Content Server system, since they are standard Content Server items, but most of themare stored ina speciai Reports Volume controlled by the system administrators. When youclick the LiveReports tab on your My Reports page (Personal > Reports), you see all of the LiveReportsin this volume to which you have access. Page 7-44 Content Server Knowledge FundamentalsChapter 7. Finding information Fast Few users should have the ability tocreate LiveReports. This protects the Content Server database from harm and from unauthorized access to data. The system administrator controls ‘who can run and edit LiveReports. Most users are given permission only to runa LiveReport, and this can be set on a report-by-report basis. Attend the System Administration course to learn the basics about LiveReports and the Content Server Schema and Report Fundamentals course to learn all the details Ruma tiveReport 41. Select Personal > Reports. My Reports > My Queries tab page is displayed. EE ry reports Figure7-36: Wiese (MyReports> My Queries tab page | Jttrinersn| neti Wiener = 9 2. Clickthe LiveReparts tab. All the LiveReports in the Reports Volume to which you have access arelisted. EES ry Reports emer Figure 7-37: amxwcnsses MyReports> My tab (a antiacirs pare aioe am ancnitrn ramen ence Content Server Knowledge Fundamentals Page 7-45Chapter 7. Finding Information Fast Figure 7-28: LveReports Listed ina User's My Reports page 3 Click the name ofthe appropriate LiveReport e.g, All Reserved Sterns) Certain LiveReports are interactive and open a new page, asking youto spetify certain input parameters. Depending on the arametertype, a Browse link may be provided. Ifitis, you must ‘lick the link to select one of the available choices. there is no Browse ink you must type text rectly ito the proviedinput 4. Click Update to pass the value(s) on to the LiveReport. EES uvereport: All Reserved Items Teste pampered _| ‘a isatiaaama ce tarcomni-cm (Aithetescene te oe aEcoieaa Fnac eben tn0s/aomen sam Gi jnbaie ‘pans abepcioaazz| ee jekercn —anps/careauasPM | Oe ae a inc When you run a LiveReport, Content Server displays the report's resultsin one of five formats: tabular, Content Server browser age, pie chart, bar chart, or line chart. Prospecting for Information Prospectors act like robots scanning and fittering items newly ‘addled to Content Server. Praspectors can be added to your Personal Workspace and folders where you have permission to add them, Items indexed by Content Server that match the prospector’s search criteria are posted on the prospector's results page. Prospectors run continuously, so they maintain accurate, up-to- date lists of information. Receive emait updates on the prospector’s progress by configuring. its notification option, Select Personal > Prospectors to view and sort any prospectors stored within your Personal Workspace. Page 7-46 Content Server Knowledge FundamentalsChapter 7. Finding Information Fast ‘You may edit the prospector’s search criteria by selecting, Edit from its Functions menus, oe by clicking the Edit Prospector link on its results page. Prospectors can be add by selecting Add Item > Prospector. Figure 7-97 ‘Add Prospector page Eaten Fea en Ene ie FabntuCaCnPnGetwrabeeata th FarnreeneerateCetereraca == Name Name of the prospector. Description Describe the prospector in more detail. |n Specify the Content Server slices you wish to search. Find Specify the query. ‘Optional Criteria Add additional search criteria to expand or narrow your query. ‘Content Server Knowledge Fundamentals Page 7-47Chapter 7. Finding Information Fast Result Options Notification Options Notification Schedule Create In Figure 7-40: Prospector Results page Lock leon Functions SettoDelete Specify the date when your prospector will be: + Active until: a specified date. ‘+ Active (not expiring): prospector will run without expiring. ‘+ Inactive: prospector is added to Content Server, but not started Determines the number of results displayed based on their ‘minimum score, shows or hides summaries, excludes deleted Enterprise items only available with permissions, and orders the recults: ‘+ Highest Score: orders results by score (default value). ‘© Latest Date: orders by the date found, Allows you to enable notifications by including new results or all results by sending an HTML email message. ‘Configure the days, hours and times the email notification will be sent. Specify the folder to save the Prospector in. Located to the right of the prospector name and indicates the results locked. Use the Functions dropdown to perform the following against a result: * Lock: Prevents the result from being removed from the list when 2 result witha higher ranking is added and the ‘maximum number of results to keepis exceeded. ‘+ Unlock: Unlocksaresultat any time, = Delete: Deletes the result and not the original item, Deletes all prospector results (except locked results) ona prospector’s results page. Page 7-48 Content Server Knowledge Fundamentals__Chapter 7. Finding information Fast Prospector Results Prospectors list items matching its search criteria on their results page, accessible by clicking the prospector’s name. The results change as items that match your search criteria are added to or removed from the Content Server indexes. You can manuslly delete the results; or, if you want to reference a result long-term, elther lock t, or create a snapshot of al the results. You can lock ‘upto 50% of a prospector’s results, or preserve all results by ‘taking a snapshot of the results. Anatternate way to track information isto use the Best Bets feature. Add the words or phrases that you want to associate with the objectin the Best Bets value field (on the object's General Properties page). Whena search is subsequently made using those words or phrases, the object should be returned in the Best Bets section of the Search Results page. This feature may be available only to those with permission, Part 2: Summary '* Bylaunching queries from the Search page and using available tools like the natural query language and system attributes, ‘you can make your queries sing. '* Saved searches are called Queries. Each time you click the saved query, the saved search criterion isused to perform a ‘search on the data that fs current. If you performthe same search often, you do not need to re-enter the criteria. '* Search Forms allow you to reuse a particular configuration of the Search page without having torecreate it each time. Unlike.a saved query, a Search Form lets you preserve, with or without specified search terms, a framework of search criteria and stores any Display Options you define for the search resutts. '* LiveReports, Prospectors, Search Forms and Queries are ways. ‘to increase your productivity in tracking down whats latest and greatest in your Content Server system. Content Server Knowledge Fundamentals — Page 7-49Chapter 7. Finding Information Fast Page 7-50 LiveReports provide direct access to the database that Content Server uses, enabling youtto obtain information about the database's contents that a search or query cannot. With LiveReports, you can query any part of the Content Server relational database schema, not just document management items. Prospectors at like robots, scanning and filtering items recently added to Content Server. Content Server Knowledge FundamentalsChapter 7. Finding information Fast Part 2: Test Your Knowledge 1. What are examples of metadata? 2 When you doa search, does metadata and contents get searched? Can you change this? 3. Howmany Search Forms can you create by default? 4. Name some differences between the personal and system Search Forms. Content Server Knowledge Fundamentals Page 7-51Chapter 7. Finding Information Fast, 5. Cananyone create a LiveReport? Run one’ Page 7-32 Content Server Knowledge FundamentalsChapter 7. Finding information Fast Part 2: Exercises For Part 2 of search, please complete each section ofthe exercise listed below. f you have time, try the challenge exercise. ‘Overview - Use Advanced Search Inthis exercise, you will practice searching for documents, using some advanced options to refine ‘your search. 1. Search for Documents 1. Goto the Advanced Search page, which you can do using any one of the following methods: + Click Tools > Search, or + Click the Open Search Panel button beside the Search Bar, and in the Slice field select From Here (Expanded). b. From the Use this Search Form drop-down list select Admin - Default. G_In the Full Text field from the Modifier drop-down list, select Related To. Enter poticy and expense into the Full Text field and click Search. What kinds of results are returned? You can use the hit highlight function {located on the Functions menu for a specific result) to see the kinds of terms Content Server used in its search. (Overview -Create Search Forms and Queries Intthis exercise, you will create and save a Search Form that can be used for searches involving categories and attributes. Then you will practice saving your search criteria for later use. 2. Createa Search Form and Query 4, Return to the Advanced Search page. (From the Advanced Search Results page, click the ‘Advanced Search link or the methods mentioned in Exercise 2.) b. Ensure policy and expense is entered in the Full Text field. From the Add to Search Form panel on the left, click the Categories link. 4. Click Customer Service Categories and then click Select next to CustomerFeedback. This places the CustomerFeedback category into the Advanced Search screen, Content Server Knowledge Fundamentals Page 7-53Chapter 7. Finding Information Fast e Page 7-54 Click Save as Search Form. Select Create New Search Form and enter Customer Feedback Form as the name. Ensure the Set as Default Search Form check box is selected. Click Save. This saves the form to your Personal forms as your default and returns you to the Advanced Search screen, Click Search to view the results. Return to the Advanced Search page, using any one of the previously used methods. Is the Customer Feedback Search Form your default? ‘Customer Feedback Form should be your default form. In the FullText field clear the policy and expense text. From the Type of Feedback drop-down, select Complaint ~ Product. Click the Duplicate button on the right and select Complaint - Service. Ensure that ‘Or Is selected as the Boolean operator. ‘You should have two values for Type of Feedback and no text appears in the Full Text search fields on the page. Click Search. ‘You will now save your search criteria as a query. From the Search Tools drop-down list on ‘the top of the Search Results page select Save Search Query. ‘The Save Search Query page is displayed. |. In the Name field enter Customer Complaints, Click Browse Content Server next tothe Create In prompt. ‘Your Web browser opensa select container window. Select Content Server from the navigation menu, and then click the Select link next to your studentx Home, which is your Personal Workspace. ‘The select container window closes, and the path to your home (My Workspace) is displayed in the Create In ield.Click Add. (An Edit Categories window may open. If It does, click Dane, and then Add for a second time.) ‘When you are finished, the query should be listed in My Workspace with a Search Query icon. You should also see it listed on the My Queries tab of My Reports page. Content Server Knowledge FundamentalsChapter 7. Finding Information Fast (Overview - Search Using a Nickname lnthis exercise, you will earch for adocument by searching ts nickname. 3. Search Using a Nickname ‘@._ In Enterprise Workspace ctick Open Search Panel button to open the Search Panel. 6, From the Search type drop-down list, select Nickname. ‘An Action drop-down menu appears below the Search-type drop-down menu with the default of Open, From the Action drop-down list select Properties. ._ In the Search for a Content Server Nickname field enter PDE and click Perform Search. This is the nickname you created in Chapter 5 - Access Content Easily. The properties, of the Product Development Estimates.xls document are displayed. If you did not create one, search for the Nickname Seattle. ©. Returnto the Enterprise Workspace (by selecting Enterprise > Workspace). Exercise Challenge I youhave time, try these challenge exercises. ‘How is searching with your Customer Feedback Form different from adding the Category Attribute ‘from the System Attribute drop-down and selecting the CustomerFeedback category? Test bothto find out. "You have decided you no longer want the Customer Feedback form as your default Search Form. How do you change that behavior? Do you have to create another Search Form or simply select another formto be your default? The other day, you viewed a document somewhere in Content Server that you would like to download. ‘The problem is that you cannot find it. You are tempted to contact the system administrator to ask for a LiveReport that would retrieve this information, But wait! Maybe a LiveReport already exists that ‘would handle this. Where would you goto check? (Another idea would be to check the History of your Recommendations.) Content Server Knowledge Fundamentals Page 7-55Chapter 7. Finding Information Fast Answers to Part 2: Test Your Knowledge L 5. ‘What are examples of metadata? ‘Metadata includes: an item’s title, description, author, mime type of document, creation date, ‘modification date, etc. When you doa search, does metadata and contents get searched? Can you change this? ‘Yes, metadata and contents are searched. A search can include only metadata and the search form can dictate which metadata will be searched. How many Search Forms can you create by default? 20 Search Forms can be created by default. Name some differences between the personal and system Search Forms. The system Search Formscan only be edited by Admin and they are system-wide, Personal Search Forms are for the individual user. Can anyone create a LiveReport? Run one? Users need to be given the privilege to create LiveReports and the right permissions torun the report. Page 7-36 Content Server Knowledge Fundamentals8. Ma Objectives Chapter 8. Making Information Easier to Find with Metadata g Information Easier to Find with Metadata ‘On completion of this chapter, participants should be able to: ‘© Learn the value of categories and attributes ‘© Create categories and attributes © Searchusing attributes ‘Overview ‘Content Server's powerful information retrieval tools allow youto ‘quickly access the documents and items that you need. Metadata, the additional information added to Content Server items, is used toefficiently locate the information you need, The additional fields used to add the metadata are referred to as attributes. Content Server Categories and Attributes Why Use Categories and Attributes? ‘Categories and attributes are one ofthe most powerful features for ‘organizing extra information enabling you to categorize, report on, and search for items using their attributes. Attributes store information about the Content Server items. They ‘may be optional or mandatory, and may have different formats ‘date, text, check box, etc). A Categoryis a container of attributes. ‘Searching: Attributes help users locate items in the database — they ‘can search by category attribute values, Users can also write LiveReports to extract important statistics on category information. Enforcing metadata creation: For some organizations, its very important for users to provide additional information about the items they add to Content Server - for example, i they add image files whose content cannot be indexed. Content Server Knowledge Fundamentals Page 8-1Chapter 8. Making Information Easier to Find with Metadata Fewest: Va ‘ADocumentwithTwoCategories [‘Guntem@stagoryA-Deptinfo | | CurtomCstegory BO info ‘Applied tot an Ake Earle ios | Prarie Product orlort | 545520 Department | 7194 Gi 5 ‘eestor Cost Esirats | 500 Manager —{ Chris Ho [Dssacirests —[ 794 [Date Requredy [oarariiia G@ Categories have the following features: © Categories can be made available toall users or only selected users and groups. ‘© Youcan apply multipie categories toa single object. + Auser can enter asingle value or multiple values for the ‘same atteibute, dependingon how the attribute was designed, = Categories can have versions, and Content Server items can optionally have their attributes updated when the categoryis updated. ‘These examples illustrate the usefulness of categories and attributes: ‘© Say youhave just added 50,000 customer response email ‘messages to Content Server. Instead of reading all 50,000 to locate customer complaints, you can searchon the value of an attribute, such as Feedback typescomplaint to locate complaints. + Ina different scenario, imagine that your company’s ‘Accounting group must process travel vouchers to reimburse staff for company travel. Employees planning their travel must complete a travel request document. Each of thesedocuments has a required Travel Voucher category, with attributes such 2s Date of Travel, Department, Reason for Travel,ete. Employces provide values for these attributes when they add their travel request document. The accounting group can then search on the values for these attributes. Page 6-2 Content Server Knowledge FundamentalsChapter 8. Making information Easier to Find with Metadata Searching on Custom Categories ‘Once you apply categories to the items, you can construct queries that facititate locating information based on particular attribute values. You can also search onall items that belong toa particular category, regardless of their attributes. ‘You can use all ofthe regular Content Server search operators to ‘search on one or all of the attributes within each category for every category defined in your system. For example, you can search for expense reports that reimbursed employees ina particular office during the last quarter, by searching on the “Employee's Office” and "Date Submitted” attributes. By combining multiple attributes in your searches you can further refine your Query results. For example, you may search for reimbursements that are over $5,000 (enter >5000in the integer field) and that have been processed within the last 6 months. ‘Togoa step further, you can also search using attributes with multiple values. For exarnple, the attribute “Reviewed by’ may have ‘twoor more reviewers — thus it has multiple values. You can search for all documents that have an attribute named “Reviewed by" with value of “Chris Ho" or “John Richmond.” Or you may search for documents that have been reviewed by Chris Ho and John Richmond. Categories provide very powerful search tools for the document ‘manager and information analyst. BG ‘Save yourself time by saving your searches as Queries. Use a Category to Search 1. Glick Tools > Search. 2. Inthe Use this Search Form field select Admin-Default. 3. Click the Categories link on the left. Content Server Knowledge Fundamentals Page 8-34. Navigate to Customer Service Categories. 5. Click Select next to CustomerFeedback. (Category can either be focatedin the Category Volume or click the Up One Level con to leave the Categories Volume, and then click Enterprise tonavigate to yourcategory.) ‘The Category: CustomerFeedback component is displayed, Figure 8-2: Category: CustomerFeedback ‘Component Added Page o-4 Content Server Knowledge FundamentalsCreating Categories & Fillin the Category attribute values on which you want to search (eg, Type of Customer=Store Visitor). 7. Click Search, ‘The search results are listed. Categories define their component attributes, as wells the interface that users wll use for entering them. Once categories are ‘added, they can be applied to many items. By using custom categories you can identify and set up metadata that is relevant to your organization, then apply itto the items. ‘Since a category isa Content Server item, you can store it in any folder to which you have write access. Users who can see the contents of that folder will be able to useit. There isa special (Categories Volume to which only system administrators normally ‘have access, and this s the default container for the Select ‘Category window (opened when applying and searching for, categories), The Categories Volume normally contains categories that are used system-wide. Createa Category 1 Navigate to where you will create the category (e.g., Product Development). (2. Select Add item > Category. ‘The Add Category page is displayed. Content Server Knowledge Fundamentals Page 8-5Chapter 8. Making Information Easier to Find with Metadata ‘3. Enter a name for the category (eg. SOP) and an optional ran ‘See the Categories field? Yes, you can categorize your categories, if you like. 4. Click Add, It adds the new, empty Category * and displays itn its folder. Designing Custom Attributes ‘When you create a category, you choose the types of attributes ‘that you want t to contain, define their characteristics and design their sequence and layout. ‘The following are types of attributes: ‘+ Fields -values entered by the user + Popups - defined by the category designer + Checkbox toggle on or off by the user + Multi-line ~ attributes appear as fields with scroll bars allowing for longer text entries + Set ~ special attribute type withina Category that contains two ‘or more attributes that have a strong relationship between them (like a Category within a Category) ‘You must add at least one attribute to each category, but can addas many attributes as you need, Each attribute can have multiple values, shown as multiple rows. tis possible to have a category that contains only one attribute, and you can apply multiple categories toanitem. “The Records Management module can use category attributes to trigger changes in the document mar lifecycle. Page 6-6 Content Server Knowledge FundamentalsChapter 8, Making information Easier to Find with Metadata ‘When designing categories, you can create a variety of custom attributes. Most attribute types offer several options. SOP Number Text: Field | Anytext Status Text: Popup | Draft Reviewed |__| Approved ‘Author ‘User: Field | Any Content Server user . Reviewed | Reviewed By | User-Field | Any Content Server Tablet: (rult-value) user SOPCatagory Example Date Date:Field | Datesininput Reviewed formats defined by system administrators ‘Approved | Approved By | User:Field | Any Content Server locked) ser Date Date:Field | Datesininput Approved formats defined by system 2dministrators Inthe example above the SOP number, Status, and Author in bold are attributes representing the different types. Review and ‘Approval are attribute sets which will be discussed later. (Createan Attribute 1. Clickthe name of the category you wish to edit (eg, SOP). ‘The Category page is displayed. Figure 8-5: Category page 2. Click the Add Attribute drop-down arrow. ‘Content Server Knowledge Fundamentals Page 8-7Chapter 8. Making Information Easier to Find with Metagata ‘The Add Attribute menuis displayed. Fieure@-6: ‘Add Attribute menu Date field, popup) Provides an option to enter a date, or to choose from a set of given dates. Atime field can optionally be included with the date eld, Creates a check box on the Attributes page. This attribute cannot ‘be required, or the check box would always have to be selected, Integer (field, popup) Provides a field or popup for whole numbers, either positive or negative. No special characters can be included in this field, Including dollar signs, decimal points, etc. Text field, mult-ine,popap) May contain any letter, number or symbol combination, User(field) Provides an option to select a Content Server user. Often useful ina revision scenario to show who reviewed a document. Often combined with a date field. 3. Select the Text: Popup attribute. PagesB Content Server Knowledge FundamentalsChapter 8. Making Information Easier to Find with Metadata ‘The Add Text: Popup attribute page is displayed. Figure 8-7: ‘Add Text: Popup Attribute Name The display name that the user will see when they apply this category toan item. Rows: Locked Dictates whether the user willbe able to addor remove rowsfor an attribute that allows multiple values. I checked, the users will ot seel!and icons. The Maximum will equal the Default. Rows: Max# An attribute can have more than one value, for example, two authors or six office locations. Maximum defines how many boxes. ‘can appear for an attribute on the screen. Rows: Default# Default #defines how many appear when the user first applies the attribute, ‘Content Server Knowledge Fundamentals Page 8-9Chapter 8. Making Information Easier to Find with Metadata ‘Order Specifies the order in which the attribute should appear, relative to another attribute. ‘ShowinSearch Specifies whether the attribute displays by default for searching ‘when the category is selected on the Advanced Search page, Required Specifies whether the attribute isrequired, Remember, youcan add items to a Content Server folder that has Fequired attributes assigned to it only if you also supply values for ‘those required attributes. The Category window automatically ‘opens if you try to add the item without assigning required values. Other Fields Attributes of certain types have additional fields for specifying, details specific to that attribute type, For example, if you select a date field, an optional field entitfed “include Time Field” appears ‘which includes time data. Similarly if you select a popup attribute, ‘thena Valid Values field appears in which you enter the values for the field. ‘Mutti-valued attributes must have a defined upper limit specifying the possible number of attributes. The maximum upper limit is 50 values per attribute, 4. Create the new attribute as defined below: Name: Status Locked: Clear Required: Enable Valid Values: Draft Reviewed ‘Approved 5. Click OK. Page 6-10 “Content Server Knowledge FundamentalsChapter 8. Making Information Easier to Find with Metadata ‘The Text: Popup attribute is displayed inthe category. ier? Pod Dolpa + Figure8-¢: ‘Text: Popup Attribute 6 Add two more attributes, SOP Number and Author, os follows: SOP Number Attribute Type: Text:Fleld ‘Name: SOP Number Locked: Clear Order: After ‘Author Attribute Type: User: Field Nome: Author Locked: Clear ‘The three attributes are added to the category. 7 Click Submit to complete. Content Server Knowledge Fundamentals Page 11Chapter 8. Making Information Easier to Find with Metadata Creating Attribute Sets Within a Category ‘When two attributes have a strong relationship between them, you can create an attribute set withina category. ‘Anattribute set's similar tohaving a category within a category. ‘When designing a category, simply add a set, and then populate that set with the appropriate attributes. A set cannot be required. If you want values within aset tobe required, then mark them individually as required, Attribute Name Type Possible Values ‘SOP Number Text:Field | Arytext ‘Status Text: Popup | Draft Reviewed Approved ‘Author User:Field | Any Content Server user ‘Tablee-2: Reviewed | Reviewed By | User: Field | Ary Content Server SOPCategory Example Focusingon _(rulti- cad Sets value) Date Date:Fleld | Datesin input Reviewed formats defined by system administrators Approved | Approved By | User:Field | Ary Content Server (locked) see Date Date: Field | Dates ininput Approved formats defined by system administrators For example, you may wish to know the date that # specific person reviewed a document (two attributes: date and reviewer), or the product cade of a product that a customer is complaining about (four attributes: code number, product name, customer name, ‘compiaint). Page 8-12 Content Server Knowledge FundamentalsChapter 6. Making information Easier to Find with Metadata ‘When your category design calls for sets, clear the Locked ‘option. Otherwise, attributes within the set will not display side by side on the page. ‘Adda Set toa Category 4. Click the name ofthe category that you wish to edit (eg. SOP). ‘The Category nage is displayed, Figures: (Category page (2. Select Set from the Add Attribute menu as the attribute type. ‘The Add“Set” attribute page's displayed. Figure 6-10: ‘Add Set” Aatrbute page Content Server Know! Page 8-13Chapter 8. Making Information Easier to Find with Metadata ‘The basic characteristics of the set are just ike the basic characteristics of any other attribute — you can specify itsname, ‘maximum number and defaults, etc. ‘The set onthe Category page is displayed with its own Add Attributemenu. 3. Inthe Name field enter Reviewed. 4. Clear the Locked check box. 5. Inthe Max.# field select 2, 6 Click OK. ‘The Category with "Set" page is displayed. [ercpse + Redan Figures-11: Category with "Set" page 7. Toaddan attribute to the set, select the User: Field attribute from the set's Add Attribute menu as defined below. Name: Reviewed By Locked: Clear & Click OK. ‘The primary difference you see is that Content Server attempts to display all the attributes for a set horizontally on the page and with, aborder to separate them from the other attributes. 1+ Content Server Knowledge FundamentalsChapter 8. Making Information Easier to Find with Metadata ‘9. Addanother attribute to this set as follows: Date Reviewed Attribute Type: Date: Field Name: Date Reviewed Locked: Clear 10, Click OK. ‘The Category with “Set” attributes Added page is displayed. Figure 8-12: Category with “Set” Attributes 11. Adtt another se to this Category as follows (use the Add Attribute drop-down forthe Category Approved Attribute Type: Set ‘Name: Approved Locked: Enable leave the default) 12. Add another set to this Category as follows (use the Add Attribute drop-down for the Category: Approved Attribute Type: Set ‘Nome: Approved Locked: Enable (leave the default) Content Server Knowle Fundamentals Page 6-15Chapter 8. Making Information Easier to Find with Metadata 13. Add the following attributes to this set (use the Add Attribute drop- down forthe set}: Approved By Attribute Type: User: Field Name: Approved By Locked: Clear Date Approved Attribute Type: Date: Field Name: Date Approved Locked: Clear ‘The completed Category is displayed. ae PRT Figure 8-13: Completed Category 114, Click Submit to complete. Page 8-16 ‘Content Server Knowledge FundamentalsChapter 8. Making Information Easier to Find with Metadata Applying a Category to a Folder Figures-14: Adding an item to aFolder with Required Category Attributes Ifyou apply acategory toa folder, and ifthat category includes required attributes, then whenever auser addsan item to that ‘older, he/she will be prompted tofilln those attributes. The Categories Required indicator wil prompt the user to complete the attributes when Add is clicked without editing the category. EB aa: document it you want to disable this functionality, you can click Functions > Properties > Categories > Edit Inheritance for the container and then enable the Disable Inheritance check box. If youhave the proper permissions, Edit Inheritance is only displayed ifthe container is associated with a category. It is possible to create attributes that are present for every item added to Content Server. These are called additional node attributes, and they should be used only if truly necessary. Ask your system administrator for more information. ‘When you apply a category toa folder so that items added to it inherit the category, you can fill in values for the folder’s attributes. These will become default values for items you add to the folder. Content Server Knowledge Fundamentals Page &-17Chapter 8. Making Information Easier to Find with Metadata Ityou add a category toa folder that already contains items, you ‘canuse the Apply to Sub-Items button to apply the category to all the items in the folder. You can also use this button to overwrite attribute values of the items in the folder. There are some decisions to make as you apply a category to subitems, mostly related to whether the subitems already have this or other categories applied. You can apply multiple categories toa folder Figure 15: ‘Applying a Category toaFolder's Sub-items [4 Youcan also search and then apply acategory to the results. Apply@ Category toa Fotder 1L._ Navigate to the folder where you want to add a category (eg, Product Development > Specifications). 2. Select Functions > Properties > Categories to open thefolder’s ‘Categories page. The Properties > Categories tab is displayed. Ed spectcatone Figure 8-16: —v Properties» Categorestab | ee Page 8-18 Content Server Knowledge FundamentalsChapter 8. Making Information Easier to Find with Metadata ‘AoolytoSub-itemsLE) Applies the category toall the tems in the folder ‘Ada categories Li Adds categories tothe folder. 3. Click the Add Categories button on the right. ‘The Categories Volume is displayed. ‘4. Navigate to your category by clicking the Up One Level button to Jeave the Categories Volume, and then click Enterprise. ‘5. Glick Select for your category (eg. Product Development > SOP). Content Server Knowledge Fundamentals Page 8-19Chapter 8. Making Information Easier to Find with Metadata ‘The Category attributes are displayed, Figure 8-18: Category Attributes i 7 Allows you to disable the inheritance on an individual container If cette Moy etn 6. Fillinany attribute values you want to apply to the folder's ‘contents, and then click Submit, Use Collections to Apply Because attributes can exist only inside a category, applying a Category Attributes ‘category to an item implies underlying attribute values are applied totheitems. Using collections to apply categories allows you to gather documents that could be in several locations, and apply attributes tothose documents. All attributes applied would contain the same ‘metadata for the documents gathered into the collection. Apply a Category to Items ina Collection 1. Open the collection containing the items in which you want to apply the category (eg, Product Development > Grommets > Tent Collection). Content Server Knowledge FundamentalsChapter 8. Making Information Easier to Find with Metadata ‘The Collection is displayed. Figures-1%: Collection tems Displayed 2. Select the ites that will receive the category by selecting the check ‘box next othe Item name. 3. From the More Actions drop down lst, select Apply Categories, ‘The Modify or Delete Objects Verification pages displayed. (2) Tia operation wt modify or delete one or more ‘bec Content Server. you ment weedty te ~ Saaner emer Figure8-20: ‘pean and acta i ‘Modiy or Delete Objects ‘Verification page 4 ClckOK. ‘The Apply Categories pages displayed. Figures-21: ‘Apply Categortes page Content Server Knowledge Fundamentals Page 6-21Chapter 8. Making Information Easier to Find with Metadata 5. Click Edit next tothe Categories eld Your Edit Categories page is displayed. FB cate categones: Apply Categories Figure 8-22: = Edit Categories page ~ 6. Click the Add Categories icon on the right. 7. Navigate to your category and cick Select (e.g. Product Development > SOP). 8. Inthe Status field select a vaiue (eg, Reviewed). 9. Inthe Received By field select a user (eg, Student) 10, In the Date Reviewed field click the Calendar icon. “The calender is displayed. Figure 8-23: ‘The drap-down lists allow you to scroll to the desired month and year. By default, the calendar displays the current month and subsequent month with the current date highlighted. The clear button allows youtto clear the date from the field. 14. Click adate (eg, today’s date). 12. Click Done. Page 8-22 Content Server Knowledge FundamentalsChapter 8. Making Information Easier to Find with Metadata ‘Your Edit Categories page is displayed. 13. Click Submit. 14. Click OK when aif tems have been processed. Modifying a Category After it isin Use ‘The versions of categories are stored. This allows you to change the attribute definitions for a category without invalidating any of the attribute data already stored with the items. Since category data is stored at the version level or items, this allows you to keep a history of changes made to attributes, as well 2s to content. ‘When youedit a category, either by adding attributes or changing, ‘existing attribute values, the Categories Info page of every item associated with that category displays the Upgradable icon next ‘tothe category name. The Upgrade button will update the item's attributes to match the new category template. ‘Content Server Knowledge Fundamentals Page 8-25Chapter 8. Making Information Easier to Find with Metadata Figure 8-25: Categories Tab, with Indicators thatthe Category Template has hanged Inorder to edit a category, you must have Reserve permission on the category. In order to edit category attributes on a folder or document, you must have Edit Attributes permission on that object. ‘You can decide to leave the item's attributes alone or to apply the attribute changes to the item. To apply the changes, click the Upgrade button on the item's Categories page. Ifthe category is applied atthe folder level, you can apply the ‘changes to all to subitems, just as you can when you modify the ‘category assignments for the folder — but only after youupgrade the category atthe folder level. You will receive the following ‘message when trying to apply the category tothe subitems ifthe ‘category was not upgraded first. Content Server Knowledge FundamentalsChapter 8, Making Information Easier to Find with Metadata |Z. Apply Categones To Sub-Items: Specficabons Figure 8.26: ‘Aopy Categories to Sub-lteme Page Prior toUpdating the Catagory ‘To view the attributes for a specific document version, open the Versions page for the document, and select the Categories tab for ‘the specific version in which you are interested. (ra ra IBS Now Productdoc * iB Feure-27: Categories Version Info page for the a Version of aDocument ‘As you move and copy items, you have the opportunity to choose how you want the attributes to be moved and copied. Refer to the online help for more information. Content Server Knowledge Fundamentals Page 6-25Chapter 8. Making Information Easier to Find with Met Category Design Considerations Keep these ideas in mind while deciding what categories and attributes you need at your site: 1. Becareful about defining attributes with valid values fthere is potential for those valid values to become out of date - this is frustrating for users. 2. Donotmake anattribute required unless it trulyis - users find thisannoying, 3. Keepthe number of attributes and categories to the minimum You require, or your users will object. 4. Consider categories and attributes as part of your entire ‘system design. Some requirements can be better implemented _as workflows or using other tools. Attribute values can be modified from a workflow using the Item Handler step. 5. Use custom columns to display attribute values beside items in folders and other containers, for example, to indicate the approval status of a document. & Inthe planning phase of category creation, you may want to use template (sample displayed below). eens Attribute Name ‘Type Possible Values ‘SOP Number Text:Field | Anytext Status Text:Popup | Dratt Reviewed Approved ‘Author UsersField | AnyContentServer Table @-3: Reviewed | Reviewed By | User:Field | AnyContent Server Plaming Your Category Guideline (multi-value) == Date Date:Field | Datesin input formats Reviewed defined by system administrators ‘Approved | Approved By | User:Field | AnyContent Server locked) user Date Date:Field | Dates ninput formats Approved defined by system administrators Page 8-26 Content Server Knowledge Fundamentals‘Summary Chapter 8. Making Information Easier to Find with Metadata ‘A Categorysa collection of attributes that enables you to classify, report, and search or items by metadata. Attributes store information about Content Server items, ‘The greatest advantage to using categories and attributes is ‘their ability to help you locate information. You can select one ‘or more categories to display on the Search page, and Content Server presents an interface that lets you choose which attributes to search with, helps you choose valid values and date ranges where appropriate, and allows youto search for more than one value for an attribute. Creating categories is just lke creating any other kind of itern, but there isa special Categories Volume in which most categories are stored that are used system-wide. If you do not have permission to add categories to that volume (or if you would rather not), you can store categories elsewhere. When you design a category, you define the attributes that you want to be part of that category, specifying their data types, display formats, names, and more. Hf you want to implement a “category within category” by tying aset of attributes together within a category, youcan createaset. ‘You can use Collections to apply category attributes and use search to find items belonging to a category or with category attributes that match specific values. After a category is created and in use, you can still modify the category. Versions of categories are kept and track whether itemrs are using the most recent version. You can also upgrade items to use the most recent version. Content Server Knowledge Fundamentals Page 6-27Chapter 8. Making Information Easier to Find with Metadata Test Your Knowledge 1. What is the advantage of storing a category in the Categories Volume? 2 If youdu not have permission to add categorles to the Categories Volume, can you stil create categories? Give an example of when you might want to use an attribute set. When a category changes, how do these changes affect the items with that category? Page ez —_ Content Server Knowledge FundamentalsChapter @. Making Information Easier to Find with Metadata Exercises Please complete each section ofthe exercises, (Overview - Design and Search on Custom Attributes {Imagine that you will be storing a large quantity of images in your product folder. Because only the ‘metadata for images is indexed, you feel that categorical data needs to be attached to your images to facilitate searching. In this exercise, you will brainstorm ideas for your category, create it and attach it toa folder in Content Server. Feel free todo this asa group exercise. Read the following carefully: ‘Outdoor Gear is in the process of taking pictures ofall ofthe products that they carry. This includes all ofthe bicycles, hiking equipment and clothing that they sell. The digital images will be saved in GIF, JPG or TIFF format and added in appropriate folders, according to the product line. However, to make these digital images really useful, the implementing team needs to classify them in ‘ways that are searchable. The sales team always searches by product line: hiking, cyclingand clothing. ‘The product development team searches by product number, which is a text string of letters and ‘numbers (for example, A2342-032), Other employees typically search by keyword (words that might appear in the ttle, description or other attributes). Another piece of information that would be useful to colleagues working with the imagesis an attribute that describes the targeted use for the image. For example, the image may be used inthe ‘company Website, printed catalog, customer newsletter, etc. Because different groups will useit in different ways, there should be multiple values for this attribute from which users can select. ‘Step 1 - Design your Category Inthis exercise, you are going to create a category with attributes that will organize these images so. that they are easy to locate using queries. Below isa rough draft of the attributes that witl make up your category. Review and add any additional attributes to the list if you feel the current list is inadequate. When you develop categories {for your production system, youalso wil want to scope out your plans before developing them. Content Server Knowledge Fundamentals Page 8-29Chapter & Making Information Easier to Find with Metadata Table 8-4: Category Attributes for the Exercise Category Name Studente Category Attribute Max. number of Valid Values ft Name | Typeand Format values Required? appropriate) ProductLine | Text: Popup 5- Rows should not Y |e Hiking be locked. + Cycing (Remember users : canaddan x Ciethins additional value if + Water Sports needed - users should be able to. 7 multi select upto (Each product should be five items.) entered ons separate line) Product Text Field 1 yi NA Number (toallowfor Alpha-Numeric) ‘Targeted Uses | Text: Popup '5-Rows should not N | WebSite be locked. + Catalogue + Newsleter ‘= Sales Book = Other Any other ? 2 2 ? Attributes? ‘These exercises use Your Student Folder located in the Enterprise > Product Development folder that was created in Chapter 3 - Sharing Your Knowledge. Page 8-30 Content Server Knowledge FundamentalsChapter 8. Making Information Easier to Find with Metadata ‘Step 2 - Create Your Category and Apply it to a Folder Nowit is time to create this category. 1 Create Your Category and Applyit to a Folder a. Navigate to Your Student Folder. 1b. Select Add Item > Category. ‘The Add Category page is displayed. € Name it Studentx Category, where x is equal to your student account, and then click Add. ‘The new empty category is added and displayed in the folder. ‘4. Click the name of the category in order to begin adding attributes. ‘The Category page opens. € Design your category to include the three attributes listed in Table 8-4 (you may have ‘Some additional attributes that you personally devised as well. Follow the table above until you have all of the attributes required for the category. ‘The Designing Custom Attributes section earlier in the chapter provides instructions. on adding attributes toa category through the Add Attribute menu. Your category should contain at least three attributes when you are finished. 4. Define the characteristics of the new attributes by filling in its fields, and then click OK. & Click the Submit button to complete the design of the category. Be careful not to leave the Add page without first submitting your changes. +h. Within Your Student Folder click Add Folder. Inthe Name field enter Students Images and click Add. ‘Afolder is added that will bea container for your images. 4 Goto your Studentx Images folder's Functions menu and select Properties > Categories. ‘The folder’s Properties > Categories page is displayed. You are applving this category toa older, so that items newly added to this folder can be assigned categorical metadata. Categories need to be applied tofolders so that users adding information ‘will complete the category information as well. Click the Add Categories button. The Categories Volume is opened. L_Click the Up One Level button to leave the Categories Volume, and then navigate to Your Student Folder. The full path is Enterprise > Product Development > Your Student Folder. Click Select next to your Studentx Category. ‘The category's attributes on the folder’s Properties > Categories page are displayed. Content Server Knowledge Fundamentals Page 6-37Chapter 8. w, ¥ Making Information Easier to Find with Metadata Click Submit, ‘Your changes are applied and you are returned to the top level of the folder. Within your Studentx Images folder, click Add Document. Im the Document area click the Browse button and select a graphic from the C:\Sample Docs folder, such as music.gif. Click Add from the Add Document page. ‘The Edit Categories window opens because at least one of your attributes is required. Fill in at least the required attributes as you desire, and then click Done, ‘The Edit Categories window closes, Click Add. ‘Your document has been added and now contains metadata, which can be used for searching. Click the document's Functions menu, and select Properties > Categories to view this data you are about to search upon. Select Tools > Search, ‘The Advanced Search page is opened, In the Use this Search Form drop-down list click Admin - Default. This is to ensure that any personal template that you have created does not interfere with your search. Click the Categories link on the left. The Select Category window is opened. By default, the Content Server Categories volumes displayed, Click the Up One Level button to leave the Categories volume. Navigate to Your Student Folder. The full path is Enterprise > Product Development > Your Student Folder. Click Select next to your Studentx Category. ‘The category's attributes on the Advanced Search page are displayed. Fill in values that will generate a search result, and then click Search. ‘Any item on which your specified category attribute value exists is displayed, Exercise Challenge Search for items that have your new category applied to them, or create a Search Form for your newly ‘created category. Page 8-32 Content Server Knowledge FundamentalsChapter 8. Making Information Easier to Find with Metadata Answers to Test Your Knowledge 1. What is the advantage of storing a category in the Categories Volume? ‘Thisis the fist page users see when they browse for a category. Permissions can be set on inlvidual categories or category folders within the volume. 2. If youdonot have permission to add categories to the Categories Volume, can you still create categories? ‘Yes, as lng as you have the Create Category privilege, and can add itemsin another Content Server location, 3, Give anexample of when you might want to use an attribute set. ‘When one field's information is dependent on another felts information, for example Part Name ‘and Part Number may be a et of information. 4. Whenacategory changes, how do these changes affect the items with that category? The items are not upgraded automatically. You can upgrade ail tems as you make the changes to ‘the category, or you can leave it up to the owners ofthe items to upgrade them. Content Server Knowledge Fundamentals Page @-33Chapter 8. Making Information Easier to Find with Metadata Page 8-34 ‘Content Server Knowledge FundamentalsChapter 9. Working with Compound Documents 9. Working with Compound Documents Objectives ‘On completion of this chapter, participants should be able to: ‘© Decide when touse a folder and when touse 2 Compound Document ‘* Create and manage the contents of Compound Documents, © Create Releases and Revisions to track the history of Compound Documents Overview ‘Compound Documents are used to manage a group of documents ‘as one large document while maintaining the ability to work with ‘each document individually. In tis section you will learn how to create, revise and order Compound Document components and to create Releases and Revisions of them. Knowing When to Use Compound Documents ‘Compound Documents can be used for documents that are comprised of more than one component. For example: © -Anengineering manual containing schematics and procedures = Aninstallation guide with chapters, appendices, and a table of contents. ‘© Adetailed proposal with specifications and a cover letter. '* AnHTML document comprised of several GIFs and/or other HTML pages, ® This course manuat Content Server Knowledge Fundamentals Page 9-4Chapter 9. Working with Compound Documents ‘Managing Mattiple Files with Compound Documents Chap 1 a =] 3 @ toe a [22 [88 Li: Cup 2 a) Figure 94: DBs, WE he stems Shoe Relese ‘Releasez —Relense21 Ang202 Sep2012 Nev 201 Each file can have a different author. Each Release is made up of the most recent versions at that time, ara :S3) RFP Response bollerplate Cary Gy Mave i Delete | Sih Zp A Dowioad Tie Oe. tae Figure 9-2: ‘Sample Compound Document Contents Displaredina Browser page ST TTT ae | Page o-2 Content Server Knowledge Fundamentals‘Compound Documents Creating Compound Documents Content Server Knowle: Chapter 9. Working with Compound Documents Like a folder, a Compound Documents a container for a group of tems. A Compound Document is different from a folder in that ‘= Its components canbe ordered sequentially. = Itcancontaina master document (displayed as undefined), which might be an index, table of contents, or cover letter. 2 Youcan make Releases and Revisions. Unlike a folder, a Compound Document is a structured document, ‘and therefore can contain only: = Documents + TextDocuments © Compound Documents ‘© Shorteuts to documents © Generations © Custom Views ‘ACompound Document is a container and can contain Custom Views. ‘You create a Compound Document in the same way you doother items - by choosing from the Add Item menu in the Enterprise, personal, or the Project workspace where you want to add the ‘Compound Document. Elements are added to Compound Documents the same way they are to folders — but Compound Documents can only contain. documents, other Compound Documents, and Shortcuts and Generations to these. First you create the Compound Document (the container), and then you add items to it. Each item youadd to the Compound Document is numbered sequentially. You can change the order as you wish using the Reorganize command (refer to the Organizing Elements Within a Compound Document section). ge Fundamentals Page 9-3Chapter 9. Working with Compound Documents ir) ‘Shortcuts added to a Compound Document can only point to documents or other Compound Documents. Create Compound Documents 1. Navigate to the location where you want to add a Compound Document eg. Product Development) 2. Select Additem > Compound Document. ‘The Add: Compound Document page is displayed. 3. Entera name (e.g, AB Project) and optional description, 4. Click Add. ‘ACompound Document is added to your location. ‘Adding to Compound ‘The structured Compound Document can consist of Documents, Documents ‘Text Documents, Compound Documents, Shortcuts to documents, and Generations of documents. [BH Generations can be copied or moved into a Compound Document, = ‘Add ttems to Compound Documents 1. Click the Compound Document to open it. 2. Select Add tem > Document. Page 4 Content Server Knowledge FundamentalsChapter 9. Working with Compound Documents 3. Either select an existing document or create a new document. 4, Click Add, ‘Adocument isniow added to the Compound Document. 5. Select Add item > Text Document. 6. Enter a name and the required text. 7. Click Add. Atext documents now added to the Compound Document. & Select Add item > Shorteut. 9. Enter aname and the optional description. 10. inthe Item field click Browse Content Server and select an item. 11. Click Ada Ashorteut is now added to the Compound Document. ‘The Compound Document contents are displayed. Esterpive © Podas beeeonet tty} AB Project ~ Figure 9-4: ‘Compound Document Contents Content Server Knowledge Fundamentals ge oSChapter 9. Working with Compound Documents Reserving Your Compound One of the advantages of splitting a large document into sectionsis Documents that many users can work on the various components of the ‘Compound Document concurrently. ‘+ Working on the documents in a Compound Document is just like working on documents in afolder ~ you can use the same Reserve, Download, and other features that you use elsewhere inContent Server. '® Tolock the structure and number of elementsin a Compound Document, you can reserve it (using the Reserve command on the Compound Document's Functions menu}. This does not lock or reserve each element — it prevents any reordering or renumbering, and it prevents any additions to the Compound ‘Document, until the Compound Document is unreserved. Reservea Compound Document 1. From the Functions menu of the Compound Document select Reserve. ‘The Reserve page is displayed. Fores Se Aecevaee 2. Click Submit to reserve it for yourself. Page 9-6 Content Server Knowledge FundamentalsChapter 9. Working with Compound Documents ‘The compound item reservedis displayed. Entepree + Soduct Devalopment = Gal] AB Project ~ & Figure 9-6: yoy By Move pe Ddete lf zp aDowdead (_) my ‘Compound te Recerved 0 Tye oe ~ me Sy cor, 3a) Move Date AS tp Deer ‘The Compound Documents reserved (notice the check mark next. to the icon of the Compound Document), but each element of the ‘Compound Documentis not reserved. 3. Tounreserved it, select Unreserve from the Compound Documents Functions menu. 4. Click Submit. Organizing Elements within a Compound Document Folder elements are sorted alphabetically. Compound Document. ‘elements, in contrast, are sorted numerically, based on the Order they have been assigned. = Youcanset one element to be the Master Document by using, the Reorganize function for the Compound Document. A master element is always displayed at the top of the Compound Document think ofits number as zero).A typical master elements a cover letter for a proposal or the table of contents fora manual, © You can also specify the order of elements by number using the Reorganize function. Itdoes not require that the elements have sequential numbers ~numbers can be skipped in he sequence. * You canautomatically renumber elements using the Sequential Renumbering option. This removes any "gaps in the numbering. sequence, Content Server Knowledge Fundamentals Page 9-7Chapter 9. Working with Compound Documents Figure 9-7: Reorganize Contents page Now Master Document ‘Sequential Renumbering Elements canbe sorted within the Compound Document by document type, alphabetically by name, by file size, and by date modified simply by clicking the applicable column header. ‘Organize Compound Document Elements 1 Select Reorganize from the Compound Document’s Functions menu. ‘The Reorganize Contents pageis displayed. Allows you select one master (like number 0) for the Compound Document. Allows you to renumber all elements sequentially (except for the Master) so "holes" are not left. 2. Enable the Master Document check box next to the document that should be the master, Edit the fields under the New column to correspond to the order you ‘wish to give the elements. Do not use the number O or any number ‘twice. 4, Click Update to save your changes, Page 9-8 ‘Content Server Knowledge FundamentalsChapter 9. Working with Compound Documents ‘The Compound Document Items are reordered. @ ‘Theword “undefined” is displayed under the Order column for the Master document (2 known issue) but in the Outline ‘view "Master" is displayed correctly instead. ‘Viewing the Outline of a Compound Document Lengthy and/or detailed Compound Documents can contain other ‘Compound Documents within them, nested any number of levels deep. As with browsing in any Web page, it is hard to get an overall concept of the structure by looking at the contents one level ata time. ‘You can view the outline of your newly created Compound Document but you will see more levels with an already existing one asinthe next exercise. View the Outline :L_ From the recently created Compound Documents Functions mem select Outfine Content Server Knowledge Fundamentals Page 9-9Chapter 9. Working with Compound Documents ‘The Outline view is displayed. Outline for: AB Project Figure: OE AB Eccsect ‘Outline Viewof the Compound ee . Pecumen © G1 mera 2 32 pent tonacs ‘The outline view provides a bird's eye view breaking down the entire structure of the Compound Document and ail ofits ‘subelements on one page. It also provides quick access tothe Functions menu for each item within the Compound Document. 2. Tovview another Compound Document with more items navigate to the desired folder (eg, Enterprise > Product Development> Grommets) and click intranet Technical Paper. ‘The Intranet Technical Paper Compound Document is displayed. ‘eiwpree | Product Deveopment + Grommets + LG} Antranet Technical Paper Fay hoee Gil Ddkte Zp kwon oes Figure 9-40: Compound Document items vane Phase 1 Sorcfcatone Phat 2Specfratons ‘Sethat the Inranet doc ‘Tenet Acton do, Intanet Esentals do, techaver doc ‘Smee 3. From the Intranet Technica! Paper's Functions menu select Outline. Page 9-10 Content Server Knowledge Fundamentalsith Compound Documents ‘The Outline View of the Compound Document is displayed. IS Outline for: Intranet Technical Paper Bu ° Figure 9-114: ‘Outline View of the Compound ‘This Compound Document includes more Compound Documents aswell asdocuments, Content Server Knowledge Fundamentals Page 9-13Chapter 9. Working with Compound Documents Creating Releases and Revisions ‘White version controlis used for the elements of a Compound ‘Document, Revistons and Releases are the “versions” ofthe ‘Compound Document asa whole. ‘© Releases [2 and Revisions [=I are copies of the current ‘versions ofall the elements of a Compound Document at a specificpoint in time. Releases are used for major versions of a Compound Document. They are numbered 1.0, 20,20, etc. * _ Revistons are used for minor versions of aCompound Document. They are numbered 1.1, 1.2, 1.3, etc, based upon the most recent Release they modify. ‘+ TheReleases page (Functions > Properties) lists all Releases. and Revisions of the document. Clicking a Release or Revision allows you to see the contents of that particular Release or Revision in an outline format. + Likeversions, the elements of Revisions and Releases are read- only documents. [@ _Intheevent a document within a Compound Document is using advanced versioning (major/minor) versions, the release and Revision functions will use the most recent ‘major version of the document. If the document does not hhave.a major version, the release and Revision functions will not be available for the Compound Document. ‘You can create Generations and Shortcuts to Compound ‘Documents, just as you can for documents. A Generation of a ‘Compound Document isa separate node that points toa particular Release or Revision. A Generation to a Compound Document allows you to create a link to an earlier Release or Revision. ‘When you make.a shortcut to Compound Document, youcan specify whether it finks to: + Themost recent Release + The most recent Revision ‘¢ The“work in progress” Page 9-12 Content Server Knowledge FundamentalsChapter 9. Working with Compound Documents ‘Todo this, from the Shortcut’s Properties > Link page, click the ‘appropriate Type radio button. ‘The Link tab only displays oncea Release/Revisionhas been created, ‘Question: When you make a Release or Revision of a ‘Compound Document that contains shortcuts, what happens new versions are added to the item the shortcut ‘efers to? Or what ifthe item isdeleted? ‘Answer: When the Release or Revision is created, the latest version ofthe item referred to by the shortcut is copied to the Release. Whatever happens tothe original item, the copy of that versions safely stored with the Release or Revision. ‘The same applies to Generations. Create @ Release or a Revision 1. From the Phase 2 Specifications’ Functions menu, select Create Release. (Arelease must be created before a Revision can be Figure 9-42: Create Release page Anintesnal number is automatically assigned to the release. Content Server Knowled Page 9-13,Chapter 9. Working with Compound Documents 2. Optionally, you can change the Release Name field to reflect the ‘purpose ofthe Revision. 3 Click Submit. ‘The Compound Document item with the modified icon is displayed. Syrwe ph Dee Gf Spe Dewioat (yz. oes tace Figure 9-13: 1 hams sspectieatane ‘Compound Document Item with 2 phage 2Specientons * Mouifed leon = 7 D Summa FipMove 26 Delete of ap comnead |) 2p: ‘The Release or Revisionis created. 4. From the Phase 2 Specifications’ Functions menu, select Create Revision, Page 7-14 Content Server Knowledge FundamentalsChapter 9. Working with Compound Documents ‘The Create Revision pageis displayed. Figure? 14 ‘create Revision page ‘5. Optionally, change the Revision Name field to reflect the purpose of the Revision, & Click Submit, 7. From the Phase 2 Spectcations’ Functions menu select Properties > Releases. ‘The Properties > Releases tab is displayed. Figure 9-15: Properties > Releases tab page Content Server Knowledge Fundamentals Page 9-15Chapter 9. Working with Compound Documents Summary Page 9-16 ‘Compound Documents are similar to folders, but they offer ‘more functions designed for treating a group of documents asa whole. They can contain documents, other Compound Documents, and shortcuts and generations to documents and ‘Compound Documents. ‘Compound Document Outline View offers. summary of Its ‘elements and organization. ‘The elements of a Compound Document are numbered ‘sequentialty. To renumber and reposition the elements, use the Reorganize command. One element canbe selected to be the ‘master element, which will always be displayed at the top of the ‘element list. Releases and Revisions are copies of a Compound Document at particular moment ints history, Releases are meant to be major, and Revisions to be minor. Generations can be created to point toa particular Release or Revision of the entire Compound Document and shortcuts can point to the current release, current Revision or “work in progress.” ‘Consider using Compound Documents when creating documents that involve several components and/or authors. Each component can be treated as a separate document. Content Server Knowledge FundamentalsChapter 9. Working with Compound Documents Test Your Knowledge 1. What are the differences between folders and Compound Documents? 2 What can you do to a Compound Document if someone else has reserved it? 3. How canyou provide someone in another department with a ink to the first release of your Compound Document and its contents? 4. What kind of elements can you add toa Compound Document? ‘Content Server Knowledge Fundamentals Page 9-47Chapter 9. Working with Compound Documents 5. When would you use a Compound Document? Page 9-18 Content Server Knowledge FundamentalsChapter 9. Working with Compound Documents Exercises Please complete each section ofthe exercise to the exercise challenge. if you have time try the exercise challenge. Overview - Create a Compound Document ‘You are responsible for the creation of a technical paper for your new product. The technical paper will be quite long, but you will be able to use materials that have already been written for other ‘products, in addition tonew material. Other product development tear members will help you with various sections. 1 ‘These exercises will use Your Student Folder located in the Enterprise > Product Development folder that was created in Chapter 3 ~ Sharing Your Knowledge. tou donot have Hyperiinked Trall selected as your Navigation Style, please do so before starting this exercise. (Hint: Tools > Settings) Create a Compound Document ‘You decide to use a Compound Document to organize and manage the technical paper. ‘©. Navigate to Your Student Folder. b. Select Add ttem > Compound Decument. Name it Product Technical Paper. Click the Add button, d. Click the name of your Product Technical Paper Compound Document. ‘The contents of your Product Technical Paper Compound Document are displayed. Currently, the Compound Document is empty. Select Add Item > Document. f. Inthe Document area leave the Existing radio button selected and click Browse. 8 Navigate to the C:\SampleDoes > Tech Documents folder. 1h. Select tech4.doc os the first document you add and click Open. ‘The dialog box closes, and the file path is displayed. Click Add. The file from your local C: drive is copied to the Content Server system, creating a new document in your folder. Content Server Knowledge Fundamentals Page 9-19Chapter 9. Working with Compound Documents J. Continue adding the following documents into your Compound Document: «= tech2doc «© tech3doc «© techcover.doc Each document is numbered as you add it to the Compound Document, and the ‘umber is displayed in the Order column. , Set techcover.doc as the master document by selecting Reorganize fem the Product Technical Paper's Functions menu. ‘The Reorganize Contents page displays. |. Enable the Master Document check box for the techcover.doc document and click Update to save your changes. 'm, From the Product Technical Paper's Functions menu select Outline. (Overview - Make.a Shortcut to 2 Compound Document In the next steps, you will ereate a release and a shorteut in your Compound Document to another Compound Document, stored in the Finance folder. 2 Make a Shortcut to a Compound Document ‘a. In Your Student Folder for Product Technical Paper select Functions > Create Release. ‘The Create Release page is opened. b. Inthe Release Name field enter First Draft Release and click Submit. ‘You are returned to the page you were previously viewing. Navigate to Enterprise > Finance. 4. For the Endmatter Compound Document select Functions > Make Shortcut. The Add page appears. Ensure the name is Endmatter. f. Inthe Create in text field, lick Browse Content Server. 4% Select Content Server from the navigation drop-down Iistat the top ofthe poge. ‘The page repaints to list the top-tevel items in Content Server. ‘he Click Enterprise. A list of the items in the Enterprise Workspace is displayed. Click Product Development > Your Student Folder. Page 9-20 ‘Content Server Knowledge FundamentalsChapter 9. Working with Compound Documents J. Click the Select link next to Product Technical Paper. ‘The Select Container to Create In window closes. Click Add. ‘A Shortcut was made in your product folder. 1. Navigate to Product Development > Your Student Folder > Product Technical Paper. 'm, From the Product Technical Paper's Functions menu select Outline. (Since you are within the Compound Document, its Functions menu is available from the hyperlinked navigation bar, where the Compound Document’s name is displayed.). It displays all of the contents of the Compound Document, using indentation and ‘numbering to indicate the levels. How does the Shortcut to the Endmatter ‘Compound Document look? 1m. Create a second release by going to the Product Technical Paper's Functions menu, click Create Release, ‘The Create Release page is opened. ©. Name it Final Release and click Submit. ‘You are returned to the page you were previously viewing. p. Onthe Product Technicat Paper Compound Document’s Functions menu, select Properties > Releases. Alist of the Releases is displayed. Click Final Release to access.a ist of documents. Now how does the Shortcut to the Endmatter Compound Document fook? Do you ‘see the contents of the Endmatter Compound Document? If you now delete the tech3 document, will it still be present in the Releases you have already made? You bet! Exercise Chaltenge 4 Create a Generation to this Compound Document specifying a Revision (name it accordingly) in My Workspace. Create a Shortcut to the Compound Document (name it accordingly) in My Workspace. Verity the difference between Generation and Shortcut by adding another document to your Compound Document. ‘Access its contents using the Generation and the Shortcut you just created. The Generation should not display the new document while the Shortcut should. Content Server Knowledge Fundamentals ~ Page 9-21Chapter 9. Working with Compound Documents. Answers to Test Your Knowledge 1 ‘What are the differences between folders and Compound Documents? Folders do not have limitations on the types of Content Server items they can store. Compound Documents order their elements numerically not alphabetically. What can you do toa Compound Document if someone else has reserved it? |f the Compound Document container is reserved, it does not reserve each ofthe items it contains. ‘The items need to be reserved individually. Reserving the Compound Documentprevents others from changing the structure of the Compound Document in any way, including: using the ‘reorganize command, adding new items to the Compound Document, or deleting elements of the ‘Compound Document. How can you provide someone in another department with a link to the your Compound Document and its contents? Create a Generation to provide. link to the first release of your Compound Document and its contents. release of What kind of elements can you add to a Compound Document? ‘ACompound Document can contain documents, Compound Documents, Shortcuts and Generations. ‘When would you use a Compound Document? When you are creating documents that involve several components and/or authors. Each ‘component can be treated as a separate document. Page 9-22 Content Server Knowledge FundamentalsChapter 10. Setting Up Your Team Environment 10. Setting Up Your Team Environment Objectives ‘On completion of this chapter, participants should be able to: Decide when to use a Project and when to usea folder Assign roles to Project Participants Use the Outline page to view the project contents at a glance eerece Create a Project Template Overview ‘Set up collaborative spaces for teams, including Channels, Discussions and Projects Configure a Project's News page, Status page, and Notification for Project Participants you want to quickly set up a workspace for a team of people to se as they collaborate ona project, then Content Server is for you. ‘You canuse Project Workspaces to design departmental sites,” to prepare for special meetings, to keep track ofall the work for a new product, and much, much more. Itdoesn't matter where the project exists, Only those who are participantsin the project will have access to it. The Project Perspective on Knowledge ‘Any user with the appropriate privilege can create a Project, ‘Workspace that "hyperlinks" a team, helping them to collaborate. ‘together onfine. ‘When you create a project, you create a volume (a branch of the. ‘overall Content Server enterprise hierarchy) for a group of team ‘members, the participants in the project. * Projects have a role-based permissions model: Each participant. hhasa role in the project, either as a Coordinator, Member or Guest. Their access within the project is based on thelr roles ~ refer to The Project Roles-Coordinator, Member, and Guest section for more details. * When a Project Participant visits this branch of the hierarchy (called the Project Workspace), the information is presented with a special interface that is geared towards working on the informationas. group. ‘Content Server Knowledge Fundamentals Page 10-1Chapter 20. Setting Up Your Team Environment co 3 Figure 10-1: Project Parietpants ‘The goal for projects is to help a team of people complete a project, bby presenting an interface and set of tools for easy collaboration and communication. ‘Onthe My Projects page you will see all the projects you participate in. You will also see the status of each project, when it was created and your roleinthe project. Praise. Figure 10-2: Personal ProjectsListing, Page 10-2 Content Server Knowledge FundamentalsChapter 10. Setting Up Your Team Environment The Project Creation Wizard ‘The Project Creation Wizard offers.a multi-step project creation wizard that steps the user through a four-phase process of creating. and configuring the Project Workspace. These four phases are: '® General info, which establishes the project'sname, description, and whether you want to create a blank project or one based on 1 Project Template. Refer to the Creating Project Templates section. ‘* Content, which sets the Status indicator, start and end dates, and general information for mission, goals, objectives, and initiatives. You can also add common Content Server items, such as a Discussion, Task List, or aChannel. '» Participants, which adds internal or external participants toa project. You setup public access and email notification to project participants. The email notifies users when they are invited toa project as a Member. Guest, or Coordinator. The Projects. ‘Add a Project's General info 1. Navigate to the location where you want to add a project fe. Figure 10-4: ‘Add Project - General info page Name Name of the project making it meaningful to your users, Description Describes the project in more detail. Content Server will index this ‘optional information which users can search against. Create From Blank Project allows you to create a project without using a ‘template. Template allows you to create the project from an existing Project Template. They represent two different behaviors from a functional perspective for projects. Click the Help icon trent to the Create From fieldfor more information. Page 10-4 Content Server Knowledge FundamentalsChapter 10. Setting Up Your Team Environment Categories Allows you to apply multiple categories and their related attributes to the project during creation. ‘Create In Allows you add the project toa different container. Next Continues to the next page of the wizard. Finish Closes the wizard and adds the new project without proceeding to ‘the next step in the wizard. ‘Cancel Closes the wizard without adding the new project. 3. Inthe Name field enter a name that is meaningful to your users. (eg. Update Content Server), 4._ Inthe Description field enter an optional description for the project. 5. Click Next to continue tothe next step of the wizard. Project Creation Wizard - Content ‘The Project Creation Wizard Content page allows you to specify start and end dates, status and project specific information such as, the mission, goals, objectives and any related initiatives, allowing, ‘you to communicate the purpose of the project tolts participants. ‘The wizard allows you to create common project components, such 1s, Discussion, Task List and/or a Channel at the time of creation, ‘Add a Project's Content ‘The Content page is the second step of the wizard. Content Server Knowledge Fundamentals ——~—~S~C~S*~*~S*«~ gOChapter 10. Setting Up Your Team Environment Start Date Target Date Mission Goals ‘The Add Project - Content pageis displayed. Assigna status to your project: Pending, On Target, Caution,or Critical. Your system administrator can modify the project status nomenclature. Beginning date of the project. The calendar allows youte sclect the date. Ending date of the project. The calendar allows youto select the date. Mission statement for the project. This optional information is displayed in the project's Overview page: if left blank itis omitted. Goals for the project. This optional information is displayed in the project's Overview page: iFleft blank itis omitted. Page 10-6 Content Server Knowledge FundamentalsChapter 10. Setting Up Your Team Environment Objectives Objectives for the project. This optional information is displayed in the project's Overview page; left blank itis omitted. Initiatives Initiatives for the project. This optional information is displayed in the project's Overview page; i left blank itis omitted. Options Allows you to include an empty Channel, Discussion or a Task List. If you are creating a project from a Project Template, then the Options section does not appear. < Participants. Ifyou select inherit participants based on folder permissions, the Participants from where the project resides will be applied. Ifyou select, Add the following users click Add Participants and/or lick Edit Participants to modify the participants list. Add Participants allows you to search for and add new participants to the project. Edit Participants allows you to modify the role of or remove a participant. Itis more appropriate to select “Add the following users” when creating a project froma Project Template. You may not want to use the Inherit participants based on folder permissions if youdo nat know who has permissions to the folder. Page 10-8 Content Server Knowledge FundamentalsChapter 10. Setting Up Your Team Environment PublicAccess As a project creator, you can set public access on the project. If enabled, all sers with the Public Acess privilege can view the project. If you disable public access, only the project participants can view and access the project. E-mail Notification Users can be notified ifthey have been added to a project and advised of their role in that project. Your system administrator must configure email natification in order for these email options to, be available. 1. Inthe Participants field select Not now; I'l add participants later. 2. Inthe Public Access field select leave Disabled selected. 3 Inthe E-mail Notification field select the appropriate option. 4. Click Next to continue to the next step ofthe wizard. Project Creation Wizard ~ Presentation ‘The presentation (or view) of the project can be configured at the ‘ime of creation, or at any time after it has been added. The Presentation tab of the Project Creation Wizard allows you to display images as banner items or to specify the number of Featured ‘Sub-ttems. Configure a Project's Presentation Page The Presentation pageis the fourth step of the wizard. Content Server Knowledge Fundamentals Page 10-9Chapter 10. Setting Up Your Team Environment ‘The Add Froject ~ Presentation page is displayed. Figure 10-7: ‘Add Project - Presentation page ‘#of Festured Sub-ttems Appear as links in the Sub-Projects section. Youcan limit the # of Featured Sub-items to 3,6,9, 12 or unlimited. Figure 10-8: Foatured Sub-Items Example ‘Banner Allows you toadd an image, altemate text (description for the image), and a link to.1a Website (or another web page in Content Server). The Banner image must first be added to Content Server as ‘document in order to be selected. The ALT Text will appear when the user positions the pointer over the image. Ifa URLis specified, \When the user clicks on the image, they will be redirected to the specified Web site/page. 2 Banner Allows a 2nd banner to be added with the same choices as the 1st banner. 1. Inthe # of Featured Sub-Items field select the number to limit the subitems. ‘2. Inthe 1 Banner field for Image click Browse Content Server to ‘navigate to Enterprise > Handy Images > scenic and select an image. 3. Inthe 1" Banner field for ALT text enter text to display to the users when they position the pointer over the image. Page 10-10 Content Server Knowledge FundamentalsChapter 10. Setting Up Your Team Environment ‘4. Click Finish to close the Project Creation Wizard and add the project toContent Server. 5. Click the name ofthe project to open the Project Workspace. ‘The Project Workspace is displayed. Figure 10-9: Project Workspace page ‘The banner is displayediand when the mouse is positioned over the graphic, the ALT Text is displayed. Subprojects do not display until ‘they have been created, 6. Create afolderin the project (e.g, name it October to.use later for Project Templates}. @ ‘To configure the project's presentation after ithas been ‘created, select Properties > Presentation from the project's Functions menu. You can also specify a News Player for the Project Workspace. The Project Roles-Coordinator, Member, and Guest Unlike other areas of Content Server, the permissions model in projects largely defined by assigning users toroles withinthe Project: 2. Coordinators have full access toallitems within a project. The Coordinators are the Owner Group of each item within the project. This enforces the role-based permissions structure that ishey toa project's functionality, where someone isin charge “fromhere down” 2, Members have write access to most items, and can add items to the project. Guests have read-only access. Content Server Knowledge Fundamentals Page 10-47Chapter 10, Figure 10-11: Project Participants page ing Up Your Team Environment [Ga Assuming your User General Profiles include email addresses, you can quickly email all ofthe project Participants by clicking E-mail Participants from the Project > Participants page. ‘The roles dictate the default permissions inthe Access Control List for items added to the project. In addition, you can: * Augment or reduce the permissions of the Members and ‘Guests groups when editing the permissions of individual items inthe project (for example, to give project Guests “write” permission in a Discussion). + Add individual users and groups from within the project and sive them more access than the rest of their group. + Giveusers from outside the project permission on selected items by adding them to the Access Control Liston individual items (refer to Chapter 15 ~Changing Permissions with Confidence), Participants can be added to existing projectsat any time and/or the role of the participants can be changed. Add Participants to an Existing Project 1. Select Project > Participants forthe project eg., Update Content Server}. ‘The Project menu is located at the top in the Global menus. Page 10-12 Content Server Knowledge FundamentalsChapter 10. Setting Up Your Team Environment 2. Click Add Participants. The Project Add-Participants page Is displayed listing the current participants. '3.__Use the Find function to find the user(s) or group(s) you wish to add. ‘4. Select arole for each user or group from its Role drop-down list, and then click Submit at the bottom of the right frame. ‘The updated Project Add-Participants page is displayed listing the additional participants. 5 rt nts petcpmrte: Uprade Content Saver ‘nino a) etemneeweenn sihtiemewomm meme A a SEES wwe ~ Figure 10-13: ‘Updated Project Add-Participants, 5. Click Done at the bottom of the left frame. Content Server Knowle Fundamentals Page 10-13Chapter 10. Setting Up Your Team Environment, ‘The updated Participants page is displayed. oar Canlant server Figure 10-14, ‘Updated Participants page a If you wish to change the role of a participant, click Edit Participants. Special Project Tools ‘When a Project Participant visits any of the folders or other items in the project, a Project menu is added to the set of navigation ‘menus. Below, describes the use of the Project menu items froma participant's perspective. Project Menu Provides Access to AllProject Tools Page 10-14 Content Server Knowledge FindamentalsOverview Workspace My Tasks News Participants Chapter 10. Setting Up Your Team Environment View missions, goals and objectives ofthe project. View project contents, View tasks assigned to me from this project. View news relevant to the project (inthe coordinators’ opinions). Mier many levels ofthe project ane subprojects folders inanested ‘See who elses participatingin the project. ‘View the project Queries, Snapshots, and LiveReports on the appropriate tabs. The LiveReports re stored on the LiveReport Volume. Configuring the Overview Page ‘The Project Overview offers a page layout ofthe project’ content by sections. Your system administrator configures which of these ‘sections are displayable. The Project Coordinators of the project are responsible for making sure that the information is valid and useful. They can configure the Overview page to display fewer ‘sections, or change the number of items that appear within each ‘section. Content Server Knowledge Fundamentals Page 10-15Chapter 10. Setting Up Your Team Environment ‘An example of a Project Overview pages shown below. Figure 10-16: Example ot aProject Gverview page “CaaS Noes Sane Ta afar aca beamed Page 10-16 Content Server Knowledge FundamentalsSetting Up Your Environment Configure the Project Overview 1. Select Properties > Presentation from the project's Functions menus ‘you wish to configure (e.g, Update Content Server). ‘The Properties ~ Presentation tab is displayed. a fiktendhcstene | Figure 10-17: Properties - Presentation tab 2. Select the Overview link atthe top. Content Server Knowledge Fundamentals Page 10-17Chapter 10. Setting Up Your Team Environment Figure 10-18: Project Overview Configuration are Project Summary My Tasks ‘Sub-Projects News Polls Current Milestones ‘The Project Overview Configuration page is displayed. Displays the important information like the Status, Start Date and ‘Target Date along with Mission, Goals, Objectives, and Initiatives. Displays tasks assigned to you, sorted by due date, You can also view the priority and status for each task. Access task details by clicking a link inthe Name column. Ifthe number of tasks assigned ‘toyou exceeds the maximum number that can be displayed in this, section, view all tasks by viewing the My Project Tasks page. Displays all subprojects with their respective Status and Target Dates. You can access subprojects by clicking their names or you ‘an access the parent Project Workspace, from which youcan add ‘more subprojects or perform ather project functionality. Displays the headlines and Channels for all current news in the Project. Displays the current Milestones for the project, sorted by date. Content Server Knowledge Funi mentaleLate Tasks Unassigned Tasks Recently Visited items Most Active items, Documents of Interest Top Picks Chapter 10. Setting Up Your Team Environment Displaysall tasks with past due dates, Youcan also see a task name, assignee, due date, priority, and status, Displays tasks that are unassigned, sorted by due date. Displays items you have most recently visited. You can access ‘details by clicking an item’s name in the Name or Location columns. Each item can contain a rating, you or other project participants have reviewed the item. Displays items that have been most often accessed in a project. Dispiays the documents that you and other project participants have accessed. The documents are sorted by the highest access ‘counts first. Displays items that have the highest ratings and have been, accessed the most. 3. Clear any of the check boxes next to the objects you do not wish to display in the Overview page. By default they are al selected. 4. Click Submit Project Navigation Options ‘Coordinators can configure three great options for their Project home page navigation. 1 When yau enter a project, the Overview page of the Project Workspace can be set as the start page instead of the Project ‘Workspace home page. 2. The Project Icon bar can be configured to display quick links to tthe project’s key components. 3. The Project Menu canbe turned on or off. GB ‘When would you want to turn off the Project menu? Consider creating a project for outside vendors to access information or tenders. You may not want the vendors to know who else has access to the project. Turn off the Project ‘Menu and remove the Participants icon fromthe Project Jeon Bar. Content Server Knowledge Fundamentals Page 10-19Chapter 10. Setting Up Your Team Environment. The project's Overview page and Project leon Bar are configurable by the project coordinator, and can provide information or quick links to the project’scamponents. Configure the Project Navigation 1. Select Properties > Presentation from the project's Functions menu you wish to configure e.g. Update Content Server). 2. Select the Navigation link at the top, ‘The Project Navigation Configuration page is displayed. Figure 10-19: Project Navigation Configuration page ‘3. Enable Project loon Bar, Overview, Outline, and any other check boxes to display on the Navigation page. Ensure Project Menu is selected, 4. Click Submit. Page 10-20 Content Server Knowledge Fundamentalsfer 10. Setting Up Your Te Environment ‘The Project icon Bar is displayed. 22 5 eon rues Figure 10-20: Project Icon Bar Displayed Configuring the News Page for a Project ‘When a Project Participant visits the Project News page (Project > News) of a project and clicks the All tab, this user will ee any ‘Channels stored within the project to which this user has atleast Read access. ‘So what isthe purpose of the Project News page? ‘The coordinators can emphasize the Channels that are important to the project. Thisis similar to adding a news ticker tothe top of a folder. ‘An example of a Project News page is shown below. Channels and, News Items wil be discussed in Chapter 11 - Collaboration Tools. Figuee 10-21: Example ofa Project News page Content Server Knowledge Fundamentals Page 10-21Chapter 10. Setting Up Your Team Environment. Configuring Project-Related Reports Figure 10-22: ProjectReports page ‘The Reports page for a project is similar to the same page in My Workspace. It lists: ‘+ AllQueries saved in the project home folder (or one of its ‘hildren) under Project Queries. ‘+ _AllSnapshots saved in the project home folder (or one of its children) under Project Snapshots. = AllLiveReports the user can access under Project Reports. ‘The edit/configure functions allow the project coordinator to create further tabs that combine frequently used Queries, Snapshots and LiveReports, and make this the default page or this project's Reports page. Configure Custom Tabs in Reports 1. Navigate to the project you want to configure (eg, Update Content Server) 2. Select Project > Reports. 3. From the Project Reports page click Configure Tabs. ‘A Project Reports page with the currently defined tabs is displayed. Sa 2h] Pree Seapets fe} Tab] Wtiveteport: ° 4. ClickAdd Tabs. Page 10-22 Content Server Knowledge FundamentalsUp Your Team Environment ‘Anew rowis added to the Project Reports page. & BS Seen Sila BB Project Roports: Upgrade Content Server Figure 10-23: [New Row Added on Project Reports page 5. Enter thename of the new tab (eq. Project Updates) and click ‘Subenit, 6. Select the LiveReports tab and click Ealit/Organize. ‘The Edit/Organize page displays the fist of items with a drop-down list for each item that contains the tabs you defined. 7. Selecta Status and/or Favorites Tab forthe desired items. & Click Submit. 9. Browse to the selected Status and/or Favorites Tabs to view the ‘Specific reports, Content Server Knowledge Fundamentals Page 10-23Chapter 10. Setting Up Your Team Environment Setting Up Project Notification Reports ‘As acoordinator of a project, you can configure a set of notification reports targeted specifically at your Project Participants. This gives participants who are “hanging out’ in the Project Workspace a ‘quick way to see what has been added or changed in the project. + Thereports are not sent via emai to the Project Participants — participants view them by clicking Project > Notification. + Themainsettings for the report concern how long an event listed on the report should remain on the report. + The set of interests available for the reports are targeted strictly at the current project. rs] ‘As the project coordinator, consider using notification to make sure your team isinformed. Use one notification report for new items, another for changed items and the third report for Discussions and News Items. ‘Set Project Notification 1. Navigate to the project you want to configure (e., Update Content. Server). 2. Select Project > Notification, 3. From the Project Notification page click Modify Settings atthe top of the page. ‘The first Project Notification Report Settings field is displayed. © & BB Project Workspace: Upgrade Content Server ProfctNotiatinRepot | os Pe Srpatt (mat) Sees ee _| Vugeet RDM) Steere | Pave $2 Fret Ration Page 10-24 ‘Content Server Knowledge FundamentalsChapter 10. Setting Up Your Team Environment ReportName Define a descriptive name, Purgeevents older than Specity the number of days before an event should expire, Behavior Determines if the event links on the Notification page are displayed inanew browser window. 4. Inthe Report Name field enter a descriptive name (eg. Changed Items). ‘5. Select the appropriate choices for purging and the behavior. 6 Click Submit. ‘The updated Project Notification page is displayed, Figure 10-26: Updated Project Notification page 7. Repeat for the other two reports if desired. & Click Modify Interests. Content Server Knowledge Fundamentals Page 10-25Chapter 40. Setting Up Your Team Environment ‘The Set Notification page is displayed, Feure 10-27: SetNotification page 9. Foreach event select the report (fany) to display the new events of ‘that type. 10. Click Submit. Content Server will start sending events to the reports. Viewing the Project's Contents at a Glance ‘Toeasily browse and understand the entire project and subproject contents, the project's Outline page displays the project ands subprojects nan outline format. Specify which types of items you want to see in the project outline from its Outline page. For example, view aIist of only ail the Discussions ina project, oniy all of the folders, or all the Item Types. Content Server Knowledge FuniConfigure the Project Outfine 1. Select Project > Outline to display the Outline page. ‘The Project Outline page is displayed, Content Server Knowledge Fundamentals Page 10-27Chapter 10. Setting Up Vour Team Environment Figure 10-90: Updated Project Outline page 2. Enable the desired Item Types check boxes to include in the outline. 3. Click Apply. ‘The Updated Project Outline page is displayed. 0B Project outtne: Upgrade Content Serrver Tene) wie seen Ba 4. Ifyou only have a few item types in the project and there is time in class, add e document, Text Document, URL, and/or a document in a ‘The Item Type(s) ou selected that reside inthe project or one: ‘subprojects are added to the outline list. You can click thename of anitemto openit or its Functions menu to accessits functions. Creating Project Templates Due to the uniqueness ofa Project Workspace itis not possibleto ‘copy projects. However. by creating a Project Template, users can reuse existingproject structures. ‘The Project Template streamlines the project creation process by ‘pre-populating fields in the Project Creation Wizard with items from tthe source project. Items like folders, subprojects, documents, and tasks are all examples of a project's object hierarchy that is captured when you take an existing project and create a Project Template fromit. Toupdate your template, you will first need to update the original project on which it was based. Youwill then be ableto add anew version to the template, Page 10-28 Content Server Knowledge FundamentalsChapter 10. Setting Up Your Team Environment Create a Project Template 4. Navigate to the project you wish to make a template for and select ‘Make Template from its Functions menu. ‘The Add Project Template page is displayed. 2. inthe Name field enter a name forthe template (eg., Update ‘Software Template). 3. inthe Description field enter an optional description for the template. ‘The description will be indexed which users can then search against. ‘4. inthe Source field ensure Project is selected to create the Project ‘Template based on an existing project. If you wish to select a diferent project, click Browse Content Server to navigate tothe project, and then click its Select ink. on ‘Select File (*xml) to create the template based on an XML file, and ‘then click Browse to navigate to the XML file. ‘5. if youwish to add the template toa different container in the Create infield, click Browse Content Server to navigate toa container and ‘Name Substitution. ‘The Name Substitution tab is displayed. ire ee tan ee ee = reels: 2. Glick the Click here to add a Name Substitution link, or click the green Add Row icon under the Row column to add a new row. ‘The added Replacement rows displayed. FE one stemen rea tt in ann ans popes tenn nes ane pete weer ere pe anaes ‘When creating anew project from the template, i will ‘automatically replace occurrences in the original project. Page 10-30 ‘Content Server Knowledge FundamentalsChapter 10. Setting Up Your Team Environment 3. Inthe String to be Replaced field enter the exact string name that you want to replace (.¢., October, which isa folder in the project created earlier). 4 Inthe Default Replacement Vatue field enter a vaiue that will replace the String to be Replaced string (Le, Novernber. The folder iin the project will be replaced with this. 5. Inthe Display Label field enter a value for the label that becomes a field name in the Content section of the project creation wizard (eg., Month). 6. Inthe Display Description field enter a description of the teplacement (e., The text in the Month field will replace the word ‘October whenever it appears in an item's name), ‘You can add up to 15 string replacements. To add more rows, click. ‘the Add Row icon and if you wish te remove a raw, click the Delete Row icon. 7. Click Update. 8. Toverify, create anew project by clicking the Project Template ‘name (e.g, Update Software Template). ‘The Add: Project - General Info pageis displayed. 9. Onthe General info page enter aname (eg. Network Update) and ensure to create it from the Update Software Template. 10. Click Next. Content Server Knowledge Fundamentals Page 10-31,Chapter 10. Setting Up Your Team Environment ‘The Add: Project - Content page is displayed. Figure 10-95; ‘Add: Project - Content page ‘The Name Substitution is displayed in the Month field, 11, Inthe Month field cick the Name Substitution info 9 icon to display the Label and Description information. iz Content Server Knowledge FundamentalsChapter 10. Setting Up Your Team Environment ‘The Name Substitution info page is displayed. Figure 20-36: [Name Substitution Info page 12. Click Close. 13, Click Next to continue to the Participants page. 14, Click Next to continue to the Presentations page. 15. Click Finish, 16, Click Continue after it has been successfully created. Content Server Knowledge Fundamentals Page 10-38Chapter 10. Setting Up Your Team Environment ‘The new project created from the Project Template is displayed with thefolder name replaced. Figure 10-37 New Project from Projest Template Filtering You can select items that you want to include in the new project using the Project Template. You can change the default items and versions that appear in each section. Modify the Project Template Fitering 1. From the Project Template's Functions menu select Properties > Filtering. Page 10-34 Content Server Knowledge FundamentalsFigure 10-38: Project Template Fiitering page ‘Compound Document Task Uist Chapter 10. Setting Up Your Team Environment ‘The Project Template Filtering page is displayed. Includes the latest version of a Compound Document and can also include allof its revisions. Includes the latest versionof a document and can also include all, versions. Includes all Milestones, Task Groups, Tasks, and Subtasks. Includes a Channel's News. Inckades Discussion Topics and also the Replies to Topics. Includes the Coordinators and Members of a Project, and can include the Guests. 2. Select the various radio buttons or clear the check bones as necessary. 3. Click Update. Content Server Knowledge Fundamentals Page 10-350. Setting Up Your Team Environment Using Folders versusProjects ‘One primary purpose of projects isto make it easy to apply the most common permissions model, described in The Project Roles ‘Coordinator, Member, and Guest section, Folders providea very flexible means of modeling permissions, but that flexibity.can make setting permissions more complex. Refer to the following table for the top ten projects versus folders considerations: Table 10-1: Top 10 Projects vs Folders Considerations Considerations Projects | Folders 1. Creation ‘The Project Creation Wizard will create | Folders do not havea wizard to ‘aNews Channel, Discussion andTask —_| create Channels, Discussions or List, if desired, when the project is. Task Lists when the folder is created. created. Templates canbe used to create multiple | Templates can beused:o create projects, folders. Projects have an overviewsectionto _| Folders do not have anoverview complete-mission, goals, etc. butthisis | section. optional. 2. Permissions | Permissions are simplified andinitially | Permissions can be more complex based on their role in the project - than projects when subfolders are Coordinator (all Member (write) or | added. Guest read-only) 3. AccessControl | Asa Coordinator of a project, your ‘When auser adds subfolder to a Lists (ACL) access to any area of the project cannot beremoved from the access control lst. folder, the user becomes the owner of the subfolder, replacing whoever ‘was the owner role in the parent folder. if you are resporsible for an {area in Content Server, you need to ‘ensure you are on the access list ina role besides owner, or youwill be replaced on the ACLof the subfolder. 4. Ownership Recognition Itis easy to access the participants’ of a project to quickly locate the Coordinators. ‘To determine the owner of afolder, the user needs to access Properties > General for the folder. They will not know who else has permissions ‘on the folder unless they have edit, permissions. Page 10-56 Content Server Knowledge FundamentalsChapter 10. Setting Up Your Team Environment 5. Navigationto | All your projects are listed under Favorites can be used tocreatea theProject | Personal > Project regardlessof their _| list of folders you visit frequently. location in Content Server. 6 Navigation | Eachprojecthas its own Project menu | Folders donot have their own Withinthe | for quicklinks to project tools. menu. Project Users can navigate through the project using the optional Project Icon Bar. 7. Special Tools | Inaddition to Discussions, Task Lists and | Can add Discussions, Task Listsand News Channels, projectshave extra _| Channels tofolders the same as tools - email and group notifications, and | within projects. ‘the Project Outline and Overview pages. & Custom Custom Views, News Players, graphics, | Custom Views, News Players, Appearance | and featured items can be createdin graphics, and featured items can be both projects and folders. The Project | createdin both projects and ‘menu, Project Icon Bar andOverview | folders. page can be configured by the Coordinator. 9. Team Projects give the users asense of Users may not have permission to Environment _| workingin ateam environment. ttiseasy | access the permissions area of the forusersto access the participants’list _| folder therefore they will not have and view the list of Guests, Members and | access to see whois an the access Coordinators. ‘control ist. 10. Overhead | Threenewgroupsare created for each | New groups are not created when System project created. When youlogiin to new folders are added. Performance _| Content Server, it needs to build alist of the groups that you belong to including all of your project groups. In addition, a list of projects is created under your Personal menu. This is not 2 concern unless you have hundreds of projects - then the list can be too long to work. with. Content Server Knowledge Fundamentals Page 10-37Chapter 10. Setting Up Your Team Enviranment Summary Projects provide secure, private work environments for teams ‘of people working on and completing a particular project. ‘Access ta the Project Workspaces determined and controlled bby the level of project participation of the individual participant. Project Notification informs participants about the latest ‘changes to the project. Events are automatically purged ona regular basis, ‘The Project Overview page provides project managers with a complete set of fields for outlining the purpose of the project. ‘You can configure the Project News page's tabs to emphasize the Channels that are important to the project. ‘The Project Outline page provides project participants away to easily view specific types of items within a project and its subprojects. Page 10-38 Content Server Knowledge FundamentalsChapter 10. Setting Up Your Team Environment Test Your Knowledge 1 Whenwould it be more advantageous to use 2 project instead of a folder? 2. How-does personal Notification differ from Project Notification? 3. If there.are LiveReports specific to your project, will you find them on the Reports page, or ina folder within the project? 4. What isthe difference between the Project News and personal News? Content Server Knowledge Fun Page 10-39Chapter 10, Setting Up Your Team Environment 5. Does @ Shortcut to a project allow you to navigate to the Project Workspace? What if you are not a member of the project? 6 How would a Project Participant set up email notification about events that occur within a project? Page 10-40 Content Server Knowledge Fundamentals,Chapter 10. Setting Up Your Team Environment Exercises Please complete each section ofthe exercise. if you have time try the exercise challenge. General Overview Inthis exercise, you will create a new project in My Workspace. Your project may be for a new product or service idea for Outdoor Gear (such as a consulting service or a new high-tech product), or for a project that youre currently working on in real if. The purpose of this project's to provide collaborative team environment for your globally dispersed team of people that are workingon the launch of your new product. Overview-Create aProject ‘You will add your new project to Content Server. 1. Create Project Navigate to Personal > My Workspace. ‘b. Select Add Item > Project. ‘The General Info page for anew project is displayed. ¢ On the General Info page: * Inthe Name field enter My Product Launch. * Leave the Description field blank. + Inthe Create From area, leave Blank Project selected. ‘+ Click Next to continue to the next page. d. Onthe Content page: * Leave the defauit status of Pending on the Status drop-down menu. ‘+ Specify a Start Date and Target Date for the project, (you choose the dates) by ‘licking the appropriate calendar. * Inthe Mission, Goals, Objectives, and Initiatives fields enter brief descriptions. (These will appear on the Project Overview page.) * Inthe Options section select Include a Channel, Include a Discussion, and include a Task List the check boxes, © Click Next. You have provided a lot of metadata for your project, including start and target dates. You have also selected the option to create a Channel, Discussion, and Task List within your project. ‘Content Server Knowledgi ‘indamentals Page 10-41Chapter 10. Setting Up Your Team Environment i. On the Participants page: ‘+ Click Next to accept all the defaults for inheriting participants, leaving public access disabled and not sending email notification. Ifyou choose Not now; Ill add particpants later, you will have to add participants to the project by selecting Project > Participants. If Public Access is enabled, all users with the Public Access right enabled can view the project. If E-mail notification is, enabled, Coordinators, Members and Guests will be notified that they have been added toa project. ‘On the Presentation page: Inthe # of Featured Sub-items field select Unlimited. ‘+ Inthe 1st Banner area click Browse Content Server (next to the Image field) to display the Select image Item window. ‘Your project will have a logo displayed at the top of the page. All items that are displayed as featured items will appear at the top as well. ‘Select Content Server from the navigation drop-down listat the top of the page. Click Enterprise > Handy Images » Corporate Graphics. (Click the Select link next to odg logo 2010,jpg. The Select Image Item window closes. Click Finish, The project is now created in My Workspace. Overview- Add Items to a Project ‘You will now populate the project with folders and documents, using documents in the CASampleDocs folder. 2. Additems toa Project a pans Click the My Product Launch project link (fll path is studentx Home > My Product taunch). Click Add Fotder. Name your new folder Product Review and click Add, Click your new folder’s name, Product Review, to open it. Click Add Document (or drag-and-drop the document). Leave the Existing radio button selected and click the Browse button in the Document area, A standard Web browser dialog box opens for selecting the file you want to.add, Navigate to the C:\SampleDocs > SOP Documents folder. Page 10-42 Content Server Knowledge FundamentalsChapter 10. Setting Up Your Team Environment 1h. Select a file of your choice and click the dialog box's Open button, The dialog box closes, and the file path is displayed in the Document area. i. Click Add. The file from your local C: drive is copied to your folder creating anew document. i. Add at least two more documents contained in the SOP Documents folder to Content Server. Navigate to the top level of your project by selecting Project > Workspace. ‘The contents of My Product Launch are displayed. Click Add Folder. Name your folder My Meeting Minutes and click Add. Click your new folder's name, My Meeting Minutes, to openit. (Click Adld Document (or drag-and-drop the document). Leave the Existing radio button selected and click the Browse button in the Document area. A standard Web browser dialog box for selecting the file you want toadd. 4 Navigate to the C:\SampleDocs > Meeting Minutes folder. 1 Selecta file of your choice and click the dialog box’s Open button. The dialog box closes, and the file path s displayed in the Document area. 8 Click Add. The file from your local C: drive is copied to your folder creating a new document. Repeat stepso-s to add another document contained in the Meeting Minutes folder to the project. 6 pera Content Server Knowledge Fundamentals Page 10-43Chapter 10. Setting Up Your Team Environment (Overview Add a New Participant toa Project ‘You will now add the Analysts group as a Guest of the project. 3. Add a New Participant to a Project a ‘Select Project > Participants for the project. ‘The Project Participants page opens. Click Add Participants, ‘The Project Add-Participants page opens. On the right side of the page, select Group Name from the Find drop-cowm lst. Enter an (for Analysts) In the that starts with text box and click Find. From the Role drop-down list next to the Analysts group select Guest. Click Submit atthe bottom of the right frame. The Analysts group is now listed as a Guest in your project, (Click the Done button at the bottom ofthe left frame. You are returned to the Project Participants page. Select Personal > Projects. You can see all projects in which you participate displayed on the My Projects page. Visit some of these projects, You must be a participant in a project in order for it to be listed on My Projects page. For each project that you visit display the project's Project Participants page to verify this. Exercise Challenge Ifyou have time, try the challenge exercise. 1. Set notifications on your project for the team so they havea: b c What's New Report What's Changed Report Discussions and News Report 2 Add some documents ant/or folders then check your Project's Notification page. Note: You may need to wait until your Notification Report runs to view the results. Page 10-44 ‘Content Server Knowledge FundamentalsChapter 10. Setting Up Your Team Environment Answers to Test Your Knowledge 1 2 5. When would it be more advantageous tose a project instead of a folder? {tis more advantageous to use a project instead of a folder when collaborative tools are needed, ‘such as project members, outline/overview, ete How does personal Notification differ from Project Notification? Personal Notification differs from Project Notification in that Project Notification is not sent through email, and has a limited subset of options. Personal interests are chosen by each user. Personal Notification can be sent. there are LiveReports specific to your project, will you find them on the Reports page, or in afolder within the project? The LiveReports specific to your project willbe located inthe project. ‘What is the difference between the Project News and personal News? Project News is configured by the project coordinator, Does a Shortcut to project allow you to navigate to the Project Workspace? What if, ‘you are not a member of the project? ‘A Shortcut allows you to navigate toa project, but you will only be able to browse the project you ‘area participant. How would a Project Participant set up email notification about events that occur within a project? To.set up email notification about events that occur within a project, create an email address to ‘serve the project members and use that email address in one of your personat Notification reports. Content Server Knowledge Fundamentals Page 10-45Chapter 10. Setting Up Your Team Environment Page 10-48 Cantent Server Knowledge FundamentalsChapter 11. Collaboration Tools 11. Collaboration Tools ‘Objectives ‘On completion of this chapter, participants should be able to: ‘© Create a new Discussion; add Topics, post Replies and email-enable the Discussion © Create a(News] Channel © Create a Task List, Task Group, and Milestone; add a Task and view a summary of a Task List. contents, and modify attributes of several Tasks at once. ‘© Create. Poll, vote ina Poll and view the results of a Pol Overview ‘There are a number of tools available that enhance collaboration. ‘The ability to sate documents, and assign and respond to work. ‘assignments. A Discussion isan easy way to collect and share information, without adding to the volumes of email sent and received every day. Task Lists can be used to assign tasks or just to ‘make.a list of action items, while Polls can quickly survey a group of Users to check their viewpoint. And you can broadcast information to different parts of your organization by using departmental Channels. Creating Discussions Discussions offer a forum for colleagues to share knowledge, ‘accumulate ideas, and truly work asa team. Their purpose is imited. People use discussions for troubleshooting, team decision-making, brainstorming, FAQs, and much more. Discussion sa “container”, much like a folder. Discussions ‘contain Topics, and topics contain one or more Replies nested below the topic. ‘When atopic or a reply is posted, a reference document can be attached either from your desktop and/or a copy of adocument already stored in Content Server. Attachments can be viewed as a ‘Web page, opened or downloaded, but they cannot be modified regardless. of permissions, Content Server Knowledge Fundamentals Page f1-1Chapter 11. Collaboration Tools Figure 11-4: ‘Add Discusslon page ‘Access permissions specify who can see a Discussion, who can add toa Discussion, and who has full add/delete ability aver the Discussion. B \Viewall of the Discussions you have access to by selecting. Personal > Discussions. Create Discussion 1. Navigate to the workspace folder in which you want and have permission to adda Discussion (eg, Product Development), 2. Select Add Item » Discussion, ‘The Add Discussion page is displayed. 3. Inthe Name field enter a descriptive name (eg., Customer Care}. ‘4. Inthe Description field enter optional information about the Dison ‘This description is stored as part of the information for the Discussion and canbe used when searching. 5. Click Add. Page 11-2 Content Server Knowledge FundamentalsChapter 11. Collaboration Tools ‘The Discussion is displayed. ae pS eS kas Te ea ee Oe te ee 0 3 seme 0 sae eouaneenne rae eens Figure 12-2: "New Discussion Displayed Participating in Discussions When atopic or a replys posted, a reference document can be attached either from your desktop and/or a copy of a document already stored in Content Server. Attachments canbe viewed as a ‘Web page, opened or downloaded, but they cannot be modified. [A _ The mechanics of posting reply are the same as those for = posting atopic. You can post a reply toa tapic or to another reply (whereas. topicis always posted at the top level of the Discussion). Youwill see a Post Reply icon when you are viewing a topic or reply in a Discussion where you have Write permission. Participating in Discussions Just as you E-Mail Enabled a folder, you can E-Mail Enable a via Emait Discussion in order to participate in the Discussion via email. When ‘enabled, individuals can subscribe to the Discussion and receive and ‘post topics and replies via email. In order to participate via emall, the Discussion will first need to be E-mail Enabled by the Discussion administrator. When posting a reply, your email program's Reply function is used toreply toan etink Discussion, Messages received from an Link enabled Discussion havea unique reply to address which Content Server uses to post the reply. ‘Add a Topicto a Discussion 1. Navigate to the Discussion where you want to post a topic. Content Server Knowledge Fundamentals Page 11-9Chapter 11. Collaboration Tools ‘The Discussion is displayed. Figure 11-3: Diecutslon page. 2. Glick Post Topic. You need to have permission to add topics to the Discussion, ‘The Post a New Topic page is displayed, Figure 11-4: Post a New Tople page ‘Subject Name of the Discussion. If tis left blank, the first 70 characters of the comments will be used to create the subject. ‘Comments Body of the Discussion. ‘Add Content Server Attachment Allows you toadd an item from Content Server and displays. a paperclip icon beside the item, Add Desktop Attachment Allows youto add a file from the local or shared drive. ‘3. Inthe Subject field enter the topic name. 4. Inthe Comments field enter the body of your message, Page 11-4 Content Server Knowledge FundamentalsChapter 11. Collaboration Tools 5, Toadda Content Server attachment, click Browse Content Server, ‘navigate to the document to attach, and then click the Select link to the right ofthe desired item. 6. Toadda Desktop attachment, click Browse to select the file toadd, ‘and click Open. 7. Click Submit to post the topic. ‘You are returned to the Discussion page. 'B._ Inthe Show fei click All to display alt the topics. ‘The posted topicis displayed, Figure 12-5: Posted Topic ‘Subscribe toan eLink Enabled Discussion 11. Navigate tothe Discussion to which you wish to subscribe (eg, ‘Customer Care). 2. Select Functions > E-Mail Enable. “The Discussion must be E-Mail Enabled first in order to subscribe to it Flere 1-6 [Enable Link page 3. Click Enable. Users can now subscribe to the Discussion. Content Server Knowledge Fundamentals Page 11-5Chapter 11. Collaboration Tools 4. Select el Ink Subscribe from ite Functions ments, ‘The Subscibe to eLink pages displayed. dy Subscribe to eLInk Customer Care Figure 11-7: Subscribe toeLInkpage (Ewinie! amtecram@eingthereremanson ‘The RFC 2822 standards are used for the valid email characters. ‘The email address cannot contain a colon and the entire email address has.a maximum of 64 characters. 5. Click Subscibe. 6. Tounsubscribe, selec eLink Unsubscribe from the Discussion's Functions menu and then click the Unsubscribe button. [A _Ontionally. unsubscribe from your email client by replying to an email from the Discussion by typing Unsubscribe inthe Subject line. Post Topics and Replies using Email 1. Topost.a topicto the Discussion, launch your mail program (es, Microsoft Outlook). 2. Createa message using the Discussion’s email address (e.., thegreensquare.com), and click Send. A ‘You can check the Discussion's email address by selecting Functions > Properties > eLink, 3. From Content Server click the Discussion link to open it. ‘4. Inthe Show field click Allo display al the topics. Itmay take a few seconds for the posted message to be displayed. ‘You can refresh (F5) your screen. Page 1-6 Content Server Knowledge FundamentalsChapter 11. Collaboration Tools ‘The topic pasted using email is displayed. er Figure 11-8: Topic Posted Using Email 5. Click the newly pasted topic to open it. ‘The posted topic is displayed. |B vee ta rrr Fe Spot = ety aa ee ate Figure 11-9: jaa toe rar aacsaoemc at | pageeceneriecmnrcrsipoatnunynecane mat moet hres Content Server Knowledge Fundamentals Page 11-7Chapter 11. Collaboration Tools ‘The post areply page's displayed. Figure 11-10: Post Reply page Figure 14-11: Discussion poze Page 18 ‘hare nate nthe test Casio Care moguie about mating he custome ft species ed forthe peng meeting 7. Fillin the fields and click Submit. ‘The Discussion page is displayed again listing the reply. [iia Sahai Geeta (92) Mate the Customer Feel Special —»» ie 2EM AES wes ee RL tase SS ——_—_—_—_—— Neco hon et eke mee a | there tan acon the test Castomer Care magne abot meng the atone met Content Server Knowledge FundamentalsFigure 12-12: Reply in Microsoft Outlook Auto-Subscribe Chapter 11. Collaboration Tools In your email program (eg, Microsoft Office) the reply is listed in ‘your inbox falderas displayed below. aI aa Sas Kent ae Bia Renee ee - Boevsse+ (eels Chtuem mes Deveney Beectet wehiany pests (Po ply en, yom nar tn tion} Tepe Mates ear Bebe Decae knee comm Sap: 3 Be ‘ToUnsibscibe om this Discusion. ead mm esmailto waccibe can crpsi 2 om “The message has a unique reply address that Content Server uses topost the reply. Discussion managers can automatically subscribe (auto-subscribe) {individual users or groups for el ink participation in the Discussion. Keep in mind when auto-subscribing: ‘+ Users participatingin read-only Discussions, for example to publish an FAQ. will only require Read permissions on the Discussion. '* Users who will participate in the Discussion adding topics and replies will require Write permissions on the Discussion, Content Server Knowledge Fundamentals Page 11-9Chapter 13. Collaboration Tools (A Individuals who are auto-subscribed can unsubscribe themselves. They can bere-subscribed by the managers. ‘Subscribe Participants toa Discussion Automatically 1. Navigate to the eLink enabled Discussion (eg, Customer Care}. 2. Select eLink Auto- Subscriptions from its Functions menu. ‘The Auto-subscribe page is displayed, | GIB) auto subscribe: Customer Care Essel Aloe | aatomercr ketrttseroeneaarcons eee naire: -a Beret tng Figure 11-43: io onsen ‘Auto-subseribepoge lo Broowiadpe Macsgee ' a Sf ouontear |@ ) sees a Bo steratone! 3. On the Auto subscribe page select the check box for each user and ‘group that should be auto-subscribed, 4. Glick Update. Users and group selected will be subscribed to the Discussion. 5. Tounsubscribe, select eLink Unsubscribe from the Discussion’s Functions menu. Users will no longer be able to subscribe to the Discussion, 0 Content Server Knowledge FundamentalsTips to Manage Your Discussion Spreading the News Chapter 11. Collaboration Tools Post the purpase of the Discussion as its first topic, along witha ‘welcome message to the audience. ‘+ _ Include in the first posting any rules or naming conventions for topics, ‘= Review and consider closing inactive Discussions by changing, their permissions. ‘© Use Shortcuts or a Custom View page to provide a quick pick of Discussions, and/or list Discussions as featured items for quick access. ‘To broadcast information to some or all members of your organization, consider using a News Item instead of sending an email ‘message that taxes your network and fills your drives with stored ‘messages and attachments. News Items are searchable by default and their attachments are easily accessible whenever you need them. ‘News Items are stories of interest to people in your organization. ‘Channels are containers used to store and “broadcast” the News Items for a particular subject or department. For example, a corporate-wide HR policy change could be added to the Human. Resources News Channel for broadcasting to all personnel. Numerous Channels can be broadcast ona workspace or afolder’s ‘News Player. ‘With Channels and News Items: Present your news via a headline, image, and paragraphs in a story with documents and other attachments. * Thecreator ofa Channel can easily control who will ee the ‘News Itemsin a Channel and who can add the News Items to a Channel. + News items become part of the full text index, which means ‘that users searching for information will find relevant News Items, + Content Server users learn the news via News Players within folders and by “browsing” Channels. + Content Server userscan ask for email notification regarding, news in the Channels they care about most. This is explained in the next section. Content Server Knowledge Fundamentals Page 11-22Chapter 14. Collaboration Tools Look at all of the news that you have access to by selecting. Personal > News. Figure 11-14: Example of aNews Ticker Figure 11-25: Viewing an Example of aNews ‘Channel with News Items. Trade Show Duty up your aly? et Mate moseome ‘Several newsitems are displayed, each with an image, headline and astory, Page 11-22 Content Server Knowledge FundamentalsChapter 11. Collaboration Toots Creating a Channel Posting News Items in a Channel can be the easiest way to make announcements and quickly share informationamongst afewor a few thousandusers. Why would an organization have different Channels? Channels can be directed to different audiences, so that news can be targeted to the appropriate audience. An Accounting department may not care to read the news items posted by the Development team. However, the Human Resources department may wish to broadcast information about holidays or company events toali employees. ‘AChannel's location affects the default permissions that determine who can read the news, who can add news items, and whocan administer it. aS ‘Tomake the active news items froma Channel display in a news ticker at the top of afolder or project, select Properties > Presentation from its Functions menu, and select the Channel name in the News Player field. (Create a News Channel From the folder or project in which you want to create the Channel (e3., Product Development), select Add item > Channel. Content Server Knowledge Fundamentals Page 11-19Chapter 11. Collaboration Tools ‘The Add Channel page is displayed. Figure 11-16: ‘Add Channelpage Figure 11-17: Folder witn Channel Listed Figure 11-18: ‘Channel Permissions page = > eat { DS puma Ped RRR a int tena Nn LIA, 3. Select Permissions from its Functions menu ‘The Permissions page isdisplayed, Page 11-44 ‘Content Server Knowledge FundamentalsTips to Manage Your News Channels ‘Adding a News Item Chapter 11. Collaboration Tools 4. Specify who should be able to read and participate inthe discussion bby modifying or adding users/sroups. 5. Click Done. '» Every organization has corporate-wide news. Maintain a Channel to substantially reduce your network traffic. '® Consider moderating postings to corporate-wide News Channels by asking users to submit News Items toan editor. ‘© The News Player will only display active items. To maintain the News Player, add a Welcome to the News Channel message with anexpiry date of several years in the future. This news item ‘could include information on howto post aNews Item, © Channels in team project areas are more private and can be less formal than ones displayed on the corporate home page. When you createa News item, you provide the headline, the news story itself, and any attachments to accompany the news. ‘There are several ways to add News Items in Content Server: © Goto the Channel for the News Item, and add a News Item from the Add Item menu, © Use the Make News function avaitable for most Content Server items to announce something regarding the item. '* GotoPersonal > News, and click the Create News icon. [News Items do not have permissions oftheir own—access toa ‘News itemis determined by a user's access to the Channel in which itisstored. News tems can have multiple attachments. You can add one Content Server attachment and/or one attachment from your disk ‘when you first create it, but you may edit the News Item toadd more attachments, Create a News Item 4. From within the Channel (eg, Product Channel) select Add item > News. Content Server Knowledge Fundamentals Page 11-15Chapter 14. Collaboration Tools Figure 14-49: ‘Add News page Name Description Effective Date Expiration Date Headline Highlights Page 11-16 ‘The Add News pages displayed. Displayed in the notification reports. Allows you to enter an optional description. Date it starts to appear. It defaults to today's date, Date it ends. It defaults to 2 days from today's date. Displays the heading of the News Item. If left blank, it will be the ‘same as the name. ‘Separate multiple bullet points on the Channel summary page ‘Content Server Knowledge FundamentalsChapter 11. Collaboration Tools Story Text of the News item. It can include text, images, and links froma web page. Image Displays animage (must be added to Content Server before youcan selectit). ALT Text Alternate text will appear when the user places the mouse pointer ‘over the image. ‘Add Content Server Attachment Allows you to add an item from Content Server and displays aperclip icon beside the item. ‘Add Desktop Attachment Allows you to add afile from the local or shared drive. Categories Allows you to select previously created Categories. CCreatein Allows you to browse Content Server to select the container to save your New Items in. 2. Inthe Name field enter name forthe news item (es. Product Satisfaction Survey) In the Highlights field enter « couple of tems. Inthe Story fied enter some data, |n the lage field select an image from the Handy images folder. Fillin the other fields as desired. Verify that the Create in field is populated. f not, click Browse (Content Server to specify the Channe!in which you want your News Item displayed (eg, Product Channel). NOW Aw (H__ youaccessed the Add News page from an item's Make News function, this field will be blank. Content Server Knowledge Fundamentals Pare iia7Chapter 11. Collaboration Tools Figure 11-20 News tem Channel Maintenance Page 118 ‘The News Items displayed in the Channel, 1D Product anne - & Product Satisfaction Survey “surname ‘The Effective Date needs to be in the future so the News Item displays in the Channel and in any news tickers that use the Channel. “Old news items never die." Inother words, when they expire, they are not automatically deleted {in case you want their data later on). Instead, if you want to delete expired News Items, or modify pending or other News Items, you can edit the Channel by: L_Clickinga Channels name to open it for “browsing”. 2. Clicking the News Item's Edit ink to openitfor editing. ‘You may want to have someone assigned to periodically review the ‘Channel to identify the relevant articles, collect them in a summary or archive of some kind, and delete the old News Items. Both pending News Items (with an active datein the future) and ‘expired News Items are fully text searchable, You musthave the Write or Administer privileges to access the Channel's Edit page. News Channels are used to broadcast the latest news; therefore, ‘expired and pending News Items are unavailable to users who do not have Write or Administer access. However, they can still search on these items and get results. “Clean Up" Expired/Pending News items 41. Locate the Channel whose News Items you wish to edit/delete. 2. From the Channe!'s Functions menu select Edit. Content Server Knowledge FundamentalsChapter 11. Collaboration Tools ‘The News Itemsiin the Channel are displayed. [Fema remamwneets & product channel © & Figure 11-21: ‘Channe!'s Edit page displaying ‘Active and Explred News items ‘The News Items are listed in a standard “browser” format, with a special status column showing whether the News Item is active, ‘expired (past its expiration date), or pending (not reached its effective date). 3. From News item's Functions menu you want to edit select Edit. You ‘can change the dates, the story, attachments or any metadata ‘associated with the news iter. 4. Click Update when you are finished. 5. Todelete, select Delete from its Functions menu. ‘The list of news items is redisplayed. Finding Tasks Assigned to You ‘Another excellent collaboration tool is Tasks tt helps define and aid in processing work. A Task is a piece of work that needs to get done. There are two types of Tasks: + Tasks froma TaskList =! which isa set of retated tasks. ‘+ Tasks withina Workflow =! whichisa defined work process {refer to Chapter 12 - initiating and Managing Work Processes). ‘Once either type of Task is assigned to you, its displayed on your Assignments page accessible from your Personal menu. This page uses color-coding to highlight the status and priority of tasks. Content Server Knowledge Fundamentals Page 41-19Chapter 11. Figure 11-22: My Assignments page Collaboration Tools Ust Your Assignments 4. Select Personal > Assignments. ‘The My Assignments pageis displayed, [PA nent ‘The Workfiow Tasks and Task List Tasks assignedto youare listed. Processing Tasks From a Task List ‘Task Lists are very valuable tools for collaborating. People working together ona.sct of tasks can use Task Lists lo dearly define the work to be done and to communicate the progress of their work. ‘Task Lists can be located in any folder in the system. Whereas a ‘Task List displays a set of related tasks, the My Assignments page lists all tasks (from all Task Lists and Workflows) that are assigned toyou. When you work on a Task: ‘+ Youcan use the Comments field to communicate with your colleagues. = Youcan attach documents and other items to the task from the ‘Add New item menu, © Youcan use the Status drop-down list to set an overall status for the task. ‘ATask List task remains on the My Assignments page until you set Its status to Completed or Cancelled, thereby saying that you are finished withit. [FH Viewallof the Task tists that you have access to by choosing Personal > Task Lists. Page 11-20 “Content Server Knowledge FundamentaleChapter 11. Collaboration Tools Update a Task 1. Click the name of a Task List task on the My Assignments page. ‘The Task List details are displayed. toa 2) heench comping prods 019 Figure 11-23: ‘Tasks List Details Depending on your access to the Task List, you will see two or more: editable fields — at least the Comments text bax and Status drop- down list are editable. 2. Read the instructions and other information for the task. 3. Add attachments such as Documents, Shortcuts, Tasks, Text ‘Documents, and URLs. Do not add Polls; they willbe discussed later. ‘4. Modify the Comments text box and Status drop-down list tonote your progress on the work. 5. Click Update Task when you have finished. ‘The information is saved, and all others with access tothe Task List will see your changes. The Task is no longer displayed on My_ Assignments page when you select the Completed or Cancelled status. Content Server Knowledge Fundamentals Page f-21Chapter 11. Collaboration Tools Creating a New Task List ‘One of the most problematic areas of working as a groupis ‘communicating what needs to be done and status updates of what is being done. Task Lists and Tasks provide an excellent means of ‘sharing information about work. To create.a Task List, decide where to place it, what tonameit, and ‘who should have access tot. Here are some ideas touse Task Lists effectively: Managers and team members can quickly post notes about the Jobs that need to be done for their group, with or without assigning the Tasks. + Quickly find the tasks assigned to you by accessing Personal > Assignments, + When performing the work described in the Task, post comments about how the work is progressing for other members of your team. + View the Task List and comments to see haw the work Is progressing. Create a New Task List 1. From the folder or project where you want to store the Task List (eg.. Product Development) select Add ttem > Task List ‘The Add Task List pages displayed. Figure 11-24 Add Tack Letpage Page 11-22 Content Server Knowledge FundamentalsFigure 81-25: ‘Task List Permissions page Creating Milestones Chapter 11. Collaboration Tools 2. Inthe Name field enter a descriptive name (eg. Send Out Survey). 2. Fillin the fields as desired and click Add. The Task List will now be listed inthe folder or project. 4, From the task ist's Functions menu select Permissions. ‘The Task List Permissions page is displayed. 5. Define the Task List permissions for the users/groups. 6 Click Done. Remember that you must give a user or group Write permission in ‘order to assign tasks to that user or group. Milestones can help you organize the tasks in a Task List according to deliverables or other major points in the lifecycle of the work. With a Milestone you can assign a date to several tasks to help monitor ‘them. The tasks can be from different Task groups, but they must all ‘belong to that same Task List. You may only assign one Milestone to. ‘each task, but you canassign multiple Tasks toone Milestone. Creating Milestones before creating tasks may seem counter- intuitive but itis easier to associate new tasks with existing Milestones. ‘Onthe Specific tab of the Milestone’s Properties page, you may specify the actual date that the Milestone was met. Content Server Knowledge Fundamentals Page 11-28Chapter 11. Collaboration Tools Create Milestone 1. From the Task List page (ez. Send Out Survey) select Add Item > Milestone. ‘The Add Milestone pages displayed. Figure 18-26 Ack waestone pate 2. Enter thename and deserition toreflect what the Milestone isused tomeasure 3. Editany optional multiingual valves. 4. Inthe Target Date field enter a date to whatever the Milestoneis used tomessure. 5. Click Add. The Milestoneis displayed inthe task ist acy: ramarmstet seen £) send out survey ~ » Figure 11:27. Mlestone Listed in Taskist Page ibaa Content Server Knowledge FundamentalsChapter 14. Collaboration Tools Creating aNew Task Group Task Lists can become quite large, containing hundreds of Tasks. Create Task Groups to organize the Tasks in a way that will make sense tonewand existing users. ‘Task Groups allow us to “group” tasks in whatever format we choose. A Task Group is essentially a “container” inside the Task List ‘that contains whatever tasks you decide to place inthe group. ‘There is no limit tothe number of Task Groups that you can have in aTask ist. Here are some ideas of when you might use a Task Group: ‘© Togroup tasks by department, suchas the Sales department or IT department. * Togrouptasks by major phases, such as analysis, implementation, and testing, ‘To create a Task Group, decide on the name of the Task Group and then create the Task Group inside of the Task List. ‘Task Groups can pass on default Milestonesif you desire. yyouselect when you create the Task Group, you can always inherit the default Milestones later when creating, individual Tasks inthe Task Group. ‘Add a New Task Group 1. From the Task List select Add item > Task Group, ‘The Add Task Group page's displayed. Content Server Knowledge Fundamentals Page 11-25Chapter 11. Collaboration Tools Figure 11-29% Task Group Listed in Task List Creating a New Task Milestones need to be created before they can be associated with a Task Group. 2. Fillinthe fields as desired, and then click Add, ‘ATask Groups displayed at the bottom of the Task List. ATask includes a set of fields for specifying the work to be done and asset of fields for specifying the Task’s status. Createa Task 4. From either a Task List or the Task Group select Add ttem > Task, Page 11-26 Content Server Knowledge FundamentalsChapter 11. Collaboration Tools Figure 11-20: ‘Add Task page Name Assigned To Start Date Due Date Priority Milestone ‘The Add Task page is displayed. [Bem sd Name of the Task. User or group to whom the taskis assigned (optional). Only users with at least Write permission for the Task List can be assigned the ‘Task. The assignees see the Task on their My Assignments page (on the Personal menu). The My Assignments page is explained in more detaillater. Date on which the Task was created/work should begin. Date on which the Task should be complete (optional) High Medium, or Low. Pending (the default) In Process, Issue, On Hold, Completed, ‘Cancelled. If the Statusis Completed or Cancelled, itis only displayedon the Task List and not on anyone's My Assignments page. Milestone with which to associate this Task. Tontent Server Knowledge Fundamentals Page 11-27Chapter 11. Collaboration Tools Instructions ‘Comments ‘Add Content Server Attachment ‘Add Desktop Attachment Figuweit-at: ‘Task sted in Task List Instructions for the assignees (optional). ‘Comments about the Task, often about the progress being made, are editable by the assignees (optional). Allows you to add an item from Content Server and displays. a paperclip icon beside the item. After the Task is added, the creator and assignees may attach any number of additional items to the Task. Allows you to adda file from the computer. After the Taskis added, the creator and assignees may attach any number of additional items to the Task. Allows you to select previously created Categories. 2. Inthe Name enter a descriptive name, 3. Inthe Milestone field select a milestone. 4. Fillinany of the other fields. 5. Click Add. Anew Task will now be listed in the Task List or Task Group, Page it-2e Content Server Knowledge FundamentalsChapter 11. Collaboration Tools Viewing Task Summary There are three views to look at the status of the Tasks for a Pages particular Task List. These views can be accessed from the Task List ‘menu found in the Global menus at the top of the Task List page. ‘The three views are: ‘© Summary - This displaysa summary of the status ofall ofthe Tasks by Resources and Milestones. Detailed Milestone List - This view organizes the Tasks by the Milestone it is assigned to and then displays the status of the Tasks. © Detailed Resource List - This view organizes the Tasks according to the users and groups they are assigned to {referred to as a Resource) and then displays the status of the Tasks. ‘Access the Summary for a Task List 1. With the Task List displayed select Task List > Summary. ‘The Task List Summary page is displayed. [ame aaa ornare ©) sond ot survey - © Figure 11-32: ‘Task List Summary page omit tae nae rat) 2. Click the Milestone name {eg.. Phase 1} to see more details about the Tasks assigned to a particular Milestone. Content Server Knowledge Fundamentals Page 41-29Chapter 11. Collaboration Tools Figure 11-23: Illestone Derails page AMlllestone Details page is displayed. Fe aaa Ra @ ret -. eons ae seaven ln Weare gen | ome Ofer | =a - Pain | Sette) ‘This page shows the information about al the Tasks for that Milestone and some statistics regarding progress. 3. Click the Beck arrow in the Windows internet Explorer toolbar to go. bback to theprevious screen. 4. Click View Detail 2 next to the user name in the Resources section to display more details about the Tasks assigned to that particular ‘The Assignee Detail page is displayed. {1 Assignee Detatl- Send Cut Survey a= a Figure 18-24: =e: ‘Assignee Detail page “This page shows the information about all Tasks for that user and some statistics regarding progress. 5. Select Task ist> Detail Milestone Lis from the Giobalmenu to display more statistics about the progress according to ll the Milestones. Page tes Content Server Knowledge FundamentalsFigure 11-35: Detail Milestone List page Figure 11-36: Detall Resource List page Editing Your Task List Chapter 11. Collaboration Tools, ‘The Detail Milestone List pageis displayed. I beat tet toner ToT seed bea | enema Keron ras ae peas | titted ‘This page shows the statistics about allthe Milestones. 6. Select Task List» Detail Resource Lis from the Global menu to display more statistics about the progress according to all the resources. ‘The Detail Resource List page's displayed. ‘This page shows the statistics about all the resources. Did several Tasks get completed or cancelled at once? Do youneed toreassign several Tasks at once? You can update several Tasks at once by choosing Edt Items from the Functions menu for the Task List, Milestone, or Task Group. (GA) You need the Administer permission on a Task List ovis Edit Items page. Content Server Knowledge Fundamentals Page 11-32,Chapter 11. Collaboration Tools ‘To update the Tasks, select the check boxes for the Tasks you want. ‘to update, select the check boxes for the attributes youwant to modify for those Tasks, and set the values of those attributes. When ‘you click Update, the edits to all of the Tasks you selected are applied. ‘Some of the changes you can make are: » _ Reassign some or all ofthe Tasks toa specific user. ‘+ Change the due date on some or all of the Tasks. ‘+ Change the priority on some or all of the Tasks. '» Change the status on some or allof the Tasks. © Change the Milestone assigned to some or all of the Tasks. Edit Attributes of Multiple Tasks at Once 1. Select Edit tems from the Task List’s Functions menu, ‘The Edit Items page or the Task List opens. Figure 11-37: Edit tems Page fora Task List 2. Select the check boxes of the attribute(s) that you want tomodify, ‘and setthe attribute(s) to the value you want the Tasks tohave, 3. Select the check boxes of the Task{s) to which you want toapply the. attribute changes. 4. Click Update. ‘The attribute changes are applied and you are returned tothe Task List’sfolde:. Page 11-32 Content Server Knowledge FundamentalsTips to Manage Your Task Lists Creating a Poll Chapter 11. Collaboration Tools '» Use Tasks to note changes that need to be made to documents, or other items then periodically review the Tasks and make the changes in one session. © Consider creating your Task Groups before your Tasks. itis ‘much easier to assign a Task to a group at creation rather than after creatingit. © Consider using a Task Group to assemble action items from ‘each team meeting, or group by subject. ‘Do you want to get your teams input on a key decision? Do you want to find out what everyone wants for lunch today? Do you want toallow your employees to feel free to make comments about new ‘Products or services without feeling as though they are going tobe ‘Punished for expressing their opinion? Well, Polls are your answer. Polls allow you tohave your colleagues or team members participate in the decision process by giving them avenue to ‘express their opinions anonymously. ‘Some examples of when you might use a Poll are: ‘+ Employee's opinion on new products and services. *= Vendors rating the company's customer service. ‘Creating 2new Polls completed in two steps: 4. Gotothe Add Item menu of the folder that you would like to ‘add your Poll. 2. Define the Poll whichis explained in Setting up the Poll. Create a Polt 4. Navigate to the folder or project where you want to store your Poll (eg, Product Development folder) and select Add item > Poll. Content Server Knowledge Fundamentals Page 11-39Chapter 11, Collaboration Tools ‘The Add Poll pages displayed. Figure 12-38: ‘Add Poll page 2. Inthe Name field enter a descriptive name (e.g, Survey Form Opinion). 3. Fill in any other fields as desired, and then click Add. ‘The Pollis displayed in its folder or project. Frets Ts Poll Listed InFolder OE wee | Dat pe tate ean nr tec we npn TIES ‘4. If mecessory select Permissians from the Functions menu for the Pol! to broaden or restrict access. ‘Auser must have See and See Contents permission to vote ina poll. (Once you have created the new Poll in your folder, the next step will Setting Up the Poll bbe to set up the Poll by choosing Edit from its Functions menu. ‘Selecting the Radio Button option requires your users to. ‘choose only one response, whereas the Checkbox option allows your users to choose multiple responses, Fundamentals Page 11-34 Content Server KnowledContent Server Knewiedge Fundamentals Page 11-35Chapter 11. Collaboration Tools 2% opinion - Lunch Caterers ~ « 42. Wha had dha best sere Oosivalsie Oxeme OFmaraice 2 Ma ype of fod do ye rar for ch? Osaxtunch Ome Sede wna Orm 2. When do you te aur eacrers (Chacon) ir tet oge Chtesing semcs arora a1 cot locum ay Pp SetUpaPoll 1. From the Polls Functions menu select Edit (e., Survey Form Opinion). Figure 11-41: SamplePll Voting page Page 11-36 Content Server Knowledge FundamentalsFigure 11-42: atoll page Name Instructions Effective and Expiration Date ALT Text Chapter 11. Collaboration Tools ‘The Edit Poll pages displayed. ‘You can rename the Poll by entering anew name. Enter instructions for the Poll. These instructions will be displayed at the top of the voting screen. Enter a date range during which your users will be allowed to participate in the Poll, Enter your questions under the Question column, enter your choices under the Choices column select either the Radio Button or Checkbox selections under the Choice Selections colurnn, and create a new question box by licking the add new row = con under the Row column. Allow viewing the results before voting - users will see the results. of the poll before they vote. Allow anonymous comments - users will see a comment box when they vote. These comments are anonymous. Displays an image (must be added to Content Server before you can ‘select it). ‘Alternate text will appear when the user places the mouse pointer cover the image. Content Server Knowledge Fundamentals Page 11-37Chapter 11. Collaboration Tools 2. Fillinthe fields as defined belone Description: We want your opinion on the Customer Survey Form. Effective Date: today's date Expiration Date: last day of the next month ‘Question 1: How is the overall appearance? Choices: Excellent, Fair, Poor (Choice Selection: Radio Button ‘Question 2: Which type of customers would this be the most effective for? Choices: Retail, Wholesale, On-line, Mail Order Choice Selection: Checkbox ‘The Edit Poll page with the values filled in, Figure 14-43: EEditPoll with Values page mentale Content Server Knowledge FuniChapter 11. Collaboration Tools ‘Taking aPoll and Viewing Users vote in apoll by dlicking the Poll name, responding to the the Poll Results questions, and clicking Submit. After they vote, the current results of the Poll are displayed. A ‘Comments link displays individual comments. Note that you can only vote once. If you attempt to vote a second time you will see the current results of the Poll. ‘Aword about permissions: + Tocreate or edit a Po!l,auser must have Add Contents and Modify permissions. © Totake aPoll, auser must have See and See Contents permission. LAY opinion - Lunch Caterers ~ » wane rveepsow | = HE zy cor, Flewe 1144 2. hat ype fod ys pra fot le? | ‘Sample Pol Results page seoctinch HE tvmcaare sity Saks 8 Woops TE avon oem, om TE eyes aon, 2. Whee fy merece mre? (Checker oie) | Tar Mang “obing Same doh ae Cot ‘ccc Frecomty Clicking the Comments link displays the individual comments as seenbelow. Content Server Knowledge Fundamentals Page 11-39Chapter 11. Collaberation Tools Figure 11-45: Sample Poll Commentspage Clicking the Results link displays the Poll comments as seen in Figure 11.39. Toke Poll 1. Click the name of the Poll eg. Survey Form Opinion). The Pollisdisplayed. rarpria | Pci Dewemen 4 survey Form Opinion ~ |. Wow the overs! aopearcnce? | Qecennt On OPeee Figure 11-46: “which wpe of ance ners W008 this be tha mone effeczive for? Poll Cree Dowtcteeis Donne sone 2. Respond to the questions and click Submit, Page 11-40 Content Server KnowlChapter 11. Collaboration Tools ‘The Poll results are displayed. rs Fatsstewse! LY survey Form Opinion — » Figure 11-47; PollResults Tips to Manage Your Polls» Ensure your Poll is ina location accessible to the audience. * Consider asking a few testers to test your Poll before expanding. toa larger audience to ensure the instructions and questions arectear. * Many people who take a Potl want to know how the results will bbe presented. You may want to include this in the email announcement. © Donot forgetto provide ashort link directly to the Poll in your ‘email announcement. Content Server Knowledge Fundamentals Page 11-41Chapter 11. Collaboration Tools Summary Page 11-42 Create Discussions and Channels to encourage team members tocollaborate and share information that is stored as part of ‘the intellectual capital of your organization, E-mail Enable discussions so they can be accessed via email. ‘Tasks and Task Lists allow you to coordinate, collaborate, and ‘communicate with a group of calleagues concerning a plece of ‘work to be done. ‘You create Task Lists, Task Groups, Milestones, and Tasks in ‘the same way you create other Content Server items: By ‘choosing the item from the Add Item menu and fillingin the fields. ‘Task Groups allow you to organize Tasksina Task List however ‘you like. You can also assign Milestones to Tasksin order to associate them with particular target dates or events. ‘The Summary pages for a Task List provide statistics and other information about the progress of the Task List, from the perspective of the Task List as a whole, the Tasks for Milestones, and the Tasks assigned to users, ‘You can edit the attributes of multiple Tasks in a Task List at the ‘same time from the Edit Task List page. Polls allow you to have your team members or colleagues participate in group decisions by asking them to vote. ‘You set up a Poll by entering overall instructions, choosing the date range in whichit should be active, and entering the Poll ‘questions, which can be multiple choice (radio buttons) or ‘oultiple response (check boxes). ‘When users take the Poll, they can enter acomment if you have ssetit up that way, and they can see the current Poll results, Content Server Knowledge Funda_Chapter 11. Collaboration Tools Exercises Please complete each section ofthe exercise. f you have time try the exercise challenge, ‘These exercises use Your Student Folder located in Enterprise > Product Development folder that was created in Chapter 3 ~ Sharing Your Knowledge. ‘Overview- Post aNews Item ‘Outdoor Gear uses a Channel in the Product Development folder to make announcements about new products. Post a news item in this Channel about the product that you would like to invent. 1. Post aNews Item @. Navigate to the Product Development Folder, The full path is Enterprise > Product Development. 1b. Click the Product Development Announcements Channel. Select Add Item > News. ‘The Add News page opens and adds the path to the channel in the Create In field. . Inthe Name field enter Studentx News where studentx is equal to your student log in. Ifyou leave the Headline field blank, the headline will be the same as the News Item's name. You can select a News Item name that is a simple “internal” name and then create catchy headline. ‘@.Change the Expiration Date field to keep your news item active for one week. ‘The Effective Date field defaulted to the current date and time. Inthe Story field, enter the fotlowing text: | am pleased to announce the product launch for [replace this text with your product name]. Please visit the Product Development {folder daily for updated information. Inthe Image field click Browse Content Server. The Select Image Item window opens. ‘Inthe Select Image Item window. select Content Server from the navigation drop-down list at the top of the page. i. Click Enterprise > Handy Images > ant-sifs. Cantent Server Knowledge Fundamentals Page 11-43,Chapter 11. Collaboration Tools The ani-gifs folder contains several animated GIF files. Find one that sounds appropriate for your announcement, and then click the Select link next to the image. After you select an image, the Select Image Item window closes, and displays the ath to the image you selected in the Image field. Ifyou want to refer to a Content Server item or to attach a file from your local drive, click Browse Content Server or Browse, as appropriate. Use the online help if you want more information about how to attach items to News Items. Note that when you add a Content Server attachment toa News Item, Content Server makes a shortcut to that item (not a copy). 1. Click Add to add the News Item, ‘The Channel pageis displayed. Overview - Create a Task List and Task Inthis next exercise you will work with Task Lists and Polls. Your team could use Task List to ‘outline the tasks to perform in the development of your product. You want to keep track of how ‘lose youare to completion on various deliverables for the product developmentlifecycle. In this exercise, you will create and manage a Task List for your new product. 2 Create a Task List and Task 4. Navigate to Your Student Folder. The full path is Enterprise > Product Development > Your Student Folder. b. Select Add ttem > Task List. © Name it, Action items, and then click Add. When you are finished, the Task List will be displayed in your folder. 4. Open Action ftems by clicking its name. Select Add item > Task Group. Name it, Development, and click Add. ‘When you are finished, the Task Group will be displayed in the Task List. & Repeat steps e-f to createa second group named Research. 1h. Select Add item > Milestone. i, Name ‘it Design Specifications. Enter a Target Date that is one week from today. Click ‘When you are finished, the Milestone will be displayed in the Task List. 4. Repeat steps h-i, naming your second Milestone Marketing Collateral. Click the name of your Research Task Group. ‘The Task Group is opened. Page 11-44 Content Server Knowledge FundamentalsChapter 11. Collaboration Tools 1. Select Add item > Task. ‘m. Configure the Task as follows: ‘+ Name it, Locate Competitor Products. * Inthe Assigned To field click the Select icon, ‘The Select Assignee window opens. © Click the Students group fink. ‘The members of the Students group are displayed. © Click the Select link next to your student's log in + 1 name (e.g. student2) or another student's log in name. ‘The Select Assignee window closes and the log in of the other student appears the Assigned To field. ‘= Select a Due Date of two days from the current date. ‘Leave the Priority and Status drop-dowm lists with their default values. = Fromthe Milestone drop-down list, select Design Specifications. ‘= Inthe instructions area enter Research alist of Websites for our competitors’ products. © Click Add, ‘When you are finished, the contents of the Research Task Group are displayed. 1n._ Inthe hypertinked navigation trail click your Task tist name, Action ttems. ‘The contents of the Action items Task List are displayed. ‘©. Click your Development Task Group. ‘The contents of the Development Task Group are displayed. p. Select Add ttem > Task. & Configure the Task as follows: © Name it, Create Product Logo. © Inthe Assigned To field click the Selecticon. ‘The Select Assignee window opens. ‘© Click the Select fink next to your student log in name. “The Select Assignee window closes and your log in appearsinthe Assigned To fleld. © Select a Due Date of four days from the current date. '* From the Priority drop-down list select the value of High. ‘+ From the Status drop-down list select In Process. ‘+ From the Milestone drop-down lst select Marketing Collateral. Content Server Knowledge Fundamentals Page 11-45Chapter 11. Collaboration Tools _ ‘+ Inthe instructions area, enter Outsource this to one of our Communications agencies, = Click Add, When you have completed this step, your Task will appear in the Development Task Group. How will you use Tasks and Task Lists in your organization? Consider situations where groups of people need to share information about the progress and details of a set of work that needs tobe done. Remember task information can be found using the search tools. ‘In the hyperlinked navigation trail click on your Task List name, Action Items. ‘The contents of the Action items Task List are displayed. 5. Select Task List > Summary from the Global menu. ‘The Task List Summary page is displayed. Look at the status of all af the Tasks, broken down by Milestones and Resources. The percentage of completed Tasks is updated. Overview Create aNewPoll Inthis exercise, you will create a new poll to get opinions about your new product. 3 Create aNew Poll Navigate to Your Student Folder. Select Add Item > Poll Name it, New Product Survey, and then lick Add, Select Edit from its Functions menu, The Poll page appears. In the Instruction text field enter the following text: Let us know what you think. We are releasing a new product - heated tents - and would like your feedback. Please respond to the questions below and add any comments. ‘Your instructions can set the tone for your users’ feedback. f. Set the Effective Date equal to today. Select an Expiration Date that is a week from the current day. ‘Only the effective date is required, but setting a time limit on your poll is typically more conducive in meeting your business objective. In the Poll area add this question to the Question field: Do you like the product name? In the Choices field enter Yes and click the Add Choice icon. Anadditionat, blank field is displayed in the Choices column, aAggses Page 11-46 Content Server Knowledge FundamentalsChapter 14. Collaboration Tools J Inthe new Choices field enter No and click the Add Choice icon. An additional, blank field is displayed in the Choices column. Inthe new Choices field enter No Opinion. Under Choice Selection for this question, leave the radio button for Radio Button selected. ‘You have configured this question so that your users can only select one answer. {In the Row column click the Add Question icon next to the first question to createan ‘additional question. ‘m. in the Poll area add this second question to the newly expanded Question field: What colors should we use for the initiat product release? 1n._ inthe empty Choices field enter Green and Aqua and click the Add Choice icon. An additional, blank field is displayed in the Choices column. ‘©. Inthe new Choices field enter Orange and Hot Pink. Click the adjoining Add Cholce icon. An additional, blank field is displayed in the Choices column. @_ Inthe new Choices field enter Black and White, Under Choice Selection for this question, select Checkbox. ‘You have configured this question so that your users can select multiple answers. 5. Inthe Options field select Allow anonymous comments to allow your users to leave ‘anonymous comments. Do not select Allow viewing the results before voting, so users ‘cannot view the results of the Poll before they vote. Click Submit. ‘When you submit your changes, your questions will be saved and the poll displayed Inits folder. U. Click the Poll’s name to vote, enter your vote, and then click Submit. ‘When yauare finished, the results of the Poll will be displayed. ¥. Log in as another studentx or visit the folders of a few classmates located in the Product Development folder and vote in their Polls. ff you want to return to your Poll and see whether anyone else has voted, you can just click its name - since you have already voted, and it will show you the latest results. Remember to click the Comments link if you want to see the comments that people entered. 2 Content Server Knowle jamentale PageChapter 11. Collaboration Tools Exercise Challenge Ifyou have time, try the challenge exercise. 1 a 4 5 ‘Add a News Item to a Product Development Announcements Channel arnouncing your Poll and include a link to your Poll. How do you plan to direct people to vote in your Poll? Here is one idea: Make your New Product Survey a News Item (Hint: Look for Make News on the Functions menu). E-Mail Enable your My Product Launch Discussion located in the My Workspace > My Product Launch Project you created in Chapter 10 - Setting Up Your Team Environment. ‘You feel suddenly overwhelmed with an urge to control everything, You decide to reassign all tasks in Action Items to yourself. Use the Edit Items commandon the Task LUst’s Functions menu to easily configure this. Refer to the Editing Your Task List section. Return to the News Item that you added in the Product Development Announcements ‘Channel and add a document to it. (Hint: Navigate to the News Item's Channel. Click the Edit link in the News Item's header.) Find the Gearing Up Project Discussion. (Hint: Select Personal > Discussions to list all the Discussions you have the permission to access, and open the Discussion) Verify you are viewing all topics and replies, including those you may have alreacy read. (How do you do that? You click the All radio button.) Now, click the Report View radio button. ‘What is the difference between Nested View and Report View? Page ii-48 Content Server Knowledge FundamentalsChapter 12. Initiating and Managing Work Processes 12. Initiating and Managing Work Processes Objectives ‘On completion of this chapter, participants should be able to: Improve their understanding of how their organization can use Workflow Respond to Workflow assignments, Initiate a Workflow (using workflow maps that are already defined) Manage Workflows that they initiate Monitor a Workflows progress, and reassign steps, if necessary Overview ‘With the Workflow functionality you can let your system do the ‘work of routing and tracking the work. In this chapter, we give you an introduction to all parts of using Workflow Maps: initiating, them, assigning Workflow steps, processing steps, and monitoring ‘the Workflows status. Using Workflows to Enhance Your Business Processes Increase the potential for Content Server tohelp you manage intellectual capital by designing workflow maps to facilitate and ‘manage your business processes. When setting upa business process, consider: © Arethere standard processes that are unique to my team or ‘organization? Would it help the group if they used Content Server to help them route and monitor the process? © Doyou follow processes that always require a certain series of steps? Would confirmation that the steps were followed be required? © When would you use.a Task List, and when would you use a workfiow? Content Server Knowledge Fundamentals Page 12-1Chapter 12. Initiating and Managing Work Processes — FF ‘Conceptual Diagram of Managing Workflow Page 12-2 Content Server Knowledge FundamentalsChapter 12. Initiating and Managing Work Processes Understanding Workflow Figure 12-2: Elements of a Workflow Workflow Roles and Permissions Workflow processes are defined using Workflow Maps. A Workflow ‘Map author designs the Workflow Map (including any metadata suchas, Attachments, Comments, Attributes, Forms, etc) according tousers' requirements for the business process. ee (ise) a LePROCESS + 1. The WORK PACKAGE |The WORKFLOW ‘When you want a business process to begin. you initiate a ‘Workflow, which copies the map and uses the copy to track and move the work through the process. It follows the Workflows definition to route the work, placingit on ‘the My Assignments page of each task recipient (performer) in turn, [Gq Tolearn how to create Workflow Maps, attend the ‘Workflow Design courses and/or read the ontine help. in this. course, we are focusing onusing maps that have already beencreated. Every Workflow has one or more managers who oversee the ‘Workflow and can intervene if necessary, toreassign steps or redesign the Workflow Instance. Different managers can have different levels of access to the workflow, All managers and the initiator of the Workflow access the Workflow status from their My Workflows page. Content Server Knowledge Fundamentals Page 12-3Chapter 12. Initiating and Managing Work Processes ‘The map author defines who will manage a Workflow, and every instance of the Workflow initiated from the map will have the same management permissions. Users who have See Contents permission to the map can initiate the man. Upon initiation, a copy of the man’s steps and its work package (metadata) are made, and this copy is called a Workflow or Workflow Instance. Uist Your Assignments 1. Logged inas studentx select Personel> Assignments. ‘The My Assignments pageis displayed. Figare 12-3: My Accignments page Allthe tasks assigned to youre listed. 2. Click the name of a task (eg, Review Quarterly report). ‘The details of the task are displayed, IB rerio step, teen Quartet rept = Figure 12-4: — ray Details of Worktiow Task Soe. | ce eee Baer teen tinct ieee am omueica (Check Workdiow Status 1. Select Personal > Workflows, 2. Select the Assignments tab. Page 12-4 ‘Content Server Knowledge FundamentalsChapter 12. Initiating and Managing Work Processes ‘The My Workflows Assignments page is displayed. All the Workflows you manage, initiate, and for which you are assigned Tasks are listed. The Priority and Status columns are color-coded to ensure a quick view of problem areas. ‘The zoomed in view of a My Workflows page is shown below, ‘3. Click the name of a Workflow or Workflow Step instance whose details you want to see. ‘The Workflow Step details are displayed. Figure 12.7: Worldlow Step pare ‘4. Log inwith the admin account and password provided by your instructor, and select Personal > Workflows. Content Server Knowledge Fundamentals Page 12-5Chapter 12. Initiating and Managing Work Processes ‘The My Worktlows page is displayed. FA my worttions (aarti setree_.| — = Fe uaratienk can O rime Bi ane ~ Bese peer se eer Rors Ch 5 estate ee case Faure124 OS tenure D enccoecneimticses My Workflows page OS mamossucton tee CS eters per fr Fr Somat aden are os M a a o a a a 5. Click the name of a Workflow Instance whose details you want to see (eg, Generic Doc Review email test. ‘The Workflow Status page is displayed. FF Weehow sarate Gnan Co Re a et Figure 12-9 ‘Worknow Status page Page 12-6 ‘Content Server Knowledge FundamentalsChapter 12. Initiating and Managing Work Processes ‘The Workflow’s General page displays the links to the components of the Workflow Instance (General, Step List, Mop View, Management and may include Audit, Attachments, Comments, Attributes, and Forms) Processing Tasks From a Workflow ‘A Workflow is a process defined as a set of steps to be followed ina certain order. Workflows allow you to facilitate processes by letting tthe computer handle the labor of moving the work from person-to- personand by makingit easy to track the progress of the work. ‘The My Assignments page, accessible from your Personal menu, displays all the tasks assigned to you. Workflow Tasks appear on this page with the Workflow Step “=! designation. ‘When you open a Workflow Task, youwill finda checklist that provides links to all of the relevant information needed to complete the task. ‘There is.alink for each of the following items traveling with the ‘workflow: © The Overview page displays the Task instructions, as well as links to the Attachments and Comments pages. © The General link lists basic information about the Task, including your instructions, the name of the Workflow manager, and any due date. © The Attachments page contains a folder for documents and ‘other items being worked on during the process, (optional) ©The Comments page isa text bax for sending notes to other ‘Workflow recipients, and sometimes for viewing comments entered by other Workflow participants. (optional) + TheAttributes page lists a set of attributes that you can see and may be required to edit. These attributes can be used to make sure the work follows the right path. (optional) ‘* The Forms page contains electronic forms for you to fill out. (optional) ‘Aside from the Overview and General pages, all of these pages are ‘optional, and will be displayed only ifthe Workflow was designedto present youwith them. Content Server Knowledge Fundamentals age 12-7Chapt 42. Initiating and Man: ing Work Pro ‘The action buttons that are displayed on the bottom of the General ‘tab depend upon how the Workflow was designed. Clicking an action button generally removes the Workflow Step from your ‘tasks page, Buttons you may see include Send On, Agprave/Reject (Okay/Not Okay, Review, and Delegate. ‘Work on a Workfiow Task 1. Login with the studentx account, and select Personal > Workfiows. 2. Select the Assignments tab. 2. Click the name of a workflow step 5! on the My Assignments page (eg, Review Quarterly report). “The Workflow Step page is displayed. SB wecitow seo. tone rte resort TS SR = eure 12-10 fee Workflow Step Page: - ‘Your access to the Workflow Task will determine the list yousee displayed in the Work item area onthe left. 4. Click the Overview link in the Work ttem list. Pageie Content Server Kiawledge FindamentalsChapter 12. Initiating and Managing Work Processes ‘The Overview pages displayed. 5. Clickeach Work Hter listed in the Overview (e.., General, ‘Attachments, Comments and Attributes) to view, add or edit the information contained inthe task. 6 Click the Apply buttons onthe specific Work Hem pages. ‘The current Work Item page is refreshed when you clickits Apply ‘button ~ that is, ifit has one. Some of the pages, such as the ‘Attachments page, have no Apply button, 7. Since the Draft Phase attribute is required on the Attributes page select a value from the drop-down list e.g, First Draft). B Click Apply. 9. Donot click the Send On button yet in class. We will continue with ‘the next section, Attachments, before we send it on. Content Server Knowledge Fundamentals Page 12-9Chapter 12. Initiating and Managing Work Processes ‘The Attachments Page ‘There are five ways of adding a document to the attachments folder: 1 Copy item rom Content Server - this creates a copyof the original item. Changes made to the document are not reflected inthe original and vice-versa. 2. Add document - the new document is copied from your local drive and does not exist in Content Server outside of the Workfiow. 3. Add older ~ creates a new empty folder to house additional attachments. The new folder does not exist in Content Server outside of the Workflow, 4. Add item ~select from the menu choices to add other Content. Server-specificitems. 5. Browse View or Show Drag and Drop View ~ Drag documents toeither view. Work with Attachments 1. Click the Attachments link on the Work Item checklist. ‘The Attachments pageis displayed. a 2 Any current items inthe attachments folder are listed. ‘2. Use the same commands you normally do to open and edit any Items, and using the Add Document, Add Folder and Add Item menu buttons to add new attachments. 3. Toattach a copy of an item stored in Content Server, click Copy item {from Content Server to open a window for selecting the item. Page 12-10 Content Server Knowledge FundamentalsChapter 12. Initiating and Managing Work Processes 4. Navigate to find the items you want to copy and click the Select check boxes. 5. Click Submit to close the Select Workflow Attachments window. ‘The Attachments page with the items copied or added to the workflow is displayed. [IB tt ste Mone ay pt ee ewes2 38 =e ‘Attachments page with Copled a wal ri seers at oo a oi nemesis 6. Toleave the Attachments folder select a different work item in the Work item list. 7. When you are finished with the Task, click one of the buttons at the ‘bottom of the Work item list (¢g., Send On). ‘The names of the buttons at the battom depend on how the \Workfiow was designed ~ you may see Send On, Approve/Accept, Reject, or any other buttons. Regardless of the button you click, the information is saved, and the Task leaves the My Workflows — Assignments (also referred to My Assignments) page. Content Server Knowledge Fundamentals Page 12-11Chapter 12. Initiating and Managing Work Processes Single Page View ‘Workflow Map authors have the ability to alter the Workflow view for individual performer steps so that the interface displays only ‘what is relevant to the performer. ‘The Single Page View option changes the classical view (which makes Use of a right and left menu pane) into one that makes use of a single page to display the Workflow Package. ‘The Workflow Map author has the option to either have the steps use the classical view (the one used by previous versions) or the Single Page view. Both views can be used in a single workflow but for different Tasks. ‘Workflow Maps support multilingual metadata values for ‘the noce name and description. Examples of each are shown below. [UE worktiw seap students Renew Geman SEUET geewiteieeans mm nena =e meee: Figure 12-14: Default Workflow Performer Step A saute serait oping eee ‘The performer has the option of expanding any or all sectionsin the Work Item list, Page 12-12 Content Server Knowledge FundamentalsFigure 12-15: Single Page View Workflow Performer Step Chapter 12. Initiating and Managing Work Processes ‘The Single Page View of the same Workflow is displayed with each ‘expandable section. Reading the Workflow Instance Map. ‘The Workflow Instance map is accessible to those with manager ‘access to the workflow. The map isa useful overview of the business process, and provides an audit trai for the instance in a graphical format. ‘You can interpret the following from a Workflow Instance map: © Decisions that have been made © Whohas the current task © The date and time tasks were completed {you are having some problems seeing the changes you ‘make to your Workfiow, check your browser settings. The browser cache should be set torefresh upon every visit toa page. Content Server Knowledge Fundamentals Page 12-19Chapter 12. Initiating and Managing Work Processes Figure 12-46: General Overview page for an ‘Executing Workflow Other options fram the Workflows page that are available to all ‘Workflowmanagers include: ‘+ Step List and Map View page to display the progress of the work. ‘= Management page which lists all of the managers for this, ‘Workflow and the access they have. + The Audit Trail isting step names and who completed them, the time of the action, etc. ‘Some Workflows are broken down into Sub-Workflows. In this case, you will see maps as steps in the main Workflow, ‘and can drill nto a Sub-Workflow ta see its status. View the Workflow Map 1. Log in with the admin aocount and password provided by your instructor, and select Personal > Workflows. 2. Click the mame of a Workflow Instance (eg, More pencils Purchase Order), ‘The General Overview page for an Executing Workflows, displayed. (IB) wortion statis for More ena archasa Onder meergggpeare A see Page izaa Content Server Knowledge FundamentalsChapter 12. Initiating and Managing Work Processes 3. From the Status Items list click the Map View link. or From the My Workflows page select Properties > Map View from the Functions menu of the Workflow Instance, ‘The Workflow Steps with visual indications of how the work is progressing re displayed. Figure 12:17: Mop View for an Executing Workflow ‘The various icons represent the status of the steps such as the second steps cisplayed with a green border representing the active step. A thumbnail with a small rectangle is available to drag, for repositioning the view (aka, "Birds Eye"). 4. Double-click a step if you want to see more information about it. ‘The detailed information about that step, including any comments entered when the step was performed is displayed. Figure 22-18: Detailed Information of a Step ‘Content Server Knowledge Fundamentals Page 12-15Chapter 12, Initiating and Managing Work Processes Figure 12-19: Detailed Information of aStep {Zoomed In) A zoomed in view of the Detailed Information of the steps shown below. Reassigning Workflow Tasks ‘Workflow managers can reassign Workflow Tasks that are in progress. Completed Workflows cannot be modified. ‘When would you need to reassign Workflow Steps? © Aperson assigned the work has left the organization. © Youwant to remove or add people to the step. ‘= Groups or users have been reassigned to other tasks. Anyuser with full permissions in the Workflow andto the ‘map can also add and remove steps from an executing Workflow —but that requires knowledge of how toauthor a ‘map, which is beyond the scope of this course. Page 1z-16 Content Server Knowledge FundamentalsChapter 12. Initiating and Managing Work Processes Reassign a Workflow Task 1. From the Status items list for page cick the Step List fink. or From the My Workflows page select Properties > Step List from the Functions menu of the Workflow Instance. All of the steps in the Workflow are listed with their status. Figure 12-20: ‘Step Listfora Worldlow [———— a 2. Glick the name of auser/sroup step that is not already completed. or Select General from the Functions menu for the user/sroup step. ‘Adetail page for the Step is displayed. Figure 12-21: Details of aStep Settings. 2. Click the Workdiow tab. My Workflow Settings - Workflow tab is displayed. 3. Inthe Proxy field click the Choose User or Group icon. 4. Search for auser or group and click Select. 5. Click Update. ‘Your proxy cannot pass the proxy to another user. You ‘cannot proxy a proxy. Content Server Knowledge Fundamentals Page 32-19Chapter 12. Initiating and Managing Work Processes Processing Workflow Steps Using Email Figure 12-25: E-mail Enabled Workflow Step \Workdlow provides the option for the map author to E-mail Enable the Workflow Steps. f the Workflow Painter has E-Mail Enabled the Workflow. you may be able to complete a Workflow Task through email, Users assigned a step by email receive an email with the Workflow ‘Step, details, and disposition buttons. Users can open the Workflow and process the Workflow from their email without signinginto Content Server. ‘You have the option to work on the step in Content Server as you would any other assignment that is not E-Mail Enabled. E-Mail Enabled steps appear in your Assignments along with any other assignments. Ifyou are assigned to an E-Mail Enabled step that cannot be completed by email, you will receive a notification email when the steps ready, but you must sign in to Content Server to complete the Assignment. [29 Some E-Mail Enabled steps cannot be completed through ‘email. Content Server does not support updating Workflow Attributes or authentication by email. pene wma Pease conten ‘Youraisen seen erie ap Aaa wth chor el Enabled fe wean Page 12-20 ‘Content Server Knowledge FundamentalsChapter 12. initiating and Managing Work Processes ‘Controlling Workflow Execution Toble 12-4: ‘Managing Workflows In addition to reassigning steps for an executing Workflow, ‘managers with the right permissions can: ‘= Stop the Workflow (which means the Workflow cannot be restarted). ‘¢ Suspend the Workflow (which means it can be restarted later). ‘When would youuse these options? When a Workflow’s last steps are completed, the Workflow is marked as completed. When a Workflow is completed or stopped, ‘the managers with the right permissions can: Delete the Workflow. ‘+ Archive the Workflow. ‘When would you use which option? Wthe Statusis..._ | Youcan... OKor Late ‘Suspend the Workflow Instance by selecting ‘Suspend from the instance’s Functions menu, or ‘Stop the Workflow instance by selecting Stop from the instance’s Functions menu, or bby selectingits check box and using the Stop button, Suspended Resume, Stop, or Modify the route of the Workflow Instance by choosing Resume, ‘Stop or Modify Route from the instance’s Functions menu. You can also Stop the Workflow by selecting its check box and using the Stop button. Completed or Delete or Archive the Workflow Instance by Stopped choosing Delete or Archive from the instance’s Functions menu, or You can also select its check box combined with the Delete or Archive buttons. ‘Content Server Knowledge Fundamentals Page 12-21Chapter 12. Initiating and Managing Work Processes Archived View the Workflow Instance by choosing the Archived radio button at the top of the My ‘Workflows page, or Delete the Workflow instance by choosing, Delete from the instance’s Functions ment orby selecting its check box and theDelete button. ‘The Manager has the following options available for an In Progress, Workflow: Stop, Suspend, and Properties. Figure 12-26: (Options Avallable toa Manager for ‘aninProgress Workflow ‘The Workflow Manager may have any of the following options available fora completed workflow: Archive, Delete, and Properties. Page 12-22 Content Server Knowledge FundamentalsFigure 12-27: ‘Options Available toa Manager for ‘a Completed Workdlow Summary Chapter 12. Initiating and Managing Work Processes ee ee D5) suserwmakesredpernieeciruane * ‘oe Workfiowis a useful way to automate standardized business processes, keeping an audit trail of activities throughout the ‘workflow. Workflows may be flexible or rigidly defined, depending on your requirements. '* When youinitiate a Workflow, Content Server makes a copy of a maps steps and work package and creates what is called a ‘Workflow instance. = You can monitor Workflow Instances using the Personal > My ‘Workflows page and you can get a bird's eye view of the progress of the map from the Map View page. ‘© Users and groups can manage Workflows at different levels. For example, some users may see only the Worllow’s Status, while others may suspend a Workflow, reassign steps and, change its route. Content Server Knowledge Fundamentals Page 12-23Chapter 12. Initiating and Managing Work Processes Test Your Knowledge 1. Ifyou initiate a Workflow, then the author changes the map upon which the Workflow is based, will the Workflow Instance change tao? 2. Ityouare amanager of a Workflow, are you always able to stop the Workflow? 3. Canyoureassign any step in an executing Workflow, if you have the permission? Can you add steps to an executing Workflow if you need to? Page 12-28 Content Server Knowledge FundamentalsChapter 12. Initiating and Managing Work Processes 5. When looking at the Map View, why would a step be crossed out with a blue X? 6 What is the difference between the My Assignments page and the My Workflows > Assignments page? Content Server Knowledge Fundamentals Page 12-25Chapter 12. Initiating and Managing Work Processes Exercises Please complete each section of the exercise. f you have time, try the exercise challenge. Overview- initiate a Workflow Yougeta lot of customer correspondence regarding your product, and you have a standard process for making sure the customer gets a response. As a key player in the Customer Service department, you also oversee al customer correspondence initiated by others. To see how it all works, you will initiate a customer correspondence cycle and monitor correspondence cycles initiated by others, 1. Initiate aWorkflow a. b « a. i Ensure you are logged in with studentx. Select Enterprise » Workspace. Click the Customer Service folder, Locatea Workflow Map named Process Correspondence and cick its name, The General page is displayed. In the initiate As field enter Studentx Correspondence, where stucentx is equal to your student login. Select the due date as two days from today. Click Apply. Click the Attachments link. ‘The Attachments page is displayed. ‘Add any document from the C:\SampleDocs > Customer Correspondence folder. Ityouneed step-by-step instructions for adding a document, refer to your Content Serverhelp files. Click the Attributes link, ‘The Attributes page is displayed. From the Language attribute drop-down list, select English, From the Method of correspondence attribute drop-down lst, select Letter, Click Apply. ‘The Attributes page is refreshed. Click the initiate button to initiate the Workflow. ‘A.confirmation message is displayed when you initiate the Workflow. (This message is customized by the map author.) Click Return, ‘The contents of the Customer Service folder are displayed. Select Personal > Workflows. You see all of the Workflow Instances that you manage on the My Workflows page. You can check on the Workflow you just initiated. Page 12-26 Content Server Knowledge Fundamentalsw x Chapter 12. Initiating and Managing Work Processes Click Studentx Correspondence (where students is equal to your student login) to iook at its status information. ‘The Workflow Status page information is displayed. Click the Map View fink. ‘The Map View page is displayed. You just learned that the person who has been assigned the current step will be in Cancun for the next two months and did not assign a proxy to do their work before they left. You are reassigning the work toa group. Double-click the step with a green border which denotes the current step. ‘The step's General page appears. Answer the following question, recording your answer: Who is currently assigned the work? The current step is assigned to:_. Inthe Reassign To field click the User or Group link. ‘The Step Detail for Users and Groups page is displayed. From the Find drop-down list, select Group Name. In the that starts with field, enter the letter s. Click Find, Click the Select link next to Students. Itautomatically removes the current step from the previous assignee’s My ‘Assignments page and reassigns the current user step to the group you just designated. Navigate to your Persona! > Assignments page. You should see this assignment since you are a part of the students group. Check the Location column for the name of the Workflow. Click the name of the Assignment. Did yousee the group notification? Click OK. This is merely acknowledgement not acceptance of the assignment. ‘You have just learned the correspondence was sent by mistake and want to cancel the Workflow. Return to your Personal Workflows by selecting Personal > Workflows. Click on the name of the Workflow you just initiated. Click Stop in the lower left frame of the page, and click OK to confirm. ‘When you stop the Workflow, it will have you confirm your course of action. It permanentiy stops the Workflow, and removes the current step from the assignee's My Assignments page. Click Archive in the lower lft frame of the page, and click OK to confirm. Itmarks the Workflow as archived in the database. Content Server Knowledge Fundamentals Page 12-27Chapter 12. initiating and Managing Work Processes Exercise Challenge (Overview ~ Process Workflow Steps This exercise is designed to be used when working in your own VMware image, not in a shared environment. If you are not sure, ask your instructor. To begin the exercise you wili be logging in as cho. Process the Workflow steps below. You will ‘need to log in and log out as each user in the process. Don’t get fost! ‘Note: All passwords for the users in this exercise are opentext. 1 Process Workflow Steps a. Login as cho, 1b. Select Personal > Assignments, My Assignments page displays both Workflow and Task List assignments. © Click the Review press release assignment located in the Press release review for Atlin Office opening worktiow. Click the Attachments link. Review the attached document. The document displays in the Open or View as Webpage format. Click Comments. Enter comments about the Workflow. Click Update. Don't forget to update it before navigating away from this page. J. Click the Approve/Accept button. The Workflow returns to kbrowning. & Select the Tools menu > Log-out. 1. Log in as kbrowning. Select Personal > Assignments. Click the Product Marketing Workflow step. Click Delegate to to delegate the step to another user. Click Choose User to find and select Student’. Click Delegate. You can delegate to the group “students” if you prefer. See what happens! im, Select Tools > Log-out. 1 Login as student2. 0, Select Personal > Assignments. P. Click the name of the Product Marketing Workffow step. 4 Click Comments. Enter comments and click Apply. . Your comments are saved to Content Server. Page 12-28 Content Server Knowledge FundamentalsChapter 42. Initiating and Managing Work Processes 5 Click the Send On button. ‘The Workflow moves to the next performer. t Click Tools > Log-out. u. Logins kbrowning. v. Select Personal > Workflows. All workflows you have either initiated or Managed are displayed. W. Click the Press release review for Atlin Office opening. Review the General, Step List, and Comments. "Notice this workflow is completed and marked as completed in the Workflow list. x Answer these questions: 1. Whowas the Initiator? 2. Whowas the Performer for the Review press release step? 3. Review the Map View. Why does one step have a big blue (x) across it? ¥. Click Archive in the tower left frame of the page. Click OK to confirm your request. Itthen marks the workflow as archived in the database. 2 Click Done. ‘You are returned to the My Workflows page. ‘29, Log out and log in, again as your studentx user to continue. ‘Content Server Knowledge Fundamentals Page 12-29Chapter 12. Initiating and Managing Work Processes Answers to Test Your Knowledge 1 If you initiate a Workflow, then the author changes the map upon which the Workflow is based, will the Workflow Instance change too? No. It you are a manager of a Workflow, are you always able to stop the Workflow? ‘Not if you do not have the permission, ‘Can you reassign ony step in an executing Workflow, if you have the permission? Yes. But only these steps that have not been completed yet. ‘Can you add steps to an executing Workflow if you need to? Yes, ‘When looking at the Map View, why would a step be crossed out witha blue X? ‘An evaluate step determined that the step direction should not be taken. ‘What is the difference between the My Assignments page and the My Workflows > Assignments page? The My Assignments paze displays all the tasks assigned to you, and the My Worllows > Assignments page display the Workflows you manage and initiate, On the My Workflows > Status ‘page you can choose to show Not archived or Archived workflows. Page 12-30 Content Server Knowledge FundamerChapter 13. Bullding Your Content Server Community 13. Building Your Content Server Community Objectives On completion of this chapter, participants should be able to: © Create, edit, and delete Content Server groups © Set group leaders to facilitate group management. © Define the differences between and purposes of a department group, the DefaultGroup, and other groups © Create, modify, and delete user accounts ‘© Set default notification for new users ‘© Configure user privileges to control users’ general actions inthe system Overview How your community is defined in Content Servers integral to how your security and information models will flow and how work isassigned. ‘ndefining your community, you will need to determine which user accounts (users) and groups to create, how the groups should be structured, and who should have the privilege to create and ‘maintain users and groups on an ongoing basis. ‘Whether you willbe involved in designing the community model or «will just participate init, this section provides some principles and ‘mechanics for you to know. Content Server Knowledge Fundamentals Page 13-2Chapter 13. Building Your Content Server Community ‘Community Development ‘One of the most important planning items when designing your Content Server community is deciding how to structure the users Figure 13-1: Group Taxonomy that Includes (Organization's Departments and ‘Cross-functional Teams ae . > 2) ° & . ° 2 3 How organizations design their community varies, and there are no hard and fast rules; however, there are guidelines and lessons learned based on designing communities for millions of Content Server users. ‘Questions your implementation team needs to consider: ‘+ What existing groups make up your organization, and how applicableare they to your Content Server hierarchy? Can you duplicate an existing model,or will you have to createanew ‘one? Isthe existing model effective? ‘+ How geographically diverse is your organization? You may have to create groups based on physical location, + Whowill beusing your system now, and who willbe using it in eighteen months, two years, etc? + Many orgenizations havea combination of: “Organizational chart” groups, based on the departmental and reporting structure of the organization (suchas in the rightsdeof Figure 13-1). ~ ‘Cross functional” groups, formed across departments to collaborate on work that needs tobe done (such asin the left sie of Figure 13-1). Page 13-2 Content Server Knowledge FundamentalsChapter 13. Building Your Content Server Community ‘Your goal should be to make the administration of users and groups as ‘simple as possible while ensuring your users have access to the information they need. Remember that creating a projectisa very easy way to create.a “cross-functional” group, plus a workspace in which that group can work However, a project adds more records to the database at the onset than a group does. Carefully consider whether you need the workspace for the group. Intranet or Extranet ‘Will you have “external” users of your Content Server system, such Considerations as vendors, consultants, and customers? Do you want to havea “guest” login? If you are maintaining intellectual capital that is used both by internalstaff and external users, you will of course have to bevvery careful about access control. This might include: = Restricting the ability to edit permissions to the Admin user, and taking away atl permissions from Public Access. ‘+ Using the item creation privileges to severely restrict the kinds ‘ofitems external users can create (refer to the Options for ‘System Administrators section). ‘© Using Projects as places for external users to clo more than just browse — having special Projects be places where users can do things like participate in Discussions and add documents, '* Using Appearances or Content Server Content Manager to provide an interface for users who will only browse for information and never create content. ‘An Appearance applies style sheets to branches of the Content Server hierarchy in order to providea different interface. Content Server Knowledge Fundamentals Page 13-3Chapter 19. Building Your Content Server Community Eras information Management (EM) Figure 13-2: ‘Example Extranets OpenText's Knowledge Center User and Group ‘When a new user account is created, you must specify one group to ‘Taxonomies serve as the department for that user. If that department groupisa ‘subgroup of another group, whichis a subgroup of another group, ‘you can easily add the new user accounts to the groups they need to participate in by assigning them to their base department group. Consider using the following approach to defining your community: 1. Begin by modeling the community according to your, organizationel chart to reflect delegation of responsibility that ‘your organization has defined through job titles. Create list of ‘organizational base-department groups. Define and add user accounts to the department groups. Define community groups, for example all employees at one location. As much as possible, form larger groups from the. smaller subgroups. 4, Define role groups, such as your content managers, again beginning with smallest groups. ep Page 13-4 Content Server Knowledge FundamentalsChapter 13. Building Your Content Server Community Figure 13-2: ‘An Organizational Chart with {Interactions between Content, People and Processes Gee ‘Taxonomies Defined by —_It can beificutt to maintain users and groups when you have large Your Network user communities. f your organization already uses LDAP, ‘Domains, or Active Directories to define user taxonomies, consider Using OpenText Directory Services (OTDS), which allows the system administrator to synchronize and/or authenticate users against a pre-existing user directory source. ‘There are several best practices and methods for installing, configuring, and implementing directory synchronization and authentication when using OTDS and it tends to be unique to each organization. Refer to ££22734531 for more information on best practices. ‘Content Server Knowledge Fundamentals Page 13-5Chapter 13. Building Your Content Server Community Configuring Content Server Users and Groups Important User Administration Terminology ‘Admin User ‘Administration Pages DefaultGroup When Content Server is first installed, there is only one user and ‘one group in the system and it is up to the system administrator to create further users and groups. If the optional eLink module has been installed, it contributes an additional eLink user account. This ‘section describes the mechanics of creating, editing and deleting users and groups to build your community model ‘The main purposes of Content Server usersand groups are: © Toadminister privileges - defining abilities such as whether the user can log in, the kinds of items the user can create, and whether the user can create groups and users, = Tocontrol access, defining whether the user or group cansee, modify, edit, or delete a given itern. = Toassign work, assigning Workflow steps and Task List tasks * Tosetupdefaultnotification for newusers, Every user isa member of atleast one group, and may be amember ‘of many groups. Groups can also contain other groups. Itisimportant to be aware of the following terms specificto Content Server User Administration. A specificuser login that has System Administration and User ‘Administration rights, Full access to all Content Server items, ‘access to all Workflow Instances, and access to all functions on the ‘Administration pages. Refer to the Who is the Admin User? section. ‘The set of pages that provide access to all Content Server administrative tasks. ‘The first group created in a Content Server installation, to which the Admin user is added, This group has.a special function as well, which isto “catch” any user who does not belong to a department group. Refer to the What isthe DefaultGroup? section. The principal group of which auser is amember, normally corresponding to the department in which the user works in the ‘organization, Page 13-6 Content Server Knowledge Fundamentals__Chapter 13. Building Your Content Server Community ‘Content Server Directory An optional Content Server module (CSDS 10.5 will be the last Services yersionreleased) that synchronizes and/or authenticates Content ‘Server users with LDAP (Lightweight Directory Access Protocol) or NTLM (New Technology Lan Manager) users and groups. Typically used to manage large User populations. OTDS is the product of choice moving forward. GroupLeader One personor group within a group who has the permission to add ‘or remove members from the group, as well as to delete the group. Refer tothe Setting a Group Leader section. Privileges System-wide access to perform certain functions in Content Server. Privileges include the ability to create/modify users and groups, to log into Content Server, to administer the Content Server system, ‘and others. Refer to the Adding and Editing Content Server Users section. System Administration Rights Provides access to all items in Content Server, without filtering for permissions. It provides Full access to the Administration pages. ‘functionality if the user knows the password to the Administration pages. User Administration Rights Provides the ability to add users and groups and to modify and delete any user and any group. User Profile Extra metadata for describing a user, including general metadata ‘that's defined when the uses is created and personal metadata that users usually add themselves. Content Server Knowledge Fundamentals Page 13-7Chapter 13. Building Your Content Server Community Who Is the Admin User? ‘An Admin User account is automatically created when the CSv10 ‘software/systemis installed and this account isassigned a base or departmental group of Default Group. ‘This Admin User account has Full access and ful privileges to the Content Server system including the ability to: * Createother users and groups *» Define the access control or permissions for the Enterprise Workspace © Configure various systemsettings * Assign the System Administration privilege to other people » Restore deleted documents using the Undelete Module (core) ‘+ _ Item Creation Privilege for XML DTDs, Live Reports (default) KR aah nin i 8 nr ht) R ners & Groups Figure 13-4: , Role of the Admin User and Other ‘System Administrators dea Vane 8 User Acie) at Lertonnter J ‘Once the Admin User creates other usersin the system, they can assign the System Administration privilege to anyone who will be administering the Content Server system content. Typical Admin User activities include: + View status and contents ofall workflows in the system ‘» Automatically has User Administration rights, other users must be given this privilege ‘= Manage system, for example installing modules or change the database Page 15-8 Content Server Knowledge FundamentalsChapter 13. Building Your Content Server Community ‘The Knowledge Manager Privilege Ifthe Admin User clicks alink on a page that requires work with the system's data, they will be prompted to enter the Admin User's password for these pages before being allowed to proceed further. Users with access to the Admin pages have the ability to: ‘© Assign the Knowledge Manager Privilege © Configure Sidebar / Content Filter /Facet Browsing «Configure Column display ‘© Configure Facets and Columns ‘The User Accounts granted System Admin Privilege can: '* Candelve into anyone's Personal Workspace + Havefull perms on all Content Server items + Viewtthe entire audit tail forall items from the Query Audit Log page ‘© Access and manage the Facet Volume ‘The User Accounts granted System Admin Privilege cannot: ‘+ Change the admin user password * Editing and Delete Groups, untess also granted the User Administrator Privilege ‘+ Access to system workflow instances, ‘The Admin User also assigns the User Administration privilege to ‘users whoare responsible for administering users and groups in Content Server. Typical user administrator tasks include creating and managing users and groups, and assigning privileges to users. ‘The Knowledge Manager privilege gives auser access to the Facets ‘Volume. Additional assigned privileges will allow that user to create Facets, Facet Trees, and custom columns. With this Knowledge ‘Manager privilege the Facets Volume is accessed from the Tools ‘menu so the privileged user will not have access to the System. ‘Adrninistration pages. [4 “The Configure Access Control page allows an administrator torestrict access to groups only and to restrict the restoring of Owner, Owner Group and Public Access to System ‘Administrators only. Content Server Knowledge Fundamentals Page 13-9Chapter 13. Building Your Content Server Community What Is the DefaultGroup? Figure 13-5: Deleting a Group thatisa Department Group ‘When the Content Server system is installed, a special group called DefaultGroup is created. This group servesas the department group for the Admin user, and italso has another purpose: Ifa user's department group is deleted, the user is automatically placed in the DefaultGroup group. Ifthe Collections Department group is deleted, its members’ are set tothe DefaultGroup. ‘We recommend that you refrain from using this group in permissions definitions. You might want to define an organizational procedure for how you plan touse the DefaultGroup. (4 _Byeefautt, and as the only group in anew Content Server ‘system, the DefaultGraup group is used in the access control list for the folder at the top of the Enterprise Workspace. Because of the special nature of this group, we recommend ‘that you replace the DefaultGroup with another group as ‘part of your permissions setup. Page 15-10 ‘Content Server Knowledge FundamentalsChapter 13. Building Your Content Server Community Creating Content Server Groups Figure 13-6: Users and Groups page Figure 13-7: ‘Add New Group page. When you create a group, you define a new set of users that canbe used when defining access permissions and assigning tasks. (When you create a user, you assign the user to.a department group. ‘You can also assign users to any number of other groups. Most organizations define groups for each department, but if this is not appropriate for your system, you should consider the user's, Department group as their “base” group, the group of people with. whom the user collaborates most often. Groups can be made of other groups, and this is often a very good ‘dea, since it makes the overall maintenance of the system much easier. Create a Group 1. Select Enterprise > Users & Groups. ‘The Users and Groups pageis displayed. FBR Users and Grows a | [etd meow ay woe te, 2. Click Add Item and select Group. ‘The Add New Group page is displayed. %_Enteraname for the group (eg, Land Acquistion). ‘The Group Name can be up to 255 characters. 4. Click Submit.Chapter 13. Building Your Content Server Community ‘The Edit Group page is displayed. Figure 13-8: EditGrouppage ‘The Actions column on the left allows you to modify the group, and modify the notifications, Find & Add Allows you to find users and groups to add to the group. ass ar ee hs group Yat te ees or sroupe you wa ‘ade [Bertaaoze EZ] shat etar wa [a nm bs ere ptr bao D snk ink DlAddta group. ainscru ClAddto group ‘sues Ado group ovascrs.e Caddo group EditGroupName Allows you torename the group. Current Group Members Listing of current group members. Modify Notification Allows you to choose which events and reports for Interests and to set the reports behavior and delivery settings. ‘5. Inthe Find field select what you want to find (eg, User Log-in). 6 Inthe that starts with’ field enter a user or group you want to include in the group, or leave it blank to find all the users, and click Find. Page 13-12, Content Server Knowledge FundamentalsChapter 13. Building Your Content Server Community 7. Enable the Add to group check bax for each user and/or group. 8 Click Submit at the bottom of the page. ‘The Edit Group page with current group membersis displayed, NAB cat.croup tans aeusiion aa ‘ativententt gun hats a ramen sen dad ‘ot [Owes] eran | Figure 13-9; Edit Group with Current Group ‘Members 2%. Cllck Bone. Setting a Group Leader Managing al of the ad hoc groups in your Content Server system ‘can be time consuming. Consider selecting a member of a group as ‘the group leader, which gives that member special editing permissions over the group. ‘+ The group leader can add new users and groups to the group, even if that user does not have the privilege to create or ‘modify users and groups. + Thegroup leader can delete the group. * Only one user or subgroup can be set as the group leader. The ‘group leader can assign group leadership to another user or {r0up (passing on” leadership), or eanabeleate his/her leadership. + By default, there is no group leader, which means that only the person who created the group and users with administrative access can edit the group. Content Server Knowledge Fundamentals Page 13-18Chapter 13. Building Your Content Server Communit ‘Who should be the leaders of groups in your organization's Content Server system? [4 Bvadding usersto their group, the group leader can give the same access as other members of the group have to workspaces and folders. Seta Group Leader 1 Inthe Find field select Group Name. 2. Inthe that starts with’ field enter the group to set a group leader (eg. Land Acquisition). 3. Click Find, ‘4. Click the Edit link for the group name. 5 Inthe Actions column on the left of the Edit Group page, click the ‘ame of the user or group you want to designate as group leader. ‘The Edit Group page with information about the user is displayed. Figure 13-10 ait Group with Information about theUser & Click Set as Group Leader. ‘The Actions column is updated to display a visual indicator of the Group Leadership 15, Page 13-44 Content Server Knowledge FundamentalsChapter 13. Building Your Content Server Community 7. ToUnsetagroup leader, select the user from Current Group ‘Members and click the Unset as Group Leader button inthe right frame. {tdoes not require you to have a group leader. Ths roleis optional. Click Done tofinish, The Users and Groups pages displayed. Configuring Default Notification for New Groups Users new to Content Server may not know how to set up ‘notification on Content Server items and events. With this in mind, Yyou' and your user administrators can set notification defaults at ‘the department level. ‘The Modify Settings area of the Edit Group page allows you to define general interests as well as the format and time increments for the three reports. These settings are copied to new users whose department isset tothis group. * Group-teve! notification settings will only serve as the defaults. for new users added to the department after the report settings. have been added. They will not affect existing members of the department. Editing auser (changing the user's department, adding the user tocther groups, etc.) has no effect upon the user's notification settings. you want to ensure that a group of users receives email regarding particular events, the best way isto have your mail server administrator create an email address or that group, then use that group address as the delivery address for one cof your three notification reports. You can then tie that particular report tothe events that you want your group to see. Content Server Knowledge Fundamentals Page 13-15rer 13. Building Your Content Server Communi Fleure 13-41: Edit Group page ‘Set Notification Defaults For a Group 1L_ Inthe Find field select Group Name. 2. Inthe ‘that starts with field enter the group to seta group leader (eg, Land Acquisition}. 3. Click Find. 4. Click the Edit link for a group that serves as a Department group for users. ‘The Edit Group pages displayed. = a 5. Inthe Modify Notification section in the Actions column on the left click the Settings link. Page 13-16 Content Server Knowledge FundamentalsFigure 19-12: ‘Configuring Settings for Group Notifiation | Chapter 13. Building Your Content Server Community ‘The Settings configuration is displayed on the right side of the page. A) Ca De Ce Do Cie Ce On Bn Se Rn Me He Bo oes es eo 1s Be 2a Gu Qs Ge Bs Be Bs Ho Be ae Ss 6 Edita report's settings, ond then click Submit at the bottom. 7. Repeat for each ofthe other reports. ‘The changes are saved, and the right side ofthe page displays the user/group Search Bar. New users added to the group will have these notification report settings by default. ‘8. From the Edit Group page click the Interests ink from the Actions colurnn, Content Server Knowledge Fundamentals Page 13-17Chapter 13. Building Your Content Server Community ‘The General Interests configuration is displayed on the right side of the page. ‘Ua the apd ks aA wwe your ponte Lt Chom tren apart Sigs yoo art mace Fone or ae wet tare a, Flgure 19-29. Configuring General Interests for ‘Group Notification 9. Select the reports from the drop-down lists of the events for which ‘you want new departmental users to receive notification, and then click Submit at the bottom. ‘The changes are saved, and the right side of the page displays the User/group search bar. New users added to the group will have these notification interest settings by default. 10. Click Done tofinish, Page 13-18 Content Server Knowledge FundamentalsChapter 13. Building Your Content Server Community Preparing to Create Content Server Users Each person who has a Content Server login has a user profile that defines the user’s privileges and other basic information. * Before creating users, consider which users should have which privileges. Privileges control auser’s basic abilities within the Content Server system. The various privileges that can be assigned to users are described below in the Adding and Editing Content Server Users section. You can only create, edit and delete users if you have the privilege to do so. + Before creating users, either you or a user administrator should create department groups for those users (refer to the Creating Content Server Groups section). Depending upon your privileges, ‘you may only have the privilege to add users to groups that you ‘created or that youlead as group leader. (Many organizations import users from other areas that are already managed such as Active Directory or SAP. Details for this task are beyond the scope of this course. ‘Shown below are some ofthe interface differences you will see for Users with different User Administration privileges. ‘The following isan example of a System Administrator logged in, Figure 19-14: ‘Users and Groups page with » ‘System Adtoinitrator Logged in Content Server Knowledge Fundamentals Page 13-19Chapter 13. Building Your Content Server Community ‘The following three actions are available for system administrators. Edit Allows the system administrator to modify or delete the user. All ‘others would see the View link. Browse Allows the system administrator to see the user's My Workspace. Groups Allows the system administrator to see the groups of which this user isa member. ‘The following is an example of a user with Modify Users/Groups privilege logged in. Figure 19-15: Users and Groups page with a User ‘With Modify Users/Groups. Privilege Logged In wee =. as me Yee ae se ee ee ‘Whether Edit or View is displayed under Actions depends on the privileges of the person logged in, Page 13-20 Content Server Knowledge FundamentalsChapter 13. Building Your Content Server Community ‘Adding and Editing Content Server Users You can add a user if: + You have at least the create/modify users privilege. ond ‘+ Youhave the ability to modify at least one group. Youcanedit or delete auser ‘+ Youhave the User Administration privilege. ‘+ Youare loggedin as the Admin user. ‘+ Youhave the create/modify users privilege and you want to delete or edit one of the users you created. [G4 _TheSystem Administration privilege does not allow youto administer users and groups. The User Administration privilege provides this ability. a Users can only assign privileges to others that they already possess themselves. Createa User 1. Select Enterprise > Users & Groups. 2. Glick Add ttem and select User. {f the menu is not present or ifthe User menu itemis not present, youdo not have the privilege to add users. Content Server Knowledge Fundamentals Page 13-21,Chapter 13. Building Your Content Server Community ‘The Add New User page isdisplayed PY) aad tiew user gen mame | Figure 13-16: AdldNew User page Atoesnanstint Fleas Accum erated Dear crtejrroctty users Chea erty ad groups Eine| na) This is similar to the Edit User page. LorinName How theuser will log in. The / (stash) characteris invalid and it cannot be left blank (Required) Department Group of users with which the user will most often collaborate. Depending on your permissions you may only be able to select ‘groups youcreated. The system administrator can configure this ‘drop-down to be a dialog box to look up department groups. (Required) Page 13-22 Content Server Knowledge FundamentalsChapter 13. Building Your Content Server Community Password/ Verity Password Passwordsare case-sensitive, FirstName... TimeZone General profile metadata, The Last Name can be up to 64 characters, the Middle Name can be upto 32 characters and the First Name can be up to 64 characters. Privileges The possible available privileges are: Privitege Description Log-in enabled ‘The user is able to log in to Content Server. Public Access ‘The user is part ofthe Public Access enabled permissions group, Cancreate/modify | The user cancreate new users and modify users the users they create (but ont if they create “ ‘a group first or are set as a Group Leader). Cancreate/modify | The user can create new groups and modify Broups ‘the groups they create. User administration | The current user must have User rights Administration rights for this todisplay. “Theuser can create newusers and groups ‘and modify or delete any users and groups, ‘within the system. System ‘The current user must have System administration rights | Administration rights for this to display. ‘The user has unlimited access to all Content ‘Server items except Workflow Status and ‘can perform administrative tasks, provided they also know the password tothe Administration pages. Add your own name filling in the fields appropriately leg,, ppassword=opentext), and then click Submit. ‘The user is added. 4. Toverity, search for the user you just added. intent Server Knowledge Fur Page 19-23Chapter 13. Building Your Content Server Community Editing and Deleting Groups ‘You can edit or delete a group if + Youaretthe group leader, + Youcreated the group. + Youhave the User Administrator privilege. + Youarelosgedinas the Admin user. Editing a group includes changing the group'sname or adding/removing members. You can delete a group to stop its use within Content Server. All the ‘members are removed from the group and if the group was their department group then they are moved to the DefaultGraup group, and the deleted group no longer appearson the Users and Groups age for use innew tasks and access control lists. When you delete.a group, the group is not actually removed from the database: It still appears in the workflows, access control lists and other areas where it was used, with the text “(Delete)” appended to it, so that people perusing the items will know that the group was deleted, Remove Group Members and Delete Groups 1. Select Enterprise > Users & Groups. 2._ Use the Find feature on the Users and Groups page to locate your group. ‘The Users andGroups page is displayed. Figure 19-47: Usersand Groups page ‘3. Glick the Edit link to the right ofthe group you want to edit or delete, Page 13-24 Content Server Knowledge FundamentalsChapter 13. Building Your Content Server Community ‘The Edit Group pages displayed, Figure 13-18: Edit Group Page for anExstng Group 4. Toremave someone from the group click their username. ‘The Edit Group page is displayed. 1 eat croup. Land Acqustion Figure 19-19: Edit Group Page for anExistng ‘Grou 5. Click the Remove From Group button, ‘The page refreshes, and the user or group is no longer displayed on the lst of members. ‘Content Server Knowledge Fundamentals Page 13-25Chapter 13. Building Your Content Server Community 6 Todelete the group, click the Delete Group button in the Actions ‘column on the left. 7. Click OK toacknowledge the deletion of the group. Deleting Content Server Users ‘When you delete a user, Content Server does not actually remove the user from the Content Server system. Instead, it causesthe user's login to appear with the string (Delete). The unique ID ‘number for the user is appended to it wherever the user is involved in the system suchas in group memberships, in access control lists, in the audit trail, and in Workflow or Task Assignments. ‘The action of deleting users irreversible. The only way of “Undeleting” the user or groupii to restore the whole system trom backup, Depending on how the users display is configured by the systemadministrator, youmay not see the word (Delete) appearing after the name. Itneeds to beset to Log-in ID, or appendthe Log-in ID to the Display name must be enabled to display the word (Delete). ‘You cannot add the deleted user tonew groups, assign the user to ‘tasks, add the user to access control ists, or search for the user Using system attributes. The user no longer appears on the Users and Groups page. Itisup to the system administrator to verify that the user's assignments have been reassigned and that the "ownership" of documents and other items has been transferred. You can wr LiveReports to search the access control lists and other tables for this user’s ID number. Page 15-26 Content Server Knowledge FundamentalsChapter 13. Building Your Content Server Community ‘There are a number of tasks to complete before actually deleting a user account. The Knowledge Managers (KM) and Administrators ‘would be responsible for cleaning up the user's work. There isa reference document for the KM and Admins located in the ‘OpenText Knowledge Center (A Technical and Functional Look at Deleting Livelink Users and its Impact httos:/ knowledge. operitext.com/knowledge/cs.dil/apen/KBA700026). [A Consider creating a Former Employes group (depending on the number of usersin your environment), so that they can ‘easily be reinstated. But keep in mind that they wil not appear as deleted users in your system. ‘document created by a user who has been deleted with (Delete) appended to the user name. Figure 13-20: Document Created by aUser Who Has Been Deleted - (Delete) is ‘appended to the user name) ‘Adocument created by a user who has been deleted with (Delete) not appended to the user name. Figure 13-21: Document Created by a User Who Has Been Deleted (Delete) isnot ‘appended to the user name} In the Created By and Owned By fields the user's login along with tthe (Delete) fag and their unique ID number is displayed such as: Uny Wilkerson (Delete) 11686). ‘The (Delete) fag only appears if the system setting, Configure User Name Display, is set to Log-in ID or the Append (Log-in ID} to Display Name system setting is enabled, ‘Content Server Knowledge Fundamentals Page 13-27Chapter 13. Building Your Content Server Community Options for System Administrators ‘There are various other details of user and group administration that are beyond the scope of this course. Talk with your system ‘administrator about configurations and default settings for: ‘= User Name Display: Your system administrator can control the way user names are displayed in places like General Info pages. For example, you may have user logins that are codes (such as G13U7r] and want to display the user’s full name on Content. Server pages. + Password Settings: Your system administrator can control how long passwords remain vaiid and can specify requirements for passwords, such as the number of characters and whether they ‘must include digits or cannot begin or end with adigit. Refer to Figure 13-22 + Add tem Privileges: If you want to limit the types of items that Users can create, you can work with your system administrator todo this. For example, you may want to allow only users who have had Workflow Design training to be able to create workflows. Refer to Figure 13-23 for apartial isting. ‘+ Profile Editing: Your system administrator can specify whether users can edit their personal profiles. YP Contgure Pasmword Settings Tedeecte ae niga easang aca ea en Se [Fo - - a Sl =a vena, | Semen |S a | Con a hee ae = Page 13-28 Content Server Knowledge FundamentalsChapter 13, Building Your Content Server Community AZ Adriracter Object and Usage Privileges erecteeag teem hag geenticote stememey tetmannetenstcoaet stat atc get praia ataegennre crest tear + Eases Sereus other noenzene Seer aigeh mac eis a sca Figure 13.23 ‘Administer Object and Usage Privileges Available to System “Administrators ‘ase aw — = rot Sas cel See foret See Set Bee eet Rat Creat Se Sorat See a = a Seas cen sso = Seuss aun anes ex wea ita aa ea = Ss Pt = se = isa a Sea ie Eten eae HATH UTE ll Content Server Knowledge Fundamentals Page 19-29Chapter 13, Bullding Your Content Server Community Summary © Users and groups are used to assign work and to control access ‘towork ina Content Server system. ‘© There is a set of privileges that control who can create andedit users and groups. + The Admin user is a special login that has Full System and User Administration privileges, © When you createa group. you giveit aname, then assign members toit. ‘+ Most organizations create a group for each department, plus ‘several groups for cross-departmental work. To make group ‘administration as simple as possible, remember that groups can bbe members of groups. f you want your groups to be identical tonetwork directories that are already set up, consider ‘OpenText Directory Services (OTDS),or the Content Server Directory Services (CSDS) module supported through CS 10.5. ‘+ Agroupcanbe assigned a group leader. The leader of a group ‘can add and remove members of the group and can delete the group. + When you create auser, you give the account a loginname and ‘set of user profile information, including the user's privileges regarding general system access and the creation of other users ‘and groups. + Youcan define default notification reports for new users by setting defaults at the department level, using the Edit Group page. + The DefaultGroup group is used to “catch” users whose department groups are deleted. Ifa group isdeleted that is used asa department; allusers in that department are assigned to the DefaultGroup group. + Whena user is deleted, the user's records remainin the system witha special “deleted flag, so that the user's identification is, not lost to the audit tall, Task Assignments, and other areas where itisneeded. ‘+ Work with your system administrator to define password requirements, user name display settings, and other User ‘Administration controls that are available only tosystem, administrators, Page 13-30 ~Content Server Knowledge FundamentalsChapter 19. Building Your Content Server Community Test Your Knowledge L ‘What is the difference between having the System Administration privilege and being logged in as the Admin user? 2. What canusers with the System Administration rights do that users with User ‘Administration rights cannot do? And vice versa? 3. What is the difference between “permissions” and “privileges”? 4. Where are the six privileges listed that you can assign to users on the user profile? Content Server Knowledge Fundamentals Page 13-32Chapter 13. Building Your Content Server Community 5. Canthe leader of Group A create a new user and add that new user to Group A? 6. What happens to Tasks that are assigned toa user that is deleted? 7. Whoin your organization is (or should be) responsible for creating and maintaining the users and groups? How many users will you/de you have? How many groups do you expect to have? Page 15-32 Content Server Knowledge FundamentalsChapter 13. Building Your Content Server Community Exercises Please complete each section of the exercises, (Overview -Create Groups and Users, Inthis exercise, you'll get the chance to practice the mechanics of creating groups and users. Your User login already has the Can create/modify users privilege and the Can create/modify groups privilege, 1. CreateaGroup ‘a. Ensure you are logged in with your studentx user. 6. Tocreate a group to serve as a department within the Outdoor Gear organization: select Enterprise > Users & Groups. ‘The Users and Groups page appears. Select Add ftem > Group. ‘The Add New Group page appears. ._ Inthe Group Name field enter StudentxManagers where x is equal to your student log-in ‘number. Click Submit. ‘The Edit Group page appears so that you may add existing users and groups in the system. & Click Done. ‘The Users and Groups page appears. f. Toverify, select Group Name from the Search drop-down list and click Find. & From the Users and Groups page select Add Item > User. ‘The Add New User page appears. You are creating a new user which you will add to your new group. (On the Add New User page, configure your new user as follows: ‘+ Inthe Log-in Name text box enter StudentxLeader where xis equal to your student {ogrin number. ‘« From the Department drop-down ist select your StudentxManagers group as the user's Department, + Select the Can create/modify users check box. + Leave al the other default settings. + Click Submit. ‘When you complete this step, your user is added, and the Users and Groups page appears. Content Server Knowledge FundamentalsChapter 13. Building Your Content Server Community _ i. From the Find drop-down on the Users and Groups page select Group Name, i Inthe ‘that starts with’ field enter the letter s and click Find. All the groups that start with the letter s are displayed. Click the Edit link for your StudentxManagers group, where x s equal to your student login number. ‘The Edit Group page appears. 1. Inthe Actions column on the left of the Edit Group page under the Current Group ‘Members section, click the name of the StudentxLeader user. 'm. Click the Set as Group Leader button on the right. ‘The left frame displays a visual indicator of the Group Leadership 4 n. Click Dane, ‘The Users and Groups page appears. 0. Select Tools > Log-out. . Login with StudentxLeader where x is equal to your student login number with a blank password since it was not set earlier. @ Click Signin. The Enterprise Workspace is displayed. Select Enterprise > Users & Groups. ‘The Users and Groups page appears. ‘S. From the Users and Groups page select Add ftem > User. ‘The Add New User page appears. Answer the following questions, Record your answers in the empty field. ‘+ What group\s) is/are available to your group leader to select from the Department drop-down list? Why? «| What privileges can the group leader give to the new users? Why? ‘When you have completed answering the above questions, do not worry about completing the add user operation, Log out and log in, again, as your studentx user. Page 13-34 Content Server Knowledge Fundamentals