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User Guide

1. windream TT windream windream Web Client filename I H E Ti annann a i or I x file Explorer B al preview exptorer save as windream FS Web Server Nl eg sa Server vu Server Figure 17 Download files Viewing documents download via filename A document can be opened by clicking the respective document entry in the result list You can use the link to a document column Filename as Hyperlink and for example place it on the Desktop with drag and drop The respective document can then be downloaded with a double click via the Desktop 34 windream web portal pro Saving documents on a local data carrier download via Save as icon You can save documents in a selected destination folder on a local data carrier Single documents are saved by clicking icon A several selected documents or a folder are saved with icon I After a click on one of the icons A or I in the Explorer listview the file download windows will be opened The download process can then be started for the previously selected objects Note If the option for opening the file from its current place of storage is selected it may happen that the dialog for file download will be displayed once again In order to avoid this you will have to select the respective filetype from the folder options of the Windows Explorer and disable the option for confirm
2. windream web portal pro Microsoft Internet Explorer h Set edit lock Use the links for opening the documents 2 State ri ran 2 Ok Saar ei alc ued a Oke FF WocumentationiPro ctsvindream web portalManuallEngishiwrind reamwebportalpro dac Ok Figure 53 Open a document for editing The documents selected will be listed For each file to be edited a line with nthe filename the status and an error description will be displayed If one of the selected files cannot be locked for editing e g no right or file has already been checked out respective entries will be made for the object in the status and error description columns You open the file in its originally associated application with a click on the link You can edit files and remove the edit lock again afterwards With the index search pes you can retrieve the documents which have been locked for editing via the flags and editor indices In the Explorer listview A or in the result list you can identify the documents which are locked for edting by the green presentation In otder to detect the user who locked documents for editing in the Explorer listview you can extend the columns by the flags and the editor columns see chapter Configuration p 95 How to set the edit lock for documents 1 Select the objects to be edited in the Explorer listview 4 or ina result list of windream web portal pro 82 windream web portal pro Click the Chec
3. Checkmark Replace existing objects determines whether existing objects shall be overwritten in the target path or not disabled In this context you casn also decide whether possibly available previous document versions shall be overwritten option Include previous versions In order to copy files including index data you select the respective option Via the option to apply the rights you can set that access rights will also be taken overt Selected objects are copied via icon gt windream web portal pro 87 windream web portal pro Microsoft Internet Explorer Object State v r WProcuct kansgemenbProductsvvindream web portais IndexSearchbng 2 Mew object created Fi Product ManagermentiProducts windream web portafchaptert doc 2 New object created F Product ManagementiProductsiwvindream web portalchapler doc New object created Hf Product ManagementiProductsiwvindream web portalichapterd doc New object created E Product ManagementiProductsywyindream web portaelichapters doc Mew object cresied m Product ManegementiProductswrindream veeb portalichapters doc 2 Mew object cresied i Product ManegementProductswrindream vest portalchaptert doc E Mew object crested T Product ManagementiProductswrindream web portalwveb portal pro p l Replaced existing object ED Product ManagementiProductsivvindream veeb portalyrebportalpro chm Mew object crested Product Management Productswindream web portefssindresm web porta pr
4. E include subfolders Object iz Documentation Projectsw ndream weh portalkanuslEngishichaptert doc m Documentation Projects wrindream veeb portalvanuslEngishichspter2 doc F Documentation Projects windream web portaliManual Engishichapter3 doc DacunenalionProjedsuvndream web partalMarmslEngish haplerd dac DocumnentationiProjectsvyndream veeb portalManualEngishichepters doc Documentatoni Projectsvyndream weeh portalkanuslEngishychapter amp udoc Tl PBocunentaton P roectsvyndresm web portaltvanuallEngiehiwwveb portal propel Documentation Projects wrindream web portalManuallEngishyvindream wen portal pro py DacunenlalionProjedsvvndrean web partalMamalEngishivindreamvehporlaloro doc Figure 41 Create new version The selected objects are displayed in the list The properties of the Bj selected objects can be viewed and edited via icon in column It is possible to include subfolders when enabling the respective option New versions are created after having clicked icon gt 68 windream web portal pro windream web portal pro Microsoft Internet Explorer Create new version Fj Object a Steate Error Descriplion DocumentationiProects windresm web portalienuafEndiskhichapiert doc i Ok m BacunentationiProectswindresen web portal iManualEndish chapters doc Fi ik DacumentationiPrajectstwindresen web portal hanuahEnglishichapter3 doc a OK E DacunenrlaliorProjeclsvindresm web poralhianuaiEngishehaplerd doc 2 Ok
5. global search profiles global searchlet samples hide search expression execute search profile afler loading hide toolbar and search expression show available search profiles load search profile from sub folder windream Product Line Trusted skes Figure 76 Portal site If you have configured the navigation bar in a way that the first line of the menu bar is hidden switch between windream web portal and the portal site via the portal site icon or windream Web Client ay windream web portal pro 111 windream web portal pro Microsoft Internet Explorer Fie Edt view Favorkes Tools Help Q vek amp x a A gt Search I Favorites E Address hitp ffdokutest 8 1 portal asp Dr Explorer fage Index windream searchlets U3 i d private search profiles OFienene G1 GF 2 I E Ahe Objecttype Object path Checked Out Checked Out By Locked global search profiles global searchlet samples hide search expression execute search profile after loading hide toolbar and search expression show available search profiles load search profile from sub folder windream Product Line Trusted skes Figure 77 Portal site without first line of the menu bar The portal site can be designed individually as your personal web portal for example by placing links on search engines or by integrating your personal website The required configurations for the design are executed by a system administra
6. windream web portal pro 79 documents The edit lock can be removed if the editing process has been completed The Set edit lock and the Remove edit lock functions correspond to the same entties in the list of further functions which can be viewed in the navigation bat see also chapter Toolbar in the configurations p 105 Note In contrast to an editing process executed via check out function documents which are changed this way cannot be undone Prerequisites requirement for editing is that you can access the DMS via an Intranet and that you have entered the UNC path in the configurations on the site for general settings via which the Client has been connected to the windream drive see also topic Miscellaneous in the configurations p 104 Editing documents via the Internet is not possible with this function The editing function can only be used for documents which have not been locked and on which you have the right of changing In order to edit documents for which the read only flag has been set you will have to enable the option of ignoring the read only mode Set and remove edit lock The selection of documents is executed in the Explorer listview of windream web portal pro icon or in the result list after a search single or several documents can be edited with a lock using the respective command from the list of further functions or via the check out window ety 80 windream web po
7. 2 sran DOKUTEST Frank Smith W Miler DOKUTEST Wike bler HE aP amp DOKUTEST veindream web portal impersonation user EG vindresm administrators POKUTEST T windrestn documentation DOKUTEST EG vindresm productnanagement DOKUTEST EF vindream sales POKUTEST WE v ndresm test DOMUTEST i winder DOKUTEST windream man user DNOOOSG SBOBAO K g a a a a a a ODODODBEDED Figure 39 Administering rights tab page Rights The users and groups are listed with their assigned rights They are at least equipped with the right of reading The icon in column Group indicates whether the entry represents a user of a group E uset Ez group The login name for users and the group name for groups is presented in column Name The complete user name is listed in column Description The Domain column contains the name of the domain on which the user and group accounts have been registered Columns Read Write and Set Rights are designed for displaying and assigning the respective rights The respective right has been set if the checkmark is enabled in one of the columns Note At least one user or one group must have the right for changing rights and thus for reading in each folder of the windream drive Assigning rights You can change the rights on a document or a folder for all users and groups also in groups which you are not assigned to if you or a group you belong to has been equipped with the right of changing rights on the docume
8. B E windream web portal OI Brochures OI Installation J Manual English Bitmaps E Htm German OI Presentations I windreamBE Public I Specifications Templates Tmp I Training I Fi Bitmaps 0 rm W 36 indexSesrch bmp C ehsptert 1 doc f C choptert 2 doc Y C onsptert doc C chopter2 1 doc C chapter2 2 doe Y C chapter2 doc 1 C chapter3 1 do E C chapters 2 doc F cohapter3 doc m C chapters 1 doc 6 C chapters 2 doc m EJ chapter 4 doc MY C chapters 1 doc C chapters 2 doc E C chapters doc Standard Standard Standard hike Miler Documentation Jd E Mike Miler Documentation HHA Ja E Mike Miler Documentation hike hiller Documentstion Jd E Mike Miler Documentation B B E B EEEO g 3 E Mke Miler Documentation I FE Mike Miler Documentation gd E Mike Miler Documentation B BEBEI B Mke Miler Documentation amp E Mike Miler Documentation J E Mike Miler Documentation E m ke Miler Documentation E Mike Miler Documentation E Mike Miler Documentation JE Mike Miler Documentation 3M 0 2005 10 37 23 AM Mike Miler 3 0 2005 10 37 29 AM Mike Miler 3 0 2005 10 37 29 AM Mike Miler 3M 02005 10 37 29 AM Mike Miler 3M0 2005 10 37 30 AM Mike Miler 3 10 2005 10 37 30 AM Mke Miler o o tru utuutututuTutTuttuttutttuttSsAS BV B B E EE y E E E S S E E E H S E E S E e I Marketing 20 ot SB object s g F GY C chap
9. File Upload E Replace existing objects fl New version Checkin checked out files New version Target Palh a Documentation Froects weindreamn web portal ManualEngish Sittings 2 3 Filename Sze Uplosderd at 1 comenon tmp 798KB 3M0 2005 11 45 25 AM WY 7 Fultestextractedbmp 798KB 3M0Q005 11 46 25 AM 7 History bine 798 KB 3 0 2005 11 46 25 Ah G indices bre TIE KB SMORO0S 14 46 25 Ahl AG uteCyele bmp 798 KB 3M0 2005 11 45 25 Ahi SE Rights bmp 947 KE JH ODDS 11 45 26 Ahi WY 2 Version ino 798 KB SMORO0S 11 46 35 Ahi Figure 34 Importing files via the upload function How to import files via drag and drop with the Upload icon 1 In windream web pottal click the icon of the hierarchic search Explorer E In the Explorer view select the folder in which the files shall be placed Select the files to be stored in the Windows Explorer Drag the files on the Up oad Ei icon in the icon bar of windream web portal pro 5 Enter a comment in the file upload window optional Check the box for replacing available objects if available objects shall be overwritten in the destination folder and check the box for the new version if new versions of the documents shall be generated Check the box for checking in files which have previously been checked out if you want to check in documents and click the checkmark for new version if you versions shall be created on check
10. If you access the windream network drive via the Internet you can also open the documents there directly with the associated original application and edit them In order to be able to do this you must enable the option for redirecting the click to filename and determine how you have connected the windream drive UNC path UNC path to windream drive Via the UNC path Universal Naming Convention you can directly access the windream drive Depending on the operating system enter the mode here with which you have mapped the drive Set scheme Here you can determine the look of windream web portal pro by selecting a scheme Select a scheme from the list to open the desired design Toolbar Here you configure the navigation bar of windream web portal pro For example you can enable the context menu here via which further user specific functions for processing objects can be launched 106 windream web portal pro windream web portal pro Microsoft Internet Explorer E JER File Edit View Favorites Tools Help r ee Wr gt sr z X D 3 Back 4 x a AIF Search Favorites amp D E gt Address http idokutest 81 fconfig index asp Context Explorer vi Go Links gt E Configuration Toolbar settings B Start view FE List view Configure here current Toolbar s look and feel Search options CD Download j Diagnostics Preview Click Save to confirm your settings Click Reset to res
11. The use of wildcards 1s supported only as wildcard for one or any number of character in expressions that begin with the search expression entered Fulltext searches according to text elements are possible as separate searches in the different fulltexts existing for a document or also via all fulltexts e Extracted fulltext e Manual fulltext e Fulltext from fulltext searchable index fields fulltext searchable stringfields e Extended private fulltext windream Business Edition The generation acquisition and editing of the fulltexts is either executed automatically by the windream services or manually via the tab pages Fulltext or Indices in the file properties A seatch in the fulltext can either be executed via the simple search a the quick search gi or the index search E Further information on the different fulltext types can be found in the windream user guide Searching for text elements in the fulltexts In dropdown listbox named Search for of a search function you enter the search expression according to which a search will be executed in the fulltexts of documents Note By selecting further search criteria via quick search button ot via the index search button yw for example by restricting the search to documents of a specific object type you can restrict the search in the fulltexts In order to determine a search expression in field Search for you enter the desired expression in the fie
12. Thus you determine the fulltext to be searched in via dropdown listbox In With option Start fulltext search you set the fulltext which shall be used as default Viewing the extended fulltext search term This option determines whether the extended fulltext search expression is displayed in the simple search ea and in the quick search 2 or not By default search expressions entered will be connected with operator OR in search queries of the simple and the quick search if a fulltext search is executed In order to find documents which contain all search expressions the items can also be connected with operator AND For this windream web portal pro offers the option named Include all words If this option has been switched on windream will extend the search term in the Find field automatically and will display the extended expression if the option for viewing the extended fulltext search expression has been switched on Hide non editable fields in searchlets Enable this option if only those fields shall be displayed in searchlets search profile created with the index search into which search expressions must be entered see chapter windream searchlets p 11 How to determine the blocksize for viewing objects from a result list 1 Click the configuration icon 2 of windream web portal pro 2 Open folder Search options 3 Enter the desired blocksize in field Maximum blocksize for search results 4 Enabl
13. and an error description will be edited If an error occurs with one of the objects to be processed a respective message will be displayed in column Error description The report window is closed via icon x Te How to delete a file a folder 1 Select the objects to be deleted in the Explorer listview M orina result list 2 Click the Dete icon K 3 In the Delete window enable the option to znclude previous versions to also deleted the previous versions of the selected documents 4 Enable the option to include folders if selected folders incl all contained objects shall be removed 5 Check the box to ignore the read only mode if read only files shall also be deleted 6 Click in the Delete window to delete the selected objects i l 7 Close the report window via icon xi 95 windream web portal pro Configuration You can make personal settings in the windream web portal pro configurations Changed settings will only become effective after a renewed logon to windream web portal pro Personal settings windream web portal pro This site presents options for general and personal settings for example version number of windream web portal pro the name of the windream Server or the language version windream web portal pro Microsoft Internet Explorer File Edit View Favorites Tools Help ak Q pack Q ix E A po Search JF Favorites amp OS G E pr 4 Address http dokutest 81 configl
14. An upload via drag amp drop or via a dialog by clicking the icon Microsoft Web Publishing ActiveX is only possible with Microsoft s Internet Explorer Netscape cannot display any ActiveX components Note If you use Microsoft Internet Explorer and if the upload icon EJ does not occur in the windream icon bar this may have different reasons Either the option for viewing the upload Control has not been enabled in the configuration on the page for configuring the navigation bar or Microsoft Web Publishing Wizard is not installed In this case ask your system administrator Creating a new folder In order to create a new folder you first switch to the hierarchic search Explorer In the Explorer view you select the destination directory and click the New folder bd icon windream web portal pro windream web portal pro Microsoft Internet Explorer na New folder Folder vwindream web portal Please insert a name Target Path J Product Management Products Figure 29 New Folder Create folder Via the properties icon in column you can view the folder properties of the destination directory Enter the name of the new folder in the respective field and click El 47 48 windream web portal pro Help 3 State Error Deseription Figure 30 New Folder Created Index folder You can index the folder via the link in column Object or via the properties icon in column You can also view and edit
15. DMS on its start up page windream web portal pro Logon to windream web portal pro In order to launch windream web pottal pro you will have to start your Webbrowser Then you enter the URL of the Webserver over which you can log on to the windream DMS windream web portal pro Microsoft Internet Explorer File Edt View Favorites Tools Help Q ext X 2 a J search SF Favorites Ea 2 ns 3 3 Address http f dokutest 81 defauk asptang 9 windream web portal Logon to windre am Please log in to the windream web portal pro first Enter user name and passyvord EUTM English v ve OO O Password FP Domain Logon Jf Reset Jf Help Trusted skes Figure 1 Logon to the windream Server When logging on to windream you enter the user ID Name and Password on the start page under which you also log on to your workstation Computer Enter the domain designator in the respective field which you also use when logging in to your workstation Then you select the desired language version and enable the Logon command button Enable the respective button to discard entries and to reset the field contents of the logon form if you do not want to log on or if you want to select another account Try logon once again or logon with another user ID If you want to log on once again or with another ID you will have to call the logon form again using icon Logout HD Enter the desired user data and enable command button
16. E Mike Miter Documentation Documentation Projects windream web portaiManuallEngish a FJ chapfert doc a H a A E Mike Miler Documentation WocumentationlProectswindream web portalManuallEngish C chaptert doc G AG A S Standard DocumnentalionlProjectsuindreamBEManusl E C chapter2 1 doc BI 6 ike miter Documentation Documentation Projects wrindream web porte ManualEngish Y C chapter2 doc G HA ARE Mee miter Documentation Documentation Projects wrindream web portalManuallEngish C chapter3 1 doc GH 52 B Mike Miler Documentation Documentation Projectswindream web portelMarwallEngish m O Trusted skes Figure 11 Conducting a Quick Search Search documents of specific creators Search users In order to find documents of a specific creator you apply the creator s name to the Creator field by clicking the icon Search user A list will be displayed in the lower part of the browser window in which you can find the desired creator names Current User Mike Miller DORKUTEST Figure 12 Search for creator After a search which is started via the Q icon the names of those windream users whose accounts have been configured on the selected domain will be displayed 18 windream web portal pro Documents of current user Documents that have been created by the currently logged in user can be found by selecting the first entry of the list named Current user presented in red letters Filter The filt
17. Froedskvindresam y mH LE E EE B B PpD v IA Ze Figure 78 windream searchlet with a global search profile windream searchlets without determination of search profile The searchlet displays a dropdown list box which contains the available seatch profiles These are either the profiles of the current user private search profiles or the public search profiles global search profiles After having selected a profile you conduct the search process by clicking A If search profiles have not been filled with values yet you will have to enter the desired search expression before starting the process windream web portal pro Microsoft Internet Explorer File Edt Yew Favorkes Took Help Q sxx Q 2 a A J search I Favortes eo fr 3 3 Address 4B http fdokutest 31 portal asp Dir Explorer amp Page Index bd eae checked out last week bywdf Y P he l F More functions Y windream searchlets private search profiles global search profiles Object Type Documentation global searchlet samples Index Condition Value Operator hide search expression Checked Out By Equal execute search profile after loading hide toolbar and search expression show available search profiles load search profile from sub folder C Finare O SE 2 3 EE author Object type Object path Checked Out Checked Out By Locked windream Product Line O Trusted skes Figure 79 windream searchlet w
18. HA la om Er seanse web portslivisnusbendishvebportalgro crm H 2 JE ipmProj p 4 portal propet E on ME Figure 44 Check out Objects execute download The selected objects are listed A line with the filename the status and an error description is displayed for each file to be checked out If a file cannot be checked out for example due to missing rights respective entries will be edited in the status and the error description columns of the objects You can edit and view the object properties via icon in column 72 windream web portal pro Documents to be checked out can either be separately downloaded via the link on the filename or via icon A or you collect several files for compressing them as a ZIP file via icon I T File Download Do you want to open or save this file Ii Name download zip Type Winzip File 1 66 MB From dokutest While files from the Internet can be useful some files can potentially harm your computer IF pou do not trust the source do not open or save this file Whats the risk Figure 45 Checking objects out download completed Note By default all documents to be checked out are highlighted and will automatically be zipped in a ZIP file before being downloaded In the configurations amp you can determine different options for downloading files see chapter Configuration p 101 Here you also determine the maximum number of files to be compressed in a ZIP fil
19. Search windream web portal pro offers a function to find documents according to their assigned object type and the connected type specific index properties The search expressions entered in the different index fields are connected with operator AND by windream Single search expressions within an index field are connected with OR Options for the current search can be edited via the icon windream web portal pro Microsoft Internet Explorer File Edit View Favorites Tools Help Q ext Q x a A Search Pe Favorites Ea CST Sa 3 Address E http dokukest B1 searchitype asp v ge Links gt m mare one m r LO Va a M yeh 2 More funcions v BE Open Search Profile v X O riknar O A 3 3 E Author Object type Object path Checked Out Object Type All Object Types O Trusted skes Figure 15 Object Type Search How to conduct an object type search Click the icon of the Object Type Search Ag Select the desired entry from the dropdown list Object Type Enter the desired values in the object type specific index fields RR Q N e Determine the options for the search via the icon or in the configurations on the page of the search options This depends on the question whether the conditions shall only be valid for the current search or for all searches see chapter Editing options for the current search p 15 E g enable the respective checkboxes if previous versions sha
20. Working with search profiles p 28 If no specific options have been determined the globally determined search options will be valid here windream web portal pro Microsoft Internet Explorer DER File Edit View Favorites Tools Help r N N a2 ST Gs Q x a A p Search SF Favorites amp 5 G E pri A Address E http fdokutest 81 configlindex asp Context Explorer v gt Go Links gt Configuration of search options El Configuration B Start view Configure the search options here The block size determines the amount of hits to be displayed in the result list F List view Other settings like Search Folder Subfolder Case Sensitive Search etc are default settings as lang as no search profile is loaded amp Search options ED Download Click Save to confirm your settings Click Reset to restore the latest settings m Diagnostics Preview fil Miscellaneous Toolbar l Portal Site Search in Consider Subfolder Maximum block size for search results 20 5 1000 Consider Previous Versions While Searching Search Case Sensitive Separator for vector fields Start full text search in refers to simple and quick search Show expanded full text search term for the search option include all words refers to simple and quick search Fulltext extracted Hide read only fields within searchlets Trusted sites Figure 69 Configuration Search options Maximum blocksize for sea
21. as hyperlinks external URLs These are e links on filenames and folders column Filename the preview column and the download Save as A I column I in the Explorer listview and in the result lists These links can for example be placed on the Desktop via drag and drop they can be copied to the clipboard as link or they can be sent via e mail In order to be able to execute actions via these hyperlinks a user must be logged in to windream via windream web portal pro Send error messages and information to Support If errors occur while working with windream web portal pro the system will display a respective message in a separate browser window You can get more details on the respective error by clicking the respective command button This description can be sent to the windream support via e mail The link at the end of the message will start your mail application and the error description will be attached to the e mail message Note Please note that the maximum number of characters in an e mail message containing error reports is limited to 250 characters if you use MS Internet Explorer and MS Outlook as e mail Client This problem is a specific property of the Microsoft Software Messages exceeding the number of 250 characters must be copied in the browser window and must be inserted into the mail body manually windream web portal pro Retrieving documents The retrieval functions of the Webclient corre
22. can change the presentation of the result list meaning the type and number of columns displayed Change presentation of result list The types and the number of columns displayed can be set individually You can determine up to ten additional columns which are displayed in the result list In order to configure columns you switch to the configuration of windream web portal pro by clicking icon Es see chapter Configuration page 95 Change sorting of the list The list can be sorted by clicking the desired column header which will sort the list according to the respective criterion The selection can be reversed by clicking once again Download documents You can download documents in order to view or edit them The following methods are possible windream web portal pro 33 e Open files directly from their current place of storage via filename link or document preview e Store files on an external data carrier outside the DMS via one of the icons Save as H or a A private directory will be created for each user on the Webserver IMP directory This directory is created after logon to windream and deleted after logout or after a time out When downloading files from windream will first be placed in this directory of the Webserver Objects will then be downloaded from there File download with av windream web portal Download files Open via filename or Preview 31 oron data carrier Save as I H
23. can determine whether existing objects will be overwritten in the destination folder or whether checked out documents are to be checked in again A further option is to create new versions when uploading files 56 windream web portal pro Click gt to store the selected objects in windream The process is logged in the report window A line with the filename the status and an error description will be edited If an error occurs the entries will be displayed in the status and the error description column Index objects Via the link in column Destination Directory ot via the properties icon Properties in column you can index the file or you can view and edit the file properties windream web portal pro 57 Editing documents Stored documents can be edited via windream web portal pro The modification of the original files is executed with the registered original application after a file download Modified documents are stored in windream again via upload When editing documents copies of the respective documents can be ex and imported from into the DMS they can be checked out and checked in again In addition to this documents can also be locked for editing exclusively This way documents will be locked for other users and can be edited in the DMS directly After having finished the document modification the edit lock will be removed again Index data of documents and folders can be acquired for new
24. data carrier which you want to save in windream 5 Click in window New File 6 Enter a comment in the following window optional windream web portal pro 7 Enable the respective checkmark if you want to replace existing objects 8 Enable the New Version checkmark to create a new version of the document 9 Click E to save the file in windream The new file will be displayed as a link in the list You can index the file over this link or via the file properties with button Note If you use Microsoft Internet Explorer and Microsoft Web Publishing ActiveX is installed you can also execute an upload process via drag and drop from the Windows Explorer by clicking the Upload sd icon in windream web portal pro Using this method it is also possible to import several files at the same time Upload via the Upload icon With the Upload z function you import files via drag and drop or in a dialog oriented way from the Windows Explorer via the upload directory into windream Via the upload function you can create new files in windream or check in files again which have been checked out previously An upload process can be started for a single or for several files simultaneously A requirement is that you use Microsoft Internet Explorer and that the upload control page is visible which must have been configured on the configuration page of the Toolbar see chapter Toolbar p 105 windream web portal pro 53
25. description will be edited If an error occurs with one of the objects to be checked in a respective message will be displayed in column Error description and in the status column The files can be indexed via the link in the object column or via the properties in column You can also view and edit the file propetties How to check in documents 1 Select the object to be checked in from the Explorer listview 25 or in a result list Click the Check in icon cel Select the file to be checked in via the Browse button Click Enter an optional comment in the Check in window I 8 W DR If you do not want to overwrite the documents in the DMS by the checked in copy enable the New Version button Click El 8 Close the report window via icon ix windream web portal pro T Undo check out Documents for which a check out process shall be undone are selected in the Explorer listview or in the result list after a retrieval process The Undo icon 4 will undo the check out of one of several documents This function can only be applied for documents which have been checked out by yourself Check out processes previously executed by other users can be undone by a system administrator only via the windream Management Console Please read further information in the windream Client description windream web portal pro Microsoft Internet Explorer gt Undo CheckOut Include subfolders E Remove edit loc
26. entry in column The 12 windream web portal pro preview column will only be displayed if this option has been set in the configuration You can use the link on the preview of a document as hyperlink and place it with drag and drop on the Desktop The document preview can then be opened from the Desktop with a double click Viewing fulltexts Different fulltexts may exist for each document stored in windream The following types of fulltext are considered e Extracted fulltext e Manual fulltext e Fulltext from fulltext searchable index fields fulltext searchable stringfields and e Extended private fulltext The generation acquisition and editing of the fulltexts is either executed automatically by the windream services windream fulltext indexing service windream DMS service or manually via tab pages Fulltext and Indices in the file properties You can also find documents with windream web portal pro by searching documents according to contained text elements In this case the search can either be conducted in the different fulltext types or in all fulltext types simultaneously Note Fulltexts can also be generated for folders This way you can acquire and edit manual fulltext via tab page Fud text of the folder properties Contents which you enter during the editing of index criteria in fulltext searchable index fields will be extracted and stored as fulltext It is also possible to acquire and edit priva
27. executed as the requirements like access rights are not fulfilled will be 58 windream web portal pro excluded from editing Respective notes can be found in the report window of windream web portal pro Reporting editing processes report window Specific editing processes will be logged The result is displayed in a report window after having finished the process Information on the type of process the procedure and the status will be viewed If errors occur error descriptions will additionally be displayed Requirements for editing objects Access rights A basic requirement for all editing processes is that you have the necessary rights A document can only be changed if a user or the group to which he belongs has been equipped with the right of changing the document This is also valid for changing index data for creating new versions or for changing the rights Lock document for editing Documents will be locked for being edited by windream under certain circumstances This ensures that only one user will get access for editing a document All other users can only read the document during this period of time but they cannot change it Indexing objects When stored in the DMS all objects will be equipped with object related index properties like date version object type or keyword accotding to which they can be retrieved in the database or in the windream archive In this context there is a differentiation
28. from groups of radio buttons and checkboxes A multiselection is also possible if it has been defined respectively Dropdown comboboxes offer the opportunity to acquire further entries in addition to the existing ones Presettings or dropdown lists As input help fields can contain presettings for example as dropdown lists from which entries can be applied How to index an object 1 Select the object for which you want to edit the index data in a report window in the Explorer listview or ina result list Click the Properties icon Switch to tab page Indices Select the object type from the dropdown list Object Type Enter the index data into the fields N WO B W DR Click icon gt to save the entries 62 windream web portal pro windream rights The administration of rights in windream is based on the user and group concept of Windows NT The NT users and groups and the group membership of users are determined in the Windows NT user administration The classification of users and groups as windream users and groups and their administration is executed over the windream Management Console WMC A description of the user administration of Windows NT can be found in the windream user guide The access rights of windream users and groups read change assign rights to documents and folders are administered over the tab page Rights of the object properties The assignment of access rights is ex
29. iDocumentationiProects windream web portal vanakEnglishichapfers doc iv tak PocumnenrtationiFrojectsuvindresm web portelfvianuakEnglishichapiert doc i Ok T Documentation Projects weindresn web portaliManualEngish web portal prop a Ok E PocurnenrtatiorirFroectsvindresm web portalhianualEngihtaindr egn web portal pro ppt Fi Ck DaocunenfalionProjectstvindresm vek portalksnuskerolshvindresmyveboortspro doc Fl Ok il Figure 42 Create new version report The process is logged in the report window A line with the filename the status and an error description will be edited If an error occurs with one of the objects to be processed a respective message will be displayed in column Error description The report window can be closed by clicking Ed How to create a new version 1 Select the documents for which a new version shall be created in the Explorer listview A or in a result list 2 Click the icon for creating a new version Pal 3 Enable checkmark Include subfolders optional 4 Click icon in window Create new version Fe I 5 Close the report window with icon xi New version on check in It is possible to determine the automized generation of new versions when documents are checked in On the one hand it is possible to determine the automatic creation of a new version on check in if this option has been set in the WMC for documents of a certain object type On the other hand the option can also be
30. information can be found in the windream user manual windream web portal pro Microsoft Internet Explorer a Checkin Please select a file E Remove edit lock B Object m Documentation Projectswindream web portalvanualEngishivyindreamvawebportakowa ck FADocuments and Settings MillenMy D Figure 47 Check in objects select file The file to be checked in is displayed in the list The propetties of the object can be viewed when clicking the properties icon in column The file to be checked in is selected via the browse button Click to determine the check in options on the following site windream web portal pro 15 windream web portal pro Microsoft Internet Explorer Checkin 4 comment E New version Object Documentation Projects windream vet portalvanualiengishivvindreanaweb portal ck Ve Oe leh ae ee ee gee FL Ein he file no vindream Click Ok File windreamwebportalpro doc posted successtully Figure 48 Check in objects upload You can enter a personal comment in the respective field This entry will be added to the document history A further option is to create a new version during the check in process Click Mat to upload the file 76 windream web portal pro windream web portal pro Microsoft Internet Explorer Checkin Figure 49 Check in objects report The process is logged in the report window A line with the filename the status and an error
31. lists into input fields either e viaa link or e via icon Apply value windream web portal pro Opening a dropdown list via a link and applying values In order to apply an element from a dropdown list into an input field you open the list with a click on the respective link field designator of the assigned input field Select the desired entry in the list to apply it into the input field The assigned input field can be initialised by selecting the empty entry from a dropdown list Icon for applying a value In order to apply an element from a dropdown list to an entry field you have to open the list and highline the desired entry Then you apply the desired entry to the corresponding input field using icon Apply value The corresponding input field can be initialized for a new entry by applying an empty dropdown list line The Apply value icon applies the selected entry of the dropdown list into the respective input field The contents of the field will then be overwritten Entries in tables and charts Input fields for indexing or for finding documents can also be tables Tables are lists in which you can enter index information for objects or for creating search expressions line any line Depending on the type of field dropdown lists can be defined as an input help Adding lines You can add a line via icon F Add in the title bar of a list field Enter the desired contents into the line or apply a
32. lt ContextMenuEntry gt Sample lt ContextMenuEntry gt lt ContextMenuEntry gt SampleNew lt ContextMenuEntry gt lt W2pContextMenuConfiguration gt Adjusting CSV file NMOW2CP csv In file NMOW2CP csv you determine the designator with which the script shall occur in the list of functions The file will be installed in folder NLS of the installation directory when installing the program Open the file with an editor and add an entry like TxtScriptname Example New Sample New in section ContextMenu The entry consists of the Txt token Entry for a new script named SampleNew asp ContextMenu TxtSample Example Sample Pi Portal site navigation bar Here you configure the navigation bar of the user specific portal site The available settings correspond to the options of the same name which are available on the configuration site of the navigation bar of windream web portal For example you can activate and enable the dropdown list for further functions here too The description of the respective settings can be found in chapter Toolbar p 105 110 windream web portal pro windream web portal pro Microsoft Internet Explorer BAR r File Edit View Favorites Tools Help Q Back QJ x E v p Search Yr Favorites 2 gt Address http dokutest 81 configfindex asp Context Explorer vi Go Links gt gg Ss Configuration Portal Site Toolbar settings B Start view EZ List v
33. m Diagnostics S Preview tl Miscellaneous Explorer Toolbar Simple Search Portal Site Quick Search Index Search Portal Site Object Type Search Recently used Search mode Save Trusted sites Figure 67 Configuration Start view Enable retrieval mode If you have a full licence for windream web portal pro you can switch to the retrieval mode by enabling the respective checkmark After having enabled this option and a renewed logon you will only have access to the retrieval and Find functions of windream web portal pro see chapter A survey p 1 Listview Here you determine the type of presenting the result lists or the Explorer listview S You can also determine whether the listview will always be refreshed automatically or not after file operations You can also determine the size of the thumbnails here windream web portal pro 97 windream web portal pro Microsoft Internet Explorer DER File Edit View Favorites Tools Help r 5 i ECAS 3s Back I x a A A Search sr Favorites amp va E 3 Address http fdokutest 81 configlindex asp Context Explorer v gt Go Links gt Configuration of the list view El Configuration B Start view EZ List view Configure here the result list s appearance Search options CD Download m Diagnostics Preview Configure whether the list view is refreshed automatically after changes e g New File New Folder etc f
34. on the fact whether you want to search via a specific fulltext ot via all fulltexts The search expression consists of the words to be found or fragments of words and the possible operators for example AND or OR How to conduct a fulltext search with the simple search 1 Click the icon of the simple search a 2 Enter the desired search expression in field Search for 3 In dropdown list named In determine in which fulltext a search shall be executed In the configurations you can determine the entry to be used as default on the search options page 4 Determine the options for the search via icon or in the configurations on the search options page This depends on the question whether the conditions shall only be valid for the current seatch or for all searches see chapter Editing options for the current search p 15 E g enable the respective checkbox if previous versions shall also be included or if the search shall be executed as case sensitive search optional If the search shall be conducted from a specific folder you determine the folder as starting point of the search and determine whether subfolders shall also be included 26 windream web portal pro 5 Click Ke to statt the search The documents and folders found are presented in the result list The status bar of the list presents the number of objects found At first the number of objects presented here corresponds to the number determined in the c
35. operator OR by windream This will start a search for documents which at least contain one of the expressions in the fulltext In order to find documents which contain all of the expressions entered you can connect the items with AND For this you enable the option to include all words windream extends the search expression and indicates Search for in this field In order to make the extension visible the option for viewing the extended fulltext search item must be switched on in the configuration see chapter Search options p 98 Via icon options for the current search can be edited windream web portal pro Microsoft Internet Explorer E DR File Edt View Favorites Tools Help ar Q ext X p x E A p Search Se Fevorkes E Av D 3 3 Address http idokutest 61 search simple asp o i i Eco is a MOE Sad gt gt More functions v be Search for i In Fulltext extracted Search include all words 2 C Filename O G 2 52 B Author Object type Object path Checked Out Checked Out By Locked Trusted skes Figure 7 Simple search 14 windream web portal pro How to conduct a simple search 1 Click icon a of the simple search 2 Enter the desired search expression in dropdown list Search for or apply an existing entry 3 In the dropdown list named In you determine in which fulltext of the documents a search shall be conducted In the configurations on the search op
36. right of changing the document rights you can edit the access rights see also chapter windream rights page 62 windream web portal pro 45 Properties of windreamwebportalpro doc Microsoft Internet Explorer Common indices Version History Fulktext Litacycla Rights Choose user or group Name Domain Description W windresm Lisers DOKUTEST FF smin DOKUTEST Frank Smith Miler DOMUTEST Mike h ller GF aP amp DOKUTEST windream veeb portal impersonation user EG indream Administrators POKUTEST v ndresm documentation DOKUTEST windream productmanagement DOKUTEST EF vindream sales POKUTEST WF vindea test DOKUTEST winches DOKUTEST windream man user oO E 0 a E E O O OOOOUGABHOUBOO Figure 28 Tab page Rights 46 windream web portal pro Creating new objects upload You can save new objects in windream via upload You can import files and create new folders in the windream drive Additionally it is also possible to index new objects directly after having saved them new foldet is created via icon lial windream web portal offers different possibilities for importig files e To import single files into windream via function New file Ld see chapter Create new file icon New file p 49 or e to apply several files simultaneously with drag and drop from the Windows Explorer via the Up oad i icon see chapter Upload via the Upload icon p 52 Requirement for an upload via Mee an
37. the folder properties for example add a history entry or assign access rights In case an error occurs a message will be displayed in the column of the Error Description How to create a new folder 1 Click the icon of the hierarchic search A Explorer 2 In the Explorer view select the folder in which the new folder shall be created 3 Click the icon New folder 4 Enter the name of the new folder in window New folder 5 Click to create the folder in the determined directory The new folder will be displayed as a link in the list Via this link or via the folder properties icon Properties you can index the folder windream web portal pro 49 Creating a new file icon New File In order to create or import a new file in windream via icon il in windream you first switch to the hierarchic search EJ Select the destination directory in the Explorer view Via icon Ld you import the new file into the DMS windream web portal pro Microsoft Internet Explorer New file Please select a file 8 Target Path Cy DocumentstoniProjectsvyndrean web portalvanuslEngish FADocuments and SettingstMillerky D Figure 31 New file Select file Via the properties icon in column you can view the folder properties of the destination directory You select the desired file on the data carrier using command button Browse Click Ml to determine the options for uploading the file in the following
38. the DMS will not be substituted by the checked out file and the read only mode will be removed Entries are written in the history for each check out and check in process of any document containing information on user date time and a comment optional Requirements The check out function can only be applied for documents and folders which are not locked and on which you have the right of changing Read only documents cannot be checked out either Nevertheless in otder to also check out documents for which the read only filesystem attribute has been set you will have to enable the option for ignoring read only flags during the check out process 70 windream web portal pro Check out documents The selection of documents to be checked out is executed in the Explorer listview or in the result list after a search Single or several documents can be checked out via icon t windream web portal pro Microsoft Internet Explorer CheckOut E include subfolders Ignore read only attribute W Lock only ll Set edit lock Object vr oc urnentation rofactsvyndresm veeb portalvanuslEngisiv368 IndexSesrohbmp ME WecunentstioniProjectswindream web portaliManuslEngishichaptert 2 doc vi DeeunenlalionProjedsvindrean web portal ans Engishichaplert doc fi DocunentationiProjectsvyndreamn veeb portekdaruslEngishichapter2 doc al Documentation rojsctswrindream veri portalvanvalEngishchapterss 1 dos ical PBocunentat
39. the document preview E Search options Here you can configure the format type of the image files created within the HTML Preview You should favour the GIF format over JPEG because the image quality is superior to JPEG ID Download and the resource consumption on client and server side is lesser gg Diagnostics Some browsers are not capable to handle large GIF images Preview al Miscellaneous Click Save to confirm your settings Click Reset to restore the latest settings Toolbar Portal Site Image format GF Graphic output 96 10 500 DPI OG Trusted sites Figure 72 Configuration Preview Miscellaneous Here further settings are offered for the user specific configuration of windream web portal pro Changes on the settings can be saved via the Save button In order to undo the changes and to restore the previous settings again click the Rese button windream web portal pro Microsoft Internet Explorer File Edit View Favorites Tools Help Q sxx Q x a A po Search JF Favorites amp 2 gt Address http dokutest 81 config index asp Context Explorer Configure here additional settings El Configuration B Start view Click Save to confirm your settings Click Reset to restore the latest settings EE List view dl Search options The indices of specific object type may be spread over several pages Each page can be selected by i a Download clicking on a t
40. values into vector index fields Select a vector index and a condition designed for vector indices Then open the window of the same name via icon Edit index Add the desired number of lines with the respective values to the list Depending on the operation an input help might be available Apply the values into the value field in the list of search criteria via icon Ed As default several values will be separated by semicolons In the configurations you can also determine another character for separation Already existing entries will be overwritten How to conduct an index search structured search 1 Click the icon of the index search pri 2 Select the desired entry from the dropdown list Object Type 3 Select the desired index from the dropdown lists of the categories group Index 4 Enable button to add the selected index to the list of search expressions Notes on searching documents of specific creators can be found under topic Search for documents of specific creators search users page 17 5 Determine the operator for the selected index over dropdown list Condition 6 Enter the search expression in the Va me field 7 Repeat steps 3 6 until all desired search expressions are determined windream web portal pro 21 8 If desired change the evaluation order by setting brackets around the respective columns optional 9 If necessary change the connecting operator with which the search ex
41. view 96 Miscellaneous 104 Navigation bar Portal site 109 Preview 103 Retrieval Mode 96 Search Options 98 Start view 95 Toolbar 105 Copy 5 Copy object 84 Create folder 46 Create new object 46 Create new version 6 66 Creator Search for 17 D Default filename 102 Delete 6 Delete object 92 Diagnostics 103 Document View 10 Document properties Fulltext 36 Document Properties History 42 Indices 41 Life Cycle 43 Rights 44 Documents 115 Fulltext view 12 Save as 34 Documents save as 10 Download 10 32 34 Configuration 101 Documents 32 E Edit documents 57 Edit lock remove 82 Editable once 61 Error message Send to support 8 Explorer 5 9 Change listview 13 Change sorting of listview 13 Refresh view 5 12 F Field separators Vector fields 100 File Create 49 Find all documents 9 Fulltext Acquire 12 Extended private 24 Extracted 24 Index 61 Manual 24 Quick Search 26 Searchable index fields 24 Searchable stringfields 24 Fulltext search Index Search 27 Simple Search 25 Fulltext Search 23 Functions Integrate new 106 H Handling 6 Help 6 Hidden files Show 97 Hierarchic Search 9 History 42 Hyperlinks 8 116 Index Acquire and edit 59 Dropdown lists 61 Fulltext 61 Presetting 61 Index object 58 Index Search 5 18 Indices 41 Introduction 1 L Life Cycle 43 List view 96 Lists 61 Logon 3 6 Logout 3 M Mandatory fields 60 Maximum amount of transferred file
42. window windream web portal pro windream web portal pro Microsoft Internet Explorer New file cornet Replace existing objects fl New version Target Path File 36 IndexSearch bimp posted successfully Figure 32 Uploading a new file You can enter a comment in the respective field The comment will then be saved in the history Via checkmark Rep ace existing objects you determine whether already existing objects will be replaced or not As a further option you can also create a new document version when uploading a file checkmark New version Click to execute the download process and to save the file in windream windream web portal pro 51 New file Use the links for indexing the documents Figure 33 New file created The process is logged in the report window A line with the filename the status and an error description will be edited If an error occurs the entries will be displayed in the status and the error description column Index file Via the link in column Destination Directory or via the properties icon Properties in column you can index the file or you can view and edit the file properties How to create a new file icon New File 1 Click the icon of the hierarchic search Explorer EJ 2 In the Explorer view select the folder in which you want to create the new file 3 Click icon New Fije MIE 4 Enable the Browse button and select the file on the
43. windream web portal pro allows to find and view documents and their system properties or DMS specific properties It is also possible to make documents available on a workstation Computer by downloading them from the Internet On the other hand documents can also be imported into the DMS via upload or checked out documents can be checked in again after having edited them externally Additionally the system allows to modify objects including their system or DMS specific properties File operations like copying moving or deleting objects can be executed as well windream web portal pro does not require any additional windream component on the workstation Computer Basic requirements for access to the DMS Each user must be provided with a valid operating system account over which he logs on to windream web portal pro in order to get access to the DMS and the documents stored in it A further requirement is that users must have been classified as windream users in the user and group administration and they must be equipped with the necessary rights The user and group administration integrated in the windream Management Console WMC offers a function for determining specific rights for the access to windream web portal pro The system differentiates between the following access modes e Read only A user can only retrieve documents with windream web portal pro Documents can be retrieved read and downloaded on a local data carrier It is not pos
44. 12 Click Ad to start the search The documents and folders found are presented in the result list The status bar of the list presents the number of objects found At first the number of objects presented here corresponds to the number determined in the configuration You can load the next block of objects by clicking link next lt n gt hits or you can change the number of objects presented by entering another number under Maximum number of blocksize in the search options You can also save the query as search profile in order to use it again later Working with search profiles User defined retrieval processes of the search functions can be saved as profiles without results Then all search criteria entered and their links will be saved in a file The stored search profiles can be loaded and used again in the respective search function you can determine the search options for each search profile like for example the consideration of case sensitive search or the determination of the start folder The search profiles are stored by the system in a user defined folder of the windream Webserver You can also store the profiles as an addition to the respective search functions in windream or also send emails Search profiles are considered as private and are thus only available for the user who created them Furthermore only those search profiles are available in a search function which have been created with the respectiv
45. H H A 5 E Mke miler Docunentation 71 E Mke Miler Documentation 2 IE Mke Miler Docunertstion 2 IE Mike Miler Documentation German 2 C chapter5 doc Sl E Mke Miler Documentation E Presentations A C chapter6 1 doc 71 Bl Mke Miler Documentation E windreamBE C chapters doc 7 E mke Miler Documentation a Public 3 O oocaHarin 2 IE Mke miter Documentation orm Tr ger Ga Tmp hud C web portal pro 1 p f P A ES E Mike Miler Docunentation a Training g web portal pro paf H A E Mike Miler Documentation I Marketing GO webportelproxp H 52 El Mike Miler Documentation 20 of 28 object s _ Documentation Projects wincresin web portalMenuafEngish _ 2 Trusted skes Oo o o o O 9 o Oo o Oo o o Oo o 9 o Figure 6 Hierarchic search At first the list view will only present the number of objects which have been determined in the configuration under option Search options gt Maximum blocksize for search It the number of documents found is bigger than the blocksize determined you load the next block of objects into the list by clicking next lt n gt hits All objects will be loaded after having clicked the respective button Viewing documents download via filename document can be opened for being viewed by clicking the entry in the listview You can use the link to a document column Filename as hyperlink and place it on the Desktop with drag and drop The document can be opened with a double click Local storage o
46. Logon Log out Click icon to log out For each user specific system resources are occupied on the windream Server during a session for example the creation of a temporary upload and download directory which will only be released again after logoff or when the time limit for the session has expired windream web portal pro Session expired Users are connected with the windream Server when logging in to windream This connection will automatically be cut if there is no access to windream within a preset period of time The limit is determined by a system administrator After the time has expired a message will be displayed in the Browser and you can log on again via link Back to Logon windream web portal pro Microsoft Internet Explorer File Edit View Favorites Tools Hela Gear gt 3 a Search SF Favortes gi S Ea Ss http fdokubest 81 ferrors ErrlisoBox asp FirshCal 1 Err Meg 0 Sessiontexpired S2E 3CBRIECurrenk sessiontste Go Links Session expired Current session state is no longer valid due to an automatic logout caused by at least 20 minutes of inactivity Contact your system administrator if you whish a longer timeout period for the sessions Back to logon site windream web portal pro version gt 3 0 1 81RC 9 Send feedback containing a brief description of this error Trusted shes Figure 2 Session expired Navigation in windream web portal pro After logon to windr
47. S H A A E Mike Miller Documentston Documentation Projectsiwine gt Figure 16 Conducting an Object Type Search Fulltext search Trusted skes The fulltext search of windream is based on the find functions of the database used MS SQL Server or Oracle When conducting a fulltext search the retrieval is executed over the contents of documents The fulltext search allows to find documents via text elements like words syllables or parts of sentences that occur in the documents The fulltext search allows to find all characters of the alphabet However the entry of single separate characters or special characters should be avoided in a seatch You should always use coherent character strings instead It is possible to enter word prefixes with wildcards right truncation with XI as search term When entering coherent words as character strings so called stopwords will be ignored during the retrieval process Stopwords are words which occur quite frequently like for example the is and etc These stopwords are determined and administered by a system administrator in stopword lists within the database 24 windream web portal pro In order to restrict or further specify a search several search terms can be connected to a complex query Possible operators can be AND or OR The fulltext search does not consider a case sensitive search This is independent of the current settings of the respective options
48. The acquisition and editing of fulltext from fulltext searchable index fields and the extended fulltext is executed via the indices tab page of the file properties when indexing documents 1 Open the file properties of the document for which the fulltext shall be acquired manually by clicking Switch to tab page Indices Select the desired object type from dropdown list Object type Enter the index data in the object type specific index fields mm A W DR If the object type provides a field for acquiring extended fulltext enter the text to be used as manual fulltext there 6 Click gt to save the entries Viewing document properties Via the properties icon of a list entry you can view and edit the document or folder properties of a selected object Properties of wndreamwebportalpro doc Microsoft Internet Bie Common indices Version History Fulktext Litecyce Rights MY windreanwebportalpro doc WDocumentationtProjectswindream web portaliWanuall Englishwindreanwkwebportalpro doc Size 406 50 KB 416256 Bytes Lec ation hd S DOS Name WINDRE 1 DOC Creator Mike killer Creation Date 11242004 10 46 15 Ah Changed Date 11 24 2004 10 46 15 AM Last Access Date 11 24 2004 11 25 08 AM Readonly Hidden O Archive O System Previous version Archived vearsion Mumber 2 Figure 23 Object properties windream web portal pro 41 Indices In order to view and edit index data you
49. a of objects that have already been assigned to an object type can be edited However it is not possible to change the object type itself Properties of web portal pro pdt Microsoft Internet Explorer m DE Common Indices Version History Fulltext Lifecycle Rights Object Type Ea Eg Help Figure 37 Indexing objects The object type specific index properties will be displayed in the window after having selected the object type Depending on the object 60 windream web portal pro type the type the number and the position of index fields may change The indices can be placed on several tab pages The respective pages are opened via the respective link for the tab The number of tabs per line can be determined in the configurations Properties of web portal pro pdf Microsoft Internet Explorer Seles Common Indices Version History Fulltext Lifecycle Rights Object Type hike Miller English Manual Retanen Date 3 10 2005 Label Note rat ETE errr zegon Toolbar Retrieval Processing Documents Check In ut Rename Copy Figure 38 Indexing objects enter index data Enter the index data into the fields and save the data by clicking gt i Input fields Fields can also be alpha numeric numeric or date fields in which only specific entries can be made Mandatory fields Input fields can be mandatory meaning that an
50. ab Here you can determine how many tabs will be visible within a single row Eg Diagnostics BR Preview Tabs per row type search property page 4 1 20 Configure here whether clicking on a file name within the result list should view download the file or rather PortakSite redirect itself to another site Redirect click on a file name Configure here the UNC Path to your windream network drive e g windream objects or w If you dont have access to any windream network resource let the edit fields empty Supposing you use the IE please add the mapping e g file Avindream to the trusted sites zone Open file on the windrearn network drive UNC Path for windream Drive on the Windows Client windream objects Trusted sites Figure 73 Configuration Miscellaneous windream web portal pro 105 Number of tabs per line The index properties on tab page Indices of the object properties ot in the object type search can be placed on several tab pages The number of tabs per line can be determined here Redirect click to filename By default a file will be opened and viewed in a browser window with a click on the filename However it is possible to redirect the click to the filename meaning that the file is opened in a specific user defined window This way user specific events can e g be executed for specific filetypes e g for viewing in special viewers Open file on the windream network drive
51. apter3 doc A C chapters 1 doc fi g chapters doc A C chapters 1 doc C chapters doc i F chapter6 1 doc A C chapters doc C DOC2HELP in BA QA IE mke miter Documentation DocumentstionFrojectslwinc DB KAR I B ke mir Documentation Documentation Projectskwvine ag AAE Mike titer Documentation DocumentstionProjectskwine DA DD I B Mike miler Documentation Documentation Projectshwine Da ADE mke miter Documentstion Documentation Projectstwine a H I B mike miter Documentation Documentation Projects wine BD A OD I B Me miler Documentation Documentation Projects wine an H A A 3 Mike Miler Docutnentstion DocumentstionProjectslwinc a H BI B Mike iter Documentation Documentetion Projectstwine Da AAE Mike miter Documentation Documentstion Projects wine aa H ARE mike miter Documentstion Documentation Projects wine SH DB I B ike miter Documentation Documentation Projects wine BD 3 B Mike miter Documentation Documentation Projectswine DA BR I B Mike miler Documentation Documentation Projects wine BD H I BG Mike miler Documentstion Documentation Projectetwine aa AAE mike miter Documentation Documentation Projects wine C instattation Notes doc O web portal pro 1 p f 2 C web portal peo pat 2 javasorpt openModall Move asp Refresh true amp Operation Select PD C web portal pro zip EY F webportalpro chm lt 20 of 22 object s BD AR I B Mike miter Documentation Documentation Projects wine
52. arch with the index search Click the icon of the index search E 1 2 Select the desired entry from the dropdown list Object Type 3 Select index Fulltext from the dropdown list of the categories 4 In the dropdown list determine in which fulltext a search shall be executed 5 Click button to add the selected index to the list of search expressions 6 Determine the desired operator via dropdown list Condition 7 Enter the search expression to be used for searching in the document fulltext in field Value 8 Repeat steps 3 to 7 until all desired search expressions are determined 9 If necessary change the evaluation order by setting brackets in the respective columns optional 10 If necessary change the linking operator with which the lines shall be connected optional 11 Determine the options for the search via icon or in the configurations on the search options page This depends on the question whether the conditions shall only be valid for the current search or for all searches see chapter Editing options for the current search p 15 E g enable the respective checkbox if previous versions shall also be included or if the search shall be executed as case sensitive search optional If the search shall be conducted from a specific folder you determine the folder as starting point of the search and determine whether subfolders shall also be included 28 windream web portal pro
53. ault Options for compression ratio The compression ratio is determined via the respective dropdown list box You can also determine whether the file shall be created as self extracting EXE file enable checkmark Enable Encryption to encrypt the file before downloading it Maximum number of compressed files This option will restrict the number of files Up to 100 files can be collected in a download ZIP file If the current number exceeds the maximum only the first 100 files will be included in the download process windream web portal pro will then generate a logfile which lists the files that have been collected and those that could not be considered The logfile is created in XML format and saved within the download file The filename starts with three exclamation marks Up to 100 entries will be generated Maximum amount of transferred files This option restricts the filesize of files to be compressed The ZIP file will collect files until the maximum number determined here is reached If due to the volume limit not all selected files could be collected in the ZIP file windream web portal pro will generate a logfile which lists the collected files and those that could not be included The logfile is windream web portal pro 103 created in XML format and saved within the ZIP file The filename starts with three exclamation marks Up to 100 entries will be generated Diagnostics This si
54. between system propetties which are valid for all objects in the Windows operating system and the DMS specific properties for example object type and object type specific index properties The system properties are automatically generated when an object is stored in windream The DMS specific indexing is executed via tab page Indices in the object properties icon You can index objects either directly after having acquired them in the DMS or later This means that index properties are added to the system specific properties assignment of an object type post indexing of documents or folders can be executed any time after documents have been stored in the DMS windream web portal pro 59 Additionally already stored index information can be edited This is only valid for object type specific indices An object type which has been assigned cannot be changed later A detailed description on indexing objects is presented in the description of the windream Client named windream User Manual Acquiring or editing indices In order to acquire or change indices you open the object properties from a report window in the listview of the Explorer or from a result list Thus click icon in column of the respective object Then you open the indices tab page The desired object type can be assigned to an object via the dropdown list box Object Type After that you enter the index data into the fields The index dat
55. ck search 1 Click the icon of the Quick search 2 Select the desired entry from the dropdown list named Object Type 3 Enter the desired search expression in the dropdown list named Search for or apply an existing entry 4 In the dropdown list I you determine in which fulltext a search shall be conducted In the configurations on the search options page you can determine the entry to be preset as default 5 Via icon Search user in field Creator you select one or several creators if the search shall be restricted to the documents of certain authors see also chapter Search documents of specific creators Search users page 17 6 Enter the data in the dropdown lists of the group Tze and in the Value field if you want to restrict the search to specific date and time stamps 7 Select the option to include all words if the search criteria entered shall be connected with AND in the Search for field 8 Determine the options of the search via icon or in the configurations on the page of the search options This depends on the question whether the conditions shall only be valid for the current search or for all searches see chapter Editing options for the current search p 15 E g enable the respective checkbox if previous versions shall also be included or if the search shall be executed as case sensitive search optional If the search shall be conducted from a specific folder you determine the folder as start
56. con 2 The recetver can open the profile via the URL and execute the respective search In order to be able to execute a search via the Hyperlink the receiver must be logged on to windream via the windream web portal How to store a search profile in windream and how to send it as email 1 Click the icon of the search function you want to use cI ea Of 2 Create a search profile or select a profile from the dropdown list named Open search profile 3 Click the icon for saving the profile in windream a 4 Select the windream target folder from the Copy window and click 5 If required check the checkbox for replacing available objects and or for including previous versions 6 Check the checkbox for sending the profile as email if you want to send the search profile 7 Click OK The search profile will be stored in windream 8 Close the window If you have enabled the option to send the profile as email the default mail application will be started now a new message will be opened the URL of the search profile will be inserted and you can determine the receivers to which the profile shall be sent Save search profile on data carrier Download Create and save the respective profile in one of the search functions e a or The download is executed after having clicked the icon for downloading a profile a The file saved on the selected data carrier can be used for future retrievals from a windream Clie
57. e Rights How to add a new user a new group 1 Select the object to which access rights for new users or groups shall be assigned in the Explorer listview or in a result list Click the properties icon Switch to tab page Rishts Click the icon for selecting users and groups al Select the desired domain in dropdown list box Look in MN 1 A Q N Enable checkmark Show user if all users of the selected domain shall be displayed in addition to the groups 7 Click i 8 Enable the checkmarks for the rights of users which shall be assigned 9 Click gt to apply the users and groups into the list of right holders 66 windream web portal pro 10 Click gt to save the changed access rights Removing users and groups Assigned users and groups can be deleted by removing all their rights on tab page Righis After that you save the changes via button gt The respective users and groups will be removed from the list of right holders Note At least one user or one group must always have the right for assigning rights and thus the right of reading each folder document in the windream drive If you try to disable all rights for all users and groups windream web portal pro will display a respective message Editing rights of assigned right holders You can change the existing access rights of users and groups on an object The restriction or extension of rights of already assigned users and groups i
58. e all words A E Filename C ehaptert 1 doc fi D chaptert doc 7 chapter2 1 doc i OD chapter2 doc fa o chapters 1 doc 1 C chapter3 doc A I chapters 1 doc C chapters doc H C chapters 1 doc fa o chapterS doc C chapters 1 doc i C chapter6 doc af D checkin pg sf C checkout ipg lt 20 01 30 objectts GA AD BS Ashe GH GH GH GH GH GH GH GH Ga GH GH GH pg GH D I E Mie Miter a 5 El mike miter R I B Mice miter 2 I E mike miter 2 52 E Mike Miter 2 I E Mice Miter 2 3 El mike miter 8 I B Mike Miter 2 I E Mice miter 2 5 E mike miter 2 I Bl Mie Miter 2 3 Bl mike miter OI E Mike Miter 2 I Bl Me Miter In Fulltext searchable strings Objed type Object path Documentation Documentation Projects windream web portalkanuslEngish Documentation Documentstion Projects windream wed portalManustEngish Documentation Documentation Projects windream web portalfanual Engish Documentstion Documentation Projecte windreamn ved portalktanuslEngish Documentation Documentation Projects windream wed portalfanual Engish Documentation Documentation Projects windream web portalkanuslEngish Documentation Documentstion Projects windream web portalManuslEngish Documentation Documentetion Projects windream web portalManusl Engish Documentstion Documentation Projects windream web portalktanuslEngish Documentation Documentation Projects windream wed portalMa
59. e and the maximum size of all selected documents If a download cannot be executed for all documents due to the current document size the application will generate a respective logfile In this XML file all documents are listed for which a download could not be executed up to 100 entries are possible Check out process completed If the check out process has been completed successfully you can edit the files and check them in into the DMS again Checked out documents can be retrieved with the index search 2 via the indices Checked out or Checked out by In the Explorer listview or in the result list checked out documents can be recognized by red letters and a respective icon in column Locked if the listview has been extended by this column The listview columns can also be extended by the columns named Checked out and Checked out by see chapter Configuration p 96 windream web portal pro 73 sed r windream web portal pro Microsoft Internet Explorer Fie Edt view Favortes Tool Help Q sxx a A Search FF Favorkes E A 3 Address http dokutest 91 explorer findex asp ST E B P is 3 Ss MES we ko we _ n gt R 2 amp C Fiensme v Eco Links oge More functions Y by y gt vandream SY Documentation Objecttype Checked Out Checked Out By Locked E Graphics SY Projects SDK E Solutions E windream archive
60. e search function Search profiles of the index search can be executed via the windream searchlets on the portal site of windream web portal pro see also chapter The Portal Site page 110 Save search profile You can save the current search profile for future retrievals with this functions icon lt a after having entered the search expressions in one of the search functions The search expressions including selected links and brackets will then be stored in a file with extension wdf in a user defined folder of the Server Additionally the specific or generally determined search options will be saved with the search profile Determining options for the search You can determine search options e g determine the start folder from which a seatch shall be started or determine whether a case sensitive windream web portal pro 29 search shall be conducted These settings can be determined globally for all searches on the configuration page of windream web portal or also specifically for songle profiles in the respective search function icon Ei Open search profile Stored search profiles can be loaded again for renewed rettieval operations Please note that the stored search profiles are only available in the specific search function in which they have been created before Delete search profile Search profiles can also be deleted if they will not be used any mote Load search profile again The current search p
61. e the Save button to save the changes windream web portal pro 101 How to determine a folder as starting point of a search Click the configuration icon Es of windream web portal pro Open folder Search options Enable command button Search in Select the desired folder in window Search in Confirm the selection with Ed MN Om A Q N e In the window of the search configuration you disable the checkmark for including subfolders if subfolders shall not be considered 7 Enable the Save button to save the changes The selected folder will be displayed on the search options site after a refresh Include previous versions This checkmark determines whether previous document versions are to be included in a search or not This option is disabled as default Consider case sensitive search This checkmark determines whether small and capital letters will be considered separately in a search process This refers to the simple search the quick search the index search and the object type search When searching in the fulltext of documents there will be no differentiation between small and capital letters This is also valid when searching documents according to filenames also in 8 3 format As default this option is disabled Download When downloading several objects the selected files and folders will be collected in a download ZIP file The respective configuration is determined on this site Chang
62. eam the windream drive respectively the site determined in the configuration of the start view will be displayed in the Explorer view The different functions of windream web portal pro are selected over the respective icons of the menu bar in the upper part of the browser window Additional functions are executed via further icons which are displayed in certain contextual situations The navigation bar can also be configured individually 60 Figure 3 Navigation in windream web portal pro default settings User specific settings More functions v EJ Figure 4 Navigation bar without first menu line windream web portal pro Portal Site Configuration Logout Help More functions x rd Figure 5 Navigation bar commands as hyperlinks Functions for document retrieval A click on this icon enables the Explorer view for the windream drive A click on this icon will start the simple search This icon starts the quick search Call the index search of windream web portal pro with this icon This icon starts the object type search via windream web portal pro Refreshes the Explorer view This icon opens the upload directory A search from the currently selected search function is started over this icon The icon New search will discard the current search result which means that the result list will be initialized At the same time all entries and selected index fields of
63. eb porte ManuallEngishtmldocumentoreviews him E Documentation Projects wrindream web portalarvalEngishiHtmiDoktumentstionwindreariAebPortal css ul Figure 51 Undo Check out report The process is logged in the report window A line with the filename the status and an error description will be edited If an error occurs with one of the objects to be processed a respective message will be displayed in column Error description and in the status column Via the propetties icon in column you can view and edit the object propetties for example the indices or the access rights How to undo a check out process 1 Select the objects for which the check out shall be undone in the Explorer listview A or in a result list 2 Click the Undo button an 3 Enter an optional comment in the Undo Check Out window 4 Enable the checkmark for including subfolders if the process shall be executed recursively 5 Click EA 6 Close the report window by clicking E Setting the edit lock With this function windream web portal pro enables users to exclusively edit documents in the DMS original files index data and document properties Documents will be locked for other users the documents can be editrd in the DMS directly and can be unlocked again after the editing process has been completed Documents with the edit lock flag will only be available to the specific user who has locked them for editing Other users can only the read the
64. ecuted by assigning users and groups with the respectively set rights to selected documents and folders Access rights can be extended or restricted at the workstations A requirement is that the user himself or a group in which he is a member has been equipped with the right of changing the rights on the respective object The rights assignment via windream web portal pro is always executed for the currently selected object Rights on new objects windream will first assign the rights of the parent folder to new documents and folders These rights can be extended or restricted later If you change the rights on a folder in which documents have already been created these changes will not be applied to these objects automatically Note Documents stored in a folder on which a user or a group does not have reading access will be found in a search process if the user the group has the right of reading on the respective documents These documents can be viewed from the result lists They will not be displayed in the Explorer listview Editing rights In order to view or edit the rights on an object you open the object properties via icon and switch to tab page Rights windream web portal pro 63 E Properties of windreamwebportalpro doc Microsoft Internet Explorer Common Indices Version History Fulktext Litecyce Rights Choose user or group F Mame Domain Description WF vindresm Users DOKUTEST
65. ed out documenta can be checked in again siter heving edited them externally Additionally the system allows to modify objects including their system or DAS Specific properties File operations Like copying moving or deleting objects can be executed az well Windream web portal pro does not require any additional windream component on the workstation CAmputer Basic requirements for access to the DHS Peguirermentsfach user must be provided with a valid operating system account over which he logs on to vindream web portal pro in order to get access to Figure 20 Extracted fulltext 38 windream web portal pro Manual fulltext It is also possible to acquire further fulltext as manual fulltext of a document This kind of fulltext will not be created by the windream fulltext indexing service but is entered manually via the Fulltext tab page of the document properties or via a respective interface function Manual fulltext will not be deleted or changed automatically if changes have been made on the original document Changes must be made manually Changes on the manual fulltext are made via the fulltext tab page of the file properties or via interface functions S Properties of windreamwebportalpro doc Microsoft Internet a Common indices Version History Full text Lifecycle Rights Manual fulltext PI Size 1 67 KB 1712 Bytes gt x Help Vindream Web Portal Document Management online Vindream Web Porta
66. ent search expressions over the fulltexts and the indices of documents The index search contains three groups for determining and editing search criteria windream web portal pro 19 windream web portal pro Microsoft Internet Explorer E DR File Edt View Favorites Tools Help ar Q ext amp x a G po Search T Favorites amp OG kee 3 Address gal hitpi dokutest 81 fsearch index asp vi g Go Links gt o o More funcions v Ea Open Search Profile Object Type All Object Types Index Frequenti Used Filename No search terms defined O Finan O 3 7 E Author Object type Object path Checked Out Checked Out By Locked Trusted skes Figure 13 Index Search Object type The search can be restricted to specific Object Types with the respective dropdown list and you can determine the selection of possible indices for creating the search criteria Index categories The index properties which are available for creating search criteria are offered in the Index group Index properties can either be system specific or object type specific indices Index properties which have been determined under the currently selected Object Type in the DMS are available as well You select the desired index which has to be considered for the search from the categories the dropdown list After that you add the index to the list of search criteria use icon and determine condi
67. entry is required here If those fields are not filled correctly windream web portal pro will display a respective message Additionally mandatory fields are equipped with a special color in the properties dialog windream web portal pro 61 Editable once Input fields can also be defined as editable once only In this case you can only edit and fill the field once Afterwards the field will be in read only mode Later changes are not possible Fulltext fields Input fields can be fulltext fields in which the text entered is acquired as extended fulltext Via these index fields you can make a retrieval with the respective fulltext search routines Additionally specific index fields can be marked as fulltext searchable independent of their assigned object type The contents of these fields is additionally extracted as fulltexts and will be considered during a respective search Lists tables Input fields can also be created as lists or tables Entries can be acquired and edited line by line according to the data type of the table New lines for further entries are added via the respective icons in the title bar of a list or existing contents can be deleted The lines marked in the Add column are applied as index data As input help dropdown lists can be made available Lists groups of radio buttons or checkboxes with multiselection Documents can also be indexed via a selection of entries from listfields comboboxes or
68. ents entered as index criteria in fulltext searchable index fields will also be extracted and saved In addition to this it is also possible to acquire private fulltext when editing the index properties The display and editing of the different fulltexts for folders is the same as for documents Extracted fulltext The document fulltext can be extracted from original files stored in windream and the fulltext is generated with the windream fulltext indexing service After each change of the original files the fulltext generation will be started again The fulltext creation is executed asynchronously meaning not equal in time with the file storage in the DMS The fulltext indexing service searches for new or modified documents in the database and in specific periods of time Fulltext will be created for these documents Properties of windreamwebportalpro doc Microsoft Internet DE Common indices Version History Full text Lifecycle Rights Fulltext extracted ka Size 9 64 KB 9871 Bytes Ed Help A Survey SULVEYWLindresm veb portal pro offers access to the document storage of windream wia user authentication at logon vindream veb portal peo allows p Eid and view documents and their system properties or DHS specific properties It is also possible to rake documents available on a workstation Computer by downloading them from the Internet On the Other hand documents Can also be imported into the DNS via upload or check
69. er function allows to restrict the contents of the list By entering a value in the fields of the headline of the columns Name and Domain the list will be restricted to those elements that correspond to the value entered The contents of the list can further be specified by entering values in several columns Alpha numeric character strings are allowed as input values You can also enter wildcards and Using value will find all elements of a column You start the filtering process with 4 after having entered a value Apply value to Creator field Quick Search The name of a user entry is applied to the Creator field with a click on the name Several entries can be applied if they are separated by semicolons Apply value to the Value field index search If you want to find documents of several creators in the index search you will have to enter a separate search term for each creator name in the list of search criteria Thus you can always apply only one name from the list of user entries to the Value field Index search Each document is equipped with a structured document description consisting of index properties These properties are determined during the acquisition and indexing of documents in the DMS Documents are retrieved with the index search according to these index data Additionally a search is also possible via the fulltexts of documents Thus combined retrieval processes can be conducted by connecting differ
70. es are saved by clicking the respective button Enable the reset button to discard changes 102 windream web portal pro windream web portal pro Microsoft Internet Explorer E JER File Edit View Favorites Tools Help r Q sax amp ix E A p Search SF Favorites amp Sv E gt Address 2 http idokutest 81 config index asp Context Explorer v gt Go Links gt windream E Configuration Multiple file download configuration Start view ES List view Configure here the options for a multiple file download This type of download compresses and transforms selected files into a file in zip format Search options ED Downi V Self extracting files can be extracted only on WIN32 based operating systems ownloa 3 Diagnostics Click Save to confirm your settings Click Reset to restore the latest settings 3 Preview i Miscellaneous E amp Toolbar Portal Site Compression ratio normal Self extracting file l Default filename download Encryption oO Maximum number of compressed files 50 2 500 Maximum amount of transferred files 5 1 100 MB Trusted sites Figure 70 Configuration Download Default filename Enter the filename here with which the file will be downloaded to the determined directory default download This name will only be used if several files folders are selected for a download If you select only one folder the name of this folder will be used as def
71. f documents download via Save as icon You can store documents in a destination directory of a local data carrier Single documents can be saved via icon A several selected documents or a folder is are saved with icon a column I With a click on one of the icons A or Din the Explorer listview you open the file download window of the browser and download the selected objects There are different opportunities for downloading several objects at the same time You either select the desired objects in the list and execute the download via icon E in the headline of the column or you select a folder and click icon I in column a windream web portal pro 11 If you select several objects for a download these objects will first be compressed The objects are then collected in a ZIP file default download zip and are saved in the selected destination directory After having finished the download you extract the objects from the ZIP file Documents will then be available for editing for example viewing and editing in the original application printing and distribution However it is not possible to edit or change the document properties like the index data outside the DMS Downloaded files can be imported into the DMS again via upload see also chapter Create new objects upload page 46 However this is only possible if you have a full access licence for windream web portal pro if you have the permission for full access a
72. file to be deleted from the dropdown list Open Search Profile 3 Delete the profile by clicking icon x How to determine the specific search options for a search profile 1 Click the icon of the search function you want to use Zz a Of 2 Select the desired search profile from the dropdown list named Open search profile list 3 Click the icon for editing the options of the current profile cil 4 Determine the desired options here and save the settings by clicking El The settings are only valid for the current search profile How to load a search profile again 1 Click the icon of the search function you want to use ed ea Of 2 Select the search profile to be used from the dropdown list Open search profile 3 Click the icon for loading the profile again ee The search profile will be loaded again and the search can be executed via the tart a button Storing search profiles in windream and sending them as emails It is possible to make search profiles available to other windream users and to use profiles created by other users For this you can store profiles in windream by yourself or also send the links to the profiles as email windream web portal pro 31 In order to make a profile avilable to other users you create and store the profile in one of the search functions l a Of y Then you save the profile in windream and send the link to the profile via email to the desired address i
73. he history of a document folder 1 Open the properties of the desired object via icon and switch to tab page History 2 Enter the comment for the history in field Add 3 Confirm your entry with El Life cycle The life cycle function integrated in windream allows to automatically administer life cycle data of documents stored in the DMS beginning with the date of creation until final deletion from the archive The data of the life cycle of a document can be viewed via the respective tab page windream web portal pro E Properties of windreanwebportalpro doc Microsoft Internet BR Common indices Version History Fulltext Lifecycle Rights Object Type Documentation Created 1124 2004 Changed JMODE Edit period Editable until 6 30 2005 Lfecycle rule End of quarter of Created 6 Month s CO Adopt current lifecycle rule from document type Archive period Archived until 171 2016 Lifecycle rule Begin of year of End of Edit Period 10 Year s C Adopt current lifecycle rule from document type C Archive immediately Figure 27 Tab page Life Cycle Rights The access rights of a document or a folder can be viewed by enabling the respective tab page The existing user accounts and groups are listed there with their assigned access rights If the checkmark in one of the columns read only write rights is enabled the respective right is set for the group If you or the group in which you are member has the
74. i Miscellaneous Toolbar Refresh automatically Portal Site Click Save to confirm your settings Click Reset to restore the latest settings Determine whether the following files shall be displayed in the Explorer view Hidden files System files Configure here the thumbnail size For disabling the size scaling set the value to 1 width 80 1 10 500 px height 80 1 10 500 px Configure the indices to be displayed in the list view Maximum 10 additional indices can be selected The object path will be displayed in search results only Trusted sites Figure 68 Configuration List view Show hidden files and system specific files Via the checkmarks named Hidden files and System files you determine whether files equipped with the respective attributes shall be displayed in the Explorer listview or not Refresh listview automatically The checkmark for automatic refresh determines whether the list will automatically be refreshed after file operations As default the option is enabled Note Depending on the number of objects to be processed in a file operation it may be useful to disable this option in order to increase performance Adjusting the presentation of the listview On the one hand specific default columns like Filename Save as I Properties Preview or Fulltext are displayed in the Explorer listview or in the result lists You can determine the columns to be displayed howeve
75. icon bar windream web portal pro Microsoft Internet Explorer BR F P Please select a folder windream Documentation LD Marketing i Mew Folder Sy Product Management 0 Biddings a Brochures n Motes P Partner EE Products 3 windream web portal l Tmp E Projects E Purchase E Reception E Sales E Senices Test E Tmp Figure 60 Moving objects determing the target path At first you determine a target path On the following site you move the selected objects windream web portal pro 89 windream web portal pro Microsoft Internet Explorer a Move the selected objects E Replace existing objects fl Overwrite preversion Ignore read only attribute Include previous versions Obea iDecumentalion Projet wi ndra web portallanuslEngishiveboortalproAformatian d Fa Target Path Product Management Product sjwindream web portal Figure 61 Moving objects The objects are listed in the upper list The lower list presents the destination directory target path Via the properties icon lin columns you can view and edit the object properties of the selected objects and the determined target path Checkmark Replace existing objects determines whether existing objects shall be overwritten in the target path or not disabled In this context you casn also decide whether possibly available previous document versions shall be overwritten option Include previous versions In order t
76. iew 13 Standard search 9 Start fulltext search in 100 Start search 5 Start view 95 Survey 1 System specific files Show 97 T Tables 61 Thumbnail Configuration 98 Toolbar 105 Portal site 109 U UNC path to windream drive 104 Undo check out 6 77 Upload Control 105 Upload directory 54 Open 5 User account Remove 66 User right Add 64 V Values Vector indices 20 Version 41 Create 66 View Extended search term 100 W Wildcards 9 Working with search profiles 28 117
77. iew Configure here current Toolbar s look and feel amp Search options CD Download e Diagnostics BR Preview fi Miscellaneous E Toolbar Show additional functions Click Save to confirm your settings Click Reset to restore the latest settings Configure here whether the menu for selecting additional functions shall be displayed within the web portal pro icon bar Configure here whether the first row of the tool bar login logout etc shall be displayed at all Show tool bar s first row o Configure here how to display web portal s toolbar functionality either as action buttons or as items within additional functions choice list Main functionality login logout etc as choice list Edit functionality as choice list Select here functions you want to make available within the toolbar Figute 75 Configuration Navigation bar of the portal site Trusted sites The Portal Site The portal site is opened by a click on the logo in the title bar first line of the menu bar of windream web portal pro Another click will bring you back to the site from which you launched the portal site windream web portal pro Microsoft Internet Explorer File Edt vew Favorkes Tool Help r Q vok amp 2 a f PO Search 5p Favorites amp f r ke 3 Address hitp cokutest 81 portal asp Dir Explorer Page Index v Go Unks indre Ss windream searchlets private search profiles
78. in Select the files to be imported in the Filename column Click to save the files in windream 54 Upload directory windream web portal pro A private directory the upload directory is created on the Webserver for each user This directory is created after logon to windream It will be deleted again after logout or after a time out When uploading the files will first be placed in the upload directory on the Webserver The objects will then be moved from there to the final windream directory Depending on the action executed the directory will either be opened automatically or it can be opened in windream web portal pro via icon gt Files will be placed in the upload directory if one of the following actions is executed e Creating a new file lell or e Checking files in MO via drag and drop or in a dialog oriented way from the Windows Explorer by clicking icon EN e Importing objects via drag and drop or in a dialog oriented way from the Windws Explorer in windteam via the i oU upload with windream web portal Save file in the DMS via Upload or via New File 1 Check in viken y Web Clie nt 2 18 W pl ctory windream FN We b Server YS windream S Server Figure 35 Saving files in the DMS upload New file or J Check in windresm gt Web Client T Upl ctory Web Web Server YS windream SV Server The upload directory is opened in
79. index asp Context Explorer vi Go Wakes El Configuration windream web portal pro B Start view EE List view windream web portal pro server dokutest Search options windream web portal pro version 3 6 1 8 RCY CD Download windream server dokutest j Diagnostics windream version 3 6 3 6 0 13 Preview ti Miscellaneous Name DOKUTESTiiller Toolbar logon name Miller Portal Site Domain DOKUTEST Language English windream web portal pro Copyright 2001 2005 by windream GmbH winrechte GmbH www windream com OG Trusted sites Figure 66 Configuration Start view Here you select the site which is displayed after logon Enable one of the possible views and confirm the changes with command button Save Changed settings will only become effective after a renewed logon to windream In order to discard changes you enable the Reset button 96 windream web portal pro windream web portal pro Microsoft Internet Explorer E JER File Edit View Favorites Tools Help a Q sax Q x a A p Search JF Favorites Eo f r G pr 4 Address g http dokutest 81 configfindex asp Context Explorer v gt Go Links gt _ Ss E Configuration Configuration of the start view Start view EZ List view Configure the viewing mode here with which you want to start after logon Search options sare P CD Download Click Save to confirm your settings Click Reset to restore the latest settings
80. ing point of the search 9 Click wy to start the search windream web portal pro 17 The documents and folders found are presented in the result list The status bar of the list presents the number of objects found At first the number of objects presented here corresponds to the number determined in the configuration You can load the next block of objects by clicking link next lt n gt hits or you can change the number of objects presented by entering another number under Maximum number of blocksize in the search options You can also save the query as search profile in order to use it again later windream web portal pro Microsoft Internet Explorer DR File Edt View Favorites Tools Help ar Q ext Y x a A JO Search ST Favorites amp Gr v Address AE http dokutest 01 sesrchiauick asp vi Go Links p g i L en el 3 HE al More functions Y By Open Search Profile EI x Object Type AJl Object Types Search for web AND porta In All tulltexts Creator Time not specified M Search M include all words Filename a AGRI B Aho Objecttype Object path Checked Out CH Oo changepresentationotresukist Him p Standard DocumentatiomProjectswindream web portal ManvallEngishittml C changingthepresentationofihelistview hem GO e 52 8 Standard Documentation Projects wrindream web porta ManuallEngishiHtm C chaptert 1 doc r 52
81. ing the opening of the file after download Download of several objects There are different possibilities for downloading several objects simultaneously You either select the desired objects in the list and execute the download process via icon I from the column header ot you select a folder and click on icon I in column I If you select several objects for download these objects will first be compressed The selected objects will be collected in a ZIP file default name is download zip and will be saved in the selected destination folder windream web portal will display a respective message which must be confirmed Microsoft Internet Explorer P J Compress all selected objects For download Figure 18 Compress all selected objects for download After the download process has been finished you extract the objects from the ZIP file The documents will then be available for editing However it is not possible to edit or change the document properties outside the DMS Downloaded files can be uploaded again see also chapter Create New Objects Upload page 46 However this is only possible if you have windream web portal pro 35 a full access licence for windream web portal pro and the respective rights for changing documents stored in the DMS Note Please note that all files of a folder selected for a download including optional subfolders are collected in a download file Downloading folders is executed recur
82. ist You can download documents edit them and upload them to the DMS again Hierarchic search Explorer With the hierarchic search windream web portal pro offers an opportunity to find documents by browsing in the windream file storage The search is then executed via the hierarchic document organisation in folder which are presented in the Windows Explorer Only those folders and documents will be displayed that correspond to windream web portal pro the rights of a user windream web portal pro Microsoft Internet Explorer 4 BDR File Edt View Favorites Tools Help r Q ex Y x a G P Search Pe Favorites Eo G r r 3 Address Ntp fidokutest 81fexplrerindex 050 _ ve in POE E ES Ve 2 Met Jer A ite gt More functions Y E4 EE s Eeg windream 4 C fiename 2 77 E author Objecttype Checked Out Checked Out By Locked 49 Documentation CO aimes a 2 Standard o ON Graphics O Hmi QQ E Standard Ie Tene A O chapters te A BI E Mike Miler Documentation OR Solutions EJ cheptert doo MH A 3 B Mke miter Docunertation Glen achive fi C chapter 1 doc B 3 77 B Mike miter Documentation B S windream web portal C chapter2 doc 2 3 E Mike Miler Documertation E Brochures fi C chapter 1 doc H Installation A C chapter3 doc A harde C chapters tldoc H 3 English E Bitmaps 1 C chapters doc G Himi H C chapters 1 doc H D 7 B Me Miler Docunentation H H H
83. ith a private search profile The objects found will be listed in the result list and they can be edited with the functions available windream web portal pro 113 windream searchlets with determination of a search profile windream searchlets can be used with the determination of a search profile in the portal site These are public profiles The profiles are stored in a globally available directory of the Webserver and are thus available for all users in a company This directory may also contain user specific profiles profiles of the current user or others which have been placed there by a system administrator A searchlet for which a specific search profile has been determined will load this profile automatically The user cannot select another profile The search is started by a click on the search button A if the search is not started automatically after having opened the search profile windream web portal pro Microsoft Internet Explorer File Edt Yew Favorkes Took Help Q sxx Q x El A p Search SF Favortes E A s 38 http dokutest 31 portal asp Dr Explorer Page Index Ss ogo windream searchlets oa i So JE 2 More functions Y private search profiles A a gA Sl Bl umr Object type Object path Che errea laan 6 C Booket doc a H 3 3 E Susan Sneyder Documentation Documentation Projectswrindream web portel Grochures g chapteri 1 doc oy H A A E Mike biler Docume
84. iting documents and folders With these functions further file operations for selected objects can be executed from the Explorer listview or from a result list The type and the integration of possible functions is user or customer specific Depending on the requirements respective functions can for example be programmed as scripts and integrated in the list of additional functions Please contact windream GmbH or your windream partner for further information www windream com Configuration of dropdown list Further functions All find and editing functions which are usually launched via the icons ot via hyperlinks from the menu bar can also be started via the windream web portal pro 107 respective commands from the dropdown list Thus configure the dropdown list by highlighting the options for viewing the main functions find functions or editing functions The commands are listed in the dropdown list and the respective icons are hidden from the menu bar The entries of the standard functions are highlighted in the list by colors Integration of new functions script The following steps are required to integrate a new function into the application e Creating the script e Adjusting CSV file WMOW2CP csv e Adjusting XML file Context Menu xml Note Only functions are possible which execute operations on selected objects in the Explorer listview or from the result list The design and programming of scripts for further f
85. k Object I eeumnentatianProjestsyvindream web portalianusllEngishihtrl wy DocurnentationiProjectsvyndream veeb putaManualEngishiag IndesxSesrch bmp Documentaton Projectsvyndream web portalkanuslEngishychaptert doc m Documentation Projects wrindream veeb portalanuslEngishichspter2 doc BF WocumentationiProjectswindream web portalktanusllEnglshictspter3 doc al Dec unenlalioniProjedsvvndrean web partalMamalEngishohaplerd doc ti Decumentation Projectswreindream veeb portalanuel Engishichepbers dos Documentation Projects wrindream vee portalvdanualEngishichapbert doc T Documentation Projectsw indredm weh portalsanuslEngishyvveb portal pro pel I oc unentationProjectevvindream web portalkanuslEnglshyvet portal prozia DocunenlationProjectsvindrean web portalManualEngishyvindream wet portal prop Figure 50 Undo Check out You can enter a personal comment on the check out process in the respective field The entry will be added to the history It is also possible to execute the undo function recursively for subfolders if the respective checkmark is enabled ae yl a You can view the object properties via icon in column Click md and execute the process on the following site 78 windream web portal pro windream web portal pro Microsoft Internet Explorer Undo CheckOut Object Documentation Proctswendream web portal ManuallEngish Htnlladangusersandgroups him Documemation Projects wrindream
86. k out icon a Check the box to set the edit lock Enter an optional comment in the Check out window Om A OW DR Click the option to znclude subfolders if you want to execute the functions recursively for documents in subfolders oN Enable the option for ignoring the read only mode if desired 7 Click E 8 In the Set edit lock window click the links to open the documents for editing Remove edit lock Removing the edit lock is executed via the respective command from the list of further functions or via the Check in ce window The selection of documents is executed in the Explorer listview Co or in result list after a search The documents can only be unlocked by the specific user who had set the edit lock before documents which had been locked by other users can be unlocked by a windream system administrator via the windream Management Console Changes which have already been made will be applied A detailed description of the administrative functions in the WMC can be found in the windream user manual windream web portal pro Microsoft Internet Explorer Felt h Checkin Please select a file Remove edit lock B Object zal Documentation rojasctswrindrecm vet portelvanualEngishichaptert doc Browse Figure 54 Remove edit lock windream web portal pro 83 Check the box to remove the edit lock windream web portal pro Microsoft Internet Explorer h Re
87. l offers worldwide accesa to any information saved in Vindresm DNS secure quick reliable and independent of 16eation and rime The only requirement valid Windream user account and access to the Internet With Vindream Web Portal companies can use the Internet 85 platform for global access fa information saved on 8 central Windreanm Server This will Lead to a competitive advantage with reasurable success All business processes can be executed much quicker Additionally the Web Portal offers many Fields of application in various business Sectors Two versions for different requirements The S0ttwar if available in tuo different versions whereas Vindream Web Portal allows targeted retrieval as well as viewing and downloading documenta the enhanced professionel version Vindresm Web Portal Pro provides all Figure 21 Manual fulltext Fulltext searchable index fields Further on documents can be indexed via so called fulltext searchable index fields These index properties are marked as fulltext searchable when defining object types in the windream Management Console The contents of these index fields is additionally extracted as fulltext The fulltext or fulltext searchable index fields will be updated by the windream service after changes on the index fields have been made This fulltext can be viewed via the fulltext tab page of the file propetties windream web portal pro 39 Properties of wndreamwebportalpro d
88. ld or select an item from the list If you enter several items separated by blanks these expressions will automatically connected for a search with operator OR In order to connect the search expressions with AND you enable the checkbox windream web portal pro 25 for including all words Via the icon you can edit the options of the current search In dropdown listbox In or via the selection of an index you determine in which fulltext a search shall be executed with the search expression entered You can choose from e Extracted fulltext searching in the extracted document fulltext with the criteria entered e Manual fulltext search in the manual document fulltext e Fulltext searchable stringfields a search is executed in all alpha numeric system and DMS specific indices of the documents which have been marked as fulltext searchable e Extended private fulltext index search only If the selected object type provides fulltext index fields these will occur in the list of category Fulltext and can be selected as search criteria Then a search will be executed in the extended fulltexts of documents object type specific fulltext fields e All fulltexts a search is executed in all document fulltexts Fulltext search via simple search Start the simple search and enter the search expression in field Search for In the dropdown list Im you select one of the entries offered and depending
89. ll also be included or if the search shall be executed as case sensistve search optional If the search shall be conducted from a specific folder you determine the folder as starting point of the search and determine whether subfolders shall also be included 5 Start the search by clicking A windream web portal pro 23 The documents and folders found are presented in the result list The status bar of the list presents the number of objects found At first the number of objects presented here corresponds to the number determined in the configuration You can load the next block of objects by clicking link next lt n gt hits or you can change the number of objects presented by entering another number under Maximum number of blocksize in the search options You can also save the query as search profile in order to use it again later BIE File Edit View Favorites Tools Help ay Q exc v x a P Search SF Favorites 4 3 x8 Address F3 http dokutest BL searchitype asp 3 ao hia E windream web portal pro Microsoft Internet Explorer v ge Links gt o g More functions f E CO fiename SD 2 DB Attror Objectype Object path a Open Search Profile vi x 9 z Object Type Documentotion gt indices lca laa Tike web porta Mike Miller English Manual fa OD chapter 1 doc 6 C chaptert doc E C chopter2 11 do0 g chapter2 doc C chapter3 11 00 fa Oo ch
90. m beplaceientry eh path sPath Replace request form sForm REPLACE TOKEN4 QUOTATION MARK 1 91 O set aPDObject aWMSession GetWMObjectByPath 0 sPath LE NOOUNE 0 then response write Nothing selected lt br gt lt br gt end if Response Write lt tr gt Response Write lt td gt if aPDObject aWMEntity 1 then Response Write File else Response Write Folder end if Response Write lt td gt Response Write lt td gt Response Write aPDObject aPath Response Write lt td gt Response Write lt tr gt nCount nCount 1 end if next Response Write lt table gt o o gt lt body gt lt html gt End of example Adjusting XML file Context Men xml The script is integrated in the list of further functions with an additional entry in file Context Menu xml The file will has been installed in the windream web portal pro installation folder during the installation of the program Open the file with an editor and add an windream web portal pro 109 Example End of example Example End of example entry like lt ContextMenuEntry gt Scriptname lt ContextMenuEntry gt The functions will be displayed in the windream web portal pro list as entered here and with the respective sorting Entry for a new script SampleNew asp lt xml version 1 0 Ericoding 1s0 9859 1 5 gt lt W2pContextMenuConfiguration gt
91. ments in windream without downloading them The undo check out function will remove the lock and the documents can be edited by other users again Enable the option of the edit lock if you want to edit selected documents The function corresponds to that of the list of further functions which can be viewed in the navigation bar see also chapter Toolbar in the configurations p 105 A detailed description can be found in chapter Set edit lock for documents p 78 The object me of the objects determined for being checked out can be viewed via the icon in column Click i amp d and execute the download process from the following site windream web portal pro Microsoft Internet Explorer CheckOut Use the links for opening the documents E 4 object CD E State Error Descriptio F DocumentationPrajects windrecen web portal tanualEngishG6_lncdexeanch bmp Ok En web ins 2 doc Fi Fil Error Preversion G BF ocumentaioniprcsectotaindrean weh portslivienue ah A o i EE web portal vanualEngish chapters doc H E Ok m orka web P doc lal fa Error Preversion EY Mipocunentetionie nektes A alec api A a E Fonnes tent web portslivisnuskendishehapterd doc H E JE gt inniPrejeets ag talhiers shichante H iz o ocume Projectstwindresm web portalMaquahEnglish chaptert 2 o T F VI nemeionp eds viden v web portalimenuatEnalishivveb portal pro p t H Eja D MH ocumentationie A alters navel 3
92. move edit lock E include subfolders B Object PDocunentaton Projectsvyndream weh portalkanuslEngishichaptert doc m Documentation Projects wrindream veeb portalvanuslEngishichsptert doc PocunentationProjecvwindrean web portalanslEngishvvindreamvebpotaloro doc Figure 55 Remove edit lock Enter an optional comment in the comment field The comment will be saved in the document history Via the option to include subfolders you can finish the editing process recursively for all documents in the subdirectories of the currently selected folder 84 windream web portal pro windream web portal pro Microsoft Internet Explorer h Remove edit lock Use the links for indexing the documents fi EE i ses EEEN Fi DocumentalionPra Figure 56 Edit lock removed Copying objects Files and folders can be copied Select the desired objects in the Explorer listview a or in a result list and click the Copy icon id in the icon bar windream web portal pro windream web portal pro Microsoft Internet Explorer OX p Please select a folder windream HE Documentation E Marketing E New Folder gt Product Management HE Biddings a Brochures E Notes a Partner a Products S windream web portal i gg Tmp a Projects E Purchase E Reception E Sales E Services E Test E Tmp Figure 57 Copying objects select destination folder At first you determine the destination folder
93. move the files to the determined directory 9 Close the report window by clicking xi Renaming objects In order to rename an object you select the desired object in the Explorer listview or in a result list and click the Rename Object OM icon Enter the new name in the Object field In order to be able to also rename documents which are read only file attribute has been set you will have to enable the option to ignore the read only flags windream web portal pro Microsoft Internet Explorer Rename Object web portal Infornation doc Please insert a name Ignore read only attribute Object FE Product Management Productstwindreain web portalwebpartalpralntormation doc 2 Figure 63 Renaming objects l l PER g J You can edit or view the object properties via icon in column Click to rename the file The process is logged in the report window A line with the filename the status and an error description will be edited If an error occurs with one of the objects to be processed a respective message will be 92 windream web portal pro displayed in column Error description You close the report window with a click on xi You can view and edit the object properties via icon in column How to rename a file a folder 1 Select the object to be renamed in the Explorer listview EI orina result list 2 Click the Rename h icon 3 Enter the new name in the Rename window field Object 4 Check the bo
94. n entry from the list Adding several lines If you have already added several lines and if you want to add more lines highlight the desired number of lines checkmark in column Add and click icon Now the list will be extended by the respective number The contents of previously selected lines will be applied as preselection Applying contents from dropdown lists or calendar Icon at the beginning of a line indicates whether a dropdown list or the calendar function is available as input help In this case you open the list by clicking the icon Select the desired entry in the list or in the calendar to apply it to the line Removing lines In order to remove single lines and their contents from the list you select the desired number of lines checkmark in column a Delete and click 4 The lines will be removed from the list windream web portal pro Selecting objects For specific editing processes you will have to select the respective objects from the lists before editing for example from the Explorer listview or from a result list Single objects can be selected by enabling the checkmark in front of the entry in column Filename Enable the checkmark in the column header of the Filename column to select all entries of a list A folder can also be selected in the Explorer folder view by clicking the desired folder on the left side of the Explorer window Using hyperlinks Specific links can be used
95. n the windream user manual The list can be restricted to a selected number of users and groups by choosing a domain After a search which is executed via icon yw the uset groups registered on the selected domain will be displayed windream web portal pro 65 Show user This checkmark decides whether all users registered on the domain are displayed in addition to the groups checkmark enabled As default the checkmark is disabled Note The time needed for searching and displaying the users depends on the number of registered user accounts Filtering function The filtering function will further restrict the contents of the list When entering a value in the column headers the list will only show elements that correspond to the value Values can be entered in several columns in order to restrict the list You can enter alphanumeric characters Wildcards and are supported Entering will find all available elements of a column Execute the filtering process by clicking after having entered a value Select users and groups and assign rights Clicking the E button will add the users and groups including the assigned rights to the list of right holders on tab page Rights of the object properties If you select a user or a group who which has already had rights on the documents or folders he it will get the currently assigned rights Save access rights Changed access rights are saved via icon El on tab pag
96. nd if you have the respective right for changing documents in the DMS see also chapter A survey page 1 Note Please note that all documents and subfolders of a folder to be downloaded are collected in the download file Downloading folders is executed recursively Different options for the download processes can be set in the configurations a see chapter configurations page 101 Open folder A folder can be opened with a click on the respective folder entry in the result list column for opening a folder The contents of the selected folder are displayed in a separate browser window The link to a folder column Filename can be used as hyperlink and can thus be placed as hyperlink on the Desktop The folder can then be opened with a double click Note The column for opening a folder will only be displayed if this option has been set in the configuration see chapter Configuration p 96 View properties Via the Properties icon of an entry in the list column you can view the document or folder properties of an object selected from the listview The properties column will only be displayed if this option has been set in the configuration Document preview It is possible to open a document preview for certain filetypes in a browser window The preview icon next to the entry in the listview indicates the filetypes for which a preview is available In order to view a document you click on icon of a list
97. nt folder 64 windream web portal pro Assigning rights can be executed by e the assignment of users or groups with respective rights to the list of right holders via icon vr or e the extension or restriction of rights of already assigned users and groups via checkmark on tab page Rzg zs Adding users and groups In order to add further right holders to an object you select the object from the result list or from the Explorer listview via icon Then you open the object properties icon 1 and click icon re on tab page Rights show user name Domai Des MG vindresm Users DOKLITEST EF indresem Administrators DOKLITEST Lai wind eain docunentailon DOKUTEST Li vindresm productmanagement DOKLTEST W windream sales BOKUTEST G vindresem test DOKLITEST wm sind egeTi DOKUTEST windream main user Eg Sirk DOKUTEST Frank Seth FF miler DOKLTEST Mike Miler UF karen DOKUTEST Karen Hamdort GF samiristrator DOKLTEST Administrator GF villsan DOKUTEST Anne Wilson E Sneyder DOKLITEST Susan Sneyder GF chek DOKUTEST Paul Clark DOKUTEST vwindream web portal impersonation user 000008 BEREKKENE DKE OOOOORUBROOOOUBBOO ODOOOOOEOOOOOEEDODDO Figure 40 Select users and groups Display user groups The domains of the NT Server are displayed in the dropdown list box Look in The list contains the windream Server and all domains that are known to the windream Server see also topic User and Group Administration i
98. nt or you can make it available to other users via e mail Receivers can open and launch the profile with a double click In order to execute a retrieval over the search profile receivers must be able to access windream via a windream Client 32 windream web portal pro The result list Retrieval results are displayed as a survey in result lists Documents can then be selected for being viewed downloaded checked in or out moved copied or deleted You download the document and open it with the original application by double clicking a document entry The number of objects found documents and folders is displayed in the status bar of the list If no objects are found that would match the search criteria you should further specify the criteria and start the search process again This should also be done if the number of hits is too big The number of hits displayed corresponds to the number determined in the Maximum Blocksize option of the configuration next lt n gt hits or all hits If the number of objects exceeds the determined blocksize you can load the next block by clicking next lt n gt hits All documents found will be displayed via the link to view all hits Please note that this process may take some time depending on the number of hits The documents and folders found are displayed in the result list with their file or folder name In order to display further index data columns in the list you
99. ntation DocumentationProjectswindream web portalManuallEngish M O chaptert doc GOH AFAN Standard Decumentation ProjectswrindreamBEvAsnual Ochateioc DAI IT B Standard Decumentation Public A C chaptert doc GOH IE mke miir Documentation Wocumentation Projectswindream web portaliManuallEngish Y CO chapter2 1 doc I A 7 B mke mier Documentation WocumentationiProjectshindream web portaiManuallEngish Ej chapter2 doc H A A B Standard WDocurentation ProjectsvndreamBEWanus windream Product Line A CO chapter2doc I A 37 BE mike miter Documentation WecunentationlProjectsvrindream web portaManuallEngisth M MI charters tine Gl RA TI E ke hier Documentation Documentation Proiects wrindream web portelManuallEndish Vi lt kl gt 20 of 43 object s Trusted skes global searchlet samples hide search expression execute search profile after loading hide toolbar and search expression show available search profiles load search profile from sub folder Figure 80 windream searchlet with a global search profile and automatically executed search The objects found will be listed in the result list and they can be edited with the functions available Index Index B Blocksize 98 C Case sensitive 98 Check in 6 Check out 6 Checkboxes 61 Check in 69 document 73 check out Undo 77 Check out 69 Document 70 Column configuration 96 Configuration 6 95 Columns 96 Diagnostics 103 Download 101 List
100. nuslEngish Documentation Documentation Projectslwindream web portalvanuslEngish Documentstion Documentstion Projects windream web portalanuslEngish Documentation Documentation Projects windream web portalManuslEngishEtnaps Documentation Documentation Projects windream web portaltanuslEngishl tnaps Figure 8 Conducting a simple search oog More functions kd Checked Out Checked Out By Lock o o o o o o o o o o o o o min Trusted skes windream web portal pro 15 Editing options of the current search 1 Click the icon for edting the options of the current search http fdokutest 81 search SearchOptions asp a led Edil current search options Search in i Consider Subfolder Consider Previous Versions While Searching Search Case Sensiine Figure 9 Editing the options for the current search 2 Determine the desired search options and save the settings by clicking f The respective options are described in chapter Search options p 98 The settings are only valid for the current search Quick search Bed An efficient search function with selected criteria is offered with the Quick search Documents of a specific object type or a certain creator author can be found with this function This function also allows a retrieval over date and time entries for example date of creation or modification and a simultaneous search with alpha numeric expre
101. o copy files including index data you select the respective option Via the option to include index data you can set that indices will also be moved with the documents Selected objects are moved via icon gt 90 windream web portal pro windream web portal pro Microsoft Internet Explorer Object 2 State I mi Product Managenent Productsiwindream web porlakvsveboortelpronformetionsdos a i Figure 62 Moving objects reporting The process is logged in the report window A line with the filename the status and an error description will be edited If an error occurs with one of the objects to be processed a respective message will be displayed in column Error description The report window is closed via icon x k Te Via the properties icon in column you can view and edit the file properties for example the indices or the access rights How to move a file a folder 1 Select the objects to be moved in the Explorer listview orina result list Click the Move objects button dd Select the target path in the Move window Click Ke Enable the checkmark for replacing existing objects if existing objects shall be overwritten in the target directory mm A W N 6 Enable the option to include previous versions if previous versions shall also be replaced windream web portal pro 91 7 Enable the option With index data if indices shall also be moved 8 Click icon in the Move window to
102. objects or changed for existing ones tab page Indices in the window of the object properties Further on new versions can be created with windream web portal pro The administration of versions allows to administer current versions and previous versions The administration of rights allows the assignment of access rights on documents and folders on user and group levels tab page Rights in the window of the object propetties The histories of documents and folders in the windream drive present a detailed overview on creation and modification date which can be viewed and extended via tab page History in the window of the object propetties Objects can be copied moved renamed or deleted from the database with the functions of the icon bar in windream web portal pro In addition to the display of the fulltexts and the contents of fulltext searchable index fields further fulltexts for documents can be acquired manually Selection of documents and folders The selection of documents and folders to be edited is either executed from the listview of the Explorer icon ot from a result list which has been created with a search function of windream web portal pro Specific editing processes can be executed for several objects at the same time while others can only be executed for one object at a certain point of time for example renaming or all functions concerning properties Documents and folders for which an action cannot be
103. oc Microsoft Internet Seles Common indicat Version History Full text Lifecycle Rights Fulltext searchable stings Size 114 Bytes x Help Hike Miller User manual Introduction Survey Logon Toolbar Havigation vindream web portal pro User manuel Figure 22 Pulltext searchable index fields Extended private fulltext It is also possible to acquire extended private fulltext for documents of specific document types windream Business Edition required Thus a fulltext index must have been created in the WMC which will then be assigned to a document type as a document type specific index field This fulltext like other object type specific index properties is acquired and edited via the index tab page of the file properties Changes on the extended fulltext will only be updated after a respective modification in this field via the indices tab page of the file properties in the DMS Ho to acquire manual fulltext of a document 1 Open the properties by clicking of the desired object and switch to the fulltext tab page 2 Select entry Manual fulltext from the dropdown list 3 Add the text manual or via clipboard which shall be acquired as manual fulltext 4 Click E Manual fulltext can also be acquired via interface functions 40 windream web portal pro How to acquire fulltext in fulltext searchable string fields or extended fulltext of a document
104. on Projectsvyndresm vet portelvanuallEngishichapters aac i iDocumertation Projectswrindream web portaliManuallEnglehichapterd doc vi Doc unenlalionProjecdsyviindrean web portalvanuslEngishichaplers doc pg Doe unenla tonlPrajedtsvyrndrean vab portakuarmslEngishehspler5 dos Tl Dacumentation Propects weindream veeb portakkdaruslEngishyveb portal pro polf Doc urnentation ropectsvyndresm vet portalkdanuslEngishyveb portal pro zi EY Documentation Projectswindream web portalsanuslEngishuveboortslprochim DocunentalionProectsvindrean web portaliVanusl Engishiwindream we portal pro py vi DocunenlalioniProjectsvyndrean web portal anus Engishiwindreamyebportalore doc Figure 43 Check out objects In the comment field you can enter a personal comment concerning the check out process or reason This comment will be saved with the respective entry in the history Via option Include subfolders it is possible to check out complete folders recursively The check out function will then be applied to the documents within all subfolders Directories will not be checked out Note The time needed for the download and the following upload on check in depends on the number and the size of the selected files If also read only documents shall be checked out filesystem attribute set you will have to enable the option for ignoring the read only mode windream web portal pro 71 The option to only lock documents enables you to lock docu
105. onfiguration You can load the next block of objects by clicking link next lt n gt hits or you can change the number of objects presented by entering another number under Maximum number of blocksize in the search options You can also save the query as search profile in order to use it again later Fulltext search via quick search Start the quick search and enter the search expression in field Search for In the dropdown list Iv you select one of the entries offered depending on the fact whether you want to search in a specific fulltext or in all fulltexts The search expression consists of the words to be found or fragments of words and the possible operators for example AND or OR How to conduct a fulltext search with the quick search 1 Click the icon of the quick search ee 2 Select the desired entry from the dropdown list Object Type 3 Enter the desired search expression in the dropdown list Search for or select an existing entry from the list 4 In dropdown list named In determine in which fulltext a search shall be executed In the configurations you can determine the entry to be used as default on the search options page 5 Determine the options for the search via icon or in the configurations on the search options page This depends on the question whether the conditions shall only be valid for the current seatch or for all searches see chapter Editing options for the current search p 15 E g enable
106. ooet E Mew object crested WProguct ManegementiProductsiyindream ve portalkssndre smyvveboortalprosdaoc 2 Replaced existing object Figure 59 Copying objects reporting The process is logged in the report window A line with the filename the status and an error description will be edited If an error occurs with one of the objects to be processed a respective message will be displayed in column Error description The report window is closed via the ed icon Via the properties icon in column you can view and edit the object properties for example the indices or the access rights How to copy a file a folder 1 Select the objects to be copied in the Explorer listview orina result list Click the Copy icon al Select the target path in the Copy window Click gt i Enable the checkmark for replacing existing objects if existing objects shall be overwritten in the target directory a AeA W N 6 Select the option to include previous versions if previous versions shall also be replaced 7 Enable the option With index data if you want to copy the files with associated index data 8 In the Copy window click Ml to copy the selected files to the target directory 9 Close the report window via icon ix 88 windream web portal pro Moving objects Files and folders can be moved by selecting them in the Explorer listview E or in a result list Then you click the Move objects button ikl in the
107. ous versions previous versions will also be deleted If you have select the option to include the contents of folders the selected folders and the contained objects will be rmoved In order to be able to also delete read only documents file property set you will have to enable the option for ignoring the read only mode You can edit and view the object properties via icon Properties in column The objects displayed can be deleted via icon E 94 windream web portal pro Delete Object w Product ManagementiProducts windream vesi potat IndexSearch bing m Product kanagemenbProductsvvndresm vest portalohaptert doc E Product Management Products wrindream web portalhapter 2 doc al Produc ManagementiProductsindream web portalvchaplers dac fi Product ManagementiProductsndream veeb portalichapfer doc Product Kanagemerb rroductsvvndreanm vet portelichapters dor Product ManagementProducts wy indream vet portalohapter6 doc E Product ManagementProductsvindream web portaltvveb portal Information doc Product Management Praductsvvindream web portaluveb portal pro pal Ey Product ManagementiProductsindr eam veeb portalyebportealpro chm Product kanagementProductsvvyndream vach portaelsssndresm web porta progset O Fi Product kanagementProductsvvndresm veeh portalsssndresmveboortaprodor Ok Sud Figure 65 Deleting objects reporting The process is logged in the report window line with the filename the status
108. pressions shall be connected optional 10 Determine the options for the search via icon or in the configurations on the search options page This depends on the question whether the conditions shall only be valid for the current search or for all searches see chapter Editing options for the current search p 15 E g enable the respective checkbox if previous versions shall also be included or if the search shall be executed as case sensitive search optional If the search shall be conducted from a specific folder you determine the folder as starting point of the search and determine whether subfolders shall also be included 11 Click icon BR to start the search The documents and folders found are presented in the result list The status bar of the list presents the number of objects found At first the number of objects presented here corresponds to the number determined in the configuration You can load the next block of objects by clicking link next lt n gt hits or you can change the number of objects presented by entering another number under Maximum number of blocksize in the search options You can also save the query as search profile in order to use it again later windream web portal pro Microsoft Internet Explorer DR File Edt View Favorites Tools Heb r Q ak Y x a G po Search Pp Favorites E Address 4E httoitidokutest 61 searchiindex 0sp_ gt tite Soo eles eure ee Em Dere l More f
109. r certain views will not be available in the listview 5 In addition to these columns you can determine up to ten further columns indices The indices selected from the dropdown list boxes 1 to 10 are presented in the order of the selection fields listed there In order to remove a column from the listview you select the first empty entry from the list box With the entry for the thumbnails you configure a column in which the thumbnails of documents are displayed 98 windream web portal pro Note If you select the Object Path index as a column this column will only be displayed in a result list but not in the Explorer listview If you select entry Thumbnail for a column please note that the thumbnails can only be viewed with documents for which thumbnails have been created The generation is executed on the windream Server by a system administrator Configuring thumbnail view and adjusting the presentation of thumbnails If you want to configure the thumbnail view in the Explorer listview and in the result lists you will have to select the column in which the thumbnails shall be displayed dropdown listboxes 7 to 10 Then you select entry Thumbnail from the list Determine the size width and height of the thumbnails and save the settings Note Please note that the thumbnail view can only be executed for documents for which thumbnails have been created The generation is executed on a windream Server by a sys
110. r the implementation of searchlets are executed by the responsible system administrator By default those searchlets are available on the portal site which can be launched via the links named private 112 windream web portal pro searchlets global searchlets and the examples for global search profiles windream web portal pro Microsoft Internet Explorer Fie Edt View Favortes Tools Help sox QJ x a CA p Search 5p Favorites E vag ca E 3 Address hittp dokutest 3 portal asp Dr Explorer8Page Index windream searchlets semple waf v private search profiles global search profiles Object Type All Object Types global searchlet samples Index Condition Value Operator hide search expression Filename Equal doc OR Filename Equal xls OR execute search profile after loadin Filename Equal ppt hide toolbar and search express show available search profiles load search profile from sub folder E Fiename Y C Booklet doc amp C choptert 1 doc C chsptert 2 doc C chaptert doc Standard OocunertationProjecistwinideam s lt 3 gt 40 of 50 objectis a javasoript openModalCopy asp Refresh true amp Operation Select Trusted skes Author Object type Object path Susan Sneyder Docunertation Documentation Proeciskvindream windream Product Line Por a d Io Wa Mike Miler Docunentation OocunertationProjects wincesm be Mike Miler Documentation Documentation
111. rch results Here you determine the blocksize or respectively the number of objects to be loaded into the Explorer listview and into the result lists The number of objects in a block corresponds to the number which is determined under Search options gt Maximum Blocksize for search results This number also determines the number of objects to be loaded after having clicked the command button for viewing the next block of hits Searching objects recursively from a specific folder Via command button you can determine a folder as the starting point of a search process The folder determined here will then be displayed on the search options site Here you can also determine here that subfolders will be included in a search process checkmark enabled As default this option is enabled 100 windream web portal pro Further options You can also enable or disable the checkmarks for considering case sensitive search and for including previous versions in a search Field separators for vector fields When conducting a search via the contents of vector fields in the index search x several values separated by field separators will be entered as search criterion As default the semicolon is used You can determine another separator here All characters and strings up to 3 characters are possible Start fulltext search in In the simple search a and in the quick search documents will be found according to fulltext search routines
112. ream and allows to access the DMS via the Internet or an Intranet with a common Browser The system suppotts for example Microsott Internet Explorer version 4 0 ot higher Netscape Navigator version 7 or higher and Opera version 6 05 or higher A survey windream web portal pro offers access to the document storage of windream via user authentication at logon windream web portal pro allows to find and view documents and their system properties or DMS specific properties It is also possible to make documents available on a workstation Computer by downloading them from the Internet On the other hand documents can also be imported into the DMS via upload or checked out documents can be checked in again after having edited them externally Additionally the system allows to modify objects including their system or DMS specific properties File operations like copying moving or deleting objects can be executed as well windream web portal pro does not require any additional windream component on the workstation Computer Basic requirements for access to the DMS Each user must be provided with a valid operating system account over which he logs on to windream web portal pro in order to get access to the DMS and the documents stored in it A further requirement is that users must have been classified as windream users in the user and group administration and they must be windream web portal pro equipped with the necessa
113. revious versions of documents New versions are created via function Create new version Fai or optionally when checking in documents or during an upload of files Properties of windreamwebportalpro doc Microsoft Internet a Oo Common indices Version History Fulltext Lifecycle Rights File name 2 version Author Date Size Windreamwebportalore 1 dos a 1 bike Miler 11030004 03856 AM 40650 Kl Wid reaniwebportalpra doc 2 hike Miler 11240004 104615 AM 406 50 Kl Figure 25 Tab page Version History A history is written for each document and folder in the windream drive The history gives a detailed overview on the creation and modification of objects It can be viewed via tab page History Adding a history entry In addition to the entries created by the system you can also add your own entries A basic requirement is that you have the right for changing the document or folder windream web portal pro 43 Properties of windreamwebportalpro doc Microsoft Internet Dx Common indicat Version History Full text Lifecycle Rights User Action 11 24 2004 10 46 15 AM Mike biler Mew version tram 112004 11 24 20 AM Mike biler Set editor lack 11242004 17 25 09 AM Mike filler Editor tock removed 2005 1 41 70 Pe Mike biler Index changed SAUS00S 1241228 Phi Mike biler Checked out SDGS idid FPM Mike biler Undo check out wAn 114214 PM Mike Miler Index changed Figure 26 Tab page History How to add an entry to t
114. rofile can be loaded again via icon ta Saving a search profile in windream and send it as email Search profiles can be stored in windream icon You can determine whether you also want to send a profile via email to make it available to other users In this process the default email application will be started the URL of the search profile will be copied to the message and you can determine the receivers to which the profile shall be sent Save search profile as Download You can also save search profiles via download in a selected directory of a local data carrier click icon lt a The search profile can be opened and executed with a double click on the WDF file on a windream Client Computer Consequently you can also make the profile available for other users who access windream via a windream Client Computer How to save a search profile 1 Create the desired search profile with one of the search functions EN 2 Enter a name for the search profile 3 Save the search profile via icon ad How to open a search profile 1 Click the icon of the search function you want to use ze a Of 2 Select the search profile to be used from the dropdown list Open Search Profile 30 windream web portal pro The search profile will be loaded and the search can be started via the GO button M How to delete a search profile 1 Click the icon of the search function you want to use cI a Of 2 Select the search pro
115. rtal pro windream web portal pro Microsoft Internet Explorer BIK k CheckOut comment TT include subfolders E Ignore read only attribute W Lock only Set edit lock Object m Poc urnentation rofactsvyndresm veeb portalanuslEngishychsptert doc BocunentalionProjactswindream web portakmanusleEngisherspters doc DacunenlalianPrajedsvvindrean web portalivanusllEngishiwindreanwebportalore dar Figure 52 Setting the edit lock for documents You can enter a comment in the respective field It will be saved with the respective entry in the history It is possible to set the edit lock for complete folders recursivley including subfolders via the respective option In this context the function will exclusively be applied to the documents in the directories Only documents will be locked for editing not the directories If the edit lock shall also be set for read only documents read only file property has been set you will have to enable the option for ignoring the read only mode With the option to only lock the documents you can lock documents in windream without dowenloading them The function to undo a check out will remove the lock again and other users will be able again to edit the documents Via the properties icon in column you can view the object properties of objects which have been selected for this process Click Ed and download the selected documents on the following site windream web portal pro 81
116. ry rights The user and group administration integrated in the windream Management Console WMC offers a function for determining specific rights for the access to windream web pottal pro The system differentiates between the following access modes e Read only user can only retrieve documents with windream web portal pro Documents can be retrieved read and downloaded on a local data carrier It is not possible to edit objects from the DMS or to import files via upload to windream e Full access Users can use all functions without limits Documents can be retrieved viewed or downloaded Additionally documents can for example be checked out for and checked in after external editing It is also possible to upload documents into the DMS and to change or delete them Note The number of users who can access the DMS via windream web portal pro depends on the number of available licences Additionally there is a differentiation between full access and read only Users provided with full access licences can additionally switch to the retrieval mode via an option of the configuration module of windream web portal pro read only mode A detailed description and additional information on the administration of users and groups in the WMC can be found under the respective topics of the windream user manual After having logged on successfully windream web portal pro will offer the functions for getting access to the windream
117. s 102 Maximum blocksize for search results 99 Maximum number of compressed files 102 Miscellaneous 104 Move 5 Move object 88 N Navigation 4 Navigation bat Portal site 109 Navigation bar 105 New file 5 Create 49 New folder 5 New search 5 Non editable fields Hide 100 Number of tabs per line 104 O Object Create 46 Delete 92 Edit 58 Select 8 Object Type Search 5 22 Open file on the windream network drive 104 Options for compression ratio 102 Options of current search 15 Index P Personal Settings 95 Portal site 6 110 Preview 35 103 Previous versions Include in search 98 Q Quick Search 5 15 R Radio buttons 61 Redirect click to filename 104 Refresh listview automatically 97 Remove 78 79 Rename object 91 Renaming 5 Report window 58 Requirements 1 Result List 32 Change columns 32 Sorting 32 Retrieval 9 Retrieval Mode 96 Retrieve documents 9 Right Edit 62 Rights 44 62 S Scripts Integrate 106 Search Vector indices 20 Search for creator 17 Search for documents of current user 18 Search options 98 Search profile Load again 29 Send via email 29 Store 30 Search profiles Search options 28 Search Profiles 28 Searchlet 112 Public 113 Searchlets 111 Session expired 4 Set edit lock 78 79 Set scheme 105 Settings Personal 95 Show buttons as Hyperlinks 106 Show further functions 106 Index Show upload control 106 Simple Search 5 13 Sorting Result list 32 Sorting list v
118. s executed via the checkmarks on tab page Rights Creating a new version In windream web portal pro arr can create new versions of documents This function icon will first create a copy of the document with a version number agn The copy is stored in the same directory as the original document with the same name tights history and properties The fulltext will be regenerated for the new version The creation date and a message displaying that this version was created from a previous version will be entered as first entry of the history The file attribute Hzdden is attached to the previous version and it will be set into the read only mode An entry with information on user date and time of the new version will be added to the history of the previous version Previous versions cannot be changed any more In order to be able to create a new version you must have the right for changing the document A new version cannot be created from a previous version The current version the version number and the previous versions of a document can be viewed via tab page Version of the object properties using icon windream web portal pro 67 In order to create new versions of files you select the desired objects in the Explorer listview 3 or in a result list and click icon Fal in the icon bar windream web portal pro Microsoft Internet Explorer de Create new version Create aversion from the selected files
119. set manually for documents of a different type on check in Detailed information can be found in the descriptions of the windream user manual windream web portal pro 69 New version on file import New versions can also be created when new files are imported uploaded Check in and check out documents The Check Out Check In function of windream web portal pro allows to check out documents from windream to a selected data carrier via download and to check them in again after having finished the editing process Checked out documents are only available for the user who executed the check out process During a check out process function a copies of the original files will be created in the check out directory of the data carrier The original documents in the DMS will be locked Other users can only read the documents as long as they remain checked out Documents locked are displayed in red letters in the listview and are marked as locked in the respective column Note Only the contents of a document that is checked out can be changed You cannot change DMS specific properties like indices rights During the check in process icon Al the original files in windream will be substituted by the modified files the write protection mode will be removed and the documents will be available again for other users You can also undo a check out process to cancel the changes you have already made icon Mill The original file in
120. sible to edit objects from the DMS or to import files via upload to windream e Full access Users can use all functions without limits Documents can be retrieved viewed or downloaded Additionally documents can for example be checked out for and checked in after external editing It is also possible to upload documents into the DMS and to change or delete them a Local intranet Figure 19 Document Preview Viewing and editing fulltexts Different fulltexts may exist for each document There is a differentiation between the following types of fulltext e Extracted fulltext e Manual fulltext e fulltext from fulltext searchable index fields e Extended private fulltext The generation acquisition and editing of fulltexts is either executed automatically by the windream services windream fulltext indexing service windream DMS service or manually via tab pages Fu text or Indices of the file properties You can execute a search for documents via text elements contained in the fulltexts and conduct a search via all fulltexts or a specific fulltext type In order to view or edit the fulltexts click the Fud ext icon or the Properties icon in the column of the same name The fulltexts are displayed on the respective tab page in the window of the object propetties windream web portal pro 37 Note Fulltext can also be created for folders Thus you can acquire and edit manual fulltext via the folder properties Cont
121. sively Configurations for Download In order to change the preset name of the download ZIP file or to determine further options for the download you switch to the configurations with icon 8 and select the page for configuring the download see chapter Configuration page 101 Opening a folder folder can be opened with a click on the respective folder entry in the result list The contents of the selected folder are displayed in a separate browser window The link to a folder column Filename can be used as a Hyperlink You can place this link on the Desktop with drag and drop and open the folder from there with a double click Document preview A preview is possible for certain filetypes in a separate browser window The preview icon of an entry in the respective line indicates which files can be previewed In order to enable the preview you click the icon of the respective entry in the list The document will then be displayed in a separate window You can use the link on a document preview as a Hyperlink and place it on the Desktop Then the preview can be opened directly with a double click 36 windream web portal pro windream web portal pro Microsoft Internet Explorer Fie Edit View Favorites Tools Help pack Q x a A J gt Search P Favortes f A 38 A survey windream web portal pro offers access to the document storage of windream via user authentication at logon
122. spond to those of the windream 3 6 Client software retrieval is exclusively executed within the windream DMS Documents can be found via the following search functions e Via the hierarchic document organisation in the document storage using the Explorer e Via structured document properties within the index propetties or via free search items within the fulltexts of documents These functions can be executed with the simple search a the quick search Fa and with the index search ps as well e According to the document and folder types of documents folders within the Object Type search N i e Via stored search profiles Standard search If you start a search from one of the search functions without determining a search expression windream web portal pro will execute a standard search with which all available documents will be found Wildcards and logical links in search expressions Wildcards can be used in the search Complex queries can then be generated from the search conditions by logical links of search expressions Using search profiles You can save search profiles and use them again for a new search Display of retrieval results in result lists All search results are presented in result lists Viewing and editing the documents found is executed with the connected original applications You can also use viewers for displaying documents You select the documents for viewing or editing from the result l
123. ssions via index data and the fulltexts of documents The search criteria of the different groups named Object Type Search for Creator and Time are connected with operator AND by windream Single expressions within the groups for example in field Search for will be linked with OR For searches in the fulltexts the search expressions entered can be connected with operator AND in the Search for field Thus you enable the option to include all words windream will extend the the search expression and will display it in the Search for field In order to make the extension visible the option for viewing the extended fulltext search term must have been switched on in the configurations see chapter Search options p 98 Via icon the options for the current search can be edited windream web portal pro windream web portal pro Microsoft Internet Explorer File Edit View Favorites Tools Help G ext 9 x E A P Search JF Favorites amp ov Kea Address http idokutest 81 search quick asp_ v Ec nm Boge 3 QA FIL h AP 1 i LP More functions Y gt Open Search Profile E x gt gt Object Type AJl Object Types v Search for In Fulltext axtracted Creator Time not specified v Search V include all words O riename O R I B Author Object type Object path Checked Out Checked Out By Locked Trusted shes Figure 10 Quick search How to conduct a qui
124. switch to tab page Indices However indices can only be changed if you have the right to edit and modify the respective document see also chapter windream rights page 62 The indexing of new objects or existing objects without indices is also executed in this window see also chapter Indexing Objects page 58 The index fields can be placed on several tab pages named Indices 1 Indices 2 up to Indices n The single pages are selected via the respective link on the tabs The number of tabs per line can be determined in the configuration Properties of wndreamwebportalpro doc Microsoft Internet Seles Common Indices Version History Fulltext Lifecycle Rights Object Type Mike Miller English Manual Release Date Label Note User manual Introduction Survey Logon Toolbar Navigation Figure 24 Tab page Indices Version Several document versions can be administered in windream A new version of a document is a copy of the original document with an ascending linear number Always the current version of a document is available Previous versions are automatically equipped with the Hidden attribute by the system and they will only be displayed in the Explorer if the respective option has been set 42 windream web portal pro The current version the version number and the previous versions of a document can be viewed via the respective tab page retrieval may also include p
125. target path On the following site you copy the selected objects to this folder 86 windream web portal pro windream web portal pro Microsoft Internet Explorer Va Copy Copy the selected objects Replace existing objects M Overwrite preversion With indices Apply rights Object w DocunenlalianPrajedsvindrean web parteMansalEngiskos IndexSearch brg fia DocumentationProjectsweindream web portelManualiEngishichapterd doc Documentaton froectsksndresm web porta ManvalEngishichapter2 doc i Documentation Projects wind eam web portal ManualEngishichapters doc DocunentatioriProkctsvindresm web portal ManualEngishichaplers doc ll DocunenlalionPraecdsvindrean web portal ManuvallEngishchaplers doc i DocumentalionPrajectsvendream web partelMaruallEngishihaptert doc Tr Documentation roesctswrindream web portal ManualEngishweres portal pro pdf Ey BocunentationP roectskandresen web portelivsnuslEndistivrebportalpeo chm DocurnentationProectstvindresm vb portslvanuslEnglstresvsndresm eb portal pro pet iDocumentalion Projectswindream web portal ManuallEngishtwindreamwebportalpro doc A Target Path Product ManagementProductswrindream web portal EERE EE EB Figure 58 Copying objects The objects are listed in the upper list The lower list presents the destination directory target path Via the properties icon lin columns you can view and edit the object properties of the selected objects and the determined target path
126. te fulltext in the respective fields while editing the index properties on tab page Indices The display and the editing of different fulltexts is executed in the same way as for documents If the listview has been configured in a way that the fulltext column is displayed the fulltext icon next to an entry in the listview will indicate for which files and documents a fulltext exists For viewing click icon of a list entry in column You can also view or edit fulltexts via icon Properties in column Refresh view In order to refresh the Explorer view click icon 2 windream web portal pro 13 Changing the presentation of the listview The type and the number of columns presented in the Explorer listview can be modified individually The index propetties to be viewed in the Explorer can be selected from the list of available columns indices In order to configure columns you switch to the configuration of windream web portal pro by clicking icon Ros see chapter Configuration p 96 Changing list sorting The sorting of the listview can be changed by clicking on the respective column header The sorting is reversed by clicking the header once again Simple search With the simple search windream web portal pro offers a search function for executing a simultaneous search with alpha numeric expressions via index data and the fulltexts of documents Search items entered in field Search for are connected with
127. te presents general information on the current system configuration windream web portal pro Microsoft Internet Explorer BAR r File Edit View Favorites Tools Help v x gt F O Y 24 Q Back gt x a A p Search SF Favorites E XS G 3 Address http dokutest 81 configlindex asp Context Explorer v Go Links gt E Configuration More information about system configuration B Start view FE List view Version Search options ET Download windream web portal pro 3 6 1 8 RC9 Microsoft I5 0 Eg Diagnostics windream 3 6 3 6 0 13 Preview fi Miscellaneous Server Toolbar Portal Site windream web portal pro dokutest 172 23 2 43 windream dokutest Client Browser Microsoft Internet Explorer 172 23 1 52 Details Mozilla 4 0 compatible MSIE 6 0 Windows NT 5 1 SV1 NET CLR 1 1 4322 User Name DOKUTEST Miller Fullname Mike Miller Login Miller O Trusted sites Figure 71 Configuration Diagnostics Preview On this page you set the format of image files for the presentation in the HTML preview 104 windream web portal pro windream web portal pro Microsoft Internet Explorer EEK File Edit View Favorites Tools Help Q Back QJ x a A p Search SF Favorites E B 33 Address a http idokutest 81 configfindex asp Context Explorer v Go Links gt E Configuration Preview configuration B Start view FE List view Configure here the options for
128. tem administrator How to determine the presentation of the result list or the Explorer listview 1 Click the configuration icon 2 of windream web portal pro 2 Open the Listview folder 3 Select the index properties which shall be presented from the dropdown list boxes 4 Enable the checkboxes for the default dcolumns which shall be displayed in the Explorer listview and in the result lists 5 Enable the Save button at the bottom of the list to save the changes The result lists and the Explorer listview will be presented as determined In order to discard changes and to reset input fields you enable the Reset button at the bottom of the list The previously determined settings will be restored Search options The search options offer additional options for specifying a retrieval The current settings are valid for all search operations In addition to this specific options can be determined in the search functions which windream web portal pro 99 will then exclusively be valid for the current search see chapter Editing the options of the current search p 15 Changes can be saved by clicking the Save button In order to discard changes and to reset input fields you enable the Reset button at the bottom of the list The previously determined settings will be restored Note When storing seatch profiles specific search options will also be saved as properties of the search profile see chapter
129. ters 1 doc IE Mike Miler Documentation o si sMQOCUmentstion orojects wvindosem web portalanualiEngiah Figure 46 Presentation of checked out documents in the explorer listview How to check out documents 1 Select the objects to be checked out in the Explorer listview i Click icon Check out a Enter a comment in window Check out optional Enable checkmark Include Subfolders if folders shall be checked out recursively A o N 5 Check the box for ignoring the read only mode if also documents shall be checked out for which the read only flag has been set 6 Click Kd 7 Select the documents in the Check out window and either click on the link or the icon A single file or icon I several files 8 Execute the file download via the respective dialog window The selected documents will be checked out into the determined local directory and can be edited there Check in documents The check in process is executed via icon Ce Documents to be checked in are selected in the Explorer listview or in a result list after a retrieval When using the check in function Ce documents will be checked in file by file 74 windream web portal pro Documents can only be checked in by the user who checked them out previously A check out process executed by other users can be undone by a system administrator via the windream Management Console In this case changes will not be stored Further
130. the current search function will be reset in order to allow entering new items Functions for document editing Imports a new file into the DMS Creates a new folder in the windream drive Renames objects in the windream drive This icon moves objects within the windream drive This icon copies objects in the windream drive 6 windream web portal pro Checks out documents to a selected local data carrier Checks in previously checked out documents This icon will undo a check out process Creates a new version of a document in the windream drive Deletes windream objects Configuration logon logout help Opens the configuration of windream web portal pro for personal settings This icon launches the logon logout form of windream web portal pro Starts the online help function of windream web portal pro If the first line of the menu bar in the navigation bar is invisible you switch between windream web portal and the portal site via icon Portal site ot windream Web Chent eeN Note The available functions depend on the type of access read only full access of the logged in user see also chapter A survey Notes on handling The following chapter describes some special features in the handling and management of windream web portal pro concerning the specific Web design of the application Selecting elements from dropdown lists Depending on the context you can apply contents from dropdown
131. the respective checkbox if previous versions shall also be included or if the search shall be executed as case sensitive search optional If the search shall be conducted from a specific folder you determine the folder as starting point of the search and determine whether subfolders shall also be included 6 Click 4 to start the search The documents and folders found are presented in the result list The status bar of the list presents the number of objects found At first the number of objects presented here corresponds to the number determined in the configuration You can load the next block of objects windream web portal pro 27 by clicking link next lt n gt hits or you can change the number of objects presented by entering another number under Maximum number of blocksize in the search options You can also save the query as search profile in order to use it again later Fulltext search via index search In order to conduct a search with free expressions via index search you select entry Fulltext from the category Fulltext of the Index search A fulltext search can be conducted with the help of this index field or the fulltext search can be connected with the index search Search expressions entered in the text box will be found in the fulltext of stored documents The search expression consists of the words to be found or fragments of words and the possible operators like AND or OR How to conduct a fulltext se
132. tion and value The following categories are available e Frequently used indices e Object type specific indices e Available indices e Date and time indices e Fulltext e Vector indices List of search criteria search terms In this area you determine the search criteria Index Condition and Value A ine will be added to the list of search criteria after having selected an index property from one of the categories Then you determine the condition and the value in the fields of the respective columns The search expressions in the list can be connected to search 20 windream web portal pro terms by logical operators dropdown list box in column Operator The evaluation order can be changed by setting brackets around selected search expressions Single search expressions lines in the list can be deleted via icon x Searching via vector fields vector indices In order to conduct a search in vector fields you can enter the search term as condition depending on the object type or you can select a term from the list of values and use it in the Value field The selection from a list or a table via icon Edit index is only possible if you select one of the conditions which are exclusively offered for vector fields e contains exactly e does not contain e contains at least one element from e does not contain an element from e contains all elements from e does not contain all elements from Applying
133. tions page you can determine the entry to be preset as default 4 Highlight the option to include all words if the the search items entered shall be connected with AND 5 Determine the search options via icon or in the configurations on the search options page This depends on the conditions which can be valid for the current search or for all searches see chapter Editing options of the current search p 15 E g enable the respective checkboxes if previous versions shall also be considered or if a case sensitive search shall be conducted optional If a search shall only be conducted from a specific folder you determine the folder as starting point of the search 6 Start the search via icon ES The documents and folders found are presented in the result list The status bar of the list presents the number of objects found At first the number of objects presented here corresponds to the number determined in the configuration You can load the next block of objects by clicking link next lt n gt hits or you can change the number of objects presented by entering another number under Maximum number of blocksize in the search options windream web portal pro Microsoft Internet Explorer File Edit View Favorites Tools Help Q ext SY HAR x a P Search Pe Favorites e Gr N 3 23 Address 48 http dokutest 61 searchisimrple asp OR r v Je links Search for web AND porta Search includ
134. tor You can implement a global portal site for all users or a personal site for single users which will then be displayed instead of the global site You can implement any Internet or Intranet sites and windream searchlets windream search profiles The navigation bar via which the functions available on the portal site are started can be configured in the windream web portal configuration see chapter Portal site navigation bar p 109 windream searchlets A windream searchlet displays a search profile which has been created with the index search of windream In this case object type brackets operators and links cannot be edited any more Search expressions can be entered in case the respective index fields have not been filled with values yet While determining the search options you can set in the configuration that exclusively those fields of the search profile shall be displayed in which search expressions can be entered option for hiding editable fields within searchlets in chapter Search options p 98 windream searchlets can display private search profiles of the current user or public global profiles It is possible to implement searchlets with or without determining a search profile in the portal site A search profile can be implemented in a way that the respective search routine will be launched automatically after having called the searchlet directly The integration as well as the necessary configurations fo
135. tore the latest settings Configure here whether the icon for multiple files upload should be displayed within the web portal pro icon bar MS IE only Show upload control icon al Partal Site Configure here how to display web portal s toolbar functionality either as action buttons or hyperlinks Action buttons as hyperlinks F Configure here whether the menu for selecting additional functions shall be displayed within the web portal pro icon bar Show additional functions Configure here whether the first row of the tool bar login logout etc shall be displayed at all Show tool bar s first row OG Trusted sites Figure 74 Configuration Toolbar Show upload control Microsoft Internet Explorer only If this option is switched on the upload icon will be displayed in the navigation bar see chapter Upload via the Up oad icon p 52 Show buttons as Hyperlinks This option will present the icons of the menu bar as hyperlinks Show first line of menu bar Enable this option to view the first line of the menu bar icons Configuration Logon logoff and Help default setting If you disable this option the first line will be hidden and the icons Configuration Logon Logoff and Heip will be displayed in the second line Show further functions By enabling this option a dropdown list will be added to the navigation bar of windream web portal pro the list contains a selection of additional functions for ed
136. uncions MHR Open Search Profile Object Type All Object Types v Index Full Text vi All fulltexts Index Condition Value Operator v Filename Equal windream AND v x a All fulltexts contains web porta AND v X Author Object type Object path Checked Out Checked Out By Locked Standard Documentation Projectswndream archive o C Fiename ade E C windream Archive prt Gre a D windresmm web portal pro 1 ppt 3 lz E C windresen web portal pro ppt E A E Al oO windresn web portal pro ppt eS A iz 6 ii windresm3 5 doc 3 A iz C windresmwebpartelpro 1 doc E fa o windreamvebportalpro doc 3 iz B B 1 E Frank Sm h Documentation 1DocumentationiProjectswindream web porta ManuallEngish i E Frank Smh Documentation Documentation Projectswindream web porte Presentations E E a E OY ww Frank Smith Documentation Docurnentation Projectswrindream web portal ManuallEngish Y Standard Documentstion ProjectswrindreamBE Manu Mike Miler Documentation WDocumentstion Projectswrindream web portel ManuallEngish B B B CHR CAR CIRCE CH uH Me Miler Documentation Documentation Projectswrindream web portal MarnuallEngish T objectis 2 javasoript OnSearchaActiont searchjindexsearch asp Operation Search false Trusted skes Figure 14 Conducting an index search 22 windream web portal pro Object type search With the Object Type
137. unctions depends on the requirements and requires a specific know how The description of the tools required for developing scripts for example VB script is not part of this documentation Creating a script The scripts are expected as ASP files in the Explorer directory within the installation directory of windream web portal pro You will also find an example script there Sample asp After having created a script you adjust the files named Context Menu xml and WMOW2CP csv to integrate the new function into the application Example Example script Sample asp lt LANGUAGE VBScript gt lt doctype html public W3C DTD HTML 3 2 EN gt lt html gt lt head gt lt meta http equiv CONTENT TYPE content text html charset iso 8859 1 5 gt lt meta http equiv EXPIRES content 0 gt link rel stylesheet type text css hreft Sstyle css s lt WMW2P COPYRIGHT gt lt title gt lt WMW2P NAME gt lt title gt lt head gt 20 class Func gt 108 windream web portal pro Const REPLACE TOKEN4 QUOTATION MARK NFD Set aGlobalW2pObj Session WMMainObjectKey Set aWMSession aGlobalW2pObj WMSession Response Write lt b gt Selected Objects lt b gt Response Write lt br gt lt br gt Response Write lt table gt nCount 0 for each entry in request form Lf BENENE LL gt 3 And Here tentry 3 eb And request form entry on then sFor
138. via the Upload icon Upload directory Editing documents Selection of documents and folders Repotting editing processes report window Requirements for editing objects Indexing objects Acquiring or editing indices windream rights Editing rights Creating a new version Check in and check out documents Check out documents Check in documents Undo check out Setting the edit lock Set and remove edit lock Remove edit lock Copying objects Moving objects Renaming objects Deleting objects Configuration D BWR RR 15 18 22 25 28 32 32 35 36 40 46 46 49 52 54 57 57 58 58 58 59 62 62 66 69 70 73 ie 78 9 82 84 88 91 92 95 Personal settings windream web portal pro Start view Listview Search options Download Diagnostics Preview Miscellaneous Toolbar Portal site navigation bar The Portal Site windream searchlets Index Table of Contents 95 95 96 98 101 103 103 104 105 109 110 111 115 windream web portal pro 1 windream web portal pro Welcome The present description is a guideline for the handling of windream web portal pro The description presents a brief survey on the program functions A detailed description and additional background information can be found under the respective topic of the windream user manual Introduction to windream web portal pro windream web portal pro represents an internet based interface for the Document Management System wind
139. web portal ManuallEngish Htnlichsngepresentationotresuflist him 2 DocumentationProjectsmindream web portal ManuallEngishimlichangesortingotihelist Mm Documentation Projects weindream web portal ManwallEngishHtmlichenginglistsorting hbm DocumentationProjectswindream web portal ManuallEngish Htnlichanginathepresertationotthelistview him Documentation Proectswerindream web portal ManuallEngish etmlicheck Jnandchect owtdocuments him Decumentation Projects windream web portal ManuallEngish Htmlicheck indocuments him DocumematiomProjectswindream web portal MarnuallEngishHimicheck cutdocuments him WDocumentationlProjectsuvindream web portelarvalEngishitmliconfiguration him DocumentatiomProjectswindream web portaitanualEngdishiHtmiconrsidercasesensiivesearch him DocumentatiomProjectswindream web portai MansalEngishiHtmicopyingobjects htim DocumentationProectswindrean web portal ManuallEngish Himlicreastinganevw tie iconnev tie Mm amp DocumemtatiomProjectswindream web portal MaruallEngishitmnlcreatinganevw folder him g DocumentationiProjectswindream web porteliarvalEngishiHtmloreafinganewversion him Documentation Projects windream web portal ManuallEngish Htnlicrestingnevrodjects upbad htm E Documentation Projectswindream web portal ManuallEngish Htnlidetetingobiects him E Documentation Projects wvindream web portal ManualiEngishiHimlidisgnosis htm Documentation Projects weindream w
140. windream web portal User Guide windream GmbH Bochum Copyright 2001 2005 by windream GmbH Wasserstr 219 44799 Bochum Release 03 05 3 6 0 1 All rights reserved No part of the contents of this book may be reproduced or transmitted in any form print photocopy or any other form or by any means without the explicit permission of windream GmbH Important Note All information and technical specifications in this book have been collected by the authors with great care They cannot however either guarantee take legal responsibility for or make any other warranty for the results stemming from the usage of this information We would also like to point out that all software and hardware logos and names are the exclusive property of the Trademark Brandname or Patent right holders These are naturally protected by the appropriate laws and trade agreements Table of Contents Table of Contents windream web portal pro Welcome Introduction to windream web portal pro survey Logon to windream web portal pro Navigation in windream web portal pro Retrieving documents Hierarchic search Explorer Simple search Quick search Index search Object type search Fulltext search Working with search profiles The result list Download documents Document preview Viewing and editing fulltexts Viewing document properties Creating new objects upload Creating a new folder Creating a new file icon New File Upload
141. windream web pottal pro via icon i The files stored there are displayed in a browser window Specific windream web portal pro 55 options can be determined for the file storage in windream for example creating new versions Additionally you can also store all objects in windream or single objects only windream web portal pro Microsoft Internet Explorer Upload Folder E Replace existing objects W New version Checkin checked out files M New version Target Pati El B OI Product Management Praductskindream web portal I MM Filename Size Uplonded at W E Comenon bmp 798 KB 30 2005 11 46 25 AM SE Futededradedbmp 790KB 302005 11 46 25 AM Wy History binge PSS KR SOS 11 46 25 AM indices bine 798 KB 3 10 2005 11 46 26 AM SE utecvele bmp 79BKB 102005 11 46 26 AM Fights bmp STKE 30 2006 11 46 26 AM SE version pnp 798 KB 30005 14 46 26 AM Figure 36 The upload directory The destination directory is displayed in the upper list In the lower list objects are listed which have currently be placed in the upload directory Objects will be displayed with filesize date and time of the upload All or single documents can be selected from this list in order to store them in windream Via icon in column 2 you can view the object properties of objects in the destination directory and edit them You can enter a comment in the respective field The comment will then be saved in the history You
142. x to ignore the read only mode if read only documents shall also be renamed 5 Click fed 6 Close the report window via icon xi Deleting objects In order to delete objects you select the desired objects in the Explorer listview 25 or in a result list and click the Def ete icon X windream web portal pro 93 windream web portal pro Microsoft Internet Explorer Delete Delete the selected objects Include previous versions E Include folder content W Ignore read only attribute Object Ka Produc ManagementiProductsiwindream veb parlais IndexSesrch bmp Product Management Productsiwindream ved portalicheptert doc Product Management Productsiwindream web portalchaptber2 coc Ei Product Management Productelwindream web portalchapter3 doc Product Management Productsvvindream web portalichapterd doc Product ManagenentiProductsiwindream web porlalichaplers dec Product Management Productsiwindneam web porialichepters doc Product Management Productsiwindream ved poriahuveb portal ntormafion doc Tv Product Management Productsiwindream web porialwweb portal propel EY Product Managenent Productswindream web portale ebagtslpro ctin WProducl ManagementPraductsvvindream web porlakvvindream wet portal pro ppi Product ManagementPradudskvindrean veb porlakvindreanvehpordalora dos CHCH CHCH CRI CH CAI CR CRA CTA CR ER ET Figure 64 Deleting Objects The selected objects are listed With the option to also include previ

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