Domino.Doc 3.5 User's Guide
Contents
1. Your checkout request has been granted butthe master copy was changed while your request was awaiting processing Before you can check in your working copy you must merge your changes into a new working copy The following changes were made to the master copy Profile Comparison of your copy with the master copy Your Copy Master Copy Title Employee A Employee B Version 1 0 2 0 Modified By Molly Brown Domino Doc on 05 12 98 09 13 33 AM Document Type Review and Approval Sample Review and Approval Sample Authors IX All binder editors and above X All binder editors and above Managers Molly Brown Damino Doc Molly Brown Domino Doc To resolve document check out conflicts determine which copy is correct your working copy or the master document and do one of the following e Click Discard Changes to disregard your changes during check in e Click Merge Changes to selectively incorporate your changes into the master document during check in Domino Doc will redisplay the Checkout Conflict Notice and present you with Conflict resolution options for profile conflicts security conflicts and content conflicts Choose Keep your changes if your changes to this attribute are more current otherwise choose Discard your changes even if you did not change this attribute so your working copy does not overwrite the master document during check in If content conflicts exist you may want to choose Discard Chang2. Do one of the following e Click Retry Checkout to resubmit the request keeping the provisional lock on the document and maintaining your changes e Click Cancel Checkout to cancel the request and discard your changes Note Click Working Copy to open your working copy so you can save your file attachment before discarding your changes Resolving a document check out conflict If you send a check out request to the master file replica and the document you requested is currently available but has been modified since you sent the request the document is checked out to you but you must resolve any differences between your working copy and the master document before you can check it back in The Checkout Conflict Notice illustrated below reports which document attributes were modified Document Profile Document Security or Document Content You can also access a table of some of the key fields in your working copy and the master copy Sometimes Domino Doc cannot determine what has been changed since your check out request was issued for example when a document gets checked in and a new version isn t created In these cases be very careful not to accidentally overwrite someone else s work To review your working copy or the master copy click View Your Copy or View Master Copy respectively 100 Domino Doc 3 5 User s Guide Cancel Merge x Discard Changes 4 Merge Changes View Your Copy View Master Copy Help
3. Changing the document reviewer list After submitting a document for review the review initiator can change the order of the reviewers and can add and remove reviewers who have not yet reviewed the document If for example you included someone who is on vacation and won t be back within the review cycle you may want to remove that person and add someone else Procedure To change the document reviewer list perform the following steps 1 Use the Site Map to open the room file cabinet and binder that contains the document or select the document from the Life Cycle pane Open the document profile Scroll to the Review Status section and click Edit Reviewers Add remove and move reviewers as necessary Note You cannot remove from the list a user who has already reviewed the document 5 Click OK Canceling a review cycle The review initiator or a manager of the file cabinet may cancel a review cycle any time during the review process prior to Review Complete Cancel ing a review returns the document to the authoring state and preserves existing review edits and comments until the document is resubmitted for review To cancel a review open the document and click Cancel Review Consolidating review comments Review comments are added and stored on a Review Copy document a response document to the draft being reviewed In a parallel review each reviewer creates and edits a separate review copy After the review cycle
4. 5 Select the document you want to edit and then click Open 6 Make your changes and save them 7 Check in the document Editing a document profile from an integrated application To edit a document s profile information you need to check out the document Procedure To edit a document profile perform the following steps 1 Inthe integrated application choose File Open 2 Open the library that contains the document you want 3 If you are prompted for a user name and password enter the information and then click OK 4 Open the appropriate file room file cabinet and binder The dialog box lists the documents in the binder 5 Right click the document whose profile you want to edit and then choose Check Out from the context menu 6 With the document still selected right click again and choose Properties The Domino Doc Modify Properties dialog box displays 7 Click the Profile tab in the dialog box 8 Change the document title description type or field attribute values 9 Click OK 10 Right click the document and then choose Check In Chapter 8 Working with Domino Doc from an Integrated Application 183 11 When the Domino Doc Check In dialog box displays select the options you want and then click OK For more information see About checking in a document in Chapter 5 Working with Documents Tip If you are using Microsoft Word PowerPoint or Excel you can also edit a document profil
5. From the Start menu click Run Enter regedit in the space provided Open H_KEY_LOCAL_MACHINE SOFTWARE Lotus Domino Doc Desktop Enabler Select PowerPoint Open The Edit String dialog box appears Modify the Default value by changing the value from N to Y Click OK Close the Registry Editor window Word application issues The following issue has been identified when working with Domino Doc in Word A temporary document file does not get deleted The temporary documents that get created along with new documents do not get deleted under the following circumstances When you create a new document a temporary file is also created in the Domino Doc temp directory If you close the application using the Close icon in the right hand corner of the workspace and check the document in the temporary file does not get deleted To automatically delete the temporary file when you save and check in a document use File Close instead When you check out and edit a document and save it with a different name using File Save As Domino Doc prompts you to check in the original document If you check in the original document at this point the temporary file does not get deleted Periodically check your temp directory and delete any temp files to free up disk space on your system Word Pro 97 application issues The following issues have been identified when working with Domino Doc in Word Pro 97 Exiting the application after s
6. an Integrated Application 161 About working with integrated applications 162 Managing library connections from an Office application 163 Managing library connections from an ODMA supported application 165 Navigating Domino Doc from an integrated application 167 Working with libraries from an integrated application eee eee eee 171 Working with file cabinets from an integrated application 171 Working with binders from an integrated application cece eee eee 172 Working with documents from an integrated application 172 About adding documents to the library ane Ge aks ae Ae Saag 174 About finding and opening documents 179 Reviewing documents from an integrated application 185 Approving and rejecting documents from an integrated application 186 9 Working with Domino Doc from Windows Explorer 189 About working with the Windows Explorer interface oles seco bd see E 189 Navigating Domino Doc from Windows Explorer barnia eas Sd ee i 190 Domino Doc icons in Windows Explorer 193 Working with libraries from Windows Explorer ehsa timia raima eain 194 Working with file cabinets from Windows Explorer wyres celeste eee eds oraes 195 Working with binders from Windows EXplOter T uiar a a E an 195 Working with documents from Windows Explorer gaien en a eet add a 197 Contents v Working with the Attache Case S
7. New Binder 3 Complete the following information e Enter the binder title e Select a different binder type if necessary An Index Card of the fields that have been defined for this type of binder displays 4 Enter the attribute values that are appropriate for your new binder 130 Domino Doc 3 5 User s Guide 5 Optional Change Reader Editor and Manager access rights 6 Click Save when you ve completed all of the binder information Checking out a binder from the master file cabinet You must check out a Domino Doc binder if you want to change its profile or its security settings Checking out a binder locks it so that other editors cannot modify it and it creates a working copy of the binder Procedure To check out a binder perform the following steps 1 Open the binder you want to change Click on the binder name in one of the Home Page boxes or use the Site Map to navigate to the file cabinet containing it and open it from the binder list Click Binder Check Out Binder to check the binder out for editing Choose Binder Edit Profile to change the profile Choose Binder Edit Security to change the security information SP oN Choose Binder Check In to save your changes and check the binder back into the file cabinet Checking out a binder from a non master file cabinet You must check out a Domino Doc binder if you want to change its profile or its security settings Checking out a binder locks
8. Open the working copy of the selected checked out document Access the document profile form of the current draft associated with the selected document version Open the review copy for editing Display a report of the document processing activity Delete the selected documents from the binder Note This function can be performed in the master file cabinet replica only Add a selected document to your favorites list for easy access This function is accessed from the Actions menu continued Chapter 6 Working with Domino Doc from the Notes Client 87 Select this option To do this Mark Documents Display the Mark for Archive dialog box to specify archiving for Archive options for a selected document or documents Forward E mail the document to another user Discussion Access the discussion forum for this document Forum If review and approval options are specified and drafts are not disabled for the type of document you can perform submit a document to one of these processes These are accessed at the top righthand side of the graphical representation of the Domino Doc hierarchy where you can click on e Submit for Review e Submit for Approval Document actions Notes folders In the Notes folders view you initially access a document through its profile To perform document actions open the binder and double click on the document to open the document profile From the document profile you can displ
9. The query information appears in the search form 4 Do one of the following e Click Simple Search or Advanced Search then click Start Search to perform a search based on the query information e Modify and save the search criteria Deleting search queries from Notes When you perform a search you can save the search criteria or query for later use You are limited though in the number of search queries you can have in your list Therefore when you no longer need a query you should delete it Procedure To delete a search query perform the following steps 1 From the Domino Doc library Click Search 2 Click Open Query Your list of saved queries displays Chapter 6 Working with Domino Doc from the Notes Client 71 3 Select the query you want to delete and click OK The query information appears in the search form 4 Click Delete Query Notes query syntax tips Use the following syntax rules when performing a search query Use parentheses to override precedence and to group operations e Plain text To search for a word or phrase enter the word or phrase as is except that search keywords and symbols must be enclosed in quotes It s better to enclose all search text in quotes Remember to use double quotes if you are inside a LotusScript literal e Wildcards Use to match any single character in any position in a word Use to match zero to many characters in any position in a word e Hyphenated words
10. About File Rooms and File Cabinets Domino Doc uses file rooms and file cabinets to organize and manage binders and documents This chapter provides general information about Domino Doc file rooms and file cabinets e About File Rooms e About File Cabinets For more information about file rooms and creating and managing file cabinets refer to the Domino Doc Administrator s Guide About File Rooms The file room facilitates navigation by creating logical groupings or catego ries of file cabinets Each file cabinet is contained in a file room When a new file cabinet is created the creator may either add it to an existing file room or create a new file room for the file cabinet This is the only way file rooms can be created A file room cannot be deleted rather it ceases to exist when there are no longer any file cabinets associated with it The file room is visible to the user in the library hierarchy About File Cabinets File cabinets are Notes database files that reside on the Domino server They are created on the server by the Domino Doc Administrator or a user designated as File Cabinet Creator who also manage file cabinets All file cabinet management must be done from Notes and by a person with the appropriate access level Because file cabinets are Notes databases the forms necessary for entering information into a document the views for accessing the information and the application logic that auto
11. An Editor may also be a File Cabinet Manager e Draft Editors can perform the same functions as Editors but have the additional privilege of being able to modify drafts e Readers locate view and use completed documents The Domino Doc architecture Built on the common storage paradigm of file room file cabinet binder category binder folder and document Domino Doc is familiar and therefore easy to learn and use Domino Doc extends the basic Notes replication feature to deal with some important issues specific to document management Unlike many Notes applications Domino Doc consists of a collection of interdependent databases The number of databases in the collection changes over time as file cabinets are created or deleted Domino Doc therefore provides support for automatically creating or deleting replicas as file cabinets are created or deleted The Library The library is the entry point into Domino Doc It is the main view or the home page from where the user navigates the storage system and accesses administrative functions Navigating the storage system the user can e Perform searches e List checked out documents e List favorite binders and documents e List documents by life cycle status Chapter 1 Introducing Domino Doc 5 The user can access administrative functions to perform tasks such as e Setting and changing document definitions and attributes e Setting and changing binder type defi
12. Continue with step 5 Chapter 6 Working with Domino Doc from the Notes Client 97 e A check out request is sent to the master file cabinet and you receive a provisional lock on the document and a working copy for editing but you won t be able to check the document back in until the check out request is processed Continue with step 5 e Anerror message is generated because the document cannot be checked out for editing from this replica e The Check Out Options dialog box illustrated below displays A Untitled Lotus Notes lolx File ae View Create Actions Text Window Help This file cabinet replica is notthe master replica Please choose one of the following checkout options Senda checkout requestto the master file cabinetreplica _ Connectto the master replica server and do the check out there E mail me when the request is processed Yes Help This option issues a checkout request to the master file cabinet replica to be satisfied through replication This may take some time Until the checkout request is processed you have a provisional lock which lets you edit but not check in If your request is rejected you will need to manually merge your changes into the current version of the document a as a 4 Choose one of the check out options e Send a checkout request to the master file cabinet replica This option sends a check out request to the master file cabinet replica grants you a provi
13. Use hyphenated words to find two word pairs that are hyphenated run together as a single word or separated with a space e Logical operators Use logical operators to expand or restrict your search The operators and their precedence are not and amp accrue and or You can use either the keyword or symbol e Proximity operators Use proximity operators to search for words that are close to each other These operators require word sentence and paragraph breaks in a full text index The operators are near sentence and paragraph e Field operator Use the field operator to restrict your search to a specified field The syntax is FIELD field name operator where operator is contains for text and rich text fields and is one of the following for number and date fields gt or lt You cannot use the operators gt and lt You can however use gt lt and separately with the or operator to represent the gt and lt operators e Exactcase operator Use the exactcase operator to restrict a search for the next expression to the specified case e Termweight operator Use the termweight n operator to adjust the relevance ranking of the expression that follows where n is 0 100 Using favorites from Notes You can access binders and documents quickly by creating and using a favorites list You can add one or more binders and documents to the Favorites list from any binder view or the Docum
14. accept or change the default drive and directory for the Desktop Enabler and then click Next 7 Follow the remaining onscreen prompts After you install the Desktop Enabler and restart your PC you can use these two tools to access your Domino Doc libraries e a shortcut to the Domino Doc Neighborhood on your Windows desktop e anicon for the Domino Doc Neighborhood in the left pane of Windows Explorer Using the Desktop Administrator The Desktop Administrator lets you view current Domino Doc settings and do the following e Change the Domino Doc log file settings e Specify the integrated applications you want to use with Domino Doc e Customize document property settings e Specify proxy server connection settings e Remove temporary files Note If you are using Domino Doc on a workstation running Windows NT 2000 or XP you must log in to the workstation using an Administrator ID to change some of the integrated application preferences and the HTTP server address and port Opening the Desktop Administrator From the Windows Start menu choose Programs Lotus Applications Domino Doc Desktop Administrator Creating a Desktop Administrator shortcut If you prefer to access the Desktop Administrator without navigating to it via the Windows Start menu you can put a shortcut on your desktop 1 Locate ddocadmin exe in the file system 2 Right click on the file to display the context menu and then choose Create Shortcut
15. browser 157 Notes client 119 Windows Explorer adding documents 198 adding documents to binders 197 binder tasks 195 checking documents in out 200 deleting documents 200 document tasks 197 Domino Doc actions and views 189 editing documents 200 file cabinet tasks 195 icons for Domino Doc 193 library tasks 194 mobile documents Attache Case 202 navigating 190 printing documents 200 searching 204 setting up 23 shortcut keys 191 viewing documents 200 viewing revision history 205 Word Pro 97 troubleshooting 232 Workflow associating Domino Doc events with Lotus Workflow processes 216 creating new Lotus Workflow jobs for documents 216 integrating Lotus Workflow and Domino Doc 215 viewing Lotus Workflow information about documents 217 218 Working around problems access 220 basic document access 224 Freelance Graphics 97 227 Freelance Graphics Millennium R9 229 library access 225 Microsoft Word 232 PowerPoint 231 Word Pro 97 232 Working copy document icon browser 135 document icon Notes 86 Working with Domino Doc objects actions and views browser 135 actions and views Notes client 86 Notes client 60 Web browser 123 Windows Explorer 190 Index 241
16. e About favorite documents e About recently edited documents About checking out a document About checking in a document About forwarding documents About deleting documents About moving copying and bookmarking documents About discussing documents in the Forum About using Sametime integration for document collaboration 41 About creating documents With Domino Doc library you can create document content from your favorite authoring tool including integrated applications and Lotus Notes and then save that content directly into the library You can also initiate document creation from within Domino Doc on the Web in Notes or on your desktop When you save your documents into the library you ll provide a storage location file cabinet and binder and you ll choose a document profile from a predefined list of document types If the document type has a set of fields attributes you can enter field values to make your document easier to organize and locate You can also create documents from any file cabinet replica However when you create a document from a non master file cabinet replica the binder activity log is not updated immediately An activity log transac tion is sent to the master file cabinet replica and the activity log is updated there Adding documents to Domino Doc Domino Doc provides many ways for you to add existing documents to its libraries You can add a document directly into a Domin
17. e Choose Draft to maintain the previous draft and create a new draft that includes your changes e Choose Draft replace current draft to replace the previous draft with your changed document Check the document in as it was e Choose Discard changes if you do not want to record your changes Optional In the Comment box enter a description of your changes Click OK Reviewing documents from an integrated application To submit a document for review you must initiate the process using either the Notes client or a Web browser In a serial review all reviewers edit and or comment on the document in sequence in the order established by the initiator In a parallel review each reviewer edits and or comments on the document at the same time When the review cycle is complete the initiator can delete the review copies and all edits and comments associated with them Chapter 8 Working with Domino Doc from an Integrated Application 185 Procedure To review a draft document perform the following steps 1 Open the document you need to review 2 Review the document Note How the review cycle was set up determines whether you can edit the review copy or only submit a review comment 3 After you finish reviewing the document save any changes and then close the document 4 When the Domino Doc Review dialog box displays choose Yes or No to indicate whether the review is complete enter a comment and then c
18. understanding what these icons represent will help you to navigate quickly ft Library O File Room File Cabinet Binder Category 6 Binder e Info 126 Domino Doc 3 5 User s Guide Document to trash can Bookmark Searching from a browser Domino Doc has a powerful search capability that allows you to search library wide for documents across multiple file rooms and file cabinets It also allows you to set up search queries to specify particular locations and criteria for finding an item You can perform either a simple search or an advanced search To perform a simple search enter a search string in the Search for box and click the Go button Domino Doc will search the library for any occurrence of this text and return a list of documents that contain it A simple search takes longer than an advanced search because it searches the entire library To perform an advanced search use the procedure described below You can search by words or search by forms if available An advanced search limits the search to specific file cabinets binders or document types or to certain dates You can restrict the number of hits returned and specify how to arrange the view The forms search option is available only if the file cabinet creator customized the template to include SearchByForm as a custom subform You can save the search criteria the query so that if you need to perform the search again you don t
19. Changing document security from a browser You can change the security settings on a newly created document or on an existing document that has been checked out for editing Your changes will be applied to all replicas of the file cabinet that contains the document when replication occurs For more information see About document security in Chapter 5 Working with Documents Procedure To change a document s security perform the following steps 1 Check out the document 2 Open the working copy 3 Choose Document Edit Security Chapter 7 Working with Domino Doc from a Browser 145 4 Turn off the default list check box for the permission level you want to change For example to change the list of users who can edit the document turn off All binder editors and above 5 Click Add Remove 6 To add groups or individuals to the access list do the following e To include an entire group select the group from the drop down box and then click Add Group e To include only some members of a group select the group from the drop down box select the individual members you want in the Selection list box and then click Add e To include an individual user select the user in the Selection list box and then click Add 7 To remove groups or individuals from the access list select the names in the Selected box and then click Remove Click OK Click Save to save your changes 1
20. Click OK to close the Properties box 7 Click OK to create the binder Adding a document to a binder To add a document that exists in your file system to a binder you can use either of two methods e Use Windows Explorer to find it and drag it to the binder icon of the binder you want to put it in e Use the New Document option from the context menu To use the New Document option 1 Right click on the binder choose New Document and select the document either by browsing the Add Document box or by entering its path name Note The file name should not include any of the following characters VA 28 lt gt 2 Click Open The Check In dialog box displays Enter a Title for the document in the title field Optional Select Properties to set or change property and or security settings 5 Optional Add comments Information entered here is visible only from the Notes client interface 6 Select a Check in option 7 Click OK Working with documents from Windows Explorer This section describes how to use the Domino Doc Neighborhood to work with documents e Adding a document to a binder e Options for working with documents in a binder Chapter 9 Working with Domino Doc from Windows Explorer 197 e Editing a document e Finding a previously accessed document The next section explains how to use the Attache Case For more information about the use of documents in Domino Doc see Chapter 5 Working wi
21. Doc has a current version and may have a revision history It is not possible to preserve relationships between documents if replication conflicts occur Domino Doc prevents replication conflicts by designating certain replicas as master replicas then requiring that certain operations take place only in the master replica Domino Doc enforces this restriction in the following ways e Some operations can be performed only if you have opened a replica on the master server For example you must open the library database on the master library server in order to change the security for a file cabinet e Some operations can be initiated from any replica but when initiated on a non master replica the operation issues a transaction request to be sent to the master replica For example when you check out a document from a non master server you can issue a Check Out Transaction to the master replica server e Some operations can be initiated from any replica but when initiated on a non master replica the operation opens the master replica and performs the operation there For example when you check out a 12 Domino Doc 3 5 User s Guide document from a non master server you can connect to the master replica and do the check out there The Domino Doc actions and their restrictions are outlined in the table below Database Action Restrictions Library Actions Search None Download client software None File Cabinet Creat
22. Domino Doc document s file attachment into the current document For example you can import the content of a document s Word Pro file attachment into an e mail You cannot import data from a document that has Notes content that is text typed directly into the document instead of a file attachment 208 Domino Doc 3 5 User s Guide The imported content serves as a snapshot of the Domino Doc document and does not reflect subsequent changes to the Domino Doc document nor does the Domino Doc document reflect changes made to the imported content in Notes or Outlook Procedure To import content from a Domino Doc document into a Notes document or an Outlook e mail 1 Inthe field where you want to import the document content do one of the following e Notes Choose File Import to display the Import dialog box e Outlook In the native Outlook e mail editor choose Insert Domino Doc Item to display the Domino Doc Open dialog box 2 Open the appropriate library file room file cabinet and binder The dialog box lists the documents that have an associated file attachment Select the document whose content you want to import Optional To import the content of a particular revision document select the Revision History check box and then select the revision document you want from the Version Date dropdown Tip You can also right click on the document and then choose Revision History from the context menu 5
23. Ifa document is checked out the current document version or draft cannot be archived e Working copies cannot be archived e If drafts are deleted any review copies associated with the draft will also be deleted e You cannot mark the latest version for archive if that version has a checked out draft or if the draft is in a review or approval cycle 48 Domino Doc 3 5 User s Guide Using this example of versions and drafts Ver Draft 2 1 2 0 1 2 1 1 1 0 0 3 0 2 0 1 Draft 2 1 will not be archived because it is not associated with a version When 2 0 is archived drafts 1 2 and 1 1 will either be archived or deleted depending on the draft options settings on the document type form When 1 0 is archived drafts 0 3 0 2 and 0 1 will be either archived left alone or deleted depending on the draft options settings on the document type form For more information on archiving options see the Domino Doc Administrator s Guide Finding and opening documents While you can find documents by going to a file cabinet opening its binders and examining the contents list you will probably more often want to find a document more directly Domino Doc provides several ways to find and open documents stored in its libraries that are available after you have worked with your documents for awhile As the result of your activities in the library you will develop collections of documents including Search Results list
24. In option if you want to check the document in later If you choose to check the document in now select a Check In Option Optional Enter a description of your changes Click OK Your changes will be applied to all replicas of this file cabinet when replica tion occurs Changing a document profile from Notes You can check out and edit a document profile to change the information in it Procedure To edit a document s profile information while working in Notes perform the following steps 1 Check out the document 2 Open the working copy 3 Click Edit Profile 4 Change the document title type or field attribute values 102 Domino Doc 3 5 User s Guide pena a Modify the description field Click Save to save your changes Click Check In to check the document back in When the Check In dialog box displays select a check in option Optional Enter a comment or a description of your changes 10 Click OK Your changes will be applied to all replicas of this file cabinet when replica tion occurs Changing document security from Notes You can change the security settings on an existing document that has been checked out for editing Your changes will be applied to all replicas of the file cabinet that contains the document when replication occurs For more information see About document security in Chapter 5 Working with Documents Procedure To change a document s security perform
25. Notes client 116 Document release life cycle option 46 Document retrieval archives in Notes client 118 Document review canceling browser 151 canceling Notes client 112 changing reviewers browser 151 changing reviewers Notes client 112 incorporating comments browser 151 incorporating comments Notes client 112 life cycle option 46 managing 47 procedure browser 149 procedure Notes client 113 selecting reviewers browser 150 selecting reviewers Notes client 111 submitting for approval browser 155 submitting for approval Notes client 114 submitting browser 148 submitting Notes client 110 Document searches advanced search browser 127 integrated application 180 options from browser 127 options from Notes client 67 search query syntax Notes client 72 simple search browser 127 Windows Explorer 197 204 Document security changing browser 145 changing integrated application 178 defining 43 Document types associated with Lotus Workflow processes 216 creating new Lotus Workflow jobs 216 description of 43 Document versions creating from checked in draft Notes client 104 deleting all Notes client 109 deleting current Notes client 108 description of 44 Documents checking in Notes client 104 checking out Notes client 96 97 99 100 copying Notes client 106 moving Notes client 106 Domino Doc browser icons 126 log 18 219 Lotus Workflow process integration 215
26. Optional Enter a comment or a description of your changes Click OK Changing binder security Binder security defaults from the file cabinet level All File Cabinet Readers and Editors are automatically given access to the binders contained in the file cabinet If you have Manager access you can change the access levels on a per binder basis If binder security has been turned off for the file cabinet the list of binder readers and editors cannot be changed When you change binder security the security of all documents in the binder will be updated to reflect your changes when the binder is checked in Specifically if you remove a user from the binder access list that user will be removed from the access list of all documents in the binder Similarly if a user is added to the binder access list that user will be added to the access list of every document in the binder If a document is checked out when the binder is checked in the security for that document will be updated when it is checked back in Note If you are working in a non master file cabinet you must access the binder for editing from the same server where you requested the check out Procedure To change the access levels for a binder perform the following steps 1 Check out the binder you want to change 2 Open the working copy 3 Click Binder Profile 4 Click Edit Security 5 Click the check box All file cabinet readers or editors and above to d
27. Return to the library Access the Administration tasks described under File Cabinet Administration below Display a list of binder and document check out conflicts File Cabinet Administration Actions and Views The file cabinet administration actions are all Administrator only tasks The binder views are available to users with appropriate access While all buttons appear for all users if you choose an action you cannot perform a message will notify you that you cannot perform that action Refer to the Domino Doc Administrator s Guide for more information 66 Domino Doc 3 5 User s Guide This set of options is accessed by clicking the File Cabinet Administration button from the file cabinet Click this To do this Change Home Change the home library for the selected file cabinet replica Library This is an Administrator function Change Master Change the master library server for the selected file cabinet Server replica This is an Administrator function Note The master library server can be changed in the master file cabinet replica only Verify Replica Run an integrity check on the list of servers and generate a Integrity report of any inconsistencies This is an Administrator Change Check Out Options Full Text Indexing Binder Administration Binders by Title Binders by Author Binders by Type function Access the form for changing binder and document check outs for the selected file cabinet
28. Send originator a notification after time limit expires then enter the number of days to allow Indicate whether to notify the review originator after the final review or after each review Indicate what kinds of edits the reviewers can make comments only or content Optional Enter a message to the reviewers 10 Click Save Specifying document reviewers When you are setting up a document review you need to specify who should review the document To specify reviewers other than All Draft Editors and All Document Managers you can use the Select Reviewers dialog For example you may want to select only certain members of a group Procedure Access the Select Reviewers dialog box and do the following 1 Select a group The names of the group members display in the Selection list 2 Do one of the following e Click Select All if you want all members of the group to review the document e Select individuals to review the document Click Deselect All to clear your selections 3 Click Add when you have selected the appropriate document reviewers The names you specified appear in the Added list 150 Domino Doc 3 5 User s Guide 4 Optional If you chose the Routing Type Serial select a name and click Move Up or Move Down until the reviewer appears in the proper sequence in the list Repeat until the names in the list appear in the order in which you want them to review the document 5 Click Save
29. Tip You can use Ctrl O in PowerPoint 2000 or later to display the original PowerPoint Open dialog box and bypass the Domino Doc Open dialog box 2 Open the library that contains the document you want 180 Domino Doc 3 5 User s Guide 8 If you are prompted for a user name and password enter the information and then click OK Open the appropriate file room file cabinet and binder Tip To see only documents of a specific file type select that type from the File Type list for example lwp Select the document you want to open Note If the document is already checked out you will not be able to make changes to it Optional To view the document without making changes to it select Open as read only Optional To view a particular document revision select Revision History and then choose the revision you want from the Version Date drop down list Click Open Viewing a document s revision history When you open a document in an integrated application you can display the document s revision history and choose the version you want Procedure To access a revision document 1 2 3 Choose File Open in your integrated application Open the library that contains the document you want If you are prompted for a user name and password enter the information and then click OK Open the appropriate file room file cabinet and binder Select the document whose revision history you want to vi
30. WhoIs Online tab appears to the right of the Document Profile Security Revision History and Workflow tabs when you have a document open e A Who Is Online box appears when you have a Review Copy or Review Comment form open You may have to click on a twistie to open it The icons and general capabilities follow the Sametime conventions However the list of Sametime users is limited to those persons who have Manager or Editor access to the document and is categorized by managers editors reviewers and approvers insofar as those categories are populated Procedure To look for who is online to discuss a document perform the following 1 Open a document you want to discuss or select Review Copy or Review Comment form 2 Click the Who Is Online tab or field A window opens with a list of who is online with Sametime Double click to select a name and initiate a chat Right click to get the option for a single chat or to invite all users Send a message or invite all to activate a floating Sametime window that you can use for Sametime operations Using the Discussion Forum from Notes You can use the Forum feature to initiate a discussion forum around a document or to add a topic to an existing discussion thread and to read the discussion documents that have evolved The visibility of topics and responses is limited to the user s access to the related document For example if only Draft Editors have access to a document you wil
31. access problems 224 Freelance Graphics 97 227 Freelance Graphics Millennium R9 229 library access problems 225 log file 18 219 Microsoft Office 231 232 PowerPoint 231 tips for Domino Doc 219 Word Pro 97 232 U Updating document profiles browser 139 Notes client 97 Updating documents importing review copies browser 151 importing review copies Notes client 112 integrated application 182 183 User list documents 43 Users document access 43 file cabinet access 28 V Version control creating versions from checked in drafts 104 deleting all document versions 109 deleting all drafts of current version 108 deleting current draft 109 deleting current version 108 document deletion 54 documents 44 Viewing documents Windows Explorer 200 Viewing workflow information jobs and activities associated with documents 217 218 W Web browser adding existing documents 140 binder tasks 129 checking in binders 134 checking in documents 146 checking out binders master file cabinet 131 checking out binders non master file cabinet 131 checking out documents 142 creating binders 130 deleting binders 135 deleting documents 148 Discussion Forum 158 document tasks 135 Domino Doc actions and views 124 Domino Doc restrictions 124 Domino Doc tasks 123 icons for Domino Doc 126 reviewing documents 149 searching for documents 127 setting up 25 Who is Online 157 Who is Online feature
32. access the library via HTTP protocol HTTP error communicating with server Location of NOTES INI file If when you try to access your Domino Doc library via Notes you receive a message stating Unable to find the library or server Domino Doc may not be able to find your NOTES INI file Domino Doc looks for a NOTES INI not anything ini first in the Notes directory then in the Windows directory To access Domino Doc from Notes ensure that the NOTES INI file for your Domino Doc client is called NOTES INI and that it is in either your Notes directory or Windows directory Chapter 12 Troubleshooting 225 e Names entry in NOTES INI If you are using a Cascaded Name and Address Book on your Domino Doc client and server and Domino Doc cannot find users you ve registered there verify that the NAMES entry in the NOTES INI file on your Notes client includes the name of your Cascaded Name and Address Book Add the name if it is not included File Open error requires document check in When you choose File Open in an ODMA supported application you will receive an error message if your application does not recognize the file type you are trying to open For example if you try to open a WRI file in Word Pro the following message displays The selected filter is not installed Add the filter using Custom option during installation or see Readme for ordering supplemental filters The application then tries to close the d
33. and security conflicts e Choose Keep your changes if your changes to this attribute are more current e Choose Discard your changes if the master binder attributes are correct Even if you did not change an attribute choose the Discard option to ensure that your working copy does not overwrite the master binder during check in Chapter 4 Working with Binders 39 About checking in a binder A checked out binder remains locked and unavailable to others until it is checked back in If you are working in the master file cabinet checking a binder in is straightforward If you are not working in the master file cabinet before checking in a binder you must e Receive a check out lock from the master file cabinet e Check the binder back in from the same server from which you requested the check out e Resolve any check out conflicts Binders must be checked in on the same server from which they were checked out 40 Domino Doc 3 5 User s Guide Chapter 5 Working with Documents This chapter describes what you need to know when working with documents in Domino Doc including About creating documents Adding documents to Domino Doc About document types About document security About document versioning About document life cycle management e About the document review cycle e About the document approval cycle e About archiving documents Finding and opening documents e Searching for documents
34. as new documents Chapter 10 Integrating Domino Doc with E mail 211 Exporting an e mail to Domino Doc When you are in Notes or Outlook you can save the body of a document excluding any attachments as either a new Domino Doc document or an update to an existing document Note File attachments in the document are not saved although a picture of the attachment s icon may appear Only the document content is saved Exporting as a new document To export the body of a document excluding any attachments as a new Domino Doc document 1 Do one of the following e Notes Open the document whose content you want to save Then choose File Export to display the Export dialog box e Outlook Select the document whose content you want to save or open the document in the native e mail editor Then choose File Save to Domino Doc to display the Domino Doc Save As dialog box 2 Open the library file room file cabinet and binder where you want to save the document content Notes Enter the file name including the file extension Select a format from the Save as type drop down box The file format should be consistent with the specified file extension 5 Do one of the following e Notes In the Export dialog box click Export e Outlook In the Domino Doc Save As dialog box click Save 6 Inthe Check In dialog box do the following e Enter a title and optional comment e Select a Check In option e Click Pr
35. be deleted also e If you delete the latest document draft you can optionally delete the previous drafts of the same document For example if draft 2 5 is the latest draft you can choose to delete drafts 2 1 through 2 4 also e If you choose to delete a current version or draft the one that is available to be checked out and a previous version or draft exists the previous document becomes the current document 54 Domino Doc 3 5 User s Guide For example if you have a document that has two versions 1 0 with drafts 0 1 0 2 0 3 and 2 0 with drafts 1 1 1 2 and 1 3 and you delete version 2 0 Version 1 0 becomes the current document If you then delete version 1 0 draft 0 3 becomes the current document About moving copying and bookmarking documents Existing documents in the Domino Doc library can be moved or copied from one binder to another For example you can make a copy of a document if you d like it to serve as the basis for a similar document You can also make a virtual copy of a document in another binder by creating a document bookmark in the other binder You can bookmark the document in as many binders as you want These options are not supported in all the Domino Doc interfaces The following rules apply Moving a document to another binder from all Domino Doc interfaces In order to move the document you must have Manager access to the document You must have Editor access to both the current
36. binder and the one where you want to put the document The document cannot be moved if it is checked out by another user The document security will be updated to that of the new binder To avoid replication conflicts Domino Doc allows you to move a document to a different binder in the master file cabinet only You can move only the latest document or the latest working copy the current draft or the current version if there are no drafts Copying a document to another binder from Notes You can copy a document to another binder within the same file cabinet or to a binder within a different file cabinet You must have access to the new binder and file cabinet You must have Editor access to the document You must have Editor access to the current binder and or file cabinet as well as the one you want to copy the document to The destination binder and file cabinet must allow the type of document being copied If the binder you want to copy is checked out the new copy will not be checked out Chapter 5 Working with Documents 55 e Ifthe document is in a review or approval cycle the new copy will not be in the review or approval cycle review copies and comments will not be copied e The document security for the new copy will be based on the security of the new binder e Ifthe document type subform contains fields with computed values that are dependent on the original file cabinet and or binder these values will n
37. binder categories and sub categories and binders Work with libraries Work with file cabinets Work with binders 189 Work with documents Perform searches of binders and documents Access different document revisions Navigating Domino Doc from Windows Explorer The Domino Doc Neighborhood displays the library and its contents in the familiar file system environment of the Network Neighborhood Using library file room file cabinet binder category and binder icons in the left pane you can explore the hierarchy of your Domino Doc library or libraries Folders x E a Domino Doc Neighborhood a 5j h Library E H File Room E File Cabinet E g Binder Category Binder amp Search GY Favorites B Checked Out GA History amp Search E ft Library2 Attache Case Use the additional icons to locate documents quickly Click Favorites to access your favorite documents Click Checked Out to access documents that are checked out to you Click History to access recently edited documents Click Search to search for documents that contain a particular word or phrase Click Attache Case to work with documents when you are not connected to the network The Windows Explorer navigation of Domino Doc uses the same keyboard and mouse options that you are familiar with as a user of Windows Explorer summarized below 190 Domino Doc 3 5 User s Guide Using the mouse You can use drag and drop left clickin
38. binder category Binders can be in multiple binder categories Binders The Domino Doc binder is a container within a file cabinet that is used to group documents logically A binder can exist in only one file cabinet Each binder has attributes that facilitate organization and retrieval System generated attributes associated with every binder include the title type author creation date modification date and number of documents User defined attributes can be applied to every binder within the file cabinet regardless of binder type Application attributes presented in a dynamic subform located just below the system generated attributes are specific to the binder type 6 Domino Doc 3 5 User s Guide Access to binders is limited to authorized users Access to documents within the binders is limited by binder access However because the content of a binder is the set of documents it contains a user must have Editor access to both the binder and the document in order to add documents to or remove them from the binder The check in check out feature is used to modify binder security settings and attributes Binders can be grouped in categories to facilitate organization of large collections of documents Documents A document in Domino Doc is the information that is being managed It can be a data file like a word processed document or a spreadsheet an OLE object or a Notes document It is given a descriptive title and saved
39. can use the Domino Doc Attache Case to work with a document offline For example you may want to work on a document at home Putting a document in the Attache Case creates a local copy that you can view or edit without being connected to a Domino Doc Library For more information see About working with integrated applications in Chapter 8 Working with Domino Doc from an Integrated Application 10 Domino Doc 3 5 User s Guide About Domino Doc and supported applications Any application that is not integrated with Domino Doc is a supported application Domino Doc can store and manage the content created by supported applications but these applications work with Domino Doc differently than integrated applications do Domino Doc does not replace or add options to the File menu or toolbar for supported applications When using a supported application you can t work in an application centric method You ll need to go to a Notes client or browser to store or retrieve Domino Doc documents Then you can choose to view or edit the document causing Domino Doc to launch the associated application and open the document If you edit a checked out document you ll need to save it to the local file system then check it in via one of the Domino Doc clients Explorer browser or Notes When you check in the document Domino Doc retrieves it from the local file system saves it and checks it in When you use the Domino Doc N
40. client 115 life cycle option 46 managing 47 procedure browser 156 procedure integrated application 186 procedure Notes client 116 selecting approvers browser 154 selecting approvers Notes client 115 Document archiving canceling in a Notes client 117 life cycle option 46 managing 48 manually from browser 156 manually in a Notes client 117 Document authoring life cycle option 46 Document bookmarks browser 148 Notes client 107 Document check out description of 51 Document drafts versions 44 Document favorites adding Windows Explorer 197 Document forwarding browser 147 Notes client 105 Document icons browser 126 Notes client 86 Document life cycle review and approval options 46 viewing associated jobs and processes Lotus Workflow 217 218 Document locks checked out copies browser 135 checked out copies Notes 86 Document management approving 47 archive options 46 archiving 48 bookmarking 56 check out conflicts 100 life cycle 46 Lotus Workflow 215 Notes client 60 reviewing 47 tasks 41 viewing associated jobs and processes Lotus Workflow 217 218 Web browser 123 Windows Explorer 189 Document portability Attache Case Windows Explorer 202 Document profiles editing browser 145 editing integrated application 177 183 editing Notes client 102 working with Notes 86 Document rejection procedure browser 156 procedure integrated application 186 procedure
41. display Properties Update the URL for a Domino Doc library or edit the displayed library name Note You cannot create or delete a library file room or file cabinet using Windows Explorer 194 Domino Doc 3 5 User s Guide When you have selected open or explore you can find a particular binder or document by inspecting file cabinets and binders or by using one of the collections Favorites History Checked Out or Search results The icons for these items all appear in the view pane or the new window depending on whether you selected Explore or Open You can right click on the icons to open context windows with corresponding options Working with file cabinets from Windows Explorer When you right click on a file room icon in the navigation pane you can open or explore the file room to see the file cabinets it contains From the File Cabinet view you can view the binders to explore their contents or create new ones When you right click on a file cabinet in the navigation pane or in the room s Open or Explore window you can use the commands listed below Choose this command To do this Explore Display all binder categories for the selected file cabinet in the right pane of the Explorer Open Display all binder categories for the selected cabinet in a separate window Refresh Refresh the display New Binder Create a new binder categorized or non categorized Note You cannot create delete or mov
42. document you are seeking you can open it directly by selecting it in the list You can access the favorites list add items to it and remove items from it using all of the Domino Doc interfaces The favorite document link is associated with the current version of a document you cannot associate a favorite with a previous version or draft or with a working copy When you access a favorites view in the Domino Doc library you see only your own favorites Administrators who use the Notes client can see all favorites categorized by the users who created them however when using the Windows Explorer or browser administrators see only their own favorites Note A document that has been deleted may still appear in the list About recently edited documents Domino Doc retains a list of the last five documents that you have modified You can view recently edited lists from any Domino Doc user interface If the list contains the document you are seeking you can open it directly by selecting it in the list 50 Domino Doc 3 5 User s Guide When you access a recently edited list in the Domino Doc library you see only your own documents Administrators who use the Notes client can see all recently edited items in the list however when using the Windows Explorer or browser administrators see only their own recently edited documents Note A document that has been deleted may still appear in the list About checking out a document The
43. editing from a browser or Notes You cannot change the binder profile or security from an integrated application 176 Domino Doc 3 5 User s Guide Procedure To create a new binder perform the following steps 1 After you finish creating a document choose File Save As 2 Open the library where you want to save the document 3 If you are prompted for a user name and or password enter that information and then click OK 4 Open the file room that contains the file cabinet where you want to create the new binder 5 Right click the file cabinet and then choose New Binder The New Binder dialog box displays 6 Enter the binder title and an optional comment 7 To specify the binder profile and security settings click Properties e On the Profile tab enter the binder title select a different binder type if necessary and enter the field values for the binder e On the Security tab change the permission settings or levels for the binder if necessary 8 Click OK to save the profile and security settings and then click OK to finish creating the binder To see the new binder open the file cabinet where you created it Now you can open the new binder and finish saving the document in it Specifying document profile data When you create a new document in an integrated application and save it in the Domino Doc library you ll choose a document type from a prede fined list If the document type has a set of fields attribu
44. file system fails e Opening or reopening a presentation in the current session fails Chapter 12 Troubleshooting 229 Closing after saving a presentation does not start check in When you save a new presentation to Domino Doc and close it the Domino Doc Check In dialog box does not appear Because your presenta tion does not get checked in it appears in the Domino Doc library list of checked out documents It also appears in the file cabinet with a New notation To make it available you ll need to check it into Domino Doc Alternatively you can exit Freelance Graphics open it again open the document then close the document This time the Check in dialog box will display Note Upgrading to Millennium 9 5 also resolves this problem Closing a presentation does not start a check in Changes made to a presentation that was opened from the Domino Doc library via your Web browser or Notes will need to be saved to the file system and the presentation must be checked back into Domino Doc through the browser or Notes At that point Domino Doc will present the name of the file Disabled Document Management and cannot get it back If you disabled document management from within Freelance Graphics Release 9 by choosing File User Setup Freelance Preferences then check ing Disable Document Management System the checkbox is removed from the preferences dialog box In order to re enable document management in Freelance G
45. files from Internet Explorer later in this chapter 220 Domino Doc 3 5 User s Guide can t access Domino Doc from my browser In order to access Domino Doc from your browser your browser must support JavaScript If you cannot access Domino Doc from your browser this option may have been turned off To check the setting follow the appropriate procedure below If you are using Netscape 4 x 1 Select Edit Preferences 2 Look at the Advanced category and ensure that Enable JavaScript is selected If you are using Internet Explorer 5 x Please refer to the Internet Explorer Help topic on Security settings Note If you used an earlier version of Domino Doc from your browser you will need to replace any Bookmarks Netscape or Favorites Internet Explorer to your libraries Create a new bookmark or favorite when you enter the library then use it and refresh the page can t access the Domino Doc library using HTTP protocol These issues apply to users of the Domino Doc Desktop Enabler Windows Explorer interface and integrated applications e Domino Doc looks for certain Internet related files If these did not copy properly during the installation of Internet Explorer you won t be able to access Domino Doc using the HTTP protocol You may get the following error message from Domino Doc One or more components are missing or there are incorrect registry entries Consult the Domino Doc Release Notes for m
46. following steps 1 Choose File User Setup Freelance Preferences The Freelance Graphics Preferences dialog box displays 2 Remove the check mark beside the Disable System option 3 Click OK Now you will be able to save the presentation to the file system Alternatively you can change the Application Preferences setting in the Domino Doc Desktop Administrator Opening or reopening a presentation fails When you try to open a presentation that you ve already opened or tried to open during the current session you may get a message stating that the file already exists and asking if you want to overwrite it or you may get a warning that the file does not exist Both situations occur because Freelance Graphics 97 maintains information about the document and bypasses certain ODMA calls from Domino Doc In order to be able to open your document exit Freelance Graphics 97 and restart the application At this point you will be able to successfully open your presentation 228 Domino Doc 3 5 User s Guide Opening a presentation from a browser or Notes causes an error If you saved a presentation with a space anywhere in the path name you will get an error message stating that the file cannot be found when you open the presentation from Domino Doc via your Web browser or Notes e If your file name contains a space Close the message box and using Explorer navigate to the file that has been downloaded to your Domino D
47. in a form Operator and synonym Result selected documents field_name operator contain the query expression in the specified field FIELD field_name operator contain the field name in the specified field The types of operators you can use depends on the type of field Type of field Operator you can use Text contains Rich Text contains Number equals gt greater than gt greater than or equal to lt less than lt less than or equal to Date all the operators listed for Number field 70 Domino Doc 3 5 User s Guide Using expressions with field operators Expressions used with field operators must be enclosed in parentheses Query Result selects documents field categories contains where tax law appears in the categories field tax law subject contains cat or where cat or mouse or both appear in the subject mouse field total gt 100 where the number in the total field is greater than or equal to 100 ComposedDate gt 3 20 93 Those documents that were composed after 3 20 93 Reusing search queries from Notes When you perform a search from Notes you can save the search criteria for later use Procedure To reuse a search query you ve previously saved perform the following steps 1 From the Domino Doc Library click Search 2 Click Open Query Your list of saved search queries displays 3 Select the query you want to use
48. it so that other editors cannot modify it and it creates a working copy of the binder If you are working in the non master file cabinet you can check out a binder in one of two ways depending on how the file cabinet replica was configured e You can connect to the master server if it is accessible to you e You can send a check out request to the master file cabinet You must edit and check in the binder on the same server from where you checked it out Procedure To check out a binder when you are not working in the master file cabinet perform the following steps 1 From the Site Map open the room and file cabinet that contains the binder you want to change 2 Open the binder you want to change What happens next depends on how the file cabinet replica was configured One of the following will occur Chapter 7 Working with Domino Doc from a Browser 131 e The binder opens for viewing only because it cannot be checked out for editing from this replica e A check out request is sent to the master file cabinet and you receive a provisional lock on the binder and a working copy for editing but you won t be able to check the binder back in until the check out request is processed Continue with step 6 e The binder is immediately checked out of the master file cabinet and you receive a lock and a working copy for editing Continue with step 6 e The Check Out Options dialog box illustrated below displays A Untitl
49. limit expires then enter the number of days to allow or deselect this option e Choose Send originator a notification after time limit expires then enter the number of days to allow or deselect this option 5 Indicate whether to notify the approval originator after the final approval or after each approval 6 Indicate what to do on approval completion check in as a new version check in and replace current version or return to the initiator 7 Click Save Note Ifa document is rejected it cannot be immediately resubmitted for approval because Domino Doc assumes that the document needs further revision To resubmit the document for approval when no further changes are required first check out the document click any of the Edit options for example Edit Document Edit Profile or Edit Security and then check in the document as a draft Specifying document approvers When you are setting up a document approval cycle you need to specify who should approve the document Procedure To specify approvers other than All Draft Editors and All Document Managers for example all or select members of a group choose Approv ers from the Setup Approval form and do the following 1 Select a group The names of the group members display in the Selection list 2 Do one of the following e Click Select All if you want all members of the group to approve the document e Select individuals to approve the document Click Deselec
50. mobile feature integrated application 172 mobile feature Windows Explorer 202 Attaching documents browser 140 browser e mail 147 e mail options 54 207 Notes client file cabinet 93 Audit trail document stages 46 Domino Doc log 219 Binder profiles changing browser 133 integrated application 176 Notes client 73 Windows Explorer 195 Binder security changing browser 134 changing Notes client 83 integrated application 176 user groups 35 Binder tasks browser 129 Notes client 73 Windows Explorer 195 Binders actions and views browser 129 actions and views integrated application 172 actions and views Notes client 73 actions and views Windows Explorer 195 categories 32 changing profiles Notes client 82 check out conflicts 38 check out rejection 38 checking in 40 checking in browser 134 checking in Notes client 84 checking out 37 checking out from non master file cabinet browser 131 checking out browser 131 checking out Notes client 80 copying Notes client 84 creating browser 130 creating integrated application 176 creating Notes client 79 deleting browser 135 deleting integrated application 172 deleting Notes client 85 deleting Windows Explorer 195 finding and opening 36 Table of Contents 34 types 31 BinderTOC ActiveX control binder table of contents 34 Bookmarking documents principles 56 procedure browser 148 procedure Explorer 197 procedure
51. navigation browser 124 navigation Notes client 60 Index 237 navigation Windows Explorer 189 overview 1 restrictions Web browser 124 troubleshooting tips 219 Domino Doc events triggering Lotus Workflow processes 216 Domino Doc library access options 15 Draft documents deleting all drafts of current version Notes client 108 deleting current Notes client 109 updating with review comments browser 151 updating with review comments Notes client 112 Draft review copies deleting Notes client 109 Duplicating documents procedure Notes 55 procedure Windows Explorer 55 E Editing document profiles browser 145 Notes client 102 Editing documents after check out Notes client 102 from browser 142 143 from Windows Explorer 200 procedure integrated application 182 183 E mail integration with Domino Doc 105 147 207 208 209 212 Events triggering Lotus Workflow processes 216 Explorer adding documents 198 binder tasks 195 file cabinet tasks 195 icons for Domino Doc 193 library tasks 194 navigating Domino Doc 190 searching 204 shortcut keys 191 viewing revision history 205 238 Domino Doc 3 5 User s Guide F Favorites 129 adding Notes 72 binders 36 documents 50 documents Windows Explorer 197 integrated application documents 179 removing Notes 73 File cabinet access 28 actions and views integrated application 171 actions and views Windows Explorer 195
52. no longer need it Notes uses certain syntax rules for a search query For more information see Notes query syntax tips later in this chapter Performing a simple search from Notes Domino Doc allows you to perform a simple search on a word or multiple words to help you locate the documents you have access to You can be general in your search if you don t know or can t recall anything specific or you can refine the search to specific file cabinets binder and document types You can also specify how you want to view the results and you can limit the number of matches that display Note To search multiple file cabinets you need to be in the library searching within a file cabinet limits your search to that file cabinet Procedure To perform a simple search perform the following steps 1 From the Domino Doc library click Search then click Simple Search 2 Specify the file cabinets to search all that you can access or selected file cabinets If you choose selected file cabinets select the ones to search 3 Complete the Search by Word information e Inthe Search for the following word s box enter a word or words to search for the document name for example 4 Optional Specify Search Constraints and Sorting criteria to narrow your search e Specify what to search documents and binders the default documents or binders e Choose specific types of documents and or binders to search otherwise
53. not is transparent to the user However checking out a document or a binder requires some special considerations Chapter 3 About File Rooms and File Cabinets 29 Chapter 4 Working with Binders Binders in the Domino Doc storage system are containers within file cabinets used to logically group related documents This chapter describes the overall features of binders and how to use them Working with binders varies somewhat from one interface to another and is thus covered in detail in the chapter describing each user interface Use these sections for general information about Domino Doc binders e About creating binders e About binder types e About categorizing binders e About the binder table of contents e About binder security e About finding and opening binders e About checking out a binder e Handling binder check out rejections e Resolving binder check out conflicts e About checking in a binder About creating binders Binders in the Domino Doc storage system are containers within file cabinets used to logically group related documents Every document resides in a binder If you have Editor or Manager access to a file cabinet you can create a binder in it You can create a binder from any of the Domino Doc user interfaces Each interface has a New Binder option If you are working in a Domino Doc integrated application you can create a binder as an additional step when you request to check in a document by
54. occurs for example a document is checked in or a document approval cycle is completed the associated workflow process will initiate automatically For example if an Administrator created a document type Expense Report to initiate Expense Report Handling based on First document check in then when you check an expense report spreadsheet into Domino Doc the document would automatically be routed through the appropriate Lotus Workflow review and approval path You can view the workflow activity by opening the document and accessing the workflow tab e Interactive workflow processes can be initiated manually from Domino Doc These processes can be selected from a list of available processes defined on the Document Type form For example a document type of Client Correspondence could have associated processes of Purchase Order and Material Order For more information see Initiating interactive workflow processes from Domino Doc in this chapter Initiating interactive workflow processes from Domino Doc New workflows can be initiated interactively based on document type options To initiate an interactive workflow process perform the following steps 1 Open the file cabinet and binder that contains the document then open the document Click on the Workflow tab Click on the statement Click here to choose from a list of available processes The New Job dialog box displays 4 Select the process
55. or just the current document Deleting the current document also deletes all of its response documents Note Only managers of the related Domino Doc document Discussion Document Managers can use the delete option e Search to enter a search query to find a particular discussion document in a thread You can search for text only in the discussion document s subject field and the document content Search results display in a new page where you can either perform a new search or view the search results Each search result is a link that you can click to open the selected document e Refresh circling arrows to update the view 158 Domino Doc 3 5 User s Guide Creating the first main topic for a discussion forum When a Domino Doc document is initially created it has no related discus sion documents and will not have any until you create one This could be immediately after document creation or at any time thereafter To create the first main topic perform the following steps 1 Select the document you want to discuss by clicking on its info button to open the profile Choose Discussion Create Forum Topic Enter a subject for the topic and your comments in the boxes provided Click Save to create the topic Sie E E Click Return to return to the document view The document profile now shows an icon and a link to Go to Forum You can also create a topic by choosing Discussion Create Forum Topic when you have a docume
56. processed you have a provisional lock which lets you edit but not check in If your request is rejected you will need to manually merge your changes into the current version of the document tive 48 _ ES Chapter 6 Working with Domino Doc from the Notes Client 81 4 Choose one of the following check out options e Send a check out request to the master file cabinet replica This option sends a check out request to the master file cabinet replica grants you a provisional lock on the binder and gives you a working copy for editing e Connect to the master replica server and do the check out there This option opens the master file cabinet replica if it is accessible over the network The document is immediately checked out on the master replica and a working copy is replicated to your file cabinet replicas 5 If you d like to receive an e mail notification when the request is processed check Yes beside the option E mail me when the request is processed 6 Change the profile and or security information Note Click Return to Library if you want to change the profile or security information later 7 When you have finished making changes to the binder click Check In to save your changes and check the binder back into the file cabinet Note If you made changes to a working copy before your check out request was processed you ll have to wait until you receive the lock to check it back in If the binder is cur
57. reviewers procedure browser 151 procedure Notes client 112 Changing document security procedure browser 145 procedure integrated application 178 236 Domino Doc 3 5 User s Guide restrictions Windows Explorer 200 Changing documents browser 143 integrated application 182 183 Notes client 102 versioning principles 44 Windows Explorer 200 Check out rejection binders 38 documents Notes client 99 Checking in documents Notes client 104 Checking in binders browser 134 description of 40 Notes client 84 Checking in documents browser 146 integrated application 185 Windows Explorer 200 Checking out binders browser 131 description of 37 Notes client 80 Checking out documents browser 142 143 description of 51 Notes client 96 97 99 100 Windows Explorer 200 Checkout Conflict Notice binders 38 documents 100 Collaborating with documents Discussion Forum 56 Sametime integration 57 Conflict resolution binder check out 38 check out rejection Notes client 99 Copying documents Notes client 106 Copying binders procedure 84 Copying documents principles 55 Creating binder TOCs Notes folder design 34 Creating binders procedure browser 130 procedure Explorer 196 procedure integrated application 176 procedure Notes client 79 Creating discussion topics first main topic browser 159 first main topic Notes client 120 Creating document versions from checked in drafts 104 Cr
58. see About binder security in Chapter 4 Working with Binders Checking out a binder from the master file cabinet You must check out a Domino Doc binder if you want to change its profile or its security settings Checking out a binder locks it so that other editors cannot modify it and it creates a working copy of the binder Procedure To check out a binder perform the following steps 1 Open the Domino Doc library Open the master file cabinet that contains the binder you want to change Select the binder or binders you want to change Click Check Out Binders to check the binder or binders out for editing Change the necessary profile or security information Dg YN Click Check In to save your changes and check the binder back into the file cabinet Checking out a binder from a non master file cabinet You must check out a Domino Doc binder if you want to change its profile or its security settings Checking out a binder locks it so that other editors cannot modify it and it creates a working copy of the binder If you are working in the non master file cabinet you can check out a binder in one of two ways depending on how the file cabinet replica was configured e You can connect to the master server if it is accessible to you e You can send a check out request to the master file cabinet You must edit and check in the binder on the same server from where you checked it out 80 Domino Doc 3 5 Use
59. see About favorite documents in Chapter 5 Working with Documents Recently edited documents The History folder allows you quick access to five of your most recently edited documents If you are a Domino Doc Administrator you can see all users recently edited documents by using the Notes client You can perform any document action on the copy in the History folder this is a link to the original document without locating the document in its original binder You can view the History folder contents in the right pane in Windows Explorer by choosing Explore from the context menu or in a separate window by choosing Open from the context menu For more information see About recently edited documents in Chapter 5 Working with Documents Checked out documents The Checked Out folder lists all documents currently checked out to you If you are a Domino Doc Administrator you can see a list of all checked out documents by using the Notes client You can view the Checked Out folder s contents in the right pane in Windows Explorer by choosing Explore from the context menu or view it in a separate window by choosing Open from the context menu For more information see About checking out a document in Chapter 5 Working with Documents Search For information see Searching from Windows Explorer later in this chapter Chapter 9 Working with Domino Doc from Windows Explorer 201 Working w
60. sent to the master file cabinet The icon for a checked out binder has a lock and the icon for the working copy has a pencil If there are multiple working copies the icon shows two binders and the text beside the icon states that Multiple Work In Progress binders exist The icon for a provisionally locked binder has a lock and a question mark and the icon for the working copy has a pencil and a question mark When copying a binder or editing a binder profile you may be prompted by Domino Doc to change the name of the binder if it finds another binder with the same name You can accept the duplicate name or make a name change Note Actions ona binder are available based on your role and access level only Administrators can perform all of these actions 74 Domino Doc 3 5 User s Guide Open binder actions BinderTOC ActiveX control The following actions are available from the action bar on a binder that has been opened Click this button To do this Close Binder Close the binder Binder Profile Display the Binder Profile information Copy Binder Create a copy of this binder and all its documents in another file cabinet Add Binder to Favorites Add the binder to your favorites list New Document Refresh Access the New Document form for creating a new document in the current binder Redisplay the view after you have made changes To perform the following additional actions click your right mo
61. settings only if you have Manager access to the binder and have it checked out Thus you can change binder security only from the Notes client or the browser interface However if binder security has been turned off for the file cabinet the list of binder readers and editors cannot be changed You cannot add any users not already in the file cabinet s user list You cannot elevate the access level of a user For example if a user has Editor access you can remove that user from the Editor list but you cannot elevate that user to Manager When you change binder security the security of all documents in the binder will be updated to reflect your changes when the binder is checked in Specifically if you remove a user from the binder access list that user will be removed from the access list of all documents in the binder Similarly any users who are added to the binder access list will be added to the access list of each document in the binder Chapter 4 Working with Binders 35 If a document is checked out when the binder is checked in the security for that document will be updated when the document is checked back in Note If you are working in a non master file cabinet you must access the binder for editing from the same server where you requested the check out to perform security changes About finding and opening binders Domino Doc provides several ways to find and open binders stored in its libraries from its several us
62. t be back within the review cycle you may want to remove that person and add someone else Procedure To change the document reviewer list perform the following steps 1 Open the file cabinet and binder that contains the document 2 Open the document profile 3 Scroll to the Review Status section and click Edit Reviewers 4 Add remove and move reviewers as necessary Note You cannot remove from the list a user who has already reviewed the document 5 Click OK Canceling a review cycle The review initiator or a manager of the file cabinet may cancel a review cycle any time during the review process prior to Review Complete Cancel ing a review returns the document to the authoring state and preserves existing review edits and comments until the document is resubmitted for review To cancel a review open the document and click Cancel Review Consolidating review comments Review comments are added and stored on a Review Copy document a document that is a response to the draft being reviewed In a parallel review each reviewer creates and edits a separate review copy After the review cycle is complete the initiator or any other draft editor must decide how to consolidate or incorporate the review edits and comments You can copy the review copy into the checked out draft providing the draft status is Review Complete Alternatively you can check out the current draft and enter all of the edits and comments or you
63. the favorites list This option is from available only when you select the document from within the Favorites favorites list Copy Create a bookmark to the selected document in a binder to which Bookmark to you have Editor access Binder Note To remove a bookmark right click it and then choose Delete Move to Select a different binder for this document Binder Note This function can be performed only in the master file cabinet replica continued Chapter 9 Working with Domino Doc from Windows Explorer 199 Choose this To do this command Add to Make document available for offline use Described in Working with Attache Case the Attache case section Delete Delete the document from the binder You must have Editor access rights to the document Revision Display the document s revision history and view a previous History revision Properties Display the security and profile information You can change the properties only if the document is checked out to you Version x x View print or display the properties for the version rather than for the most recent draft Note This command is available if the selected document s revision history includes a draft to which you have access that was created after a version Editing a document To edit a document you must have Editor access rights to it and you must have it checked out If you have already checked it out double click on it to open it for editin
64. the integrated applications that you specified for use with Domino Doc You can open edit and save documents using either your computer s local file system or a Domino Doc library without ever leaving the application For more information including which applications Domino Doc supports see About Domino Doc and integrated applications in Chapter 1 Intro ducing Domino Doc Working with Microsoft Office applications When you open and save files in Microsoft Word Excel and PowerPoint you use Domino Doc dialog boxes that look like the native Microsoft appli cation dialog boxes For Word and PowerPoint you can choose whether to use the Domino Doc dialog boxes or standard ODMA dialog boxes For more information see Specifying applications to use with Domino Doc in Chapter 2 Getting Started In addition when you edit a Microsoft Office document you can choose whether to include Domino Doc information such as the revision number or library name when you view the document s properties For more informa tion see Working with Domino Doc properties in Office documents later in this chapter Working with other ODMA supported applications When you work in other ODMA supported applications such as Lotus Word Pro or Microsoft PhotoDraw the Open and Save As dialog boxes follow a common ODMA standard Connecting to the library When you connect to a library to open or save documents in your integrated app
65. the string you most recently used for a search Other recently used search strings appear in a drop down list so you can click one to repeat a recent search For information about setting the number of search strings displayed in the dropdown list see the Domino Doc Administrator s Guide 204 Domino Doc 3 5 User s Guide Procedure To search for documents from the Windows Explorer perform the follow ing steps 1 Navigate to the library or cabinet you want to search 2 Double click the Search icon 3 Type a search string in the Search for box use the most recently used string or click a string from the drop down list of other recently used search strings 4 Click OK Viewing a document s revision history in Windows Explorer You can display a document s revision history and then choose the revision you want Procedure To access a revision document T 2 Right click the document whose revision history you want to view From the context menu choose Revision History A dialog box lists the various document revisions associated with the selected document Optional To display information about a particular revision select the revision and then click Properties Optional To open a read only copy of a particular revision select the revision and then click View Chapter 9 Working with Domino Doc from Windows Explorer 205 Chapter 10 Integrating Domino Doc with E mail If you use Lotus Notes or M
66. this bar vary according to the item you are working with and the activity you have engaged At all times a Search box is present at the top right side of the menu bar for quick access to either a simple search or advanced searching You can also click on Getting Started to download and install the Desktop Enabler for managing Domino Doc settings and working with integrated applications Below the logo is a list of views you can summon your home page and your documents by categories Click on any of these items to change the contents of the view pane The lower left side of the workspace contains the Site Map a graphical representation of where objects are in the library you are accessing Similar to the navigation pane used by Windows Explorer it shows the hierarchy of the library with an array of file room file cabinet and binder icons If there are no documents in the library you will see only cabinets You click on the plus or minus signs to expand or collapse the hierarchy and click on the title beside the icon to view the contents list of a file cabinet or binder Tip To widen the Site Map so that you can see more of its contents in Internet Explorer place the pointer over the right edge of the Site Map until you see the cursor change to a double headed arrow Then click and drag to resize the Site Map When you first access the library your workspace will display only the library hierarchy After you have worked w
67. this document if you do not specify a binder the document will automatically be saved to the Default binder Enter the document content Enter a description for the document 94 Domino Doc 3 5 User s Guide 7 Select a document type from the drop down list The field attributes that have been defined for this document display Tip Select No Type if you do not require field attributes for the document Enter the attribute values for the document Examine the default access and change the access for the document if necessary 10 Click Save and then click Close 11 Choose an option from the Check in options displayed 12 Optional Enter a comment 13 Click OK to check in the document Capturing existing Notes documents If your Notes client has been set up to save documents to Domino Doc you can save Notes documents such as e mail messages directly in the Domino Doc library What will actually be stored in Domino Doc is a static snapshot of the document text fields formulas or actions will not be captured For more information refer to the Domino Doc Administrator s Guide Opening a document from Notes You can open a document for viewing or for editing If you have Reader access for viewing only Procedure To open documents stored in Domino Doc from the Notes client perform the following steps 1 If you have recently accessed the document go to the main library view and click on the Recen
68. users can access it for viewing only A working copy is created for you to edit the document content profile or security informa tion Actions on documents that are checked out are available only to you except for Check In an activity that can be done by the Administrator also 90 Domino Doc 3 5 User s Guide The following actions are available from the action bar on a document that has been checked out Click this To do this Close Close the document Edit Document Launch the application associated with the document and open it for editing If the document is not currently checked out it will be checked out transparently and opened for editing Note A document can be changed only on the server where the check out occurred Edit Profile Access the document profile form for changing profile information Note Document profile information can be changed only on the server where the check out occurred Edit Security Access the document security form for changing the security Note Document security can be changed only on the server where the check out occurred Check In Check the document into the library release the lock and make it available to other editors Refresh Display the view again to include changes you have made Activity Log Display a report of the document processing activity Forward E mail the document to another user Move to Binder Select a different binder for this document Note This functi
69. want to add and click Add Binder to Favorites At the prompt Add this binder to your Favorites list click OK e To add a document to your favorites list open the document you want to add and click Add to Favorites At the prompt Add this document to your Favorites list click OK e To remove a binder or document from your favorites list from the Domino Doc library click Favorites and click on the delete icon the document to trash can beside the binder or document you want to delete Note A deleted document may still appear in a favorites list Working with a binder from a browser When you open a file cabinet from the library you see all the binders contained in the file cabinet Depending on your access rights you may perform these activities e Open a binder and view the binder profile security or a report of binder activity e Check out a binder to edit the profile or security e Check in a binder e Create a binder e Change a binder s profile e Change a binder s security e Delete a binder e Add a binder to your list of favorites e Sort binders by title author type or custom view When you open a binder you see a list of the documents contained in the binder Chapter 7 Working with Domino Doc from a Browser 129 Note Binder actions are available based on your role and access level only Administrators can perform all of these actions All users however can add a binder to their favorit
70. within the review cycle you may want to remove that person and add someone else Chapter 6 Working with Domino Doc from the Notes Client 115 Procedure To change the document approver list perform the following steps 1 2 3 4 5 Open the file cabinet and binder that contains the document Double click the document to access the document profile Scroll to the Review Status section and click Edit Approvers Add remove and move approvers as necessary Note You cannot remove from the list a user who has already approved the document Click OK Canceling an approval cycle The approval initiator or a manager of the file cabinet may cancel an approval cycle any time while the document is in the Pending Approval state Canceling an approval returns the document to the previous state and preserves existing approval comments To cancel an approval cycle simply open the approval copy and click Cancel Approval Approving or rejecting a document To approve or reject a document in an approval cycle perform the follow ing steps 1 From the library click Life Cycle Status A list of documents and their current life cycle status displays Select the document you want to approve Optional Click View if you d like to read the document content Do one of the following e Click Approve If others need to approve the document it remains in the Approval state and is routed to the next approver If you are the final
71. you want to initiate Accept or change the Job name 216 Domino Doc 3 5 User s Guide 10 Specify the process priority e 1 High e 2 Medium e 3 Low Do one of the following e Click Initiate if you are working in a browser e Click OK if you are working in Notes The main document of the workflow displays Complete the form information Optional Click Switch to Cover to verify or change the document cover information Do one of the following e Select Save and complete activity then click Submit if you are working in a browser e Click Save and Complete if you are working in Notes The activity is performed Viewing associated workflows from a browser Domino Doc Documents that have associated workflow processes have a Workflow tab that provides access for viewing workflow activity Procedure To view a document s workflow activity from a browser perform the following steps 1 Open the file cabinet and binder that contains the document then open the document profile Choose Document Workflow Beneath the section Here is a list of all associated workflows select the appropriate job Do one of the following e Click View to display a list of all documents associated with the selected job e Click Cover to open the cover document associated with the activity to view general information such as who is responsible for completing the activity due dates and so forth e Click Ref
72. 0 Choose Document Check In to check the document back in 11 From the Check In As dialog box select a check in option Note For more information see About checking in a document in Chapter 5 Working with Documents 12 Optional Enter a comment or a description of your changes 13 Click Save Checking in a document from a browser If you checked out a document and closed it without checking it back in it remains locked and unavailable to others except for viewing until you check it in Note In order to check in a document from a non master file cabinet you must have received a check out lock from the master file cabinet you must check the document back in from the same non master file cabinet from which you requested the check out and you must resolve any check out conflicts For more information about checking in a document see Chapter 5 Working with Documents 146 Domino Doc 3 5 User s Guide Procedure To check in the document perform the following steps 1 From the Checked Out Items pane click on the info button on the document you want to check in The Document Profile displays Tip Alternatively open the document and click on the working copy Choose Document Check In From the Check In Options dialog box select an option Note This dialog box will not display if your checked out document document profile or security has not been changed The document will automatically be
73. 0 reviewing documents 185 searching for documents 179 180 setting document security 178 using with Domino Doc 10 viewing revision history 181 Integrating other tools sharing documents with Sametime 57 troubleshooting Freelance Graphics 97 227 troubleshooting Freelance Graphics Millennium R9 229 troubleshooting PowerPoint 231 Internet connections secure connections 21 setting up 20 K Keyboard shortcuts 14 integrated applications 167 Windows Explorer 191 L Library access troubleshooting 225 actions and views integrated application 171 actions and views Notes client 61 actions and views Windows Explorer 194 adding documents options 42 adding integrated application documents 174 connecting 23 25 162 disconnecting 25 165 167 editing connection properties 25 164 166 Library Administration actions and views Notes client 62 Life cycle management approving documents 47 archiving documents 48 checking out documents 51 documents 46 Domino Doc integration with Lotus Workflow 215 reviewing documents 47 Lock icon checked out document browser 135 checked out document Notes 86 Logs Domino Doc 18 219 Lotus Workflow process integration with Domino Doc 215 viewing jobs and activities for documents 217 218 Mailing documents forwarding in e mail Notes client 105 in browser 147 Merging changes binder check in 38 Microsoft Office applications configuring 18 20 tro
74. 3 e For anew document that has not yet been saved as a version the drafts will appear with a zero for example 0 1 0 2 0 3 etc e Anew document that has not yet been checked in at all will appear as 0 0 Draft documents are useful for collaborative projects in which several people will be contributing content For example let s say that you are the Product Manager responsible for developing the Domino Doc White Paper You ll draft the white paper and the development manager will add techni cal content and the editor will make stylistic changes Your white paper 44 Domino Doc 3 5 User s Guide will go through several iterations or drafts before becoming a final published document that you ll save as a version When the product is scheduled for another release you can check out the previously released version update it save the edited version as a draft and thus start the cycle all over The versioning in this case would look something like this DDWP 0 1 your initial Domino Doc White Paper draft DDWP 0 2 the development manager s technical content additions DDWP 0 3 the editor s changes DDWP 0 4 the review draft DDWP 0 5 the final changes draft DDWP 1 0 your published Domino Doc White Paper DDWP 1 1 your new release initial draft The access to drafts or works in process can be different from the access to published versions While the draft editors are working on a new document or are revising an exi
75. 3 Drag the shortcut icon onto the desktop Chapter 2 Getting Started 17 Changing the log file settings You can use the Domino Doc Desktop Administrator to change the settings for the Domino Doc log in order to report additional processing information that may help you troubleshoot ongoing problems For more information see About the Domino Doc log in Chapter 12 Troubleshooting Procedure To change the log file settings perform the following steps 1 Open the Domino Doc Desktop Administrator The Administrator displays the current Domino Doc settings From the Settings menu choose Preferences Click the Log File tab in the dialog box Optional Check Verbose Logging if you d like the Log to report additional information 5 Optional Check Truncate Log File if you d like to start a new Log for each Domino Doc session Deselect this option if you d like to continue adding to the Log from session to session 6 Click OK Specifying applications to use with Domino Doc Use the Domino Doc Desktop Administrator to specify the integrated appli cations that you want to use with Domino Doc When you work in an integrated application you can access Domino Doc libraries through the dialog box that displays when you choose File Open or File Save As The dialog box that you see depends on the application you are using For example if you are using Lotus Word Pro or Freelance Graphics you s
76. About File Rooms and File Cabinets gives a brief overview of these Domino Doc components Chapter 4 Working with Binders describes how binders are used in general in Domino Doc Chapter 5 Working with Documents describes what you need to know when working with documents in Domino Doc from any interface Chapter 6 Working with Domino Doc from the Notes Client explains how to navigate and work in Domino Doc from the Notes interface Chapter 7 Working with Domino Doc from a Browser explains how to navigate and work in Domino Doc from the browser interface Chapter 8 Working with Domino Doc from an Integrated Application explains how to navigate and work in Domino Doc from an integrated desktop application Chapter 9 Working with Domino Doc from Windows Explorer explains how to navigate and work in Domino Doc from the Windows Explorer interface Domino Doc Neighborhood Chapter 10 Integrating Domino Doc with E mail explains how to incorporate information from a Domino Doc library into e mail and preserve information from e mail by saving it to Domino Doc vii Chapter 11 Working with Lotus Workflow provides an overview of how Domino Doc and Lotus Workflow interact and provides instructions for initiating workflow processes and viewing process status from Domino Doc Chapter 12 Troubleshooting identifies some common problems you could encounter and gives so
77. About working with Domino Doc from the Notes client Navigating the Domino Doc workspace from Notes Working in the library from Notes Working in a file cabinet from Notes Searching from Notes Using favorites from Notes Working with a binder from Notes Creating a binder Checking out a binder from the master file cabinet Checking out a binder from a non master file cabinet Changing a binder profile Changing binder security Checking in a binder iv Domino Doc 3 5 User s Guide Copying a binder Deleting a binder Working with a document from Notes Importing files in Notes Adding an existing document to Domino Doc from Notes Adding a new document to Domino Doc from Notes Capturing existing Notes documents Opening a document from Notes Editing a document from Notes Changing a document profile from Notes Changing document security from Notes Checking in a document from Notes Creating a document version from a checked in draft Forwarding a document from Notes Moving a document to a different binder Copying a document to a different binder Bookmarking a document Deleting documents 5 Submitting a document for review Submitting a document for approval Manually archiving a document from Notes Using Who Is Online Using the Discussion Forum from Notes 7 Working with Domino Doc from a Browser About working with Domino Doc from a bro
78. Check In Checking out a document from the master file cabinet from Notes A document stored in Domino Doc must be checked out for editing moving editing its profile or editing its security Checking out a document locks it so that other editors cannot modify the document and it retrieves a working copy of the document for editing When you choose Edit or Edit Document the document is automatically checked out Procedure To check out a document from the master file cabinet perform the follow ing steps 1 From the Domino Doc library expand the appropriate file room and open the master file cabinet and then the binder that contains the document you want to check out Note You can search for the document if you don t know where it is stored 2 Click in the left most column beside each document you want to check out 3 Click Check Out Document 4 Open the working copy 96 Domino Doc 3 5 User s Guide Do one of the following e Click Edit Document to launch the application associated with the document and open it for editing e Click Edit Profile to change the document title type or field attribute values e Click Edit Security to change the Document Editor Reader Editor or Manager list for this document providing you have access e Click Move to Binder to move the document to a different binder e Click Return to Library if you want to edit the document later When you have finished making your changes
79. Client Opening a document profile from a browser To open a document profile from a list Life Cycle Checked Out Items Favorites or Recently Edited click the Info icon next to the document title To open a document profile from a displayed binder s contents do one of the following e If the file cabinet uses Notes folders to display its contents click the document title e If the file cabinet uses the BinderTOC ActiveX control to display its contents click the Info icon next to the document title 144 Domino Doc 3 5 User s Guide Changing a document profile from a browser You can change the contents of a document profile from a browser if you have the required access rights by checking it out editing it and checking it back in Your changes will be applied to all replicas of this file cabinet when replica tion occurs Procedure To edit a document s profile information while working in a browser perform the following steps Check out the document Open the working copy Choose Document Edit Profile Change the document title type or field attribute values Click Save to save your changes Click Check In to check the document back in The Check In dialog box displays OOO Ry RN rs Note For more information see About checking in a document in Chapter 5 Working with Documents 7 Select a Check In Option Optional Enter a comment or a description of your changes Click Save
80. Do one of the following e Notes In the Import dialog box click Import e Outlook In the Domino Doc Open dialog box select Insert as Text and then click Open For information on using the Notes client or Web browser to forward a document see Chapter 6 Working with Domino Doc from the Notes Client or Chapter 7 Working with Domino Doc from a Browser Saving an e mail attachment to Domino Doc You can detach a file from a Notes e mail or other document or from an Outlook e mail and either save the file as a new Domino Doc document or use it to update an existing document s file attachment For example you can save a Word file attachment as a new document or use it to update the current Word file attachment associated with a Domino Doc document Chapter 10 Integrating Domino Doc with E mail 209 Note You cannot save an attachment to an existing document that has Notes content instead of a file attachment Saving as a new document To save a file attachment as a new Domino Doc document 1 Do one of the following e Notes Open the document that contains the file attachment you want to save Then click the attachment and choose Attachment Detach to display the Save Attachment dialog box If the document contains more than one attachment you need to save each attachment individually You cannot use the Detach All command or save more than one attachment at a time e Outlook Select the document t
81. Domino Doc check in and check out features help ensure document integrity Based on document security any author or editor can check out a document When this happens Domino Doc releases the document to the user and prevents other users from checking out the same document until that document has been checked back in Other users can still view the document while it is checked out they just can t modify it This assures that users are viewing and making decisions on the most current released information instead of a work in process You can check documents out of the Domino Doc library through any of the Domino Doc user interfaces Documents that are in a review or approval cycle however cannot be checked out Note You can check out a new document immediately using File Import an exception to usual check out functionality When you make an edit request on a document a check out request is transparently initiated When you try to check out a document several things can happen depend ing on how your System Administrator configured the file cabinet replica and whether or not you are working in the master file cabinet If you are working in the master file cabinet or if you can connect to it you can check out the document immediately This locks the document so that other editors cannot modify it and it creates a working copy of the document for editing If you are not working in the master file cabinet e Check outs may not b
82. Explorer provides support for integrated applica tions that you can use with Domino Doc and lets you manage your local Domino Doc settings from your computer via the Desktop Administrator Procedure To install the Domino Doc Desktop Enabler perform the following steps 1 Open the Domino Doc Library For example from a Notes client choose File Database Open specify the name of the Domino server and select the library database The Setup program put the Domino Doc Library in the subdirectory that you specified for Domino Doc with the name as lt libraryname gt Lib nsf 2 Do one of the following e If you are using a Notes client click Library Administration and then click Download Client Software e If you are using a browser click Getting Started and then click Download Domino Doc Desktop Enabler 3 Double click DDSETUP EXE e If you are using a Notes client click Launch e If you are using a browser choose the option to run the file Depending on the browser you may have to download the file to your workstation drive first For example if you see the Unknown File Type dialog in Netscape Communicator click Save File Then run DDSETUP EXE from your workstation drive after the file is downloaded 4 Accept the software license agreement The Setup Welcome message displays 5 To begin installing the Desktop Enabler files click Next 16 Domino Doc 3 5 User s Guide 6 Select the type of install you want
83. Library End the library connection Refresh Refresh the display Properties Update the URL for a Domino Doc library or edit the displayed library name Working with file cabinets from an integrated application You can right click on a file cabinet in either the Open dialog box or the Save As dialog box and use the commands listed below Choose this command To do this Open Display all binder categories for the selected file cabinet Explore Display all binder categories for the selected cabinet in a separate window Refresh Refresh the display New Binder Create a new binder categorized or non categorized Chapter 8 Working with Domino Doc from an Integrated Application 171 Note You cannot create delete or move a file cabinet in an integrated application These are administrative functions that must be performed from the Notes Client by a Domino Doc Administrator Working with binders from an integrated application You can right click on a binder in either the Open dialog box or the Save As dialog box and use the commands listed below Choose this command To do this Open Explore Refresh New Document Delete Properties Display all documents for the selected binder Display all documents for the selected binder in a separate window Refresh the display Add a new Domino Doc document to the library using an existing file from a file system directory Delete the selected bin
84. Mark for Archive The Mark for Archive options display 4 Specify an archiving option for the document versions e Archive all versions e Archive all versions except the most recent e Archive only the selected version 5 Specify an archiving option for the document drafts e Leave drafts alone e Archive drafts when version is archived e Delete drafts when version is archived 6 Click OK Canceling an archive request If you have marked a document for archive and it has not yet been archived you can cancel the request if you need to Chapter 6 Working with Domino Doc from the Notes Client 117 Procedure To cancel an archive request and unlock the document perform the follow ing steps 1 Open the master file cabinet and the binder that contains the document 2 Open the document 3 Drop down the Actions menu and then select Unmark for Archive This cancels the archive request Retrieving documents from archive A document that has been archived can be retrieved from any replica but the information itself will be restored to the master file cabinet replica Procedure To retrieve a document from archive perform the following steps 1 From the library open the file cabinet and the binder that contains the proxy document indicated by a cylinder shaped icon 2 Select the document and click Edit The following message displays The document you have requested has been archived Would you like to issue a retri
85. Sametime Integration enabled for your library you can use this feature for collaborating on a document as an alternative to creat ing a Forum to discuss a document or in conjunction with it The document must be in a file cabinet that also has Sametime Integration enabled This feature is available from the Notes client or Web interfaces only When you have a document open you can use the Who is Online option to open a floating Sametime window to communicate with other Sametime users who have access to the document and are online Chapter 5 Working with Documents 57 Chapter 6 Working with Domino Doc from the Notes Client This chapter describes how the user navigates the Domino Doc library from the Notes client and how to use the Notes client interface to find and manage the contents of the file cabinets About working with Domino Doc from the Notes client Navigating the Domino Doc workspace from Notes Working in the library from Notes Working in a file cabinet from Notes Searching from Notes Using favorites from Notes Working with a binder from Notes Creating a binder Checking out a binder from the master file cabinet Checking out a binder from a non master file cabinet Changing a binder profile Changing binder security Checking in a binder Copying a binder Deleting a binder Working with a document from Notes Importing files in Notes Adding an existing document to Domino Doc from Notes Adding a new d
86. This is an Administrator function Access the form for changing the full text indexing options for the selected file cabinet This is an Administrator function Perform an action on the Table of Contents folders for binders in the file cabinet including forcing creation of folders deleting orphaned folders rebuilding all folders and rebuilding folders for selected binders This is an Administrator function Display the binders that exist in the selected file cabinet arranged by title Display the binders that exist in the selected file cabinet arranged by author Display the binders that exist in the selected file cabinet arranged by type Searching from Notes Domino Doc has a powerful search capability that allows you to search for documents across multiple file rooms and file cabinets While working in Notes you can perform two types of search e Simple search For more information see Performing a simple search from Notes later in this chapter e Advanced search For more information see Performing an advanced search from Notes later in this chapter Chapter 6 Working with Domino Doc from the Notes Client 67 You can also save the search criteria or query so that if you need to perform the search again you don t have to re enter complex definitions Instead you can open the query and initiate the search You can modify the query if you d like as well as delete the query when you
87. User s Guide LO of oO a o 5 Copyright and trademark information Under the copyright laws neither the documentation nor the software may be copied photocopied reproduced translated or reduced to any electronic medium or machine readable form in whole or in part without the prior written consent of IBM Corporation except in the manner described in the documentation or the applicable licensing agreement governing the use of the software Copyright 1997 2002 Lotus Development Corporation Copyright IBM Corporation All rights reserved Lotus Software IBM Software Group One Rogers Street Cambridge MA 02142 Trademarks IBM AS 400 and Tivoli are registered trademarks of IBM Corporation in the United States other countries or both Domino Domino Doc Storage Manager and K station are trademarks and 1 2 3 Approach Domino Doc Freelance Graphics Lotus Lotus Notes Notes Sametime SmartSuite and Word Pro are registered trademarks of Lotus Development Corporation and or IBM Corporation in the United States other countries or both Microsoft ActiveX Outlook PhotoDraw PowerPoint Visio Windows and Windows NT are registered trademarks of Microsoft Corporation in the United States other countries or both Other company product and service names may be the trademarks or service marks of others Product License You can view or print your License Agreement after installing Domino Doc A
88. You ll need to check out the document and make any required profile field changes Procedure To copy a document to a different binder perform the following steps 1 Open the file cabinet and binder that contains the document you want to copy Double click the document you want to copy From the Actions menu choose Copy to File Cabinet The Copy to Binder dialog box displays 4 Indicate whether you want to copy only the latest version or all versions of the document Note For each version copied all drafts based on that version will also be copied 5 Choose the file cabinet that contains the binder you want to copy the document into 6 Accept the default or select a different binder for the document 7 Click OK Bookmarking a document You can create a link to a document called a bookmark and place it in one or more other binders Procedure To create a document bookmark perform the following steps 1 Open the file cabinet and binder that contains the document you want to link to Chapter 6 Working with Domino Doc from the Notes Client 107 2 Access the document profile of the current draft or version of the document you want to link to 3 Choose Actions Copy Bookmark to Binder The Select Binder dialog box displays 4 Choose the binder you want to copy the document into 5 Click OK Deleting documents You can delete documents from a Domino Doc library from Notes if you have the required acces
89. a document to the Attache Case All documents except archived documents have an Add to Attache Case menu item on their context menus To add a document to the Attache Case select the document and choose Add to Attache Case from the context menu If the file is checked out by you or could be checked out by you you will be prompted whether to add the file to the Attache Case in Edit mode or View mode Select Edit if you want to check out the document If the document cannot be checked out to you you will be informed that the document can be added to the Attache Case only in view mode and given the choice of proceeding with View mode or canceling the operation 202 Domino Doc 3 5 User s Guide Viewing the Attache Case contents To view the contents of the Attache Case right click the Attache Case icon and select Explore or Open from the context menu The view pane will display the set of documents currently in the Attache Case For each document three columns are listed if in Details view Title Version and Mode The Title and Version columns display the Title and Version of the document as it was when it was added to the Attache Case The Mode column displays the mode selected when the document was added to the Attache Case either Edit or View Working with Documents in the Attache Case For documents in the Attache Case in Edit mode the context menu offers the actions shown below for a selected document Choose this command To do
90. a library After you disconnect from a library the associated icon no longer displays in the dialog box 1 Choose File Open 2 If needed click Domino Doc in the location bar to see the current library connections 3 Right click the library you want to disconnect and then choose Disconnect Library from the context menu Note If you are using Domino Doc on Windows NT 2000 or XP you can disconnect only those library connections that you created Managing library connections from an ODMA supported application After you specify the applications you want to use with Domino Doc follow the steps below to set up the library connections you need If you are using a Microsoft Office application that is set to use Domino Doc Office dialog boxes see Managing library connections from an Office application above Creating a library connection 1 Choose File Open If there are no current library connections the Library Connect dialog box displays To create a library connection continue to step 2 If there are one or more library connections the Open dialog box displays either the current library connections or the contents of the last place you visited in the Domino Doc Neighborhood Skip to step 3 for information on how to view the available connections and if needed create a new library connection 2 Inthe Library Connect dialog box do the following e Enter the address of the library you want to access or select a p
91. a non master file cabinet replica An activity log transaction is sent to the master file cabinet replica and the activity log is updated there New document status Indicate whether you want to check in the documents as drafts versions or you want to leave them checked out after importing them Delete files after import Indicate whether or not you want to delete the files from your local drive after importing them into Domino Doc 5 Optional Click the Preview button to see how many files will be imported 6 Click Import Documents Adding an existing document to Domino Doc from Notes A Domino Doc document can contain simple textual information or a single file attachment in any file format You must be in a rich text field in order to enter information and attach a file In order to make an existing document available in your Domino Doc file cabinet you need to create a new document within Domino Doc by defin ing and profiling the document and attaching the existing file Procedure To add a document to Domino Doc perform the following steps 1 From the Domino Doc library open the file cabinet for this document Note If necessary you can create a new binder for the document you are uploading Click New Document Enter a title for the document Select a binder for this document if you do not specify a binder the document will automatically be saved to the Default binder 5 Enter a description for the d
92. adding documents options 42 customized template 28 principles 27 replication 28 user groups 28 File Cabinet Creator 5 File cabinet master checking out binders 37 checking out binders browser 131 File cabinet replica checking out binders 37 checking out binders browser 131 File room principles 27 File storage document management objects 3 temporary directory locations 22 Folders Notes binder table of contents 73 Forum feature creating first discussion topic browser 159 description of 56 opening discussion threads browser 159 Forwarding documents description of 54 procedure browser 147 procedure Notes client 105 Freelance Graphics 97 troubleshooting 227 Freelance Graphics Millennium R9 troubleshooting 229 H Hierarchy 5 Icons browser 126 135 document Notes 86 Explorer 193 info 135 Importing documents into e mail 208 Incorporating review comments procedure browser 151 procedure Notes client 112 Info icon browser 135 Integrated applications adding documents 174 176 approving documents 186 binder tasks 172 176 checking in documents 185 configuring 18 20 document tasks 172 177 179 editing document profiles 177 183 editing documents 182 183 e mail 207 208 209 212 file cabinet tasks 171 library connections 162 163 165 library tasks 163 165 171 Lotus Workflow with Domino Doc 215 navigating Domino Doc 167 ODMA and other 10 opening documents 18
93. ads shaw 27 About File Rooms 00000005 27 About File Cabinets 27 4 Working with Binders 31 About creating binders 0 31 About binder types 0 0 e ee eee 32 About categorizing binders 32 About the binder table of contents 34 About binder security 0 00 35 About finding and opening binders 36 Favorite binders 0 00ee0e0s 36 About checking outa binder 37 Handling binder check out rejections 38 Resolving binder check out conflicts 38 About checking in a binder 40 5 Working with Documents 41 About creating documents 4 42 Adding documents to Domino Doc 42 About document types 00 0 43 About document security 00 43 iii About document versioning About document life cycle management About the document review cycle About the document approval cycle About archiving documents Finding and opening documents Searching for documents About favorite documents About recently edited documents About checking out a document About checking in a document About forwarding documents About deleting documents About moving copying and bookmarking documents About discussing documents in the Forum About using Sametime integration for document collaboration 6 Working with Domino Doc from the Notes Client
94. age to the reviewers Click OK Specifying document reviewers When you are setting up a document review you need to specify who should review the document To specify reviewers other than All Draft Editors and All Document Managers use the Select Reviewers dialog For example you may want to make all or select members of a group reviewers Procedure To specify document reviewers use the Select Reviewers dialog box 1 Select a group The names of the group members display in the Selection list 2 Do one of the following e Click Select All if you want all members of the group to review the document e Select individuals to review the document Click Deselect All to clear your selections 3 Click Add when you have selected the appropriate document reviewers The names you specified appear in the Added list Chapter 6 Working with Domino Doc from the Notes Client 111 4 Optional If you chose the Routing Type Serial select a name and click Move Up or Move Down until the reviewer appears in the proper sequence in the list Repeat until the names in the list appear in the order in which you want them to review the document 5 Click OK Changing the document reviewer list After submitting a document for review the review initiator can change the order of the reviewers and can add and remove reviewers who have not yet reviewed the document If for example you included someone who is on vacation and won
95. ages include Authoring Review Approval Release and Archiving As a document cycles through its life the related activity like editing and reading trends downward Eventually a document is no longer needed for regular and instant access and can be archived to less costly media for occasional usage or simply for policy compliance Review approval and archiving options can be enabled or disabled and parameters can be defaulted on the document type form Document Authoring Facilitates the creation and initial editing of a document by one or more editors Document Review Routes a draft document to a set of users for review The reviewers may edit document content add a comment to the document or both Typically the results of a document review are used to update the original document Depending on how the review cycle was set up the reviewers may update the document themselves or the author may update the document from the reviewers comments Document Approval Routes a draft document to a set of users for approval or rejection Documents must be approved for many reasons Policy documents may need approval prior to being distributed to a broad audience Expense reports may need approval prior to the disbursement of funds The common factor is that one or more users must approve or reject a document prior to the document moving to subsequent stages During the approval cycle no changes or comments are made to the document s conte
96. all types will be searched e Specify how you want to view the search results by relevance or by oldest first e Specify the number of matches you want to view The default 0 will display all found results 68 Domino Doc 3 5 User s Guide 5 Optional Save your search criteria for later use by doing the following e Click Save Query or Save Query As e Enter a search query name e Click OK Click Start Search to initiate the search The results of the search display with links to the profiles of the found documents Performing an advanced search from Notes Advanced search allows you to refine your search by specifying a list of words and a specific date for the document you are trying to locate There is also a forms search option available if the file cabinet creator customized the template to include SearchByForm as a custom subform Note To search multiple file cabinets you need to be in the library searching within a file cabinet limits your search to that file cabinet Procedure To perform an advanced search perform the following steps 1 2 From the Domino Doc library click Search then click Advanced Search Specify the file cabinets to search all that you can access or selected file cabinets If you choose selected file cabinets select the ones to search Complete the Search by Word information by doing one of the following e Choose Search for any of the following words or Search f
97. approver the document state is changed to Approved and is either returned to the approval initiator checked in as a new version or checked in to replace the current version depending on how the approval cycle was set up Click Reject The approval cycle ends and the document state is changed to Rejected 116 Domino Doc 3 5 User s Guide Note If the document is rejected it cannot be immediately resubmitted for approval because Domino Doc assumes that the document needs further revision To resubmit the document for approval when no further changes are required first check out the document click any of the Edit options for example Edit Document Edit Profile or Edit Security and then check in the document as a draft Manually archiving a document from Notes A document can be archived from the master file cabinet only Also a document can be archived only if the System Administrator set the Document Type to allow archiving For more information see About archiving documents in Chapter 5 Working with Documents When archiving from Notes you initiate the archiving agent immediately if necessary Procedure To archive a document from Notes manually perform the following steps 1 Open the master file cabinet and the binder that contains the document or documents you want to archive 2 Open the document that you want to archive if you are an Administrator 3 Drop down the Actions menu and then select
98. arch icon the dialog box displays the string you most recently used for a search Other recently used search strings are listed ina dropdown so you can click one to repeat a recent search For information on setting the number of previously used search strings displayed in the dialog box see the Domino Doc Administrator s Guide Procedure To search within your integrated application perform the following steps 1 Choose File Open 2 Open the library or file cabinet you want to search 3 If you are prompted for your user name and or password enter that information and then click OK 4 Double click the Search icon or choose Find from the Tool menu in the toolbar 5 Type anew search string in the Search for box keep the most recently used string or select a different recently used search string 6 Click OK The results of the search displays as a list of the found documents Double click on a document to open it Opening documents from within an integrated application You can open a Domino Doc document for viewing or editing from within an integrated application that is enabled in the Desktop Administrator If the document has been archived a request for retrieval will be sent to the server and the document will display when the request is processed Procedure To open documents stored in a Domino Doc library from within your integrated application perform the following steps 1 Choose File Open
99. articular discussion document in a thread You can search for text only in the discussion document s subject field and the document content Search results display in a new page where you can either perform a new search or view the search results Each search result is a link that you can click to open the selected document e Delete to delete every discussion document in the thread or just the current document Deleting the current document also deletes all of its response documents Note Only managers of the related Domino Doc document Discussion Document Managers can use the delete option Creating a new main topic for discussion When a Domino Doc document is initially created it has no related discus sion documents and will not have any until you create one This could be immediately after creating the document or at any time later Note If you are creating the initial topic for a forum you may have to close and reopen the binder and document after creating the first main topic in order to get the Go to Forum link to appear on the screen 120 Domino Doc 3 5 User s Guide To create the first main topic or add a new one perform the following 1 Open a binder and select the document you want to discuss 2 If your file cabinet uses the BinderTOC ActiveX control for the binder Table of Contents right click the document you want to discuss and choose Discussion Forum Alternatively you can open the document profile and ch
100. ask before opening this type of file Chapter 7 Working with Domino Doc from a Browser 143 A check out request is sent to the master file cabinet replica and you are given a provisional lock on the document and a working copy of the document for editing You cannot check in the document until you receive the check out lock from the master file cabinet e Click Edit Profile to change the document title type or field attribute values e Click Edit Security to change the Document Editor Reader Editor or Manager list for this document providing you have access e Click Move to Binder to move the document to a different binder e Click Return to Library if you want to edit the document later 5 Do one of the following e Check in the document if your check out request has been processed at the master file cabinet and you received the check out lock For more information see Checking in a document from a browser later in this chapter e Retry or cancel the check out request if your check out request was rejected For more information see Handling a document check out rejection in Chapter 6 Working with Domino Doc from the Notes Client e Resolve check out conflicts if you were notified that the document has been changed by someone else since you requested the check out lock For more information see Resolving a document check out conflict in Chapter 6 Working with Domino Doc from the Notes
101. ategory and Training Technical to add another sub category to Train ing You can nest sub categories also For example use Training Manage ment Boston Training Management Chicago and so forth to categorize the management training binders by city When specifying multiple categories use a semicolon to separate the categories For example Compensation Employee Training Employee would put binder B4 into the Employee sub category in both Compensation and Training v Compensation v Employee amp B4 Y Management amp B3 v Training Y Employee amp B2 amp B4 v Management amp Bl Chapter 4 Working with Binders 33 About the binder table of contents When you have a binder open you see a list of all the documents stored in the binder a Table of Contents Two designs are available in Domino Doc e BinderTOC ActiveX control e Notes folders All binders in a given file cabinet have the same type of binder Table of Contents The creator of the library selects one of the two designs to be the default for all file cabinets in the library The File Cabinet Creator however can specify either design for that cabinet Also the File Cabinet Creator or the Administrator can change the design selection on any existing file cabinet BinderTOC ActiveX control If your Administrator selected the BinderTOC ActiveX control to display the contents of a binder you see the latest checked in version of each
102. ave multiple library connections and switch from one to another by clicking the connection you want For more information about connecting libraries see Setting up for using the Windows Explorer interface in Chapter 2 Getting Started You can click on the plus signs in the navigation pane to expand the library hierarchy to see the file rooms file cabinets binder categories and binders You can right click on any of the icons to obtain a context menu to perform associated actions on the item When you right click on a library icon in the navigation pane of the Windows Explorer you can use the commands listed below The Favorites Checked Out and History buttons in the ODMA dialog box use the default library if you don t already have a library open For example if you have several library connections and choose File Open you can click Favorites in the location bar to automatically open the default library and navigate to the Favorites folder Choose this command To do this Explore Display all rooms for the selected library in the view pane Open Display all rooms for the selected library in a separate window Disconnect Library End the library connection Set as Default Make the selected library the default Library Note The default library is used by the Favorites Checked Out and History buttons in the ODMA dialog box when you use an integrated application to work with Domino Doc Refresh Refresh the
103. aving multiple documents prompts to check in only the first For details see Exiting the application after saving multiple documents prompts to check in only the first later in this chapter 232 Domino Doc 3 5 User s Guide e Saving a document may fail for File Cabinet Editors For details see Saving a document may fail for File Cabinet Editors later in this chapter e Saving a document after canceling a previous save terminates Word Pro 97 For details see Saving a document after canceling a previous save terminates Word Pro 97 later in this chapter Exiting application after saving multiple documents prompts to check in only the first When you exit the application after saving multiple documents you will be prompted to check in only the first The other documents will display in the Domino Doc library list of checked out documents To make these documents available you ll need to check them in to the library through your browser or through Notes To check in all documents through Word Pro 97 close the application after saving each document Saving a document may fail for File Cabinet Editors If you have turned off the Word Pro 97 setting to Disable Small File Format you may experience issues when saving a document to Domino Doc This will happen only if you do not have File Cabinet Manager or Administrator access If you are an Editor of the file cabinet and you have issues saving a document do t
104. ay the binder in one or more catego ries or sub categories You can also customize the binder s properties security and profile information To create a new binder perform the following steps 1 Select the file cabinet where you want to put the binder right click the selected cabinet and choose New Binder Enter the binder title Optional Enter comments Optional Click Properties to edit the binder s properties and or security and to select a binder type or to categorize the binder Note You cannot edit these properties In Windows Explorer after the binder has been created 5 To categorize the binder select Categorized from the Type pull down list and enter a name for the category in the space provided then If you do not specify a category name the new binder will appear under Non Categorized To create sub categories or to use multiple categories e To create the binder in a sub category enter a between the category and sub category names for example use Training Management to create a Training category with a Management sub category 196 Domino Doc 3 5 User s Guide e To display the binder in multiple categories and or sub categories enter a semicolon between each category or sub category Note Categories and sub categories are created only when you create a new binder When there is no longer a binder in the category the category is removed along with any empty sub categories 6
105. ay the security revision history and a report of document activity You can link the document to different binders for easy access If the document is part of a discussion forum a Go to Forum link is also present on the profile If you have the appropriate access you can e copy or move the document to a different binder e delete the document e check the document out for editing the content the profile and the security information e check the document back in and based on document type set up submit complete and cancel review and approval cycles The following actions are available from the action bar on a document that has been opened Click this button To do this Close Close the document View Open the document for viewing Create Version Change the document status from draft to version Check Out Check the document out for editing or for changing the Document document profile or security information continued 88 Domino Doc 3 5 User s Guide Click this button To do this Refresh Redisplay the view after you have made changes Activity Log Display a report of the document processing activity Forward E mail the document to another user Move to Binder Delete Go to Forum Select a different binder for this document Note This function can be performed in the master file cabinet only Delete the document from the binder Note This function can be performed in the master file cabinet onl
106. binet Manager to verify your user access can t send a mail message when invite a user to a file cabinet If you are accessing Domino Doc through a Notes client you will not be able to send mail messages when inviting users to a file cabinet if your Domino Doc server does not replicate its Public Name and Address Book with other servers in your domain Add the address book to the NOTES INI file in the names line get an error message when I open an edited binder profile After checking out a binder profile editing it and checking it back in you may see a Document has been deleted error when trying to open the binder Refresh the view that displays the list of binders can t download any files from Internet Explorer If you are using Internet Explorer to access a secure site HTTPS protocol you may get an error message or the browser may just leave the File Download box open and not do the download when you try to open a document 1 Choose View Internet Options or Tools Internet Options 2 Click the Advanced tab 3 Scroll down to the Security section 4 Remove the check mark from the box for Do not save encrypted pages to disk 5 Click OK General issues These problems may occur on any one of the integrated applications e A document cannot be opened multiple times For details see A document cannot be opened multiple times later in this chapter 224 Domino Doc 3 5 Use
107. c Modify Properties dialog box displays Click the Security tab in the dialog box Specify the permission levels and settings Click OK When the Domino Doc Check In dialog box displays select the options you want and then click OK ore es For more information see About checking in a document in Chapter 5 Working with Documents Editing security on an existing document To change the security on an existing document without opening it for editing follow the steps below 1 Inthe integrated application choose File Open 2 Open the appropriate library file room file cabinet and binder The dialog box lists the documents in the binder 3 Right click the document whose security settings you want to edit and then choose Check Out from the context menu 178 Domino Doc 3 5 User s Guide Perna gy With the document still selected right click again and choose Properties The Domino Doc Modify Properties dialog box displays Click the Security tab in the dialog box Specify the permission levels and settings Click OK Right click the document and then choose Check In When the Domino Doc Check In dialog box displays select the options you want and then click OK For more information see About checking in a document in Chapter 5 Working with Documents About finding and opening documents This section describes Finding a previously accessed document Searching for a document Openin
108. can create a new draft based on one of the review copies 112 Domino Doc 3 5 User s Guide Procedure To copy the review copy into the current draft perform the following steps 1 2 Check out the draft Click Import Review Copy If there is only one review copy it will be copied into the draft If there are multiple review copies the list of review copies displays Select the one you want to copy and click OK Reviewing a document In a serial review all reviewers edit and or comment on the document in sequence in the order established by the initiator In a parallel review each reviewer edits and or comments on the document at the same time When the review cycle is complete the initiator can delete the review copies and all edits and comments associated with them Procedure To review a draft document perform the following steps 1 From the library click Life Cycle Status A list of documents and their current life cycle status displays Select the document and open the document profile Click Open Review Copy What you can do depends on how the review cycle was set up Perform either or both of the following actions e Edit the content e Enter a comment If you have saved your review copy locally on your hard disk click Attach File enter the path and file name or click Browse to select the file then click Save Click Complete Review from the draft document when you have finished editing or comment
109. ccess it only for viewing A working copy is created for you to edit the document content profile or security informa tion The checked out document actions are available only to you except for Check In an activity that can be done by the Administrator on any checked out item Click this To do this Edit Document Launch the application associated with the document and open it for editing Note A document can only be changed on the server from which check out occurred Edit Profile Access the document profile form for changing profile information Note Document profile information can only be changed on the server from which check out occurred Edit Security Access the document security form for changing the security Note Document security can only be changed on the server from which check out occurred continued Chapter 7 Working with Domino Doc from a Browser 139 Click this To do this Check In Check the document into the binder release the lock and make it available to other editors Move to Binder Select a different binder for this document Note This function can be performed in the master file cabinet replica only Delete Document Delete the document Note This function can be performed in the master file cabinet replica only Forward Forward the document to another user Adding an existing document to Domino Doc from a browser In order to make an existing document available in your Domi
110. check the document back in For more information see Checking in a document from Notes later in this chapter Checking out a document from a non masier file cabinet from Notes A document stored in Domino Doc must be checked out for editing A document can only be checked out from the master file cabinet If you are not working in the master file cabinet you can connect to it if the server is accessible to you or you can send a check out request to the master file cabinet depending on how the replica was configured You must edit and check in the document on the same server from which you checked it out Procedure To check out a document when you are not working in the master file cabinet perform the following steps 1 From the Domino Doc library open the file cabinet and then the binder that contains the document you want to check out Click in the left most column beside each document you want to check out Do one of the following e Click your right mouse button select Document Profile then click Check Out Documents if your binder Table of Contents design is using BinderTOC ActiveX control e Click Check Out Documents if your binder Table of Contents design is using the Notes folders What happens next depends on how the file cabinet replica was configured One of the following will occur e The document is immediately checked out of the master file cabinet and you receive a lock and a working copy for editing
111. checked in at this point Optional Enter a description of your changes Click Save The original file name for the document displays Enter the location for the document you are checking in by entering the complete path and file name in the Attach File box or by clicking Browse to select the file Forwarding a document from a browser You can forward a Domino Doc document to one or more people by e mail if you have at least Editor access You can forward the document or a link or both The link option forwards a Notes doclink and a URL the document option sends attachments including view files Procedure To forward a document perform the following steps J 2 3 4 Open the binder that contains the document you want to forward Open the document profile Choose Document Forward In the memo form that opens use the header fields To cc bcc to enter the complete e mail address of the person or persons you want to forward the document or documents to Click on the People icon next to any of the header fields to select recipients from the Domino directory Change the subject of the memo if you don t want to use Domino Doc followed by the document name Optional Enter additional comments Select Send file as link and or Send file as attachment Click Send to send the selected item or items Chapter 7 Working with Domino Doc from a Browser 147 Bookmarking a document Yo
112. cking Cancel on a security information dialog box When creating a new file cabinet binder or document in Domino Doc using a browser you may get a Security Information message after saving the file cabinet or choosing the binder or document type Click Continue to close the message and finish creating your document Note If you choose Cancel instead of Continue it will appear that processing is occurring when nothing is actually happening and you will not be able to perform any additional actions To prevent this message from displaying follow the appropriate procedure below If you are using Netscape 4 x 1 From your Netscape menu bar choose Communicator Tools Security Info The Security Information Page displays 2 Choose Navigator and in the Show a warning before section deselect Sending unencrypted information to a site 3 Click OK If you are using Internet Explorer 5 x Please refer to the Internet Explorer Help topic on Security settings 222 Domino Doc 3 5 User s Guide can t continue working after trying to access Domino Doc via the Notes protocol When trying to access Domino Doc via the Notes protocol you can lock up or hang the hour glass will continue to display and you won t be able to continue working This can occur under the following conditions e Performing a Save As from Windows Explorer via the Notes protocol e Saving or opening a document within an integrated a
113. connections from an Office application After you specify the applications you want to use with Domino Doc follow the steps below to set up the library connections you need If you are using either a Microsoft Office application that is set to use ODMA dialog boxes or another application see Managing library connec tions from an ODMA supported application below Creating a library connection 1 Choose File Open The Open dialog box displays the files or folders on your local drive 2 To navigate to the top level of the Domino Doc Neighborhood where you can see the current library connections click the Domino Doc icon in the location bar If there are no current library connections the Library Connect dialog box displays To create a library connection continue to step 3 If there are one or more library connections the Open dialog box displays a library icon for each connection Chapter 8 Working with Domino Doc from an Integrated Application 163 3 Inthe Library Connect dialog box do the following e Enter the address of the library you want to access or select a previously accessed library from the drop down box e Enter the name you want to assign to the library icon You do not need to enter the exact name of the library e Click OK After you connect to a library the Open dialog box displays the library icon with the display name you specified 4 To create an additional library connection do the f
114. cuments It also appears in the file cabinet with a New notation To make it available you ll need to check it into Domino Doc through your browser or Notes For more information see Checking in a document from a browser in Chapter 7 Working with Domino Doc from a Browser and Checking in a document from Notes in Chapter 6 Working with Domino Doc from the Notes client Chapter 12 Troubleshooting 227 Alternatively you can exit Freelance Graphics open it again open the document then close the document This time the Check in dialog box will display Closing a presentation opened from a browser or Notes does not initiate check in Changes made to a presentation that was opened from the Domino Doc library via your Web browser or Notes will need to be saved to the file system and the presentation must be checked back into Domino Doc through the browser or Notes At that point Domino Doc will present the name of the file Opening from or saving a presentation to the file system fails When you attempt to open an existing Freelance Graphics 97 presentation from the file system the Freelance Graphics Open dialog box does not appear Similarly when you create a new presentation in Freelance Graph ics 97 and try to save it to the file system the Freelance Graphics Save dialog box does not appear and your presentation cannot be saved to the file system You need to disable Domino Doc by performing the
115. cycle for this document continued Chapter 6 Working with Domino Doc from the Notes Client 89 Click this To do this Submit for Access the Select Approvers dialog box in order to enter or Approval change approval cycle information and initiate an approval cycle for this document Approve Approve this document and if you are the last approver mark the approval cycle complete Reject Reject this document and cancel the approval cycle Cancel Approval Cancel the approval cycle for this document Document archiving actions Notes folders If the document type allows for manually archiving out of date documents to an external storage facility for easy retrieval you can perform the follow ing actions depending on your role and access level For more information see About Domino Doc roles in Chapter 1 Intro ducing Domino Doc Click this To do this Mark for Archive Display the Mark for Archive dialog to specify archiving options for the document Unmark for Archive Cancel the archive request for the document This function is accessed from the Actions menu Reattach Archived Manually attach a file to the archived document if for some File reason you can no longer retrieve the archived document This function is accessed from the Actions menu Checked out document actions Notes folders When you check out a document a lock appears beside it and it changes to Read Only so other
116. d binder will have the default binder type of the target file cabinet When creating a binder you will be prompted by Domino Doc to change the name of the binder if it finds another binder with the same name You can accept the duplicate name or make a name change Note Copying binders can be done only from the Notes client 84 Domino Doc 3 5 User s Guide Access is managed as follows e The person who copies the binder obtains Manager access to the new binder e Other access is set based on the default settings for new binders in the target file cabinet e You must have at least Editor access to the target file cabinet e You must have author access to each document that you want to copy whether it is a version or a draft Inaccessible documents are not copied Procedure To copy a binder to another file cabinet perform the following steps 1 From the binder table of contents view Choose Actions Copy Binder The Binder dialog displays 2 Choose whether to copy the latest document version or all document versions Note For each version copied all drafts based on that version will also be copied Choose the file cabinet you want to create the copy in Click OK Enter a title for the new binder then click OK Deleting a binder If you have the proper user access you can delete binders that do not contain any documents You can delete binders from any file cabinet replica but in order to prevent replication conflict
117. der If there are no other binders in the current category or sub category the category or sub category will be deleted as well View information about the binder s profile and security settings Working with documents from an integrated application When you right click on a document in either the Open dialog box or the Save As dialog box the commands that appear on the context menu change depending on the document s current state The list may include any of the commands described below Choose this command To do this Edit View Open the document for editing if you have it checked out If it is not checked out it will be checked out transparently and opened for editing You must have Editor access rights to the document Open the selected document for viewing Documents created in the Notes client or the browser client display in the dialog box if they have an attachment This option is not available if the document is checked out You can view documents drafts or versions 172 Domino Doc 3 5 User s Guide continued Choose this command To do this Print Check Out Check In Complete Review Approve Reject Add to Favorites Remove from Favorites Copy Bookmark to Binder Move to Binder Add to Attache Case Print the selected document You can print documents drafts or versions Open the document and lock out other users from accessing it other than for view
118. der perform the following steps 1 From the Domino Doc library open the file cabinet that contains the binder you want to delete Open the binder you want to delete Choose Binder Delete Binder When asked if you are sure that you want to delete the binder permanently from the file cabinet Click OK If the binder contains any documents you will receive a message informing you that the binder cannot be deleted unless it is empty Working with a document from a browser When working with Domino Doc from a browser you can have access to a document from several views from the contents list of a binder or in one of the other lists Checked Out Recently Edited Favorites Life Cycle Accessing a document from the binder contents When displaying the contents of a binder how you view a document or its profile depends on the Table of Contents design used by the file cabinet containing the document s binder Chapter 7 Working with Domino Doc from a Browser 135 If the file cabinet uses Notes folders to display binder contents do the following To display the document profile click the document title To view the document and any related attachments click the document title to launch the profile and then choose View from the Document menu If the file cabinet uses the BinderTOC ActiveX control to display binder contents do the following To display the document profile click the Info icon next to the document
119. dialog box and Save As dialog box contains additional shortcuts for quick access to the files and locations you use most frequently If you are using a Microsoft Office application with the Domino Doc Office interface you can use these icons in the location bar A Click History to access recently edited documents Ss Click My Computer to display files and folders in the local file system r JA a f Click Desktop to display files and folders on the computer desktop Click Favorites to access most frequently used files and folders A Click Domino Doc to list available libraries in the Domino Doc Neighborhood Using the location bar in the ODMA dialog box If you are using an integrated application such as Lotus Word Pro or an Office application that is set to use the ODMA interface you can use these icons in the location bar R Click Favorites to access favorite documents in the currently selected library or in the default library if no library is selected a Click Checked Out to access files that are checked out to you from the currently selected library or from the default library if no library is selected A Click History to access recently edited files in the currently selected library or in the default library if no library is selected M Click Domino Doc to list available libraries in the Domino Doc Neighborhood Click My Computer to display files and folders in the local file system and end the ODMA
120. dit options for example Edit Document Edit Profile or Edit Security and then check in the document as a draft Specifying document approvers When you are setting up a document approval cycle you need to specify who should approve the document Procedure To specify approvers other than All Draft Editors and All Document Managers for example all members or select members of a group choose Approvers from the Setup Approval form and do the following 1 Select a group The names of the group members display in the Selection list 2 Do one of the following e Click Select All if you want all members of the group to approve the document e Select individuals to approve the document Click Deselect All to clear your selections 3 Click Add when you have selected the appropriate document approvers The names you specified appear in the Added list 4 Optional If you chose the Routing Type Serial select a name and click Move Up or Move Down until the approver appears in the proper sequence in the list Repeat until the names in the list appear in the order in which you want them to approve the document 5 Click OK Changing the document approver list After submitting a document for approval the review initiator can change the order of the approvers and can add and remove approvers who have not already approved the document If for example you included someone who is on vacation and won t be back
121. document as an item in the list You can access the associated working copy drafts review copy and so forth from the Revision History When you select a document you use the right mouse button to view the actions that can be performed This control provides the highest level of performance giving the quickest access to the documents Notes folders If you want to customize your binder design you ll probably want Domino Doc to use Notes folders for the binder Table of Contents design When Notes folders for the binders Table of Contents is specified adminis trators can customize how the binder Table of Contents appears in one or all file cabinets by creating custom views The created views will display on the file cabinet Custom Views tab Notes folders customization can change the following e The order of the documents as presented in the view e What information is displayed in the view for example the document title version type author and modification date e Categorization in the view e Actions that may be performed in the view Notes folders creation The creator s access level determines when a binder folder gets created e Ifthe creator is an Administrator or a Manager of the file cabinet the folder is created immediately when a new binder is created 34 Domino Doc 3 5 User s Guide e Ifthe creator is an Editor the folder is created on the server by the scheduled DelayedFolderCreate agent In this case the
122. document now If you are just getting started with Domino Doc and your browser you may get a security warning asking What do you want to do with this file Select Open it then deselect Open OLE server in place in order to open the document for editing If you do not want to display the message again deselect Always ask before opening this type of file e Click Edit Profile to change the document title type or field attribute values e Click Edit Security to change the Document Editor Reader Editor or Manager list for this document providing you have access e Click Move to Binder to move the document to a different binder e Click Return to Library if you want to return to the library and edit the document later 142 Domino Doc 3 5 User s Guide 5 When you have finished making your changes check the document back in For more information see Checking in a document from a browser later in this chapter Checking out a document from a non master file cabinet from a browser Checking out a document locks it so that other editors cannot modify the document and it retrieves a working copy of the document for editing Because a document stored in Domino Doc must be checked out for editing choosing to edit a document also checks it out at the same time You must also check out a document to submit it for review or approval move it delete it or edit its profile or security information A docu
123. e a file cabinet in Windows Explorer These are administrative functions that must be performed from the Notes Client by a Domino Doc Administrator Working with binders from Windows Explorer When you right click on a binder in the navigation pane of the Windows Explorer or on a binder icon in the view pane you can use the commands listed below Choose this command To do this Explore Display all documents for the selected binder in the right pane of the Explorer Open Display all documents for the selected binder in a separate window Refresh Refresh the display continued Chapter 9 Working with Domino Doc from Windows Explorer 195 Choose this command To do this New Document Add a new Domino Doc document to the library using an existing file from a file system directory Delete Delete the selected binder If there are no other binders in the current category or sub category the category or sub category will be deleted as well Properties View information about the binder s profile and security settings Note You cannot move or copy binders to other file cabinets in Windows Explorer For more information about the use of binders in Domino Doc see Chapter 4 Working with Binders Creating a binder To create a binder select the file cabinet where you want to place it and right click to select New Binder from the context menu When you create a binder you can choose whether to displ
124. e allowed from your file cabinet replica You ll be able to open the document for viewing but you won t be able to check it out for editing Chapter 5 Working with Documents 51 e You may have the option of sending a check out request to the master file cabinet This gives you a provisional lock on the document and a working copy for editing When your check out request arrives at the master file cabinet one of three things will happen e If the document is not currently checked out and it has not been modified by someone else since you obtained the provisional lock the document is checked out to you locked and you can continue to make changes or you can check it back in e If the document is currently checked out to someone else if it has been moved to a different binder or if it has been deleted your check out request is rejected You can cancel the request and discard your changes or you can retry the request which maintains your changes and keeps the binder provisionally locked e If the document is not currently checked out but has been modified since you requested the lock it is checked out to you but you must resolve any differences between your working copy and the master before you can check it back in You can choose to discard your changes and check the document back in or you can selectively merge your changes into the master document before checking it in e You may be prompted for how you want to proceed with
125. e by opening the document and then choosing File Properties Working with Domino Doc properties in Office documents Word PowerPoint and Excel users can view edit and delete Domino Doc information with other Office document custom properties when they open a document for editing 1 Inthe Office application open the document that you want 2 From the File menu choose Properties 3 When the Domino Doc Modify Properties dialog box displays click OK or if you opened a read only copy of the document click Cancel 4 When the document s Properties dialog box displays click the Custom tab The Properties box displays the following Domino Doc information for the document e DDocLibrary Library Name e DDocRevision Document revision number e DDocID Document ID e DDocCabinet Cabinet name e DDocBinder Binder name For information on using and modifying document properties see your Office application Help 5 When you are ready click OK to close the dialog box Updating Domino Doc properties The Domino Doc information displayed in the Properties dialog box is updated each time you open the document To preserve any changes that you make to this information you need to turn off the appropriate setting in the Desktop Administrator Office Fields tab For example if you edited a Word document deselect Add Domino Doc information to Microsoft Word documents in the Office Fields tab If you leave the setting enabled
126. e list of document Readers cannot be modified Editors These users can view and edit document content properties and profile information A user must have at least Editor access to the binder that contains the document in order to be a document Manager All Managers of the binder containing the document are automatically given Editor access to the document Draft Editors These users can view and edit drafts of a versioned document Managers These users can modify the document security move or copy the document to a different binder or delete the document A user must have at least Editor access to the binder that contains the document in order to be a document Manager You can set document security when creating a new document or let it default to the binder user list You can view a document s security settings from any of the Domino Doc user interfaces You can change document security settings only if you have Manager access to the document and have it checked out About document versioning Domino Doc provides two levels of document versioning drafts and versions You can save documents as drafts throughout the authoring and editing cycles When the final draft has been approved and is ready to be published you can save it as a version e Versions have round number designations for example 1 2 3 e Drafts have a round number and a decimal fraction showing the relationship to the version for example 1 1 1 2 1
127. e new document None Actions Check out document None Check in document Restricted to the server from which the check out occurred Modify document document Restricted to the server from which profile document security the check out occurred Delete document Restricted to the server from which the check out occurred Move document to a Master File Cabinet different binder View document None Create new binder None Check out binder None Check in binder Restricted to the server from which the check out occurred Modify binder profile Restricted to the server from which security the check out occurred Delete binder Master File Cabinet Import files None Search None Create delete and search None discussion documents Desktop Open for view None Enabler Actions Open for edit None Save As None Save Restricted to the server from which Close with check in the check out occurred Check in is restricted to the server from which the check out occurred Chapter 1 Introducing Domino Doc 13 Domino Doc and accessibility Domino Doc is fully accessible from the Windows Explorer and integrated application clients while the Notes client and browser client provide limited accessibility You can use the Explorer or an integrated application to perform most Domino Doc tasks In some cases you must use the Notes client for example to perform administrative tasks such as creating libraries cabinets and binders and set up binder a
128. e original file cabinet or master file cabinet can be created on any library replica The master file cabinet exists on the server where it was initially created Each file cabinet has a home library the server where a file cabinet will look for a replica of the library database In cases where a server contains both a library and file cabinets the file cabinets will use a local copy of the library so that the home server is the current server In cases where a server contains only file cabinets those file cabinets must use some other server to find the library database Home libraries are assigned by default during replica setup and file cabinet creation but can be changed from within the Administration navigator of a file cabinet When setting up a new replica server if that server contains a library database all file cabinet replicas on that server will use the library database on that server If the new replica server does not contain a library database the file cabinets use the master library server as the home library Similar rules apply when creating new file cabinets A file cabinet replica will use a library on the same server if the library is available If not the file cabinet replica uses the library where the file cabinet was created There are relationships among the documents within a Domino Doc database and these relationships must be preserved during replication For example a document that you create with Domino
129. e select the defaulted list Chapter 6 Working with Domino Doc from the Notes Client 83 6 Click Add Remove to display the current user list for the binder 7 Doone of the following e Select a group then click Add Group or Remove e Select a person or persons then click Add or Remove Click OK Click Check In to save your changes and check the binder back into the Domino Doc library 10 Specify whether to save or discard changes 11 Optional Enter a comment or a description of your changes 12 Click OK Checking in a binder You can check in a binder from either a master or a non master library After checking in a binder from a non master file cabinet the binder cannot be checked out again until the check in has replicated to the master file cabinet Procedure To check in a binder perform the following steps 1 From the Domino Doc library click Checked Out 2 Open the binder you want to check in The working copy opens and the Binder Profile displays Click Check In to check the binder back in Indicate whether you want to Save changes or Discard changes Optional Enter a description of your changes Click OK Sr O Copying a binder You can copy a binder and its contents to another file cabinet Copying a binder creates a new binder in the specified file cabinet You can specify whether you want to copy all the documents or only the latest of each version or draft The newly create
130. earching from Windows Explorer Viewing a document s revision history in Windows Explorer 10 Integrating Domino Doc with E mail About using Domino Doc with e mail Attaching a Domino Doc document to an e mail Importing a Domino Doc document into an e Mail hale A Meas Nob Bhs Saving an e mail attachment to Domino Doc Exporting an e mail to Domino Doc 11 Working with Lotus Workflow About Lotus Workflow About initiating workflow processes from Domino Doc Initiating interactive workflow processes from Domino Doc Viewing associated workflows from a browser Viewing associated workflows from Notes 12 Troubleshooting About the Domino Doc log Why can t I I can t access Domino Doc from my browser I can t access the Domino Doc library using HTTP protocol I can t access the Domino Doc library using Notes protocol I can t continue working in my browser after clicking Cancel on a security information dialog box I can t continue working after trying to access Domino Doc via the Notes protocol vi Domino Doc 3 5 User s Guide 205 207 207 207 208 209 212 215 215 216 216 217 218 219 219 220 221 221 General issues Known ODMA application issues I can t eliminate JavaScript errors when using Internet Explorer I can t eliminate JavaScript errors when using Netscape Communicator I can t see any file cabinets binders and documents I can
131. eating documents overview 42 Creating new workflow processes from document events 216 interactively from open documents 216 Current version of document deleting 113 Custom properties displaying in Office applications 20 184 D Deleting binders procedure browser 135 procedure Explorer 195 procedure integrated application 172 procedure Notes client 85 Deleting documents all drafts of current version Notes client 108 all versions Notes client 109 browser 148 current drafts Notes client 109 current version Notes client 108 draft review copies Notes client 109 principles 54 Windows Explorer 200 Desktop Administrator creating shortcut 17 installing 16 managing Domino Doc settings 18 20 21 opening 17 removing temporary files 22 Desktop Enabler installing 16 Disability features 14 Discarding changes binder check in 38 Discussion documents creating first main topic browser 159 creating first main topic Notes client 120 opening the thread browser 159 opening the thread Notes client 121 principles and features 56 procedure 119 topic threads with Forum 56 working with in Forum 119 Discussion Forum alternative with Sametime 57 browser 158 document topics and responses 56 procedures Notes client 119 Document access troubleshooting 224 Document approval canceling browser 155 canceling Notes client 116 changing approvers browser 155 changing approvers Notes
132. ed Lotus Notes Lotus Components f Of x File a View Create Acti s Text Window Help This file cabinet replica is notthe master replica Please choose one ofthe following checkout options Senda checkout requestto the master file cabinet replica Connectto the master replica server and do the check out there E mail me when the request is processed Yes Help This option issues a checkout request to the master file cabinet replica to be satisfied through replication This may take some time Until the checkout request is processed you have a provisional lock which lets you edit but not check in If your request is rejected you will need to manually merge your changes into the current version of the document i as a Ge 3 Choose one of the following check out options e Send a check out request to the master file cabinet replica This option sends a check out request to the master file cabinet replica grants you a provisional lock on the binder and gives you a working copy for editing e Connect to the master replica server and do the check out there This option opens the master file cabinet replica if it is accessible over the network The document is immediately checked out on the master replica and a working copy is replicated to your file cabinet replicas 132 Domino Doc 3 5 User s Guide 4 If you d like to receive an e mail notification when the request is processed check Yes be
133. ee a standard ODMA dialog box that lists the contents of the Domino Doc Neighborhood If you are using a Microsoft Office application you see a Domino Doc Office dialog box that looks like the Office application s native dialog box and lists the files and folders on the local drive You can also use Tools Customize in your Office application to set up shortcut keys that will let you display the original Open dialog box or Save As dialog box whenever you want For more information see your Office application Help 18 Domino Doc 3 5 User s Guide Procedure To specify the integrated applications you want to use with Domino Doc follow the steps below If you are using Domino Doc on a workstation running Windows NT 2000 or XP the following restrictions apply To enable Microsoft Office applications to use the Domino Doc Office interface log in to the workstation using your regular user ID after the administrator has installed the Domino Doc Desktop Enabler Then use the Desktop Administrator as described below to change the appropriate settings To change which non Office applications you can use with Domino Doc you must log in to the workstation using an administrator ID Then use the Desktop Administrator to change the appropriate settings If needed contact your Domino Doc administrator for assistance You cannot change the settings for non Office applications if you log in to the workstation using your regular user ID Ope
134. ee the Domino Doc release notes You need to obtain the library URL from your Domino Doc Library Admin istrator If you want to use the Discussion Who Is Online feature from a browser you must also have access to a Sametime server Chapter 2 Getting Started 25 Note If you used an earlier version of Domino Doc from your browser you will need to replace any Bookmarks Netscape Communicator or Favorites Microsoft Internet Explorer to your libraries Create a new bookmark or favorite when you enter the library then use it and refresh the page Internet Explorer If you are using Microsoft Internet Explorer do the following 1 Choose Tools Internet Options 2 On the General tab under Temporary Internet files click Settings and then select the Every visit to the page option 3 Click the Advanced tab scroll down to the Security section and then deselect the Do not save encrypted pages to disk option Netscape Communicator If you are using Netscape Communicator do the following 1 Choose Edit Preferences 2 Open the Advanced category and then click Cache 3 Set the memory cache and disk cache sizes to zero 4 Select Never as the cache option You may also want to add a server or servers to the proxy settings While users can manage binders and documents from a Web browser all administrative functions must be performed from the Notes client 26 Domino Doc 3 5 User s Guide Chapter 3
135. eighborhood in Windows Explorer you can open documents with file extensions from non ODMA supported applications such as Lotus 1 2 3 Lotus Approach Notepad Adobe Photoshop Paint and Macromedia Dreamweaver About Domino Doc in a distributed environment Domino Doc lets you keep multiple copies replicas of any single database on multiple servers to allow users in various locations to access the same information Replication is the process of exchanging modifications between replicas Domino Doc uses server to server replication a two way exchange of infor mation whereby each server alternately sends updates to and receives updates from the other e When a server sends updates to a replica on another server it is considered the source server e When it receives updates it is considered the destination server The Domino Doc Transaction database communicates these updates or events between the servers The Transaction database also monitors this activity and controls access to your documents New replicas are not actually created nor are updates recorded until the Transaction database replicates to the destination server Chapter 1 Introducing Domino Doc 11 The original Domino Doc library or master library exists on the master server Replicas of the master library can be installed completely the library and all file cabinets or in part library only file cabinets only on any other Domino Doc server Th
136. emplate is filecab ntf This template contains design forms and views used by the file cabinet If your administrator created a customized copy of the template the file cabinet can use the customized template rather than the default when appropriate About file cabinet replication The Domino Doc server to server replication feature lets you keep multiple copies called replicas of a file cabinet on multiple servers Through replica tion all of the replicas become essentially identical over time For example users in one office can make changes to a file cabinet replica on their server at the same time that users in another office make changes to a replica of the same file cabinet on their server When the servers replicate each file cabinet replica is updated with the information from the one on the other server A file cabinet can be created on any library master or replica That library becomes the file cabinet s home server If a file cabinet is created ona server where the library is a replica the destination server becomes the home server for the file cabinet If a file cabinet is created on a server where 28 Domino Doc 3 5 User s Guide the library is a master library the master library server becomes the home server for the file cabinet A replica of the file cabinet in either case will be added to any Domino Doc server that is set up to replicate all file cabinets In general whether a file cabinet is a replica or
137. ents by Title view where a button is provided in the toolbar 72 Domino Doc 3 5 User s Guide You can access a document or binder from the list or delete items from the list using the Library view where a Favorites button is provided on the Action bar For more information see About favorite documents in Chapter 5 Working with Documents Procedures To access your list of favorite binders and documents click Favorites in the Actions bar of the library view and select the item you want to work with Adding items to the favorites list To add binders and or documents to your favorites list perform the following steps 1 Do one of the following e Select the binder s or document s you want to add and click Add to Favorites e Open a binder or document you want to add and click Add to Favorites 2 At the prompt Do you wish to add the selected item s to your Favorites list click Yes Removing items from the favorites list To remove binders or documents from your favorites list perform the following steps 1 From the Domino Doc library click Favorites 2 Select the binder s and or document s you want to remove and do one of the following e To delete immediately hit the Delete key choose Edit Cut or right click and select Cut e To mark for deletion choose Edit Clear or right click and select Clear 3 At the prompt Do you really want to delete click Yes Working
138. er View server specific information for each file cabinet replica including the name and server to access when opening the file cabinet Return to the Administration actions and views Return to the library Access the Transaction database actions and views Transaction database This set of options is accessed by clicking the Replication button from the Library Administration view then clicking Transactions Click this button To do this All Transactions Pending Transactions Failed Transactions View the list of all Domino Doc transaction events replica creation and deletion binder and document check out requests View the list of pending transactions View the list of failed transactions System Administrators can retry processing these transactions 64 Domino Doc 3 5 User s Guide Working in a file cabinet from Notes When you open a file cabinet from the library you see all the binders contained in the file cabinet You can e Create anew document or binder e Check out a binder e Add a binder to your favorites list e Delete a binder e Aearch for a binder or document Several views are provided to help you locate your binders and documents If you have elected to keep your documents in multiple databases a new document database will be created when your document database reaches one of the thresholds you specified This new database becomes the current document database and therefo
139. er interfaces If you know the file cabinet location you can open the file cabinet and select the binder from the list Other options are to add the binder to your favor ites list perform a search for text that you know to be in the binder or look for it in the Checked Out binders list Favorite binders When working in Domino Doc you can create favorite binders and documents for quick access directly from the navigation bar or panel If the favorites list contains the binder you are seeking you can open it directly by selecting it in the list You can access the favorites list from all of the Domino Doc interfaces but you must use Notes or the browser to add or delete them When you access a favorites view in the Domino Doc library you see only your own favorites while Administrators see all favorites categorized by the users who created them Search results You can locate a binder by searching for text that you know appears in the binder attributes and that is unique to that binder or is likely to be found in only a few binders By using Advanced Search you can reduce the number of hits by creating a very customized search string to narrow the field as well as limiting the search to selected file cabinets After you have found a binder by searching it becomes an item in the search results list making it possible to find it again later by looking in this list Checked Out binder lists If a binder or document
140. er name and password enter the information and then click OK 4 Open the appropriate file room file cabinet and binder A list of the documents contained in the binder displays 5 Select the document you want to edit 6 Click Open The selected document opens for editing 7 Make your changes and save them 8 Choose File Close The Domino Doc Check In dialog box displays 9 Do one of the following e Choose Yes for the Check In option to check the document in now e Choose No for the Check In option to check the document in later Tip If you want to continue editing during another session choose No Save the document to your file system for example if you want to take a local copy home to continue working on it If you save to the file system however you ll have to check it back in through your browser or Notes 10 Click OK 182 Domino Doc 3 5 User s Guide Editing a checked out document later If you have documents that you checked out for editing you can access them directly from your integrated application Procedure Edit the checked out document by performing the following steps 1 Inthe integrated application choose File Open 2 Open the library that contains the document you want 3 If you are prompted for a user name and password enter the information and then click OK 4 Open the appropriate file room file cabinet and binder The dialog box lists the documents in the binder
141. er you check in a document you must specify whether to check it in as a draft or a version or unchanged and specify the check in options for your choice Checking in a document as a version e Choose Version to maintain the previous draft or version and create a new version that includes your changes e Choose Version replace current version to replace the previous version with your changed version This option also deletes the drafts on which the prior version was based e Check Delete drafts if drafts are associated with the version and you do not need to keep them as document history Note Ifa review cycle is required for the document it cannot be checked in as a version or submitted for approval until the review has been completed If an approval cycle is required for the document it cannot be checked in as a version until the document has been marked approved Checking in a document as a draft e Choose Draft to maintain the previous draft and create a new draft that includes your changes e Choose Draft replace current draft to replace the previous draft with your changed document Checking in a document as it was e Choose Discard changes if you do not want to record your changes Note Not all of these options are always available It depends on what was specified when the file cabinet was created and the state of the document Chapter 5 Working with Documents 53 About forward
142. erence to display the workflow document that contains the reference to the currently opened Domino Doc document Chapter 11 Working with Lotus Workflow 217 Viewing associated workflows from Notes Domino Doc Documents that have associated workflow processes have a Workflow tab that provides access for viewing workflow activity Procedure To view a document s workflow activity from Notes perform the following steps 1 Open the file cabinet and binder that contains the document then open the document Click on the Workflow tab Click on the statement Click here for a list of associated jobs and activities The Show Workflow Information dialog box displays 4 Select an activity Select one of the following e Open Cover document to open the cover document associated with the activity to view general information such as who is responsible for completing the activity due dates etc e Open Reference to display the workflow document that contains the reference to the currently opened Domino Doc document e Open View to display a list of all documents associated with the selected job 6 Click OK 7 Doone of the following e View the information then click Close e Click Claim amp Edit make necessary changes then click Save amp Complete 218 Domino Doc 3 5 User s Guide Chapter 12 Troubleshooting This chapter identifies some common problems you could encounter and gives solutions or workaround
143. ers Note In order to check in a document from a non master file cabinet you must have received a check out lock from the master file cabinet you must check the document back in from the same non master file cabinet from which you requested the check out and you must resolve any check out conflicts Procedure To check in the document perform the following steps 1 From the Domino Doc library click Checked out Documents 2 Double click on the document you want to check in The Document Profile displays 3 Click Check In The Check In dialog box displays Note This dialog box will not display if your checked out document document profile or security has not been changed The document will automatically be checked in at this point 4 Check the document in 5 Optional In the Comment box enter a description of your changes 6 Click OK Creating a document version from a checked in draft After you have checked in a draft document you can make it a version at any time as long as it s not in a review or approval cycle Procedure To create a version from a checked in draft perform the following steps 1 Open the file cabinet and binder that contains the draft 104 Domino Doc 3 5 User s Guide 2 Do one of the following e Double click the draft if your binder Table of Contents design uses Notes folders e Click your right mouse button then select Go to Latest if your binder Table of Contents design uses Bi
144. es which will update your working copy with the current master document and then you need to incorporate your edits into the most current version Editing a document from Notes After finding opening and reading a document you may want to edit it A document must be checked out for editing and then checked back in At that time you can choose to replace the original or create a new one If you find a document and choose Edit Document it will automatically be checked out for you if not already checked out Chapter 6 Working with Domino Doc from the Notes Client 101 Procedure If you checked out the document from within your ODMA enabled applica tion it is already open skip to step 3 To check out and edit the document perform the following steps 1 5 6 7 Click Edit Document The application associated with the document launches and opens your document for editing Note You must have the application associated with the document installed in order to view and edit the document If there is no application associated with the document file type the Open With dialog box will display and prompt you to choose the program you want to use Make your changes and save them When you have finished making your changes close the document The Check In dialog box displays Do one of the following e Choose Yes for the Check In option if you want to check the document in now e Choose No for the Check
145. es folders When you open a document a graphical representation of the storage system hierarchy displays at the top of your workspace so that you always know where you are You can return to the binder the file cabinet or the library by clicking on the appropriate icon as long as you are not in the process of creating editing or saving any information If you click on a working copy and multiple working copies exist you will be given more information about each copy and asked to select the one you want The icon for a document varies depending on whether it is locked checked out or provisionally locked a check out request has been sent to the master file cabinet The icon for a checked out document has a lock and the working copy has a pencil If there are multiple working copies the icon shows two documents and the text beside the icon states that Multiple Work In Progress documents exist The icon for a provisionally locked document has a lock and a question mark and the icon for the working copy has a pencil and a question mark Note Document actions are available based on your role and access level You may not see or be able to use all the options described here Document tabs When you access the document profile you see three or more tabbed folders 86 Domino Doc 3 5 User s Guide Click this tab To do this Document View the document title creator type and field attribute values you Profile
146. es list or change the sort order of the view Checked out binder actions When a binder has been checked out its status changes to Read Only Users can access it for viewing but only the user who has checked it out can edit or delete it When you check out a binder a working copy is created so that you can edit the binder profile or security information Actions on the checked out binder are available only to the user who checked out the binder An Administrator however can check in any checked out binder A lock appears beside a checked out binder when viewed from the file cabinet table of contents When you access the binder pull down menu you will see that Working Copy is checked if the binder is checked out Creating a binder You can create a binder from your Web browser to hold your documents as you need them The new binder will be added to all replicas of this file cabinet when repli cation occurs When creating a binder you will be prompted by Domino Doc to change the name of the binder if it finds another binder with the same name You can accept the duplicate name or make a name change If the file cabinet profile specifies Notes folders for the binder Table of Contents and if you are not an Administrator the Table of Contents for the binder may not get created immediately Procedure To create a new binder perform the following steps 1 Open the file cabinet where you want to put the binder 2 Click Binder
147. etails see I can t access the Domino Doc library using Notes protocol later in this chapter Continue working in my browser after clicking Cancel on a security information dialog box For details see I can t continue working in my browser after clicking Cancel on a security information dialog box later in this chapter Continue working after trying to access Domino Doc via the Notes protocol For details see I can t continue working after trying to access Domino Doc via the Notes protocol later in this chapter Eliminate JavaScript errors when using Internet Explorer For details see I can t eliminate JavaScript errors when using Internet Explorer later in this chapter Eliminate JavaScript errors when using Netscape Communicator For details see I can t eliminate JavaScript errors when using Netscape Communicator later in this chapter See any file cabinets binders and documents For details see I can t see any file cabinets binders and documents later in this chapter Send a mail message when I invite a user to a file cabinet For details see I can t send a mail message when I invite a user to a file cabinet later in this chapter e Open an edited binder profile For details see I get an error message when I open an edited binder profile later in this chapter e Download any files from Internet Explorer For details see I can t download any
148. eval request 3 Click Yes The next time the Archive Agent runs the file attachment is retrieved from the storage system and restored to Domino Doc You will receive an e mail notification when the document is available with a link and a URL to the document The document is re archived based on the document type option When should documents be marked for archiving Re attaching an archived file You can specify a file to be attached to an archived document if the archived file has been lost or corrupted Procedure To reattach an archived file perform the following steps 1 Open the master file cabinet and the binder that contains the document you want to reattach Open the document Drop down the Actions menu and then select Reattach archived file The Reattach archived file dialog box displays 4 Click Attach File and select the file you want to attach You can only select one file attachment 118 Domino Doc 3 5 User s Guide 5 Specify a temporary directory for the file if it is different than the default c lotus notes data or wherever your Notes data directory is located Using Who Is Online If Sametime integration is enabled for both your Domino Doc library and for the file cabinet containing the document or binder you have open you can use the Who Is Online feature to access Sametime to communicate with other users of the document who are online When Sametime integration is enabled e A
149. ew and then select the Revision History check box Tip You can also right click on the document and then choose Revision History from the context menu The dialog box expands to display the Version Date drop down list and the User and Comment fields Select the revision document you want from the Version Date dropdown Tip To see information about the revision document choose Properties from the Tool menu in the toolbar Chapter 8 Working with Domino Doc from an Integrated Application 181 7 To open a read only copy of the selected revision document click Open You can also view a document s revision history when you attach a Domino Doc document to an e mail and select the revision document you want to attach For more information see Attaching a Domino Doc document to an e mail in Chapter 10 Integrating Domino Doc with E mail Editing documents from an integrated application A document stored in the Domino Doc library must be opened as a checked out document if you want to edit it and checked back in when you are done Checking out a document locks it so that other Editors cannot modify the document and it retrieves a working copy of the document for editing Procedure To edit a document from within your integrated application perform the following steps 1 Inthe integrated application choose File Open 2 Open the library that contains the document you want 3 If you are prompted for a us
150. f you are using Domino Doc on Windows NT 2000 or XP you can disconnect only those library connections that you created Navigating Domino Doc from an integrated application When working in Microsoft Office and other integrated applications you access Domino Doc libraries through the dialog box that displays when you choose File Open or File Save As Accessing Domino Doc from a Microsoft Office application When you use a Microsoft Office application that you specified for use with Domino Doc you see a Domino Doc dialog box that looks very similar to the Office application dialog box and lists the files and folders on the local drive If you are using Word or PowerPoint you can choose whether to have the Open and Save As dialog boxes use the Domino Doc Office interface which resembles the native application dialog boxes or a standard ODMA interface For more information see Specifying applications to use with Domino Doc in Chapter 2 Getting Started Accessing Domino Doc from an ODMA supported application When you use an ODMA supported application such as Lotus Word Pro or an Office application that is set to use the ODMA interface you see a standard ODMA dialog box that lists the contents of the Domino Doc Neighborhood Chapter 8 Working with Domino Doc from an Integrated Application 167 Exploring the Domino Doc Neighborhood hierarchy When you access Domino Doc through the Open dialog box or the Save As d
151. fied Binder Profile Binder Security You can also access a table of some of the key fields in your working copy and the master copy click View Your Copy or View Your Master Copy respectively 9S Cancel Merge x Discard Changes VA Merge Changes View Your Copy View Master Copy Help Your checkout request has been granted but the master copy was changed while your request was awaiting processing Before you can check in your working copy you must merge your changes into a new working copy The following changes were made to the master copy Profile Comparison of your copy with the master copy Your Copy Master Copy Title Year 2000 data Year 2000 forms Modified By Jack Dawson Domino Doc on 05 12 98 10 57 28 AM Binder Type Categorized Binder Categorized Binder Readers IX All file cabinet readers and above X All file cabinet readers and above Authors IX Allfile cabinet editors and above X All file cabinet editors and above Managers John J Astor Domino Doc John J Astor Domino Doc To resolve binder check out conflicts determine which copy is correct your working copy or the master binder and do one of the following e Click Discard Changes to disregard your changes during check in e Click Merge Changes to selectively incorporate your changes into the master binder during check in Domino Doc will redisplay the Checkout Conflict Notice and present you with Conflict resolution options for profile conflicts
152. from a browser Chapter 7 Working with Domino Doc from a Browser 141 Checking out a document from the master file cabinet from a browser Checking out a document locks it so that other editors cannot modify the document and it retrieves a working copy of the document for editing Because a document stored in Domino Doc must be checked out for editing choosing to edit a document also checks it out at the same time You must also check out a document to submit it for review or approval move it delete it or edit its profile or security information A document can only be checked out from the master file cabinet For more information see Checking out a document from a non master file cabinet from a browser later in this chapter Procedure To check out a document from the master file cabinet perform the follow ing steps 1 From the Site Map open the room file cabinet and then the binder that contains the document you want to check out Alternatively find the document you want to check out in one of the lists on your Home Page Note You can search for your document if you don t know where it is stored 2 To check out the document to edit it open the document profile Choose Document from the toolbar Do one of the following e Click Check Out Document to check out the document locking it from other users e Click Edit Document to check out the document and launch the application associated with it to modify the
153. g If it is not checked out right click on it and select Edit from the context menu to check it out and put it into Edit Mode When you have finished the editing you must check it back in right clicking to select Check In from the context menu For more information see About checking in a document in Chapter 5 Working with Documents Document properties You can change document profile information and or security only during document creation or when the document is checked out You must have Editor access rights to the document For more information see About document types and About document security in Chapter 5 Working with Documents Favorites The Favorites folder allows you to find a document and perform an action on it without having to locate the document in its original file cabinet and binder Documents displayed in a Favorites folder are also displayed in the original binder You can add a document to the Favorites folder from the Notes browser or Explorer interface or from an integrated application If a document is deleted from the original binder it might not also be deleted from the favorites folder 200 Domino Doc 3 5 User s Guide You can view the Favorites contents in the right pane in Windows Explorer by choosing Explore from the context menu or in a separate window by choosing Open from the context menu or by clicking on it in the navigation pane For more information
154. g double clicking and right clicking to select objects and access pull down menus You can import documents to Domino Doc by drag and drop dragging a file from a file system directory to a Domino Doc binder To expand or collapse a selected object in the left pane double click it or click the plus sign or minus sign next to the object Clicking an item in the left pane displays its contents in the right pane For example when you click a file room in the left pane you see the file cabinets it contains in the right pane Double clicking on a library file room file cabinet category or binder opens it for exploration Double clicking on a document opens it for viewing or if checked out for editing Right clicking on an item accesses its context menu Using the keyboard You can navigate the Domino Doc Neighborhood and perform menu commands using the keyboard To move between the left pane and the right pane press TAB To move to the next level up press the Up arrow To move to the next level down press the Down arrow To expand or collapse a selected object in the left pane press the Right arrow key or the Left arrow key or plus sign or minus sign To refresh the display press F5 To open a selected item press ENTER To access the Explorer menu press ALT and then press the underlined letter of the pull down menu you want to display To choose a command from the pull down menu press the
155. g a document Viewing a document s revision history Editing a document Editing a checked out document Editing a document profile Working with Domino Doc properties in Office documents Checking in a document Finding a previously accessed document Domino Doc maintains lists of previously accessed documents that you can use to locate a document quickly When you choose File Open in an integrated application you can click the appropriate icon in the dialog box to see a list of documents that you can choose from If you are using a Microsoft Office application that is set to use Domino Doc Office dialog boxes click the Domino Doc icon and then click the appropriate icon Click this icon To do this R Access favorite documents in the currently selected library or in the default library if no library is selected i Access files that are checked out to you from the currently selected library or from the default library if no library is selected VF Access recently edited files in the currently selected library or in the default library if no library is selected Chapter 8 Working with Domino Doc from an Integrated Application 179 Searching for a document to open When working in your integrated application Domino Doc allows you to perform a search on a single word or multiple words to help you locate the documents you have access to You can search either the entire library or a single file cabinet When you click the Se
156. g process status from Domino Doc It contains the following sections e About Lotus Workflow e About initiating workflow processes from Domino Doc e Initiating interactive workflow processes from Domino Doc e Viewing associated workflows from a browser e Viewing associated workflows from Notes About Lotus Workflow Lotus Workflow is a Workflow Development and Management System for designing electronically driven processes like customer orders design reviews and expense reports Lotus Workflow automates daily business processes and assists in coordinating tasks between workgroups Business processes are modeled on the basis of the existing document flows and are enhanced by the ability to flexibly modify them Lotus Workflow extends the document management capabilities of Domino Doc by providing structured and ad hoc workflow processes Lotus Workflow manages the workflow processes and Domino Doc stores and manages the documents associated with the workflows From within Domino Doc you can initiate workflow processes see what workflow processes or jobs are associated with particular documents and view process activity in Lotus Workflow 215 About initiating workflow processes from Domino Doc e Event based or structured workflow processes can be automatically initiated from Domino Doc based on events A workflow process is associated with a particular Domino Doc event on the Document Type definition form When the event
157. h its life cycle and is no longer needed for regular and instant access you can archive the document s content to an external storage facility where it can be easily recalled Archiving large out of date documents frees space for your current Domino Doc documents System Administrators can configure Domino Doc to use different mecha nisms for archiving and retrieving For example they can e Run agents to archive and retrieve documents on a file system e Use the Domino Doc Storage Manager DDSM add in to archive and retrieve documents on a Tivoli Storage Manager TSM server e Run agents to archive and retrieve Domino Doc data on an AS 400 system Archiving options When adding a document type to a library the System Administrator speci fies archiving options that control when and how documents are archived For example documents can be manually archived if the Allow manual archiving option is set to Yes on the document type form Otherwise documents can be automatically marked for archiving by the Mark for Archive agent based on criteria entered in the document type definition Note Changes to archiving options apply only to new documents that are created using the updated document type Archive option settings associated with an existing document cannot be modified even if the document is modified Archiving guidelines e Documents can be archived from the master file cabinet replica only e
158. hat contains the file attachment you want to save or open the document in the native e mail editor Then choose File Save Attachments to Domino Doc to display the Save Attachment to Domino Doc dialog box If the document contains more than one attachment the Save All Attachments to Domino Doc dialog box displays Select the attachments you want and then click OK To close the dialog box without selecting any attachments click Close 2 Open the library file room file cabinet and binder where you want to save the attachment 3 Doone of the following e Notes In the Save Attachment dialog box click Detach e Outlook In the Save Attachment to Domino Doc dialog box click Save 4 Inthe Check In dialog box do the following e Enter a title and optional comment e Select a Check In option e Click Properties and then specify the profile and security settings e Click OK If you are saving multiple attachments from an e mail in Outlook you see a separate Save Attachment to Domino Doc dialog box and a separate Check In dialog box for each attachment If needed you can specify a different location and check in options for each file Repeat steps 2 through 4 to finish saving each attachment 210 Domino Doc 3 5 User s Guide Saving as an update to an existing document To update the file attachment associated with an existing Domino Doc document 1 2 Check out the document that you want to update Do one of the fo
159. have to reenter complex definitions Instead you can open the query and initiate the search You can also modify the query before performing the search You can delete the query when you no longer need it You are limited in the number of searches you can have in your list Therefore when you no longer need a search you should delete it Performing an advanced search To perform an advanced search perform the following steps 1 Click the Advanced Search link next to the search box at the upper right side of the Domino Doc page Select a search type by doing one of the following e Choose By word and specify the words you want to search for e Choose the By form option if forms exist to select the appropriate form then enter the field information you want to search for separating multiple values with a comma Chapter 7 Working with Domino Doc from a Browser 127 3 Specify the file cabinets to search all that you can access or selected file cabinets 4 If you chose selected file cabinets select from the list the ones to search Optional Complete the Search constraints e Specify what to search documents and binders only documents the default or only binders e Choose specific types of documents and or binders to search for otherwise all types will be searched 6 Complete the Date information e Specify whether to search for documents that were created or modified on after or before a s
160. he following to be able to save the document to Domino Doc 1 Launch Word Pro 97 and choose File User Setup Word Pro Preferences 2 Drop down the Disable list and choose Disable Small File Format 3 Click OK Saving a document after canceling a previous save terminates Word Pro 97 If you save a new document to Domino Doc using File Save after canceling a previous File Save your document will be saved in the Domino Doc library but not checked in and Word Pro 97 will terminate To avoid this choose File Save As instead of File Save Chapter 12 Troubleshooting 233 Word Pro Millennium Edition Release 9 application issues The following issues have been identified when working with Domino Doc in Word Pro Release 9 e Saving a document after canceling a previous save terminates Word Pro Release 9 e Saving a document may fail for a File Cabinet Editor Saving a document after canceling a previous save terminates Word Pro Release 9 If you save a new document to Domino Doc using File Save after canceling a previous File Save your document will be saved in the Domino Doc library but not checked in and Word Pro Release 9 will terminate To avoid this choose File Save As instead of File Save Saving a document may fail for a File Cabinet Editor If you have Enabled Small File Format saving you may experience issues when saving a document to Domino Doc This will happen only if you do not have File Cabinet Ma
161. hen you are in the Details view you see six columns Title Version State Type Author Modified Clicking any column title sorts the documents in ascending or descending order You can also resize each column by dragging the column boundary to the left or right Selecting Refresh from the context menu is the same as using the View Refresh menu item from the Explorer s menu bar or F5 It refreshes every thing shown by Windows Explorer Selecting Properties from the context menu when you right click an item will present the security and profile description of the selected binder or document This information is available only for viewing if the item is a binder You can modify this information for a binder only when creating the binder Multiple windows If you are using the context menu Open command more than one window will be displayed You can switch between windows to navigate from one object to another 192 Domino Doc 3 5 User s Guide Domino Doc icons in Windows Explorer When working with Domino Doc in Windows Explorer understanding what these icons represent will help you to navigate quickly Domino Doc Neighborhood a Domino Doc Library 0 File Room File Cabinet Binder Category or sub category Favorites History Checked Out Chapter 9 Working with Domino Doc from Windows Explorer 193 sy Attache Case ct Search Working with libraries from Windows Explorer You can h
162. his section Procedure To submit a document for approval perform the following steps 1 Open the document profile and choose Submit for Approval from the Document menu Note If you are working in a non master file cabinet you ll first have to check out the current draft 2 Specify the document approvers e Choose All Draft Editors if you want all draft editors to approve the document e Choose All Document Managers if you want all document managers to approve the document e Or select specific approvers Note The list of approvers included in All Draft Editors and All Document Managers is determined by the document s security settings For example only users who are listed as a document manager in the security settings are included in the life cycle process when All Document Managers is selected users who are invited to the file cabinet as managers are not included Likewise managers who appear in the Selection List in the Approval Options form are not automatically included when All Document Managers is selected Chapter 7 Working with Domino Doc from a Browser 153 3 Specify the routing type e Choose serial if you want each approver to approve the document in sequence in the order established by the initiator e Choose parallel if you want each approver to approve the document at the same time 4 Optional Specify a time limit option e Choose Send approver a reminder after time
163. ialog box you see the icons below depending on where you are in the hierarchy amp Domino Doc Neighborhood a Domino Doc Library E File Room File Cabinet Binder Category or sub category Binder You can use these additional icons for quick access to the files you use most frequently Click Favorites to access your favorite documents Click Checked Out to access documents that are checked out to you Click History to access recently edited documents Click Search to search for documents that contain a particular word or phrase PRBE You can navigate the Domino Doc Neighborhood in the dialog box using the standard mouse and keyboard conventions summarized below 168 Domino Doc 3 5 User s Guide Using the mouse e Double clicking on a library file room file cabinet category or binder opens it for exploration e Double clicking on a document opens it for editing e Right clicking on an item accesses its context menu Using the keyboard You can navigate the Domino Doc Neighborhood and perform menu commands using the keyboard e To move to the previous item press the Up arrow e To move to the next item press the Down arrow e To refresh the display press F5 e To open a selected item press ENTER e To access the context menu for a selected item press either SHIFT F10 or the Application key located next to the CTRL key Then press the underlined letter of the menu command you want to perfor
164. ications Managing library connections from an Office application Managing library connections from an ODMA supported application Navigating Domino Doc from an integrated application Working with libraries from an integrated application Working with file cabinets from an integrated application Working with binders from an integrated application Working with documents from an integrated application e About adding documents to the library e Saving new documents from an integrated application e Adding existing documents to Domino Doc e Creating a binder when adding documents to Domino Doc e Specifying document profile data e Setting document security e About finding and opening documents e Finding a previously accessed document e Searching for a document to open e Opening documents from within an integrated application e Viewing a document s revision history e Editing documents from an integrated application e Editing a checked out document later e Editing a document profile from an integrated application e Working with Domino Doc properties in Office documents e Checking in documents through an integrated application 161 e Reviewing documents from an integrated application e Approving and rejecting documents from an integrated application About working with integrated applications If you have the Domino Doc Desktop Enabler installed on your PC it automatically intercepts any request to open or save a document from any of
165. icrosoft Outlook e mail you can incorporate information from a Domino Doc library into e mail and preserve informa tion from e mail in Domino Doc e About using Domino Doc with e mail e Attaching a Domino Doc document to an e mail e Importing a Domino Doc document into an e mail e Saving an e mail attachment to Domino Doc e Exporting an e mail to Domino Doc About using Domino Doc with e mail You can access Domino Doc libraries using either Notes or Outlook e mail When you use Notes e mail with Domino Doc you use standard Notes commands and dialog boxes that are probably already familiar to you When you use Outlook Domino Doc adds new menu commands and dialog boxes that look similar to the Outlook interface Domino Doc supports Outlook 2000 or later when used with the native Outlook e mail editor If you are using Outlook XP you must reconfigure the application to use the native editor instead of Word Outlook Express is not supported Attaching a Domino Doc document to an e mail When you edit a Notes document e mail or another type that contains a rich text field or an Outlook e mail you can access a Domino Doc library and attach one or more documents to the current document The attachment serves as a snapshot of the Domino Doc document and does not reflect subsequent changes to the document nor does the Domino Doc document reflect changes made to the attachment 207 Procedure To attach a Domino Doc document to a No
166. ics and responses is limited to the user s access to the related document For example if only Draft Editors have access to a document you will not see the discussion unless you have Draft Editor status Navigating the Discussion thread With a discussion forum open you can view the entire discussion thread on a document It allows you to view all main topics and responses insofar as your user security level allows A navigation display is included for every main topic and response This display shows a maximum of 21 documents at a time arranged in a topic and response hierarchy with the current document approximately in the center Its position depends on how close the current document is to the very beginning or very end of the thread To navigate through the discussion e Use the scroll sliders or arrows to scroll through the entire thread It displays 21 documents at a time e Double click any discussion document link to open the topic or response document e Click the buttons on the toolbar as follows e Return to go back to the document view e New Main Topic to create a new topic in the thread e New Response to create a response to an existing topic or response e View Main Topics to open a pop up window that shows links for all main topics in the thread Clicking a link in the pop up window displays the selected topic or response and closes the pop up window e Delete to delete every discussion document in the thread
167. ient or the browser client display in Windows Explorer if they have an attachment This option is not available if the document is checked out Print Print the selected document Check Out Open the document and lock out other users from accessing it other than for viewing Creates a working copy You must have Editor access rights to the document Check In Return the document to the library optionally replaced or versioned Unlocks the document so other users can access it This option is not available unless the document is checked out Complete Finish editing or commenting on the selected file depending on how Review the review cycle was set up If others need to review the document it is routed to the next reviewer If you are the final reviewer the document is either returned to the review initiator or checked in as a new draft or version depending on how the review cycle was set up Approve Approve the selected document If others need to approve the document it remains in the Approval state and is routed to the next approver If you are the final approver the document is either returned to the approval initiator checked in as a new version or checked in to replace the current version depending on how the approval cycle was set up Reject Reject the selected document and end the approval cycle Add to Add the selected document to your favorites list for easy access Favorites Remove Remove the selected document from
168. ify proxy server connection settings Specify secure connections Specifying proxy server connection settings To interact with Domino Doc users outside your intranet you need to specify a proxy server Your System Administrator can provide the proxy server information you need including the proxy server the port and the names of local servers to bypass through the proxy Note If you are using Domino Doc on a workstation running Windows NT 2000 or XP you must log in to the workstation using an Administrator ID to change the connection settings in the Desktop Administrator If needed contact your Domino Doc Administrator for assistance Procedure To specify proxy server settings in Domino Doc 1 Sere 9 8 Open the Domino Doc Desktop Administrator The Administrator displays the current Domino Doc settings From the Settings menu choose Preferences The Preferences dialog box appears Click the Connection tab in the dialog box Check the option Connect through a proxy server Enter the name and port server of the proxy to use In the Exceptions box enter the complete name including the domain for each server within your own intranet Check the option Do not use proxy server for local intranet addresses Click OK Specifying secure connections If your Domino Doc Server is enabled for SSL Secure Sockets Layer you can connect to it securely You must address the library with the HTTPS pr
169. in a binder within a file cabinet Each document has attributes or meta data that facilitate document organization and retrieval generally describing the piece of information that is saved in the document repository System generated attributes are associated with every document and may include for example the document author creation date date of last modification or document title Application attributes are specific to the individual application and may include for example the project name document type or proposal number These attributes are configurable Access to document content and attributes is limited to authorized Readers Editors and Document Managers Access can be controlled from the file cabinet or binder level and inherited at the document level or defined at the document level by the manager of the document The check in check out feature of Domino Doc ensures that only one user can modify a document at a time When the document is checked out it is locked in Domino Doc When it is checked back in it can be as a new draft a new version or an update If the user is not working in the master file cabinet and cannot connect to it a check out request may be sent to the master file cabinet In this case the user will get a provisional lock on the document and a working copy for editing If the document is modified by someone else after the request is sent the user will be informed that differences conflicts e
170. inder perform the following steps 1 Choose Binder Check Out Binder to check out the binder you want to change Click Binder Edit Profile Change the necessary information Click Save to save your changes Choose Binder Check In to check the binder back into the Domino Doc library Swe ss Chapter 7 Working with Domino Doc from a Browser 133 Changing binder security If you have Manager access to a binder you can change its security settings However if binder security has been turned off for the file cabinet contain ing the binder the list of binder readers and editors cannot be changed For more information see About binder security in Chapter 4 Working with Binders The binder must be checked out in order to make any changes to the security settings Procedure To change the access levels for a binder perform the following steps 1 Select the binder you want to change Choose Binder Check Out Binder Choose Binder Edit Security ence Click the check box All file cabinet readers or editors and above to deselect the default list Click Add Remove to display the current user list for the binder Use the Selection list to select and add or remove groups or users Click OK Click Save or Cancel EOF FIN ONT Choose Binder Check In to save your changes and check the binder back into the Domino Doc library 10 Specify whether to save or discard changes 11 Optional Ente
171. indows Explorer 200 Problems solutions and workarounds 219 Process control creating new workflow processes from documents 216 Domino Doc events and document types with Lotus Workflow 216 using Lotus Workflow with Domino Doc 215 viewing jobs associated with documents 217 218 Profiles binders browser 133 binders Notes client 73 binders Windows Explorer 195 document browser 135 document integrated application 177 document Notes 86 documents Windows Explorer 197 editing document browser 145 editing document Notes client 102 Index 239 Provisional lock document icon browser 135 document icon Notes 86 Proxy server connection settings 21 R Reader role tasks 9 Reattaching a file to an archived document procedure Notes client 118 Recently edited documents list 50 documents Notes client 95 documents Windows Explorer 197 integrated application documents 179 Rejected checkouts binders 38 documents Notes client 99 Rejecting documents procedure browser 156 procedure integrated application 186 procedure Notes client 116 Releasing documents life cycle management 46 Removing favorites browser 129 favorites Explorer 198 favorites integrated application 172 favorites Notes 73 temporary files 22 Removing favorites browser 129 Replication file cabinets 28 Resolving conflicts binder check outs 38 document check outs Notes client 100 Retrieving archived docume
172. ing Creates a working copy You must have Editor access rights to the document This option is not available unless the document is checked in Return the document to the library optionally replaced or versioned Unlocks the document so other users can access it This option is not available unless the document is checked out Finish editing or commenting on the selected file If others need to review the document it is routed to the next reviewer If you are the final reviewer the document is either returned to the review initiator or checked in as a new draft or version depending on how the review cycle was set up Approve the selected document If others need to approve the document it remains in the Approval state and is routed to the next approver If you are the final approver the document is either returned to the approval initiator checked in as a new version or checked in to replace the current version depending on how the approval cycle was set up Reject the selected document and end the approval cycle Add the selected document to your favorites list for easy access Remove the selected document from the favorites list This option is available only when you select the document from within the favorites list Create a bookmark to the selected document in a binder to which you have Editor access Move the selected document to a binder to which you have Editor access You must have Manager access to
173. ing documents The document forward feature allows you to send other users e mail that includes a document s contents links to the documents or both You can forward documents from the binder view or from the document profile You can forward documents from Notes or a Web browser For more information see Forwarding a document from Notes in Chapter 6 Working with Domino Doc from the Notes Client or Forwarding a document from a browser in Chapter 7 Working with Domino Doc from a Browser About deleting documents You can delete documents from the Domino Doc library if you have the correct access to them When working from a browser you must first open the profile and then delete the document Domino Doc gives you several options when deleting documents to take into account Domino Doc document versioning and life cycle management Deleting documents from Domino Doc impacts related versions and drafts of that document Depending on the state of the document you must select one of the following options when deleting a document e Delete the current draft e Delete all drafts of the current version e Delete the current version e Delete all versions e Delete a review draft The following relationships apply e If you delete the latest document version all drafts based on that version are also deleted For example if you delete version 2 0 with associated drafts 2 1 2 2 and 2 3 these drafts will
174. ing on the document If others need to review the document the document state remains In Review and the document is routed to the next reviewer If you are the final reviewer the document state is changed to Review Complete and the document review initiator is notified Note Once a review is complete the review copy can be viewed but not edited Chapter 6 Working with Domino Doc from the Notes Client 113 Submitting a document for approval A draft document can be routed for approval providing that the approval option is not disabled on the document type form If a review cycle is required for the document the document state must be Review Complete Document approvers are notified by e mail that they are to approve or reject the document when you complete this procedure Procedure To submit a document for approval perform the following steps 1 Open the file cabinet and binder that contains the document you want approved 2 Open the document profile and click Submit for Approval Note If you are working in a non master file cabinet you ll first have to check out the current draft 3 Specify the document approvers e Choose All Draft Editors e Choose All Document Managers e Select specific approvers Note The list of approvers included in All Draft Editors and All Document Managers is determined by the document s security settings For example only users who are listed as a document manager in
175. integrated application 172 procedure Notes client 107 Browser adding existing documents 140 binder tasks 129 checking in binders 134 checking in documents 146 checking out binders master file cabinet 131 checking out binders non master file cabinet 131 checking out documents 142 creating binders 130 deleting binders 135 deleting documents 148 Discussion Forum 158 document tasks 135 235 Domino Doc actions and views 124 Domino Doc restrictions 124 Domino Doc tasks 123 icons for Domino Doc 126 reviewing documents 149 searching for documents 127 setting up 25 Who is Online 157 C Canceling archiving procedure Notes client 117 Canceling changes binder check in 38 documents checked out Notes client 100 Canceling checkout binders 38 documents Notes client 99 Canceling document approval procedure browser 155 procedure Notes client 116 Canceling document review cycle procedure browser 151 procedure Notes client 112 Capturing documents attaching Notes files 93 Notes client 95 Capturing existing documents options 42 procedure browser 140 Changing binder profiles procedure browser 133 procedure Notes client 82 restriction integrated application 176 Changing binder security procedure browser 134 procedure Notes client 83 restriction integrated application 176 Changing document approvers procedure browser 155 procedure Notes client 115 Changing document
176. irst check out the document click any of the Edit options for example Edit Document Edit Profile or Edit Security and then check in the document as a draft Manually archiving a document from a browser A document can be archived from the master file cabinet only Also a document can be archived only if the System Administrator set the Document Type to allow archiving For more information see About archiving documents in Chapter 5 Working with Documents Procedure To manually archive a document from a browser perform the following steps 1 Open the document that you want to archive 2 Select Document Mark for Archive The Archiving Options display 156 Domino Doc 3 5 User s Guide 3 Specify an archiving option for the document versions e Archive all versions e Archive all versions except the most recent e Archive only the selected version 4 Specify an archiving option for the document drafts e Leave drafts alone e Archive drafts when a version is archived e Delete drafts when a version is archived 5 Specify an archive directory 6 Click Save Note This procedure marks the document for archiving however it is not archived until the archiving agent is run Using the Discussion feature in the browser When you are working with Domino Doc from the browser you can use the Discussion feature to communicate with other users of a document The Discussion feature has two options Who is On
177. is complete the initiator or any other draft editor must decide how to consoli date or incorporate the review edits and comments You can copy the review copy into the checked out draft providing the draft status is Review Complete Chapter 7 Working with Domino Doc from a Browser 151 Alternatively you can check out the current draft and enter all of the edits and comments or you can create a new draft based on one of the review copies Procedure To import the review copy into the current draft perform the following steps 1 Check out the draft 2 Click Import Review Copy If there is only one review copy it will be copied into the draft If there are multiple review copies the list of review copies displays Select the one you want to copy and click OK Reviewing a document from a browser Reviewers can review a document from the browser editing content or entering comments as specified by the person who submitted it for review Documents in review apear in the Life Cycle pane For more information see About the document review cycle in Chapter 5 Working with Documents Procedure To review a draft document perform the following steps 1 From the library click Life Cycle in the My Documents section or go to My Home Page and see the Life Cycle pane A list of documents and their current life cycle status displays Select the document and open the document profile Click Open Review Copy What you ca
178. is checked out it appears in the Checked Out binders list You can see this list from any of the user interfaces 36 Domino Doc 3 5 User s Guide About checking out a binder The Domino Doc check in and check out features help ensure the integrity of Domino Doc binders You must check out a binder to modify its profile or if you want to delete it from a non master file cabinet You must be an authorized editor to check out and modify a binder You can check out binders only from the Notes client or from a browser When you request a binder check out several things happen depending on how your System Administrator configured file cabinet replication and whether or not you are working in the master file cabinet If you are working in the master file cabinet or if you can connect to it to do the check out you can check out the binder immediately This locks the binder so that other editors cannot modify it and it creates a working copy of the binder for editing If you are working in the file cabinet replica e Check outs may not be allowed You ll be able to open the binder for viewing but you won t be able to check it out for editing e You may be prompted for how you want to proceed You ll be able to send a check out request to the master file cabinet or connect to the file cabinet and check out the binder immediately e You may have the option of sending a check out request to the master file cabinet This gives you a
179. ith some documents your home page will become populated with four boxes in the view pane that contain lists of your documents and or binders in these categories e Favorites e Checked out e Recently Edited e Life Cycle From this view you can simply click on the item you want to work with Chapter 7 Working with Domino Doc from a Browser 125 You can also use the list under My Documents to select a view of any of the five categories if another view is open in the view pane e Favorites e Checked out e Recently Edited e Life Cycle e Saved Searches When you select one of these views or click on more in one of the list boxes the entire pane will be dedicated to the selected list Next Previous Expand and Collapse buttons above and below the list are provided to allow you to scroll through the display area when you have more lines of information than fit on one page Next and Previous move from page to page while Expand and Collapse open and close categories When you hold the mouse pointer over a document title in the My Home Page view a pop up displays the description document type last activity date author and file cabinet name If the item is a binder it shows the binder type instead of the document type and description When you select a binder in the Site Map a list of the documents in the binder appears in the view pane Domino Doc icons for the browser When working with Domino Doc in a browser
180. ith the Attache Case The Attache Case facilitates working with documents offline You use it to pull documents from the library and work with them while disconnected from the library When you place documents in the Attache Case you are creating a local copy to view or edit so that you can work on them while disconnected from the network When you reconnect you can easily return the documents to the library The Attache Case works best with a manage able number of documents and is not meant to be a mass export import tool Things you should know about the Attache Case 1 Any document except archived documents whether a draft or a version can be placed in the Attache Case 2 Documents that are already checked out by you can be placed in the Attache Case in Edit mode 3 Documents that are not checked out to any user but can be checked out by you can be placed in the Attache Case in Edit mode 4 Any review document can be placed in the Attache Case but can be in Edit mode only if you have edit permission on it If you have only comment permission it will be in View mode 5 Any documents that have been checked out by someone else can be placed in the Attache Case as View mode only 6 When documents other than review documents are placed in the Attache Case they are automatically checked out to you if added in Edit mode 7 Documents in the Attache Case may be returned to the library individually or all at once Adding
181. king with Domino Doc from a Browser 137 Document review and approval actions Providing review and approval options are specified and drafts are not disabled for the type of document you can perform these actions Click this To do this Submit for Access the Setup Review dialog box in order to enter or change Review review cycle information and initiate a review cycle for this Open Review Copy Delete Review Documents Complete Review Cancel Review Submit for Approval Approve Reject Cancel Approval document Open the review copy of the document for editing or for commenting Delete all review comments and review copies associated with the draft after the review has been completed and the edits incorporated This can be done by the review initiator only Mark the review complete and ready for approval Cancel the review cycle for this document Access the Setup Review dialog box in order to enter or change approval cycle information and initiate an approval cycle for this document Approve this document and if you are the last approver mark the approval cycle complete Reject this document and cancel the approval cycle Cancel the approval cycle for this document Document version actions Document version actions are available based on the state of your current document When you open a document profile you have the options listed here Click this To do this View Open the doc
182. ktop application rather than using a Notes client or browser to store or retrieve Domino Doc documents Domino Doc takes over the application s File Open File Save File Save As and File Close menu items so whenever you choose these commands you can access the Domino Doc library instead of the Windows file system You can retrieve and save both existing and new documents in the Domino Doc library without having to leave your familiar desktop application Domino Doc currently works with these integrated applications e Lotus Freelance Graphics 97 or later e Lotus Word Pro 97 or later e Microsoft Excel 2000 XP and 97 e Microsoft PowerPoint 2000 XP and 97 e Microsoft PhotoDraw 2000 e Microsoft Word 2000 XP and 97 e Microsoft Visio 2000 However because Domino Doc complies with the Open Document Management API ODMA it can also integrate with other popular applica tions besides those listed here ODMA support facilitates access to Domino Doc during a single application work session where you open check out edit and check in an existing document or create save and check in a new document If you need to though you can edit a document in multiple work sessions saving intermediate changes to Domino Doc to allow you to access your work in progress from the library in the next appli cation work session You can also view revisions of a document and choose the version you want to open If needed you
183. l not see the discussion unless you have Draft Editor status For more information see About discussing documents in the Forum in Chapter 5 Working with Documents Chapter 6 Working with Domino Doc from the Notes Client 119 Navigating the discussion thread With a discussion forum open you can view the entire discussion thread on a document It allows you to view all main topics and responses insofar as your user security level allows A navigation display is included for every main topic and response This display shows a maximum of 21 documents at a time arranged in a topic and response hierarchy with the current document approximately in the center Its position depends on how close the current document is to the very beginning or very end of the thread To navigate through the discussion e Double click any discussion document link to open the topic or response document e Click the buttons on the toolbar as follows e Close to return to the document view e New Main Topic to create a new topic in the thread e New Response to create a response to an existing topic or response e Refresh to update the list e Previous or Next to move up or down the list one document at a time e View All to open a popup window that shows links for all main topics in the thread Clicking a link in the popup window displays the selected topic or response and closes the popup window e Search to enter a search query to find a p
184. lable through Notes You must have at least Editor access to the file cabinet and binder where you want to put the document Saving new documents from an integrated application To save a document to a Domino Doc library from an integrated application you must have the application selected in the Desktop Administrator After you create a new document in an integrated application you can save it to the Domino Doc library or to your own file system If you save the document to the local file system it will not be available to you through the Domino Doc library You can however add it to the library later Saving a new document to a Domino Doc library 1 After you create the document in your integrated application choose File Close 2 Open the library where you want to save the document 174 Domino Doc 3 5 User s Guide 3 If you are prompted for a user name and password enter the information and then click OK 4 Open the file room file cabinet and binder where you want to save the document 5 Enter a name in the File name box Note The file name cannot include any of the following characters lt gt 6 Optional Select a different file format from the Save as type list 7 Click Save The Domino Doc Check In dialog box displays 8 Specify the document profile data 9 Set the document security 10 In the Domino Doc Check In dialog box do the following e Make sure Check In is
185. lete Documents Delete the selected documents Note This function can be performed in the master file cabinet replica only Forward E mail the selected document to another user 76 Domino Doc 3 5 User s Guide The following additional actions are available from the drop down menu when you choose Actions from the menu bar when viewing an opened binder Select this option To do this Add Documents to Add the selected document s to your favorites list for easy Favorites access Add Binder to Add the binder to your favorites list Favorites Copy Binder Create a copy of this binder and all its documents in another file cabinet Mark for Archive Display the Mark for Archive dialog box to specify archiving options for selected documents Checked out binder actions Notes folders Check out the binder in order to perform the following actions When you check out a binder a lock appears beside it and it changes to Read Only so other users can access it for viewing A working copy is created for you to edit the binder profile or security information The checked out binder actions are available only to you except for Check In an activity that can be done by the Administrator also The following actions are available from the drop down menu when you choose Actions from the menu bar when viewing a checked out binder Click this To do this Close Binder Close the binder New Document Display the new document fo
186. lication you need to specify the library address and display name The library address includes the name of the Domino server where the library resides and the library file name The display name is simply the text that will be assigned to the library icon You do not need to specify the exact library name Domino Doc libraries can be accessed through either HTTP protocol or Lotus Notes protocol 162 Domino Doc 3 5 User s Guide The address syntax for your server and library is Protocol Server name Domino Doc Library Name For example e http myHTTPServer librarynameLIB nsf Note If your Domino Web Server uses a port other than 80 for HTTP use the following address syntax http myHTTPServer port librarynameLIB nsf e https myHTTPServer librarynameLIB nsf e Notes myNotesServer librarynameLIB nsf Note The address syntax for a hierarchical Notes server is Notes myNotesServer subdirectory librarynameLIB nsf If you are not sure of your server or library name consult your Domino Doc Administrator After you connect to a library you can open and save documents in the appropriate Domino Doc file cabinet and binder The previously selected protocol is remembered and used the next time you work in your integrated application For more information see Managing library connections from an Office application and Managing library connections from an ODMA supported application below Managing library
187. lick OK If others need to review the document the document state remains In Review and the document is routed to the next reviewer If you are the final reviewer the document state is changed to Review Complete and the document is either returned to the review initiator or checked in as a new draft or version depending on how the review cycle was set up Approving and rejecting documents from an integrated application The approval process of document life cycle management is where those on the approval list approve or reject the given version To submit a document for approval you must initiate the process using either the Notes client or a Web browser Procedure To approve or reject a document in an approval cycle perform the follow ing steps 1 Open the document you want to approve and read it if you d like 2 Click Close The Document Approval dialog displays 3 Doone of the following e Choose Approve If others need to review the document the document state remains In Pending Approval and the document is routed to the next reviewer If you are the final approver the document state is changed to Released and the document is either returned to the approval initiator checked in as a version or checked in to replace the current version depending on how the review cycle was set up 186 Domino Doc 3 5 User s Guide e Choose Reject The approval cycle ends and the document state is changed to Rejected e Choo
188. lick the document title to launch the profile and then choose View from the Document menu at the top of the profile Security changes When setting document security via the Notes client or a browser users can selectively include or exclude individual members of a group from access to the document K station integration Lotus K station users can use a 1 frame view instead of the standard 4 pane view when they want to access a particular Domino Doc library or file cabinet Improved multilingual support UTF 8 support lets users work concurrently in their respective Domino Doc libraries rooms cabinets categories binders and documents in their own language Enhanced API support For a detailed list of what s new or changed see Appendix B in the Domino Doc Programmer s Guide About Domino Doc features and architecture Domino Doc is the document management solution built for today s world of distributed network based computing These organizations need to manage and share documents in a variety of formats among different users and groups Domino Doc is the solution for organizing managing and storing all of your critical business documents and for making them accessible inside and outside your organization Running on the Lotus Domino Server Domino Doc supports ODMA Open Document Management API ODMA support allows you to create save and retrieve documents through the ODMA supported applications you are accust
189. line and Forum They allow you to create discussion topics and responses for Domino Doc documents and if Sametime integration is enabled to use Sametime to communicate with other online users of the document For more information see About discussing documents in the Forum in Chapter 5 Working with Documents Using the Who is Online feature If Sametime Integration is enabled for both your Domino Doc library and for the file cabinet containing the document or binder you have open you can use Sametime to communicate with other users 1 Choose Discussion Who Is Online on the action bar A window opens with a list of who is online with Sametime 2 Double click to select a name and initiate a chat 3 Right click to get the option for a single chat or to invite all users A floating Sametime window opens that you can use for Sametime opera tions The icons and general capabilities follow the Sametime conventions However the list of Sametime users is limited to those persons who have Manager or Editor access to the document and is categorized by managers editors reviewers and approvers insofar as those categories are populated Chapter 7 Working with Domino Doc from a Browser 157 Using the Discussion Forum feature You can use the Forum feature to initiate a discussion forum around a document or to add a topic to an existing discussion thread and to read the discussion documents that have evolved The visibility of top
190. ll language versions of the License Agreement are text files named with the format language txt These files can be found in the dd35 License subdirectory in your Domino Doc directory Use any text editor to view or print these files Contents About this book 1 Introducing Domino Doc What s new in Domino Doc Domino Doc 3 5 Domino Doc 3 1 About Domino Doc features and architecture Domino Doc features The Domino Doc architecture About Domino Doc roles About Domino Doc and integrated applications About Domino Doc and supported applications About Domino Doc in a distributed environment Domino Doc and accessibility Keyboard shortcuts Supplementary information about the interface Documentation 2 Getting Started Installing the Domino Doc client Setting up the Desktop Enabler Using the Desktop Administrator Changing the log file settings Specifying applications to use with Domino Doc Specifying document property settings Setting up Internet connections Specifying proxy server connection SCtUIN GS sev eeu ea ade cite cele ee ae dee 21 Specifying secure connections 21 Removing temporary files 22 Changing the Domino Doc temporary directory locations 22 Setting up for using the Windows Explorer Wntertace sig bee tA ga ene es 23 Setting up for using a Web browser 25 3 About File Rooms and File Cabinets ecicconscapacsagew
191. llowing e Notes Open the document that contains the file attachment you want to use to update the checked out document Then click the attachment and choose Attachment Detach to display the Save Attachment dialog box e Outlook Select the document that contains the file attachment you want to use or open the document in the native e mail editor Then choose File Save Attachments to Domino Doc to display the Save Attachment to Domino Doc dialog box If the document contains more than one attachment the Save All Attachments to Domino Doc dialog box displays Select the attachment you want and then click OK To close the dialog box without selecting any attachments click Close Open the appropriate library file room file cabinet and binder Select the document that you checked out in step 1 Do one of the following e Notes In the Save Attachment dialog box click Detach e Outlook In the Save Attachment to Domino Doc dialog box click Save In the Check In dialog box do the following e Select a Check In option e If needed click Properties and then change the profile and security settings e If needed enter a comment e Click OK If you selected multiple attachments from an e mail in Outlook you see a separate Save Attachment to Domino Doc dialog box and a separate Check In dialog box for each attachment You can use the attachments to update existing files that you checked out or save the attachments
192. lutions or workarounds Where to find more information For more information on Domino Doc including documentation on best practices known issues support and future enhancements see the following resources e The Domino Doc home page http www lotus com dominodoc e ReadMe txt located on the Domino Doc CD ROM e ReadClnt txt located on the Download Client Software page e The Lotus Support Home page http www ibm com software lotus support viii Domino Doc 3 5 User s Guide Chapter 1 Introducing Domino Doc This chapter introduces the highlights of this release It describes Domino Doc and gives an overview of its features It also describes how the various types of users work with the Domino Doc components This section contains e What s new in Domino Doc e About Domino Doc features and architecture e Domino Doc features e The Domino Doc architecture e About Domino Doc roles e About Domino Doc and integrated applications e About Domino Doc and supported applications e About Domino Doc in a distributed environment e Domino Doc and accessibility What s new in Domino Doc New features and enhancements in Domino Doc 3 5 and Domino Doc 3 1 are listed with a brief description below Domino Doc 3 5 Domino Doc 3 5 provides enhancements to the desktop client including tighter integration with desktop applications and e mail and improved multilingual support Desktop application integration Domi
193. m Using the toolbar Use the toolbar buttons across the top of the dialog box to go back to the last folder you visited search the Web navigate up the Domino Doc Neighbor hood hierarchy or up the file hierarchy on the local disk view the Desktop create a new library connection or display the View menu and Tool menu If you are using Domino Doc on Windows 98 you see a toolbar like the one shown here You may notice slight differences in the available icons depending on the operating system and application you are using O08 Act eE Ti Note You can display the View menu and the Tool menu whether the dialog box uses the Domino Doc Office interface or the standard ODMA interface However if you are using a Microsoft Office application with the Domino Doc Office interface the View menu and Tool menu list only those commands that Domino Doc supports In addition some commands work differently depending on whether you are in the Domino Doc Neighborhood or the local file system For example if you select a document in a Domino Doc binder and then choose Properties from the Tool menu you see the Domino Doc Properties dialog box If you select a document in your local file system and then choose Tool Properties you see the Office application dialog box Chapter 8 Working with Domino Doc from an Integrated Application 169 Using the location bar in the Domino Doc Office dialog box The location bar along the left side of the Open
194. mates the processes related to the document are all contained in the file cabinet along with the document content When a file cabinet s content is secured and replicated so are these elements 27 About file cabinet users Every file cabinet has a user group that defines who can access the file cabinet and what tasks users can perform Users with registered Notes IDs and registered Web users whose names and passwords are stored in the Notes Public Name and Address Book can be in the user group Non registered users can also be put into the user group for purposes of reviewing and approving documents The file cabinet user group defines Readers who can read documents but they cannot create or edit documents stored in this file cabinet Editors who can create documents and edit documents stored in this file cabinet including those created by others Managers who can modify the file cabinet s security and force document check ins The file cabinet user group automatically applies to both binders and documents contained in the file cabinet but the creator can change access on a per binder or per document basis If all users of the file cabinet should have access to all documents within the file cabinet the administrator may disable binder security on the file cabinet This gives all file cabinet readers and editors access to the binders in the file cabinet About customized file cabinets The default file cabinet t
195. may also see who has checked out the document the check out server the check out status and the current version of the document Security Display the user lists for the document Revision View the number of revisions the dates and times of the revisions History the editors and the comments for this document Who Is To use the Sametime integration feature Only if enabled for the Online owning file cabinet and library Workflow To access Workflow information Only if this is a Workflow document If the document is part of a discussion forum a Go to Forum link is also present on the profile Document actions BinderTOC ActiveX control To perform the following actions open the binder select the document or documents then click your right mouse button to display the menu Select this option To do this Refresh Document Profile Edit View Check Out Go to Working Copy Go to Latest Go To Review Copy Revision History Delete Documents Add Documents to Favorites Display the view again to include changes you have made Access the document profile form for viewing profile security and revision history information and for changing the document status from draft to version Open the document for editing Checks it out if you do not have it checked out Open the document for viewing only Check the document out for editing or for changing the document profile or security information
196. ment can be submitted to a review process providing that the review option is not disabled on the document type form Any draft document can be submitted to the review process If the document you want reviewed is currently a version you ll have to check it out When you submit it for review it is put into draft state 148 Domino Doc 3 5 User s Guide Document reviewers are notified by e mail that they are to review the document The review can be done from any of the Domino Doc user inter faces including from the browser Depending on how the review cycle was set up the reviewers will be able to add comments edit the content or both The notification contains a link to the document that the reviewer can access by simply clicking on it In a serial review all reviewers edit and or comment on the document in sequence in the order established by the initiator In a parallel review each reviewer edits and or comments on the document at the same time As review initiator you can add reviewers to the reviewer list or change the list of reviewers after setting up the review As review initiator you can also cancel the review cycle When the review is complete you can consolidate the review comments For details see the following procedures in this section Procedure To initiate a review cycle perform the following steps 1 Open the file cabinet and binder that contains the document you want reviewed 2 Check out the doc
197. ment can only be checked out from the master file cabinet If you are not working in the master file cabinet you can connect to it if the server is accessible to you or you can send a check out request to the master file cabinet depending on how the replica was configured You must edit and check in the document on the same server from which you checked it out Procedure To check out a document when you are not working in the master file cabinet perform the following steps 1 From the Site Map expand the appropriate file room and open the file cabinet and then the binder that contains the document you want to check out Alternatively find the document you want to check out in one of the lists on your Home Page Note You can search for your document if you don t know where it is stored To check out the document to edit it open the document profile Choose Document from the toolbar Do one of the following e Click Check Out Document to check out the document locking it from other users e Click Edit Document to check out the document and launch the application associated with it to modify the document now If you are just getting started with Domino Doc and your browser you may get a security warning asking What do you want to do with this file Select Open it then deselect Open OLE server in place in order to open the document for editing If you do not want to display the message again deselect Always
198. n by modifying the client registry please see the Domino Doc Administrator s Guide If you are not sure of your server or library name consult your Domino Doc Administrator The address syntax for your server and Library is Protocol Server name Domino Doc library name For example e http myHTTPServer librarynameLIB nsf e https myHTTPServer librarynameLIB nsf e Notes myNotesServer domdoc librarynameLIB nsf Note For Notes protocol only you must use the full path with the install directory by default domdoc If you want to use a URL to access a library the library name must be in the non proxy list in the Web browser Chapter 2 Getting Started 23 To access the library on the designated server 1 Right click on the Domino Doc Neighborhood icon in the left pane of the Explorer and then choose Connect Library from the context menu Tip You can also click Domino Doc Neighborhood in the left pane and then double click Add Library Connection in the right pane The Library Connect dialog box appears Enter the URL to the Domino Doc library you want to access Enter a library display name This is the name you want to assign to the icon that will take you directly to that library in future sessions It does not need to be the exact name of the library 4 Click OK If you are prompted for your User Name and or Password enter that information and then Click OK If you have multiple libraries you may wan
199. n do depends on how the review cycle was set up Perform either or both of the following actions e Edit the content e Enter a comment 4 If you have saved your review copy locally on your hard disk click Attach File enter the path and file name or click Browse to select the file then click Save 5 Click Complete Review from the draft document when you have finished editing or commenting on the document If others need to review the document the document state remains In Review and the document is routed to the next reviewer 152 Domino Doc 3 5 User s Guide If you are the final reviewer the document state is changed to Review Complete and the document review initiator is notified Note Once a review is complete the review copy can be viewed but not edited Submitting a document for approval A draft document can be routed for approval providing that the approval option is not disabled on the document type form If a review cycle is required for the document the document state must be Review Complete Document approvers are notified by e mail that they are to approve or reject the document when you complete this procedure The document approvers can perform the approval process from any of the Domino Doc user interfaces including the browser As initiator of the approval process you can add approvers to the list change the list or cancel the approval cycle For details see the following procedures in t
200. n the Domino Doc Desktop Administrator The Administrator displays the current Domino Doc settings From the Settings menu choose Preferences The Domino Doc Settings dialog box appears Click the Application Preferences tab in the dialog box Select each application that you want to use with Domino Doc To use an ODMA supported application that is not listed for example Microsoft PhotoDraw select Other Applications If you work with Microsoft Word or PowerPoint you can choose whether to have the Open and Save As dialog boxes use the Domino Doc Office interface or a standard ODMA interface e To use Domino Doc dialog boxes that look like regular Word or PowerPoint dialog boxes and display the contents of the local drive select Domino Doc Office Dialogs e To use standard ODMA dialog boxes that display the contents of the Domino Doc Neighborhood select ODMA Dialogs Note This option applies only to Word 2000 or later and PowerPoint 2000 or later If you are using Word 97 or PowerPoint 97 the dialog boxes will automatically use the ODMA interface Tip No matter which setting you specify for PowerPoint 2000 or later pressing CTRL O always displays the actual PowerPoint Open dialog box rather than the Domino Doc or ODMA style dialog box Click OK Chapter 2 Getting Started 19 Specifying document property settings If you use Microsoft Word PowerPoint or Excel with Domino Doc the following info
201. nager or Administrator access If you are an Editor of the file cabinet and you have issues saving a document do the following to be able to save the document to Domino Doc 1 Launch Word Pro and choose File User Setup Word Pro Preferences 2 Click the Enable tab and deselect the Small File Format option in the Performance list box 3 Click OK 234 Domino Doc 3 5 User s Guide Index A Access options document user list 43 Domino Doc libraries 15 file cabinet user groups 28 Access problems troubleshooting 220 Accessibility 14 Activity log binder processing report Notes client 77 browser 135 updates documents created from non master file cabinet replicas 42 Adding documents browser 140 integrated application 174 176 Notes 93 94 options 42 Windows Explorer 195 198 Adding documents to binders Windows Explorer 197 Adding favorites browser 129 integrated application 21 Notes 72 Advanced search procedure browser 127 Approving documents canceling Notes client 116 managing the process 47 procedure browser 156 procedure integrated application 186 procedure Notes client 116 Architecture 5 Archived documents reattaching a file 118 retrieving in Notes 118 Archiving documents life cycle stage 46 managing the process 48 manually from browser 156 manually in Notes 117 Associating Domino Doc events with workflow processes Document Type definition form 216 Attache Case
202. nd document types You can use either the Notes client or the browser to initiate a review cycle or approval cycle To help users who have physical challenges such as restricted mobility or limited vision Domino Doc supports the accessibility features described below Keyboard shortcuts You can use the keyboard instead of the mouse to navigate Domino Doc and access features in the different user interfaces Windows Explorer integrated applications Notes and browser For more information see Navigating Domino Doc from Windows Explorer in Chapter 9 Working with Domino Doc from Windows Explorer and Navigating Domino Doc from an integrated application in Chapter 8 Working with Domino Doc from an Integrated Application Supplementary information about the interface Domino Doc uses the following elements to provide information about the user interface e Visual focus indicators help you keep track of where you are e Textual information describes objects in the interface e Labels identify controls icons objects and images Documentation Domino Doc documentation is available in Adobe PDF format in the Lotus Developer Domain Documentation Library at http www lotus com Idd doc 14 Domino Doc 3 5 User s Guide Chapter 2 Getting Started You can navigate the Domino Doc library and work with documents and binders using Notes a Web browser the Windows Explorer or Domino Doc integrated a
203. nderTOC ActiveX control Click Create Version Do one of the following e Choose Create new version to maintain the previous version and create a new version e Choose Replace current version to replace the previous version with your changed version This option deletes the drafts on which the prior version was based 5 Optional Check Delete drafts if you do not need to keep prior drafts for document history Optional Enter a comment Click OK Forwarding a document from Notes You can forward a Domino Doc document to one or more people by e mail if you have at least Editor access You can forward either the document contents or a URL and Notes document link You can forward more than one document at a time Procedure To forward a document or documents perform the following steps 1 Open the binder that contains the document or documents you want to forward 2 Select the document or documents you want to forward If your binder Table of Contents uses Notes folders click on the document name to select a single document or click in the column to the left of the document names to select multiple documents If your binder Table of Contents uses the BinderTOC ActiveX control you can select multiple documents by using shift click or control click 3 Choose the Forward option e If your binder Table of Contents uses the BinderTOC Activex control right click the selected document and choose Forward Documents f
204. new or existing documents You can either select a binder type from the list of those specified for the file cabinet where you are creating or let it assume the Default type When you create a binder you enter the specific attribute values for the binder type you have selected If the creator of the binder type specified any of the fields to be required you will not be able to save the new binder without entering the required information About categorizing binders If your file cabinet has Notes folders specified for the design of the binder Table of Contents and if your Binder Type subforms contain the required field you can organize your binders into categories and sub categories Binder categories are displayed in the binder views in all the Domino Doc user interfaces 32 Domino Doc 3 5 User s Guide Categories can be collapsed or expanded when viewing the binder list A binder can exist in multiple categories An example of binder categorization is illustrated below In the illustration there are four binders B1 B2 B3 and B4 grouped into two main categories Compensation and Training Both main categories have two sub categories Employee and Management In the example B4 appears in both main categories When you create your binder enter the category name in the binder profile You can add a sub category by using a backslash For example use Training Management to create a Training category with a Management sub c
205. ng Started Edit File Cabinet Help Import Files Binders by Title Binders by Author Binders by Type Documents by Title Next Binder Set Previous Binder Set Custom Views Library File Cabinet Administration Replication Conflicts Display the Getting Started information to learn about the Domino Doc basics Install the Desktop Enabler Access the File Cabinet form for changing general information version control security information or access control Note Any user can access this form but only authorized users can edit it Display the Domino Doc Help topics Access the Domino Doc File Import Utility form for capturing a group of documents Display the binders that exist in the selected file cabinet arranged by title Display the binders that exist in the selected file cabinet arranged by author Display the binders that exist in the selected file cabinet arranged by type Display the documents contained in the selected file cabinet in the first document storage database arranged by title Display the binders that were created for documents contained in the next document storage database Note This will not display if all documents are stored in a single database Display the binders that were created for documents contained in the previous document storage database Note This will not display if all documents are stored in a single database Display a list of user defined binder and document views
206. nitions and attributes e Managing replication tasks The File Room The file room provides for logically grouping individual file cabinets to facilitate navigation All file cabinets are contained in a file room When a new file cabinet is created the user has the option of adding it to an existing file room or creating a new file room File cabinets can be in multiple file rooms The File Cabinet Domino Doc uses file cabinets to organize and manage binders and docu ments Domino Doc uses the file cabinet as a single logical way to view store retrieve manage and distribute all the documents contained in Domino Doc The Domino Doc Administrator and the File Cabinet Creator can create and manage file cabinets Only the Domino Doc Administrator can delete or move file cabinets These activities must be performed using Notes at the Domino server The file cabinet creator can have an e mail message sent to everyone who can access the file cabinet notifying them that they have been selected to collaborate on a document or set of documents contained in the file cabinet The notification will contain links to the file cabinet that the user can access by simply clicking the link icon Binder Category The binder category provides for logically grouping individual binders to facilitate navigation All binders are contained in a binder category When a new binder is created the user can add it to an existing category or create a new
207. no Doc file cabinet you need to create a new document within Domino Doc define and profile the document attach your existing file and check in the new document If you have many documents to add you may want to use Notes to capture or import them For information on these procedures see Chapter 6 Working with Domino Doc from the Notes Client Note A document created on the Web without a file attachment is considered a Notes document Procedure To add an existing document perform the following steps 1 From the Domino Doc library open the file cabinet and binder where you want to store this document Note If necessary you can create a new binder to put the document in Select a binder for this document or add it to the current binder Choose Document New Document Enter the document title 7 oF YN Enter the complete path and file name in the Attach File input box or click Browse to select a file a Optional Enter description text in the Description field Select a different document type if necessary The field attributes that have been defined for the document type display Tip Select No Type if you do not require field attributes for this document 8 Enter the attribute values for the document 140 Domino Doc 3 5 User s Guide 10 11 Examine the Security and change the access for this document if necessary Note For more information see Changing document security from a browse
208. no Doc now provides two ways to integrate with Microsoft Office 2000 and 2000 XP a new native office event integration and the updated ODMA integration Both interfaces provide a look and feel more closely aligned with Microsoft Office applications Another new feature lets the user choose whether to include Domino Doc information such as the cabinet name and binder name when displaying document properties Viewing revision documents When accessing Domino Doc via an integrated application or the Domino Doc Neighborhood Windows Explorer interface users can choose which document revision they want to open Domino Doc Neighborhood Further enhancements to the Windows Explorer client include the ability to set a default library create a new library connection by clicking an icon and edit connection properties In addition users can sort Domino Doc folder contents by title author and so on depending on the context view documents in their native applications and repeat a search by choosing from a list of recently used search strings Domino Doc Desktop Administrator The new Desktop Administrator replaces the Desktop Enabler interface and provides an easy way to view and change Domino Doc settings Notes and Outlook e mail integration Users can access their Domino Doc libraries while using Notes or Outlook e mail New features include the ability to attach a document from a Domino Doc library to an e mail and save an e mail attachment
209. ns This is an Administrator function View the list of file cabinets that you can access View the list of document types defined for the library View the list of binder types defined for the library View the list of ODMA application file formats defined for use with Domino Doc Return to the main library view View the list of errors and events reported by Domino Doc Access the Replication tasks described under Replication actions and views below Chapter 6 Working with Domino Doc from the Notes Client 63 Replication actions and views This set of options is accessed by clicking the Replication button from the Library Administration view Click this button To do this New Replica Change Master Library Verify Replica Integrity Replicas Location Info Navigation Info Administration Library Transactions Access the form for creating a new replica of the Domino Doc Library This is an Administrator function Note This function can be performed in the master library only Choose a different server for the master library This is an Administrator function Run an integrity check on the list of servers and generate a report of any inconsistencies This is an Administrator function View the list of replicas that exist for the master library View server specific information for each file cabinet replica including the name directory path and whether or not the replica is the mast
210. nt s Security Revision History or Activity Log open Opening a discussion thread and adding topics or responses If a forum has been started on a document you can create a new topic or respond to a topic already in the discussion thread You can get to the forum from all document views Profile Security Revision History or Activity Log Selecting Go to Forum opens the newest main topic that was created for this document From the forum you can view the entire discussion thread including all main topics and responses insofar as your user security level allows Note Responses cannot be nested to a depth greater than 32 To add a topic or response to a forum 1 Open a binder and select the document being discussed Open the document profile Choose Discussion Go to Forum or click the Go to Forum link To add a new topic click the New Main Topic button CE a To add a response select a topic or response and click the New Response button Gy Enter the topic subject and your comments in the space provided Click Save to create the topic Click Return to return to the document view Chapter 7 Working with Domino Doc from a Browser 159 Chapter 8 Working with Domino Doc from an Integrated Application This chapter describes how to navigate the Domino Doc library open and save documents and manage the contents of Domino Doc file cabinets from an integrated application About working with integrated appl
211. nt Approvers are allowed to attach comments however Document Release Marks the document complete meaning that it has finished its editing life cycle The properties of the released version of the document will probably be different from that of the draft version For example the security or ACL that is used during authoring and review probably limits access to a small number of users whereas the ACL given to the final version may be a more wide ranging thus allowing greater access to the document Document Archiving Involves storing an out of date document in an alter nate repository for example the file system a relational database or an optical disk 46 Domino Doc 3 5 User s Guide Document States Describe the specific point of a document s life They are as follows e New This is a document before it is checked in for the first time e Draft The document is being edited by one or more editors and has not been released e In Review The document is being reviewed by one or more reviewers e Review Complete The current draft has gone through a review cycle e Pending Approval The current draft is in the approval process e Approved The current draft has been approved but not checked in as a version e Rejected The current draft has been rejected during the approval process e Released The document has been checked in as a version About the document review cycle Many collab
212. nts procedure Notes client 118 Retry Checkout binders 38 Review comments accepting into documents browser 151 accepting into documents Notes client 112 240 Domino Doc 3 5 User s Guide Review copies deleting drafts Notes client 109 Review Copy document importing to update current draft 112 importing to update current draft browser 151 Reviewing documents canceling browser 151 canceling Notes client 112 managing the process 47 procedure browser 149 procedure integrated application 185 procedure Notes client 113 Revision history report Notes client 75 viewing 181 205 viewing document drafts 44 viewing browser 135 S Sametime integration document sharing 57 Who is Online Notes client 119 Saving documents browser 140 146 Notes client 93 94 95 overview 42 Windows Explorer 198 Search queries saving browser 127 saving Notes client 69 syntax rules Notes client 72 Searching for documents options 50 options browser 127 options Notes client 67 procedure browser 127 procedure integrated application 180 Windows Explorer 197 204 Searching from a Notes client search query syntax 72 Secure connections Internet settings 21 Security binders 35 binders browser 134 discussion documents 56 documents 43 integrated application documents 178 Selecting document approvers procedure browser 154 procedure Notes client 115 Selecting document reviewers
213. o Doc file cabinet by using an integrated application to create or modify a document and then save it into the designated library When you begin working with Domino Doc you ll have existing documents that you ll want to capture You can capture existing files into your Domino Doc library by e Uploading existing files with a browser e Uploading existing files with Notes e Importing files with Notes e Capturing existing Notes documents e Dragging and dropping files with Windows Explorer e Adding new documents with Windows Explorer 42 Domino Doc 3 5 User s Guide About document types Document types let you file documents with more than just basic title infor mation making it easier to find the document later For each document type appropriate extended attributes can be specified For example a document type called Proposal could have these attributes Company Name Project Budget and Responsible Group A document type called Correspondence could have attributes called To From Subject and Date Also for each document type options can be specified for document versioning review approval archiving retrieval and workflow When Domino Doc was set up and configured for your site your System Administrator defined all of the document types for the entire library When the file cabinets were created the document types allowed to be stored there were specified Thus when you save a new document and specif
214. o remote locations Life cycle management for authoring reviewing approving releasing and archiving documents Lotus Workflow integration for initiating workflow processes and accessing workflow job status managed within Lotus Workflow Sametime integration for providing real time online status of document editors and managers Windows Explorer integration for using the familiar file manager to work with Domino Doc Full Web browser support for all end user activities The Domino Doc users Domino Doc users are knowledge workers who need to create maintain share store locate and retrieve a collection of documents Application Designers customize the Domino Doc file cabinet template and create new ones Site Administrators create and maintain Domino Doc libraries 4 Domino Doc 3 5 User s Guide e Library Administrators set up and configure the Domino Doc infrastructure e File Cabinet Creators perform the day to day Domino Doc activities including creating new file cabinets and modifying file cabinet binder and document user lists A File Cabinet Creator may also be an Editor e File Cabinet Managers are Administrators of the file cabinet who can create documents and binders view and edit all documents and binders check in documents and binders that are checked out by other users and change security settings for all binders e Editors create and modify document content They also create and modify binders
215. oc temp directory c lotus dominodoc temp Rename the file removing the space Then return to your browser or Notes and check in the presentation The file location with the original file name appears on the Domino Doc Check In dialog box Make the same name change you made in Explorer and click Check In e If your path contains a space Open your NOTES INI file find the line S6DominoDocDir and change the path name to an existing directory that does not contain a space Trying to connect to Domino Doc via Notes protocol fails from Freelance Graphics If when working in Freelance Graphics you are having problems trying to connect with Domino Doc via the Notes protocol check for multiple versions of NOTES INI files Domino Doc looks for NOTES INI not anything ini first in your Windows directory and then in the Notes directory If you are running multiple versions of Notes and use different NOTES INI files for each you need to select the appropriate INI ensure it is named NOTES INI and place it in either the Windows or Notes directory Freelance Graphics Millennium Edition Release 9 5 application issues The following issues have been identified when working with Domino Doc in Freelance Graphics Release 9 e Closing after saving a presentation does not start check in e Closing a presentation does not start check in e Disabled Document Management and cannot get it back e Opening a presentation from or saving it to the
216. ocument Click Attach File The Create Attachments dialog box displays Chapter 6 Working with Domino Doc from the Notes Client 93 10 11 12 13 14 15 Do one of the following e Select the file s drive and directory and then select the file e Enter the path and file name in the File name box Note To avoid unexpected results do not specify more than one file attachment Click Create The file attachment appears in the Document Content field Select a document type from the drop down list The field attributes that have been defined for this document display Tip Select No Type if you do not require field attributes for this document Enter the attribute values for this document Examine the default access and change the access for this document if necessary Click Save Choose an option from the Check in options displayed Optional Enter a comment Click OK to check in the document Adding a new document to Domino Doc from Notes You can create a new Domino Doc document by either typing the text or attaching an existing file In either case you must use a rich text field to contain the text or file attachment Procedure To add a new document by typing the text 1 From the Domino Doc library open the file cabinet where you want to add the new document Note If necessary you can create a binder for the document Click New Document Enter a title for the document Select a binder for
217. ocument but because Domino Doc has already checked the document out the Domino Doc Check In dialog box displays and you are required to check the document back in even though you have not edited it Choose Discard Changes in order to return your document to the original state In order to make changes to the document you will need to open it in the application it was created in or in an application that can read that file type Opening a document from a browser fails and causes security warning When you first try to open a Domino Doc document from a browser you ll get a warning that there is a possible security hazard The warning dialog asks What do you want to do with this file and defaults the answer to Save to disk preventing your documents from opening Change the setting to Open it The warning dialog also defaults the option Always ask before opening this type of document To prevent this warning from appearing every time you try to open a Domino Doc document from a browser click this setting to deselect it Saving a document again after initial save may fail If you create a new document save it to Domino Doc and continue working on the document under certain circumstances if your network goes down for example you may not be able to save your changes to Domino Doc If you get an error when trying to save the document again save it to the file system and check it into Domino Doc through your b
218. ocument for viewing from a browser Checking out a document from the master file cabinet from a browser Checking out a document from a non master file cabinet from a browser Opening a document profile from a browser Changing a document profile from a browser Changing document security from a browser Checking in a document from a browser Forwarding a document from a browser Bookmarking a document 123 Deleting a document from a browser Submitting a document for review Submitting a document for approval Manually archiving a document from a browser e Using the Discussion feature in the browser About working with Domino Doc from a browser Domino Doc supports both the Internet Explorer and Netscape browsers for accessing your libraries For more information about using Domino Doc with a browser see Setting up for using a Web browser in Chapter 2 Getting Started What you see and what you can do while working in Domino Doc from a Web browser depends on your role and the security imposed on the contents of the library In general e The amount of information displayed for Domino Doc administrators is more than what users see e The number of documents accessible also varies according to your access level and the security values set on the various file cabinets binders and documents in the system While administrators see all file cabinets and all checked out binders and documents most users see
219. ocument to Domino Doc from Notes Capturing existing Notes documents Opening a document from Notes Checking out a document from the master file cabinet from Notes Checking out a document from a non master file cabinet from Notes Editing a document from Notes Changing a document profile from Notes 59 e Changing document security from Notes e Checking in a document from Notes e Creating a document version from a checked in draft e Forwarding a document from Notes e Moving a document to a different binder e Copying a document to a different binder e Bookmarking a document e Deleting documents e Submitting a document for review e Submitting a document for approval e Manually archiving a document from Notes e Using Who is Online e Using the Discussion Forum About working with Domino Doc from the Notes client When working with Domino Doc from the Notes client you can perform a wide variety of activites to manage the organization and contents of the library This section contains a general description of how to navigate from the Notes client windows and describes all the actions and views you may encounter based on the current object the Library a File Cabinet a Binder or a Document Navigating the Domino Doc workspace from Notes What you can do and see while working in Domino Doc from the Notes client depends on your role and user access level Navigation options also vary according to the current object of the lib
220. of documents that satisfy the search criteria Favorites list of documents that you have designated as favorites Recently Edited History list of last five documents and binders that you have accessed and modified in this library Life Cycle list of documents you have access to that are in the review or approval process Chapter 5 Working with Documents 49 Checked Out list of documents that you have checked out Note If you are an Administrator the Recently Edited Life Cycle and Checked Out lists show all of these items for all users Searching for documents You can perform searches from any of the user interfaces Domino Doc provides powerful capabilities for searching offering both simple and advanced searches In a simple search you provide a text string or words to search for In an advanced search you set up parameters to be used to refine the search You can direct Domino Doc to search the entire library or limit the search to designated file cabinets You can save your search queries for later reuse or delete them When the search is completed you are presented with a list of the documents that met the criteria You can then select any of those documents to work on open edit check out delete move and so forth About favorite documents When working in Domino Doc you can create favorite documents and binders for quick access directly from the library If the favorites list contains the
221. ofile and security information can only be changed on the server where the check out occurred Edit Open a selected document for editing if it is checked out If it is not checked out it will be checked out transparently and opened for editing View Open a selected document for viewing New Document Check Out Documents Delete Documents Forward Display the New Document form for creating a new document Check the binder out for changing the binder profile information or security Delete the selected documents Note This function can be performed in the master file cabinet replica only E mail the selected documents to another user 78 Domino Doc 3 5 User s Guide The following additional actions are available from the drop down menu when you choose Actions from the menu bar when viewing the binder Table of Contents Select this option To do this Add Documents to Add the selected documents to your favorites list Favorites Add Binder to Add the selected binder to your favorites list Favorites Copy Binder Create a copy of the selected binder and all its documents in another file cabinet Mark for Archive Display the Mark for Archive dialog box to specify archiving options for a selected document or documents Unmark for Archive Cancel the archive request for the document Checked out binder tabs Notes folders When you access the binder profile on a checked out binder you see two
222. ollowing e Click the Domino Doc icon in the location bar and then click the Create New Folder icon in the toolbar e When the Library Connect dialog box displays specify the library address and name and then click OK 5 Ifprompted enter your user name and password and then click OK Tip To avoid being prompted for your Notes password do the following from your Notes workspace choose File Tools User ID and check the Basics option Don t prompt for a password from other Notes based programs For more information on how to explore the Domino Doc Neighborhood see Navigating Domino Doc from an integrated application in this chapter For information on setting up automatic library connections by modifying the client registry see the Domino Doc Administrator s Guide Editing a library connection After connecting to a library you can edit the connection properties to change the library address or display name 1 Choose File Open 2 If needed click Domino Doc in the location bar to see the current library connections 3 Right click the library whose connection you want to edit and then choose Properties from the context menu 4 Optional Edit the library address 5 Optional Edit the library display name 6 Click OK Note If you are using Domino Doc on Windows NT 2000 or XP you can edit only those library connections that you created 164 Domino Doc 3 5 User s Guide Disconnecting
223. omed to using Built on the common storage metaphor of file rooms file cabinets binder categories binders folders and documents Domino Doc is familiar and therefore easy to learn and use directly from Notes a Web browser your authoring application or Windows Explorer Chapter 1 Introducing Domino Doc 3 Domino Doc features All of the traditional document management features are included in Domino Doc Unlike traditional document management products however these tools are available in an open Web accessible distributed collabora tive environment Features include ODMA Open Document Management API compliance allowing users to work in the applications that they are accustomed to such as Microsoft Office and Lotus SmartSuite They can use these applications to open or save documents in Domino Doc Security at the library file cabinet binder and document level Check in and check out functions to ensure document integrity when multiple users want to edit or manage the same document simultaneously Ability to search across multiple file cabinets within the library and receive a single view of the results Ability to store multiple versions of a document in order to track revisions and provide a comprehensive audit trail of activity Cross domain replication for accessing Domino Doc replicas from different domains Server to server replication for distributing file cabinets and file cabinet content t
224. ommand To do this Explore Display all documents in the Attache Case in the right pane of the Explorer Open Display all documents in the Attache Case in a separate window Check In All Return all the documents to the library optionally replaced or versioned Unlocks the documents so other users can access them If there is a mismatch in versioning on any document you will be warned and will have the option to cancel the check in operation for it If the check in is successful for any document you will be given the option to remove all checked in documents from the Attache Case Refresh Refresh the display Retrieve Latest Put all the latest versions into the Attache Case If a document Versions is in Edit mode but no longer checked out to you you will be asked whether to retrieve it in Edit or View mode If it cannot be checked out to you you will be offered View mode only Remove All Remove all the documents from the Attache Case You must confirm the action Searching from Windows Explorer Anywhere you navigate in Domino Doc using the Windows Explorer a Search icon is available for you to access Search ts For example when you navigate to a library you see a Search icon there for searching the library when you navigate to a file cabinet you see a Search icon there for searching the cabinet Also for your convenience when you open the search box the default entry in the Search for box will be
225. on can be performed only in the master file cabinet replica The following additional actions are available from the drop down menu when you choose Actions from the menu bar Select this option To do this Copy to File Cabinet Create a copy of this document in another binder Note The new binder can be in the same file cabinet or in a different file cabinet Add to Favorites Add the document to your favorites list Delete Delete a selected binder Note This function can be performed only in the master file cabinet replica Create Forum Topic Add this document to a discussion forum or add a new topic to a document that is already part of a discussion forum Chapter 6 Working with Domino Doc from the Notes Client 91 Importing files in Notes If you are just getting started with Domino Doc you probably have many documents you d like to capture The File Import feature available through Notes allows you to import a group of documents at one time for example an entire directory Depending on the number of documents and their content the import can take several minutes so you will want to plan accordingly Procedure To capture documents this way perform the following steps 1 From the Domino Doc library open the file cabinet for the documents Note If necessary you can create a new binder for the document you are uploading 2 Click Import Files on the action bar The Domino Doc File Import Utility form dis
226. only the file cabinets that they can access or the documents and binders that they have checked out Users also see some differences depending on the functions enabled when the library or a file cabinet was set up Note If you used an earlier version of Domino Doc from your browser you will need to replace any Bookmarks Netscape or Favorites Internet Explorer to your libraries Create a new bookmark or favorite when you enter the library then use it and refresh the page Navigating Domino Doc from a browser When you access a Domino Doc library from a Web browser you ll find navigating Domino Doc easy because of the layout of the workspace and the direct access to your documents from lists and icons When you first access the library your workspace will display only the library hierarchy After you have worked with Domino Doc for a while it will appear as described here 124 Domino Doc 3 5 User s Guide What you see as you navigate depends on your role and access level with Administrators generally having a fuller view The Domino Doc logo displays in the upper left area of the workspace You can click on the logo to see the Domino Doc About box that contains the product version and copyright information When Domino Doc is process ing a request for you an animated wheel graphic appears next to the logo Across the top of the workspace is a menu bar It is populated with buttons that have pull down lists The contents of
227. ons BinderTOC ActiveX control When you check out a binder a lock appears beside it and its status changes to Read Only protecting it from editing by other users A working copy is created for you to edit the binder profile or security information Actions for the checked out binder are available only to you except for Check In an activity that can be done by the Administrator also You can select the same actions as listed above for an opened binder except that Check Out is not available To check the binder in click Binder Profile and choose Check In Checked out binder tabs BinderTOC ActiveX control When you access the binder profile on a checked out binder you see two tabbed folders Click this tab To do this Binder Profile View the binder title type and field attribute values Security Display the user lists for the binder Open binder actions Notes folders The following actions are available from the action bar on a binder that has been opened Click this button To do this Close Binder Close the binder Binder Profile Display the Binder Profile information Edit Open the selected document for editing if you have it checked out If it is not checked out it will be checked out transparently and opened for editing View Open the selected document for viewing Check Out Check out the selected document for editing or for changing Documents the document s profile or security information De
228. ons You can delete all versions of a document by performing the following steps 1 Do one of the following e Click in the left most column to select the document if you do not need to open it then click Delete Documents e Double click the version to open it then click Delete The Delete Confirmation dialog displays Check the option Delete all versions Click OK All versions and drafts of the document are deleted from the file cabinet Deleting the current draft You can delete the current draft of a document by performing the following steps 1 Doone of the following Open the draft then click Delete e Click on the document name if your binder Table of Contents design uses Notes folders then click Delete Documents Note Draft documents do not display if your binder Table of Contents design uses the BinderTOC ActiveX control Select the associated document version click your right mouse button and select Go to Latest then click Delete The Delete Confirmation dialog displays 2 Click OK The draft is deleted from the file cabinet and if there was a previous draft it becomes the current document Deleting draft review copies After a draft review cycle is completed and the edits and comments have been incorporated into the document the initiator can delete the review copies and all edits and comments associated with them if they are not needed for document history You must be the review originator to perfo
229. oose Actions Create Forum Topic If this is the first main topic for the document respond Yes to the message box asking if you want to create one 3 If your file cabinet uses Notes folders for the binder Table of Contents open the document and choose Actions Create Forum Topic 4 If topics already exist click the New Main Topic button from within the discussion forum or choose Actions Create Forum Topic 5 Enter a subject line and your comment in the space provided 6 Click Save and Close 7 Click Refresh to see your topic added to the list Opening a discussion thread and adding a response or new main topic If a forum has been started on a document you can respond to a topic already in the discussion thread or create a new main topic from any version or draft of a document Selecting Discussion Forum or Go to Forum opens the newest main topic that was created for this document From the forum you can view the entire discussion thread including all main topics and responses insofar as your user security level allows Note Responses cannot be nested to a depth greater than 32 To add a response or topic perform the following 1 Open a binder and select the document you want to discuss 2 If your file cabinet uses the BinderTOC ActiveX control for the binder Table of Contents right click the document you want to discuss and choose Discussion Forum Alternatively you can open the document profile and cho
230. operties and then specify the profile and security settings e Click OK Exporting as an update to an existing document To update the file attachment associated with an existing Domino Doc document 1 Check out the document whose file attachment you want to update 2 Do one of the following e Notes Open the document whose content you want to save Then choose File Export to display the Export dialog box 212 Domino Doc 3 5 User s Guide Sie a OS e Outlook Select the document whose content you want to save or open the document in the native e mail editor Then choose File Save to Domino Doc to display the Domino Doc Save As dialog box Open the appropriate library file room file cabinet and binder Select the document whose file attachment you want to update Optional Select a file format from the Save as type drop down box Do one of the following e Notes In the Export dialog box click Export e Oulook In the Domino Doc Save As dialog box click Save In the Check In dialog box do the following e Select a Check In option e If needed click Properties and then change the profile and security settings e If needed enter a comment e Click OK Chapter 10 Integrating Domino Doc with e mail 213 Chapter 11 Working with Lotus Workflow This chapter provides an overview of how Domino Doc and Lotus Workflow interact and provides instructions for initiating workflow processes and viewin
231. or all of the following words specify the words you want to search for and optionally check the Find exact word matches only box full text indexing must have been specified for the file cabinet e Choose the Search by form option if forms are available to select the appropriate form then enter the field information you want to search for separating multiple values with a comma Complete the Search By Date information e Specify whether to search for documents that were created or modified on after or before a specific date the date format is dependent on geographic location Chapter 6 Working with Domino Doc from the Notes Client 69 5 Optional Complete the Search Constraints to narrow your search e Specify what to search documents and binders the default documents or binders e Choose specific types of documents and or binders to search for otherwise all types will be searched e Specify the number of matches you want to view The default 0 will display all found results 6 Optional Save your search criteria for later use by doing the following e Click Save Query or Save Query As e Enter a search query name e Click OK 7 Click Start Search to initiate the search The search results display with links to the profiles of the found documents Performing a search on specific fields in a form Using field operators Field operators allow you to restrict your search to specific fields
232. orative documents should be reviewed commented on and edited by a team of people prior to general publication of the document Any current document draft can be submitted for review by any draft editor providing drafts are not disabled for the document type and a review cycle is set up When the last reviewer finishes the review the initia tor is notified and the document state is changed to Review Complete The initiator can change the reviewer list and cancel the review cycle at any time prior to review completion About the document approval cycle Many business documents require an approval before they can be released or finalized Policy documents for example may need several approvals prior to being generally distributed expense reports may need approval prior to the disbursement of funds In an approval cycle one or more editors must approve or reject a document before anything else happens to it If the document requires a review cycle the review must be complete before the approval cycle can begin Any current document draft can be submitted for approval by any draft editor providing drafts are not disabled for the document type and an approval cycle has been set up If any approver rejects the document for example more information may be needed or the document may need to be changed the approval cycle ends Chapter 5 Working with Documents 47 About archiving documents When a document has progressed throug
233. ore information Reinstall the Domino Doc Desktop Enabler If the problem persists you should reinstall Internet Explorer if you are using that as your browser The same problem could occur if an attempt to uninstall the Internet Explorer was not entirely successful If you ran uninstall because you are using a different browser locate the file SHDOCVW DLL it s probably in your Windows system directory and rename it Then reinstall the Domino Doc Desktop Enabler e The Domino Doc 3 5 Desktop Enabler works with the Domino Doc 3 1 or later server If you get the following message when you try to connect to your library notify your System Administrator HTTP error communicating with server Chapter 12 Troubleshooting 221 can t access the Domino Doc library using Notes protocol These issues apply to users of the Domino Doc Desktop Enabler Windows Explorer interface and integrated applications The Domino Doc 3 5 Desktop Enabler does not work with some prior versions of the Notes client Please refer to the Domino Doc 3 5 Release Notes for a listing of the supported Notes client versions The Domino Doc 3 5 Desktop Enabler works with the Domino Doc 3 1 or later server If you get the following message notify your System Adminis trator Domino Doc Server was not able to perform the request Verify that you have appropriate access to perform this operation can t continue working in my browser after cli
234. ose Actions Create Forum Topic 3 If your file cabinet uses Notes folders for the binder Table of Contents open the document profile and click on the Go to Forum link at the lower left Alternatively you can open the document profile and choose Actions Create Forum Topic Chapter 6 Working with Domino Doc from the Notes Client 121 4 To add anew topic click the New Main Topic button To add a response select a main topic or a response and then click the New Response button 6 Enter a subject line and your comment in the space provided 7 Click Save and Close 8 Click Refresh to see your topic or response added to the list 122 Domino Doc 3 5 User s Guide Chapter 7 Working with Domino Doc from a Browser This chapter describes how the user navigates the Domino Doc library from the Web using the browser interface to find and manage the contents of the file cabinets About working with Domino Doc from a browser Navigating Domino Doc from a browser Domino Doc icons for the browser Searching from a browser Managing favorites from a browser Working with a binder from a browser Creating a binder Checking out a binder from the master file cabinet Checking out a binder from a non master file cabinet Changing a binder profile Changing binder security Checking in a binder Deleting a binder Working with a document from a browser Adding an existing document to Domino Doc from a browser Opening a d
235. ot be recalculated automatically when the document is copied You must check out the document and make any required profile field changes before copying it Bookmarking a document from all Domino Doc interfaces e A bookmark is a pointer or link to an existing document e You can place a bookmark for an existing document in as many binders as you d like within the same file cabinet e When you click on a bookmark you open the original document providing it has not been deleted or the document access has not been changed e A periodic background agent Refresh Bookmarks ensures that if the original document changes the bookmark will get updated About discussing documents in the Forum The Forum feature allows users to create discussion topics and responses for Domino Doc documents Available from both the Notes and Web clients the thread of topics and responses is related to and accessible from any version or draft of a Domino Doc document As long as at least one version of the document exists the entire discussion thread is maintained Basic features e Forums are based on the standard Notes main topic response response to response hierarchy e Forums can be created and read by document Managers Authors and Readers e All aspects of the feature are available from both Notes and Web clients e The discussion thread all topics and responses is available from any version or draft of a document e The Forum i
236. otocol https myHTTPServer librarynameLIB nsf to connect securely Chapter 2 Getting Started 21 Removing temporary files When you view Domino Doc files using the Explorer a browser or the Notes client Domino Doc creates read only copies of the files and stores them in a temporary file area on the local file system You can clean up your local file system by deleting these read only files periodically Note You do not need to remove the temporary files that Domino Doc creates when you are working with Domino Doc integrated applications Domino Doc automatically removes these temporary files when you close the documents Procedure To remove temporary files from the local file system 1 Open the Domino Doc Desktop Administrator The Administrator displays the current Domino Doc settings 2 From the Settings menu choose Clean Up Temp Space Domino Doc displays a message box to request confirmation 3 To delete the files click OK Changing the Domino Doc temporary directory locations Domino Doc stores the file you access during a work session in a temporary directory installed as a subdirectory of Domino Doc If you d like to change the location of this temporary directory for HTTP access you can do so by editing a Domino Doc registry entry If you d like to change the location of this temporary directory for Notes access you can do so by editing a NOTES INI entry Procedure for HTTP To change the location of the
237. ou ll have to wait until you receive the lock to check it back in If the document is currently checked out to someone else if it has been moved to a different binder or has been deleted from the master file cabinet your request will be rejected If someone else made changes to the document before you received the lock you ll have to resolve the conflicts For more information see Handling a document check out rejection and Resolving a document check out conflict later in this chapter Handling a document check out rejection If you send a check out request to the master file replica and the document you requested is already checked out to someone else but didn t show as being locked because of replication timing your request is rejected The Checkout Rejection Notice illustrated below displays Chapter 6 Working with Domino Doc from the Notes Client 99 rs Close Ff Retry Checkout x Cancel Checkout Working Copy S Help Checkout Rejection Notice The document you requested cannot be checked out because of the following reason The document is already checked out You can use the Retry Checkout button to issue another check out request Or you can use the Cancel Checkout button to cancel your check out and discard your changes Title Employee A Created By Molly Brown Domino Doc on 05 1 2 98 08 59 06 AM Checked Out By Molly Brown Dormino Doc Version 1 0 Document Type Review and Approval Sample
238. pecific date the date format is dependent on geographic location 7 Optional Specify the number of matches you want to view The default 0 will display all found results 8 Optional Save your search criteria for later use by doing the following e Click Save e Enter a search query name e Click OK 9 Click Start Search to initiate the search The search results display with links to the profiles of the found documents Reusing a saved search query To reuse a search query you ve previously saved perform the following steps 1 From My Documents click Saved Searches 2 Select the query you want to use The query information appears in the search form 3 Do one of the following e Choose Start Search to perform a search based on the query information e Modify the search criteria and choose Save to replace the old query with the new Deleting a saved search query To delete a search query perform the following steps 1 From My Documents click Saved Searches Your list of saved queries displays 128 Domino Doc 3 5 User s Guide 2 Select the query you want to delete and click OK The query information appears in the search form 3 Click Delete Managing favorites from a browser Favorites lists provide a way to get quick access to items that you frequently use From the browser you can add binders or documents to the list or remove them e To add a binder to your favorites list open the binder you
239. performing a Save or Save As operation 31 When creating a binder you select a binder type You also enter informa tion to complete the binder profile and optionally adjust the binder security settings You can also categorize binders into logical groups and sub groups By specifying a category for each binder you create you make it easier to find About binder types Every binder has an assigned Binder Type that associates a set of attributes with that binder Domino Doc as installed includes several basic binder types Administra tors can create additional new types to meet users needs When Adminis trators or File Cabinet Creators create a file cabinet they specify the binder types that can be assigned to binders created in that file cabinet Because every binder stored in a Domino Doc file cabinet must have an associated type the file cabinet creator also specifies a Default binder type that will automatically be assigned to any new binders that are created without a binder type specified Extended field attributes can be specified for the binder type to further define the binder and organize documents For example a binder type called Account might have the extended attributes Sales Manager and Sales Rep Depending on your access rights in addition to adding or removing documents in a binder you can change these extended field attribute values in the profile You can create new binders at any time to hold
240. plays 3 Enter the following file location information File Source Specify whether to import the files from a list of file names or from a text file containing a list of names The contents of the text file must be one file name per line with the name being the full path name Directory If you are importing files from a directory enter the path and name of the directory File specification Enter the names of the files you want to import Entering will import every file in the directory extension will import all files of that type in the directory For example use lwp to import all Lotus Word Pro files If you are using a list of file names you must provide the fully qualified path 4 Enter the following Characteristics of Imported Documents Description Text that describes the documents you are importing After you finish importing you can see the description when you view each document s profile Document type The document type defaults Select a different document type if necessary If you want to change the field attribute values for this document type click the Edit Document Profile button 92 Domino Doc 3 5 User s Guide Destination binder The binder defaults from the file cabinet If you want to change the binder for these documents click the Select Binder button and select a different binder Note To avoid replication conflicts the binder activity log is not updated immediately when you import files on
241. plication At this point you will be able to successfully open your presentation PowerPoint application issues The following issues have been identified when working with Domino Doc in PowerPoint e A temporary file gets created for each new presentation For details see A temporary file gets created for each new presentation later in this chapter e Closing a presentation opened from PowerPoint does not start check in For details see Closing a presentation opened from PowerPoint does not start check in later in this chapter A temporary file gets created for each new presentation When you create a new presentation a temporary file DDM ppt is also created in the DominoDoc temp directory When the presentation is saved and checked in the temporary file does not get deleted You may want to periodically delete these temporary files to free up disk space on your system Closing a presentation opened from PowerPoint does not start check in If you have trouble launching PowerPoint or checking in presentations you may have an early version of PowerPoint Either upgrade to PowerPoint 2000 or change the default value of PowerPoint Open from N to Y Chang ing this default in the registry entry will allow you to save the document from PowerPoint directly into Domino Doc Chapter 12 Troubleshooting 231 Procedure To change the appropriate registry entry perform the following steps 1 2 3 5 6 7
242. pplication via the Notes protocol e Choosing Edit Document from within Notes If this occurs you ll have to exit Notes if it is running then access the Task Manager and shut down the integrated application then restart the applica tion you were working in and retry your action can t eliminate JavaScript errors when using Internet Explorer If you are seeing frequent JavaScript error messages when using Internet Explorer verify your cache settings 1 Access View Internet Options or Tools Internet Options 2 On the General tab click the Settings button in the Temporary Internet files section 3 Set the Check for newer versions of stored pages option to Every visit to the page 4 Click OK and OK 5 Refresh the browser F5 or Refresh button can t eliminate JavaScript errors when using Netscape Communicator If you are seeing frequent JavaScript error messages when using Netscape Communicator verify your cache settings If you are using Netscape 4 x 1 Select Edit Preferences 2 Expand the Advanced category then select Cache 3 For Document in cache is compared to document on network select Never 4 Click OK Refresh the browser F5 or Reload button Chapter 12 Troubleshooting 223 can t see any file cabinets binders and documents You will see only the file cabinets binders and documents that you have access to Check with the Administrator or File Ca
243. pplications that you specify using the Domino Doc Desktop Administrator This chapter describes the procedures you use to set up your interface with Domino Doc Installing the Domino Doc client Setting up the Desktop Enabler Using the Desktop Administrator e Changing the log file settings e Specifying applications to use with Domino Doc e Specifying document property settings e Setting up Internet connections e Specifying proxy server connection settings e Specifying secure connections e Removing temporary files Changing the Domino Doc temporary directory locations Setting up for using the Windows Explorer interface Setting up for using a Web browser Installing the Domino Doc client Domino Doc libraries can be accessed from a desktop client using any of these interfaces Lotus Notes Web browser Internet Explorer or Netscape Communicator Domino Doc integrated applications Windows Explorer Domino Doc Neighborhood 15 Note While users can manage binders and documents from the various client interfaces all other administrative functions must be performed from the Notes client This section describes how to install software and set up your PC to access Domino Doc from these interfaces For information on system requirements including supported browsers and Notes clients see readme txt Setting up the Desktop Enabler The Domino Doc Desktop Enabler lets you access the Domino Doc Neigh borhood via Windows
244. procedure browser 150 procedure Notes client 111 Servers connecting to secure Internet sites 21 Domino Web server address syntax with Desktop Administrator 163 hierarchical Notes server address syntax with Desktop Administrator 163 Setting document security browser 145 integrated application 178 overview 43 Windows Explorer 200 Setting up your client browser 25 changing temporary directory locations 22 installation 15 16 integrated application 18 20 Internet connections 20 Notes 62 options 15 removing temporary files 22 Windows Explorer 23 Sharing documents Discussion Forum 56 157 Sametime integration with Domino Doc 57 119 157 Shortcut Desktop Administrator 17 Shortcut keys 14 integrated applications 167 Windows Explorer 191 Simple search procedure browser 127 Specifying workflow processes Domino Doc events and document types 216 new Lotus Workflow jobs for documents 216 Submitting documents for approval procedure browser 155 procedure Notes client 114 Submitting documents for review browser 148 procedure Notes client 110 T Table of Contents designs for binders 34 Templates file cabinets 28 Temporary directory locations for HTTP and Notes access 22 Temporary files removing 22 Tracking documents browser 135 integrated application 185 Notes client 75 overview 44 Tracking problems Domino Doc log 219 Troubleshooting access problems 220 document
245. proval returns the document to the previous state and preserves existing approval comments To cancel an approval cycle simply open the approval copy and click Cancel Approval Approving and rejecting a document If you are a document approver the document will appear in your Life Cycle pane when working with Domino Doc from a browser You can approve or reject the document Reading the content is optional Chapter 7 Working with Domino Doc from a Browser 155 Procedure To approve or reject a document in an approval cycle perform the follow ing steps 1 Select the document you want to approve from the Life Cycle list 2 Optional Click Document View if you d like to read the document content 3 Do one of the following e Click Document Approve If others need to approve the document it remains in the Approval state and is routed to the next approver If you are the final approver the document state is changed to Approved and is either returned to the approval initiator checked in as a new version or checked in to replace the current version depending on how the approval cycle was set up e Click Document Reject The approval cycle ends and the document state is changed to Rejected Note If the document is rejected it cannot be immediately resubmitted for approval because Domino Doc assumes that the document needs further revision To resubmit the document for approval when no further changes are required f
246. provisional lock on the binder and a working copy for editing When your check out request arrives at the master file cabinet one of three things will happen e If the binder is not currently checked out and it has not been modified by someone else since you obtained the provisional lock the binder is checked out to you locked and you can continue to make changes or you can check it back in e If the binder is currently checked out to someone else or if it has been deleted your check out request is rejected You can cancel the request and discard your changes or you can retry the request maintaining your changes and keeping the binder provisionally locked Chapter 4 Working with Binders 37 e If the binder is not currently checked out but has been modified since you requested the lock it is checked out to you but you must resolve any differences between your working copy and the master before you can check it back in You can choose to discard your changes and check the binder back in or you can selectively merge your changes into the master binder before checking it in Handling binder check out rejections When you send a check out request to the master file cabinet your request may be rejected For example if the binder you requested is already checked out to someone else or if the binder has been deleted from the master file cabinet your request is rejected If your request is rejected the Rejection Conflicts vie
247. r later in this chapter Click Save Choose an option from the Check in options displayed Note For more information see About checking in a document in Chapter 5 Working with Documents 12 Optional Enter a comment 13 Click Save again to check in the document Opening a document for viewing from a browser There are different ways to locate a document for read only viewing in the browser If you don t know where the document is stored you can use Search Advanced Search or a Saved Search and view it from the search results If you have recently edited it you can open it from the Recently Edited list If you have added it to your favorites you can open it from the Favorites list If it is in a review or approval process you can view it from the Life Cycle list If it is checked out you can open it from the Checked Out Items list If the document does not appear in any of the ready lists you can use the Site Map to open the file room the file cabinet and then the binder that contains the document you want to open Note A document created on the Web without a file attachment will display Notes document as Content although it may have been created from any other application To open a document for editing see the following sections on checking out documents Checking out a document from the master file cabinet from a browser Checking out a document from a non master file cabinet
248. r s Guide Domino Doc library cannot be accessed For details see Domino Doc library cannot be accessed later in this chapter File Open error requires document check in For details see File Open error requires document check in later in this chapter Opening a document from a browser fails and causes security warning For details see Opening a document from a browser fails and causes security warning later in this chapter Saving a document after initial save may fail For details see Saving a document again after initial save may fail later in this chapter A document cannot be opened multiple times Domino Doc does not allow you to open a document that is already open that is if you have a document open you cannot open it a second time If you try you will get a message informing you that the document is already open Domino Doc library cannot be accessed If you cannot connect to the Domino Doc library through your ODMA supported application have your System Administrator check the following Domino Doc Server Software version The Domino Doc 3 5 Client works only with the Domino Doc 3 1 Server You may be trying to access an older version of the server software via Notes if you receive the following message Domino Doc Server was not able to perform request Verify that you have appropriate access to perform this operation or if you receive the following message when trying to
249. r s Guide Procedure To check out a binder when you are not working in the master file cabinet perform the following steps 1 Open the Domino Doc library 2 Open the file cabinet that contains the binder or binders you want to change 3 Select the binder or binders you want to change What happens next depends on how the file cabinet replica was configured One of the following will occur e The binder opens for viewing only because it cannot be checked out for editing from this replica e A check out request is sent to the master file cabinet and you receive a provisional lock on the binder and a working copy for editing but you won t be able to check the binder back in until the check out request is processed Continue with step 6 e The binder is immediately checked out of the master file cabinet and you receive a lock and a working copy for editing Continue with step 6 e The Check Out Options dialog box illustrated below displays A cea Lotus Notes This file cabinet replica is notthe master replica Please choose one of the following checkout options Send a checkout requestto the master file cabinet replica Connectto the master replica server and do the check out there E mail me when the request is processed Yes Help This option issues a checkout request to the master file cabinet replica to be satisfied through replication This may take some time Until the checkout request is
250. r a comment or a description of your changes 12 Click Save to check in the binder Checking in a binder You can check in a binder from either a master or a non master library After checking in a binder from a non master file cabinet the binder cannot be checked out again until the check in has replicated to the master file cabinet Note If you make changes to a binder remember to save the changes before you check in the binder 134 Domino Doc 3 5 User s Guide Procedure To check in a binder perform the following steps 1 Open the binder profile Click on the binder name in Checked Out Items or use the Site Map to navigate to the file cabinet containing it and open it from the binder list The working copy opens and the Binder Profile displays 2 Choose Binder Check In to check the binder back in Deleting a binder If you have manager access you can delete a binder that does not contain any documents You can delete a binder from any file cabinet replica but in order to prevent replication conflicts you must first check out a binder before you delete it from a non master replica You do not need to check out a binder to delete it from the master replica Note If you are working in a non master file cabinet the binder can be deleted only from the file cabinet from which you requested the check out The binder will be deleted from all replicas of this file cabinet when replication occurs Procedure To delete a bin
251. r information on how to perform these activities 8 Domino Doc 3 5 User s Guide File Cabinet Creators If you are a File Cabinet Creator you can do the following e Create file cabinets e Connect file cabinets e Manage security for file cabinets that identify you as Manager e Add new subforms to the file cabinet template e Create binder and document types in the library Refer to the Domino Doc Administrator s Guide for information on how to perform these activities File Cabinet Manager If you are a File Cabinet Manager you have Administrator privileges in the file cabinet to do the following e Create documents and binders in the file cabinet e Check in documents and binders that are checked out by other users e View and edit all documents and binders in the file cabinet e Change security settings for all documents in the file cabinet Editors If you are an Editor you can do the following e Create and modify documents e Create and modify binders Draft Editors If you are a Draft Editor you can do the following e Modify drafts of documents e Create and modify documents e Create and modify binders Readers If you are a Reader you can do the following e Search for documents e View documents e See document versions but not drafts Chapter 1 Introducing Domino Doc 9 About Domino Doc and integrated applications When using an integrated application you can access Domino Doc directly from your des
252. r password enter that information and then click OK 4 Open the file room file cabinet and binder where you want to save the document 5 Enter a name in the File name box Note The file name cannot include any of the following characters tae le aa 6 Optional Select a different file format from the Save as type list 7 Click Save The Domino Doc Check In dialog box displays 8 Specify the document profile data 9 Set the document security 10 In the Domino Doc Check In dialog box do the following e Make sure Check In is set to Yes e Select a check in option e Optional Enter a comment or description of your changes 11 Click OK Creating a binder when adding documents to Domino Doc When working in an integrated application you can create a new binder in a file cabinet when you create and save a new document The new binder will be added to all replicas of the file cabinet when replication occurs When creating a binder you may be prompted by Domino Doc to change the name of the binder if it finds another binder with the same name You can accept the duplicate name or make a name change If the file cabinet profile specifies Notes folders for the binder Table of Contents and if you are not an Administrator the Table of Contents for the binder may not get created immediately If you need to change the binder profile or security information later you ll have to check the binder out for
253. raphics Release 9 you need to change this registry key HKEY_CURRENT_USER Software Lotus Freelance 98 x Freelance Graphics Disable ODMA Change it to 0 zero Note Upgrading to Millennium 9 5 also resolves this problem Opening a presentation from or saving it to the file system fails When you attempt to open an existing Freelance Graphics Release 9 presen tation from the file system the Freelance Graphics Open dialog box does not appear Similarly when you create a new presentation in Freelance Graphics Release 9 and try to save it to the file system the Freelance Graphics Save dialog box does not appear and your presentation cannot be saved to the file system 230 Domino Doc 3 5 User s Guide You need to change the Application Preferences setting in the Domino Doc Desktop Administrator Note Upgrading to Millennium 9 5 also resolves this problem Opening or reopening a presentation in the current session fails When you try to open a presentation that you ve already opened or tried to open during the current session you may get a message stating that the file already exists and asking if you want to overwrite it or you may get a warning that the file does not exist Both situations occur because Freelance Graphics Release 9 5 maintains information about the document and bypasses certain ODMA calls from Domino Doc In order to be able to open your document exit Freelance Graphics Release 9 5 and restart the ap
254. rary hierarchy the Library a File Cabinet a Binder or a Document General e Not all action buttons and list items are always displayed e The Escape key returns you to the previous view e You use the menu bar or icons in the action bar to select actions for the current object e While items and actions are usually selected by left clicking you right click to access options in a binder if the current file cabinet uses Notes folders for the Table of Contents 60 Domino Doc 3 5 User s Guide Note If you are working with a low resolution display such as 800x600 you may be unable to see the action icons at the far righthand side of the bar Choose Actions from the menu bar for access to all actions Navigation pane A navigation pane displays along the left side of the Domino Doc library and file cabinet workspace The pane contains two sections e Action These buttons allow you to select allowable activities and to access Domino Doc Help e View These buttons allow you select views related to the current activity Library always takes you back to the entry point Workspace Icons and Tabs Icons representing the elements of the Domino Doc hierarchy display at the top of your workspace to show you where you are in the hierarchy of your library You can navigate by clicking on the appropriate icon as long as you are not in the process of creating editing or saving any information Click ing on the Library icon al
255. rator only Search file cabinets using either a simple search based on specified words or an advanced search based on specified words plus creation or modification date an advanced search can include binders documents or both Note You can search on as many file cabinets as you are allowed to access Access the Domino Doc Help topics Display a list of existing file rooms and the file cabinets they contain Display a list of the binders and documents that you have checked out for editing or if you are an Administrator display a list of all binders and documents that are checked out Display a list of your favorite binders and documents or if you are an Administrator display a list of all favorites categorized by user Display the list of documents you can access categorized by life cycle status or if you are an Administrator display a list of all documents by life cycle status Display a list of your five most recently edited documents or all recently edited if you are an Administrator Access the Administration tasks described under Library administration actions and views below Library Administration The following set of options is accessed by clicking the Library Administra tion button from Actions in the library navigation pane All administrative tasks must be performed from the Notes client Refer to the Domino Doc Administrator s Guide for more information Users who are not Domino Doc Administrato
256. re the database associated with new binders that you create A document that is added to the new binder will be stored in the current database a document added to a previously existing binder will be stored in the original database What you can do and what you will see on the views depends on your role and access level only Administrators can perform all actions and see every thing in the views File cabinet actions and views Click this button To do this New Document Display the New Document form for creating a new document New Binder Display the New Binder form for creating a new binder Check Out Binders Check out one or more selected binders Add to Favorites Add a selected binder to your favorites list for easy access Delete Delete a binder or multiple binders if you are in a binder storage database delete a document or multiple documents if you are in a document storage database Search Display the search dialog box for performing a simple search based on a list of words and specified constraints and sorting criteria or an advanced search dialog for performing a search based on specific words and dates and on specified constraints and sorting criteria Note The search is limited to this file cabinet including the binder storage database and all associated document storage databases continued Chapter 6 Working with Domino Doc from the Notes Client 65 Click this button To do this Getti
257. re are no drafts or the current draft Procedure To move a document to a different binder perform the following steps 1 Open the file cabinet and binder that contains the document you want to move Access the document profile Click Move to Binder The Select Binder dialog box displays Choose the binder you want to move the document into Click OK SE Ie GN Copying a document to a different binder You can create a copy of a document in another binder in the same file cabinet or in a different file cabinet The destination file cabinet must allow the type of document being copied and you must have user access to it In order to copy the document you must have Editor access to all versions of the document Also you must have Editor access to the current binder as well as to the one you want to copy the document to 106 Domino Doc 3 5 User s Guide If the binder you want to copy is checked out the new copy will not be checked out If the document is in a review or approval cycle the new copy will not be in the review or approval cycle and review copies and comments will not be copied The document security for the new copy will be based on the security of the new binder or file cabinet If the document type subform contains fields with computed values that are dependent on the file cabinet and or binder that the original document is in these will not be recalculated automatically when the document is copied
258. re will be a delay between the creation of the binder and the creation of the folder If you access the binder Table of Contents during this delay you will get an error message that the Table of Contents has not yet been created About binder security Every binder has a user group that defines who can access it and what tasks users can perform The binder user group defines the following users Readers can view the binder they cannot change binder properties or add documents to the binder or remove them from the binder Editors can view and edit binder properties and profile information they can add documents to the binder Managers can modify the binder s security delete the binder move documents to a different binder and edit all documents in the binder The creator of a binder is its manager Binder security defaults from the file cabinet level All File Cabinet Readers and Editors are automatically given access to the binders contained in the file cabinet Any user can view a binder s security settings from any of the Domino Doc user interfaces You can set binder security when creating a new binder or let it default to the file cabinet user list The binder user group is limited to the file cabinet user group but the binder Manager creator can change the access limiting access by removing users from the binder list or reducing certain users level of access to the binder You can change binder security
259. rently checked out to someone else or has been deleted from the master file cabinet your request will be rejected If someone else made changes to the binder before you received the lock you ll have to resolve the conflicts Changing a binder profile When you create a new binder in Domino Doc you ll provide a Binder Title and you ll choose a Binder Type from a pre defined list If the Binder Type has a set of fields attributes you can enter field values to further organize your documents Depending on your access rights you can change this profile information later if you need to Your changes will be applied to all replicas of this file cabinet when replica tion occurs When creating a binder you may be prompted by Domino Doc to change the name of the binder if it finds another binder with the same name You can accept the duplicate name or make a name change Note If you are working in a non master file cabinet you must access the binder for editing from the same server where you requested the check out 82 Domino Doc 3 5 User s Guide Procedure To change profile information for your binder perform the following steps 1 Check out the binder you want to change Open the working copy Click Binder Profile Click Edit Profile Change the necessary information SOL Res Click Check In to save your changes and check the binder back into the Domino Doc library N Specify whether to save or discard changes
260. reviously accessed library from the drop down box e Enter the name you want to assign to the library icon You do not need to enter the exact name of the library e Click OK After you connect to a library the Open dialog box displays the library icon with the display name you specified 3 To navigate to the top level of the Domino Doc Neighborhood where you can see the current library connections click the Domino Doc icon in the location bar Chapter 8 Working with Domino Doc from an Integrated Application 165 4 To create an additional library connection do the following e Click the Domino Doc icon in the location bar and then click the Create New Folder icon in the toolbar e When the Library Connect dialog box displays specify the library address and name and then click OK 5 Ifprompted enter your user name and password and then click OK Tip To avoid being prompted for your Notes password do the following from your Notes workspace choose File Tools User ID and check the Basics option Don t prompt for a password from other Notes based programs For more information on how to explore the Domino Doc Neighborhood see Navigating Domino Doc from an integrated application in this chapter For information on setting up automatic library connections by modifying the client registry see the Domino Doc Administrator s Guide Setting a default library The Favorites Checked Out and History b
261. right pane of Windows Explorer or in the Domino Doc Neighborhood window and then choosing File Set as Default Library If you don t specify a default library the first library you connect to becomes the default For information on setting the default library by modifying the client regis try see the Domino Doc Administrator s Guide Editing a library connection After connecting to a library you can edit the connection properties to change the URL and the library display name 1 Right click the icon of the library connection you want to edit then choose Properties from the context menu 2 Optional Edit the library address 3 Optional Edit the library display name 4 Click OK Note If you are using Domino Doc on Windows NT 2000 or XP you can edit only those library connections that you created Disconnecting the library To disconnect a library right click its library icon and choose Disconnect Library The URL will be retained in the pull down list in the Library Connect dialog box so that you can use it later to re connect that library Note If you are using Domino Doc on Windows NT 2000 or XP you can delete only those library connections that you created For more information on using this interface see About working with the Windows Explorer interface in Chapter 9 Working with Domino Doc from Windows Explorer Setting up for using a Web browser For information on supported browsers s
262. rm this procedure Chapter 6 Working with Domino Doc from the Notes Client 109 To delete the review copies of a document perform the following steps 1 Double click the review draft 2 Click Delete Review Documents 3 At the prompt Are you sure you want to delete all review comments and review copies associated with this draft click Yes Submitting a document for review A draft document can be routed for review providing that the review option is not disabled on the document type form If the document you want reviewed is currently a version you ll have to check it out and check it back in as a draft Document reviewers are notified by e mail that they are to review the docu ment Depending on how the review cycle was set up the reviewers will be able to add comments edit the content or both The notification contains a link to the document that the reviewer can access by simply clicking on it You can add or remove reviewers after setting up the review cycle or cancel the review You can also consolidate the review comments The review can be performed by the reviewers from any Domino Doc inter face including Notes Procedure To initiate a review cycle perform the following steps 1 Open the file cabinet and binder that contains the document you want reviewed 2 Open the document profile and click Submit for Review Note If you are working in a non master file cabinet you first have to check out the c
263. rm for creating a new document Edit Profile Access the binder profile form for changing profile and security information Note Binder profile information can only be changed on the server from which check out occurred Check In Check the binder in release the lock and make it available to other editors Add to Favorites Add the binder to your favorites list for easy access Refresh Redisplay the view after you have made changes Activity Log Display a report of the binder processing activity Chapter 6 Working with Domino Doc from the Notes Client 77 The following additional actions are available from the drop down menu when you choose Actions from the menu bar when viewing a checked out binder Select this option To do this Table of Contents Copy Binder Display the Binder Table of Contents Create a copy of this binder and all its documents in a file cabinet to which you have access Binder Table of Contents actions Notes folders If you have checked out a binder you can open the working copy and access its Table of Contents view by choosing Actions Table of Contents This view provides additional information about the binder The following actions are available from the action bar on a binder Table of Contents view Click this To do this Close Binder Close the binder Binder Profile Access the binder profile form for changing profile and security information Note Binder pr
264. rmation is automatically added to the list of document properties e Library name e Document revision number e Cabinet name e Binder name e Document ID For information on how to view and edit the Domino Doc information see Working with Domino Doc properties in Office documents in Chapter 8 Working with Domino Doc from an Integrated Application Procedure To prevent Domino Doc information from being included with other Office document properties 1 Open the Domino Doc Desktop Administrator The Administrator displays the current Domino Doc settings 2 From the Settings menu choose Preferences The Preferences dialog box appears Click the Office Fields tab in the dialog box Change the appropriate setting For example if you do not want the Domino Doc information above to be included with document properties when you use Word deselect Add Domino Doc information to Microsoft Word documents 5 Click OK Setting up Internet connections If you are using Internet Explorer Domino Doc uses your current Internet Explorer settings Any connection settings that you change in Domino Doc are automatically made to your Internet Explorer settings as well and any settings you change in Internet Explorer are automatically made to the Domino Doc Desktop Enabler settings Domino Doc supports HTTP HTTPS and Notes protocols 20 Domino Doc 3 5 User s Guide To set up Internet connections you can Spec
265. rom the menu e If your binder Table of Contents uses Notes folders click the Forward button on the toolbar Chapter 6 Working with Domino Doc from the Notes Client 105 4 Inthe memo form that opens use the header fields To cc bcc to enter the complete e mail address of the person or persons you want to forward the document or documents to Click on the To field to select from a list of file cabinet participants 5 Change the subject of the memo if you don t want to use Domino Doc followed by the document name or names 6 Optional Enter additional comments 7 Click Send Contents to forward the document contents including view files or click Send URLs to forward links to the document or documents For information on other ways to integrate Domino Doc information with e mail see Chapter 10 Integrating Domino Doc with E mail Moving a document to a different binder You can move a document to a different binder if you have at least Manager access to the document and it is not checked out by another user Also you must have Editor access to the current binder and the one you want to move the document to The document security will be updated to that of the new binder In order to avoid replication conflicts you can move a document to a different binder in the master file cabinet only Note You can move only the most recent document or its working copy It must be the current version if the
266. rowser or Notes 226 Domino Doc 3 5 User s Guide Known ODMA application issues ODMA supported applications support standard specifications for how a desktop application works with a document management system like Domino Doc Because the ODMA support is implemented slightly differ ently from application to application the results are not always as expected In testing Domino Doc we discovered some issues with the following applications e Freelance Graphics 97 e Freelance Graphics Millennium Edition Release 9 5 e PowerPoint Office 97 e Word e Word Pro 97 e Word Pro Millennium Edition Release 9 Freelance Graphics 97 application issues The following issues have been identified when working with Domino Doc in Freelance Graphics 97 e Closing after saving a presentation does not initiate check in e Closing a presentation opened from a browser or Notes does not initiate check in e Opening from or saving a presentation to the file system fails e Opening or reopening a presentation fails e Opening a presentation from a browser or Notes causes an error e Trying to connect to Domino Doc via Notes protocol fails from Freelance Graphics Closing after saving a presentation does not initiate check in When you save a new presentation to Domino Doc and close it the Domino Doc Check In dialog box does not appear Since your presentation does not get checked in it appears in the Domino Doc library list of checked out do
267. rs can use only the view options in this navigator While all buttons will appear for all users if you choose an action you cannot perform a message will notify you that you cannot perform that action 62 Domino Doc 3 5 User s Guide Library Administration Actions and Views Click this button To do this Create Binder Type Create Document Type Create Launch Associations Download Client Software System Profile Delete File Cabinets Document Types Binder Types Launch Associations Library Log Replication Access the form for specifying a new binder type A subform must have been added to the File Cabinet Template for this type Access the form for specifying a new document type A subform must have been added to the File Cabinet Template for this type Access the form for associating file formats extensions and IDs with ODMA applications you will be using with Domino Doc This is an Administrator function Download the Domino Doc Desktop Enabler software to enable launching ODMA enabled applications and the Windows Explorer interface Domino Doc Neighborhood Access the form for setting and changing the system wide attributes for Domino Doc and for restricting access to the Public Name and Address Book This is an Administrator function Note This function can be performed in the master library replica only Delete the selected Binder Types Document Types Groups or Launch Associatio
268. s You can delete document drafts versions or review copies The options presented when you initiate a delete request depend on the document version and document life cycle stage For more information see About deleting documents in Chapter 5 Working with Documents To delete a document open the file cabinet and binder where the document resides and perform one of the following procedures Deleting all drafts of the current version You can delete all drafts of a document that are based on the current version by performing the following steps 1 Do one of the following e Click on the document name if you do not need to open it then click Delete Documents e Double click the current draft to open it then click Delete The Delete Confirmation dialog displays Check the option Delete all drafts associated with this version Click OK All drafts associated with the current version of the document are deleted Deleting the current version You can delete the current version of a document by performing the follow ing steps 1 Doone of the following e Click on the document name if you do not need to open it then click Delete Documents e Double click the version to open it then click Delete The Delete Confirmation dialog displays 108 Domino Doc 3 5 User s Guide 2 Click OK The current version of the document and all associated drafts are deleted from the file cabinet Deleting all versi
269. s you must first check out a binder before you delete it from a non master replica You do not need to check out binders to delete them from the master replica Note If you are working in a non master file cabinet the binder can be deleted only from the file cabinet from which you requested the check out The binder will be deleted from all replicas of this file cabinet when replication occurs Procedure To delete a binder perform the following steps 1 From the Domino Doc library open the file cabinet that contains the binder you want to delete 2 Select the binder or binders you want to delete Click Delete Chapter 6 Working with Domino Doc from the Notes Client 85 4 When asked if you are sure that you want to delete the binder permanently from the file cabinet Click OK If the binder contains any documents you will receive a message informing you that the binder cannot be deleted unless it is empty Working with a document from Notes When working with Domino Doc in Notes you can work with a document directly or through its profile obtaining access to it from the table of contents of the binder The view of the table of contents and the way you perform actions on them is determined by the binder Table of Contents option specified for the file cabinet Follow the instructions according to the binder type in use in the current file cabinet e Document actions BinderTOC ActiveX control e Document actions Not
270. s accessed from a link in a document profile that displays the current discussion documents 56 Domino Doc 3 5 User s Guide Administration and Security e New main topic documents that are created from within the discussion thread inherit security settings from the latest version or draft of a document that the author can see e New main topic documents that are created directly from a version or draft inherit that document s security settings e Response documents always inherit security from the parent document e A document manager can delete all or delete selected discussion documents e Deleting all versions of a document forces deletion of all related discussion documents but as long as at least one version of a document remains all discussion documents will remain Other principles e Discussion documents are stored in the same database as the Domino Doc document They are moved accordingly if the document or its binder is moved e Discussion documents are non editable e The unique Document Number common to all versions and drafts is included on every main topic and response For reference when each main topic or response is created the title and version number of the latest document version is stored and displayed e Discussion documents do not support file attachments About using Sametime integration for document collaboration If you have a Sametime server installed on the same domain as Domino Doc and
271. s in these sections e About the Domino Doc log e Why can t I e General issues e Known ODMA application issues About the Domino Doc log As you work with Domino Doc in the Desktop Enabler a log reports processing errors that can help you troubleshoot problems The log domdoc log is a text file that gets created in your Domino Doc directory It provides the activity date and time a numeric Error Code a message or description of the error and the affected module If you encounter processing problems with Domino Doc review this log prior to calling Customer Support and be prepared to give this information to the support representative If you are having ongoing problems you can set the Verbose logging option to provide additional information to help you solve these problems By default the Truncate log file option is set to create a new log for each Domino Doc session Turn this option off to identify recurring problems For more information see Changing the log file settings in Chapter 2 Getting Started 219 Why can t l Access my Domino Doc library through my Web browser For details see I can t access Domino Doc from my browser later in this chapter Access the Domino Doc library using HTTP protocol For details see I can t access the Domino Doc library using HTTP protocol later in this chapter Access the Domino Doc library using Notes protocol For d
272. se Close No decision Chapter 8 Working with Domino Doc from an Integrated Application 187 Chapter 9 Working with Domino Doc from Windows Explorer This chapter describes how the user navigates the Domino Doc library from the Windows Explorer using the Domino Doc Neighborhood to find and manage the contents of the binders and file cabinets About working with the Windows Explorer interface Navigating Domino Doc from Windows Explorer Domino Doc icons in Windows Explorer Working with libraries from Windows Explorer Working with file cabinets from Windows Explorer Working with binders from Windows Explorer Working with documents from Windows Explorer Working with the Attache Case Searching from Windows Explorer Viewing a document s revision history in Windows Explorer About working with the Windows Explorer interface You can access Domino Doc to work with binders and documents directly from Windows Explorer If you have installed the Domino Doc Desktop Enabler on your PC you have also installed this interface It appears on your desktop as a shortcut called Domino Doc Neighborhood and as a Domino Doc Neighborhood icon in the left pane of Windows Explorer For more information about installation and connection see Setting up for using the Windows Explorer interface in Chapter 2 Getting Started This chapter describes how you can use the Domino Doc Neighborhood to Navigate through file rooms file cabinets
273. session Note For information on hiding the My Computer icon to prevent access to the local file system see the Domino Doc Administrator s Guide 170 Domino Doc 3 5 User s Guide Working with libraries from an integrated application You can have multiple library connections and switch from one to another by clicking the connection you want For more information about connecting libraries see Managing library connections from an Office application and Managing library connections from an ODMA supported application earlier in this chapter If you are using a Microsoft Office application choose File Open or File Save As and then click the Domino Doc icon in the dialog box to see the available library connections in the Domino Doc Neighborhood Select the library connection that you want to see the file rooms file cabinets binder and documents If you are using a different integrated application choose File Open or File Save As to see the contents of the available library connections in the Domino Doc Neighborhood You can right click on a library connection in either the Open dialog box or the Save As dialog box and use the commands listed below Choose this command To do this Open Display all rooms for the selected library in the dialog box Explore Display all rooms for the selected library in a separate window Set as Default Library Make the selected library the default Disconnect
274. set to Yes e Select a check in option e Optional Enter a comment or description 11 Click OK Saving a new document to the local file system If you aren t ready to save a new document to a Domino Doc library you can save the document to the local file system on your computer 1 After you create the document in your integrated application choose File Close 2 If you are prompted for a Domino Doc library user name and password click Cancel 3 Do one of the following e If the dialog box lists the contents of the local drive open the folder where you want to save the document e If the dialog box lists the contents of the Domino Doc Neighborhood click My Computer and then open the folder where you want to save the document 4 Enter a name in the File name box Note When specifying a file name avoid using the following invalid characters lt gt 5 Optional Select a different file format from the Save as type list 6 Click Save Chapter 8 Working with Domino Doc from an Integrated Application 175 Adding existing documents to Domino Doc You can save an existing file that was created in an integrated application to a Domino Doc library from within the application Procedure 1 After you make any needed changes to the document in your integrated application choose File Save As Open the library where you want to save the document If you are prompted for a user name and o
275. side the option E mail me when the request is processed 5 Change the profile and or security information Note Click Return to Library if you want to change the profile or security information later 6 When you have finished making changes to the binder click Save to save your changes and then Check In to check the binder back into the file cabinet Note If you made changes to a working copy before your check out request was processed you ll have to wait until you receive the lock to check it back in If the binder is currently checked out to someone else or has been deleted from the master file cabinet your request will be rejected If someone else made changes to the binder before you received the lock you ll have to resolve the conflicts Changing a binder profile When you create a new binder in Domino Doc you provide a Binder Title and you choose a Binder Type from a predefined list If the Binder Type has a set of fields attributes you can enter field values to further organize your documents As binder manager you can change this profile informa tion later if you need to Your changes are applied to all replicas of this file cabinet when replication occurs When changing a binder title you will be prompted by Domino Doc to change the name of the binder if it finds another binder with the same name You can accept the duplicate name or make a name change Procedure To change profile information for your b
276. sional lock on the document and gives you a working copy for editing Note You can t check in the document until the master file cabinet processes your check out request If you d like to receive an e mail notification when the request is processed check the Yes beside the option E mail me when the request is processed 98 Domino Doc 3 5 User s Guide e Connect to the master replica server and do the check out there This option opens the master file cabinet replica if it is accessible over the network The document is immediately checked out on the master replica and a working copy is replicated to your file cabinet replica Note This option is only available from Notes 5 Do one of the following e Click Edit Document to launch the application associated with this document and modify the document now e Click Edit Document Profile to change the document title type or field attribute values e Click Edit Security to change the Document Editor Reader Editor or Manager list for this document providing you have the access e Click Move to Binder to move the document to a different binder e Click Return to Library if you want to edit the document later 6 When you have finished making your changes check the document back in For more information see Checking in a document from Notes later in this chapter Note If you made changes to a working copy before your check out request was processed y
277. sting document other users will see only what has been previously published not what is in process Only the latest copy of a document can be checked out for editing If a version has a draft based on it only the draft can be checked out The check in options depend on whether the checked out document is a draft or version and whether or not drafts are enabled for the document type For documents like memos that are created in a single editing session and do not need to be collaborated on reviewed and approved by others drafts are not necessary When a version 1 0 is checked out a working copy is created The working copy can be checked in as either a new version or a draft If it is checked in as a new version 2 0 the editor can choose to replace or maintain the previous version 1 0 If the document is checked in as a draft the current version is still the original version 1 0 and the working copy becomes a draft 1 1 Drafts provide an electronic history of the evolution of the document If you do not need to keep such a record you can choose to delete all drafts when you save the document as a version For example if you are checking in draft 1 5 as version 2 0 you can delete drafts 1 1 through 1 5 if you d like Chapter 5 Working with Documents 45 About document life cycle management Many business documents progress through a series of stages that collec tively form the document s life cycle These st
278. t All to clear your selections 154 Domino Doc 3 5 User s Guide 3 Click Add when you have selected the appropriate document approvers The names you specified appear in the Added list 4 Optional If you chose the Routing Type Serial select a name and click Move Up or Move Down until the approver appears in the proper sequence in the list Repeat until the names in the list appear in the order in which you want them to approve the document 5 Click OK Changing the document approver list After submitting a document for approval the review initiator can change the order of the approvers and can add and remove approvers who have not already approved the document If for example you included someone who is on vacation and won t be back within the review cycle you may want to remove that person and add someone else Procedure To change the document approver list perform the following steps 1 Open the file cabinet and binder that contains the document 2 Double click the document to access the document profile 3 Scroll to the Review Status section and click Edit Approvers 4 Add remove and move approvers as necessary Note You cannot remove from the list a user who has already approved the document 5 Click OK Canceling an approval cycle The approval initiator or a manager of the file cabinet may cancel an approval cycle any time while the document is in the Pending Approval state Canceling an ap
279. t on the toolbar vary depending upon the state of the current document In all cases available actions are also based on your role and access level When you open a document profile you get access to the actions described in the table below when you choose Document from the toolbar You also always have the option to view the document s Security Revision History and or Activity Log If you have a Workflow enabled library you can go to a Workflow page Document draft actions If the current document is a draft these actions are available Click this To do this View Open the document for viewing Edit Document Check out and edit the document contents Create Version Change the document state from draft to version Check Out Document Check the document out of the binder in order to edit or change the document content profile information or security Add to Favorites Add a selected document to your favorites list for easy access Move to Binder Select a different binder for this document Note This function can be performed in the master file cabinet replica only Delete Document Delete a selected document Note This function can be performed in the master file cabinet replica only Copy Bookmark to Create a link to this document from a different binder Binder Submit for Review Start a review cycle Submit for Approval Start the approval process Forward Forward the document to another user Chapter 7 Wor
280. t send a mail message when I invite a user to a file cabinet I get an error message when I open an edited binder profile I can t download any files from Internet Explorer A document cannot be opened multiple times Domino Doc library cannot be accessed File Open error requires document check in Opening a document from a browser fails and causes security warning Saving a document again after initial save may fail Freelance Graphics 97 application issues Freelance Graphics Millennium Edition Release 9 5 application issues PowerPoint application issues Word application issues Word Pro 97 application issues Word Pro Millennium Edition Release 9 application issues Index 226 226 226 227 227 About this book This book describes how to use Domino Doc the solution for organizing managing and storing critical business documents and for making them accessible throughout the organization Because Domino Doc was designed to be used with any Web browser Windows Explorer a Lotus Notes client or an integrated application differences in the interface or functionality are noted in this book Chapter 1 Introducing Domino Doc highlights what is new in this release and gives an overview of Domino Doc its features users and architecture Chapter 2 Getting Started describes how to install and set up the Domino Doc Client components Chapter 3
281. t to repeat the connect proce dure for each one at this time After you have once successfully connected to the appropriate address the previously selected protocol is remembered and used the next time The library connection persists even if you restart your PC until you disconnect the library In future sessions you will be able to access a connected Domino Doc library in either of two ways e Use the Domino Doc Neighborhood shortcut on the Windows desktop to go directly to a window that displays the icons of previously connected Domino Doc libraries e Use the left pane of the Windows Explorer to find the desired library icon under the Domino Doc Neighborhood icon For information about setting up automatic library connections by modify ing the client registry see the Domino Doc Administrator s Guide Setting a default library The default library is used by the Favorites Checked Out and History buttons in the ODMA dialog box if you don t already have a library open For example if you have several library connections and choose File Open in an integrated application you can click Favorites in the location bar to automatically open the default library and navigate to the Favorites folder 1 Right click the icon of the library that you want as your default library 24 Domino Doc 3 5 User s Guide 2 Choose Set as Default Library Tip You can also specify a default library by selecting a library connection in the
282. tabbed folders Click this tab To do this Binder Profile View the binder title type and field attribute values Security Display the user lists for the binder Creating a binder You can create a binder in a file cabinet to hold your documents The new binder will be added to all replicas of this file cabinet when repli cation occurs When creating a binder you may be prompted by Domino Doc to change the name of the binder if it finds another binder with the same name You can accept the duplicate name or make a name change Note If the file cabinet profile specifies Notes folders for the binder Table of Contents and if you are not an Administrator the Table of Contents for the binder may not get created immediately Procedure To create a new binder perform the following steps 1 From the Domino Doc library open the file cabinet that will hold the binder you are creating 2 Click New Binder Chapter 6 Working with Domino Doc from the Notes Client 79 3 Complete the following information e Enter the binder title e Select a different binder type if necessary An Index Card of the fields that have been defined for this type of binder displays 4 Enter the attribute values that are appropriate for your new binder Optional Change Reader Editor and Manager access rights for this binder 6 Click Save when you ve completed all of the binder information For more information on setting access rights
283. temporary directory for HTTP access perform the following steps 1 Click the Windows Start button Click Run Type regedit in the window Click OK Expand the key HKEY_LOCAL_MACHINE Expand SOFTWARE Expand Lotus PO eI ON Os ess NS Expand Domino Doc Desktop Enabler 22 Domino Doc 3 5 User s Guide 9 Expand Paths 10 Open Temp 11 In the data column change the location for the temporary directory Caution Do not change any of the other settings because Domino Doc is dependent upon these entries Procedure for Notes If you d like to change the location of the temporary directory for Notes access edit the following line in your NOTES INI file to the location of your choice DOMINODOCDIR c DominoDoc TEMP Setting up for using the Windows Explorer interface If you will be using the Windows Explorer interface Domino Doc Neigh borhood you must have the Domino Doc Desktop Enabler installed You also need to obtain from your Domino Doc Library Administrator the URL for each library you will be using Connecting to the library Libraries in Domino Doc reside on a Domino Server that can be accessed either through an HTTP protocol or a Lotus Notes protocol To use the Windows Explorer interface you must establish a connection to your Domino Doc library or libraries You can set up multiple library connec tions and navigate from one to the other For information about creating a library connectio
284. tes you can enter field values that make your document easier to organize and locate within the library Note You ll have to enter these values when you initially save your new document Procedure To specify profile data for a new document 1 Inthe Domino Doc Check In dialog box click Properties The Domino Doc Modify Properties dialog box displays Click the Profile tab in the dialog box Enter a title for your document Enter a description for your document Chapter 8 Working with Domino Doc from an Integrated Application 177 5 Choose a document type The fields that have been defined for this type of document display 6 Click the first field and enter the information for your document Repeat as needed for the remaining fields 7 Click OK when you have completed the field values 8 When the Domino Doc Check In dialog box displays select the options you want and then click OK For more information see About checking in a document in Chapter 5 Working with Documents Setting document security You can set up or change security on a new document or on an existing document that you checked out For more information see About document security in Chapter 5 Working with Documents Setting security on a new document When you save a new document to a Domino Doc library follow the steps below to set the security 1 Inthe Domino Doc Check In dialog box click Properties The Domino Do
285. tes document or an Outlook e mail 1 Inthe field where you want to attach the Domino Doc document do one of the following e Notes Choose File Attach to display the Create Attachment s dialog box e Outlook In the native Outlook e mail editor choose Insert Domino Doc Item to display the Domino Doc Open dialog box Open the appropriate library file room file cabinet and binder Select the document you want to attach Optional To check out the selected document do one of the following e Notes Select Check Out e Outlook Deselect Open as read only 5 Optional To attach a particular revision document select the Revision History check box and then select the revision document you want from the Version Date dropdown Tip You can also right click on the document and then choose Revision History from the context menu 6 Doone of the following e Notes In the Create Attachment s dialog box click Create e Outlook In the Domino Doc Open dialog box click Open For information on using the Notes client or Web browser to forward a document see Chapter 6 Working with Domino Doc from the Notes Client or Chapter 7 Working with Domino Doc from a Browser Importing a Domino Doc document into an e mail When you edit a Notes document e mail or another type that contains a rich text field or an Outlook e mail you can access a Domino Doc library and import the content of a
286. th Documents Adding a document to a binder To add a document that exists in your file system to a binder you can use either of two methods e Use Windows Explorer to find it and drag it to the binder icon of the binder you want to put it in e Use the New Document option from the context menu To use the New Document option 1 Right click on the binder choose New Document and select the document either by browsing the Add Document box or by entering its path name Note The file name should not include any of the following characters ar Asuna eon 2 Click Open The Check In dialog box displays Enter a Title for the document in the title field Optional Select Properties to set or change property and or security settings 5 Optional Add comments 6 Select a Check in option 7 Click OK Options for working with documents in a binder When you right click on a document in the left pane of the Windows Explorer the commands that appear on the pop up menu change depend ing on the document s current state The list may include any of the commands described below 198 Domino Doc 3 5 User s Guide Choose this To do this command Edit Open the document for editing if you have it checked out If it is not checked out it will be checked out transparently and opened for editing You must have Editor access rights to the document View Open the selected document for viewing Documents created in the Notes cl
287. the Domino Doc property values will continue to be updated each time you open the document overwriting any changes that you made For information on how to change the Office application setting see Speci fying document property settings in Chapter 2 Getting Started 184 Domino Doc 3 5 User s Guide Checking in documents through an integrated application You can check documents in directly from your integrated application by performing the following steps 1 After you have made your changes and saved them choose File Close The Domino Doc Check in dialog box displays 2 Make sure Check In is set to Yes and then select the option you want Check the document in as a version e Choose Version to maintain the previous draft or version and create a new version that includes your changes e Choose Version replace current version to replace the previous version with your changed version This option also deletes the drafts on which the prior version was based e Check Delete drafts if drafts are associated with the version and you do not need to keep them as document history Note Ifa review cycle is required for the document it cannot be checked in as a version or submitted for approval until the review has been completed If an approval cycle is required for the document it cannot be checked in as a version until the document has been marked approved Check the document in as a draft
288. the choice being to send a check out request to the master file cabinet or connect to the file cabinet and check out the document immediately If you are editing the document in an integrated application and you want to continue editing during another session do not check the document back in after saving your changes If you save the document to your local file system for example if you want to take a local copy home to continue working on it you ll have to check it back in through your browser or Notes when you are finished editing If you are working with the Domino Doc library from the Windows Explorer interface you can use the Attache Case to store a checked out document for working offline About checking in a document Documents that have been checked out need to be checked back in so that changes get recorded and the document is unlocked and available to other users Documents must be checked in on the same server from where they were checked out If you are working in the master file cabinet checking a document in is straightforward 52 Domino Doc 3 5 User s Guide If you are not working in the master file cabinet before checking in the document you must e Receive a check out lock from the master file cabinet e Check the document back into the same file cabinet from which you checked it out e Resolve any check out conflicts You can check in documents from any of the Domino Doc user interfaces Whenev
289. the document Note This function can be performed only in the master file cabinet replica Make the document available for offline use You must use the Explorer to work with the Attache Case For more information see Working with the Attache Case in Chapter 9 Working with Domino Doc from Windows Explorer continued Chapter 8 Working with Domino Doc from an Integrated Application 173 Choose this command To do this Delete Delete the document from the binder You must have Manager access to the document and Editor access to the binder Revision History Display the document s revision history and view a previous revision Properties Display the security and profile information You can change the properties only if the document is checked out to you Version x x View print or display the properties for the version rather than for the most recent draft Note This command is available if the selected document s revision history includes a draft to which you have access that was created after a version About adding documents to the library You can add a document to a Domino Doc library in several ways from an integrated application This section describes e Saving a new document e Adding an existing document e Creating a new binder when adding a document You can add only one document at a time using these methods If you want to capture several documents you can use File Import avai
290. the following steps 1 Check out the document 2 Open the working copy 3 Click Edit Security 4 Turn off the default list check box for the permission level you want to change For example to change the list of users who can edit the document turn off All binder editors and above 5 Click Add Remove 6 To add groups or individuals to the access list do the following e To include an entire group select the group from the drop down box and then click Add Group e To include only some members of a group select the group from the drop down box select the individual members you want in the Selection list box and then click Add e To include an individual user select the user in the Selection list box and then click Add 7 To remove groups or individuals from the access list select the names in the Added box and then click Remove Click OK Click Save to save your changes Chapter 6 Working with Domino Doc from the Notes Client 103 10 Click Check In to check the document back in 11 When the Check In As dialog box displays select a check in option Note For more information see About checking in a document in Chapter 5 Working with Documents 12 Optional Enter a comment or a description of your changes 13 Click OK Checking in a document from Notes If you checked out a document and closed it without checking it back in it remains locked and unavailable to oth
291. the security settings are included in the life cycle process when All Document Managers is selected users who are invited to the file cabinet as managers are not included Likewise managers who appear in the Selection List in the Setup Approval dialog box are not automatically included when All Document Managers is selected 4 Specify the routing type e Choose serial if you want each approver to approve the document in sequence in the order established by the initiator e Choose parallel if you want each approver to approve the document at the same time 5 Optional Specify a time limit option e Choose Send approver a reminder after time limit expires then enter the number of days to allow or de select this option e Choose Send originator a notification after time limit expires then enter the number of days to allow or de select this option 6 Indicate whether to notify the approval originator after the final approval or after each approval 114 Domino Doc 3 5 User s Guide 7 Indicate what to do on approval completion check in as a new version check in and replace current version or return to the initiator 8 Click OK Note Ifa document is rejected it cannot be immediately resubmitted for approval because Domino Doc assumes that the document needs further revision To resubmit the document for approval when no further changes are required first check out the document click any of the E
292. this Edit Open the document for editing if you have it checked out If it is not checked out it will be checked out transparently and opened for editing You must have Editor access rights to the document View Open the document for viewing if it was added to the Attache Case in View mode Print Print the selected document You can print documents drafts or versions Check In Return the document to the library optionally replaced or versioned Unlocks the document so other users can access it If there is a mismatch in versioning you will be warned and will have the option to cancel the check in operation If the check in is successful you will be given the option to remove it from the Attache Case This option is not available if the document is in the Attache Case in View mode Retrieve Latest Put the latest version into the Attache Case If the document is Version in Edit mode but no longer checked out to you you will be asked whether to retrieve it in Edit or View mode If it cannot be checked out to you you will be offered View mode only Remove Remove the document from the Attache Case You must confirm the action Working with all documents in the Attache Case The Attache Case has items on its context menu to allow working with all the documents in the Attache Case at once Right click on the Attache Case icon to get this menu Chapter 9 Working with Domino Doc from Windows Explorer 203 Choose this c
293. title To view the document and any related attachments click the document title Accessing a document from a list When displaying the contents of a list such as Recently Edited or Favorites you can view a document or its profile as follows When working with a document list such as Recently Edited or Favorites you can click the Info icon next to the document title to launch the document profile getting access to the Security Revision History and Activity Log When you click on a document title you launch any attachments related to the document for viewing in read only mode Document actions If you have the required access you can also copy or move the document to a different binder delete the document check the document out and edit the content the profile and the security information forward the document its URL or contents or both if you are using a Web browser to another user by e mail create or continue a discussion forum around the document see who is online with access to the document requires Sametime integration enablement to discuss the document You can check an edited document back in and based on document type you can set up submit complete and cancel review and approval cycles You can create a bookmark to link the document to different binders for easy access 136 Domino Doc 3 5 User s Guide When working with a document from a browser the actions available from Documen
294. tly Edited button Select the document you want to edit by double clicking When the Document Profile tab displays use the tool bar or Actions from the menu bar to open the document e Click View to view the document e Click Edit Document to check out and edit the document e Click Check Out Document to check out the document Chapter 6 Working with Domino Doc from the Notes Client 95 2 If the document is not in the Recently Edited list from the Domino Doc library open the file cabinet and then the binder that contains the document you want to open Note You can search for your document if you don t know where it is stored and view or edit it from the search results Tip If you are storing your documents in multiple databases based on storage thresholds you can click on the Documents by Title tab and navigate between binder sets document storage databases using the Next Binder Set and Previous Binder Set buttons 3 If your binder Table of Contents design uses the BinderTOC ActiveX control right click on the document and select View Edit or Check out 4 If your binder Table of Contents design uses Notes folders access the profile of the document you want to open by double clicking on its entry in the list of documents in the binder Note A lock appears beside the document in the list if it is checked out You won t be able to view or edit it until it is available to be checked out again To make it available click
295. to a Domino Doc library Users can also import the contents of a document from a Domino Doc library into the body of an e mail and export the body of an e mail excluding any attachments as a document to Domino Doc Improved multilingual support Unicode support gives users the ability to view and edit Domino Doc infor mation from different locales without changing regional settings Domino Doc 3 1 Domino Doc 3 1 includes enhancements to the Windows Explorer and Desktop Enabler clients changes to security K station integration UTF 8 support for users based in different locales who need to work with documents in their native language and enhanced API support Enhanced Explorer and Desktop Enabler clients Windows Explorer users can move documents to different binders create bookmarks to documents add documents to and remove them from the favorites list access documents revision history and view any previous revision of a document The Explorer client also supports viewing and printing document view files Explorer and Desktop Enabler clients have improved profile field support for numbers dates and times multiple values multiple keywords and computed fields 2 Domino Doc 3 5 User s Guide Web browser interface and Notes folders When using a browser to work in a file cabinet that uses Notes folders to display its table of contents clicking the document title displays the document profile To launch the attachment c
296. u can create a link to a document called a bookmark in a binder In this way you can make it easy to access a document from more than one binder without maintaining duplicate copies of the document Procedure To create a document bookmark perform the following steps 1 Open the file cabinet and binder that contains the document you want to link to 2 Access the document profile of the current draft or version of the document you want to link to 3 Click Copy Bookmark to Binder The Select Binder dialog box displays 4 Choose the binder you want to copy the document bookmark into Deleting a bookmark To delete a bookmark in a binder that uses the BinderTOC ActiveX control for its table of contents design click the Document to trash can icon shown below that appears next to the bookmark Deleting a document from a browser Certain restrictions apply to deleting documents For more information see About deleting documents in Chapter 5 Working with Documents Procedure 1 Select the document from any list 2 Click the Info icon to open the profile 3 Choose Document Delete Document 4 At the prompt select an option and click OK Submitting a document for review From the browser you can set up a document for review manage the review cycle and perform the review When the review cycle is complete the initiator can delete the review copies and all edits and comments associ ated with them A docu
297. ubleshooting 232 Mobile documents Attache Case Windows Explorer 202 Moving documents principles 55 procedure Notes client 106 N Navigating Domino Doc in browser 124 in Explorer 190 in integrated applications 167 in Notes client 60 New features 1 Notes e mail integration 207 208 209 212 Notes client attaching files to documents 93 binder tasks 73 document tasks 86 Domino Doc actions and views 60 Library Administration tasks 62 library tasks 61 opening documents 95 Notes folders binder table of contents 34 O ODMA documents viewing revision history 159 ODM A enabled applications reviewing revision history 159 Opening binders Favorites 36 Opening discussion threads Forum feature browser 159 Opening documents options 49 procedure integrated application 180 procedure Notes client 95 Options adding documents 42 archiving documents 48 bookmarking documents 55 capturing documents 42 checking in documents 52 copying documents 55 deleting documents 54 finding and opening documents 49 managing document life cycle 46 moving documents 55 searching for documents browser 127 searching for documents Notes client 67 set up 15 sharing documents 57 157 Outlook e mail integration 207 208 209 212 P Pencil icon document working copy browser 135 document working copy Notes 86 PowerPoint configuring 20 troubleshooting 231 Printing documents W
298. ument Open the document profile and choose Submit for Review from the Document menu Note If you are working in a non master file cabinet you first have to check out the current draft The Review Options form displays 4 Specify the document reviewers e Choose All Draft Editors if you want all draft editors to review the document e Choose All Document Managers if you want all document managers to review the document e Or select specific reviewers Note The list of reviewers included in All Draft Editors and All Document Managers is determined by the document s security settings For example only users who are listed as a document manager in the security settings are included in the life cycle process when All Document Managers is selected users who are invited to the file cabinet as managers are not included Likewise managers who appear in the Selection List in the Review Options form are not automatically included when All Document Managers is selected Chapter 7 Working with Domino Doc from a Browser 149 9 Specify the routing type e Choose serial if you want each reviewer to review the document in sequence in the order established by the initiator e Choose parallel if you want each reviewer to review the document at the same time Specify a time limit option e Choose Send reviewer a reminder after time limit expires then enter the number of days to allow e Choose
299. ument for viewing Edit Document Check Out Document Add to Favorites Move to Binder Check out and edit the document contents Check the document out of the binder in order to edit or change the document content profile information or security Add a selected document to your favorites list for easy access Select a different binder for this document Note This function can be performed in the master file cabinet replica only 138 Domino Doc 3 5 User s Guide continued Click this To do this Delete Document Delete a selected document Note This function can be performed in the master file cabinet replica only Mark for Archive Archive the document Copy Bookmark Create a link to this document from a different binder to Binder Forward Forward the document to another user Document archiving actions If the document type allows for manually archiving out of date documents to an external storage facility for easy retrieval you can perform these actions Click this To do this View Open the document for viewing Mark for Archive Display the Mark for Archive dialog to specify archiving options for the document Unmark for Archive Cancel the archive request for the document Retrieve Manually Issue a retrieve from archive request for the document Checked out document actions When you check out a document a lock appears beside it and it changes to Read Only so other users can a
300. underlined letter of the command you want to perform To access the context menu for a selected item press either SHIFT F10 or the Application key located next to the CTRL key Then press the underlined letter of the menu command you want to perform Chapter 9 Working with Domino Doc from Windows Explorer 191 Toolbar buttons Use the toolbar buttons to manage the view format a a be Large Icons Small Icons List Details You can select large or small icons arrange contents as lists or display details such as revision number state document type and author Note The toolbar that you see may look different depending on the operating system you are using Viewing contents Choose View Arrange Icons to organize the items displayed in the right pane of the Explorer window the commands listed on the submenu vary depending on your context For example when you view the contents of a binder you can arrange the documents by title type author and so on When you view the contents of the Attache Case you can arrange the items by title version and mode For all objects other than documents the Details view shows only the Title For documents in Favorites History and Checked Out only the Title is displayed To see information about a document display the document s properties window by right clicking and selecting Properties from the context menu For documents in binders or documents in Search results w
301. urrent draft The Select Reviewers dialog box displays 3 Specify the document reviewers e Choose All Draft Editors e Choose All Document Managers e Select specific reviewers Note The list of reviewers included in All Draft Editors and All Document Managers is determined by the document s security settings For example only users who are listed as a document manager in the security settings are included in the life cycle process when All Document Managers is selected users who are invited to the file cabinet as managers are not included Likewise managers who appear in the Selection List in the Setup Review dialog box are not automatically included when All Document Managers is selected 110 Domino Doc 3 5 User s Guide 8 9 Specify the routing type e Choose serial if you want each reviewer to review the document in sequence in the order established by the initiator e Choose parallel if you want each reviewer to review the document at the same time Specify a time limit option e Choose Send reviewer a reminder after time limit expires then enter the number of days to allow e Choose Send originator a notification after time limit expires then enter the number of days to allow Indicate whether to notify the review originator after the final review or after each review Indicate what kinds of edits the reviewers can make comments only or content Optional Enter a mess
302. use button to display a menu Select this option To do this Document Profile Edit View Check Out Go to Working Copy Go to Latest Go To Review Copy Revision History Discussion Forum Delete Documents Add Documents to Favorites Mark Documents for Archive Forward Documents Open the document profile Open the selected document for editing if you have it checked out If it is not checked out it will be checked out transparently and opened for editing Open the selected document for viewing Check out the selected document for editing or for changing the document profile or security information Open the working copy of the selected checked out document Access the document profile form of the current draft associated with the selected document version Access the profile form of the working copy of the selected checked out document Access a report of the selected document s activity Access the discussion thread for a document If there are no discussion documents you can create one Delete selected documents Note This function can be performed in the master file cabinet replica only Add the selected documents to your favorites list for easy access Display the Mark for Archive dialog box to specify archiving options for selected documents E mail the selected documents to another user Chapter 6 Working with Domino Doc from the Notes Client 75 Checked out binder acti
303. uttons in the ODMA dialog box use the default library if you don t already have a library open For example if you have several library connections and choose File Open you can click Favorites in the location bar to automatically open the default library and navigate to the Favorites folder 1 Choose File Open 2 Right click the icon of the library that you want as your default library 3 Choose Set as Default Library If you don t specify a default library the first library you connect to becomes the default For information on setting the default library by modifying the client regis try see the Domino Doc Administrator s Guide Editing a library connection After connecting to a library you can edit the connection properties to change the library address or display name 1 Choose File Open 2 Right click the library connection you want to edit and then choose Properties from the context menu 3 Optional Edit the library address 166 Domino Doc 3 5 User s Guide 4 Optional Edit the library display name 5 Click OK Note If you are using Domino Doc on Windows NT 2000 or XP you can edit only those library connections that you created Disconnecting a library After you disconnect from a library the associated icon no longer displays in the dialog box 1 Choose File Open 2 Right click the library you want to disconnect and then choose Disconnect Library from the context menu Note I
304. w in the file cabinet Administration navigator displays a list of all conflict and rejection documents An example is illustrated below TE Close f Retty Checkout 2 Cancel Checkout Working Copy S Hep Checkout Rejection Notice The binder you requested cannot be checked out because of the following reason The binder is already checked out You can use the Retry Checkout button to issue another check out request Or you can use the Cancel Checkout button to cancel your check out and discard your changes Title Year 2000 data Created By John J Astor Domino Doc on 05 1 2 98 10 30 18 AM Checked Out By Jack Dawson Domino Doc Binder Type Categorized Binder Select the rejection document for your binder check out and do one of the following e Click Retry Checkout to resubmit the request which keeps the provisional lock on the binder and maintains your changes e Click Cancel Checkout to cancel the request and discard your changes Resolving binder check out conflicts If you send a check out request to the master file replica and the binder you requested is currently available but has been modified since you sent the request the binder is checked out to you but you must resolve any differ ences between your working copy and the master binder before you can check it back in 38 Domino Doc 3 5 User s Guide The Checkout Conflict Notice illustrated below displays which binder attributes were modi
305. ways takes you back to the library entry point Tabs allow you to see lists and forms related to the current activity such as Profile Security Revision History Activity Log Who is Online or Lotus Workflow Logo The Domino Doc logo displays on the upper left area of the navigation pane in the Library view Click on the logo to see the Domino Doc About box for the product version and copyright information An animated icon appears in the logo when you save new file cabinets binders or documents or perform a search This icon is a visual cue that Domino Doc is processing your action Working in the library from Notes The library contains all existing file rooms and the file cabinets contained in them When you want to work with a library wide view of documents binders or file cabinets you use the main library view What you can do and what you will see on the views depends on your role and access level only Administrators can perform all actions and see every thing in the views Chapter 6 Working with Domino Doc from the Notes Client 61 Library Actions and Views Click this button To do this New File Cabinet Connect File Cabinet Search Help File Cabinets Checked Out Favorites Life Cycle Status Recently Edited Library Administration Access the form for creating a new file cabinet Administrator only Add a new file cabinet to the library by attaching an existing one Administ
306. with a binder from Notes When you open a binder you see a list of the documents contained in the binder You can e Access the binder profile security and a report of binder activity e Select a document and view the content Chapter 6 Working with Domino Doc from the Notes Client 73 e Create anew document e Check out one or more selected documents e Delete one or more selected documents e Copy the binder and all of the documents in it to a different file cabinet e Add a binder to your list of favorites e Create a discussion topic for a document How you perform these actions varies slightly depending on the option selected for the Binder Table of Contents for the file cabinet e BinderTOC ActiveX control e Notes folders When you click on Binder Profile a graphical representation of the storage system hierarchy displays at the top of your workspace so that you always know where you are You can return to the file cabinet or library by clicking on the appropriate icon as long as you are not in the process of creating editing or saving any information If you select a working copy and multiple working copies exist you will be given more information about each copy and asked to select the one you want If you have access you can check out the binder in order to edit the profile or security The icon for a binder varies depending on whether it is locked checked out or provisionally locked a check out request has been
307. wser Navigating Domino Doc from a browser Domino Doc icons for the browser Searching from a browser Managing favorites from a browser Working with a binder from a browser 102 103 104 104 105 106 106 107 108 110 114 117 119 119 123 124 124 126 127 129 129 Creating a binder Checking out a binder from the master file cabinet Checking out a binder from a non master file cabinet Changing a binder profile Changing binder security Checking in a binder Deleting a binder Working with a document from a browser Accessing a document from the binder contents Accessing a document from a list Document actions Adding an existing document to Domino Doc from a browser Opening a document for viewing from a browser Checking out a document from the master file cabinet from a browser Checking out a document from a non master file cabinet from a browser Opening a document profile from a browser Changing a document profile from a browser Changing document security from a browser Checking in a document from a browser Forwarding a document from a browser Bookmarking adocument Deleting a document from a browser Submitting a document for review Submitting a document for approval Manually archiving a document from a browser Using the Discussion feature in the browser 156 157 8 Working with Domino Doc from
308. xist between the working copy and the master document that must be resolved The user can either discard the changes or selectively merge changes into the master document Chapter 1 Introducing Domino Doc 7 About Domino Doc roles Domino Doc users assume a variety of roles for creating managing and using the system components The roles are Site Administrator Library Administrator File Cabinet Creator File Cabinet Manager Editor Draft Editor Reader Site Administrators If you are a Site Administrator you can create and maintain Domino Doc libraries Refer to the Domino Doc Administrator s Guide for information on how to perform these activities Library Administrators If you are an Administrator you can do the following Create file cabinets Manage security for all file cabinets Delete move or connect file cabinets Set up create and delete Domino Doc replicas See a list of everyone s checked out binders and documents See a list of everyone s favorite binders and documents See a list of all documents by life cycle status See a list of everyone s last ten recently edited items Add new types to the file cabinet template and create binder and document types in the library Change the settings in the System Profile which includes managing the list of Administrators and File Cabinet Creators Delete entries from the Log Create ODMA file associations Refer to the Domino Doc Administrator s Guide fo
309. y Access the discussion forum for this document The following additional actions are available from the drop down menu when you choose Actions from the menu bar Select this option To do this Copy to File Cabinet Add to Favorites Create a copy of this document in another file cabinet to which you have access Add a selected document to your favorites list for easy access Copy Bookmark to Create a bookmark to this document in a binder to which you Binder Create Forum Topic have access Add this document to a discussion forum or add a new topic to a document that is already part of a discussion forum Document review and approval actions Notes folders If review and approval options are specified and drafts are not disabled for the type of document you can perform the following actions for a document Click this To do this Submit for Review Access the Setup Review dialog box in order to enter or change Open Review Copy Delete Review Documents Complete Review Cancel Review review cycle information and initiate a review cycle for this document Open the review copy of the document for editing or for commenting Delete all review comments and review copies associated with the draft after the review has been completed and the edits incorporated This can be done by the review initiator only Mark the review complete and ready for approval Cancel the review
310. y its cabinet location you select a type from a given list and enter the specific attribute values About document security When a file cabinet is created the file cabinet creator specifies who can read and edit the documents that will be stored in the file cabinet and specifies default document security If the default security specified on the file cabinet is Inherit Binder Security the list of Editors will default from the binder for new documents The author can change the access on a per document basis If the default access control specified on the binder is Limit access to creator the author can add names to the editor lists on a per document basis provided these names are included in the binder user lists Document access can only be given for users who also have access to the file cabinet specified for those documents Document users Every document has a user list that defines who can access it and what tasks those users can perform The document user list is limited to the binder user list but the document manager can change access on a per document basis The document user list defines the following users Readers These users can view the document they cannot change document content or properties or move or remove the document Chapter 5 Working with Documents 43 All users who have at least Reader access to the binder that contains the document are automatically given Reader access to the document Th
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